Questions Answers Feb 27 Solicitation No. 19MY3026Q0007 Venue for Reception 2026.pdf
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- Solicitation number
- 19MY3026Q0007
- Issued by
-
Department of State
About this file
This is a Questions and Answers document for Solicitation No. 19MY3026Q0007 regarding venue services for a US Embassy Kuala Lumpur Reception in 2026, dated February 27, 2026. The document does not address specific response dates, award dates, or pricing terms, as it clarifies requirements and specifications referenced in the underlying Scope of Work rather than establishing those parameters independently.
Key clarifications from the Q&A include: the final guest count and minimum guarantee will be identified when the PO/Contract is issued; vendors should quote general red, white, and blue décor with detailed theme specifications to be determined post-award; vehicle dimensions and display requirements are not yet finalized and will be determined at a later date; four freezers and five refrigerators must be contractor-furnished and included in quoted pricing; AV requirements are detailed in the SOW; menu specifications are found in the SOW; and SAM.gov active registration is required for procurements above $40,000 USD. The solicitation is open to international vendors, including Malaysian-based entities. Several venue requirements—including meeting/holding room arrangements, security room setup, and dressing room configuration—are deferred to later determination. Vendors are advised to monitor the solicitation and SOW for potential changes to the event date, with alternative availability windows proposed for June and July.
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Questions and Answers
Solicitation No.: 19MY3026Q0007 Venue for US Embassy Kuala Lumpur Reception 2026
Date: February 27, 2026
Question 1 – CATERING & HEADCOUNT: What is the minimum guaranteed guest count if the final headcount is significantly below 1,400? Will pricing adjust downward accordingly?
Answer 1 – When a PO/Contract is issued, it will identify the guest count.
Question 2 – DÉCOR THEME: Will detailed theme/décor specifications be provided before the quote deadline, or should vendors price based on a general red, white, and blue package?
Answer 2 – The project manager will work with the awarded contractor with regards to the theme/décor after the award has been made. Quotes should include general red, white & blue.
Question 3 – VEHICLES & AV: Please confirm approximate vehicle dimensions for the ballroom display.
Should AV be quoted as a separate/optional line item, and what baseline AV is required regardless of whether the Embassy supplies its own equipment?
Answer 3 – Vehicle details are not yet determined. With regards to the AV quote, please refer to the Scope of
Work (SOW).
Question 4 – SPONSOR FREEZERS/REFRIGERATORS: Are the four freezers and five refrigerators (Section
4.4) contractor-furnished and included in the quoted price, or provided by the Embassy/sponsors?
Answer 4 – These should be provided by the venue/contractor.
Question 5 – SAM.GOV & SUBCONTRACTING: Is full SAM.gov registration required for a Malaysian-based entity, or is there a foreign vendor exemption? Is subcontracting permitted, and if so, are there approval requirements?
Answer 5 – SAM.gov active registration is required for Procurements above $40k USD.
Question 6 - Is this opportunity restricted to US companies?
Answer 6 – No.
Question 7 - Point 4.1: Ability to display 2 vehicles and two motorcycles within the venue space. Will you bring vehicle or motorcycles on actual day?
Answer 7 – This requirement will be determined at a later date.
Question 8 - Point 4.2 – Meeting Room /Holding Room – is this for the VIPs? What kind of seating arrangement?
Answer 8 – This requirement will be determined at a later date.
Question 9 - Point 4.3: Security Room – what kind of arrangement is needed inside the function room?
Answer 9 – This requirement will be determined at a later date.
Question 10 - Point 4.6 – Dressing Room – what kind of arrangement is needed inside the function room?
Answer 10 – This requirement will be determined at a later date.
Question 11 - Menu – attached is our proposed menus. Please advise your budget and what type of menu as well.
Answer 11 – Please refer to the Scope of Work (SOW) regarding the menu.
Question 12 - Would the Embassy have any flexibility to consider alternative dates? Available windows are:
June: 1–3 | 13–16 | 24–28
July: 6–13
Answer 12 – Please continue to monitor the solicitation and SOW for any changes in the date.
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