American Fair: Freedom 250 In Nakhon Ratchasima

Amendment / Modification

• The quotation due date has been extended to June 4, 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) indicates that the solicitation is amended and the hour and date specified for receipt of offers is extended.

• The proposal deadline has been extended to June 4, 2026.

Questions & Answers / Clarifications

This document provides responses to questions raised by potential offerors regarding Solicitation No. 19TH2026Q0028 – American Fair: Freedom 250 in Nakhon Ratchasima.

• Venue Rental: The U.S. Embassy Bangkok will handle the base venue rental for Mayfair Market separately. The contractor is responsible for all other venue-related costs, including permits, licenses, security deposit, utilities, cleaning, waste disposal, security personnel, equipment rental, and any overtime or after-hours access fees.
• Site Visit: No pre-proposal site visit or venue walkthrough is planned. Offerors may use the provided Mayfair Market layout for planning and should coordinate directly with the venue if needed.
• Contractor Responsibilities: The contractor is responsible for obtaining all permits and licenses, managing all venue-related costs, and ensuring compliance with venue safety requirements. They are also responsible for any damage to the venue's property.
• Event Setup & Dismantling: Setup may begin 3 days prior to the event, with operating hours from 8:00 a.m. to 12:00 a.m. Deinstallation is expected within 2 days after the event.
• Structures: Truss systems and structural installations must comply with venue safety requirements. Drilling into the ground or road surface is prohibited; water weighting is required for all structures.
• Power: Existing electrical infrastructure is available, but an electrical generator will be required. The contractor must plan for sufficient power capacity and include generator costs.
• VAT: VAT is not applicable due to the U.S. Embassy's tax exemption certificate. All proposed pricing must be submitted strictly VAT excluded.
• Contract Type: The resulting contract will be a firm-fixed-price contract, with prices remaining fixed for 12 months and throughout performance.
• Sponsorships: In-kind contributions, co-branding, or sponsorships are not prohibited but require Embassy approval. Offerors should describe any proposed arrangements in their technical proposal.
• Event Zones: Minimum zones include a main stage, educational areas, American agriculture/gastronomy zone, business booths, games, children's areas, and food/beverage zones. The contractor should propose a zone layout.
• Programming Focus: The Fair emphasizes American culture, music, innovation, and entrepreneurship, tailored for local audiences. All programming requires Embassy approval.
• Security: The Embassy will provide security direction, but the contractor is expected to include costs for on-site security arrangements, including guards and crowd control.
• Medical: A first-aid response team and ambulance on standby are mandatory requirements.
• DBA Insurance: Defense Base Act (DBA) insurance is required and must be a separate line item.
• Media & Communications: The contractor must develop a communications plan. Paid media placement and KOL engagement are optional if budget allows. All KOLs and paid media require Embassy approval.
• Branding: All promotional materials must comply with Freedom 250 Brand Guidelines and Embassy instructions. Up to three rounds of edits are allowed for Embassy review.
• Proposal Submission: Offerors must submit a strategic framework, plan, or presentation demonstrating understanding of the scope and proposed approach. Award will be made to the lowest-priced, acceptable, responsible offeror.
• Kick-off Timeline: The planning phase begins immediately after award, running through September 2026, followed by the execution phase (October 2–4, 2026) and post-event phase (November 2026).

These clarifications provide essential details for offerors to accurately prepare their proposals, particularly regarding cost inclusions, venue responsibilities, operational requirements, and evaluation criteria.

Other / Unclassified

This document is a site plan or layout drawing, likely for a construction or landscaping project. It includes dimensions, labels in Thai, and symbols indicating various features such as underground conduits, timer controls, and different areas with specified square meterage (e.g., "575 ตรม", "787 ตรม", "1,513 ตรม"). It also shows a "SKET Lawn 225 sqm" and a "Concrete floor 0.07 m" with "896 sqm".

This document provides critical spatial and dimensional information for potential bidders. It outlines the physical layout, dimensions of various areas, and potentially the scope of work related to landscaping, construction, or utility installation. Bidders can use this to understand the scale of the project, plan their approach, and estimate resources required.

Amendment / Modification

• The quotation due date has been extended to May 29, 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) indicates that the solicitation is amended and the due date is extended.

• The deadline for submitting quotations has been extended to May 29, 2026.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for an "American Fair: Freedom 250" event to be held in Nakhon Ratchasima, Thailand. The event aims to commemorate the 250th anniversary of the signing of the Declaration of Independence of the United States and highlight American culture, excellence, and leadership in entrepreneurship. The fair will serve as a platform to showcase American ingenuity and foster economic collaboration between the U.S. and Thailand.

• Organize and execute a three-day American Fair event from October 2-4, 2026, at Mayfair Market in Nakhon Ratchasima.

• Develop a comprehensive plan for the fair, including designs, logistics, and activities, in consultation with the U.S. Embassy Bangkok.

• Coordinate with partners and vendors on logistics, production, setup, and staffing.

• Design themed zones and activities that emulate an authentic U.S. state or county fair atmosphere, focusing on American leadership in music, innovation, and culture.

• Implement event promotion, including developing a communications plan and executing influencer marketing.

• Manage event logistics, including setup, breakdown, transportation, staffing, and securing event infrastructure (power, structures, medical, waste management, lighting, signage).

• Provide deliverables such as an event concept proposal, detailed programming schedule, vendor/partner curation plan, staffing plan, risk mitigation plan, communications plan, a highlight video, photo album, and a post-event report.

• This is a firm fixed-price purchase order.

• The period of performance includes a Planning Phase (May-September 2026), Execution Phase (October 2-4, 2026), and Post-Event Phase (November 2026).

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

• Quotations are due by May 20, 2026, at 15:00 PM Bangkok time.

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

• Proposals must be in MS-Word, MS-Excel, or Adobe Acrobat (PDF) format, with file size not exceeding 30MB per email.

• 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, and price.

• 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 for a fair.

• Value Added Tax (VAT) is not applicable.

• Bids must be valid for twelve (12) months from the submission date.

• The document includes numerous FAR and DOSAR clauses and provisions related to contract terms, representations, certifications, and taxes.