Venue for Freedom 250 Sabah Reception

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

To provide a venue and comprehensive support services for the U.S. Embassy Kuala Lumpur's "Freedom 250" celebratory event on September 2, 2026, in Kota Kinabalu, Sabah, Malaysia. The event aims to promote shared values between the American and Malaysian people by celebrating the 250th Anniversary of the United States of America.

• Provide a venue to accommodate approximately 400 guests, including a main ballroom, VIP room (for 20), and dressing rooms (for up to 20 performers).

• Offer catering services for 400 guests, including buffet-style food with 8-10 options, two bar stations serving soft drinks, and handling Embassy-provided alcoholic beverages and snack items.

• Provide audiovisual (AV) equipment and services, including podiums, microphones, LED screens, stages, AV carts/tables, technical support, and wireless internet. The Embassy reserves the right to provide its own AV equipment.

• Furnish decorations in red, white, and blue, including centerpieces, wall/ceiling decor, floral arrangements, lighting, and flag displays.

• Provide covered parking for a minimum of 200 vehicles with elevator access.

• Offer directional signage in English from parking and main entrance.

• Provide ceremonial flag poles and flag bases.

• Ensure the venue adheres to strict security requirements.

• Venue must be available for Embassy personnel for the entire period of performance.

• Catering services must include at least two bar stations and buffet-style food options.

• Contractor must work with Embassy-provided ingredients and beverages.

• Contractor must provide a final headcount of guests one week prior to the event.

• Contractor must provide a detailed floor plan and obtain necessary engineering and safety approvals.

• Period of Performance: September 1 through September 2, 2026.

• Actual Event: Afternoon and evening of September 2, 2026.

• Place of Performance: A venue within the city of Kota Kinabalu, Sabah, Malaysia. The specific venue address will be determined upon contract award.

• The contract will be a Firm Fixed Price type.

• The venue must be able to accommodate specific room configurations for the main ballroom, meeting rooms, hold rooms, security/command post, sponsor space, check-in, and dressing rooms.

• The contractor must provide cocktail tables, some chairs, and sofas for guests, and list all furniture included in quoted costs.

• The contractor must be willing to work with Embassy-provided food and beverages.

• The contractor must provide waitstaff for catering services.

• The contractor must provide AV equipment and technical support, or allow the Embassy to use its own equipment and technicians.

• The contractor must provide all supplies, equipment, facilities, and services not provided by the Embassy.

Solicitation / RFP / RFQ

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

• The primary deliverable is a venue for the "Freedom 250 Sabah Reception" in Sabah, Malaysia.

• Further details regarding specific requirements are available in the attached Scope of Work (SOW).

• The contract type is not specified, but it will be 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 – Venue for Freedom 250 Sabah Reception."

• Quotations must be submitted to the Contracting Officer, General Services Office, 376, Jalan Tun Razak, 50400 Kuala Lumpur.

• The deadline for submission is on or before 12:00 noon on July 13, 2026.

• No quotations will be accepted after the deadline.

• Contractors must have a valid and active registration in SAM.gov at the time of proposal submission for opportunities with a total value above USD40,000.

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