REQUEST FOR QUOTATIONS (RFQ) - U.S. Embassy & Consulates .
(THIS IS NOT AN ORDER)1. REQUEST NO.2. DATE ISSUED19JA80-20-Q-0257PAGETHIS RFQ [ ] IS [ x ] IS NOT A SMALL BUSINESSSMALL PURCHASE SET-ASIDE (52.219-4)REQUEST FOR QUOTATIONS (RFQ)3. REQUISITION/PURCHASE REQUEST NO.March 6,20120PR88851485A. ISSUED BY4. CERT. FOR NAT. DEF.UNDER BDSA REG. 2AND/OR DMS REG. 1OF 1PAGES47RATING6. DELIVER BY (Date)GSO/Procurement UnitU.S. Embassy1-10-5 AkasakaMinato-ku, Tokyo 107-8420 Japan5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect callsNAME7. DELIVERYXTELEPHONE NUMBERMieko YonahaAREA CODE03FOB DESTINATION3224-52088. TO:a. NAMESee RFQ.NUMBER9. DESTINATIONb. COMPANYa. NAME OF CONSIGNEEU.S. Embassyc. STREET ADDRESSb. STREET ADDRESS1-10-5 Akasaka, Minato-kud. CITYe. STATEf. ZIP CODEc. CITYTokyod. STATEe. ZIP CODE107-842010. PLEASE FURNISH QUOTATIONS TO THEISSUING OFFICE IN BLOCK 5A ON ORBEFORE:IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please soindicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costsincurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic originunless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must becompleted by the quoterApril 28, 2020;11:00 am11. SCHEDULE (Include applicable Federal, State and local taxes)ITEM NO.(a)SUPPLIES/SERVICES(b)QUANTITY(c)1Educational Promotion Services(“EducationUSAEXPO”, 2020) for the Public Affairs Office ofthe U.S. Embassy Tokyo, Japan in accordancewith terms and conditions of the contract.JobUNIT(d)UNIT PRICE(e)AMOUNT(f)(See Subsection1.1.3 Pricing underSection 1:The Schedule.)This RFQ incorporates FAR clause 52.212-4 andprovision 52.212-1 by reference.b. 20CALENDARDAYSa. 10 CALENDAR DAYS12 DISCOUNT FOR PROMPT PAYMENT%c. 30 CALENDAR DAYS%d. CALENDAR DAYSNUMBER%%NOTE: Additional provisions and representations [ ] are [] are not attached.13 NAME AND ADDRESS OF QUOTERa. NAME and ADDRESS OF QUOTER (COMPANY)14 SIGNATURE OF PERSON AUTHORIZED TO SIGNQUOTATION15 DATE OF QUOTATION16. SIGNER a. NAME (Type or print)b. TELEPHONEc. TITLE (Type or print)AREA CODEDUNS NO.:c. COUNTYd. CITYe. STATEf. ZIP CODENUMBERAUTHORIZED FOR LOCAL REPRODUCTIONPrevious edition not usableSTANDARD FORM 18 (Rev. 6-95)Prescribed by GSA-FAR (48 CFR) 53.215-1(a)
Request for Quotations 19JA80-20-Q-0257Page 2 of 47Table of ContentsStandard Form 18 (SF-18), the first pageSection 1: The Schedule1.1 Continuation to SF-18, Request for Quotations (RFQ) Number19JA80-20-Q-0257, Blocks 11(f), Amount1.2 Continuation to SF-18, Request for Quotations (RFQ) Number,19JA80-20-Q-0257, Block 11(b), Schedule of Supplies/ServicesSection 2: Contract Clauses2.1 Contract Clauses2.2 Addendum to Contract Clauses – FAR and DOSAR Clauses notPrescribed in Part 12Section 3: Solicitation Provisions3.1 Solicitation Provisions3.2 Summary of Instructions3.3 Addendum to Solicitation Provisions – FAR and DOSAR Provisionsnot Prescribed in Part 12Section 4: Evaluation Factors4.1 Evaluation Factors4.2 Addendum to Evaluation Factors – FAR and DOSAR Provisions notPrescribed in Part 12Section 5: Representations and Certifications5.1 Offeror Representations and Certifications5.2 Addendum to Representations and Certifications - DOSAR Provisionsnot Prescribed in Part 12
Request for Quotations 19JA80-20-Q-0257Page 3 of 47Section 1: The Schedule1.1 Continuation to SF-18, Request for Quotations (RFQ) Number19JA80-20-Q-0257, Blocks 11(f), Amount1.1.1 Scope of Services(a) The Contractor shall plan, organize, manage, and implement, inclose cooperation and coordination with the U.S. Embassy, Tokyo,the 2020 “EducationUSA EXPO” study abroad fair in accordance withthe specifications and terms and conditions set forth herein.(b) The prices listed below shall include, but not limited to, alllabor, materials, insurance (see FAR 52.228-4 and 52.228-5),overhead, profit, installation, and transportation.1.1.2 Offers and Payment in U.S. Dollars(1) U.S. firms are eligible to be paid in U.S. dollars. U.S.firms desiring to be paid in U.S. dollars should submit theiroffers in U.S. dollars. A U.S. firm is defined as a company whichoperates as a corporation incorporated under the laws of a statewithin the United States.(2) Foreign Firms. Any firm, which is not a U.S. firm, is aforeign firm. Any firm that does not meet the above definition ofU.S. firm shall submit its prices and receive payment in JapaneseYen.1.1.3 Pricing2020 “EducationUSA EXPO” Study Abroad Fair Promotion Services inaccordance with subsection 1.2 – Schedule of Supplies/Services:Venue Fee: Project: Grand Total : 1.1.4 The U.S. Embassy Tokyo is exempt from Japanese consumptiontaxes; therefore, such taxes shall not be included in the price norcharged on invoices. After receipt of the Contractor’s invoice, theU.S. Government will provide the Contractor with a signedCertificate of Tax Exemption Purchase for Foreign Establishments.(For non-Designated Stores, please visit the following link nsei/annai/shohi/annai/23120184.htm)
Request for Quotations 19JA80-20-Q-0257Page 4 of 471.2 Continuation to SF-18, Request for Quotations (RFQ) Number 19JA8020-Q-0257, Block 11(b), Schedule of Supplies/Services1.2.1 Specification/Work StatementThe purpose of this purchase order is to seek a vendor to plan,organize, manage, and implement, in close cooperation and coordinationwith the U.S. Embassy, Tokyo, the 2020 “EducationUSA EXPO” studyabroad fair, to be held on September 13th (Sunday), 2020 in Tokyo,Japan.1.2.2 Project DescriptionFor twelve years, the U.S. Embassy, Tokyo (“the Embassy”) hasorganized the EXPO to promote the United States as the premierdestination for Japanese students and parents interested in studyingabroad. In 2020, the Embassy seeks a vendor to plan, organize, andimplement an event welcoming at least 2,000 attendees andrepresentatives of 100 U.S. higher education institutions.The 2020 event will provide Japanese students and parents theopportunity to learn about U.S. educational opportunities by engagingwith a variety of experts on U.S. education, including alumni andadmissions officers from throughout the United States; trainedadvisors that will help students make an informed decision about howand where to study in the United States; and a number of otherprofessionals directly involved in supporting study in the UnitedStates. It will also demonstrate that the United States warmlywelcomes Japanese and other international students.The Embassy aims to deliver event information to the target audiencevia online marketing to build awareness and increase the number ofvisitors to the event.1.2.3 Statement of WorkIn close coordination and consultation with the Embassy, the vendorwill propose concepts, themes, and content as appropriate for asuccessful EXPO experience; identify and reserve an event venue;manage all communications with representatives of U.S. highereducation institutions interested in participating in the EXPO,including solicitations of interest, selection, and registration;managing all communications with representatives of non-universityorganizations selected by the Embassy to participate in the EXPO;designing event layouts and crowd control strategies; and executingand staffing all aspects of the event, including set-up and take-down.Specific requirements include but are not limited to:1) Development of Concept and ThemeDevelop messages, themes, branding, and content ideal to attract andengage our target audience of students (junior high school throughuniversity), their parents, and teachers.
Request for Quotations 19JA80-20-Q-0257Page 5 of 472) Reservation of VenueIdentify, propose, and secure a venue that would suit event needs.This venue must be accessible by subway and/or train, be located nomore than 7 km from the U.S. Embassy in Tokyo, and ideally located ina neighborhood familiar to Japanese high school and universitystudents. Other minimum requirements include: Availability throughout the proposed date, September 13, 2020 A large main hall with space for 100 U.S. university andcollege representative booths (tables and backdrops largeenough to comfortably fit two representatives per institutionin two rooms. Additional space, nearby and within the same building, for upto 25 additional booths for representatives of other study-inthe-United-States-related organizations (hereinafter “relatedorganizations”). A minimum of two secluded seminar rooms, nearby and within thesame building, sufficient to hold up to 300 people to attend10-12 seminars throughout the event, containing A/V equipmentincluding screens, projectors, microphones, computerequipment, etc. to deliver said seminar presentations.The vendor shall manage communications with venue personnel regardingall aspects of venue management, and provide logistical andadministrative support as-needed at the worksite, possibly includingbut not limited to: pre-event layout, construction, and set up(booths, stage(s), A/V equipment, wall decoration for booth, seminar,common area, and seating where applicable); post-event take-down andsite cleanup as needed; routine and emergency logistical andjanitorial support during the event; green room/hospitality room andrefreshments for volunteers and event staff; security and safety ofevent participants and staff; all required permits and other servicesas outlined in this document.3) Planning Contents, Programs, and Promotion StrategiesBased on the concept and theme as proposed by the vendor, developoverall content, layouts, branding, programs, and marketingstrategies. The vendor shall propose layouts for each room/sectionand an overall event timetable to maximize audience experiences at theEXPO. Beyond the college and university booths, related organizationsbooths, and seminars, propose and implement additional content andprograms to encourage the target audience to attend and activelyparticipate in the event.4) Manage U.S. College Registration and CommunicationsDevise, implement, and manage a comprehensive registration process forU.S. college and university representatives, including closecommunication (in English) with U.S. higher education institutions,alumni, and others, in consultation with Embassy staff. The Embassywill select all final participants from among those registered.Maintain contact with the U.S. higher education institutionrepresentatives, as needed, throughout the period of the contract, andshare with the Embassy suggested language for core correspondences.
Request for Quotations 19JA80-20-Q-0257Page 6 of 47Solicit detailed information from U.S. college and universityrepresentatives, as well as related organizations, to create print,online, and mobile-ready materials that event participants can useprior to and on the day of the event to maximize their eventexperience. The information will contain the possibility of auniversity conducting presentations on specific seminar topics, inadvance. The vendor will maintain and regularly update a contact listof all college and university representatives, as well as therepresentatives from related organizations, and share the informationwith the Embassy after the event. Once the university booth layout isconfirmed, the vendor will share the layout with the U.S. highereducation institutions together with information on the availabilityof interpreters in advance.Provide updates on U.S. university registration numbers to Embassystaff at the beginning of each month. Suggest recommended language tothe Embassy for clearance on communication that will take placebetween the U.S. institutions in advance to the opening of theregistration for U.S. representatives (including but not limited toannouncement of registration, pre-departure information, house keepingmatter information, cancellation requests etc).Designate a main lead staff for the university booth area. Inaddition, conduct briefing to U.S. representative boothrepresentatives on logistics of the room including/not limited to WiFiconnection, recommended wrap-up times, availability of interpretersand traffic control staff in the room, vending machine area,availability of the information corner, actions to be taken in thecase of emergency, and disposal of left over material. On the day ofthe event prior to the opening of the event, the main lead staff willconduct briefings to other part-time staff who will assume duty in therespective room.5) Manage Non U.S. higher education institution Registration andCommunicationsDevise, implement, and manage communication between the 20-25 Non-U.S.higher education institution booths in consultation with Embassy staffwhich will include English testing companies, scholarship institutionsand high school exchange organizations. Maintain contact with theNon-U.S. higher education institution representatives, as needed,throughout the period of the contract, and share with the Embassysuggested language for core correspondences. This will includeinforming pre-event information including address for delivery ofmaterial in advance, recommended wrap up time towards the end of theevent, availability of traffic control staff for the room.Solicit detailed information from Non-U.S. higher educationinstitution representatives to create both print, online, and mobileready materials event participants can use prior to and on the day ofthe event to maximize their event experience. The information willcontain asking of the Non- higher education institutions’ possibility
Request for Quotations 19JA80-20-Q-0257Page 7 of 47of conducting presentation on specific seminar topics in advance.Once the Non-U.S. higher education institution booth layout isconfirmed, share the layout with the Non-U.S. higher educationinstitution .Organize a space for students to be able to take mock English oralexaminations in coordination with the participating English testingcompanies.Designate a main lead staff for the Non-U.S. higher educationinstitution booth area and conduct briefing to Non-US representativebooth representatives on logistics of the room including/not limitedto wifi connection, recommended wrap-up times, availability ofinterpreters and traffic control staff in the room, vending machinearea, availability of the information corner, actions to be taken inthe case of emergency, disposal of left over material. On the day ofthe event prior to the opening of the event, the main lead staff willconduct briefings to part-time staff who will assume duty in therespective room.6) Program SeminarsIn close coordination with the Embassy, identify seminar themes andspeakers, develop and implement a seminar schedule complementary tothe overall event program. One of the seminar sessions will include atraining session for high school teachers on admission processes andessay writing skills also incorporating information on sportsscholarships in the aftermath of the Tokyo 2020 Olympics.Develop and manage a comprehensive online pre-registration process forseminar participants and attendees.Manage communications with seminar speakers regarding all aspects ofevent logistics, including obtaining biographical and otherinformation which can be uploaded to the EXPO website and event app,and printed in relevant print materials. Propose plans and makenecessary arrangements for crowd control, as needed.Recruit MCs for each seminar and provide them with appropriatemanuscripts. Make arrangements to provide seminar speakers with tokenof appreciation. Make arrangements for payment for MCs as necessary.Manage presentation data from the speakers and ensure all the data isinstalled on computer equipment to be used in the seminar rooms beforethe EXPO commences. Conduct a microphone test with each of the seminarspeakers upon their arrival.Coordinate and communicate with seminar speakers, MCs, and staff tomake sure they know their roles and follow the expected procedures onthe event day. Ensure that the seminar speakers are aware in advancethat their PPTs will be uploaded onto the EXPO website after theevent.Provided that space is available, propose a plan for an area whereseminar speakers can answer individual questions from seminar
Request for Quotations 19JA80-20-Q-0257Page 8 of 47participants in an informal setting, before or after their seminarprogram.7) Venue layoutIn addition to the total of 100 U.S. and non-US booths explainedabove, account for a space for an information corner (either in theformat of a catalogue stand or information table) where both the NonU.S. representatives and U.S. representatives can place their handouts. Create a signage board containing the respective language.Create a photo corner where the Embassy’s social mascot TOM willstation to take photos together with participants who may beinterested. Create a board printing the hashtag information forpromotion of this corner.Provide the Embassy with a holistic pre-layout plan including photosof each room photos stating maximum capacity of each room. The areaswill include the booth area, seminar area, common area and seatingwhere applicable. Offer logistical and janitorial support during theevent; green room/hospitality room and refreshments for volunteers andevent staff; security and safety of event participants and staff; allrequired permits and other services as outlined in this document.8) Execution, Staffing, and LogisticsIdentify, recruit, and manage staff and volunteers for the EXPO,including but not limited to seminar MCs, reception desk andinformation desk staff, and crowd control. The above will includesecuring 30 volunteers/staff who are to be readily available for U.S.institutions that need assistance in communication with theparticipants. Ensure volunteers are easy to be found (ex: differentcolor t-shirts, arm bands). Allocate specific interpreters per groupof U.S. universities, and ensure each interpreter introduceshim/herself to each university during the set-up of the booth on theday of the EXPO.Designate two staff solely responsible forone staff solely responsible for the photowill be an area where the Embassy’s Socialavailable to take photos together with anythe EducationUSA booth andcorner. The photo cornerMedia mascot will beparticipants.Prepare all logistical requirements and equipment such as registrationdesks, sign boards, tapes/glue, welcome panels, and radiocommunications equipment for senior staff.Print university names on boards and place at each booth on the day ofthe event. Update the board accordingly in the event that there arelast minute cancellations.Prepare at least three large signage boards each showing core contentsof the EXPO brochure (layout, U.S. institution table).Provide water bottles to all speakers, insurance, lunch, and drinks toall staff and volunteers. Prepare contents for giveaway bags (ex:
Request for Quotations 19JA80-20-Q-0257Page 9 of 47EducationUSA pens for pre-registrants, EducationUSA notebooks forgroup-registrant, EducationUSA clear folder for exit surveyrespondents).Complete the assembling the giveaway bags (AmericanView provided bythe Embassy) before the day of the EXPO and distribute to event toevery single attendees (not by family unit).Incorporate time to introduce each group of part-time staff and personresponsible for the specific roles to relevant Embassy staff on theday. Conduct briefings for the part-time staff by section lead on themorning of the event with presence of Embassy staff.9) Online Presence / Website / Smartphone AppMaintain the event website (www.americaexpo.jp). The vendor shallmaintain and update the site throughout the year, and rent a suitableserver, and manage the “americaexpo.jp” URL domain. Allow for afunction to sort the University by state, name, booth staff categoryas well as a function to download the university list by state andtype of instituti
close cooperation and coordination with the U.S. Embassy, Tokyo, the 2020 “EducationUSA EXPO” study abroad fair in accordance with the specifications and terms and conditions set forth herein.
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