American Fair: Freedom 250 In Bangkok

Amendment / Modification

• The quotation due date has been extended to May 18, 2026, on or before 15:00 PM (Bangkok time).

• All other specifications, terms, and conditions remain unchanged.

• Item 11: This item only applies to amendments of solicitations and indicates the extension of the due date.

• The proposal deadline has been extended. Bidders should note the new due date of May 18, 2026.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19TH2026Q0024 – American Fair: Freedom 250 Bangkok.

• Budget Range: The U.S. Embassy will not share an estimated budget range or IGCE; offerors should base proposals on the solicitation requirements.
• Technical Submission: The initial quotation requires a strategic framework, plan, or presentation including a work plan addressing the SOW, identification of equipment/supplies, and a quality assurance plan. Detailed deliverables (e.g., event concept proposal, site master plan) are post-award.
• Venue Rental Costs: The U.S. Embassy handles base venue rental. Offerors must include other venue-related costs in their pricing, such as security deposit, staff (cleaning/security), rooftop fees, set-up fees, and event day fees.
• Award Criteria: Award will be made to the lowest-priced, acceptable, responsible offeror, based on lowest price, acceptability (concept, work plan, approach), and responsibility (FAR 9.1, past performance, organizational capability).
• Contract Type: Firm-fixed-price contract, with prices valid for 12 months and throughout performance.
• Attendance: The event is open to the public with walk-in access; offerors should plan for a large-scale, family, and youth-friendly event. Attendance is difficult to estimate due to external factors.
• Technology Partners: The Embassy has confirmed American vehicles and U.S. government agencies. The contractor will propose a mix of U.S. technology companies, universities, and corporate participants for Embassy approval, emphasizing "Technology and Innovation."
• Promotion: The contractor must develop and execute a communications plan including influencer/KOL marketing and paid media. All KOLs and paid media require Embassy approval and must be within budget.
• Power Supply: On-site electrical capacity details are provided, including amperage and phases. Generators are not expected as a primary power source.
• Rain Contingency: Weather protection is required for the main stage, food/beverage zones, and critical areas. Full coverage is encouraged. Schedule delays are acceptable; offerors should include contingency plans.
• Medical Support: The contractor must include a first-aid response team and ambulance on standby. The Embassy is not responsible for medical costs.
• DBA Insurance: Defense Base Act (DBA) insurance is required.
• Payment Milestones: A three-phase payment structure is established: Planning, Execution, and Post-Event. Offerors can propose percentage splits, but the structure is fixed. All deliverables require Embassy approval before payment.
• Bid Validity: Prices must remain fully fixed for the 12-month bid validity period (through April 2027) and the entire period of performance. Offerors should account for potential cost escalation.
• Event Scale: The fair will include multiple zones (educational exhibits, U.S. Mission agencies, partners, activities, food vendors) at Parc Paragon. The contractor will propose a zone layout.
• Contractor Responsibilities: Include sourcing performers, providing sound/AV equipment, coordinating logistics, developing main stage programming, and designing exhibition panels. The Embassy has secured a U.S. jazz band.
• Division of Responsibilities: Embassy handles VIP/Partner coordination, provides partner lists, program oversight, and branding guidelines. Contractor handles partner engagement, on-site management, vendor coordination, event execution, and technical/operational support.
• Branding: Broad visual guidelines and a Thailand-specific package will be provided. Key deliverables require three rounds of review and approval.
• Installation Timeline: Contractors have two days (Oct 21-22, 2026) for installation.
• Media Outreach: Embassy handles unpaid media outreach; contractor is responsible for paid media and influencer engagement.
• Financial Proposal: Submit pricing in the format provided in Section 1, with separate line items for the total project price and DBA Insurance. A detailed cost breakdown is optional but recommended.
• Post-Event Reporting: Deliverables include a highlight video, photo album, and report. Due in November 2026 and must be approved before final payment.

These answers clarify key aspects of the solicitation, including submission requirements, cost inclusions, evaluation criteria, contract terms, and responsibilities, which are critical for offerors preparing their proposals.

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for the "American Fair: Freedom 250" event to be held in Bangkok, Thailand. The U.S. Embassy Bangkok is seeking to commemorate the 250th anniversary of the signing of the Declaration of Independence by organizing this fair, which aims to highlight American culture, innovation, and technology, and foster U.S.-Thai economic collaboration.

• Organize and execute the "American Fair: Freedom 250" event.

• Develop a comprehensive plan for the fair, including logistics, production, setup, transportation, and staffing.

• Design and execute fair elements, including themed zones, interactive activities, and booths showcasing American ingenuity, culture, history, food, and agricultural products, with a focus on innovation and technology.

• Develop and implement a promotion and communications plan.

• Manage event logistics, including securing infrastructure (power, structures, medical services, waste management), and overseeing setup, operation, and breakdown.

• Provide specific deliverables such as an event concept proposal, master plan, programming schedule, staffing plan, risk mitigation plan, communications plan, highlight video, and post-event report.

• Contract Type: Firm Fixed Price Purchase Order.

• Period of Performance: October 23-25, 2026 (event dates).

• Project Schedule includes Planning Phase (May-September 2026), Execution Phase (October 2026), and Post-Event Phase (November 2026).

• Quotations are due by May 7, 2026, 15:00 PM (Bangkok time).

• Submissions must be in English and sent electronically to soontare@state.gov.

• Proposals must be in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) format, with file size not exceeding 30MB.

• Required submissions include SF-1449, Section 1 (Pricing), and additional information as required in Section 3.

• Award will be made to the lowest priced, acceptable, responsible offeror.

• Evaluation will consider technical information, past performance, financial resources, and overall responsibility.

• The acquisition is currently set as UNRESTRICTED.

• Offerors must be registered in the SAM (System for Award Management) database prior to submitting their offer.

• Questions regarding the solicitation are due by April 17, 2026, 15:00 PM (Bangkok time) to soontare@state.gov.

• Value Added Tax (VAT) is not applicable and should not be included in quotes due to the U.S. Embassy's tax exemption certificate.