Scope of Work - Venue for Asia Pacific Round Table.pdf
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- Attached to
- Venue for Roundtable
- Solicitation number
- 19MY3026Q0012
- Issued by
-
Department of State
About this file
This is a Scope of Work document for venue rental services required by the U.S. Embassy Kuala Lumpur's Public Diplomacy Section for the Asia Pacific Round Table Conference.
The contractor shall provide a conference venue in Kuala Lumpur from June 30 to July 2, 2026 (3-day duration) that includes classroom-style setup with tables and chairs, a backdrop with aligned Embassy and partner branding, and an audiovisual system for speaker presentations. Additionally, the contractor must source and provide 100 units of conference materials (bags, booklets, and pens) for attendee distribution. All materials produced must include U.S. Embassy and Freedom 250 branding, and all intellectual property becomes property of the U.S. Embassy for future use. The performance period is June 2026 through July 2026.
Proposals must include descriptions of company qualifications and experience, identification of any subcontractors performing portions of the work, and a detailed budget not exceeding MYR100,000 (Malaysian Ringgit), including all anticipated costs, fees, and relevant taxes. The contractor must confirm willingness to hold the proposed quotation for 60 calendar days. All bids must be stated in Malaysian Ringgit. Contractors unable to meet specified requirements are invited to propose alternatives.
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Text version
SCOPE OF WORK FOR PUBLIC DIPLOMACY SECTION
FOR RENTAL OF VENUE
DURING THE ASIA PACIFIC ROUND TABLE CONFERENCE
I. SCOPE OF WORK
A. The U.S. Embassy Kuala Lumpur's Public Diplomacy Section is seeking a venue rental during the Asia Pacific Round Table conference. 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 rent a venue as part of the U.S. Speaker’s presentation during the Asia
Pacific Round Table conference with the following services:
Venue: Kuala Lumpur
Timeline: June 30 to July 2, 2026
Duration of event: 3 days
Required Services:
1. Event Venue rental o Rental of venue (conference room) with table and chairs classroom style setup o Backdrop design and branding visibility that is aligned with the Embassy & partners’ branding o AV system for speaker presentation
3. Conference materials o To source and provide 100 units of conference materials to be distributed to the attendees. Materials should be such as bag, booklet, and pen.
III. PERIOD OF PERFORMANCE
The performance period of this contract is June 2026 – July 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 MYR100,000, 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.
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