Venue for Roundtable

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the "Rental of Venue - The Asia Pacific Round Table Conference" solicitation (Solicitation No.: 19MY3026Q0012).

• Contract Type: This is a brand new Purchase Order, not an incumbent contract.
• Capacity: The conference room should accommodate 100 people.
• Hotel Requirements: A 5-star hotel is preferred, located around the KLCC area.
• AV System: A basic AV system is sufficient for speaker presentations. A main LCD screen and two smaller screens are required.
• Conference Materials: Vendors are to propose the contents for conference materials, including bags, booklets, and pens. The client does not require F&B (Lunch, AM/PM coffee breaks).
• Branding: All conference materials and backdrops must include U.S. Embassy and Freedom 250 branding. Information on Freedom 250 branding can be found at https://freedom250.org. Vendors should propose two design options for backdrops, incorporating the U.S. Flag and Freedom 250 logo, with final approval by the Embassy.

This Q&A document clarifies key requirements and expectations, which may influence vendor proposals. No specific changes to deadlines or submission rules were indicated.

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

To secure venue rental and related services for the U.S. Speaker's presentation during the Asia Pacific Round Table conference.

• Venue Rental: A conference room in Kuala Lumpur, suitable for a classroom-style setup with tables and chairs.

• Branding: Design and visibility of a backdrop aligned with U.S. Embassy and partner branding.

• AV System: Provision of audio-visual equipment for the speaker's presentation.

• Conference Materials: Sourcing and provision of 100 units of conference materials (e.g., bags, booklets, pens).

• Venue: Kuala Lumpur

• Timeline: June 30 to July 2, 2026 (3 days)

• Contract Performance Period: June 2026 – July 2026

• Branding and Attribution: All materials must incorporate U.S. Embassy and Freedom 250 branding.

• Intellectual Property: All produced materials become the property of the U.S. Embassy for future use.

• Pricing: All prices must be in Malaysian Ringgit (MYR).

• Budget: The detailed budget must not exceed MYR100,000, including all anticipated costs, fees, and taxes.

• Quotation Validity: Companies must confirm their proposed quotation will be held for 60 calendar days.

• Proposal Information: Proposals should include company qualifications/experience and details of any subcontracted work.

Solicitation / RFP / RFQ

This solicitation is for the procurement of rental venue services for "The Asia Pacific Round Table Conference" to be held in Kuala Lumpur, Malaysia. The Embassy of the United States of America intends to award a single purchase order or contract for these services.

• Rental of a venue suitable for "The Asia Pacific Round Table Conference".

• Further details on 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 – Rental of Venue - The Asia Pacific Round Table Conference".

• Quotations must be submitted to the Contracting Officer, General Services Office, Kuala Lumpur.

• The deadline for submission is on or before 12:00 noon on May 22, 2026.

• Quotations received 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.

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

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