American Fair: Freedom 250 in Chiang Mai

Questions & Answers / Clarifications

This document summarizes the minutes of a pre-quotation conference and site visit, including questions and answers exchanged between the U.S. Consulate and potential bidders regarding the "American Fair: Freedom 250" opportunity in Chiang Mai.

• Offer Due Date: April 23, 2026, no later than 4 p.m. Bangkok local time. No offers will be accepted after this time. Email submissions are to be sent to cnxbid@state.gov.
• Performance Period: The contract period is May-November 2026, encompassing planning, setup, execution, and post-event activities.
• Pricing: Prices are firm fixed price and not subject to adjustments. VAT is not applicable as the U.S. Embassy has a tax exemption. Foreign firms must submit prices and receive payment in local currency. DBA insurance costs should be included in the overall quoted grand total.
• Conference/Site Visit: The pre-quotation conference was held at the Consulate. A site visit to the Chiang Mai PAO Park will not be conducted as part of the pre-proposal conference.
• Attendance: The 100,000 participant figure refers to cumulative attendance over the three-day event.
• Venue Infrastructure: A map of the fair area will be provided after award. The contractor must coordinate venue infrastructure with Chiang Mai PAO.
• Vendor/Exhibitor Participation: The Consulate will provide a list of partner organizations; the contractor is responsible for coordinating logistics, production, setup, transportation, and staffing.
• Security: The PWS includes risk mitigation and security planning. The contractor's role is confirmed to be planning, coordination, and implementation support, subject to RSO and local authority guidance.
• Budget Estimate: A government cost estimate will not be provided. Contractors must provide pricing in their proposals.
• Venue Rental Fee: PAO Park will not charge rental fees for the venue.
• Schedule of Activities: The contractor must develop a schedule of activities in accordance with Attachment A, IV. Scope of Work.
• Q&A Website: Information can be found at https://th.usembassy.gov/gso-procurement-sales-opportunities/#chiangmai or https://sam.gov/

Written questions must be submitted on or before April 17, 2026, 12:00 p.m. If answers necessitate a change, an amendment will be issued. Otherwise, general Q&A will be posted on the Consulate Website.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for event organizing services for the "American Fair: Freedom 250" in Chiang Mai, Thailand. The U.S. Government intends to award a firm-fixed-price contract or purchase order to the responsible company offering the lowest price. The event aims to celebrate the 250th anniversary of the Declaration of Independence of the United States by organizing an American Fair focused on American culture, excellence, and gastronomy.

• Event Scope: Organize and execute a three-day event (October 16-18, 2026) at the Chiang Mai PAO Park, replicating an authentic U.S. state or county fair with immersive, interactive, and family-friendly programming. The Fair will feature exhibits, performances, and activities showcasing American ingenuity, culture, gastronomy, agriculture, technology, and entrepreneurship.

• Key Phases: Planning (May-September 2026), Execution (October 14-20, 2026), and Post-Event (October-November 2026).

• Deliverables: Event concept proposal, site master plan, detailed programming schedule, vendor/partner curation plan, staffing plan, comprehensive risk mitigation and security plan, communications and social media plan, highlight video, curated photo package, and a post-event report.

• Specific Services: Planning and coordination, fair design and execution, promotion, and event management, including logistics, staffing, infrastructure, and on-site support.

• Government Furnished Information: Branding guidelines, logos, messaging, talking points, selection of partners/exhibitors, staff support, ceremonial items, and security direction.

• Contract Type: Firm-fixed-price purchase order.

• Period of Performance: May – November 2026.

• Place of Performance: Chiang Mai Provincial Administrative Organization (PAO) Park, Chiang Mai, Thailand.

• Payment: 30 days credit; payment in installments based on milestone completion (Planning Phase: 60%, Execution Phase: 30%, Post-Event Phase: 10%).

• Questions Due: April 17, 2026, 12:00 p.m. (local time).

• Quotations Due: April 23, 2026, 16:00 p.m. (local time).

• Submission Method: Electronically to cnxbid@state.gov in Adobe Acrobat (pdf) format, not exceeding 25MB per file.

• Required Documents: SF-1449, Section I (Pricing), Section 5 (Representations and Certifications), and additional information as required in Section 3.

• Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror. Evaluation will consider technical information, past performance, and contractor responsibility.

• Offerors must be registered in the System for Award Management (SAM) prior to submission.

• Offerors must demonstrate prior experience organizing large-scale interactive public fairs or events.

• Offerors must demonstrate the ability to work collaboratively and adhere to U.S. government branding guidelines.

• A pre-quotation conference will be held on April 7, 2026, at 09:00 a.m. (local time) at the US Consulate General, Chiang Mai. Contact Khun Nitthakan (pusayapaibuln@state.gov) by April 3, 2026, 12:00 p.m. for information or to arrange entry.

• All prices are to be in Thai Baht (THB).

• Value Added Tax (VAT) is not applicable due to the U.S. Embassy's tax exemption.