Event Venue for U.S. Embassy Kuala Lumpur Reception
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The U.S. Embassy Kuala Lumpur is soliciting quotations for an Event Venue and Support Services for its 2026 Independence Day Reception in Kuala Lumpur, Malaysia. This opportunity seeks a single contractor to provide a comprehensive venue solution, including catering, audiovisual, and decorations, for an event hosting 1,400 guests. Quotations are due by March 31, 2026, at 12:00 noon (Kuala Lumpur time).
Scope of Work
The selected contractor will provide a venue and support for the Independence Day celebratory event on June 4, 2026, within 12 km of the U.S. Embassy in Kuala Lumpur. Key requirements include:
- A venue capable of accommodating 1,400 guests, featuring a main ballroom, foyer, stage, AV production area, catering stations, and space for sponsor displays and vehicles.
- Provision of VIP rooms for 20 people and dressing rooms for up to 20 performers.
- Buffet-style catering for 1,400 guests (including soft drinks and Embassy-furnished alcoholic beverages, five light food options) and food/beverages for approximately 120 staff/performers.
- Comprehensive audiovisual equipment and technical support, including podiums, microphones, LED screens, and wireless internet.
- Red, white, and blue decorations, including centerpieces, wall/ceiling decor, floral arrangements, lighting, and flag displays.
- Directional signage in English, U.S. and Malaysian flags with ceremonial poles.
- Covered parking with elevator access for at least 300 vehicles.
- Venue-provided four freezers and five refrigerators for sponsor use.
Contract & Eligibility
- Type: Single Purchase Order / Contract, Firm Fixed Price.
- Set-Aside: This opportunity is not restricted to U.S. companies.
- Eligibility: Contractors must possess a valid and active SAM.gov registration at the time of proposal submission for procurements exceeding $40,000 USD.
Submission & Deadlines
- Quotations Due: March 31, 2026, by 12:00 noon (Kuala Lumpur time).
- Submission Method: Electronically to KualaLumpurDTO@state.gov.
- Email Subject: "Quotation Enclosed – Venue for 2026 Independence Day Reception".
- Questions: Direct inquiries to Procurement Supervisor Punitha Ratnasingam at ratnasingamp@state.gov during regular business hours.
Additional Notes
While the SOW specifies June 4, 2026, for the event, alternative dates in June (1-3, 13-16, 24-28) and July (6-13) have been mentioned as available. Vendors should monitor the solicitation and SOW for any updates regarding specific event dates or requirements. The Embassy will provide check-in staff, security, production staff, movers, alcohol, iPads, laptops, and metal detectors.