X -- Conference Support Services

Intent to Sole Source 2008 National Public Affairs Training Conference Seminar The Social Security Administration (SSA) intends to negotiate a sole source acquisition with the Baltimore Marriott Waterfront Hotel, 700 Aliceanna St, Baltimore, Maryland 21202, for the purpose of providing conference support services including registration space, conference meeting space, office space, and associated support services including A/V equipment, continental breakfast, morning and afternoon breaks, evening sessions, dry snacks/beverages and a working lunch for up to 400 attendees on the dates of June 1st - 5th, 2008. Food services must be served in an area in close proximity to the meeting space. Registration will begin the afternoon of Sunday, June 1st, and the conference meetings will begin on Monday, June 2nd. The following space is required: Registration space required Sunday June 1st from 1pm until Wednesday June 4th at 5pm including approximately six easels. Lounge/Suite space shall be available for conference speakers from 7 am to 5 pm from Monday, June 2nd - Wednesday, June 4th. Main meeting space shall be able to accommodate congregation/flow of: 150 attendees on Sunday June 1st, 300 attendees on Monday June 2nd, 400 attendees on Tuesday June 3rd and 300 attendees on Wednesday June 4th (note the contractor must be flexible with regard to the configuration of meeting space). Breakout rooms shall be set up as follows: 2 rooms for Monday June 2nd with 150 people per room, 4 rooms Tuesday June 3rd with 75 people per room, 10 rooms Wednesday June 4th with 10-50 people per room, and 1 room Thursday June 5th with 20 people per room. Exhibit space shall be provided for 24 (8x10) booths with aid from the conference decorating company to create an exhibit hall. The facility must also be able to accommodate a minimum of 940 sleeping room nights, at the Government per diem rate or less, as follows: 230 rooms per night from June 1st-4th and 20 rooms June 5th. Other Hotel Requirements: Hotel must be located in Baltimore, MD, Inner Harbor area; Hotel must be FEMA Approved and be able to offer at least 3 Handicap Accessible Rooms for attendee/participant reservations per night. Hotel must be in very 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. SSA is NOT seeking an event planner for this event. Response time is 6 calendar days ending Monday March 31st at 12pm.