Event Venue for U.S. Embassy Kuala Lumpur Reception

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19MY3026Q0007 for the US Embassy Kuala Lumpur Reception 2026.

• Question 1: Clarifies that this is an independent solicitation, not a continuation of an incumbent contract.
• Question 2: Confirms that the event dates are consistent with the information provided in the Statement of Work (SOW), specifically addressing availability for July 6-13, 2026, to accommodate 1,400 guests, security requirements, ballroom, and support spaces.

This Q&A document clarifies the nature of the contract and confirms the event dates align with the SOW, providing essential information for bidders to assess their ability to meet the requirements.

Solicitation / RFP / RFQ

This document is an invitation to submit a quotation for the procurement of a venue for the Freedom 250 Reception in Kuala Lumpur, Malaysia. The Embassy intends to award a single purchase order or contract for these services.

• Procurement of a venue for the Freedom 250 Reception.

• Further details regarding specific requirements are available in the attached scope of work (SOW).

• The Embassy intends to award a single purchase order / contract.

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

• The subject line for the email submission must be "Quotation Enclosed – Venue for Freedom 250 Reception".

• Quotations should be addressed to the Contracting Officer, General Services Office, 376, Jalan Tun Razak, 50400 Kuala Lumpur.

• The deadline for submission is 12:00 noon on March 31, 2026.

• No quotations will be accepted after the deadline.

• Contractors must have a valid and active registration in SAM.gov at the time of proposal submission.

• Questions regarding this solicitation should be directed to the Procurement Supervisor, Punitha, via email at ratnasingamp@state.gov during regular business hours.

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

To provide a venue and support services for the U.S. Embassy Kuala Lumpur's Freedom 250 celebratory event on July 2, 2026, promoting shared values between the American and Malaysian people.

• Provide a venue in Kuala Lumpur (within 12 km of the U.S. Embassy) to accommodate 1,400 guests.

• Key spaces required include:

  • Main ballroom with foyer, stage, AV production area, catering stations, and space for vehicle/motorcycle displays.
  • Two meeting rooms for 20 people each.
  • Security Room/Command Post for 30 people.
  • Sponsor Space with 20 tables and 5 refrigerators/4 freezers.
  • Event Check-in and Security Space with 6 tables and screening capabilities.
  • Dressing Room for 20 performers.
  • Covered parking for 300 vehicles with elevator access.

• Provide catering for 1,400 guests, including buffet-style food, light options, and bar service (alcoholic beverages provided by Embassy).

• Provide audiovisual equipment (podiums, microphones, screens, etc.) and technical support, or allow Embassy use of its own equipment.

• Provide decorations (red, white, and blue theme) including centerpieces, lighting, and floral arrangements.

• Provide directional signage in English.

• Provide U.S. and Malaysian flags, ceremonial flag poles, and flag bases.

• Provide a detailed floor plan and obtain necessary safety approvals.

• Venue must adhere to strict security requirements of the U.S. Embassy and Malaysian security services.

• Contractor must work with Embassy-provided ingredients and align catering with Embassy requirements.

• Contractor must provide an estimate of waitstaff ratio to guests.

• Period of Performance: July 1 through July 2, 2026.

• Actual event: Afternoon and evening of July 2, 2026.

• Place of Performance: A venue within Kuala Lumpur, Malaysia.

• This is a Firm Fixed Price contract.

• Contractor must have valid and active registration in SAM.gov at the time of proposal submission.

• Government will provide: Check-in Staff, Security Staff, Production Staff, alcohol, Embassy-provided food/snack items, iPads/laptops for check-in, and metal detectors.

• Post-award meetings will clarify SOW and contract requirements.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19MY3026Q0007 for a Venue for US Embassy Kuala Lumpur Reception 2026.

• Catering & Headcount: The final guest count will be identified when a PO/Contract is issued. Pricing adjustments for lower headcounts will be addressed at that time.
• Décor Theme: Detailed theme/décor specifications will be provided by the project manager after award. Vendors should quote based on a general red, white, and blue package.
• Vehicles & AV: Vehicle dimensions are not yet determined. AV quote requirements are detailed in the Scope of Work (SOW).
• Sponsor Freezers/Refrigerators: These items (four freezers, five refrigerators) are to be provided by the venue/contractor and included in the quoted price.
• SAM.gov Registration: Active SAM.gov registration is required for procurements above $40k USD. There is no foreign vendor exemption mentioned.
• Opportunity Restriction: This opportunity is not restricted to US companies.
• Meeting Room/Holding Room, Security Room, Dressing Room: Requirements for these spaces will be determined at a later date.
• Menu: Vendors should refer to the Scope of Work (SOW) regarding menu details.
• Alternative Dates: Available dates for June (1-3, 13-16, 24-28) and July (6-13) are provided. Vendors should monitor the solicitation and SOW for any changes.

Some requirements (e.g., specific room arrangements, vehicle display details) are deferred to a later date. Vendors should continue to monitor the solicitation and SOW for updates, particularly regarding dates and specific requirements.

Solicitation / RFP / RFQ

This document is an invitation for prospective quoters to submit a quotation for the procurement of a venue for the 2026 Independence Day Reception in Kuala Lumpur, Malaysia. The Embassy of the United States of America intends to award a single purchase order or contract for these services.

• Procurement of a venue for the 2026 Independence Day Reception.

• Further details regarding specific requirements are available in the attached Scope of Work (SOW).

• A single purchase order / contract will be awarded.

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

• The subject line for the email submission must be: "Quotation Enclosed – Venue for 2026 Independence Day Reception".

• Quotations must be submitted to the Contracting Officer, General Services Office, 376, Jalan Tun Razak, 50400 Kuala Lumpur.

• The deadline for submission is on or before 12:00 noon on March 31, 2026.

• No quotations will be accepted after the deadline.

• Contractors must have a valid and active registration in SAM.gov at the time of proposal submission.

• Direct any questions regarding this solicitation to the Procurement Supervisor, Punitha, via email at ratnasingamp@state.gov during regular business hours.

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

To provide a venue and support for the U.S. Embassy Kuala Lumpur's Independence Day celebratory event on June 4, 2026, promoting shared values between the American and Malaysian people.

• Provide a venue to accommodate 1,400 guests, including a main ballroom, foyer, stage, AV production area, catering stations, and space for sponsor displays and vehicles.

• Offer VIP rooms for 20 people and dressing rooms for up to 20 performers.

• Provide buffet-style catering for 1,400 guests, including soft drinks and U.S. Embassy-furnished alcoholic beverages, with five light food options. Also provide food and beverages for approximately 120 staff and performers.

• Furnish audiovisual equipment including podiums, microphones, LED screens, stages, AV carts/tables, and technical support for AV equipment and wireless internet.

• Provide red, white, and blue decorations, including centerpieces, wall and ceiling decor, floral arrangements, lighting, and flag displays.

• Supply directional signage in English.

• Provide U.S. and Malaysian flags, ceremonial flag poles, and flag bases.

• Offer covered parking with elevator access for at least 300 vehicles.

• Venue must adhere to strict security requirements.

• Contractor must work with Embassy-provided ingredients and beverages.

• Contractor must provide an estimate of waitstaff ratio to guests.

• Period of Performance: June 3 through June 4, 2026.

• Place of Performance: A venue within Kuala Lumpur, Malaysia, no more than 12 km from the U.S. Embassy.

• This is a Firm Fixed Price contract.

• Contractor must have valid and active registration in SAM.gov at the time of proposal submission.

• The venue must be available for Embassy personnel for the entire period of performance.

• The Embassy will provide check-in staff, security staff, production staff, movers, alcohol, iPads, laptops for check-in, and metal detectors.