A250 – American Festival Hibiya Park 2026
Closed Solicitation Posted
- Solicitation number
- 19JA8026Q0025
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561920 Convention and Trade Show Organizers
- Place of performance
- Tokyo Tokyo Japan
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of State seeks a contractor to plan, facilitate, and execute the America 250 American Festival at Hibiya Park in Tokyo, with quotations due May 28, 2026 at 12:00 noon Japan Standard Time and questions due May 20. The procurement is a firm-fixed-price RFQ with no set-aside, awarded to the lowest-priced technically acceptable and responsible offeror based on initial quotations without discussions, though discussions may occur with competitive-range offerors if necessary.
Place of performance is Tokyo, Japan. The festival runs July 18–20, 2026 (three days), with three additional days for preparation and breakdown (July 16–17 and July 21). The contractor must secure vendor space at Hibiya Park, obtain all necessary local health and fire approvals, and execute two concurrent events: the American Meat Showcase featuring 20–24 beef and pork vendor tents, and the Cheers USA! program featuring 12–18 beverage and food vendor tents. Total expected tent and food truck count is up to 36 units. The contractor provides all rental equipment (tents, tables, chairs, generators, refrigeration, sound systems), coordinates a stage with musical performances and opening ceremony, supplies still photography and videography services for all three festival days, provides on-site management and labor, and submits a post-event report with cost and sales data within one month. The festival aims to attract over 20,000 visitors. U.S. contractors must register in SAM prior to quotation submission; foreign contractors must register prior to award. U.S. firms quote in U.S. dollars; foreign firms quote in Japanese Yen. Pricing is submitted separately for the U.S. Embassy and the U.S. Meat Export Federation, with USMEF costs subject to 10% Japanese consumption tax. Amendment 0001, posted May 21, clarifies projection equipment scope, booth count assumptions, photography requirements, and stage entertainment responsibilities. NAICS 561920, Convention and Trade Show Organizers; PSC R708, Support–Management: Public Relations.
Notice text
Enclosed is a Request for Quotations (RFQ) for the subject carrying out the America250 American Festival Hibiya Park 2026 to support the U.S. Mission Japan. If you would like to submit a quotation, follow the instructions in Section 3 of the RFQ, complete the required portions of the attached document, and submit it to the email address shown on this cover letter.
All responsible sources may submit a quotation, which will be considered.
The U.S. Government intends to award a firm-fixed-price contract to the responsible company submitting an acceptable quote at the lowest price. The U.S. Embassy Tokyo intends to award the contract 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.
This opportunity is subject to 52.229-12 - Tax on Certain Foreign Procurements (FEB 2021)
All U.S. Contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting a quotation pursuant to FAR provision 52.204-7. Therefore, prospective quoters are required to register prior to the submittal of quotations.
It is recommended for oversea Contractors to be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to an award of the contract.
Electronic Submission/Responses: This opportunity allows for electronic responses. Your quotation must be submitted electronically to Masao Chuma via email to ChumaMX@state.gov. Please ensure your email with your quote does not exceed 15MB, if it does then you might have to send more than one email.
Files
| File | Type | Posted |
|---|---|---|
| 19JA8026Q0025 - Amend 0001 - Q and A -CO signed.pdf | ||
| 19JA8026Q0025 - RFQ - CO signed.pdf |
Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| A250 – American Festival Hibiya Park 2026 | Pre-Solicitation |
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