SPECIAL NOTICE
R -- Minutes from Pre-Proposal Conference 19UZ8025Q0030 PR Campaign for AFCP Sher-Dor Historic Site - U.S. Embassy Tashkent
- Notice Date
- 8/19/2025 4:49:50 AM
- Notice Type
- Special Notice
- NAICS
- 541820
— Public Relations Agencies
- Contracting Office
- U.S. EMBASSY TASHKENT WASHINGTON DC 20520 USA
- ZIP Code
- 20520
- Solicitation Number
- 19UZ8025Q0030
- Response Due
- 8/29/2025 12:00:00 AM
- Archive Date
- 09/13/2025
- Point of Contact
- Kathleen Murphy, Phone: 998781205450, Fax: 998781206335, Shukhrat Arifdjanov, Phone: 998781205450, Fax: 998781206335
- E-Mail Address
-
murphykc@state.gov, ArifdjanovSS@state.gov
(murphykc@state.gov, ArifdjanovSS@state.gov)
- Description
- Minutes From Pre-Proposal Conference of 08/13/2025 Request for Quotation (RFQ) Number 19UZ8025Q0030 Introduction Contracting Officer Kathleen Murphy welcomed all attendees, and introduced U.S. Embassy Tashkent Team: Shukhrat Arifdjanov- Procurement Supervisor Irina Mezentseva � Procurement Agent Sitora Raupova - Procurement Agent Nodir Jumyazov- Procurement Agent Ann Perrelli-Director of Public Engagement Theodore Massey- Spokesperson Sanjar Irkakhodjaev - Strategic Content Coordination Specialist Preamble This meeting will serve as the pre-proposal conference for the contract for a PR Campaign for AFCP Sher-Dor Historic Site for the Embassy of the United States of America in Tashkent. This will be in accordance with Section 1: Statement of Work on pages 5-10 and Pricing on pages 11-17. Before starting discussion of the Solicitation Package, please note that there are two main requirements: The first is to read the solicitation document carefully, and the second is to submit your proposal in compliance with the solicitation requirements. If you have worked in the past with the US Embassy but don�t submit a proposal in compliance with this solicitation, you will not be awarded the contract. Section 3 on pages 42-43 provides you with clear instructions on what must be included to complete the proposal package. If something is not on this list, it will not be evaluated. Please ensure that you provide accurate calculations for your bid, as this will be one of the main criteria that are evaluated. The US Embassy strongly emphasizes transparency of the tender and equal conditions for participation. If you have any questions, they must come in writing by email to TashkentGSOProcurement@state.gov. We will set a deadline for questions, after which we will email the questions and their answers to all bidders at once to ensure transparency and a fair process. Sitora Raupova/Shukhrat Arifdjanov: It was noted that proposals should be submitted no later than 12:00 pm Tashkent time (GMT+5) on August 29, 2025. Proposals submitted late will not be accepted for consideration. Proposals must be submitted by electronic mail to the following address TashkentGSOProcurement@state.gov. In order for a proposal to be considered, you must complete and submit the following: 1. SF-1449; Section 12, 17, 23, 24, & 30 2. Section 1 - Price table. 3. Section 3 - Solicitation provisions This is Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract for September 2025�December 2029. The Government reserves the right to accept all or any part of the items offered under this solicitation. SAM registration page 1 and Section 3 page 42. This registration is free of charge and must be updated every year. SECTION 4 on page 46- EVALUATION FACTORS Specifications Work Statement pages 5-10 will be covered by our PD colleagues Conclusion We hope that the information obtained will help you to provide acceptable and mutually beneficial offers. All questions might be asked during the meeting or send via electronic mail to address TashkentGSOProcurement@state.gov. We will send the answers to all the companies, that will reflect the transparency of the tender and equal conditions for participation. Deadline for the questions is August 14, 2025 at 12.00 PM When the decision is made, we will inform all in writing about its results, announce the winning company, and separately, each company will be informed why it did not win the tender. The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. Q&A session: Q: Items 29 & 30 (Banners): Could you please provide the exact dimensions? Alternatively, we could offer the cost per square meter to calculate the final price once the actual dimensions are known. A: As suggested, please provide the cost per square meter. The Embassy will provide the exact dimensions to the selected agency. Q: Item 32 (Guests & Film Crew): What is the estimated number of guests for the event? Additionally, could you specify the required number of film crew operators? A: The estimated number of guests at the launch event is 200-300 people. We believe the event would require at least two photographers, two camera operators, and one drone operator. However, if the PR company�s experience with similar events suggests a different configuration, this could be considered. Q: Item 36 (Stage Setup): We need clarification on the podium's dimensions and the minimum number and type of light sources required. A: We expect the contractor to develop the event strategy based on their professional expertise. This includes proposing the optimal podium dimensions, as well as the minimum number, type, and placement of light sources that would best suit our event�s format and objectives, along with the associated cost estimate. Q: Items 37-41 (Banners & Posters): Please provide the specific dimensions for these items. A: The specific dimensions will depend on the locations and the availability of advertising constructions. The agency is expected to propose suitable options based on standard sizes available (e.g., 6x3m, 9x3m, 6x2, or other available formats) and provide recommendations on what would work best for the event. Q: Are there any reporting templates we should use, or should the agency provide its own? A: The selected agency may provide its own templates, but should first confirm the metrics with the Embassy during the initial project award conference. Q: Who will decide the locations for the outdoor ads? A: The selected agency will recommend 2-3 locations in both Tashkent and Samarqand for the outdoor ads. The Embassy will decide from the recommended locations. Q: Should the working hours of team members be included in the contract? A: No, this is not necessary. Payments will be made upon successful completion of requested deliverables, not at an hourly rate. Q: How will revisions or feedback be handled, and what is the expected turnaround time? A: Feedback will be provided by the Embassy�s Public Diplomacy section to the selected agency�s designated project manager. Turnaround times will vary by the type deliverable and will be specified on a case-by-case basis. Q: Are there any specific formats or file types required for deliverables beyond the Word table? A: Technical requirements for videos and photographs are also included in the Statement of Work section of the RFQ. Q:How will potential issues or delays be communicated, and what is the escalation process? A: Should issues impacting the timeline of the AFCP project arise, the Embassy�s Public Diplomacy section will relay that information to the selected agency�s designated project manager in a timely fashion. Q: Section 2 (Page 20): This section references U.S. regulations. We would appreciate it if you could clarify how these regulations apply to a local company in Uzbekistan. A: This is a U.S. Government contract and is governed by the FAR and DOSAR regardless of the contractor�s nationality. A local firm must comply with: The U.S. federal terms in the solicitation/contract; and Local Uzbek laws for doing business (licenses/permits). DOSAR 652.242-73 �Authorization and Performance� requires the contractor to be authorized to operate and to obtain any locally required permits. Q: Clause 52.229-12 (Page 30): The clause defines ""foreign persons"" as all individuals who are not U.S. citizens. Could you please explain what this means for us as a potential offeror? A: Clause 52.229-12 (Page 30) is not applicable to this solicitation. Q: Taxation: We are unsure which tax code applies to this work. Could you please clarify the applicable tax regulations? A: Offerors are responsible for all applicable local taxes/fees (e.g., VAT) under Uzbek law. Price your quote all-inclusive and show VAT as a separate line (CLIN for VAT is already provided in the price table). The Embassy does not provide tax advice. Any local tax questions should be confirmed with your tax authority/advisor. Q: Section 3 (3) - How to provide proof of SAM registration? - Will mentioning the SAM UID in a letter suffice? A: Yes�include your UEI (Unique Entity ID) and we will verify your active SAM status. We may also accept a SAM Entity Registration Summary PDF/screenshot. Q: Section 3 (5) - Evidence that the offeror/quoter can provide the necessary personnel, list of tools and equipment, and financial resources needed to perform the work. - Can we confirm it in a letter? A: Please provide a short narrative plus supporting evidence such as: Key staff list and brief CVs (or biographies), Equipment/facilities list (camera/drone kits, edit suites, design software, etc.), Financial capacity (bank reference or statement of line of credit). Q: Section 3 (6) - The offeror shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2). A: If offeror already possesses the locally required licenses and permits, a copy shall be provided. Q: Can we provide a letter confirming no licenses are needed? A: You may submit a letter, but it must include: A statement that you reviewed local requirements and why no licenses are needed, and An explicit commitment to obtain any permits if later required (e.g., drone filming, outdoor advertising, event/venue permissions, music rights). Q: The document does not mention notarized translation of documents, but during the meeting on August 13 it was stated that the Certificate of Registration (Section 3, point A.1 (2)) must be translated and notarized. Could you please clarify which other documents need to be translated and notarized as well? (For example: bank reference, client recommendations, licenses, etc.) A: Other materials like bank letters, reference letters, portfolios may be provided with plain certified translations (notarization is not mandatory). Q: Kindly send us a detailed instruction on how to register in the SAM system. A: Presentation with details is attached. Q: Section 4 states: �Award will be made to the lowest priced, acceptable, responsible offeror. The quoter shall submit a completed solicitation, including Sections 1 and 5.� When submitting our offer, are we required to include the full 75-page document that was previously sent to us? A: You can submit only: Completed Sections 1 & 5 (price tables and required reps/certs or statement that reps/certs are current in SAM), Your technical/management response (as requested in Section 3), Required attachments (past performance, licenses, translations ant etc). Q: Can we request a copy of the deliverables table in Word format? A: Yes, please see attached. Q: We would appreciate your clarification regarding item 3 of the Submission Requirements: are we expected to submit three strategies at the stage of submitting the commercial proposal? A: At this stage, please include three brief, high-level strategy outlines in your commercial proposal. These should be short descriptions summarizing your approach, target audiences, and main communication channels. We are not expecting fully developed campaigns at this point. If selected, you will refine and expand the chosen strategy into a full plan after award. Please keep in mind that the project timeline is limited, so the final strategy will need to be developed promptly in the initial phase of performance. Q: Furthermore, we would be grateful if you could provide more detailed descriptions of items 63, 64, 65, 66, 67, 68, and 69 in the Pricing table. Could you please specify what exactly is expected from the contractor in each of these cases? A: For the 2026�2029 strategy-related items (communications plan, editorial calendar, influencers engagement, reporting framework, crisis communications, brand assets refresh, and milestone map), we are not expecting you to fully develop these at the proposal stage. Please provide brief outlines describing your approach to each area and how you would integrate them into a long-term strategy for the project. The selected contractor will prepare the detailed versions after award, as part of project implementation.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/43447b4ab052436f9b2a32f87bbb8483/view)
- Place of Performance
- Address: Tashkent, UZ-TK, UZB
- Country: UZB
- Country: UZB
- Record
- SN07556448-F 20250821/250819230044 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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