4-K26-0030-25 - RFP - Maryland Mediators 2026 Convention.pdf

Request for Proposals (RFP)

Procurement Maryland Judiciary – mdcourts.gov/procurement

Issue date: 10/XX/2025

K26-0030-25 – Maryland Mediators’ 2026 Convention

Dear Prospective Offeror:

The Administrative Office of the Courts (AOC) issues this Request for Proposals (RFP) on behalf of the Mediation and

Conflict Resolution Office (MACRO) to provide meeting space to accommodate between 200-300 attendees for its 2026

Mediators’ Convention to be held on June 24, 2026. This solicitation is exempt from Maryland Judiciary Procurement

Policy under Article I.(2)(B)(i)(IX). Competition is being sought solely to ensure the best value for the Maryland Judiciary.

Scope of Work. Offerors shall refer to Attachment 1 – Scope of Work.

Important Events. Offerors shall refer to the project details and important events on the Procurement Portal for the date and time of the pre-proposal conference (as applicable), site visit(s) (as applicable), deadline for questions, and Solicitation closing date & time.

Questions. Offerors shall direct all communication regarding this RFP to the Procurement Officer. Submit questions to the

Procurement Officer through the opportunity Q&A section on the Procurement Portal, or via email to the Procurement

Officer, no later than the date indicated on the solicitation. The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the AOC unless issued in writing as an addendum.

Process. Your firm is invited to submit a proposal for these goods and/or services. Offerors shall include the following:

1. Addenda Acknowledgment: Offeror shall acknowledge receipt of any addenda on the Procurement Portal. If the

Offeror submits their proposal via email to the Procurement Officer, the Offeror shall make a statement acknowledging receipt of any addenda in their proposal. Failure to acknowledge addenda may result in your proposal being found not reasonably susceptible of being selected for award.

2. Transmittal Letter: Offeror shall provide a transmittal letter prepared on the Offeror’s business stationary and signed by an individual who is authorized to bind the Offeror to the requirements as stated in this RFP, including all addenda.

3. Company Profile & References/Experience: Offeror shall provide a brief history of their firm, and any relevant references/experience providing these types of good and/or services for other clients.

4. Technical Response: Offeror shall provide a high-level description of how the Offerors proposed goods and/or services will meet or exceed the requirements of this RFP (e.g., brochures, service overviews, sales literature).

5. Price: Offeror shall provide the proposed total fee for the requested goods and/or services on the Attachment E –

Bid/Price Proposal Form and itemized pricing (e.g., itemized event space prices) on a separate itemized price proposal.

6. Subcontractors: For all subcontractors that will work on the contract if the Offeror receives an award, Offeror shall include a full description of the duties each subcontractor will perform and why/how each subcontractor was deemed the most qualified for this project.

7. Additional Documentation: Offerors shall furnish any additional documents that may become part of the final agreement (e.g., Software License Agreements, General Terms & Conditions).

Response. Proposals shall be received through the Procurement Portal, or via email to the Procurement Officer, not later than the date and time indicated on the Procurement Portal. By submitting a response in the Procurement Portal or via email, the submitting individual certifies they are authorized to bind the Offeror to the requirements of this Solicitation, including all addenda.

Award. A contract/purchase order shall be awarded to the responsible Offeror(s) submitting the proposal that has been determined to be the most advantageous to the AOC, considering price and evaluation factors set forth in this RFP, for providing the goods and/or services as specified in this RFP.

Evaluation. Proposals will be evaluated for technical merit, as well as price. The criteria to be applied to each Proposal are listed in descending order of importance. Unless stated otherwise, any sub-criteria within each criterion have equal weight.

1. Extent to which the Offeror’s response meets the overall requirements of the RFP; and,

2. Price

Discussions or negotiations may be conducted with Offerors. At the discretion of the Procurement Officer, following recommendation by the evaluation committee, a shortlist of proposals may be established during the evaluation. Only shortlisted Offerors would continue in the evaluation process; Offerors not shortlisted shall be so advised. The Procurement

Officer may invite one or more qualified offerors for onsite or virtual presentations (preferred) of their proposals. When in the best interest of the Maryland Judiciary, the Procurement Officer may request that Offerors revise their initial proposals by submitting Best and Final Offers (BAFOs).

Contract/Purchase Order Term. The purchase order term will be from the date of purchase order issuance until project completion, or 06/30/2026, whichever is sooner.

Acceptance of Terms & Conditions. By submitting a proposal in response to this RFP, the Offeror, if selected for award, shall be deemed to have accepted the terms and conditions of this RFP and the Standard Contract Agreement Sample attached hereto as Attachment A for total contract values exceeding $100,000.00, and Standard Terms and Conditions for

Small Procurements attached hereto as Attachment G for total contract values below $100,000.00. Any exceptions to the terms and conditions of this RFP, the Contract, or Standard Terms and Conditions for Small Procurements must be clearly identified in the Proposal. By submitting a proposal in response to this RFP, the Offeror, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the contract/purchase order.

Public Access to Judicial Records. An Offeror shall specifically identify those portions of its proposal that it considers confidential, proprietary commercial information, or trade secret, and provide justification why such materials, upon request, shall not be disclosed by the AOC under Title 16, Chapter 900 of the Maryland Rules. The inspection of Judiciary procurement documents shall be governed exclusively by the Judicial Branch Procurement Policy. Procurement documents are presumed to be open to the public for inspection, except as otherwise provided by the Judicial Branch Procurement

Policy.

Verification of Registration & Tax Payment. Before an entity can do business in the State of Maryland, it must be registered with the Department of Assessments and Taxation (SDAT), State Office Building, 123 Market Place, Baltimore, Maryland 21202. For registration information, visit: https://www.egov.maryland.gov/businessexpress It is strongly recommended that any potential Offerors complete the registration prior to the closing date for receipt of proposals. An

Offeror’s failure to complete the registration with SDAT may disqualify an Offeror from final consideration and recommendation for Contract/Purchase Order award. By submitting a proposal in response to this RFP, each Offeror represents that it is not in arrears in the payment of any obligations due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the Contract/Purchase order, if selected for Contract/Purchase Order award.

Payment. Payments to the Successful Offeror shall be made not later than thirty (30) days after the acceptance of deliverables, and receipt of a proper invoice from the Successful Offeror. Any charges of interest or the like for late payment are prohibited.

Contract Affidavit. All Offerors are advised that if a Contract is awarded as a result of this solicitation, the Successful

Offeror will be required to complete a Contract Affidavit. A sample of this Affidavit is included for informational purposes as Attachment C of this RFP.

https://www.egov.maryland.gov/businessexpress

Non-Disclosure Agreement. All Offerors are advised that if a contract is awarded as a result of this RFP, the Successful

Offeror shall be required to complete a Non-Disclosure Agreement. A sample of this Agreement is included for informational purposes as Attachment F of this RFP. This signed Agreement must be provided with the Successful Offeror’s signed Contract.

Incurred Expenses. The AOC will not be responsible for any costs incurred by an Offeror in preparing and submitting a proposal, in making an oral presentation, in providing a demonstration, or in performing any other activities relative to this

RFP.

Thank you for your interest in doing business with the Maryland Judiciary.

Sincerely, Marsha Rowe

Procurement Officer

Email: Marsha.Rowe@mdcourts.gov

Phone: 410-260-1263

Attachments:

Attachment C – Contract Affidavit Sample

Attachment E – Bid/Price Proposal Form

Attachment F – Non-Disclosure Agreement Sample

Attachment G – Standard Terms and Conditions for Small Procurements

Attachment 1 – Scope of Work mailto:Marsha.Rowe@mdcourts.gov