SAM #19JA8026Q0025

America250 American Festival Hibiya Park 2026 Event Support Services Solicitation

The U.S. Embassy Tokyo is seeking a contractor to provide comprehensive event support services for the America250 American Festival at Hibiya Park, Tokyo, in 2026. - Government Buyer: - U.S. Department of State, U.S. Embassy Tokyo, Procurement/Contracting Unit - Event Support Services: - Facilitation, setup, vendor recruitment and management, local health and fire approvals, advertising materials creation, on-site operational coordination, troubleshooting, and follow-up reporting - Stage and sound system setup and management for musical performances - Rental Equipment and Festival Infrastructure: - 36 tents (3.6m x 3.6m) for food/drink vendors - 10 food trucks (approx. 4.5m long) - 20 large tents for food court (6m x 6m) - 10 tents for storage/kitchen/waiting (1.8m x 2.7m) - 40 parasols/shades for central area - 128 tables for selling food/drinks (plastic covered) - 140 tables for food courts - 940 foldable chairs - 2 refrigerator trucks, 1 freezer truck - 2 water mist systems, 6 fans for heat mitigation - 1 forklift - 1 simple stage facility with carpet and backdrop - Notable Requirements: - Contractor must obtain local permits and approvals - U.S. contractors must be registered in SAM - Compliance with FAR 52.229-12 (tax on certain foreign procurements) and DOSAR clauses - Firm-fixed-price contract awarded to lowest acceptable quotation - Electronic submission of quotations required - Partners and Stakeholders: - U.S. Meat Export Federation and Agricultural Trade Office involved as key partners - Place of Performance: - Hibiya Park, Tokyo, Japan - U.S. Embassy Tokyo (for coordination and government facility)

Description

Enclosed is a Request for Quotations (RFQ) for the subject carrying out the America250 American Festival Hibiya Park 2026 to support the U.S. Mission Japan. If you would like to submit a quotation, follow the instructions in Section 3 of the RFQ, complete the required portions of the attached document, and submit it to the email address shown on this cover letter.

All responsible sources may submit a quotation, which will be considered.

The U.S. Government intends to award a firm-fixed-price contract to the responsible company submitting an acceptable quote at the lowest price.  The U.S. Embassy Tokyo intends to award the contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

This opportunity is subject to 52.229-12 - Tax on Certain Foreign Procurements (FEB 2021)

All U.S. Contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting a quotation pursuant to FAR provision 52.204-7.  Therefore, prospective quoters are required to register prior to the submittal of quotations.

It is recommended for oversea Contractors to be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to an award of the contract. 

Electronic Submission/Responses: This opportunity allows for electronic responses.  Your quotation must be submitted electronically to Masao Chuma via email to ChumaMX@state.gov.  Please ensure your email with your quote does not exceed 15MB, if it does then you might have to send more than one email.

View original listing