Freedom 250 Reception and Fireworks Event
Open Pre-Solicitation Posted
- Solicitation number
- 19JA7027Q0002
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561920 Convention and Trade Show Organizers
- Place of performance
- Sapporo Hokkaido 064-0 Japan
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Consulate General in Sapporo, Japan, within the Department of State, is procuring comprehensive event management for a Freedom 250 commemorative reception and fireworks event on February 5, 2027, with quotations due November 19, 2026. No set-aside is used, and the RFQ (19JA70-27-Q-0002, uploaded October 21, 2026) is open to all responsible sources. The attached cover letter lists quotations due 12:00 noon Japan Standard Time on November 20, 2026, so confirm the deadline against the RFQ before submitting. The contract is firm-fixed-price, and the Government may award on initial offers without discussion.
Performance is in Sapporo, Japan. The event includes a two-hour reception for about 150 guests from 6:00 p.m. to 8:00 p.m. at Nouvelle Pousse at Okurayama, followed by a 20-minute fireworks display from 8:00 p.m. at the Okurayama Ski Jump area, using 850-1,000 shells. The event coincides with the Sapporo Snow Festival, and the contractor must account for the festival's permitting, traffic, access, crowd-management, venue, environmental, and operational requirements. The contractor coordinates with Nouvelle Pousse, Sapporo City, Hokkaido Prefecture, and local police.
U.S. contractors must be registered in SAM before submitting a quotation under FAR 52.204-7. Overseas contractors are recommended to register before award. FAR 52.229-12 applies. The prime must subcontract catering to Nouvelle Pousse and negotiate facility fees directly with Nouvelle Pousse and Okurayama. The contractor must identify major subcontractors and vendors, obtain all required Japanese permits, and provide liability insurance naming the U.S. Government as additional insured. Other required elements include a bilingual master of ceremonies, same-night photo delivery, English and Japanese captioned final products within four days, shuttle service for 50-70 guests from Maruyama Koen Subway Station, and post-event cleanup. Decorations and the mascot costume are government-furnished.
The budget ceiling will not be disclosed. Payment is contingent on successful completion and satisfactory performance, with invoicing due within five business days of completion. Five optional services are priced separately, including a live band, a ski jumper exhibition, and an ice sculpture.
A pre-quotation conference was scheduled for November 5, 2026, from 10:00 a.m. to 11:30 a.m. at the Consulate General. The Q&A list was posted November 10, 2026.
Notice text
3 versions
Update #3 · Latest ·
[Updated on 11/10/2026]
The Q&A list has been uploaded.
[Updated on 10/21/2026]
Cover Letter and RFQ19JA7027Q0002 (F250 Reception and Fireworks) has been uploaded.
This is a firm-fixed-price contract for the Contractor to provide comprehensive event management, venue, hospitality, entertainment, fireworks, permitting, transportation, parking, photography/videography, technical, safety, and on-site coordination services for a Freedom 250 commemorative event on February 5, 2027. The event will consist of a two-hour reception at Nouvelle Pousse at Okurayama followed immediately by a 20-minute professional fireworks display beginning at 8:00 p.m. The contractor shall coordinate all elements necessary to deliver a safe, professional, and well-integrated event, including coordination with Nouvelle Pousse, Sapporo City, Hokkaido Prefecture, local police and other relevant authorities. The event occurs during the Sapporo Snow Festival period; therefore, the contractor shall account for any additional permitting, traffic, access, crowd-management, venue, environmental, or operational requirements associated with the festival.
All responsible sources may submit a quotation, which will be considered.
The Government may award the contract based on the initial offers without discussion. The resultant contract will be a firm-fixed-price contract.
All U.S. Contractors must be registered in the System for Award Management (SAM) database https://www.sam.gov prior to submitting a quotation, in accordance with FAR provision 52.204-7. Therefore, prospective quoters must complete registration before submitting their quotations.
Overseas Contractors are recommended to register in the System for Award Management (SAM) database https://www.sam.gov prior to contract award.
This opportunity is subject to 52.229-12 - Tax on Certain Foreign Procurements (FEB 2021)
Electronic Submission/Responses: This opportunity allows for electronic responses. Please submit your quotation prior to the specified response date and time. Please ensure that your submission does not exceed 15MB. If your submission exceeds this limit, you may need to send multiple emails.
Update #2 ·
[Updated on 10/21/2026]
Cover Letter and RFQ19JA7027Q0002 (F250 Reception and Fireworks) has been uploaded.
This is a firm-fixed-price contract for the Contractor to provide comprehensive event management, venue, hospitality, entertainment, fireworks, permitting, transportation, parking, photography/videography, technical, safety, and on-site coordination services for a Freedom 250 commemorative event on February 5, 2027. The event will consist of a two-hour reception at Nouvelle Pousse at Okurayama followed immediately by a 20-minute professional fireworks display beginning at 8:00 p.m. The contractor shall coordinate all elements necessary to deliver a safe, professional, and well-integrated event, including coordination with Nouvelle Pousse, Sapporo City, Hokkaido Prefecture, local police and other relevant authorities. The event occurs during the Sapporo Snow Festival period; therefore, the contractor shall account for any additional permitting, traffic, access, crowd-management, venue, environmental, or operational requirements associated with the festival.
All responsible sources may submit a quotation, which will be considered.
The Government may award the contract based on the initial offers without discussion. The resultant contract will be a firm-fixed-price contract.
All U.S. Contractors must be registered in the System for Award Management (SAM) database https://www.sam.gov prior to submitting a quotation, in accordance with FAR provision 52.204-7. Therefore, prospective quoters must complete registration before submitting their quotations.
Overseas Contractors are recommended to register in the System for Award Management (SAM) database https://www.sam.gov prior to contract award.
This opportunity is subject to 52.229-12 - Tax on Certain Foreign Procurements (FEB 2021)
Electronic Submission/Responses: This opportunity allows for electronic responses. Please submit your quotation prior to the specified response date and time. Please ensure that your submission does not exceed 15MB. If your submission exceeds this limit, you may need to send multiple emails.
Update #1 ·
Please note this solicitation is not ready to be issued as of this date. The U.S. Consulate General in Sapporo, Japan, will launch the solicitation on the SAM.gov website when it is available.
This is a firm-fixed-price contract for the Contractor to provide comprehensive event management, venue, hospitality, entertainment, fireworks, permitting, transportation, parking, photography/videography, technical, safety, and on-site coordination services for a Freedom 250 commemorative event on February 5, 2027. The event will consist of a two-hour reception at Nouvelle Pousse at Okurayama followed immediately by a 20-minute professional fireworks display beginning at 8:00 p.m. The contractor shall coordinate all elements necessary to deliver a safe, professional, and well-integrated event, including coordination with Nouvelle Pousse, Sapporo City, Hokkaido Prefecture, local police and other relevant authorities. The event occurs during the Sapporo Snow Festival period; therefore, the contractor shall account for any additional permitting, traffic, access, crowd-management, venue, environmental, or operational requirements associated with the festival.
All responsible sources may submit a quotation, which will be considered.
The Government may award the contract based on the initial offers without discussion. The resultant contract will be a firm-fixed-price contract.
All U.S. Contractors must be registered in the System for Award Management (SAM) database https://www.sam.gov prior to submitting a quotation, in accordance with FAR provision 52.204-7. Therefore, prospective quoters must complete registration before submitting their quotations.
Overseas Contractors are recommended to register in the System for Award Management (SAM) database https://www.sam.gov prior to contract award.
This opportunity is subject to 52.229-12 - Tax on Certain Foreign Procurements (FEB 2021)
Electronic Submission/Responses: This opportunity allows for electronic responses. Please submit your quotation prior to the specified response date and time. Please ensure that your submission does not exceed 15MB. If your submission exceeds this limit, you may need to send multiple emails.
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