Production & Design for Freedom 250 Sabah Reception

Solicitation / RFP / RFQ

This document is a solicitation from the Embassy of the United States of America in Kuala Lumpur, Malaysia, for the procurement of "Production & Design for Freedom 250 Sabah Reception." The Embassy intends to award a single purchase order or contract for these services.

• The specific requirements and deliverables are detailed in an attached scope of work (SOW).

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

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

• Submissions must be marked "Quotation Enclosed – Production & Design for Freedom 250 Sabah Reception."

• The deadline for submission is July 14, 2026, at 12:00 noon.

• 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 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 production and design services for the U.S. Embassy Kuala Lumpur's Freedom 250 celebratory event on September 2, 2026, in Kota Kinabalu, Sabah, Malaysia. The goal is to promote shared values between the U.S. and Malaysia.

• Develop an entertaining and friendly environment for the event.

• Create a design plan and decorate the venue, including a main hall ballroom (for 400 guests) with an LED screen, indoor areas, escalator lobby, sponsored food stands, a main stage, and sponsor displays.

• Provide audio-visual services and content.

• Furnish all supplies, equipment, and services not provided by the U.S. Embassy or the venue.

• Services and materials must be of professional quality suitable for a diplomatic event.

• Decorations should reflect American patriotic themes while respecting Malaysian cultural sensitivities.

• Period of Performance: From date of acceptance through September 2, 2026.

• Event Date: September 2, 2026.

• Place of Performance: A major hotel or event space in Kota Kinabalu, Sabah, Malaysia (to be determined upon award).

• Setup: Beginning as early as September 1, 2026, including overnight setup.

• Breakdown/Cleanup: After the event on September 2, 2026.

• Contractor must comply with all U.S. Embassy Regional Security Office and Malaysian security protocols.

• Contractor must coordinate directly with the venue regarding load-in times, power, rigging, and technical specifications.

• Contractor shall attend all required planning meetings.

• Provide electronic mockups for design and display services no later than one month prior to the event.

• A minimum of 3 wireless microphones, lobby photo wall display, AV carts/tables, A/V connections, technical support for AV equipment, backline sound equipment, amplification, lighting, LED screen programming, and sound control are required.

• The contractor's quoted cost will determine the Embassy's decision on renting AV equipment.

• Support Staff (Check-in, Security)

• Musical instruments for performers

• Movers for government-furnished equipment

• Emcee and performers

• Walk-through metal detectors

• Venue: Ballroom, main stage with LED screen, AV production area, bars, catering stations, projectors, rope and stanchion, ballroom lobby and hallway areas.

• Venue-provided services: Catering, bartending, utilities (power, wired internet).

• Type of Contract: Firm Fixed Price.