Catering Services and Banquet Space

The Social Security Administration (SSA) intends to negotiate a sole-source acquisition with Martin’s West, 6817 Dogwood Road, Baltimore, MD 21244 for the purpose of obtaining off-site catering services with banquet space. BANQUET SPACE WITH CATERING SERVICES AT CONTRACTOR’S FACILITY: Services are for the Agency’s Annual Awards Ceremony to be held on September 23, 2009. Space must be available to SSA, early on September 22nd through 6:00 p.m. on September 23rd to allow for set-up and break down of decorations, etc. The banquet space facility must: 1) Be located within 5 miles of the SSA Woodlawn Complex located at 6401 Security Blvd, Baltimore, MD 21235 (within 5 miles); 2) Availability all day on September 22nd and from 6am – 2pm on September 23rd, 2009; 3) Provide an onsite event manager for set up all day on September 22nd and beginning at 6am on September 23rd through the entire event; 4) Have a ballroom able to seat 1,200 guests in theatre style seating from 8:30 a.m. to 2:00 p.m. for the ceremony which begins at 10:00 a.m. (awardees and guests will begin arriving at 8:30am); 5) Have the capacity to serve a stand-up buffet luncheon for 1,200 beginning at 11:15 a.m. in a separate room which is easily accessible from the ceremony room without going outdoors; Luncheon items to include various potato, slaw, and fruit salads, gourmet sandwich breads and rolls, assorted sliced meats for sandwiches, pasta primavera, chicken drumettes, grilled vegetables, assorted cheeses and sandwich toppings, assorted mini pastries, iced tea, soft drinks and bottled water; 6) Allow the use of 3rd party contractors for decorating, lighting, and audio visual needs; 7) Allow 3rd party contractors access to the space, and loading dock on September 22nd. 8) Be able to provide a 24” high, 48’ x 24’ stage with secured steps on both sides and a handicap accessible ramp, along with a podium with light and microphone; 9) Able to provide a tuned piano; 10) Be able to accommodate the arrival of SSA Staff personnel beginning at 6:00 a.m. on the day of the ceremony for the purpose of making final preparations for the event; 11) Offer free parking for 300 cars including at least 22 reserved spaces; and space to park 10 motor coaches; 12) Be able to provide a secure storage room for attendees’ luggage on the day of the event; 13) Be able to provide a locked storage room for approximately 70 boxes of award plaques, and an 8 foot agency seal to be delivered the afternoon of September 22nd. 14) Provide a lobby area for registration tables, water stations, and six 6-foot round luncheon tables and chairs and six cocktail rounds with space to accommodate an 8-10 person chorus during the luncheon. 15) Be able to provide a separate, private waiting area for a small number of Agency officials; and 16) Be ADA compliant offering easy access to the facility for persons with disabilities. The proposed contract action is for services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 13.106-1(b)(1). Interested parties may identify their interest and capability to respond to the requirement. This notice of intent is not a request for competitive quotes. SSA is NOT seeking an event planner or a caterer that cannot provide the required banquet space. Therefore, SSA is NOT considering multiple awards. All responses received by 3:00pm EST within three (3) government workdays (on Thursday, March 5th) after date of publication of the synopsis will be considered by the Government. A determination by the Government not to compete the proposed action based up on responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive acquisition. The response time is three (3) government workdays as allowed by FAR 5.203(a)(1).