QA (W3) June 30 Solicitation No. 19MY3026Q0014 Venue for Freedom 250 Sabah Reception 2026_.pdf
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- Venue for Freedom 250 Sabah Reception
- Solicitation number
- 19MY3026Q0014
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Department of State
About this file
This is a Questions and Answers document for Solicitation No. 19MY3026Q0014 regarding venue services for the Freedom 250 Sabah Reception 2026, dated June 26, 2026.
The document addresses three primary inquiries regarding event logistics and venue requirements. The event is scheduled for September 2, 2026, from 1800-2100 hours, with setup space required from morning on that day and preferably available the night before. Buffet-style catering is required for dinner only on September 2; the afternoon is designated for setup activities. The ballroom setup must accommodate 400 guests, with seating provided for approximately 5 percent of attendees (20 guests) using lounge chairs or sofas without tables. Award notification timing will follow technical evaluation of proposals after the submission deadline, though no specific award date is provided. This document does not establish formal response dates, pricing terms, or federal agencies involved, as it serves solely to clarify requirements referenced in the associated Statement of Work.
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Questions and Answers (W3)
Solicitation No.: 19MY3026Q0014 Venue for Freedom 250 Sabah Reception 2026
Date: June 26, 2026
Question 1 – Could you please advise when the award notification for the solicitation in subject is expected to be released? The hotels and convention centers in Sabah have provided proposal validity periods, and this information would assist us in maintaining the validity of our quotations.
Answer 1 – The award will be determined after the technical evaluation following the submission deadline.
Question 2 – Referring to SOW section 1.5, the actual event shall take place on 02nd sept 26 from afternoon until the evening. Could you please confirm the following:
(a) Will buffet-style catering be required only for lunch and dinner on 2 September 2026?
Answer 2 (a) – Only for dinner. The afternoon of Sept 2 will be for setup.
Question 2 (b) – Could you please provide the anticipated hours of operation? We understand that, under Section
1.7 of the SOW, the final schedule will be provided one month prior to the event; however, any preliminary information available at this stage would be greatly appreciated to support the preparation of our quotation.
Answer 2 (b) – Actual event will be from 1800-2100. We will require the space from morning for setup. Prefer if the space is available the night before.
Question 3 – The ballroom set up requires 5% of the 400 guests to be seated. Could you please confirm whether tables with tablecloths should be provided for the seated guests?
Answer 3 – Lounge chairs/sofa would be preferred without table.
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