[Federal Register Volume 81, Number 186 (Monday, September 26, 2016)]
[Notices]
[Pages 66114-66118]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-23115]


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DEPARTMENT OF STATE

[Public Notice: 9726]


Department of State Bureau of South and Central Asian Affairs: 
Request for Proposals for the Design, Development, Installation, 
Operation, and Final Disposition of a U.S. Pavilion at the Astana Expo 
2017

AGENCY: Department of State.

ACTION: Notice; Request for proposals.

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SUMMARY: The Bureau of South and Central Asian Affairs (SCA) of the 
U.S. Department of State (Department) requests proposals from private 
U.S. individuals, firms, associations and organizations (for-profit or 
non-profit) for the design, development, installation, operation 
(including managing sponsorship donations and sponsorship fulfillment), 
and final disposition of a U.S. Pavilion at the International 
Exposition Astana Expo 2017, whose theme is ``Future Energy.'' The 
Department will issue a ``letter of intent'' to the selected proposer 
authorizing that entity to proceed with all fundraising necessary to 
complete the USA Pavilion project. Note that all prospective donors 
must be vetted with the Department for potential conflicts of interest. 
The Department is not authorized to provide federal funding for any 
aspect of the U.S. Pavilion at Astana Expo 2017. The successful 
proposer will be responsible for all costs associated with all aspects 
of the U.S. Pavilion as well as all support for the U.S. Commissioner 
General. The successful proposer will consult closely with and follow 
the direction of Department officials and the U.S. Commissioner General 
with respect to Pavilion content and programming. Proposals from non-
U.S. citizens or non-U.S.-owned firms or organizations shall be deemed 
ineligible for consideration.

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DATES: Submit proposals on or before October 26, 2016.

FOR FURTHER INFORMATION CONTACT: Office of Central Asian Affairs, SCA/
CEN, U.S. Department of State, 2201 C Street NW., Washington, DC 20520; 
or email [email protected] for assistance.

SUPPLEMENTARY INFORMATION:

I. Description of Project Authority

    Overall authority for Department support for U.S. participation in 
international expositions is contained in Section 102(a)(3) of the 
Mutual Educational and Cultural Exchange Act of 1961, as amended (22 
U.S.C. 2452(a)(3)), also known as the Fulbright-Hays Act. The purpose 
of the Act is ``to enable the Government of the United States to 
increase mutual understanding between the people of the United States 
and the people of other countries; to strengthen the ties which unite 
us with other nations by demonstrating the educational and cultural 
interests, developments, and achievements of the people of the United 
States and other nations and thus to assist in the development of 
friendly, sympathetic and peaceful relations between the United States 
and the other countries of the world.'' Pursuant to this authority, on 
a one-time basis, the Secretary of State has delegated authority for 
this particular Expo to the Bureau of South and Central Asian Affairs 
(SCA), which will be responsible for coordinating U.S. participation in 
Astana Expo 2017. Consequently, SCA will represent the U.S. Government 
in dealings with the Astana EXPO-2017 (JSC).

Background

    The Government of the Republic of Kazakhstan has invited the United 
States to participate in the Astana Expo 2017 and the U.S. Government 
has advised the Kazakhstani Government of its intention to participate 
with an official U.S. Pavilion, subject to identification of a viable 
private sector partner and successful fundraising efforts. Astana Expo 
2017 will be held on specially constructed exhibition grounds provided 
free of charge by the Kazakhstani Government. The Expo opens on June 
10, 2017, and closes on September 10, 2017.
    Astana Expo 2017 is a small-scale international exposition 
recognized by the International Expositions Bureau (BIE). The BIE is an 
international treaty organization established to sanction and monitor 
international exhibitions of long duration (over three weeks) and 
significant scale.
    Invitations to international expositions are extended from the host 
government to other governments. The United States is not a member of 
the BIE, and the U.S. Commissioner General--selected by the 
Department--will therefore not be a formal member of the Steering 
Committee of the College of Commissioners General for Astana Expo 2017. 
With a projected two million visitors and five million visits, Astana 
Expo 2017 offers an excellent opportunity to educate and inform foreign 
audiences about the United States and its scientific and technological 
innovations relating to the theme of the Astana Expo--future energy--as 
well as to promote broad U.S. commercial interests around the world. 
U.S. participation in Astana Expo 2017 would confirm the strength and 
importance of U.S.-Kazakhstan bilateral ties and promote mutual 
understanding between the people of Kazakhstan and the United States.

Content

    The JSC Astana EXPO-2017, the organizing committee for the Astana 
Expo, explains the overall theme of the Expo, ``Future Energy,'' as 
follows: ``combating climate change and reducing CO2 emissions, 
promoting energy alternatives--renewable energy in particular--and 
driving energy efficiency programs; ensuring energy security; managing 
energy production, storage and use; and guaranteeing universal access 
to sustainable energy.'' The theme for the U.S. Pavilion should be 
directly linked to the overall theme of the Expo and should reflect 
elements of the White House's ``all of the above'' energy strategy 
(https://www.whitehouse.gov/energy/securing-american-energy). SCA 
welcomes proposals for a Pavilion to showcase American expertise and 
innovation in some or all of the following areas: Advancing energy 
efficiency, safe and responsible gas and oil production, developing 
clean fuels, renewable energy, and carbon capture and sequestration 
technologies. Other Pavilion themes related to the overall Expo theme 
may also be proposed. The design concept for the U.S. Pavilion should 
appeal to a general, non-expert audience; proposals should therefore 
include entertaining elements for all ages as well as academic/
expository aspects.

U.S. Direction

    The U.S. Pavilion at Astana Expo 2017 will be an official 
representation of the Government of the United States of America in 
Kazakhstan; the Department must therefore ensure that the U.S. Pavilion 
is nonpolitical and nonpartisan in nature, of the highest possible 
quality, and balanced and representative of the diversity of American 
political, social, and cultural life. The Pavilion must maintain the 
highest level of scholarly integrity and meet the highest standards of 
artistic achievement and academic excellence. It should also be 
entertaining and interactive.
    The U.S. Pavilion will be used to promote U.S. commercial interests 
as well as to highlight outstanding U.S. scientific and technological 
achievements. The proposed design for the U.S. Pavilion should include 
functional space for three purposes: An exhibit area, an administrative 
area, and hospitality facilities. The Pavilion layout should also 
include provisions for sponsorship recognition. Firms or companies 
subcontracted for design and other content creation must be U.S.-owned.
    Further information on Astana Expo 2017 can be found at the 
official Expo Web site: https://expo2017astana.com/en/ and at the 
International Bureau of Exhibitions Web site: http://www.bie-paris.org/site/en/expos/upcoming-expos/expo-astana-2017. A participation guide 
with detailed information about the site, the pavilion, services, and 
cost estimates provided by JSC Astana EXPO-2017 is available at: http://ipm2016.kz/userdata/uploads/u14/1456310721.pdf.

Student Ambassadors

    Proposals must include a plan for managing student ``ambassadors'' 
(guides) at the U.S. Pavilion. All student ambassadors must be U.S. 
citizens, from a diverse set of backgrounds and U.S. States, and be 
fluent in Russian or Kazakh. Experience has shown that it is highly 
advantageous to have a student ambassador program run in conjunction 
with a U.S.-based college or university.

Funding Limitations

    Section 204 of Public Law 106-113 (22 U.S.C. 2452b) limits the 
support the Department may provide for U.S. participation in 
international expositions registered by the Bureau of International 
Expositions (BIE). This includes Astana Expo 2017. This Request for 
Proposals is intended to help identify a private U.S. individual, firm, 
association, or organization interested in, and capable of, providing a 
complete Pavilion/exhibit at Astana Expo 2017 as a gift to the United 
States Government. The Department is not authorized to provide funding 
for the U.S. Pavilion at Astana Expo 2017.

[[Page 66116]]

Costs

    The U.S. Pavilion will be situated in an approximate 1,100-square-
meter module provided at no-cost by the JSC Astana EXPO-2017. A 
mezzanine floor may be installed within the 12.5-meter height of the 
module. It is estimated that a representative U.S. presence in that 
space will cost $6 (six) million.
    Costs would include, but not be limited to:
     Design and internal fit-out construction of the Pavilion 
space; incorporation of appropriate internal and external crowd control 
features;
     Design of the Pavilion; development of the story line;
     Managing sponsorship engagement by defining Sponsor 
packages based on pledge factors, accepting sponsor pledges solicited 
by the Department, and managing sponsorship fulfillment;
     Production of exhibits, audio-visual materials, films, 
DVDs, videos, posters, and other promotional materials needed for the 
exhibit;
     Managing all administrative, personnel, operations, and 
Pavilion costs, including salaries, benefits, contracting and supplier 
costs, and consulting fees, as well as funding associated with student 
guides, escorts, and representational gifts;
     Protocol team for the creation and staffing of hospitality 
facilities devoted to hosting all dignitaries visiting the U.S. 
Pavilion;
     Promotion and advertisement of the U.S. Pavilion;
     Media engagement and planning of communication strategy of 
the U.S. Pavilion, including the development of a Web site;
     Transport, travel, insurance, postage, and shipping fees;
     Security, namely, development and implementation of a 
security program for the U.S. Pavilion in consultation with the 
Department and appropriate Kazakhstani authorities;
     Cultural and informational programs associated with the 
Pavilion, including, but not limited to, production of U.S. National 
Day activities as well as other cultural programs;
     Funding for all expenses associated with the U.S. 
Commissioner General; and
     Tear-down, including removal of exhibits and return of the 
module space in the condition required by the Expo Organizing 
Committee. Final disposition plan must be approved by SCA.

Operations

    The successful proposer will be responsible for full operation of 
the U.S. Pavilion. This would include, but not be limited to, such 
areas as protocol, public affairs, sponsorship fulfillment, cultural 
programming, student guide services, communications, operations, 
security, cleaning, and maintenance. Office space must be adequate for 
the proposed number of staff. A proposed staffing plan should be 
provided in the response to this RFP.

Expo Guidelines

    Interested parties may view the Participation Guide at: http://ipm2016.kz/userdata/uploads/u14/1456310721.pdf. They can also email 
[email protected] with any questions.

II. Eligibility Information

II.1. Eligible Applicants

    Applications may be submitted by individuals, firms, associations, 
and public and private organizations (non-profit or for-profit). Non-
profit organizations must meet the provisions described in Internal 
Revenue Code section 26 U.S.C. 501(c)(3). Non-profit organizations must 
have nonprofit status with the IRS at the time of application. If your 
organization received nonprofit status from the IRS within the past 
four years, you must submit the necessary documentation to verify 
nonprofit status. Failure to do so will cause your proposal to be 
declared technically ineligible.

III. Application and Submission Information

III.1. Contact Information To Request an Application Package

    Please contact the Office of Central Asian Affairs, SCA/CEN, U.S. 
Department of State, 2201 C Street NW., Washington, DC 20520; or email 
[email protected] for assistance. Please refer to Astana Expo 
2017 when making your request.

III.2. Proposals

    Proposals should be provided in a narrative of no more than twenty 
(20) pages 8\1/2\'' x 11'' in size, no smaller than 12-point font, 
single-spaced, plus a detailed budget, with necessary attachments and/
or exhibits. The narrative and additional documents should outline in 
as much detail as possible the plans for providing a U.S. Pavilion at 
Astana Expo 2017. Proposals should address the following:
     Willingness to adhere to the General Regulations of Astana 
Expo 2017, as stipulated by the JSC Astana EXPO-2017, including 
restrictions and limitations related to construction;
     Track record of working with Pavilions and on the proposed 
theme;
     Experienced staff with language facility in Russian and/or 
Kazakh;
     Clear concept for the exhibit plan and storyline, 
including designs;
     Detailed budget showing breakdown of budget items required 
for each aspect of the project development and implementation;
     Experience in budget management including examples of 
reacting to unforeseen circumstances while still operating within 
budget constraints;
     Detailed organizational chart indicating all necessary 
positions and start dates, including but not limited to design, 
operations, financial management, communications, protocol, Sponsor 
recruitment and fulfillment, and student ambassadors;
     Timeline detailing each step in the design, outfitting, 
and breakdown of the U.S. Pavilion as well as the development of the 
U.S. Pavilion content; and
     Agreement to consult closely with and follow the direction 
of Department officials and the U.S. Commissioner General and a 
communication plan proposing how to do so.
    Proposals should state clearly that all materials developed 
specifically for the project will be subject to prior review and 
approval by SCA. In addition, proposals should state that all contracts 
or sub-contracts contemplated to be awarded by the proposer to further 
the purposes of the U.S. Pavilion which are in excess of $50,000 will 
be reviewed and approved by SCA prior to their award.

III.3 Application Deadline and Methods of Submission

    Application Deadline Date: October 26, 2016.
    Reference: Astana Expo 2017 RFP.
Submitting Applications
    Proposal submissions must be sent via a nationally recognized 
overnight delivery service (i.e., DHL, Federal Express, UPS, Airborne 
Express, or U.S. Postal Service Express Overnight Mail, etc.) and be 
shipped no later than the above deadline. The delivery services used by 
applicants must have in-place, centralized shipping identification and 
tracking systems that may be accessed via the Internet and delivery 
people who are identifiable by commonly recognized uniforms and 
delivery vehicles. Proposals shipped on or before the above deadline 
but received by the Bureau of South and Central Asian Affairs (SCA) 
more than seven calendar days after the deadline will be ineligible for 
further consideration under this

[[Page 66117]]

competition. Proposals shipped after the established deadlines are 
ineligible for consideration under this competition. It is each 
applicant's responsibility to ensure that each package is marked with a 
legible tracking number and to monitor/confirm delivery to SCA via the 
Internet. SCA will not notify you upon receipt of application. Delivery 
of proposal packages may not be made via local courier service or in 
person for this competition. Faxed documents will not be accepted at 
any time. Only proposals submitted as stated above will be considered. 
Applications may not be submitted electronically.
    The original and ten copies of the application should be sent to:
    U.S. Department of State, Bureau of South and Central Asian 
Affairs, Ref.: Astana Expo 2017 RFP, SCA/CEN, 2201 C Street NW., 
Washington, DC 20520.
    Applicants must also submit the ``Executive Summary'' and 
``Proposal Narrative'' sections of the proposal in text (.txt) or word 
(.doc) format via email to [email protected].

IV. Application Review Information

IV.1. Review Process

    The Bureau of South and Central Asian Affairs (SCA) will review all 
proposals for technical eligibility. Proposals will be deemed 
ineligible if they are not submitted by a U.S. citizen, U.S.-owned 
corporation, or U.S.-based organization, and do not fully adhere to the 
General Regulations of Astana Expo 2017 and the guidelines stated 
herein. Eligible proposals will be subject to compliance with Federal 
guidelines.
    SCA will review all eligible proposals, as will relevant elements 
of the U.S. Mission in the Republic of Kazakhstan and a panel of senior 
U.S. Government employees. Proposals may also be reviewed by the Office 
of the Legal Adviser or by other Department elements and private sector 
experts. The final decision on which proposal is most advantageous to 
the U.S. Government will be at the sole discretion of the Department's 
Assistant Secretary for South and Central Asian Affairs.

IV.2. Review Criteria

    Technically, eligible proposals will be reviewed according to the 
criteria stated below. These criteria are not rank-ordered.
    1. Program planning to achieve Pavilion objectives: Proposals 
should clearly demonstrate how the planned Pavilion will: Educate and 
inform foreign audiences about the United States and its scientific, 
technological, and commercial innovations relating to energy; and 
promote broad U.S. commercial interests around the world, including in 
the region, and specifically address the theme and General Regulations 
of the Expo. The proposal should also include a clearly articulated 
media engagement plan and public communications strategy for the 
Pavilion. Pavilion objectives should be reasonable, feasible, and 
flexible. The proposal should contain a detailed timeline and budget 
that demonstrate substantive undertakings and logistical capacity. The 
proposal should also include a communications plan for consulting with 
the Department.
    2. Institutional Capacity/Record/Ability: Proposals should describe 
personnel and institutional resources, which should be defined and 
adequate to achieve the Pavilion's goals. Proposals should demonstrate 
an institutional record of successful Pavilion activities, including 
responsible fiscal management and governance practices, and full 
compliance with all applicable BIE Expo requirements.
    3. Multiplier effect/impact: Proposals should clearly state how 
Pavilion content and related activities will strengthen long-term 
mutual understanding between the United States and Kazakhstan, the 
other countries of Central Asia, and people around the world more 
broadly.
    4. Support of Diversity: Proposals should demonstrate involvement 
of participants from traditionally underrepresented groups including, 
but not limited to, women, racial and ethnic minorities, and people 
with disabilities.
    5. Monitoring and Project Evaluation Plan: Proposals should include 
a plan to measure the impact of the proposed U.S. Pavilion, cultural 
programs, and information programs.
    6. Sponsorship Management: Proposals should include a plan to 
manage sponsor engagement and sponsorship fulfillment.
    7. Cost-effectiveness: Proposals must include a proposed action 
plan and timeline for all aspects of the project with associated, 
detailed budget estimates based on a $6 (six) million budget. Note that 
prospective donors will be vetted with the State Department for 
potential conflict of interest.

V. Selection Administration Information

Selection Notices

    The Department will issue a ``letter of intent'' to the selected 
proposer authorizing that entity to proceed with fundraising to 
complete the USA Pavilion project. The letter will include guidelines 
on fundraising to be followed by the selected proposer and will 
establish a deadline for completion of all fundraising activities. The 
successful proposer must be able to demonstrate to the Department that 
it can raise the funds necessary to complete the project. The 
successful proposer is expected to sign a Memorandum of Understanding 
with the Department. Only after the successful proposer is able to 
demonstrate that all funding required for this project will be in hand 
will the Department of State sign a Memorandum of Understanding (MOU) 
with that proposer, sign a Participation Contract with the Expo 
organizing body, and appoint a Commissioner General.
    Unsuccessful proposers will receive notification of the results of 
the application review from the Bureau of South and Central Asian 
Affairs (SCA).

Reporting Requirements

    The successful proposer must provide SCA with a hard copy original 
plus two copies of the following reports:
    1. Program and financial reports every 45 (forty-five) calendar 
days after the signature of the Memorandum of Understanding.
    2. Final program and financial reports no more than 90 (ninety) 
calendar days after the scheduled September 10, 2017, closing of Astana 
Expo 2017.

VI. Agency Contacts

    For questions about this announcement, contact: U.S. Department of 
State, Bureau of South and Central Asian Affairs, Ref.: Astana Expo 
2017 RFP, SCA/CEN, 2201 C Street NW., Washington, DC 20520; 
[email protected].
    Correspondence with SCA concerning this Request for Proposals (RFP) 
should reference Astana Expo 2017.
    Please read the complete announcement before sending inquiries or 
submitting proposals. Once the RFP deadline for submission of proposals 
has passed, SCA staff may not discuss this competition with applicants 
until the proposal review process has been completed.

VII. Other Information

Notice

    The terms and conditions published in this Request for Proposals 
are binding and may only be modified in writing. Explanatory 
information provided by the Bureau of South and Central Asian Affairs 
(SCA) that contradicts published language will not be binding. Issuance 
of this RFP does not constitute an intention to agree to work with any 
private sector entity at Astana Expo

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2017. SCA reserves the right to select the U.S. private sector partner 
for Astana Expo 2017 and to approve all elements of the Pavilion and 
project. Decisions made based on indications of interest submitted in 
response to this RFP will be made in the sole discretion of SCA and 
will be final.

    Dated: September 16, 2016.
Nisha Biswal,
Assistant Secretary, Bureau of South and Central Asian Affairs, 
Department of State.
[FR Doc. 2016-23115 Filed 9-23-16; 8:45 am]
BILLING CODE 4710-46-P