Added: Jun 06, 2008 1:50 pm
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 event called Gear Up! 2008 Operations DDS-Systems Workshop .
This event will be held in Baltimore, City MD on August 25-29, 2008.
Contractor shall secure/block 1,200 sleeping room nights as follows: 375 rooms per night August 25-27, and 75 rooms on August 28.
The following space is required for the event:
Registration: Space is required beginning at 3pm on Monday, August 25th through the conclusion of the conference on Thursday, August 28th at 6pm. Registration space must located in an area able to accommodate congregation/flow of meeting attendees. Set up shall include three 6-foot tables and 4 chairs. A conveniently located, permanent registration counter may be offered for use in lieu of the tables.
Space for General Session and Breakout rooms must be reserved for SSA under a 24-hour hold due to the AV requirements.
General Session Meeting Space:
August 26-28 - Main Meeting Space is needed for 500 people, set up classroom style with a riser holding a head tables for 5 presenters.
Breakout Rooms:
August 26 28: 1 executive board room for 20 people, 9 rooms set up classroom style for 40 people, 3 rooms set up classroom style for 60 people, 2 rooms set up classroom style for 100 people.
August 29: 1 breakout room for 60 people set up in U-Shape.
Exhibit Space:
August 26-28 Space is needed on Wednesday, August 27th from 7am-6pm to hold up to 12, 6x6 exhibits. Each exhibit will require 1 6ft table and two chairs. Space must be located in close proximity to main meeting space and can share the space of the Registration area.
Audio Visual and Food Services:
In addition to meeting space, the contractor must be able to provide Audio Visual Equipment and Food Services such as continental breakfasts, AM and PM breaks for 500 people. Food services must be served in an area in close proximity to the meeting space.
Guard Service: Contractor must provide a security guard service to secure SSA furnished AV Equipment after hours on August 25-27 from 4pm 8am.
Other Requirements: Event must be located in Baltimore City, MD. Contractor must be a reputable chain hotel that is FEMA Approved and be able to offer handicapped rooms if requested by attendees. Contractor must meet and have the ability to exceed the number of sleeping rooms requested if needed. Contractor Facility must be located in close proximity to public transportation system and numerous restaurants and located in a safe, secure location. The conference events and the sleeping rooms must be under one roof. Facility must permit SSA to set up its own Audio Visual equipment onsite, and permit SSA to establish a Local Area Network with connectivity in each breakout room. Contractor must offer onsite parking.
The posted time for this synopsis is changed to three calendar days. A request for quote (solicitation) will be issued on or around Tuesday, June 10th. 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. SSA is not seeking sources for future events.
Contractor must be registered in CCR.
