SOLICITATION NOTICE
X -- Conference Support Services and Space
- Notice Date
- 2/27/2009
- Notice Type
- Presolicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Social Security Administration, Office of Budget, Finance, and Management, Office of Acquisition and Grants, 1st Floor, Rear Entrance, 7111 Security Blvd., Baltimore, Maryland, 21244
- ZIP Code
- 21244
- Solicitation Number
- SSA-RFQ-09-1315
- Archive Date
- 3/13/2009
- Point of Contact
- Melissa A Kloman,, Phone: 410-965-9515, Syreeta Gay,, Phone: 410-965-9510
- E-Mail Address
-
melissa.kloman@ssa.gov, syreeta.gay@ssa.gov
- Small Business Set-Aside
- N/A
- Description
- The Social Security Administration (SSA) has a requirement for a third party to provide conference support services including space, A/V equipment, and food and beverages for our upcoming 2009 DDS Management Forum. This event will be held at a contractor’s facility in Detroit, MI on May 17-21, 2009. Contractor shall secure/block 1,285 sleeping room nights as follows: 160 rooms on Sunday, May 17, 350 rooms each night on Monday, May 18 – Wednesday, May 20, and 75 rooms on Thursday, May 21st. The following space is required for the event: Registration: Space is required beginning at 12pm on Monday, May 17th through the end of the meeting on Thursday, May 21st. Registration space must be located in an area able to accommodate congregation/flow of meeting attendees. Set up shall include 2 6-foot tables and 4 chairs as well as up to 10 easels to hold SSA furnished signage. General Session Meeting Space: Monday, May 18th, 8am-5pm, space is needed for 100 people, set up classroom style with 2 head tables. Tuesday, May 19th, and Thursday, May 21st, space is needed for 350 attendees, set up classroom style with a head table on risers with seating for 6 people. Breakout Rooms: All rooms to be set up classroom style with one head table with seating for 6 people. Monday, May 18th: 1 room, from 8am-5pm, for 50 people Tuesday, May 19th: 8 rooms, from 1pm – 5pm for 50 people Wednesday, May 20th: 8 rooms, from 8am – 5pm for 50 people Thursday, May 21st: 1 room, from 1pm – 5pm for 50 people Evening Reception: May 18th from 6:00pm – 7:30pm to host a welcome reception for 300 people. The area for the reception should be sufficient in size and adaptable to accommodate any participants in wheelchairs or scooters. Space shall include 1 table and 2 chairs at the entrance, as well as occasional cocktail rounds and several tables and chairs. Evening Awards Banquet: May 20th from 6:00pm – 9:00pm to host an evening awards banquet for 200 people. The area for the reception should be sufficient in size and adaptable to accommodate any participants in wheelchairs or scooters. Space shall include 1 table and 2 chairs at the entrance, as well as occasional cocktail rounds and several tables and chairs. Room shall be set up in rounds seating 10-12 people. Front of room shall have a riser with stairs on both ends. 2 six-foot tables and several chairs shall be placed on the riser. Audio Visual and Food Services: In addition to meeting space, the contractor must be able to provide Audio Visual Equipment including projection and sound equipment, and Food Services such as continental breakfasts, AM and PM breaks for up to 350 people. Food services must be served in an area in close proximity to the meeting space and in a space reserved solely for the use of conference attendees. Food and beverages for the Evening Reception and Awards Banquet are NOT covered by this order. Other Requirements: Event must be located in Detroit, MI. Contractor must be able to meet all availability for the requested dates. Contractor must be part of a reputable hotel chain and shall provide a hotel facility that is FEMA Approved and be able to offer handicapped rooms if requested by attendees. Contractor Facility must meet, and have the ability to exceed, the number of sleeping rooms requested. Contractor Facility must be located in close proximity to public transportation system and located in a safe, secure location. Contractor Facility must have internal and external access to a variety of restaurants that offer food at the Government per diem rate. These restaurants must be within a 2 block walking distance to the meeting facility as attendees will only have 45 minutes to 1 hour to obtain lunch during the provided lunch breaks, and as some participants will have mobility impairments. The conference events and the sleeping rooms must be under one roof. Meeting space must be in close proximity to each other and limited to no more than two floors, and easily accessible by elevator. Ballroom space on Wednesday may 20th must be separate from the breakout space due to award banquet set up and preparation. Contractor must offer onsite parking. Contractor must have adequate staff on site during the entire event. Contractor must be registered in CCR. The posted time for this synopsis is changed to three calendar days. A request for quote (solicitation) will be issued on or around Tuesday, March 3rd. The solicitation will be available for downloading from the FedBizOpps website and will be available in electronic format only. Note: SSA plans to issue one award to the lowest priced vendor who can provide all the requirements. SSA is NOT seeking an event planner for this event. An event planner is defined as: A third-party that would act as the agent of the Government to locate a hotel and subcontract any services related to this event. SSA is NOT seeking sources for future events.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=23395694b7a30286d0691e15e950cb30&tab=core&_cview=1)
- Place of Performance
- Address: Detroit, Michigan, United States
- Record
- SN01758879-W 20090301/090227220422-23395694b7a30286d0691e15e950cb30 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |