Scope of Work - Flag Football Setup 4.8.pdf
PDF 339 KB Posted
- Attached to
- Event Management for Flag Football
- Solicitation number
- 19MY3026Q0009
- Issued by
-
Department of State
About this file
This is a Scope of Work (SOW) for event management services related to flag football clinics and tournaments in Malaysia.
The U.S. Embassy Kuala Lumpur's Public Diplomacy Section seeks a contractor to coordinate and implement a series of American Flag Football clinics and tournaments across six Malaysian locations—Kuala Lumpur, Kedah, Penang, Kelantan, Sabah, and Sarawak—from June through December 2026. The events target Malaysian students ages 15-25, with expected participation of 80-100 per location over two-day events. Required services encompass pre-event deliverables including venue selection with field, parking, and public transport accessibility; securing professional certified coaches; designing promotional materials and invitations; and managing RSVPs. Event venue services include setup with Embassy branding aligned to the "Freedom 250" campaign, AV systems for speeches, and for the Sabah venue specifically, provision of stage, seating, backdrop, emcee, and launch device. The contractor must secure flag football kits and equipment for six locations, source and distribute 30 flag football kits to five schools per location with suggested equipment recommendations, provide 700 merchandise units (such as bottles, shoe bags, and towels) for participants, and source trophies for first, second, third, and participation awards. Additional requirements include media services (press releases, media registration, professional photography and videography, social media content development), logistics support (transportation for students, university groups, and coaches), and participant management (certificates of participation and handouts).
The contract performance period runs from June 2026 through November 2026, with budget not to exceed MYR117,000 (Malaysian Ringgit) inclusive of all anticipated costs, fees, and taxes. All proposals must be stated in MYR, and contractors must confirm willingness to hold quotations for 60 calendar days. Proposals should describe company qualifications and experience, identify any subcontracted work, and propose alternatives if unable to meet specific requirements. All materials produced become property of the U.S. Embassy, and all deliverables must include appropriate U.S. Embassy and Freedom 250 branding.
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Other files
| File | Type | Posted |
|---|---|---|
| 19MY3026Q0009_Questions and Answers.docx | DOCX document | |
| Scope of Work - Flag Football Setup.pdf | ||
| Cover Letter Event Management On Flag Football.pdf |
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Text version
SCOPE OF WORK FOR PUBLIC DIPLOMACY SECTION
FOR EVENT MANAGEMENT ON FLAG FOOTBALL SETUP AND CLINICS
I. SCOPE OF WORK
A. The U.S. Embassy Kuala Lumpur's Public Diplomacy Section is seeking a contractor who can provide comprehensive event management to support PD campaign on promoting American Flag Football sports. The contractor shall furnish and deliver these services and equipment in accordance with the specifications and terms and conditions set forth herein.
B. All prices should be in Malaysian Ringgit (MYR).
II. SCOPE OF SERVICES
The Contractor shall coordinate and implement an “American Flag Football” series of clinics and tournaments with the following services:
Venue: 6 locations in Malaysia - Kuala Lumpur, Kedah, Penang, Kelantan, Sabah and
Sarawak
Timeline: June to December 2026
Duration of event: 2 days per location
Target Audience:
• Malaysian students ages 15-25 years old
• Expected participants: 80-100 per location
Required Services:
1. Pre-Event Deliverables o Secure and book 6 venues with appropriate field, parking space and public transport accessibility.
o To secure professional certified coaches at each venue.
o Design invitation/promotional posters and flyers for schools, universities, and other relevant stakeholders.
o Design event banners/buntings that is aligned with the Embassy branding of
Freedom 250.
o Manage invitation & RSVP for each location.
2. Each Event Venue Services o Venue setup with event branding visibility that is aligned with the Embassy & partners’ branding.
o AV system for speeches and coaches to use.
o For the Sabah venue, to provide a stage, seating, backdrop, AV system, emcee and launch device.
3. Equipment, gear and merchandise o To secure an appropriate number of equipment and related Flag Football kits/gear for the 6 locations.
o To source and prepare 30 Flag Football kits (to be distributed to 5 schools per location). To suggest items/equipment that should go into the kit.
o To source and provide 700 units of merchandise to be distributed to the participants at the various locations. Items can be such as bottles, football shoe bag and towel.
o To source and provide trophies for 1st, 2nd, 3rd and participation for the various locations.
4. Media and Documentation Services o Draft press release and media invitation.
o Assign a person to greet and register the attending media at the various locations.
o Compile comprehensive media coverage highlights for each location.
o Document event through professional photography and videography.
o Develop social media content throughout event.
5. Logistics and Participant Management o To provide transportation support for student, university groups, and coaches at each location.
o Design, prepare & provide certificates of participation and participants’ hand-outs.
III. PERIOD OF PERFORMANCE
The performance period of this contract is June 2026 – November 2026.
IV. TERMS AND CONDITIONS:
a. Branding and Attribution: All materials must include appropriate U.S. Embassy and
Freedom 250 branding.
b. Intellectual Property: All materials produced under this SOW become property of the
U.S. Embassy for future use.
V. OTHER TERMS AND CONDITIONS
The proposal should include the following information. If your company is unable to meet certain requirements, please propose alternatives.
a) Describe the qualifications and experiences of your company.
b) Indicate any portion of work that will be done by subcontractors and identify the subcontractors.
VI. BUDGET
Provide a detailed budget that is not more than MYR117,000, including ALL anticipated costs, fees and any relevant taxes. Please confirm that your company will hold the proposed quotation for 60 calendar days. Also, please note, all bids must be stated in MYR.
File details come from the government source that posted it. Updated .