Event Management for Flag Football

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation No. 19MY3026Q0009.

• Budget Confirmation: The stated budget of USD 30,000 applies to the entire program across all six locations, inclusive of taxes, not per individual location.
• SAM.gov Registration Threshold: The reference to USD 40,000 in the cover letter pertains to the SAM.gov registration compliance threshold, not the project budget itself. Vendors must be registered if the contract value reaches this amount.

These clarifications confirm the total program budget and the conditions for SAM.gov registration, which are important for bidders to accurately assess the opportunity and ensure compliance.

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

The U.S. Embassy Kuala Lumpur's Public Diplomacy Section is seeking a contractor to provide comprehensive event management for a campaign promoting American Flag Football sports.

• Coordinate and implement an "American Flag Football" series of clinics and tournaments.

• Services include securing 6 venues across Malaysia (Kuala Lumpur, Kedah, Penang, Kelantan, Sabah, Sarawak) from June to December 2026, with each event lasting 2 days.

• Target audience: Malaysian students aged 15-25 years old, with an expected 80-100 participants per location.

• Pre-Event: Secure venues, professional coaches, design promotional materials (posters, flyers, banners aligned with "Freedom 250" branding), and manage invitations/RSVPs.

• Event Venue Services: Setup with Embassy & partner branding, AV system, stage, seating, backdrop, emcee, and launch device (for Sabah venue).

• Equipment, Gear & Merchandise: Source and provide Flag Football kits (30 per location, for 5 schools each), 700 units of merchandise (e.g., bottles, shoe bags, towels), and trophies (1st, 2nd, 3rd, and participation).

• Media & Documentation: Draft press releases, manage media invitations and registration, compile media coverage highlights, and document events with professional photography/videography, develop social media content.

• Logistics & Participant Management: Provide transportation support for students, groups, and coaches; design and provide certificates of participation and handouts.

June 2026 – December 2026.

• All materials must include U.S. Embassy and "Freedom 250" branding.

• All materials produced become property of the U.S. Embassy.

• SOW may be modified by mutual written agreement.

• Contractor must comply with applicable U.S. and Malaysian laws and regulations.

• Describe company qualifications and experience.

• Indicate any subcontracted work and identify subcontractors.

• Provide a detailed budget not exceeding USD30,000, including all costs, fees, and taxes. Quotations must be held for 60 days. All bids must be stated in MYR.

Solicitation / RFP / RFQ

This document is a solicitation from the Embassy of the United States of America in Kuala Lumpur for the procurement of Event Management services in Malaysia. The Embassy intends to award a single purchase order or contract for these services.

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

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

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

• The subject line for submissions must be "Quotation Enclosed – Event Mgmt on Flag Football".

• Submissions must be made to the Contracting Officer, General Services Office, Kuala Lumpur.

• The deadline for submission is 12:00 noon on April 19, 2026.

• 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 via email to the Procurement Agent, Prema, at rmuthupillaip@state.gov during regular business hours.