Venue for Freedom 250 Sabah Reception

The U.S. Embassy Kuala Lumpur is soliciting quotations for a Firm Fixed Price contract to secure a venue and provide comprehensive support for the Freedom 250 reception event in Kota Kinabalu, Sabah, Malaysia, scheduled for September 2, 2026, with a period of performance from September 1 through September 2, 2026. The contractor must deliver a full suite of non-personal services, including a large ballroom accommodating 400 guests with a foyer, stage featuring a built-in LED screen, and AV production area; at least two meeting rooms seating 20 people each; a VIP room for 20 persons; dressing rooms for up to 20 performers; and two secured security/command post rooms with storage capabilities. The venue must also include buffet and bar service for approximately 440 attendees, staff, and performers; provision of cocktail tables, chairs, sofas, and skirted rectangular tables for two catering stations and two bars; and design and decorations aligned with a theme selected by the Embassy. All required personnel, equipment, supplies, supervision, and non-personal services must be provided by the contractor, who is also responsible for obtaining all necessary local safety, engineering, and security approvals in coordination with the U.S. Embassy Regional Security Office and Malaysian authorities, including the installation of metal detectors. The contract requires a detailed floor plan, a complete inventory of furnished items and equipment, and an estimate of the waitstaff-to-guest ratio to be included in the proposal. The solicitation number is 19MY3026Q0014, with proposals due by 12:00 noon on July 13, 2026, submitted electronically to KualaLumpurDTO@state.gov with the subject line “Quotation Enclosed – Venue for Freedom 250 Sabah Reception.” Contractors must maintain an active and valid registration in SAM.gov if the total contract value exceeds USD 40,000. The award will be made to a single vendor, with no set-aside provisions. The Point of Contact for technical matters will be designated by separate letter after award, and post-award coordination meetings will be held to clarify deliverables, schedules, quality control procedures, invoicing, and compliance with local regulations. No specific evaluation criteria, inspection standards, or payment details are provided in the solicitation.