Venue for Freedom 250 Sabah Reception

SENSITIVE BUT UNCLASSIFIED STATEMENT OF WORK U.S. Embassy Kuala Lumpur Freedom 250 Sabah Reception Venue PART I: General Information 1.1 Introduction/Description of Services This is a non-personal services contract to provide a venue and support for the United States Embassy Kuala Lumpur’s Freedom 250 celebratory event on September 2, 2026. The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and non- personal services necessary to perform venue support as defined in this Statement of Work (SOW) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. U.S. Embassy Kuala Lumpur will conduct an event within the city of Kota Kinabalu, Sabah, Malaysia on September 2, 2026, and is seeking a venue to accommodate the event hall, meeting rooms and VIP rooms, to include catering for 400 invited guests. 1.2 Background This year, the United States of America will also be celebrating the 250th Anniversary of the signing of the Declaration of Independence in Kota Kinabalu, Sabah. 1.3 Objectives The objective is to promote the shared values of the American people and the people of Malaysia by celebrating the 250th Anniversary of the United States of America. 1.4 Scope The major goal of this project is to develop an entertaining and friendly environment for the facilitation of the required objectives of section 1.2 above. We are seeking a facility that provides sufficient space for the guests and requirements. Specific objectives include: Providing a venue to accommodate (a) a main hall ballroom and surrounding indoor area that can hold 400 guests, sponsored and catered food stands, main speaking and performing stages and sponsor displays; (b) a VIP room that can hold 20 persons; (c) dressing rooms to accommodate up to 20 performers; (d) catered buffet style service and bar service for attendees, staff and performers (approximately 40 staff and performers) during the event; (e) audio visual needs to accommodate the event, see details in paragraph 4.2; (f) design and decorations at all event spaces (room and hallways) in accordance to the central theme that will be determined by the Embassy Project manager. Event specifics are subject to change and additional services may be requested or modified. 1.5 Period of Performance The period of performance shall be September 1 through September 2, 2026 with the actual event occurring in the afternoon and evening of September 2nd. 1.6 Point of Contact (POC) The Embassy POC (Project Manager) will be identified by separate letter. The POC monitors all technical aspects of the contract and assists in contract administration. -- 1 of 5 -- SENSITIVE BUT UNCLASSIFIED 1.7 Hours of Operation A detailed schedule of the event will be supplied approximately one month before the event. The facility will need to be available for Embassy personnel for all of the period of performance dates. 1.8 Place of Performance The work will be performed at a venue within the city of Kota Kinabalu, Sabah. Venue address will be determined upon award of the contract venue site. 1.9 Type of Contract This will be a Firm Fixed Price contract. 1.10 Security Requirements The venue will be required to have the ability to adhere to the strict security requirement of the United States Embassy and Malaysian security services, as determined by the U.S Embassy Regional Security Office. 1.11 Post Award Meeting/Periodic Status Meetings After the contractor is selected and awarded, the Embassy contracting officer and POC will have meetings to clarify SOW and contract requirements such as deliverable products, delivery schedules, special contract clauses, quality control/assurance procedures, invoicing and billing procedures, local regulations or access requirements, and/or environmental, safety and health requirements. Periodic update/status meetings to review contractor performance may be scheduled. PART II: Government Furnished Property, Equipment, and Services 2.1 Government Furnished Support Staff The Embassy will provide: 1) Check-in Staff. 2) Security Staff. 3) Production Staff as needed to coordinate production elements with venue staff or outside production contractors. 4) Movers for government-furnished equipment. 5) Performers. 2.2 Food and Beverage The Embassy will provide all alcohol for the event. Vendor to provide displays, snack foods and non-alcoholic beverages. The venue will work with the Embassy on creating a menu that incorporates Embassy provided food and aligns with Embassy requirements. 2.3 Equipment The Embassy will provide iPads and laptops for the check-in line. Metal detectors for security screening. -- 2 of 5 -- SENSITIVE BUT UNCLASSIFIED PART III: Contractor Furnished Items and Responsibilities 3.1 General The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part II of this SOW. Decorations not otherwise provided by the U.S. Embassy in Part II of this SOW shall be part of the services and included in the proposal. PART IV: Specific Tasks Event Space: 4.1 Main Ballroom One (1) large ballroom to accommodate 400 guests with a foyer, one large main performance/speech stage with built in LED screen backdrop, one AV production area. Skirted/dressed rectangular tables for two (2) large bars and for two (2) main catering stations. Contractor shall provide cocktail tables, some chairs, and sofas for guests. Embassy requests contractor to list furniture included in the quoted costs. 4.2 Meeting Rooms, Hold Rooms At least two rooms each capable of seating 20 people, with chairs and tables for visitors. All meeting and hold space shall be located on the same floor or on two floors that are directly above/below each other and are located within close proximity of each other. 4.3 Security Room/Command Post Two rooms with chairs for 20 visitors and stor…