Scope of Work- Freedom 250 Production and Design.pdf

SCOPE OF WORK

U.S. Embassy Kuala Lumpur

Freedom 250 Reception - Production and Design

PART I: General Information

1.1 Introduction/Description of Services. This is a non-personal services contract to provide production and design services in support of the United States Embassy Kuala

Lumpur’s Freedom 250 celebratory event on July 2, 2026. The contractor shall provide all personnel, equipment, supplies, tools, materials, supervision, and non-personal services necessary to perform as defined in this Scope 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 Kuala Lumpur, Malaysia on July 2, 2026, and is seeking a production and design firm to provide physical and audio-visual production and design services as described below.

1.2 Background. Each year at or near the date of July 4 (U.S. Independence Day), the

U.S. Embassy hosts a celebratory event that serves to emphasize the strong bond between the American and Malaysian peoples. This year, the United States of America will be celebrating a special event to commemorate the 250th Anniversary of signing of the

Declaration of Independence.

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. Specific objectives include: (a) creating a design plan and decorating the venue to include a main hall ballroom and surrounding indoor area that can hold all 1,400 guests, escalator lobby, sponsored and catered food stands, main stage and sponsor displays; (b) providing audio visual services and content to accommodate the event.

1.5 Period of Performance. The period of performance shall be from the date of acceptance through July 2, 2026 with the actual event occurring in the afternoon and evening of July 2.

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.

1.7 Hours of Operation. A detailed schedule of the event will be supplied prior to the event. The setup work for the event will need to be performed beginning as early as July

1, to include overnight setup work at the venue.

1.8 Place of Performance. The work will be performed at a major hotel or event space in the Kuala Lumpur.

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 meeting 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: Check-in Staff.

Security Staff. Musical instruments for performers. Movers for government-furnished equipment. Emcee and performers will be selected and provided by the Embassy and will include musical performers.

2.2 Equipment. Walk-through metal detectors for security screening.

2.3 Decorations. The Embassy will not provide decorations.

2.4 Venue-provided property, equipment, and services. Through separate contract with the U.S. Embassy, the venue will provide the following:

a. Hotel ballroom to accommodate 1,400 guests, one large main performance speech stage, LED screens, an AV production area, two large bars, two main catering stations, projectors, rope & stanchion for ballroom. Ballroom lobby and hallway areas for security screening and donor displays. Venue will provide the contractor and USG complete audio-visual freedom to fulfill music, sound, and display requirements.

b. Catering and bartending services.

c. Utilities, including power and wired internet services.

PART III: Contractor Furnished Items and Responsibilities

3.1 General. The Contractor shall furnish all supplies, equipment, 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 or the venue in Part II of this

SOW shall be part of the services and included in the proposal.

3.2 Design and display services. Physical design elements, including but not limited to:

banners, bunting, posters, wall hangings, printed postcards, signage, tablecloths and skirting, table decorations, flowers, potted plants, LED photo wall, red carpet for receiving line, rope and stanchion for ballroom and security areas. These services will include the provision of electronic mockups in advance of the event.

3.3 Audio-visual services. Wireless microphones, LED screens for lobby photo wall display, AV carts/tables, A/V connections to in-house sound and projector (if built in), technical support for AV equipment. Backline sound equipment and amplification for rock band. AV support of official programming, including lighting, LED/projector screen programming, and sound control. Technical support and programming/design for LED screen and projector screen programming in ballroom. Technical support and programming/design for LED screens in ballroom lobby. Cost quoted will determine the Embassy’s decision to rent equipment or provide its own. The U.S. Embassy requests contractor to list equipment that will be provided within quoted costs.