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

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

Item Questions & Answers

Q19 Event Date: Has FAS Bogotá established a preferred or anticipated date for the U.S. Ingredient Chef Demonstration and Fest, or should the contractor propose the event date within the September 1–December 31, 2026 performance window?

A19 The Contractor will propose a specific event date between September 1 and December 31, 2026, for FAS's consideration and approval

Q20 Action 1 and Action 2 Attendance: For Action 2’s minimum of 200 participating HRI representatives, may the participants from the Action 1 cooking demonstration be included within the 200-person Action 2 attendance requirement, or does FAS require 200 additional HRI representatives beyond the Action 1 participants?

A20 The 100 chefs and culinary professionals from Action 1, will also participate in the Fest in Action 2, alongside an additional 100 HRI representatives, for a total of 200 participants. This approach has been used successfully in previous Fest editions

Q21

Participating Products and Timeline: At what point in the project timeline will FAS Bogotá confirm the participating USDA Cooperators/importers and the specific U.S. agricultural products to be featured? Will this information be provided upon award, or should the contractor anticipate a later product-selection process? This timing will be important for culinary development, recipe testing, presentation preparation, equipment planning, and required FAS approvals.

A21 The specific U.S. ingredients and products available for the cooking demonstration and Fest will be determined once participating USDA Cooperators/importers (e.g., U.S.trade associations and Colombian buyers) are confirmed. At that time, the Contractor will receive information regarding products, quantities, and any refrigeration or freezing requirements

Q22 Product Samples: For Action 1, please clarify the requirement for “five (5) product samples per participant.” Does FAS intend for each of the 100 participants to receive five individual product samples (approximately 500 samples total), and will participating USDA Cooperators/importers be responsible for supplying those samples at no cost to the contractor?

A22 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, as per USDA funds policy. The Contractor is responsible for coordinating delivery, storage, cold chain, access permits, and on‑site use of these products

Q23 U.S. Prime Contractor/Colombian Subcontractor: For a U.S.-registered offeror serving as the prime contractor, can a legally registered Colombian subcontractor/local partner satisfy the Colombian operational requirements, licenses, permits, and in-country execution?

A23 The Contractor shall comply with the scope of work and develop all actions requested and will be responsible for the contract obligations

Q24 Venue Configuration: Should offerors propose a single venue capable of accommodating both Actions 1 and 2 consecutively, or may the two activities utilize separate spaces within the same venue or event complex?

A24 Yes. Since Actions 1 and 2 occur consecutively on the same calendar 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

Q25 Exhibitor Booth Hardware & Setup Scope: Action 2 lists 12 rectangular tables and 40 chairs for 10 exhibitor stands. Is the contractor expected to design, print, and construct custom modular booth backdrops/stand structures for each exhibitor, or are exhibitors responsible for providing their own pop-up banners and display graphics?

A25 In this case, 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 instead must provide U.S.-themed promotional materials and decorations to create an "American‑style" environment

Q26 Kitchen Facilities & Equipment Requirements: For Action 1's live cooking demonstration, is the venue required to feature an on-site commercial kitchen for food prep, or is a mobile/stage-top demonstration kitchen (e.g., induction cooktops, mobile prep tables) acceptable? Are there specific ventilation or electrical load specifications required by FAS Bogotá?

A26 A mobile/stage-top demonstration kitchen is acceptable to carry out the cooking demonstration. The contractor shall be in charge of logistical coordination, including access permits from the venue which might include ventilation or electrical load specifications

FAS U.S. INGREDIENT CHEF DEMONSTRATION AND FEST

QUESTIONS & ANSWERS

PR16173577

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Item Questions & Answers

Q27

Speaker Honorarium & Travel Expenses: The SOW requires submission of a list of two (2) nominated subject-matter expert speakers.

Is the contractor required to cover all honoraria, travel, lodging, and per diem expenses for the selected chef/speaker within the proposed firm-fixed price, or will FAS Bogotá handle speaker compensation separately? Furthermore, will FAS select one (1) speaker from the list, or are both expected to participate?

A27

The Contractor must nominate two qualified experts for FAS Bogota review, and is responsible for engaging and budgeting for one selected and approved expert select to conduct the demonstration. In addition, 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"

Q28

U.S. Prime / Local Subcontractor (Pricing & COP/USD): The solicitation notes that U.S. vendors may quote in USD under DDP terms and that the U.S. Embassy will not issue tax exemption certificates for Colombian taxes. If a U.S. Prime submits a proposal in USD, how should local Colombian value-added taxes (IVA) incurred by our local subcontractor (for venue, A/V, and equipment rental in Bogotá) be factored into the pricing structure?

A28 The Contractor shall invoice the amount that it was quoted in his/her proposal. All estimated expenses shall be included in the proposal

Q29 Social Media Ad / Promotion Budget: Action 3 requires developing and publishing five (5) social media posts on FAS Bogotá platforms (e.g., SaborUSA). Is the contractor expected to include paid advertising/promotion budget in the offer to boost these posts, or will FAS Bogotá manage ad spend independently?

A29 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 in the SOW to promote the postings.

Q30 Trade Lead Definition & Verification: Action 3 requires generating a minimum of 20 high-quality commercial trade leads for USDA Cooperators. What specific criteria or data fields does FAS Bogotá require to classify an HRI participant as a "qualified trade lead"?

A30 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 as a result of the event. Leads should demonstrate clear commercial relevance and credible potential for future business development that ultimately support sales of U.S. food and/or agricultural products to Colombia.

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