PR15472559 Questions and Answers (Aug 15 2025).pdf

Solicitation No: PR15472559

Questions and Answers:

Date: 15 August 2025

I. Scope of Services

General Information

Question 1: What is the purpose of the America 250 Semiquicentennial Tour?

Answer 1: The tour commemorates the 250th anniversary of the United States, aiming to strengthen U.S.–Malaysia bilateral ties through cultural exchange, education, innovation, and civic engagement. It will feature activities and booths showcasing U.S. history, government programs, education opportunities, American culture, and shared prosperity.

Question 2: What is the expected audience size or foot traffic?

Answer 2: Each location is expected to attract approximately 300 visitors.

II. Scope of Work

Locations and Venues

Question 3: What are the locations for the tour?

Answer 3: The tour will take place at six American Corners in Malaysia (Kuala Lumpur, Kedah, Penang, Kelantan, Sabah, and Sarawak) and three additional locations in Perak, Terengganu, and Johor. Venues for the American Corners are provided free, while venues for the additional locations must be sourced and rented by the contractor.

Question 4: Are there preferred venue types for Perak, Terengganu, and Johor?

Answer 4: While there is no specific preference, venues should be central, indoors, and capable of attracting strong foot traffic. Examples include shopping malls, community halls, or hotels.

Question 5: Are there any restrictions on operating hours, setup times, or power usage?

Answer 5: Vendors must consult with each American Corner. Generally, setup can occur during operating hours and up to 1–2 hours after closing, with host organization approval.

There are no restrictions on power usage, but reasonable operation is expected.

Question 6: What is the estimated space size at each location?

Answer 6: American Corners are hosted by different institutions/organizations, hence there are various sizes. You may find out about the host institutions at the website (https://my.usembassy.gov/education/american-spaces/).

Vendor is not limited to only use the space in the host organizations that is dedicated to the American Corner, but may utilize spaces that are available in the host institutions, such as lobby or multi purpose hall, for this program.

Question 7: What is the confirmed dates for the 9 locations?

Answer 7: There are no confirmed dates for the 9 locations. However, the press announcement, and social media blitz must be by end of September 2025. The first tour is expected to start in KL in early December followed by other locations in consultation with the embassy. The vendor may propose dates, which will be finalized upon confirmation by the embassy.

Question 8: Would there be an opening and closing event, or is it just an opening? Does the opening include one of the 9 venues, or is it a 9 + 1?

Answer 8: It is only an opening event, and it will take place one time in KL, followed by the tour in

KL. However, if a closing event would add value to the tour, vendors are welcome to propose it, provided there is sufficient budget.

Booth Design and Setup

Question 9: What are the dimensions and layout requirements for each booth?

Answer 9: Booths are recommended to be 3x3 meters, with consistent design aesthetics incorporating distinct visual cues for individual functions. The size can vary based on the venue size.

Question 10: What equipment is required for the booths?

Answer 10: Each booth should include one table, two chairs, a backdrop, a TV (minimum 65 inches for six booths), and a display rack. Booths showcasing American food should have space for food displays.

Question 11: Who provides the 2 assistants per booth?

Answer 11: The vendor should provide the staffing with the recommendation from the Embassy. The assistants should have relevant knowledge on the topics represented by the booths, such as our exchange alumni for exchange program booth.

Question 12: What are the assistants expected job scopes and hours of work?

Answer 12: Hours may be different for each venue – maximum 8 hours. Assistants are expected to answer enquiries from visitors and promote the programs they are tasked with.

Question 13: Will training or briefing be provided, and by whom?

Answer 13: Training will be provided by Embassy officials.

https://my.usembassy.gov/education/american-spaces/

Promotional and Publicity Services

Question 14: What are the expected quantities and types of printed promotional items?

Answer 14: A total of 4,000 items (e.g., pens, tote bags, bottles) will be produced for all nine locations.

Question 15: What platforms should the social media campaign cover?

Answer 15: Facebook, Instagram, and websites belonging to the Embassy and host institutions.

Question 16: Should the vendor develop media content?

Answer 16: Yes, the vendor is responsible for creating posts, videos, and other media content.

Question 17: Will Embassy branding guidelines be shared for all marketing materials?

Answer 17: Yes.

Question 18: For traditional media, who provides press contacts? Does the Embassy facilitate connections? Or you require a PR Agency to execute??

Answer 18: Embassy can facilitate connections.

Question 19: What are the expectations for the two media coverages per key location — TV, newspaper, online?

Answer 19: Vendor to ensure that there are media who will attend and cover the event.

Question 20: Is it necessary to begin boosting social media announcements in September, or would that be considered too early since the launch starts in December? Could we get a little more clarification on what you meant by first media advertisement?

Answer 20: The announcement of America 250 Celebration must be promoted in September, without the need to immediately issue invitations to attend the event. There should be a teaser advertisement in September to let everybody know that the America 250 is coming so that momentum can be built up to the actual event.

Question 22: Does the social media scope include only planning and creative development, or will it also involve posting and account management?

Answer 22: It involves all of the above

Question 23: Is there a full-on criteria in terms of what is meant by media advertisement? Could it come in a small form, such as buying an ad on META, or could it be an outdoor billboard, outdoor digital billboard, or a press ad?

Answer 24: We are open to suggestions on what would be the best way to start a promotion. A teaser followed by an actual advertisement telling people where the event is, when, and the various locations.

Transportation

Question 25: Are there specific pickup/drop-off locations and schedules for buses?

Answer 25: Vendors can suggest schools, universities, or colleges for each location. Transportation should be two-way for both days.

Survey and Data Collection Question 26: Will the survey design and content come from the Embassy, or we have to create it?

Answer 26: Vendor to create in consultation with embassy.

Question 27: What is the expected demographic breakdown for surveys?

Answer 27: The majority of survey participants should be youth, with a mix of high school and university students, general public members, and government agencies.

Question 28: What statistical methods or reporting formats are required?

Answer 28: Cross-tabulation methods should be used, with reports including an executive summary, methodology, pre/post comparison tables, and disaggregated data by state and audience group.

Question 29: How will data be collected (paper, tablet, QR code)?

Answer 29: Vendor to decide.

Question 30: Should analysis be comparative (before/after) or descriptive?

Answer 30: The analysis should be both comparative and descriptive, but with a stronger emphasis on comparative (before/after) analysis. We would like the assessment on the impact of this tour, to show statistically whether participants learned something, changed attitudes, or became more aware of Embassy programs and innovative prowess of the U.S.

Documentation

Question 31: What are the photo/video guidelines?

Answer 31: Photos must be high-resolution (minimum 300 DPI, 4000x3000px) in JPEG and RAW formats. Videos should be in Full HD or 4K, with clear audio and key moments captured.

Highlight reels (1–2 minutes) and raw footage must be organized and delivered.

Question 32: Is there a standard reporting template/format from the Embassy?

Answer 32: No.

Launch Event Question 33: What is the proposed date for the National Kickoff Event in Kuala Lumpur?

Answer 33: December 5 or 12, 2025. The event will be held at AYCKL in Publica.

Question 34: What is the expected duration of the launch event?

Answer 34: The event will last one hour, including speeches and a launching gimmick.

Question 35: Will the launch in Kuala Lumpur (AYCKL), be followed immediately by the start of the tour for KL as well in the same venue?

Answer 35: Yes, that would be ideal.

Question 36: What is the expected format and delivery timeline for invitations?

Answer 36: Invitations should be sent via email, with an RSVP deadline set for 20 days prior to the event. Periodic reminders should be sent to non-respondents to encourage timely replies. Additionally, a final reminder should be sent to all confirmed attendees one day before the event begins.

Question 37: Can you elaborate on the lineup of key speakers, panelists, and special guests for the launch event? Who will be speaking or featured as panelists/special guests at the launch event?

Answer 37: It is essential to select speakers and panelists who embody the values, history, and aspirations of the United States while engaging a diverse audience. Ideal speakers may include U.S. foreign policy experts, cultural diplomacy advocates, exchange program alumni, business and innovative leaders, and emerging youth leaders

Question 38: Who sources the Malaysian artists?

Answer 38: Vendor in consultation with Embassy.

Question 39: We need to propose some artists for the exchange program. What are the expectations for the artists or the performance? Is it a visual artist or performance? Are we looking at Malaysian performance or focusing more on U.S. performance, or a crossover?

Answer 39: Feel free to propose a few suggestions you think will be good. It will be a mix of U.S. and local artists. Choose artists that do not have anything unsavory that could cause us trouble.

Question 40: The launch date is December 4, which is a Friday. Should the tour for KL start immediately after the media, or should there be a break?

Answer 40: If the launch is on December 5, then the tour starts on December 6 and 7 in KL.

III. Period of Performance

Question 41: What is the timeline for the tour?

Answer 41: The tour begins in December 2025 and should ideally be completed within 9–12 months, avoiding school breaks and public holidays.

IV. Payment Terms and Conditions

Question 42: Is there a maximum budget for the project?

Answer 42: No maximum budget has been specified. However, any amount above $30,000 USD requires SAM.gov registration.