Scope of Work - Flag Football Setup.pdf
PDF 195 KB Posted
- Attached to
- Event Management for Flag Football
- Solicitation number
- 19MY3026Q0009
- Issued by
-
Department of State
About this file
This is a Statement of Work (SOW) issued by the U.S. Embassy Kuala Lumpur's Public Diplomacy Section for comprehensive event management services supporting an American Flag Football promotional campaign. The contract covers coordination and implementation of flag football clinics and tournaments across six Malaysian locations (Kuala Lumpur, Kedah, Penang, Kelantan, Sabah, and Sarawak) from June through December 2026, with each event lasting two days and targeting 80-100 Malaysian students aged 15-25 years old.
The contractor must provide pre-event deliverables including venue procurement at all six locations with appropriate field space and parking, securing professional certified coaches, designing promotional materials and event branding aligned with the Embassy's Freedom 250 campaign, and managing invitations and RSVPs. For each event venue, services include setup with compliant branding, AV systems for speakers and coaches, and for the Sabah location specifically, provision of stage, seating, backdrop, emcee services, and launch device. The contractor must source and distribute 30 flag football kits to five schools per location, procure 700 units of branded merchandise (bottles, shoe bags, towels), provide competition trophies, conduct professional media and documentation services including photography and videography, and arrange transportation for students, university groups, and coaches. The detailed budget limit is USD 30,000 maximum (to be quoted in Malaysian Ringgit), with quotes valid for 60 calendar days. All materials become property of the U.S. Embassy, and the contractor must comply with applicable U.S. and Malaysian laws. Proposals should describe company qualifications and identify any subcontractors used.
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Other files
| File | Type | Posted |
|---|---|---|
| Scope of Work - Flag Football Setup 4.8.pdf | ||
| 19MY3026Q0009_Questions and Answers.docx | DOCX document | |
| 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 – December 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.
c. Modification: This SOW may be modified by mutual written agreement between the
Embassy and contractor.
d. Compliance: Contractor must comply with all applicable U.S. and Malaysian laws and regulations.
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 USD30,000, 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 .