PR15559427_Questions and Answers.pdf

Questions and Answers Page 1 of 6 RFQ for America250 Abu Dhabi Engagement Series

Questions and Answers from the pre-proposal conference and raised by bidder(s):

The following table reflects questions as raised by prospective bidder. Our answers are based on our review of the contract and any relevant guidance or regulations.

Number Question as submitted by bidders Answer from the Contracting Office

1. Can we discuss our media outreach expectations and scope (Exp. post event media coverage only, full coverage, marketing pre -event outreach, etc.) this scope can be as small or as huge as you would like so we would need to dive into a little more details here if possible, we can see in the proposal that you require everything, but we would like to outline what everything is for your requirement if possible, because this scope can be done in 50K & in 500K AED so we just need to border / identify the expectations and needs.

The media outreach scope includes a focused combination of pre-event promotion, live event coverage, and post-event media follow-up to ensure strong visibility across key channels.

Specifically, we expect:

• Pre-event: Up to 4 media placements (social media posts, press releases, and targeted outreach to local/regional media) starting 3- 4 weeks prior to each event.

• During event: Live social media updates and photography/video coverage to capture highlights.

• Post-event: 2-3 media placements including highlight reels, photo galleries, and summary press releases within two weeks after the event.

Vendors should propose cost-effective, creative strategies aligned with these parameters to maximize engagement and reach.

2. It states in the rfq (Draw 2,000–3,000) for each event, as a company does this mean we are managing the marketing for the event ?

and is the number of attendees a KPI for the contracted company? if so we would like to discuss how this is possible to do , the reporting mechanism between us, and if not achieved how to deal with the situation.

The contractor is responsible for audience engagement and local outreach to support the minimum attendance target of 2,000 attendees per event. While this attendance figure is a key measure for successful event completion as outlined in the Scope of Work, it is not an absolute KPI tied to penalties or payment adjustments. The contractor will provide regular outreach updates and post-event attendance analysis as part of monitoring and evaluation.

Questions and Answers Page 2 of 6 bidders Answer from the Contracting Office

3. Is there a general theme (Brand) for the America250 that we should consider in our approach to the project?

Yes, the America250 brand centers on celebrating American innovation, culture, and the U.S.-UAE partnership. Vendors should align their creative concepts and event branding with themes of excellence and shared heritage as outlined in the Scope of Work, ensuring all materials comply with America250 brand guidelines provided upon contract award.

4. Without knowing the exact locations (Which we understand might not be clear at this point) we will have to budget lots of items such as the (Crowd control, layout, permits, and major components only through the general scope as these are details related to the chosen venue.

Vendors should provide budget estimates based on typical venue requirements for similar events in the Abu Dhabi region, with flexibility to adjust once locations are finalized.

5. We would like to discuss the logistics as each event may have a different number of people some might only fly business, some might have logistics requirements, we would need to know on a later stage, in order to move forwards now we will scope something very general but please keep in mind that this is a emmendable item based on the approach from the speakers on a later stage and their requirements.

Vendors should include general logistics management in their proposals, understanding specific travel arrangements and requirements will be finalized after contract award and speaker confirmations.

6. How many days per event? One

Questions and Answers Page 3 of 6 bidders Answer from the Contracting Office

7. Is it only 3 events, are they 1-day events? Or do we have any sub events previous to the main one such as (Teaser roadshows / Media Events ...etc.)?

Each event is planned as a single-day activity.

8. The designs per event location is subject to that specific location, therefore our proposal will not have specific designs for this event, however will have the ideation, similar scopes delivered for other clients with their designs, how to approach this project, mapping then deliverables (To the closest we can) and quoting them?

Vendors should propose conceptual design frameworks and past relevant experience demonstrating capability to deliver culturally appropriate, innovative event design. Final detailed designs will be developed in coordination with the U.S. Mission once locations and logistical specifics are confirmed.

9. The submission will have files exceeding 10MB and not sendable via multiple emails as its one file, is there an alternative or can we use we transfer? Please advise.

As stated in the RFQ, submissions are currently limited to 10MB. However, we will issue an amendment to increase the limit to 20MB per email. Vendors will be permitted to send multiple emails, each containing one attachment, provided the file size does not exceed 20MB. Please note that all submissions must be in PDF format; no other formats will be accepted.

10. Is this purely a commercial submission OR does the client expect to see a Technical Proposal?

As stated in the RFQ, pricing and technical proposals must be submitted separately for evaluation. Please ensure all submissions comply with the RFQ provisions. Proposals that do not include the required information or documentation outlined in the RFQ will not be considered.

11. Could we get a budget for each event as this will help us tailor make the proposals as the budget will dictate the size and scale?

At this time, the Department of State is unable to provide specific budgetary details for each event.

Vendors are encouraged to submit proposals that align with the requirements outlined in the RFQ, ensuring scalability and flexibility to meet the stated objectives.

Questions and Answers Page 4 of 6 bidders Answer from the Contracting Office

12. Can we get an extension for the submission as the time for research / strategy / design / estimation / quotation / media and marketing is not enough to submit by Sept?

An amendment will be issued to extend the deadline, but it cannot be extended past September 10, 2025.

13. There is mention of including Defense Base Act (DBA) insurance premium cost - could we specify more on this?

Defense Base Act (DBA) insurance is a mandatory requirement for U.S. Government contracts involving supplies or services. A list of U.S.

Department of Labor-approved DBA insurance providers is available at: https://www.dol.gov/owcp/dlhwc/lscarrier.htm.

Prospective bidders must contact one of these providers to obtain an estimated quote. The cost of the DBA insurance premium must be included in the pricing. Please note that DBA insurance premium costs are not reimbursable.

After contract award, the contractor must submit the DBA insurance policy binder to the Embassy within 10 days. The policy’s start date must align with the contract’s performance effective date.

14. For each event - the selection of the location and its cost - is under whose responsibility.

Venue selection and related costs will be managed by the contractor within the approved budget, in coordination with the U.S. Mission. Final venue approval rests with the U.S. Mission to ensure alignment with event objectives and compliance.

15. How large a footprint should we plan for each event. E.g.:

The science festival needs to have how many zones/school participants / stalls / booths etc.? The Energy Summit - is it only a one-day event or an exhibition and forum or only a conference. How long / how many speakers? Each event is fairly vague to propose a cost for?

Event footprints should be sufficient to accommodate 2,000–3,000 attendees with multiple activity zones as outlined in the SoW:

• Event 1: Several STEM zones including VR and workshops

• Event 2: Live performances, food stalls, artisan exhibits

• Event 3: Panel discussions, energy exhibits, demos All events are one-day, with speaker numbers and schedules to be developed during planning phases.

https://www.dol.gov/owcp/dlhwc/lscarrier.htm

Questions and Answers Page 5 of 6 bidders Answer from the Contracting Office

16. The cost of speakers will greatly affect the commercial. Are we looking at global speakers / heads of states talking? Celebrity endorsements?

Speakers will primarily be subject matter experts, industry leaders, and cultural figures relevant to each event’s theme. No heads of state or celebrity endorsements are anticipated given budget constraints.

17. How many installations/activations should we propose (without a budget guideline we can propose ideas from AED 10,000 to AED 1Million per activation as required)?

Proposals should include multiple medium-scale interactive installations aligned with each event’s theme. High-cost activations are discouraged.

18. Event Marketing - does that fall under the agency scope directly - or will you be hiring a 3rd party PR and Marketing firm?

Event marketing is part of the contractor’s scope and budget.

19. What budget would you like to spend on digital marketing / traditional marketing - and does the KPI of footfalls rest solely on the event agency?

Footfall targets support evaluation but are not strictly enforced KPIs. The contractor is responsible for employing effective marketing tactics within budget limits to drive attendance.

20. Each event - the logistics may vary which will change the cost - from parking / ground leveling / indoor versus outdoor etc. How do we propose with the limited information?

Budget proposals should factor in contingencies for basic infrastructure and parking aligned with previous similar events. We are considering outdoor events.

21. Media Outreach - is this paid or organic? Will this be handled by the Embassy empaneled agency or we free to bring on board our partner?

Media outreach will primarily be organic and targeted. The contractor may engage external media partners as needed, but paid media campaigns are outside the scope unless explicitly approved and budgeted by the U.S. Mission.

Questions and Answers Page 6 of 6 bidders Answer from the Contracting Office

22. There is a mention for Event 2 to have large format outdoor projection - do we know which location?

The exact location for Event 2 is to be confirmed.

Vendors should plan for outdoor projection suitable for a mid-sized venue with power and weather considerations. Final details will be provided after site confirmation.