Event Venue for U. S. Embassy Kuala Lumpur Reception

The U.S. Department of State, through its Embassy in Kuala Lumpur, Malaysia, is soliciting quotations for venue services to support two separate receptions: the 2026 Independence Day Reception and the Freedom 250 Reception commemorating the 250th Anniversary of the U.S. Declaration of Independence. The Embassy intends to award a single purchase order or contract for each event's required venue and support services. Key requirements include providing a main ballroom accommodating 1,400 guests, meeting rooms, security facilities, covered parking with minimum 300 spaces, audiovisual equipment, catering services with bar stations and buffet areas, decorations in red, white, and blue, flagpoles with U.S. and Malaysian flags, wireless internet, and compliance with strict security protocols established by the U.S. Embassy Regional Security Office and Malaysian security services. Prospective vendors must maintain valid and active registration in SAM.gov at the time of proposal submission and should direct technical questions to Procurement Supervisor Punitha at ratnasingamp@state.gov. The deadline for submitting quotations is March 31, 2026, at 12:00 noon Malaysia time, with no quotations accepted thereafter, and vendors are encouraged to monitor the solicitation as event dates may be subject to adjustment.

This solicitation involves no set-aside designation and represents an independent procurement with no incumbent contractor identified. The Embassy will provide specific final guest headcount, security staffing, production staff, alcohol, beverages, metal detectors, and Embassy-provided technological equipment and ingredients, with the contractor responsible for all other venue, catering, and support requirements as detailed in the respective Statements of Work. The Independence Day Reception is scheduled for June 4, 2026 (with period of performance June 3-4), while the Freedom 250 Reception is scheduled for July 2, 2026 (with period of performance July 1-2), both occurring in Kuala Lumpur within 12 kilometers of the U.S. Embassy at 376 Jalan Tun Razak. No specific award value or budget range is disclosed in the solicitation notice. The Contracting Officer is Sara Epstein, and all quotations must be submitted electronically to KualaLumpurDTO@state.gov with subject lines identifying the specific reception being quoted.