Event Management for Flag Football

Statement of Work (SOW) / Performance Work Statement (PWS)

The U.S. Embassy Kuala Lumpur's Public Diplomacy Section is seeking a contractor to provide comprehensive event management for a campaign promoting American Flag Football sports.

• Coordinate and implement an "American Flag Football" series of clinics and tournaments.

• Services include securing 6 venues across Malaysia (Kuala Lumpur, Kedah, Penang, Kelantan, Sabah, Sarawak) from June to December 2026, with each event lasting 2 days.

• Target audience: Malaysian students aged 15-25 years old, with an expected 80-100 participants per location.

• Pre-Event: Secure venues, professional coaches, design promotional materials (posters, flyers, banners aligned with "Freedom 250" branding), and manage invitations/RSVPs.

• Event Venue Services: Setup with Embassy & partner branding, AV system, stage, seating, backdrop, emcee, and launch device (for Sabah venue).

• Equipment, Gear & Merchandise: Source and provide Flag Football kits (30 per location, for 5 schools each), 700 units of merchandise (e.g., bottles, shoe bags, towels), and trophies (1st, 2nd, 3rd, and participation).

• Media & Documentation: Draft press releases, manage media invitations and registration, compile media coverage highlights, and document events with professional photography/videography, develop social media content.

• Logistics & Participant Management: Provide transportation support for students, groups, and coaches; design and provide certificates of participation and handouts.

June 2026 – December 2026.

• All materials must include U.S. Embassy and "Freedom 250" branding.

• All materials produced become property of the U.S. Embassy.

• SOW may be modified by mutual written agreement.

• Contractor must comply with applicable U.S. and Malaysian laws and regulations.

• Describe company qualifications and experience.

• Indicate any subcontracted work and identify subcontractors.

• Provide a detailed budget not exceeding USD30,000, including all costs, fees, and taxes. Quotations must be held for 60 days. All bids must be stated in MYR.

Solicitation / RFP / RFQ

This document is a solicitation from the Embassy of the United States of America in Kuala Lumpur for the procurement of Event Management services in Malaysia. The Embassy intends to award a single purchase order or contract for these services.

• Bidders are instructed to refer to an attached Scope of Work (SOW) for detailed requirements.

• The contract type is a single purchase order / contract.

• Quotations must be submitted electronically to KualaLumpurDTO@state.gov.

• The subject line for submissions must be "Quotation Enclosed – Event Mgmt on Flag Football".

• Submissions must be made to the Contracting Officer, General Services Office, Kuala Lumpur.

• The deadline for submission is 12:00 noon on April 19, 2026.

• Quotations submitted after this time will not be accepted.

• For quotations exceeding $40,000 USD, the Contractor must possess a valid and active registration in SAM.gov at the time of proposal submission.

• Any questions regarding this solicitation should be directed via email to the Procurement Agent, Prema, at rmuthupillaip@state.gov during regular business hours.