U.S. Embassy Reception - Production and Design

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19MY3026Q0008 for the Freedom 250 Reception – Production and Design 2026.

• Scope Boundary: Bidders must include all items listed in Section 3.2 of the scope of work in their proposals. The venue contractor (Solicitation No. 19MY3026Q0007) is responsible for decorations and audio-visual equipment, but the Production and Design SOW Section 3.2 items remain the responsibility of the Production contractor.
• Tax Treatment: Proposals should include any applicable Malaysian Sales and Service Tax (SST) charges.
• Entity Status: Contractors must have a valid SAM registration. There is no explicit requirement for the contractor to be a Malaysian-registered entity or have a locally registered partner, as long as proposals meet the SOW requirements.
• Event Date: The date listed in the SOW is confirmed as the date of the event.
• Required Forms: Standard Forms (e.g., SF 1449, SF 30) are not required for this submission, as the award will be a single purchase order.

This Q&A document clarifies scope boundaries, tax inclusions, entity registration requirements, and the absence of specific forms, which may impact proposal preparation and pricing. No changes to deadlines or submission rules were indicated.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19MY3026Q0008, "Freedom 250 Reception – Production and Design 2026."

• Venue Layout: A venue layout cannot be provided at this time. Proposals should include visual elements with flexibility for the chosen venue.
• Sponsor Displays: The number of sponsors and preferred display format will be determined later. It is unclear if the design and production of these displays fall within the contractor's scope.
• Launch Gimmick Production: This is explicitly stated as not part of the scope under programming design.
• AV Services Cost Breakdown: Details regarding the type of musical performance will be provided later. Vendors are asked to provide an estimate for AV services and backline support in the meantime.

While some details are deferred, the clarification confirms that launch gimmick production is out of scope. Vendors are instructed to provide estimates for AV services despite incomplete information on musical performance.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19MY3026Q0008, "Freedom 250 Reception - Production & Design 2026."

• Question: Whether any venue has been shortlisted for the event, implying proposals would be tailored to a specific venue.
• Answer: The venue selection is being handled under a separate solicitation, 19MY3026Q0007, which is currently posted on SAM.gov.

This clarification indicates that the venue is not a predetermined factor for the current solicitation (19MY3026Q0008) and is being procured separately. Bidders should not assume any venue has been selected for this opportunity.

Statement of Work (SOW)

To provide production and design services for the U.S. Embassy Kuala Lumpur's Freedom 250 celebratory event on July 2, 2026, commemorating the 250th Anniversary of the U.S. Declaration of Independence. The event aims to promote shared values between American and Malaysian peoples.

• Develop an entertaining and friendly environment for the event.

• Create a design plan and decorate the venue (main hall ballroom, surrounding indoor areas) to accommodate 1,400 guests, including an escalator lobby, sponsored and catered food stands, a main stage, and sponsor displays.

• Provide audio-visual services and content for the event.

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

• Event Date: July 2, 2026 (afternoon and evening).

• Place of Performance: A major hotel or event space in Kuala Lumpur, Malaysia.

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

• Type of Contract: Firm Fixed Price.

• Support Staff: Check-in staff, security staff, movers.

• Performers: Emcee and musical performers (selected by Embassy).

• Equipment: Walk-through metal detectors.

• Venue Services (via separate contract): Hotel ballroom (accommodating 1,400 guests), main performance stage, LED screens, AV production area, bars, catering stations, projectors, rope & stanchion, ballroom lobby/hallway areas for security and displays, catering/bartending, utilities (power, wired internet).

• All supplies, equipment, and services not provided by the government or venue.

• Decorations (unless provided by Embassy/venue).

• Design and display services: Banners, bunting, posters, signage, tablecloths, table decorations, flowers, potted plants, LED photo wall, red carpet, rope and stanchion. Provision of electronic mockups required.

• Audio-visual services: Wireless microphones, LED screens, AV carts/tables, A/V connections, technical support for AV equipment, backline sound equipment/amplification, lighting, LED/projector screen programming, sound control. Contractor must list equipment provided within quoted costs.

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

• Post Award Meetings: Meetings will be held to clarify SOW, contract requirements, deliverables, schedules, clauses, quality control, invoicing, local regulations, and safety requirements. Periodic status meetings may be scheduled.

• Point of Contact: An Embassy POC (Project Manager) will be identified to monitor technical aspects and assist in contract administration.

Solicitation / RFP / RFQ

The Embassy of the United States of America is seeking quotations for the procurement of services related to the Freedom 250 Reception – Production and Design in Kuala Lumpur, Malaysia. The Embassy intends to award a single purchase order or contract for these services.

• Services for Freedom 250 Reception – Production and Design.

• Further details 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 – Freedom 250 Reception - Production and Design".

• Submission deadline: On or before 12:00 noon on April 12, 2026.

• Quotations submitted after the deadline will not be accepted.

• For quotations exceeding $40,000 USD, the Contractor must possess 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.