J4 2026 Event Production Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation Number 19BE2026Q0004 for event production services for a July 4th, 2026 event.

• Event Timing & Location: Indoor activities are approximately 90 minutes in the afternoon/early evening. The main event will be held outdoors at Parc du Cinquantenaire, with catering planned upstairs in Autoworld for VIPs and food trucks for the outdoor space.
• Personnel & Security: VVIPs may require special security coordination. The production company is responsible for audio arrangements and hanging decor (coordinating with exclusive partners for indoor and local authorities for outdoor). Security staffing and stewards will be provided directly by the event company.
• Permits & Logistics: Vendors are responsible for securing all required permits. Bruxelles Environnement has placed a hold on June 25-30 for outdoor use, subject to change.
• Budget & Pricing: The maximum contract value is €800,000.00, inclusive of 21% VAT. Offerors should propose a compliant baseline event within this ceiling, with premium enhancements treated as optional.
• Donations & Sponsorship: In-kind donations sourced by the vendor must be approved by the Tri Mission. The Tri Mission can solicit monetary donations, while vendors can solicit in-kind donations with approval.
• Invitations & Press: Invitations will be sent digitally by the production company (at least 15,000). The Tri Mission is eager for press coverage and welcomes ideas from the production company.
• Attachments: Attachment 4 (Contractor's Recruitment of Third Country Nationals) is attached to the RFQ update on SAM. Updated Attachment A can be found by clicking on 'Current Records' in SAM.gov.

This Q&A document clarifies various aspects of the solicitation, including scope, responsibilities, budget, and logistical details, which will aid bidders in preparing their proposals. Key clarifications include the VAT inclusive ceiling, vendor responsibility for permits, and the scope of audio and decor arrangements.

Amendment / Modification

This amendment to Solicitation No. 19BE2026Q0004 makes the following changes:

• Typo Correction: Corrects a typo related to the maximum order value.

• Scope of Work Clarification: Provides clarifications to the Scope of Work.

• New CLIN Added: Introduces CLIN 1014 for "Seating arrangements."

• Attachment Correction: Addresses a typo in Section 4 regarding Attachment C.

• Scope of Work

• Section 4 (regarding Attachment C)

• CLINs (addition of CLIN 1014)

This amendment does not extend the proposal submission deadline, which remains February 27, 2026, at 14:00 hours Central European Time. Offerors must acknowledge receipt of this amendment.

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential bidders regarding Solicitation Number 19BE2026Q0004 for July 4th, 2026 - Event production services.

• Event Timing: Indoor activities are approximately 90 minutes in the afternoon/early evening. The event starts in the afternoon, with the outdoor program estimated to be 4 to 6 hours.
• Venue & Space: The larger portion of the event will be outdoors at Parc du Cinquantenaire. Catering is planned upstairs in Autoworld for the VIP event, with food trucks or other options for the outdoor space. Specific areas like Area C are reserved by other organizations.
• Catering: Four companies are pre-approved to work with Autoworld, but others may be approved. There are no constraints on caterers for the outdoor space.
• Audio & Hanging Decor: The production company must work with Autoworld's exclusive partner for audio arrangements in the VIP section and for hanging decor in Autoworld. For outdoor hanging decor, the production company is responsible and may need to coordinate with local authorities.
• Permits: Vendors bidding are responsible for securing all required permits.
• In-Kind Contributions: In-kind contributions sourced by the vendor must be approved by the Tri Mission. The Tri Mission is also soliciting donations. The Tri Mission will provide a list of donors to the contracted company for management of in-kind items.
• VAT: The €800,000 maximum contract value is inclusive of VAT (21%).
• Security: The event company will directly provide and manage all security staffing and stewards, coordinated with the Tri Mission security office.
• Broadcast: The Tri Mission is interested in making the video feed available to the public in real time.
• Pricing: Section I, pricing (page 5) must be completed in addition to Attachment A.
• Invitations: No paper invitations will be issued; invitations will be sent digitally by the Production company. At least 15,000 invitations are expected.

These clarifications address various aspects of the event, including venue details, catering, audio-visual requirements, security, financial considerations (VAT), and submission instructions, which bidders should consider when preparing their proposals.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing detail sheet for the July 4th, 2026 event production services. It is intended for bidders to provide their cost breakdown for various event services.

• CLINs (Contract Line Item Numbers): Includes standard event services (Project Study, Pre-production, Production, Post-production) and additional event services (Artist Extra Services, Lighting, FX, Drone Show, Fireworks, DJ Set, Bar Services, Foodtruck Services, LED Screens, Video Mapping, Visual Storytelling, Decorations, Seating Arrangements).
• Cost Categories: Bidders are expected to provide pricing for Material, Labor, and Overhead for each CLIN.
• Calculations: The sheet includes columns for Price, VAT (21%), and Total Price for each item and overall totals.
• Definitions: Clarifies what is included in Material, Labor, and Overhead.

This sheet is critical for bidders to understand the expected cost structure and to submit their detailed pricing proposal. Bidders must complete this sheet accurately, providing their proposed costs for each service category. The "TOTAL PRICES" sections will aggregate the costs for standard and additional services, leading to the "TOTAL ESTIMATED COST" for the opportunity.

Form / Attachment / Pricing Sheet

This document is an interview questionnaire designed for Third Country Nationals (TCNs) to gather information regarding their recruitment, work experience, pay, and contract conditions. It appears to be a tool for a Contracting Officer's Representative (COR) to assess the fairness and transparency of employment practices related to TCNs.

The questionnaire is divided into four sections:

• Recruitment: Questions about how the job was found, honesty of recruiters, recruitment fees, financial implications, and contract signing.
• Work: Inquiries about job expectations, promised benefits, hours, pay, breaks, supervisor relationships, and socialization with co-workers.
• Pay: Questions regarding the amount and method of payment, and any associated fees for check cashing or wiring.
• Isolation: Questions about personal finances, identification, contact with host country government, contract termination, and renewal intentions.

This document is relevant to bidders as it outlines potential areas of inquiry regarding labor practices and worker welfare. Understanding these questions can help bidders anticipate government scrutiny on how TCNs are recruited, treated, and compensated under contracts. It may inform the development of labor management plans or highlight areas where compliance and ethical treatment are critical evaluation factors.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for J4 2026 Event Production Services. The U.S. Government intends to award a firm-fixed-price IDIQ contract to a responsible company submitting an acceptable offer, potentially based on initial quotations without discussions.

Bidders must submit a quotation that includes:

• Volume 1:

  • Completed SF-18 cover page and Section I (Pricing).
  • Completed Price Proposal Breakdown (Attachment A).
  • Completed Section 5 (Representations and Certifications).
  • Evidence of active SAM registration.
  • Completed form W-14 (Attachment B) if not a U.S. person eligible for excise tax exemption.

• Volume 2:

  • Technical Capability & Strategic Plan (including methods, processes, personnel/financial resources, license/permit plan, strategic plan for services, ground mapping, and company profile).
  • Prior Experience and Past Performance.
  • Company Profile.

• Contract Type: Firm-fixed-price IDIQ.

• Submission Deadline: Friday, February 27, 2026, at 2:00 PM.

• Submission Method: Electronically to BrusselsBids@state.gov.

• Format: Adobe Acrobat (pdf) file format, not exceeding 30MB per email. Multiple emails are permitted if the file size exceeds 30MB.

• Evaluation: Trade-off evaluation. Discussions may be held if necessary.

• Offerors must be registered in the System for Award Management (SAM) database (https://www.sam.gov) prior to submission. Failure to register may result in the proposal being deemed non-responsible.

• A site visit is scheduled for Monday, February 9, 2026, at 10:00 AM at Parc du Cinquantenaire. Contact BrusselsBids@state.gov to arrange entry or for more information.

• Proposals must be in English. Incomplete proposals will not be accepted.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotations (RFQ) for event production and coordination services for a U.S. Tri-Mission Brussels public diplomacy event on July 4th, 2026. The event commemorates the United States Semiquincentennial (250th Anniversary) and aims to showcase American history, diplomacy, democracy, and innovation, while highlighting bilateral cooperation with Belgium, the EU, and NATO allies. The event will be large-scale, multi-venue, and include indoor and outdoor activities, live music, immersive multimedia, food and beverage services, and guest engagement. Attendance is expected to reach several thousand participants.

• Standard Event Services (Minimum Required):

  • Indoor VIP Reception at Autoworld Museum (up to 1,150 guests): Stage production, AV, background music/video, speeches, event décor, drinks, and appetizers.
  • Outdoor Main Event at Parc du Cinquantenaire (up to 5,000 guests): Outdoor stage production, full AV, large video screens, live broadcast capability, music performances, speeches, VIP area, bars, staffing, and POS systems.
  • General Event Services: Invitation management, guest registration, branding, guest services, security, access control, crowd management, medical services coordination, traffic planning, insurance, and sanitation/restoration.
  • Project Study, Development & Planning: Coordination, site assessments, layout development, risk assessments, production schedules, technical documentation, planning meetings, and subcontractor coordination.
  • Pre-Production: Securing permits, coordinating with authorities, technical certifications, integrating sponsor requirements, guest management, catering planning, and visual identity design.
  • Production: Stage and infrastructure setup, audio, lighting, power, video, artist liaison, security, medical services, and waste management.
  • Post-Production: Dismantling infrastructure, site clearance, cleaning, venue restoration, and post-event debriefs.

• Additional Event Services (Optional): May be exercised to enhance the event and include services such as artist extra services, architectural lighting, laser equipment, FX (smoke/flames), drone shows, fireworks, live DJ sets, bar services, food truck services, additional decorations, large-scale LED screens, video mapping, and curated program development.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ) firm fixed-price contract.

• Contract Term: March 1, 2026, to July 10, 2026.

• Contract Pricing: In EURO.

• Minimum Order: €1,000.00

• Maximum Order: €800,000.00

• Questions Deadline: February 12, 2026, 15:00 CET.

• Proposal Submission Deadline: February 27, 2026, 14:00 CET.

• Submission Method: Electronic proposals via email to BrusselsBids@state.gov. Individual email size not to exceed 45 MB.

• Evaluation Factors: Compliance Review, Technical Capability & Strategic Plan, Prior Experience and Past Performance, Company Profile, and Price. Technical factors are considered more important than price.

• The solicitation is not a small business set-aside.

• The U.S. Mission retains direct contractual responsibility for Autoworld Museum and the Royal Museum of the Armed Forces and Military History. The Contractor is responsible for Parc du Cinquantenaire.

• Value Added Tax (VAT) at 21% is applicable and must be included in line item rates; the embassy will assist in obtaining a VAT exempt form.

• A site visit is scheduled for February 9, 2026, at 10:00 am at Parc du Cinquantenaire.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing detail sheet for the July 4th, 2026 event. It is intended for bidders to provide their cost breakdown for various event services.

• CLINs (Contract Line Item Numbers): Includes categories for Standard Event Services (Project Study, Pre-production, Production, Post-production) and Additional Event Services (e.g., Artist Extra Services, Lighting, FX, Drone Show, Fireworks, DJ, Bar, Foodtruck, LED Screens, Video Mapping, Decorations).
• Cost Categories: For each CLIN, bidders are expected to provide costs for Material, Labor, and Overhead.
• Pricing: Fields for Price, VAT (21%), and Total Price are included for each item and for overall totals.
• Definitions: Clarifications are provided for Material, Labor, and Overhead.

This sheet is critical for bidders to understand the expected cost breakdown and to submit their pricing in the required format. Bidders must fill in the Material, Labor, and Overhead costs for each CLIN, which will then calculate the total price. The structure indicates the types of services the government anticipates procuring for the July 4th, 2026 event.

Form / Attachment / Pricing Sheet

This document is a "Question Submission Form" for Solicitation Number 19BE2026Q0004. It provides a standardized method for potential bidders to submit questions regarding the solicitation.

• Company: Name of the bidding company.
• Name and Title: Contact person's name and professional title.
• Refers to Solicitation Section & Paragraph Number: Specific location within the solicitation the question pertains to.
• Subject: A brief topic for the question.
• Question(s): The detailed question(s) from the bidder.
• Email address: Contact email for follow-up.

Bidders must use this form or email to submit any questions they have about the solicitation. The deadline for submitting questions is the close of business on Thursday, February 12, 2026. Questions should be submitted via email to BrusselsBids@state.gov.

Form / Attachment / Pricing Sheet

This document is an "Experience and Past Performance" form, serving as an addendum to Section 3, Solicitation Provisions (FAR 52.212-1). It is designed to collect information from potential bidders regarding their relevant experience and past performance on similar contracts.

The form requires bidders to provide the following information for each relevant contract:

• Customer's name and address
• Telephone numbers of the customer's lead contract and technical personnel
• Contract number
• A brief description of the work performed, including responsibilities
• Information on any litigation currently in process or occurring within the last 5 years.

Bidders must complete and submit this form as part of their proposal. The information provided will be used by the government to evaluate the bidder's experience and past performance, which are likely to be factors in the overall evaluation of their offer for Solicitation Number 19BE2026Q0004.

Form / Attachment / Pricing Sheet

This document is Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." It is used by foreign entities to certify their status for potential tax exemptions related to U.S. federal procurement payments.

• Part I: Identification: Collects information about the foreign contracting party and the acquiring U.S. agency, including names, addresses, and contract numbers.
• Part II: Exemption Based on International Agreement: Allows for claiming relief from tax under Section 5000C pursuant to an international agreement (e.g., a tax treaty).
• Part III: Exemption Based on International Procurement Agreement or Goods/Services Produced/Performed in the U.S.: Addresses exemptions related to procurement agreements or the origin of goods/services.
• Part IV: Explanation: Requires detailed explanations for any claimed exemptions, including specific agreements and the basis for entitlement.
• Part V: Certificate: A sworn statement by the foreign party confirming the accuracy of the information and understanding of tax obligations.

Foreign entities bidding on U.S. federal contracts may need to complete and submit this form to claim potential tax exemptions. It impacts proposal preparation by requiring specific documentation and declarations regarding international agreements and the origin of goods or services. Bidders should review the form and its instructions to determine if it applies to their situation and to ensure accurate completion.