American Fair: Freedom 250 In HAT YAI

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential offerors regarding Solicitation No. 19TH2026Q0026 – American Fair: Freedom 250 Hat Yai.

• Venue Costs: The U.S. Embassy Bangkok will cover the base venue rental separately. Contractors must include all other venue-related costs (e.g., security deposit, distribution of utilities) in their pricing. The university will provide cleaning and security staff during regular hours.
• Venue Information: The fair will be held at Laan Rong Chang in Prince of Songkla University (PSU), Hat Yai Campus. The Embassy does not have technical specifications for the venue, but a layout is attached. Offerors can visit the site in person by coordinating with PSU.
• Site Visits: No pre-proposal site visits or venue walk-throughs are planned. Offerors may contact PSU directly for site access.
• Utilities: Water and electricity will be provided by the University at no additional cost. Contractors must ensure adequate distribution and capacity for a three-day fair.
• Weather Contingencies: Offerors should plan for weather contingencies, including potential schedule delays.
• Prohibited Items: Pyrotechnics, smoke effects, and fireworks are strictly prohibited. Drones and elevated structures require formal request and pre-approval.
• Pricing: Pricing must remain fully fixed for the 12-month bid validity and throughout contract performance. This is a firm fixed-price contract. Management fees, creative design fees, and project management overhead are allowable costs.
• Payment Milestones: Payment is milestone-based (Planning, Execution, Post-Event). Offerors may propose the percentage split, but deliverables must be approved by the Embassy before payment.
• Programming: The fair should be an authentic U.S. state/county fair showcasing American culture, excellence, and entrepreneurship, tailored to local audiences. Localization is encouraged. Innovative programming concepts aligned with objectives are welcome.
• Partnerships: The Embassy has not confirmed most partners. Contractors will propose additional exhibitors, vendors, and partners for Embassy approval. All partnerships and sponsorships require Embassy approval.
• Audience: The fair will be free, open to the public, with walk-in access. Offerors should plan for a large-scale, family, and youth-friendly event.
• Security: Close protection for U.S. government officials will be handled by Embassy resources. Vendors should include logistic costs for on-site security arrangements. The Embassy does not anticipate minimum screening measures at the event, but contractors should include basic crowd management and entry control.
• Communications: A communications plan is required, prioritizing cost-effective strategies. Paid media and KOL engagement are possible if budget allows and require Embassy approval. All content must comply with Freedom 250 Brand Guidelines. Materials should be bilingual (English and Thai).
• Proposal Submission: Offerors must submit a comprehensive strategic framework, including a work plan, identification of equipment/supplies, and a quality plan. Detailed operational plans will be developed post-award.
• Evaluation: Award will be made to the lowest-priced, acceptable, responsible offeror.

These clarifications provide essential details for offerors to accurately prepare their proposals, understand cost responsibilities, venue specifics, event programming, and evaluation criteria.

Forms / Attachments / Pricing Sheets

This document contains architectural and structural drawings for the "Construction of Student Activity Area Roof" project at Prince of Songkla University, Hat Yai Campus. It provides detailed plans and elevations necessary for the construction of a pre-engineered building (PEB) structure.

• Ground Floor Plan (A-04): Outlines the layout of the activity area, including column placement and dimensions (40.00m x 20.00m).
• Canopy Roof Plan (A-05): Details the roof structure, including canopy slope, material (0.50mm TCT Metal Sheet, Grey color), and dimensions.
• Roof Plan (A-06): Shows the overall roof layout with dimensions and roof slope.
• Elevations (A-07, A-08): Provides side views of the structure, indicating heights, column spacing, and the use of pre-engineered building components.
• Notes: Emphasizes the use of PEB systems and requires the contractor to design the steel structure, submit shop drawings, and structural calculations for approval.

These drawings are critical for bidders to understand the physical scope, dimensions, materials, and structural requirements of the project. They form the basis for estimating costs, planning construction, and ensuring compliance with the design specifications for the covered student activity area.

Amendment / Modification

• The quotation due date has been extended to May 29, 2026, on or before 15:00 PM (Bangkok time).

• Item 11: This item only applies to amendments of solicitations. The due date for receipt of offers is extended.

• The proposal deadline has been extended to May 29, 2026.

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

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for an "American Fair: Freedom 250" event to be held in Hat Yai, Thailand. The U.S. Embassy Bangkok is organizing this event to commemorate the 250th anniversary of the signing of the Declaration of Independence. The fair aims to highlight American culture, ingenuity, and leadership in entrepreneurship, fostering economic collaboration between the U.S. and Thailand.

• Organize and execute a three-day "American Fair: Freedom 250" event from September 4-6, 2026, at Prince of Songkla University (PSU), Hat Yai Campus.

• Emulate an authentic U.S. state or county fair atmosphere with immersive, interactive, and family-friendly programming.

• Focus on American leadership in entrepreneurship, history, culture, food, and agricultural products.

• Develop a comprehensive plan, coordinate logistics, manage vendors and staffing, design booths, and execute promotion and event management.

• Deliverables include an event concept proposal, detailed schedule, vendor and staffing plans, risk mitigation plan, communications plan, highlight video, curated photo album, and a post-event report.

• Firm fixed-price purchase order.

• Period of Performance: Planning (May-August 2026), Execution (September 4-6, 2026), Post-Event (October 2026).

• Payment will be made in installments based on key milestones.

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

• Proposals must be in English and submitted electronically to soontare@state.gov.

• Submissions must be in MS-Word, MS-Excel, or Adobe Acrobat (pdf) format, not exceeding 30MB per file.

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

• Evaluation will consider price, technical information, past performance, resources, and contractor responsibility.

• This acquisition is UNRESTRICTED.

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

• Offerors must have at least 4 years of direct experience as an event organizer, preferably with a focus on entrepreneurship and culture.

• The U.S. Embassy Bangkok will provide branding guidelines, logos, messaging, content for opening remarks, and selection of partner organizations/exhibitors.

• Value Added Tax (VAT) is not applicable.

• Bids must be valid for twelve (12) months.

• Offerors must complete and submit SF-1449, Section 1 (Pricing), and additional information as required in Section 3.