International Exposition Services IDIQ, Office of Policy, Planning, and Resources (R/PPR)

Form / Attachment / Pricing Sheet

This document, the "Theme Guide," is intended for official participants of EXPO 2027 Belgrade. It serves as a comprehensive guide to the overarching theme and sub-themes of the exhibition, providing a framework for participants to develop their exhibition concepts and participation.

• Definitions: Clarifies key terms such as BIE, EXPO 2027 Belgrade, Organizer, Theme, Sub-Themes, Theme Weeks, National Day, Special Days, Guidelines, Official Participant, Non-Official Participant, IP Portal, and Participation Contract.
• Theme: Details the central theme, "Play for Humanity – Sport and Music for All," and its foundation in the belief that play is a fundamental aspect of human experience that transcends cultures, generations, and geographic boundaries.
• Sub-Themes: Outlines three distinct but interconnected sub-themes: "Power of Play," "Play for Progress," and "Play Together," each exploring different dimensions of play's role in individual, societal, and global transformation.
• Theme Development: Provides guidance on approaches for participants to consider, including cognitive development, design and artistic, technological and engineering, sociocultural, biological and evolutionary, philosophical and theoretical, and environmental and urban planning.
• Theme Weeks: Describes how each week of EXPO 2027 will focus on one sub-theme, offering a platform to explore transformative potential in addressing pressing issues.
• Play for Humanity Forum: Details a flagship initiative for dialogue and action, using play to respond to global challenges through various thematic pillars (Education, Business, Social Impact & Governance).
• Guiding Principles: Establishes principles for participation, including thematic alignment, cultural diversity, visitor experience, sustainable impact, inclusivity, and innovation and vision.
• Cultural and Events Programme: Outlines the organization of events through four pillars: Culture & Music, Sport, Education, and Business, aligned chronologically with the sub-themes.
• The Legacy: Explains the aim to convey a global message about the role of play in human development and overcoming global challenges, promoting cross-cultural understanding and innovative efforts.
• Theme Statement: Describes the purpose and required elements for participants to articulate their exhibition concept and alignment with the EXPO theme.

This document is crucial for any potential participant in EXPO 2027 Belgrade. It defines the core concepts, thematic focus, and structural guidelines for participation. Understanding this guide is essential for developing a relevant and aligned exhibition concept, programme, and overall contribution to the event. It outlines how participants can showcase their culture, innovations, and engage in international dialogue within the framework of "Play for Humanity."

Form / Attachment / Pricing Sheet

This document, titled "Guidelines on Entry, Work and Stay for the Purposes of Expo 2027 Belgrade," provides detailed information for official and non-official participants regarding procedures and matters related to entering, staying, and working in the Republic of Serbia (RS) for Expo 2027. It outlines the visa regime, registration requirements, and conditions for work.

• Expo Visa: Details the features, eligibility, and issuance procedure for a special long-stay visa for participants, exempting them from standard residence and work permit requirements.
• Visa-Free Regime: Explains conditions under which foreign nationals can enter and stay in the RS without an Expo Visa, including limitations on work.
• Entry and Stay Procedures: Covers border control, registration of place of stay, and changes of address.
• Work and Stay: Differentiates between working under an Expo Visa and working under the visa-free regime.
• Departure: Outlines conditions for exiting the RS.
• Contact Information: Provides a point of contact for inquiries.
• Appendices: Includes a visa application form and a list of diplomatic and consular missions for scheduling appointments.

This document is crucial for any potential bidder or participant involved in Expo 2027 Belgrade. It clarifies the legal requirements for entering and working in Serbia, which directly impacts logistical planning, personnel management, and overall participation strategy. Understanding these guidelines is essential for ensuring compliance and smooth operations during the exhibition period.

Form / Attachment / Pricing Sheet

This document, "Tax Exemption Guidelines," provides detailed information on tax exemptions and related procedures for Official Participants of EXPO 2027 Belgrade. It aims to clarify the privileges and advantages available to these participants to enable them to exercise their rights effectively.

• Introduction: Outlines the purpose, definitions, and control/guide system.
• Tax Exemptions: Details exemptions for:
  • Corporate Income Tax
  • Property Tax
  • VAT (including registration, exemptions for imports and goods/services, reimbursement, and refund procedures)
  • Excise Duty (on electricity and fuel for vehicles)
  • Individual Income Tax for Section Staff and related personnel.
• Charges for Occupation of Public Space: Clarifies exemptions and any applicable fees.
• Fiscalisation: Outlines requirements for using electronic fiscal devices for issuing invoices.
• Electronic Invoicing System (SEF): Details the mandatory use of SEF for VAT-registered entities when receiving or issuing invoices.

This document is crucial for potential participants (Official Participants) in EXPO 2027. It directly impacts financial planning and operational setup by specifying tax liabilities and exemptions. Bidders need to understand these guidelines to accurately budget, comply with regulations, and leverage available tax benefits related to their participation in the exhibition.

Solicitation / RFP / RFQ

This document is a Solicitation, Offer, and Award form (Standard Form 33) for Solicitation Number 19AQMM26R0001. It indicates the government is seeking offers for supplies or services.

This form itself does not detail specific requirements or deliverables. It serves as the primary document for submitting an offer and for the government to issue an award. Section C, "Description/Specifications/Work Statement," and other sections referenced in the Table of Contents (Part I - The Schedule) would contain these details.

• The solicitation was issued on 01/10/2026.

• Offers are due by 02/13/2026 at 09:00 CT.

• The form allows for the insertion of contract type, period of performance, and estimated value in subsequent sections.

• Offers are to be submitted to the address specified in Item 8.

• The form includes fields for offeror information, pricing, and signature.

• Section M, "Evaluation Factors for Award," would detail the criteria for evaluation.

• The minimum bid acceptance period is noted as 60 calendar days, unless otherwise specified.

This form does not specify any eligibility or set-aside requirements. These would typically be found in other sections of the solicitation package.

• This is a Rated Order under the Defense Priorities and Allocations System (DPAS).
• The document references multiple sections (Parts I-IV) that contain the full details of the solicitation, including the Schedule, Contract Clauses, List of Documents, and Representations and Instructions.

Form / Attachment / Pricing Sheet

This document provides guidelines for booking and accommodation arrangements for the staff of Official Participants of EXPO 2027 Belgrade. It details the Expo Village, planned services and amenities, pricing, booking procedures, payment policies, check-in process, and safety information.

• Expo Village Overview: Description of the residential complex, including 1,400 accommodation units, unit layouts (one, two, and three bedrooms), and architectural organization.
• Services and Amenities: Includes Main Reception, One-stop-shop, Accreditation Centre, retail outlets (pharmacy, supermarket, bank), restaurants, gym, and laundry services.
• Pricing: Monthly accommodation prices for different unit types (One-bedroom: 1,400 EUR; Two-bedroom: 2,300-2,400 EUR; Three-bedroom: 2,800 EUR), including furnishings, utilities, cleaning, and security.
• Booking Procedure: Bookings must be made via the official IP Portal (https://ipportal.rs/login) by an authorized representative. Minimum booking period is one month. Key dates: Reservations open January 15, 2026; Move-in from October 15, 2026.
• Payment Policy: Full payment required before arrival. A "first come, first served" principle applies. Cancellations have specific refund policies based on timing.
• Check-in: Registration at the Main Reception with identification. An inventory and condition handover form must be signed upon entering the unit.
• Safety: Expo Village has its own Security Control Centre. Access to residential buildings requires official Expo 2027 accreditation.

This document is crucial for Official Participants planning to attend EXPO 2027 Belgrade, as it outlines the accommodation options, costs, and procedures for securing housing for their staff. It provides essential details for budgeting and logistical planning.

Form / Attachment / Pricing Sheet

This document, titled "Insurance Guidelines," provides comprehensive information regarding the insurance requirements for participants in the EXPO 2027 event in Belgrade, Serbia. It details mandatory and recommended insurance policies, outlines the scope of coverage, periods of insurance, and sums insured. The guidelines are intended to assist participants in preparing and implementing adequate insurance for their activities related to the exhibition.

• Mandatory Insurance Policies: Lists and describes required insurance, including Work Injuries and Occupational Diseases, Health Insurance, Third Party Liability for Construction Works, Compulsory Motor Vehicle Liability, Professional Liability, Property Insurance, Exhibits Insurance, Civil Liability Insurance, Construction and Erection All Risk Insurance, and Goods in Transit Insurance.
• General Conditions: Covers insurer selection, waiver of right of recourse, and participant obligations regarding policy submission and costs.
• Specific Insurance Details: Chapters 4 and 5 delve into mandatory insurance under General and Special Regulations, respectively, detailing the subject of insurance, period, and sum insured for each type.
• Voluntary Insurance: Suggests additional voluntary policies participants may consider.
• Appendices: Includes lists of countries with international agreements on health insurance and motor vehicle liability insurance regimes.

This document is crucial for any potential bidder or participant in EXPO 2027. It clearly defines all insurance obligations, coverage requirements, and submission deadlines. Understanding these guidelines is essential for accurate cost estimation, risk management, and ensuring compliance with the event's regulations. Bidders must review these requirements to factor them into their proposals and operational planning.

Form / Attachment / Pricing Sheet

This document is the "Participation Guide" for EXPO 2027 Belgrade, providing comprehensive information for potential participants. It serves as a foundational resource for understanding the event's objectives, themes, logistics, and participation requirements.

• Event Overview: Details the theme "Play for Humanity: Sport and Music for All," its sub-themes, venue (Belgrade, Serbia), dates (May 15 - August 15, 2027), and projected visitor numbers (over 4 million).
• Organizers: Outlines the roles of the EXPO 2027 Organiser, the Government of the Republic of Serbia, and the Coordination Team.
• Host City Information: Provides details about Belgrade and Serbia, including location, weather, accommodation, and local experiences (food, sport, music, culture).
• EXPO Site: Describes the layout, main areas (Thematic Area, International Participants Area, Best Practice and Corporate Area, Public Realm), and access points.
• Pavilions: Details options for individual and collective pavilions, including sizes and features.
• Support for Participants: Outlines services provided by EXPO 2027 Belgrade, including design and build assistance, logistical support, business services, media centre access, and the EXPO Village for accommodation.
• Key Dates: Lists important deadlines and milestones for participants from 2024 to 2027.
• Participation Process: Explains the steps for official participation, including invitations, theme statements, and contract finalization.
• Privileges and Benefits: Details benefits for official participants, such as tax exemptions, visa support, and customs facilitation.

This guide is essential for any entity considering participation in EXPO 2027 Belgrade. It provides critical information for planning, budgeting, and understanding the operational framework, requirements, and support available. Potential participants can assess the alignment of their offerings with the event's theme and scope, and understand the logistical and administrative processes involved.

Form / Attachment / Pricing Sheet

This document, "Guidelines on the Commercial Activities of the Official Participants," provides comprehensive guidance for Official Participants intending to undertake commercial activities during the EXPO 2027 event in Belgrade, Serbia. It aims to ensure these activities align with the Exhibition's theme, operational standards, and applicable laws and regulations.

• Scope of Commercial Activities: Details on gastronomy, retail stores, organizer's official stores, and organizer's support.
• Official Participants' Commercial Activities: Requirements for design, commercial proposals, third-party engagement, personnel management, sales revenue handling, reporting, and royalties.
• Regulatory Requirements: Information on registration for food business operators, licenses for music authors and phonogram producers, consumer protection, return/exchange policies, prohibition of alcohol sales to minors, and sustainability.
• Goods and Services: Guidelines on selection, design, packaging, labeling, pricing, and currency for goods and services offered.
• Marketing and Promotion: Rules for publicity, advertising, distribution of free samples, and organizing events/campaigns.
• Working Hours: Schedule for the EXPO Site, commercial areas, and exhibition areas.
• Appendices: Lists supporting documents such as the Commercial Proposal, Design and Build Guidelines, Food and Beverage Guidelines, Logistics and Customs Guidelines, and banking registration guidelines.

This document is crucial for any Official Participant planning to conduct commercial activities (e.g., selling food, beverages, merchandise) within their pavilion at EXPO 2027. It outlines mandatory requirements, recommended practices, submission deadlines (e.g., commercial proposal submission 120 days prior to pavilion construction completion), royalty rates (10% for retail, 8% for food/beverage), and regulatory obligations. Understanding these guidelines is essential for successful planning, approval, and execution of commercial operations at the event.

Form / Attachment / Pricing Sheet

This document, "Logistics and Customs Guidelines," provides comprehensive information and procedures for participants of Expo 2027 Belgrade regarding the handling, transport, and customs clearance of goods. It aims to ensure a smooth and efficient operation for all participants.

• Introduction: Outlines the importance of logistics and customs for the exhibition.
• Definitions: Clarifies key terms used throughout the document.
• Logistics and Customs Processes: Details the journey from registration to decommissioning, including import/export procedures, storage, and delivery.
• Transport, Packaging, and Handling: Covers transportation plans, international transport options (sea, air, road, rail), special goods handling, and general packaging guidelines.
• Customs Clearance: Explains customs procedures, documentation, inspections, fees, and regulations for various types of imports (regular, temporary, transit).
• Storage Services: Details the procedures and options for storing participants' goods.
• Logistics at the EXPO Site: Covers delivery, security, site-wide lockdown, booking systems, and vehicle restrictions.
• Decommissioning: Outlines procedures for the removal of exhibits and equipment after the exhibition.
• Official Logistics Partner: Identifies the designated partner responsible for logistics during specific periods.
• Supporting Resources: Provides links to relevant customs administrations and regulations.

This document is critical for any potential bidder or participant in Expo 2027 Belgrade. It details all logistical and customs requirements, including:

• Timeline: Key dates for planning, delivery, and decommissioning.
• Procedures: Step-by-step guidance on customs declarations, transport, packaging, and handling.
• Costs: Information on fees, duties, and potential charges.
• Restrictions: Details on prohibited and restricted goods, and specific handling requirements.
• Compliance: Outlines the laws and regulations participants must adhere to. Understanding these guidelines is essential for accurate cost estimation, operational planning, and successful participation in the event.

Form / Attachment / Pricing Sheet

This document, "General Services Guidelines," provides detailed information to Official and Non-Official Participants of EXPO 2027 Belgrade regarding the procedures, rights, and obligations related to general services. It aims to ensure participants have insight into these matters.

• Introduction: Outlines the purpose and definitions related to general services, including sanitary and hygienic conditions, security and safety, utility services, and telecommunication services.
• Sanitation and Public Health: Details participant responsibilities for maintaining cleanliness, health control, infectious disease prevention, waste management, food safety, and emergency medical services.
• Security and Safety: Covers organizer and participant responsibilities for public safety, security operations, emergency response, fire prevention, lost and found procedures, and visit management.
• Utility Services: Explains the provision and participant responsibilities for water supply, sewerage, electricity, air conditioning, ventilation, and sprinkler fire extinguishing systems.
• Telecommunication Services: Outlines the provision of telecommunication services, agreements, infrastructure, participant responsibilities, and regulations regarding radio-frequency spectrum and equipment.
• Appendices: Includes forms for Lost/Found Property and Item Handover.

This document is crucial for any potential bidder or participant in EXPO 2027. It defines the operational framework, outlining mandatory requirements, responsibilities, and service provisions that will directly impact their participation, planning, and execution of activities during the exhibition. Understanding these guidelines is essential for compliance and successful engagement.

Other / Unclassified

This document, titled "General Regulations," outlines the rules and procedures for the International Recognised Exhibition EXPO 2027 Belgrade Serbia. It covers various aspects of the exhibition, including its title, theme, category, site, duration, and the governmental authorities responsible for its organization.

While not a solicitation, this document provides crucial context for potential participants (bidders) by detailing:

• Theme and Scope: The official theme is "Play for Humanity – Sport and Music for All." The exhibition will be held in Belgrade, Serbia, covering approximately 113 hectares.
• Dates: The exhibition is scheduled to open on May 15, 2027, and close on August 15, 2027.
• Organizational Structure: It defines the roles of the Coordination Team of the Government of the Republic of Serbia, the Commissioner of the Exhibition, the Steering Committee, and the "EXPO 2027" d.o.o. Belgrade as the Organiser.
• Participation Requirements: It outlines conditions for Official Participants, including Section Commissioners, and details rules for admission of items, exhibitors, pavilions, and exhibition spaces. It also covers general services, construction, customs, insurance, and security.
• Commercial Activities: Regulations for commercial activities, catering, and distribution of free samples are specified.
• Dispute Resolution: Procedures for settling disputes are defined.

Potential bidders should review these regulations to understand the operational framework, requirements, and constraints for participating in or supporting EXPO 2027 Belgrade.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for the Expo 2027 Belgrade opportunity, clarifying various aspects of the Performance Work Statement (PWS) and solicitation instructions.

• Sponsorship Program Funding: While the National Defense Authorization Act (NDAA) enables federal funding for Expo pavilions, the Department of State (DoS) and other federal agencies cannot actively fundraise. They may make introductions as permitted by law. No minimum fundraising amount is set for the operations partner.

• Price Proposal Structure: Offerors are not provided with a specific template. The Price Proposal should follow the company's established cost accounting and pricing methodology, adhering to Volume II, Factor 5 of the solicitation.

• "Seed Task Order" Scope: The price proposal is for the entirety of the Belgrade project's operations, not a portion.

• Design/Construction RFP Award: Expected award is in Q2/Q3 of 2026.

• Expo Guidelines: The EXPO 2027 Belgrade Guidelines have been uploaded to SAM.gov. Expo 2030 Guidelines are not yet available.

• Past Performance Period: Clarification confirms that past performance examples should be from within the last five (5) years, as per Amendment 0001, overriding the ten-year definition in Volume I.

• DoS Employee Training: The training for DoS employees is in addition to, and will not replace, the Youth Ambassador/docent program.

• "Host" Role: The "Host" role is synonymous with the Youth Ambassador/docent role and serves the same function.

• Rendered Concept: The method for providing a "rendered concept" for the bar and Play/Sport theme is left to the design firm's discretion to best communicate their approach.

• Design/Build Fundraising: The Design and Build Contractor will be responsible for any design/build fundraising.

• Past performance requirements have been clarified to a 5-year window.

• Vendors should follow specific instructions for referencing RFP sections in their questions, as outlined in the "Instructions" sheet.

• Key information regarding funding, scope, and timelines has been clarified, impacting proposal strategy and preparation.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for the EXPO RFP, clarifying various aspects of the requirements and submission guidelines.

• Technical Approach Format: Vendors can submit their technical approach in PDF format, styled like a PowerPoint presentation, even though the general instruction specifies MS Word or PDF with standard formatting. (Question 1)
• Concept Plan Submission: Non-Cost Factors 2 (Technical Approach for Belgrade) and 3 (Concept Plan for Riyadh) must be submitted as separate documents/presentations and cannot be combined. (Question 2)
• Event Plan Due Dates: Event plans are due 30 days prior to the commencement of the event. For the Retail Concept, event plans are due 90 days pre-opening. (Questions 3 & 4)
• Maintenance Responsibilities: The Design-Build Contractor is responsible for equipment, exhibit systems, and structural/facility repairs (including HVAC/heating). The Operator's responsibility is limited to day-to-day guest/visitor operational maintenance, such as routine upkeep and minor touch-ups. (Question 5)
• Pricing Spreadsheet: No specific pricing spreadsheet was provided. Offerors should follow their company's cost accounting and pricing methodology, adhering to Volume II, Factor 5 – Price Proposal requirements. (Question 6)
• Youth Ambassadors/Pavilion Hosts: These are the same role, functioning as docents. Approximately 45 Hosts will be required for Belgrade. (Question 7)
• Subcontracting: The Youth Ambassador and Cultural Programming components are part of the master operator contract, meaning involvement would likely be as a subcontractor. The government clarified that subcontracting arrangements are between the selected prime contractor and subcontractors. (Question 8)

These clarifications provide vendors with specific guidance on document formatting, submission separation, due dates, responsibility delineation, and pricing methodology, which are crucial for preparing compliant and competitive proposals.

Statement of Work (SOW) / Performance Work Statement (PWS)

To secure a fully integrated Operator for the U.S. Pavilion at Expo 2027 Belgrade, ensuring seamless operations, alignment with U.S. values, and impactful visitor experiences. The operator will represent the United States, advancing foreign policy, commercial promotion, and cultural diplomacy.

The Contractor shall provide all personnel, supervision, equipment, supplies, facilities, transportation, tools, materials, and services for the U.S. Pavilion operations. Key responsibilities include:

• Full operational support across all Pavilion functions.
• Staffing, training, workforce management, and uniforms.
• Cultural programming, performances, events, and national day ceremonies.
• Management of retail, food & beverage (F&B), donor/sponsorship fulfillment, communications, protocol, security, utilities, cleaning, maintenance, and decommissioning.
• Compliance with all performance standards, BIE rules, U.S. Government policies, and host-country laws.

Specific performance standards are outlined for various operational services, including recruitment timelines, onboarding, training, uniform procurement, reporting, equipment installation, insurance compliance, event planning, F&B and retail operations, marketing deliverables, security protocols, cleaning schedules, utility payments, gifting, programming, and business event management. Key deliverables include comprehensive staffing plans, operational reports, marketing collateral, and financial reconciliations.

• Period of Performance: March 2026 – September 2027

• Place of Performance: Belgrade, Serbia and Contractor headquarters as required.

• Staffing: Requires U.S. Citizenship for key roles (Pavilion Director, Operations Director, Deputy Operations Director, Protocol Manager, Media Manager, Business Manager). Preference for American staff in other roles. Host staff must be American citizens with hospitality experience.

• Security: Compliance with DoS/RSO protocols; all staff must pass background checks.

• Reporting: Regular reporting to the Department of State Expo Unit and COR is required across various operational areas.

• Donor/Sponsorship Program: Must align with U.S. Department of State policies, including vetting of potential partners and adherence to branding restrictions.

• F&B and Retail: Operator retains all profits; sales are not a KPI, but a present and open offering is expected. Focus on U.S. culinary diversity and sourcing U.S. export products.

• Gifting: Procurement and distribution of official U.S. Pavilion gifts in three tiers.

Solicitation / RFP / RFQ

This solicitation is for International Expositions Services IDIQ, R/PPR. The government is procuring comprehensive operational services for U.S. Pavilions at international expositions. Orders may be placed for in-scope services which may include full-scale operational services for Expo 2027 in Belgrade, Serbia, and Expo 2030 in Riyadh. The contractor will partner with the Department of State to manage risks and ensure a safe and comfortable environment.

The scope of work includes:

• Staffing: Recruitment, hiring, vetting, training, implementation, and management of full-service pavilion staff.

• Supplies and Equipment: Procurement and management of all equipment and supplies for the USA pavilion.

• Communications: Management of all USA Pavilion social media platforms and website.

• Youth Ambassador Hosts: Recruitment, vetting, training, and management of American citizens to serve as hosts.

• Commercial Business Development: Solicitation, negotiation, and activation of sponsorship and donation agreements.

• Commercial Events, Food, and Beverage: Management of event spaces and all food and beverage implementation.

• Cultural Programming: Recruitment, vetting, training, and management of American cultural performers.

• Special Events and U.S. National Day: Planning and execution of public and private events.

• Retail Store: Development and management of a retail store.

• Utilities: Procurement and management of all possible utilities.

• Transportation: Procurement and management of local transportation.

• Security: Comprehensive commercial security services.

• Cleaning: Comprehensive cleaning of all pavilion spaces.

• Maintenance: Procurement and management of supplies and personnel for pavilion maintenance.

• Decommissioning: Coordination with Expo authorities and compliance with regulations for pavilion decommissioning.

• Contract Type: Anticipated Indefinite-Delivery Indefinite-Quantity (IDIQ) contract utilizing Firm-Fixed-Price (FFP) line items.

• Period of Performance: Five-year ordering period, with a potential extension of up to six months (FAR Clause 52.217-8).

• Place of Performance: Worldwide.

• Security Clearance Requirements: Moderate Risk Public Trust (MRPT).

• Proposal submission instructions are detailed in Section L.

• Evaluation factors for award are detailed in Section M.

• Key deadlines: Solicitation issued on 01/10/2026. Offers are due by 02/13/2026 at 09:00 CT.

Not specified in the provided sections.

• The contract includes various FAR and DOSAR clauses related to inspection, payment, property management, and security.

Quality Assurance Surveillance Plan (QASP)

This document outlines the systematic method the Government will use to monitor and evaluate the Contractor’s performance for the U.S. Pavilion at Expo 2027 Belgrade, ensuring all requirements in the Performance Work Statement (PWS) are met.

Applies to all services under the PWS for the U.S. Pavilion, including operations, staffing, security, programming, donor management, communications, F&B, retail, logistics, cleaning, utilities, and VIP support.

• Contracting Officer (CO): Overall contract authority.
• Contracting Officer Representative (COR): Oversees daily performance and verifies compliance.
• Authorized Client Representative (ACR): Provides technical oversight and ensures alignment with U.S. Government policy.

Key areas include workforce, uniforms, daily operations, FF&E, insurance, events, F&B, retail, marketing, transportation, venue management, cleaning, utilities, gifting, cultural programming, business events, and donor/sponsorship management.

• 100% Inspection: For mission-critical tasks like VIP protocol, security, and gifting.
• Random Sampling: For recurring tasks like cleaning and uniform compliance.
• Periodic Inspection: Daily logs, weekly summaries, monthly reports.
• On-Site Observation: By COR/ACR at any time.
• Contractor Reporting: Review of KPI dashboards, asset registers, logs, schedules, and incident reports.
• Customer Feedback: From VIPs, Embassies, and public surveys.

Includes standards for staffing coverage (100%), VIP protocol (100%), reporting timeliness (95%), F&B safety (100%), security response times, cleaning compliance (95%), FF&E asset accuracy (95%), and gifting/donor tracking (100%).

Ranges from daily (staffing, cleaning) to weekly (KPIs, VIP reports), monthly (FF&E, insurance), and quarterly (compliance assessments).

If performance falls below AQLs, a Corrective Action Request (CAR) is issued. The contractor must respond within 3 business days and implement a remediation plan. Repeat deficiencies may lead to contract remedies and CPARS reporting.

The contractor remains fully responsible for their Quality Control (QC) program; the QASP does not alter this obligation.

Form / Attachment / Pricing Sheet

This document provides a template for offerors to submit questions to the Government regarding the solicitation. It is intended to standardize the format of questions to ensure clarity and efficient processing.

• Questions Sheet: Contains columns for 'ID', 'Solicitation Reference', 'Technical Questions', and 'Price Questions'.
• Instructions Sheet: Provides detailed guidance on how to complete the template.
  • Offerors must use the 'Questions' tab.
  • Questions should be submitted during the designated Question and Answer period.
  • Column A ('Reference') requires citing the relevant portion of the solicitation documents (RFP, SOW/SOO/PWS, attachments) using a specific format: Document; page number; section, clause, or provision; relevant passage.
  • Column B ('Question') should contain the question itself, in the same row as the reference.
  • Each row should contain only ONE question.
  • Offerors must ensure all parts of the reference and question are visible and complete each entry as if it were independent.
  • An example is provided demonstrating how to format references and questions.

This template is crucial for bidders who wish to ask clarifying questions about the solicitation. Following these instructions precisely will ensure their questions are properly submitted and addressed by the Government, aiding in the preparation of a compliant and accurate proposal.

Form / Attachment / Pricing Sheet

This document is Appendix B, the Past Performance Questionnaire (PPQ) Form. It is designed to collect feedback from clients on a contractor's past performance. Offerors are required to have this questionnaire completed by their clients and submit it with their proposal. The government may also use this information to verify past performance.

Contractor Information (to be completed by Contractor):

• Firm Name, UEI, Address, Point of Contact, Phone, Email
• Role (Prime, Sub, JV, Other) and percentage of work performed
• Contract details (Number, Task Order, Type, Title, Location, Dates, Price)
• Project Description (Complexity, Relevance to current opportunity)

Client Information (to be completed by Client):

• Name, Title, Phone, Email
• Description of client's role
• Date completed, Signature

Performance Ratings (to be completed by Client):

• Adjective ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable) for:
  • Quality (technical data, standards, problem resolution, QC program)
  • Schedule/Timeliness
  • Customer Satisfaction (end-user, contractor cooperation, overall)
  • Management/Personnel/Labor (on-site management, workforce, property control, personnel expertise, small business utilization, multi-project management, change assimilation, overall management)
  • Cost/Financial Management (meeting price terms, cost reduction proposals, invoicing, accounting system adequacy, terminations, financial problems)
  • Safety/Security (safety environment, security compliance)
  • General (emergency response, contract compliance, likelihood to rehire, overall rating)
• Space for remarks and narrative on strengths, weaknesses, deficiencies.

This form is critical for bidders to gather and submit evidence of their past performance. Bidders must ensure they provide this to their clients in a timely manner and that the completed questionnaires accurately reflect their performance. The ratings and remarks provided by the client will directly impact the evaluation of the bidder's past performance, a key factor in proposal assessment.

Solicitation / RFP / RFQ

This document outlines the evaluation factors for award for an unrestricted, full-and-open competition. The government will use a best-value tradeoff source selection process, meaning the award may not necessarily go to the lowest-priced offeror but to the one providing the most advantageous value when considering both price and other factors.

Proposals will be evaluated based on the following criteria, listed in descending order of importance:

• NCF 1 – Experience: Evaluates the offeror's demonstrated capabilities similar in scope, magnitude, and complexity to the solicitation's requirements.
• NCF 2 – Technical Approach for Expo Belgrade: Assesses the proposed technical approach and understanding for the Belgrade task order.
• NCF 3 - Concept Plan for Riyadh: Evaluates the proposed concept plan and understanding for the Riyadh task order.
• NCF 4 – Past Performance: Assesses the offeror's recent and relevant record of performance.
• Factor 5 – Price: Evaluates the fairness and reasonableness of the proposed price.

All non-cost factors combined are significantly more important than price. An "Unacceptable" rating on any subfactor of NCF 1-3 or a "No Confidence" rating on NCF 4 will make an offer ineligible for award.

Not explicitly stated in this section.

• Evaluation Process: Proposals will be evaluated by the Source Selection Team (SST). The government may reject offers that fail to submit required documents (Section L) or have unsubstantiated cost/price proposals.
• Rating Definitions: The document defines terms like "Significant Strength," "Strength," "Weakness," "Significant Weakness," and "Deficiency." It also provides rating scales for proposals (Superior, Satisfactory, Marginal, Unacceptable) and confidence levels for Past Performance (Substantial, Satisfactory, Unknown, Limited, No Confidence).
• Best Value Tradeoff: The government may award to an offeror other than the lowest bidder if their technical proposal offers greater value.
• Discussions: The government intends to award without discussions, so proposals should represent the offeror's best terms. However, discussions may be held if deemed necessary.

This competition is conducted on an unrestricted/full-and-open basis.

• Past performance must be within the last five (5) years from the solicitation's issuance date to be considered recent.
• Relevancy assessment for past performance considers the number/type of events, and place of performance (OCONUS locations like Belgrade and Riyadh are favored).
• Price will be evaluated for fairness and reasonableness, primarily through price competition and analysis techniques outlined in FAR 15.404. Price itself will not be scored.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for operational services for the U.S. Pavilion at Expo 2030 Riyadh. The goal is to ensure seamless daily operations, advance American values and innovation, and deliver impactful visitor experiences throughout the six-month event.

The Contractor shall provide comprehensive operational support for the U.S. Pavilion, including but not limited to:

• Staffing, training, and workforce management.

• Cultural programming, events, and national day ceremonies.

• Retail, Food & Beverage (F&B) operations, donor/sponsorship fulfillment.

• Communications, protocol, security, and hospitality.

• Technical operations, maintenance, cleaning, and decommissioning.

• Compliance with Bureau International des Expositions (BIE) rules, U.S. Government policies, and host-country laws.

• Recruitment plans due 45 days post-award.

• Full staff onboarded 60 days before opening.

• Training plans approved 90 days before opening.

• Uniforms procured by July 2030.

• Equipment installed by September 1, 2030.

• Event plans due 30 days prior to events.

• Café operational 14 days pre-opening.

• Store operational 14 days pre-opening.

• Media plan due 30 days post-award.

• Patrol plan due 15 days before handover.

• Emergency reporting within 2 hours.

• Daily cleaning compliance.

• Bi-weekly waste logs.

• Monthly payment proofs for utilities.

• Gifting actions logged within 24 hours.

• Performance schedules submitted 30 days before Expo opening.

• Business outreach plan and donor acquisition concept submitted within 60 days of award.

• Period of Performance: November 2027 – December 2031.

• Place of Performance: Riyadh, Saudi Arabia, and Contractor headquarters as required.

• Staffing includes mandatory U.S. Citizenship for key roles and preference for American citizens in others. Host country staff recruitment is also required.

• All staff must pass background checks and comply with DoS/RSO protocols.

• The Contractor must manage insurance, including public liability and building & property.

• A comprehensive donor/sponsorship program must be implemented, aligning with U.S. Department of State policies and strategic objectives.

• Retail and F&B profits belong to the operator; sales are not a KPI but a present and open offering is expected.

• Cultural programming requires a minimum of 1000 performances for Expo 2030, with performers being American citizens.

Solicitation / RFP / RFQ

This document outlines the instructions, conditions, and notices for offerors responding to a Request for Proposal (RFP). It details the process for submitting proposals, asking questions, and the expected format and organization of the submitted documents.

Proposals must be submitted electronically via email to the Contracting Officer (Christopher L. Toso at TosoCL@state.gov) by the specified due date and time. Emails should not exceed 40MB; multiple emails must be clearly identified. Read receipts are required. Proposals must be valid for 180 calendar days. The government is not liable for offeror expenses.

Proposal Format:

• Files (except price tables) in MS Word or PDF, single-spaced, 12-point New Times Roman font.
• Margins: 1" all sides. Page size: 8.5"x11".
• Price tables must be in MS Excel (Read/Write format) with unprotected formulas.

Proposal Organization (3 Volumes):

• Volume I: Non-Cost Factors:
  • Factor 1: Experience (20-page limit). Max 8 projects performed outside the Continental US within the last 10 years. Focus on scope and complexity similar to Expo operations. Include prime contractor self-performance or subcontractor involvement with a Letter of Meaningful Involvement.
  • Factor 2: Technical Approach for Belgrade Expo. Address understanding of requirements, operational capabilities, and technical approach for the Belgrade Expo 2027 PWS.
  • Factor 3: Concept Plan for Riyadh Expo. Address understanding of requirements and technical concept for the Riyadh Expo PWS.
  • Factor 4: Past Performance. Provide recent (within 10 years) and relevant past performance questionnaires or CPARS. Focus on efforts similar to Factor 1.
• Volume II: Factor 5: Price Proposal. Comprehensive pricing for the Belgrade Expo seed task order, including a detailed price narrative. Fixed prices and labor rates will form the IDIQ Price Schedule.

Content Restrictions:

• No cost or price information in Volume I.
• Avoid "parroting" technical requirements; demonstrate clear understanding and capability.
• No classified data. Proprietary information must be marked. Hyperlinks are prohibited.

Questions:

• Submit questions via email to TosoCL@state.gov within 14 calendar days of issuance, by 0900 ET, using Appendix A – Q&A Template. Separate technical and price questions. Include solicitation number in the subject line.

Not specified in this section.

Proposals not meeting instructions may be rejected. False statements are subject to penalties under 18 USC 1001.