SOLICITATION NOTICE
X -- Conference Support Services and Space
- Notice Date
- 5/4/2009
- 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-09-1453
- Archive Date
- 5/22/2009
- 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 hotel that can provide the necessary services for a conference to be held in downtown New Orleans, LA on June 22-26, 2009. Sleeping rooms are not part of this acquisition, as attendees are responsible for making their own reservations for sleeping rooms. However, the facility must be able to accommodate 885 sleeping rooms for nights covering the length of the conference under one roof (no overflow). Contractor shall secure/block 885 sleeping room nights as follows: 225 rooms each on Monday, June 22 Wednesday, June 24, and 180 rooms on Thursday, June 25. The following space is required for the event: Secure Storage Space from Monday, June 22 Friday, June 26. Office Space from Monday, June 22 Friday, June 26. Speaker Preparation Space from Monday, June 22 Thursday, June 25th Registration Space: Space is required beginning at 7am on Monday, June 22nd through Thursday, June 25. Registration space must be located in an area able to accommodate congregation/flow of meeting attendees. Set up shall include 4 6-foot tables and 4 chairs as well as up to 4 easels to hold SSA furnished signage. An existing reception desk may be used in lieu of some of the tables. Evening Team Building Exercise Space: Space is needed on Monday June 22nd from 4pm 7pm for 225 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, chairs and 2 easels to hold SSA furnished signage. Exhibit Hall Space: Exhibit Hall Space is required from Monday June 22nd Thursday June 25th. Hall shall be large enough to hold twenty (20) 8x10 booth spaces, with a skirted 6 table, 2 chairs and electric access. Some exhibit spaces will require Internet access. Main Meeting Space: Space for 250 people set up in rounds is required on Tuesday, June 23 from 8:00 am 12:30 pm, Wednesday, June 24th from 8:00 am 2:30 pm, and Thursday, June 25 from 8:00 am 5:15 pm. Space set up to include a 24h x 24w x 12d stage, that includes a riser, lighting, draping and dιcor, as well as head tables. Breakout Rooms: All rooms to be set up in classroom style with one head table with seating for 2 people. Tuesday, June 23rd: 2 rooms, from 12:00 pm 5:00 pm for 125 people classroom style Wednesday, June 24th: 5 rooms, from 2:00 pm 5:00 pm for 50 people classroom style Thursday, June 25th 10 rooms, from 11:30 am 2:00 pm for 10-40 people classroom style Friday, June 26th, 1 room, from 8:00 am 1 pm for 20 people boardroom style 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 250 people. Unless otherwise stated, 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. Other Requirements: Event must be located in downtown New Orleans, LA. 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 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 may 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 easily accessible by elevator if needed. 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 Friday, May 8th. 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=2958dc4c506fe52476d40be3dc412bfa&tab=core&_cview=1)
- Place of Performance
- Address: New Orleans, LA, New Orleans, Louisiana, United States
- Record
- SN01808242-W 20090506/090504220436-2958dc4c506fe52476d40be3dc412bfa (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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