Management & Operations of @america Center, U.S. Embassy Jakarta, Indonesia

Solicitation / RFP / RFQ

This document is a Combined Synopsis/Solicitation for the "Management & Operations of @america Center, Jakarta, Indonesia." The @america Center is the U.S. Embassy Jakarta's American Center and a public diplomacy venue for the U.S. Department of State. The contractor will be responsible for creating, developing, and executing @america programming and providing management, operational, marketing, security, and janitorial services for the center.

• Programming: Develop and implement public diplomacy programs aligned with U.S. Embassy Jakarta's objectives, covering topics like economic engagement, commercial diplomacy, governance, religious tolerance, entrepreneurship, technology, and education. Programs can be in-person, virtual, or hybrid, and will be conducted in English, Indonesian, or a mix.

• Visitor Activities: Provide activities within the center and online to enhance visitor experiences, including exhibits, interactive technologies, and digital content.

• Social Media & Online Engagement: Actively manage the @america website and social media accounts (Facebook, Instagram, YouTube, Twitter, Zoom), creating content, engaging with followers, and developing social media strategies.

• Marketing: Actively market and promote @america and its programming through traditional and social media.

• Center Operations: Operate the center's facility and online presence daily, ensuring it is open for educational advising, programming, and events. This includes maintaining facilities, providing security, and ensuring 24/7 secure operation of online presence and virtual programming.

• Key Personnel: Requires specific roles such as Project Administrator, Senior Manager, Deputy Senior Manager, Operations Manager, Content and Programming Manager, Partnership Coordinator, and Supervisory Guard with specific qualifications and responsibilities.

• Contract Type: Firm-fixed-price, indefinite-delivery/indefinite-quantity (IDIQ) contract.

• Period of Performance: One year base period with four (4) possible one-year option periods. Performance starts April 2026.

• Minimum/Maximum Amounts: A minimum of $5,000 USD or local currency equivalent will be ordered over the life of the contract. The maximum amount of all orders shall not exceed $12,500,000 USD or local currency equivalent.

• Pricing: Offerors must submit Attachment 2, Price Proposal Breakdown.

• Key Deadlines: Not explicitly detailed in the provided pages, but proposals are expected.

• Third Country Nationals: Specific requirements for recruitment and housing plans for Third Country Nationals (TCNs) are detailed.

• Compliance: Emphasizes compliance with labor laws, combating trafficking in persons (FAR 52.222-50), and other relevant regulations.

• Contract Clauses: Numerous Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses are incorporated by reference and some are provided in full text.

• Taxes: Details on Value Added Tax (VAT) and Excise Tax are provided.

• Defense Base Act (DBA): DBA insurance is required for all contractor personnel.

• Deliverables: Reports, invoices, and other deliverables are specified with submission requirements.

Amendment / Modification

This amendment to the solicitation (19GE5026R0013) incorporates Questions and Answers (Q&A) Nos. 001 through 008. It also revises the language in CLIN 003 and Sub-CLIN 003A of Attachment 1 - Schedule to better distinguish between routine maintenance services and repair services.

• Clause SECTION I THE SCHEDULE was deleted.

• Clause Amendment 0001 Questions & Answers was added or modified.

• Clause SECTION II CONTRACT CLAUSES was deleted.

• The amendment incorporates Q&A, which may affect how offerors price and describe their proposed services, particularly regarding equipment and staffing.

• Specific clarifications address the availability and responsibility for GFE (Government-Furnished Equipment) like Liquid Galaxy hardware, 3D printers, and IT hardware.

• It clarifies responsibilities for routine maintenance versus minor repairs of GFE.

• Staffing requirements for "Overt Security Personnel" are clarified as a total headcount, not manned posts.

• While there's no minimum headcount for non-Key roles, any reduction must be justified with an explanation of how efficiency will be maintained.

• The preference for utilizing incumbent staff during the transition period is reiterated.

• Demarcation of building maintenance responsibilities is clarified, with the contractor responsible for four additional A/C units.

• DBA coverage is required for all personnel performing work under this contract due to Indonesia not being on the waiver list.

Solicitation / RFP / RFQ

This document is a Combined Synopsis/Solicitation for the Management & Operations of the @america Center in Jakarta, Indonesia. The @america Center is the U.S. Embassy Jakarta's American Center and a public diplomacy venue for the U.S. Department of State. The contractor will be responsible for creating, developing, and executing @america programming and providing management, operational, marketing, security, and janitorial services.

• Management and Operations (CLIN 001): Personnel costs (excluding security), overhead, and administrative costs for center operations and programming, including program implementation, social media management, visitor services, and center operations.

• Security Services (CLIN 002): Security team operations during facility hours, with additional security for large events. Includes supervisory, overt, and covert security personnel.

• Facility and Equipment Maintenance (CLIN 003): Routine upkeep, janitorial services, cleaning supplies, signage, and minor building repairs (under $1,999 per incident). Major repairs are on a separate contract.

• Third-Party Programming Support (CLIN 004): External speakers, performers, licensed content, production services, and related programming materials.

• Technology Infrastructure (CLIN 005): Annual subscriptions for website hosting, social media platforms, analytics, video conferencing, and other technology services.

• Value Added Tax (VAT) (CLIN 006): Indonesian VAT on CLINs 0001-0006.

• Defense Base Act Insurance (CLIN 007): Reimbursable at actual cost, not to exceed proposed amount.

• Contract Type: Firm-fixed-price, indefinite-delivery/indefinite-quantity (IDIQ).

• Period of Performance: One year base period with four (4) possible one-year option periods. Performance starts April 2026.

• Minimum/Maximum Amounts: Minimum order of $5,000 USD; maximum order of $12,500,000 USD.

• Pricing: Offerors must complete and submit Attachment 2, Price Proposal Breakdown.

• Key Personnel: Requirements for Project Administrator, Senior Manager, Deputy Senior Manager, Operations Manager, Content and Programming Manager, Partnership Coordinator, and Supervisory Guard/Security Team are detailed.

• Reporting: Daily verbal updates, weekly written status reports, monthly reports on membership and social media performance, and quarterly database updates.

• Not explicitly stated in the provided sections, but the document incorporates numerous FAR and DOSAR clauses.

• The document includes extensive contract clauses (FAR and DOSAR) related to various aspects of performance, including quality assurance, security, data protection, invoicing, and compliance with labor laws and anti-trafficking regulations.

• Offerors must submit a Recruitment Plan and potentially a Housing Plan if recruiting Third Country Nationals.

• VAT and Excise Tax requirements are detailed.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for the Management and Operations of the @america Center in Jakarta, Indonesia. The U.S. Department of State, Regional Procurement Support Office (RPSO) Frankfurt is issuing this Request for Proposal (RFP).

• Management and operations of the @america Center in Jakarta, Indonesia.

• Services include programming and engagement activities supporting U.S. public diplomacy objectives, developing partnerships, social media engagement, day-to-day center operations, visitor services, coordination with the Contracting Officer’s Representative (COR), staffing, security, facility and equipment maintenance, operational continuity, and data management/reporting.

• Defense Base Act (DBA) insurance is required for all personnel.

• Type of Contract: Firm-fixed-price, indefinite-delivery/indefinite-quantity (IDIQ).

• Period of Performance: Anticipated April 2026 through March 2031 (one base year plus four option years).

• Place of Performance: On-site at the @america Center, Jakarta, Indonesia, or other directed locations.

• Estimated Value: Not explicitly stated, but requirements apply if the total contract value is USD 700,000 or greater for Trafficking in Persons Compliance Plan.

• Proposals must be submitted electronically in separate files for Volume 1 (Price Proposal) and Volume 2 (Technical Proposal).

• Key Submission Deadlines:

  • Site Visit Registration: No later than February 4, 2026.
  • Questions Due: February 9, 2026.
  • Proposals Due: February 18, 2025.

• Evaluation Factors: Proposals will be evaluated based on Compliance Review, Technical Capability, Past Performance, and Price. Technical merit is paramount, and the award will be made to the highest technically rated offeror with a fair and reasonable price (HTR approach).

• This acquisition is not set-aside for small business concerns.

• All responsible sources may submit a proposal.

• NAICS Code: 541820 - Public Relations Services.

• A site visit is scheduled for February 5, 2026, and is not mandatory but requires advance registration.

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

• Foreign offerors claiming tax exemption must submit IRS Form W-14.

• Past performance information for at least three (3) similar contracts within the past eight (8) years is required.

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) and Combined Synopsis/Solicitation for the Management and Operations of the @america Center in Jakarta, Indonesia. The U.S. Department of State's Regional Procurement Support Office (RPSO) is seeking proposals under full and open competition procedures.

• Management and Operations of the @america Center in Jakarta, Indonesia.

• Offerors are responsible for obtaining and paying for all costs related to visas, work permits, business licenses, and authorization to work in Indonesia.

• Not explicitly stated in this cover letter, but the full solicitation document is attached.

• Proposals (Volumes I & II) must be submitted via email to Ms. Jenina Dosch at DoschJK@state.gov, with a copy to FrankfurtRPSO@state.gov.

• The deadline for submission is 15:00 Central European Time (CET) on Wednesday, February 18, 2026.

• Documents must be in MS Word, MS Excel, or Adobe PDF format and named to ensure correct sequence.

• Attachment 2 - Price Proposal Breakdown must be submitted as a completed Excel spreadsheet.

• Each email must not exceed 50MB; zipped files are not permitted.

• Proposals received after the deadline will not be accepted.

• Award may be made based on initial offers without discussions.

• A site visit will be held in Jakarta on Thursday, February 5, 2026, at 15:30 local Jakarta time (participation is not mandatory).

• Questions must be submitted to Ms. Jenina Dosch at DoschJK@state.gov by 15:00 CET on Monday, February 9, 2026.

• All questions and answers will be published on SAM.gov via a solicitation amendment.

• Full and open competition procedures.

• All communications and documents must be in English. Translation is the offeror's responsibility.

• The U.S. Government will not provide assistance with work authorization requirements.

Form / Attachment / Pricing Sheet

This document is Attachment 2, a Price Proposal Breakdown, for Solicitation 19GE5026R0013 for the Management & Operations of the @america Center. It provides a template for offerors to detail their proposed firm-fixed prices.

• Instructions: Offerors must enter proposed unit firm-fixed prices in the yellow-highlighted fields and specify the currency.
• CLINs (Contract Line Item Numbers): The breakdown includes CLINs for:
  • Management and Operations
  • Security Services (Supervisory Guard, Overt Security Supervisor, Overt Security Personnel, Covert Security Personnel)
  • Facility and Equipment Maintenance (including minor repairs with specific NTE limits)
  • Third-Party Programming Support (with Not-To-Exceed amounts for each option year)
  • Technology Infrastructure
  • Value Added Tax (VAT)
  • Defense Base Act (DBA) Insurance
• Contract Periods: Pricing is requested for a Base Year and four Option Years.
• Estimated Quantities: Quantities are provided for evaluation purposes only and may vary.
• TBD Items: Some CLINs, such as minor repairs and third-party programming support, have "To Be Determined" (TBD) or Not-To-Exceed (NTE) values.

This attachment is critical for bidders to structure and submit their pricing in accordance with the solicitation requirements. It outlines the specific cost categories and contract line items for which pricing must be provided, including details on the base year and option periods. Bidders must carefully complete this breakdown to ensure their proposal is compliant and competitive.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Representations & Certifications," is a required form for offerors responding to the "Combined Synopsis/Solicitation 19GE5026R0013" for Management & Operations of @america Center, Jakarta, Indonesia. It requires bidders to provide specific information and certifications related to their business operations, responsibility, tax matters, and compliance with various federal regulations.

• Part I: Offeror Information: Requires basic company details including Company Name, Company Address, Unique Entity Identifier (UEI), and Point of Contact.
• Part II: Representations and Certifications: This section includes several FAR (Federal Acquisition Regulation) and DOSAR (Department of Defense Acquisition Regulation Supplement) provisions that offerors must address:
  • FAR 52.209-7: Information Regarding Responsibility Matters (FAPIIS reporting).
  • FAR 52.209-12: Certification Regarding Tax Matters (for contracts over $7 million).
  • FAR 52.222-56: Certification Regarding Trafficking in Persons Compliance Plan.
  • FAR 52.229-11: Tax on Certain Foreign Procurements.
  • FAR 52.240-90: Security Prohibitions and Exclusions (related to Iran and Sudan).
  • DOSAR 652.225-70: Arab League Boycott of Israel.
  • DOSAR 652.228-70: Defense Base Act - Covered Contractor Employees (including Third Country Nationals).
  • Addendum to DOSAR 652.242-73: Authorization and Performance.
• Certification: A final statement by the offeror's authorized representative certifying the accuracy and completeness of the provided information.

Completion and submission of this document is mandatory for all offerors. Failure to provide accurate and complete information as required by these representations and certifications may result in exclusion from further consideration. Bidders must carefully review each provision to ensure compliance and accurately represent their company's status and practices.

Form / Attachment / Pricing Sheet

This document is IRS Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." It is used by foreign entities to provide information to the U.S. government acquiring agency regarding their status for tax purposes related to federal procurement payments. Bidders may need to complete and submit this form as part of their proposal or contract execution.

• Part I: Identification: Collects information about the foreign contracting party and the acquiring 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 international procurement agreements or the origin of goods/services.
• Part IV: Explanation: Requires detailed explanations for any exemptions claimed.
• Part V: Certificate: A declaration by the foreign person or their authorized representative, certifying the accuracy of the information and acknowledging tax obligations.

Foreign entities bidding on this opportunity may be required to complete and submit this form to the acquiring agency. It is crucial for understanding potential tax implications and ensuring compliance with U.S. procurement regulations. The form helps the government determine if certain federal procurement payments are subject to tax under Section 5000C of the Internal Revenue Code.

Form / Attachment / Pricing Sheet

This document provides instructions for completing IRS Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." This form is used by foreign persons who receive specified federal procurement payments from the U.S. government and are seeking to claim an exemption from the 2% tax imposed by Section 5000C of the Internal Revenue Code.

• Purpose of Form: To establish foreign contracting party status and claim exemptions from withholding based on international agreements (like tax treaties) or if goods/services are produced/performed in the U.S.
• Who Must Provide: Foreign contracting parties due to receive specified federal procurement payments, especially if seeking an exemption.
• When to Provide: Before earning or receiving payments, ideally when submitting an offer, but no later than contract execution. Revised forms are required within 30 days of a change in circumstances.
• Exemptions: Details exemptions based on qualified income tax treaties (Appendix A and B) or international procurement agreements, including provisions for goods/services produced in the U.S.
• Definitions: Clarifies terms such as "acquiring agency," "foreign contracting party," "international procurement agreement," and "specified federal procurement payment."

Foreign entities bidding on U.S. government contracts should use this document to understand their tax obligations under Section 5000C and how to claim potential exemptions. Proper completion and submission of Form W-14 are crucial for foreign contractors to avoid or reduce the 2% withholding tax on specified federal procurement payments.