RFQ 19TH2526Q0006 F250 American Fair.pdf

Consulate General of the United States of America Chiang Mai, Thailand

July 15, 2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19TH2526Q0006

Enclosed is a Request for Quotations (RFQ) for the Freedom 250: American Fair Chiang Mai organizing services. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Direct any questions regarding this solicitation in writing to Ramon Menendez-Carreira, Contracting Officer, email: cnxprocurement@state.gov. Questions must be in written English.

Closing date to submit questions will be Friday, July 17, 2026, 12.00 p.m. (local time).

Quotations are due by Tuesday, July 21, 2026, 16.00 p.m. (local time). No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to cnxbid@state.gov, marked “RFQ 19TH2526Q0006 - Freedom 250: American Fair Chiang Mai-Your company name”. It is important to make sure the submission is made in specific size and format; MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3 mailto:cnxprocurement@state.gov mailto:cnxbid@state.gov

Notwithstanding FAR 4.203-1(b)(5)(ii), the Contracting Officer has determined that it is in the best interest of the U.S. government to accept quotations from offerors, whether or not they are registered in the System for Award Management (SAM) database at https://www.sam.gov.

Offerors with an active SAM registration need only provide their Unique Entity Identifier (UEI) number and are not required to complete the information in FAR 52.204-90, since the relevant information is available in their SAM registration.

Offerors without an active SAM registration must provide their NCAGE code and complete FAR 52.204-90, Offeror Identification, and other provisions in Section 5, Representations and Certifications.

Sincerely, Ramon Menendez-Carreira

Contracting Officer

Enclosure:

https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number-19TH2526Q0006, Schedule of supplies/service, Block 20, Prices, Block 23

• Attachment A to Description/Specifications/Performance Work Statement, Government Furnished Property

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15916998

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19TH2526Q0006

6. SOLICITATION ISSUE DATE

July 15, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Contracting Officer

b. TELEPHONE NUMBER(No collect calls) cnxprocurement@state.gov

8. OFFER DUE DATE/

LOCAL TIME

July 21, 2026/ 16.00 hrs.

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

U.S. Consulate General SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

131 Chiangmai-Lampang Superhighway Rd.

Mueang, Chiang Mai

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Thailand 50300 SERVICE-DISABLED

VETERAN-OWNED

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

U.S. Consulate General

Chiang Mai

17a. CONTRACTOR/

OFFERER

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

U.S. Embassy 120 Wireless Rd.

Bangkok, Thailand

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Freedom 250: American Fair Chiang Mai – per attached Statement of Work.

Total amount paid in Thai Baht, VAT excluded all

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO

ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

RFQ#19TH2526Q0006

Freedom 250: American Fair Chiang Mai

U.S. Consulate General, Chiang Mai

SECTION 1 - THE SCHEDULE- CONTINUATION TO SF-1449

RFQ NUMBER 19TH2526Q0006

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

PRICES, BLOCK 23

I. SCOPE OF SERVICES/WORK

1. The contractor shall furnish and deliver event organizing services for Freedom 250:

American Fair Chiang Mai in accordance with the performance work statement in Attachment A, and the specifications and terms and conditions set forth herein.

2. The contract type will be a firm-fixed price type of purchase order.

3. Period of Performance: July – November 2026

4. Place of Performance: Chiang Mai Provincial Administrative Organization (PAO) Park, Changpuek, Cholapatarn Road, Mueang Chiang Mai

5. The prices listed below shall include all labor, materials/supplies, overhead, profit, transportation, and relevant expenses to deliver all event organizing requirements to the U.S.

Consulate General, Chiang Mai.

6. All prices are in Thai Baht.

II. PRICES

Line Item Description Price

1. Planning and Coordination Phase

2. Fair design and Execution Phase

3. Post-Event Management Phase

4. Defense Base Act Insurance

GRAND TOTAL (THB) _______________________

COMPANY NAME __________________________

UEI or NCAGE Code No.______________________

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or invoices because the U.S. Embassy has a tax exemption certificate from the host government.

VAT Exemption document will be processed through Ministry of Foreign Affairs for orders with a total price at or exceeding THB 5,000 (excluding VAT) for local VAT registered contractor(s) under Section 82/3 of Thai Revenue Code. The contractor will receive the document within 150 days after the invoice is received.

III. PAYMENT TERMS AND CONDITIONS

The vendor must comply with terms of payment , 30 days credit. Financial Section will transfer the payment to the vendor within 30 days after receiving invoice(s).

IV. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract.

The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

Performs all services set forth in the Performance Work Statement – Attachment A.

__I_ thru _X___

All required services are performed and no more than one

(1) customer complaint is received per month.

1. SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

2. STANDARD. The performance standard is that the Government receives no more than one

(1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions - Commercial Products and Commercial Services (NOV 2023), if any of the services exceed the standard.

3. PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

https://www.acquisition.gov/far/52.212-4

U.S. Consulate General, Chiang Mai

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR.

The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

U.S. Consulate General, Chiang Mai

ATTACHMENT A - PERFORMANCE WORK STATEMENT (PWS)

2026 STATEMENT OF WORK FOR PUBLIC AFFAIRS SECTION

FREEDOM 250: AMERICAN FAIR CHIANG MAI

I. SCOPE OF SERVICES

In celebration of the Freedom 250 campaign in Thailand, U.S. Consulate General Chiang Mai's Public Diplomacy Section seeks to commemorate the 250th anniversary of the signing of the Declaration of Independence of the United States by organizing a Freedom 250: American Fair Chiang Mai (Fair) at Chiang Mai Provincial Administrative Organization (PAO) Park. This initiative aims to highlight American culture and excellence, with a particular focus on gastronomy. The Fair will serve as a platform to showcase American ingenuity and foster collaboration between the United States and Thailand.

The Fair should evoke the atmosphere and key elements commonly associated with U.S. state and county fairs through family-friendly programming, themed activities, food experiences, performances, educational exhibits, and community engagement opportunities adapted appropriately for local audiences, venue conditions, and available resources.

The Fair will feature exhibits, performances, interactive activities, demonstrations, and booths designed to showcase American ingenuity, history, culture, agricultural products, technology, and gastronomy tailored to local contexts and communities.

The Freedom 250: American Fair Chiang Mai in Chiang Mai is intended to be a community-oriented cultural fair and public diplomacy event designed to maximize audience engagement through scalable and cost-effective programming. Contractors are encouraged to propose creative, practical, and efficient solutions appropriate to the overall project budget and venue conditions.

All work will take place in close consultation with the U.S. Consulate General Chiang Mai.

All partnerships and/or subcontractor relationships with other organizations must be suggested and approved in advance by the U.S. Consulate General Chiang Mai.

All prices must be in Thai Baht (THB).

II. THEME OF THE AMERICAN FAIR CHIANG MAI

The Freedom 250: American Fair Chiang Mai must highlight American excellence, innovation, culture, and gastronomy through accessible and engaging programming tailored to Thai audiences, including but not limited to history, culture, gastronomy, agriculture, technology, and entrepreneurship, tailored to local audiences.

The Fair should incorporate recognizable elements inspired by U.S. state and county fairs, including food demonstrations, games, educational exhibits, cultural performances, and family activities. Programming should emphasize community engagement, creativity, and cultural exchange using scalable and cost-effective event solutions.

The Fair is intended to create a welcoming festival atmosphere rather than a large-scale commercial entertainment event.

III. OBJECTIVES

Celebrate American Excellence and Ingenuity: Highlight the achievements and contributions of the United States with a specific focus on gastronomy.

Promote the Freedom 250 Campaign: Increase awareness among Thai audiences about the significance of the 250th anniversary of American independence (Freedom 250).

Strengthen U.S. - Thai Relations: Showcase joint initiatives, shared achievements, and ongoing cooperation between the United States and Thailand that emphasize the mutual interests between the two countries, particularly those that have made both countries safer, stronger, and more prosperous.

IV. SCOPE OF WORK

The contractor will be responsible for the following:

1. Planning and Coordination

Develop and design a comprehensive plan for organizing the Freedom 250: American Fair Chiang Mai at the Chiang Mai PAO Park. All designs, plans, and activities must be developed in close consultation with, and approved by, the U.S. Consulate General Chiang Mai prior to implementation.

Maintain and demonstrate a pre-existing, established working relationship with the Chiang Mai PAO and PAO Park administration. This relationship is an operational necessity: PAO Park leadership must provide concurrence on permitting, site access, basic services, and logistical coordination throughout the planning and execution phases. The contractor must leverage this existing relationship to secure timely permitting and administrative approvals required for Fair execution at PAO Park.

Coordinate with vendors and approved partners on logistics, production, setup, transportation, and staffing.

Develop a comprehensive, written risk mitigation and safety plan for a multi-day, outdoor event, integrating:

• Event-specific risk assessment

• Crowd management procedures

• Weather contingency planning

• Fire and electrical safety considerations

• Medical emergency procedures

• Incident reporting and communication procedures

• Coordination with local authorities and emergency services, as appropriate

The contractor shall present draft risk mitigation and safety planning recommendations, including basic site diagrams, for review by the U.S. Consulate General Chiang Mai's Regional Security Office (RSO) and designated staff. The contractor must revise and finalize the plan based on RSO guidance.

Because the Fair will include a theatrical fireworks display as described in Section 2 below, the risk mitigation and safety plan shall additionally address pyrotechnic-specific hazards, including fire suppression readiness, safe-distance perimeters, and coordination with local fire authorities, and shall be subject to RSO review and approval prior to use.

2. Fair Design and Execution

Ensure the Fair showcases American culture, innovation, education, and gastronomy through interactive, visually engaging, and family-friendly programming tailored to local audiences.

Programming may include:

• Cooking demonstrations and food-related activities

• Live music and cultural performances

• Educational and cultural exhibits

• Interactive games and family-friendly activities

• Exchange program and educational booths

• Community participation

• Workshops, demonstrations, and talks

Design themed activity areas including, but not limited to:

• Main stage for opening ceremony, performances, demonstrations, and talks

• Educational and cultural engagement areas

• Food and gastronomy areas

• American business, education, and exchange program booths

• Games and family activity areas

• Food and beverage seating areas

• Children and family engagement activities

A dedicated U.S. culinary cooking show pavilion, staffed by a rotation of qualified chefs or culinary specialists, to conduct live cooking demonstrations showcasing authentic American-style cuisine and engage with event participants continuously throughout the three-day duration of the event.

The contractor is encouraged to prioritize modular, reusable, and cost-effective event infrastructure and décor solutions.

Beyond the specific elements required under this Statement of Work, celebrity entertainment, permanent scenic fabrication, or complex immersive installations are not required unless specifically approved by the U.S. Consulate General Chiang Mai.

The Fair shall include, but not be limited to, the following required elements:

(i) Fireworks: The contractor shall provide a theatrical fireworks display (cold pyro/sparklers) as the opening ceremony highlight, to be presented throughout all three (3) days of the event, in coordination with and subject to approval by the RSO.

(ii) Inflatable Attractions: The contractor shall provide and operate a minimum of two (2) inflatable bounce houses or water slides, of sizes appropriate to the designated event space, with a minimum of two (2) qualified staff members stationed on-site at all times to monitor safety, manage participant flow, and maintain order throughout the entire three-day duration of the event.

Interactive engagement may include demonstrations, tabletop activities, workshops, games, talks, exhibits, and hands-on learning opportunities rather than custom-built immersive installations.

Food vendors may provide their own booth infrastructure where feasible.

The U.S. Consulate General Chiang Mai will confirm all main stage performers and help coordinate participation of partner organizations and vendor booths.

Ensure all booths and activity areas are accessible, visually cohesive, and appropriate for families and youth.

Coordinate backstage facilities and basic hospitality support for performers.

Design and implement zoning, circulation patterns, and queueing areas consistent with the approved risk mitigation and safety plan.

Secure infrastructure appropriate for anticipated public attendance over the three-day event, including restroom facilities, handwashing stations, waste management, and accessible accommodations appropriate to the event scale and approved budget.

3. Event Management

Manage all logistics, production, setup, breakdown, and transportation to ensure smooth Fair execution and high-quality delivery.

Provide and manage staffing in close consultation with the U.S. Consulate General Chiang Mai, including:

• Event operations staff

• Technical staff

• Cleaning and maintenance crews

• Safety and security coordination personnel

Provide and manage one or more qualified bilingual emcees appropriate to the scale and tone of the event, in close consultation with the U.S. Consulate General Chiang Mai.

Provide on-site operational support and coordination with the U.S. Consulate General Chiang Mai and relevant stakeholders.

Maintain direct communication channels between the contractor's event manager and designated Consulate staff throughout Fair operating hours.

Provide event infrastructure appropriate to the scale and approved budget of the Fair, including:

• One (1) main covered stage, with minimum dimensions of four (4) meters in width by nine (9) meters in length and a minimum height of sixty (60) centimeters from the ground, complete with at least two (2) sets of access stairs.

• Standard professional audio and lighting systems

• A high-resolution, large-format LED display, with adequate support structure, rigging, and technical staffing to ensure continuous operation throughout the entire duration of the event.

• Electrical distribution and generator support as needed

• A minimum of forty (40) modular food and beverage booths (2m x 2m tents), each equipped with internal ambient lighting, a dedicated electrical power outlet, one (1) presentation table, and two (2) chairs.

• Vendor and activity tents

• Seating and audience areas, including a minimum of fifty (50) decorated VIP seats for the Presiding Officer and distinguished guests, and a minimum of three hundred (300) seats for general participants and media personnel in the main audience area directly in front of the main stage, fully operational for the opening ceremony and maintained throughout the entire duration of the event.

• A dedicated performer holding and dressing area, consisting of at least one (1) tent with minimum dimensions of four (4) meters by six (6) meters, equipped with tables, chairs, standard lighting, and an appropriate number of steel crowd control barriers to ensure security and restricted access.

• Basic VIP hospitality area

• Waste management and cleaning services

• Portable restroom facilities

• Appropriate safety lighting and emergency access pathways

• Wayfinding and event signage

Beyond the specific infrastructure required under this Statement of Work, broadcast-grade production systems, extensive scenic fabrication, and concert-scale technical systems are not required unless specifically approved by the U.S. Consulate General Chiang Mai.

Implement all logistics and operations in accordance with the approved risk mitigation and safety plan.

All operations must be conducted in close coordination with the U.S. Consulate General Chiang Mai and in compliance with applicable Chiang Mai Provincial Administrative Organization, Government of Thailand, and local regulations, permits, and requirements.

V. ADDITIONAL REQUIREMENTS

The contractor must have prior experience organizing large-scale interactive public fairs or events.

The contractor must have a pre-existing, established working relationship with the Chiang Mai Provincial Administrative Organization and PAO Park administration prior to contract award.

PAO Park leadership must grant concurrence on permitting, basic services, and site logistics.

Accordingly, offerors must submit, as part of their technical proposal, documented evidence of this relationship, which may include:

• Names and titles of specific PAO Park administration points of contact with whom the vendor has an established working history;

• Evidence of at least one prior event coordinated with, or executed at, PAO Park (e.g., contracts, permits obtained, correspondence, or after-action reports); and/or

• A letter or written confirmation from PAO Park administration acknowledging the vendor's prior working relationship.

• Offerors unable to demonstrate this relationship will be deemed technically unacceptable and ineligible for award.

The contractor must demonstrate the ability to work collaboratively with the U.S. Consulate General Chiang Mai and adhere to U.S. government branding and messaging guidelines.

All concepts and designs must be submitted for approval by the U.S. Consulate General Chiang Mai before execution.

The contractor must ensure compliance with all local laws and regulations, including obtaining licenses and permits, as appropriate.

The contractor must designate an English-speaking event manager as the primary point of contact for all planning, coordination, and on-site management activities.

The contractor shall designate a Project Manager for the duration of this contract who possesses proficient spoken and written English language skills and who demonstrates the ability to communicate confidently, clearly, and directly, in English, with the U.S. Direct-Hire employee responsible for managing and overseeing this contract on behalf of the U.S. Consulate General Chiang Mai. The designated Project Manager shall serve as the contractor's primary point of accountability for all substantive contract communications, including but not limited to design approvals, scheduling, risk mitigation coordination, and on-site decision-making, and shall be reasonably available to communicate directly with the U.S. Direct-Hire employee throughout the period of performance.

The contractor must identify a safety and security focal point responsible for liaising with the U.S. Consulate General Chiang Mai's RSO and ensuring implementation of the approved risk-mitigation and safety plan.

Given the inclusion of fireworks and large-scale technical infrastructure described in Sections IV.2 and IV.3, the safety and security focal point shall specifically coordinate with the RSO on pyrotechnic safety protocols, structural safety inspections for the LED display and truss/rigging systems, and crowd management around the inflatable attractions.

Contractors are encouraged to incorporate cost-sharing arrangements, reusable materials, local partnerships, and practical event solutions where appropriate and consistent with U.S.

government approval procedures.

VI. PERIOD/DATE OF PERFORMANCE

The Freedom 250: American Fair Chiang Mai will take place 16-18 October 2026 at the Chiang Mai PAO Park: a. Friday, October 16: 4:00 PM - 10:00 PM b. Saturday, October 17: 12:00 PM - 9:00 PM c. Sunday, October 18: 12:00 PM - 8:00 PM

Planning Phase (July–September 2026): Develop and finalize plans, designs, and logistics. This phase must include completion and RSO approval of the risk-mitigation and safety plan.

Execution Phase (October 2026): Organize and execute the Fair from 14 October-20 October.

Fair dates are 16-18 October 2026. Two days pre- and post-Fair will be allocated for set up and breakdown at the Fair site.

Post-Event Phase (October-November 2026): Submit wrap-up video and final report summarizing impact and outcomes by November 30, 2026.

VII. SPECIFICATION

The contractor will:

• Plan, coordinate, and execute the Freedom 250: American Fair Chiang Mai.

• Design booths and displays inspired by U.S. state fair themes with a specific focus on gastronomy, using practical and cost-effective production methods.

• Produce a wrap-up video summarizing the Fair's highlights and impact.

• Collect attendee survey data and submit a survey report.

• Ensure all designs, plans, and activities receive prior approval from the U.S. Consulate General Chiang Mai.

• Provide on-site operational support during the Fair and ensure smooth, safe operations.

• Develop and operate in accordance with the risk-mitigation and safety plan.

VIII. DELIVERABLES

The contractor shall provide the following deliverables subject to approval by the U.S. Consulate General Chiang Mai:

• Event concept proposal and site layout

• Three-day programming schedule (not including main stage performances)

• Vendor and partner coordination plan

• Staffing and operations plan

• Risk mitigation and emergency response plan

• Basic site and circulation maps

• Communications and promotional plan

• Curated photo package and short highlight video

• Post-event report including attendance estimates, media reach, participant feedback, and lessons learned

IX. GOVERNMENT-FURNISHED INFORMATION AND SUPPORT

The U.S. Consulate General Chiang Mai will provide:

• Freedom 250 branding guidelines, logos, and approved messaging.

• Content and talking points for opening ceremony remarks.

• Selection and confirmation of main stage performers.

• U.S. Consulate staff for VIP coordination, guest relations, and program oversight.

• Official U.S. government ceremonial items (flags, seals, banners, etc.).

• Security direction and requirements through designated Consulate security personnel.

The contractor remains responsible for all other aspects of Fair planning, production, and execution as outlined in this Statement of Work.

X. PAYMENT TERMS AND CONDITIONS

• The bidder shall be required to keep its bid valid for a period of twelve (12) months from the date specified for the submission of bids. A bid valid for a shorter period may be rejected by the Government as non-responsive.

• The vendor must comply with the terms of payment, 30 days credit.

• The Financial Section of the U.S. Mission to Thailand will transfer payment to the vendor within 30 days after receiving a complete and accurate invoice.

• Payment will be made in installments based on the completion of key milestones:

o Planning Phase Completion: Upon successful approval of Fair design, operational planning, and risk mitigation plan. – 60%.

o Execution Phase Completion: Upon successful execution of the Fair – 30%.

o Post-Event Phase Completion: Upon submission and approval of the wrap-up video and report – 10%.

• Payment will be contingent upon the vendor's adherence to the specifications and requirements outlined in this SOW.

SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS

(NOV 2025) IS INCORPORATED BY REFERENCE. (SEE SF-1449,

BLOCK 27A)

ADD THE FOLLOWING CLAUSE IN FULL TEXT:

52.229-12 TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND

REPRESENTATION (JUL 2025)

(a) Definitions. As used in this clause— Foreign person means any person other than a United States person.

United States person, as defined in 26 U.S.C. 7701(a)(30), means–

(1) A citizen or resident of the United States;

(2) A domestic partnership;

(3) A domestic corporation;

(4) Any estate (other than a foreign estate, within the meaning of 26 U.S.C.

7701(a)(31)); and

(5) Any trust if-

(i) A court within the United States is able to exercise primary supervision over the administration of the trust; and

(ii) One or more United States persons have the authority to control all substantial decisions of the trust.

(b) This clause applies only to foreign persons. It implements 26 U.S.C. 5000C and its implementing regulations at 26 CFR 1.5000C-1 through 1.5000C-7.

(c)

(1) If the Contractor is a foreign person and has only a partial or no exemption to the withholding, the Contractor shall include the Department of the Treasury Internal Revenue Service Form W-14, Certificate of Foreign Contracting Party Receiving Federal Procurement Payments, with each voucher or invoice submitted under this contract throughout the period in which this status is applicable. The excise tax withholding is applied at the payment level, not at the contract level. The Contractor should revise each IRS Form W-14 submission to reflect the exemption (if any) that applies to that particular invoice, such as a different exemption applying.

In the absence of a completed IRS Form W-14 accompanying a payment request, the default withholding percentage is 2 percent for the section 5000C withholding for that payment request.

Information about IRS Form W-14 and its separate instructions is available via the internet at www.irs.gov/w14.

(2) If the Contractor is a foreign person and has indicated in its offer in the provision 52.229-11, Tax on Certain Foreign Procurements—Notice and Representation, that it is fully exempt from the withholding, and certified the full exemption on the IRS Form W-14, and if that full exemption no longer applies due to a change in circumstances during the performance of the contract that causes the Contractor to become subject to the withholding for the 2 percent excise tax then the Contractor shall– https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section7701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section7701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section7701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://www.irs.gov/w14 https://www.acquisition.gov/far/52.229-11#FAR_52_229_11

(i) Notify the Contracting Officer within 30 days of a change in circumstances that causes the Contractor to be subject to the excise tax withholding under 26 U.S.C. 5000C; and

(ii) Comply with paragraph (c)(1) of this clause.

(d) The Government will withhold a full 2 percent of each payment unless the Contractor claims an exemption. If the Contractor enters a ratio in Line 12 of the IRS Form W-14, the result of Line 11 divided by Line 10, the Government will withhold from each payment an amount equal to 2 percent multiplied by the contract ratio. If the Contractor marks box 9 of the IRS Form W-14 (rather than completes Lines 10 through 12), the Contractor must identify and enter the specific exempt and nonexempt amounts in Line 15 of the IRS Form W-14; the Government will then withhold 2 percent only from the nonexempt amount. See the IRS Form W-14 and its instructions.

(e) Exemptions from the withholding under this clause are described at 26 CFR 1.5000C- 1(d)(5) through (7). Any exemption claimed and self-certified on the IRS Form W-14 is subject to audit by the IRS. Any disputes regarding the imposition and collection of the 26 U.S.C.

5000C tax are adjudicated by the IRS as the 26 U.S.C. 5000C tax is a tax matter, not a contract issue.

(f) Taxes imposed under 26 U.S.C. 5000C may not be—

(1) Included in the contract price; nor

(2) Reimbursed.

(g) A taxpayer may, for a fee, seek advice from the Internal Revenue Service (IRS) as to the proper tax treatment of a transaction. This is called a private letter ruling. Also, the IRS may publish a revenue ruling, which is an official interpretation by the IRS of the Internal Revenue Code, related statutes, tax treaties, and regulations. A revenue ruling is the conclusion of the IRS on how the law is applied to a specific set of facts. For questions relating to the interpretation of the IRS regulations go to https://www.irs.gov/help/tax-law-questions.

(End of clause) https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://www.irs.gov/help/tax-law-questions

ADDENDUM TO CONTRACT CLAUSES

FAR AND DOSAR CLAUSES NOT PRESCRIBED IN PART 12

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATIONS (FAR) CLAUSES ARE

INCORPORATED BY REFERENCE:

CLAUSE TITLE AND DATE

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS (NOV 2023)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (NOV 2025)

52.209-6 PROTECTING THE GOVERNMENT’S INTEREST WHEN

SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED,

OR PROPOSED FOR DEBARMENT (NOV 2025)

52.222-19 CHILD LABOR-COOPERATION WITH AUTHORITIES AND REMEDIES

(NOV 2025)

52.222-50 COMBATING TRAFFICKING IN PERSONS (NOV 2025)

52.222-50 COMBATING TRAFFICKING IN PERSONS, WITH ITS ALTERNATE I

With Alt I (NOV 2025)

52.225-14 INCONSISTENCY BETWEEN ENGLISH VERSION AND TRANSLATION OF

CONTRACT (FEB 2000)

52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING

WHILE DRIVING (MAY 2024)

52.228-3 WORKERS’ COMPENSATION INSURANCE (DEFENSE BASE ACT) (JUL

2014) https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

52.229-6 TAXES - FOREIGN FIXED PRICE CONTRACTS (JUL 2025)

52.232-39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS (JUNE 2013)

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS

SUBCONTRACTORS (MAR 2023)

52.236-13 ACCIDENT PREVENTION (JUL 2025)

52.244-6 SUBCONTRACTS FOR COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2025)

CONTRACTOR IDENTIFICATION (JULY 2008)

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

Contractor personnel must take the following actions to identify themselves as non-federal employees:

1) Use an email signature block that shows name, the office being supported and company affiliation (e.g. “John Smith, Office of Human Resources, ACME Corporation Support Contractor”);

2) Clearly identify themselves and their contractor affiliation in meetings;

3) Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and

4) Contractor personnel may not utilize Department of State logos or indicia on business cards.

(End of clause)

52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

Funds are not presently available for performance under this contract beyond September 30 of the current calendar year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 of the current calendar year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

THE FOLLOWING DOSAR CLAUSES ARE PROVIDED IN FULL TEXT:

652.215-70 EXAMINATION OF RECORDS

(a) With respect to matters related to this contract or a subcontract hereunder, the Department of State Office of the Inspector General, or an authorized representative, shall have upon request:

(1) Complete, prompt, and free access to all Contractor and Subcontractor files (in any format), documents, records, data, premises, and employees, except as limited by law; and

(2) The right to interview any current Contractor and Subcontractor personnel, individually and directly, with respect to such matters.

(b) This clause may not be construed to require the contractor or any subcontractor to create or maintain any record that the contractor or subcontractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(c) The Contractor shall insert a clause containing all the terms of this clause, including this paragraph (c), in all subcontracts under this contract other than acquisitions described in Federal Acquisition Regulation 15.209(b)(1).

652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE)

(AUG 1999)

(a) General. The Government shall pay the Contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed-price stated in this contract.

(b) Invoice Submission. The Contractor shall submit invoices electronically to email ChiangmaiInvoices@state.gov To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

(c) Contractor Remittance Address. The Government will make payment to the contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:

652.229-70 EXCISE TAX EXEMPTION STATEMENT FOR CONTRACTORS WITHIN THE

UNITED STATES (JUL 1988)

This is to certify that the item(s) covered by this contract is/are for export solely for the use of the U.S. Foreign Service Post identified in the contract schedule.

https://www.ecfr.gov/current/title-48/section-652.215-70#p-652.215-70(c) mailto:ChiangmaiInvoices@state.gov

The Contractor shall use a photocopy of this contract as evidence of intent to export. Final proof of exportation may be obtained from the agent handling the shipment. Such proof shall be accepted in lieu of payment of excise tax.

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is Public Affairs Officer.

652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

(a) The Contractor warrants the following:

(1) That is has obtained authorization to operate and do business in the country or countries in which this contract will be performed;

(2) That is has obtained all necessary licenses and permits required to perform this contract; and,

(3) That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

(b) If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause.

652.243-70 NOTICES (AUG 1999)

Any notice or request relating to this contract given by either party to the other shall be in writing. Said notice or request shall be mailed or delivered by hand to the other party at the address provided in the schedule of the contract. All modifications to the contract must be made in writing by the Contracting Officer.

SECTION 3 - SOLICITATION PROVISIONS

52.212-1 INSTRUCTIONS TO OFFERORS -- COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2025) IS INCORPORATED BY

REFERENCE (SEE SF-1449, BLOCK 27A)

ADDENDUM TO 52.212-1

A. Summary of Instructions. Each offer must consist of the following:

A.1. A completed solicitation, in which the SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), and Section 1 has been filled out.

The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm ]

A.2. Information demonstrating the offeror’s/quoter’s ability to perform, including:

(1) Name of a Project Manager (or other liaison to the U.S. Consulate) who understands written and spoken English;

(2) Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing; in Thailand which includes but no limited to company’s registration document, company’s VAT registration document.

(3) List of clients over the past ____3_____ years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and email addresses). If the offeror has not performed comparable services in _Thailand____ then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

• Quality of services provided under the contract;

• Compliance with contract terms and conditions;

• Effectiveness of management;

• Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

• Business integrity / business conduct.

The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

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

(4) Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;

(5) The offeror shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2). If offeror already possesses the locally required licenses and permits, a copy shall be provided.

(6) The offeror’s strategic plan for _event organizing services to include but not limited to:

(a) A work plan taking into account all work elements in Section 1 and Attachment A, Performance Work Statement.

(b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

(c) Plan of ensuring quality of services including but not limited to contract administration and oversight; and

(d) (1) If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or (2) a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

ADDENDUM TO SOLICITATION PROVISIONS

FAR AND DOSAR PROVISIONS NOT PRESCRIBED IN PART 12

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATION SOLICITATION

PROVISIONS ARE INCORPORATED BY REFERENCE:

PROVISION TITLE AND DATE

52.204-7 SYSTEM FOR AWARD MANAGEMENT (NOV 2025)

52.204-7 SYSTEM FOR AWARD MANAGEMENT – REGISTRATION, WITH

With Alt I ALTERNATE I (NOV 2025)

52.212-1 INSTRUCTIONS TO OFFERORS -- COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2025)

52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH LANGUAGE (APR 1991)

52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS AND

CERTIFICATIONS (NOV 2025)

THE FOLLOWING DOSAR PROVISION(S) IS/ARE PROVIDED IN FULL TEXT:

652.206-70 ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015)

(a) The Department of State’s Advocate for Competition is responsible for assisting industry in removing restrictive requirements from Department of State solicitations and removing barriers to full and open competition and use of commercial items. If such a solicitation is considered competitively restrictive or does not appear properly conducive to competition and commercial https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl practices, potential offerors are encouraged first to contact the contracting office for the solicitation. If concerns remain unresolved, contact:

(1) For solicitations issued by the Office of Acquisition Management (A/GA/AMD) or a Regional Procurement Support Office, the A/GA/AMD Advocate for Competition, at AQMCompetitionAdvocate@state.gov.

(2) For all others, the Department of State Advocate for Competition at cat@state.gov.

(b) The Department of State’s Acquisition Ombudsman has been appointed to hear concerns from potential offerors and contractors during the pre-award and post-award phases of this acquisition. The role of the ombudsman is not to diminish the authority of the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the selection official. The purpose of the ombudsman is to facilitate the communication of concerns, issues, disagreements, and recommendations of interested parties to the appropriate Government personnel, and work to resolve them.