QA PR16173577 - FAS US INGREDIENT CHEF DEMONSTRATION AND FEST.pdf

Embassy of the United States of America Bogotá D.C., Colombia GSO/ Contracting Unit

Item Questions & Answers

Q1

Overlap Between Action 1 and Action 2 Participants: May the 100 chefs and culinary professionals participating in Action 1 also participate in and be counted toward the 200 HRI representatives required for Action 2? In other words, may the 100 Action 1 participants join an additional 100 HRI representatives for Action 2, resulting in a total of 200 participants for Action 2?

A1 Yes. The 100 chefs and culinary professionals from Action 1 will also participate in the Fest during Action 2, alongside an additional 100 HRI representatives, for a total of 200 participants.

This approach has been used successfully in previous Fest editions

Q2

Participants Outside Bogotá: Does FAS Bogotá expect the Contractor to recruit chefs and HRI representatives from throughout Colombia, including cities outside Bogotá? If so, is the Contractor expected to cover airfare, lodging, ground transportation, or other travel expenses for participants traveling to Bogotá?

A2

The SOW does not require the Contractor to recruit chefs or HRI representatives based outside Bogotá. While participants from other cities may attend, any related expenses not explicitly approved by FAS Bogotá—such as travel, lodging, or transportation—are the sole responsibility of the Contractor The SOW mentions that "any expense or obligation not previously approved by FAS Bogota shall be the exclusive responsibility of the Contractor, without further compensation from the U.S. government"

Q3

Culinary Subject Matter Expert: Must the culinary subject matter expert be a U.S. citizen or U.S.-based chef, or may the Contractor propose a qualified Colombian or other culinary professional who demonstrates the required expertise in American cuisine, U.S. agricultural products, and live cooking demonstrations?

A3 The subject matter expert does not need to be a U.S. citizen or U.S.-based chef. The essential requirement is demonstrated expertise in American cuisine, the use of U.S. agricultural products, and the ability to deliver high-quality live cooking demonstrations

Q4

Two Nominated Culinary Experts: The SOW requires a curated list of two nominated speakers while requiring one subject matter expert to lead the demonstration. Please confirm that the Contractor should nominate two qualified experts for FAS consideration but is responsible for engaging and pricing only the one expert ultimately selected/approved to conduct the demonstration.

A4 Yes. The Contractor must nominate two qualified experts for FAS review but is responsible for engaging and budgeting only for the one expert selected and approved to conduct the demonstration

Q5

Participant Meals and Refreshments: In addition to the five product samples per participant for Action 1, the tasting stations for Action 2, and the required popcorn, is the Contractor expected to provide breakfast, lunch, beverages, refreshments, or any other catering to the 100 Action 1 and 200 Action 2 participants?

A5 No. The Contractor is not responsible for providing breakfast, lunch, beverages, or general catering services. The Contractor must ensure proper logistics for delivering product samples during Action 1 and tasting‑station products during Action 2

FAS U.S. INGREDIENT CHEF DEMONSTRATION AND FEST

QUESTIONS & ANSWERS

PR16173577

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Item Questions & Answers

Q6

U.S. Product Samples: Please confirm that the product samples used during Actions 1 and 2 will be supplied at no cost to the Contractor by participating USDA Cooperators and/or U.S. food importers and that the Contractor is responsible for their logistical coordination, delivery, storage, cold chain, access permits, and use at the event, rather than purchasing the products.

A6 Yes. All U.S. product samples used in Actions 1 and 2 will be provided at no cost to the Contractor by USDA Cooperators and/or U.S. food importers. The Contractor is responsible for coordinating delivery, storage, cold chain, access permits, and on‑site use of these products

Q7

Product Logistics and Cold Chain: At what location will the Contractor take custody of the product samples supplied by USDA Cooperators/importers? If available, can FAS provide an estimate of the types and quantities of products requiring refrigerated or frozen transportation and storage?

A7 The Contractor will take custody of USDA‑supplied product samples at the event venue. At this time, FAS cannot provide an estimate of which products may require refrigerated or frozen transport and storage or their respective quantities

Q8 USDA Cooperators/Exhibitors: Will FAS Bogotá identify and confirm the ten USDA Cooperators and/or U.S. food importers participating in Action 2, or is the Contractor responsible for recruiting and securing the ten exhibitors?

A8 FAS Bogotá will identify potential USDA Cooperators/importers to participate in the Fest. The Contractor will receive this list from FAS and is responsible for coordinating and securing exhibitor participation

Q9 Exhibitor Expenses: Is the Contractor responsible only for the logistical setup and management of the ten exhibitor/tasting stations, or should the quotation also include any travel, lodging, participation, staffing, product transportation, or other expenses incurred by the exhibitors?

A9 The Contractor is responsible only for arranging and managing the venue and providing rectangular tables to serve as exhibitor booths. All exhibitors cover their own expenses, including staffing, travel, product transport, samples, and promotional materials

Q10 Exhibitor Booth Configuration: Will professionally presented and branded table-based tasting stations satisfy the requirement for ten exhibitor booths/stands, or does FAS require constructed exhibition booths?

A10

Yes. Professionally presented and branded table‑based tasting stations will fulfill the requirement for ten exhibitor booths. The Contractor is not required to construct custom exhibition booths but must provide U.S.-themed promotional materials and decorations to create an American‑style environment

Q11 Venue Configuration: May Actions 1 and 2 take place in separate or adjacent event spaces within the same venue, allowing the U.S. Products Food Festival and its ten exhibitor stations to be prepared while the cooking demonstration is taking place?

A11 Yes. Since Actions 1 and 2 occur consecutively on the same day, it is recommended to secure adjacent event spaces within the same venue to allow preparation of the Fest area while the cooking demonstration is underway

Q12 Event Schedule and Duration: Is there a required start time, end time, or minimum duration for either Action 1 or Action 2, or should the Contractor propose the detailed same-day event schedule for FAS approval?

A12 There are no required start times, end times, or minimum durations for either Action 1 or Action

2. The Contractor should propose a detailed same‑day agenda for FAS review and approval

Q13 Event Date: Should the Contractor propose a specific event date between September 1 and December 31, 2026, or will FAS Bogotá establish the event date following award? If FAS will establish the date, approximately how much advance notice will be provided?

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Item Questions & Answers

A13 The Contractor should propose a specific event date between September 1 and December 31, 2026, for FAS consideration and approval

Q14

Social Media Advertising: The SOW requires five social media posts to be published and advertised through FAS Bogotá platforms. Should the Contractor's quotation include a paid digital advertising/media budget for these posts? If so, is there a required or recommended advertising amount?

A14 The Contractor’s quotation must include a paid digital advertising budget for the five required social media posts. FAS does not specify a minimum or recommended advertising amount

Q15 Commercial Trade Leads: Please clarify the criteria FAS Bogotá will use to determine whether a lead qualifies as one of the required minimum 20 "high-quality commercial trade leads."

A15 A high‑quality commercial trade lead is defined by the strength of the lead’s profile and the potential for establishing a meaningful trade relationship. Leads should demonstrate clear commercial relevance and credible potential for future business development

Q16

Payment: The solicitation states EFT Net 30 upon receipt and acceptance, while the General Guidance states that payment will be made upon timely submission and approval of the final report. Please confirm whether the Contractor may invoice for Actions 1 and 2 following successful completion of the event, with Action 3 invoiced following approval of the final report, or whether the entire contract amount may only be invoiced after FAS approval of the final report.

A16 The Contractor must invoice the entire contract amount only after completing Actions 1, 2, and 3, including the timely submission and FAS approval of the final activity report

Q17 Pricing Structure: Does FAS prefer the quotation to provide separate pricing for Action 1, Action 2, and Action 3, or should the Contractor provide one total firm-fixed price with applicable taxes separately identified?

A17 The Contractor may choose to provide separate pricing for Actions 1, 2, and 3 or submit a single firm‑fixed total price with taxes itemized. Either format is acceptable as long as all SOW requirements are fully covered

Q18

Ingredients and Products Available: Could FAS Bogotá please indicate which U.S. agricultural ingredients and products will be available for the cooking demonstration and food festival (e.g., beef, pork, poultry, dairy, grains, pulses, fruits, beverages, or other products)? Will the Contractor receive a list of products, approximate quantities, and refrigeration/freezing requirements prior to the event?

A18

The specific U.S. ingredients and products available for the cooking demonstration and Fest will be determined once participating USDA Cooperators/importers are confirmed. At that time, the Contractor will receive information regarding products, quantities, and any refrigeration or freezing requirements

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