Solicitation No. K27-0010-25U – 2027 Juvenile Behavioral Health Summit

Rev. 11/06/2025

ATTACHEMENT 1 – SCOPE OF WORK

A. SUMMARY

The AOC is seeking proposals, on behalf of the Office of Problem-Solving Courts, from prospective Offerors for a facility in Maryland to host the 2027 Statewide Juvenile Behavioral Health Summit.

B. BACKGROUND INFORMATION

The Summit is a structured, collaborative convening that brings together stakeholders from juvenile justice, behavioral health, education, child welfare, public health, and community-based services to examine and strengthen how systems respond to the behavioral health needs of youth. The Summit focuses on the key decision points where youth and families first encounter, and often move across, schools, courts, service providers, and community supports. Through expert panels and facilitated breakout sessions, participants will explore early identification, prevention, diversion, treatment access, and continuity of care for youth with mental health and substance use needs. Attendees will identify gaps, barriers, and promising practices across systems, and collaboratively develop strategies to improve coordination, reduce system involvement, and promote developmentally appropriate, trauma-informed responses that support youth, families, and communities.

C. OFFEROR MINIMUM QUALIFICATIONS

The Successful Offeror shall propose an event location located within fifty (50) miles of 187 Harry S. Truman

Parkway, Annapolis MD 21401.

D. SCOPE OF WORK

1. The AOC prefers a secure, ADA compliant, facility offering a complete meeting package including:

a. Rooms

(1) One hundred and five (105) single occupancy overnight accommodations for event staff and attendees with the following amenities:

i Secure wireless high-speed internet;

ii Television;

iii In-room desk/workspace;

iv Mini refrigerator;

v Iron and ironing board;

vi Microwave access;

vii Privately controlled heat and air conditioning;

viii Hair dryer; and, ix Coffee machine.

(2) Room block(s) to be made available to event attendees.

(3) One (1) large private meeting/event space with the following:

i Availability on the evening prior to event for event set-up.

ii A stage or raised presentation area large enough to accommodate two (2) tables and four (4) chairs for presenters, in addition to one (1) podium, with adequate space for panel-style presentations.

iii Seating to accommodate up to five hundred (500) attendees total, including twenty-four (24) groups with up to eighteen (18) member small groups (e.g., U-shaped, hollow square, or pod layout) and one (1) group with up to seventy (70) configured in a pod or classroom style with an additional long row of tables with chairs for staff, presenters, etc., on the side or back of the room.

iv Audiovisual equipment including, at minimum:

1. Two (2) projector screens or TVs large enough to ensure all attendees can read presentation content.

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2. One (1) projector with the ability to play embedded web videos clearly.

3. Two (2) wireless lavalier microphones.

4. Four (4) wireless handheld microphones.

5. One (1) Podium.

6. Speakers throughout the room to amplify microphones and projector to ensure all attendees can hear content.

v Secure wireless high-speed internet.

vi Windows.

vii One (1) wall clock easily visible throughout room.

viii Adjustable thermostat.

ix Adjustable lighting.

x Padded chairs with lumbar support.

xi Three (3) long, skirted tables outside of meeting/event space with six (6) chairs for sign-in area.

xii Two (2) power strips and two (2) extension cords.

(4) Six (6) private meeting/event spaces, one (1) that can accommodate up to seventy

(70) people 6nd five (5) others that can accommodate up to thirty (30) people, for two (2) days including the following:

i Tables and chairs to accommodate event attendees in U-shaped or hollow square layout ii Minimum of one (1) additional table in each room and two (2) chairs for staff;

iii Minimum of one (1) flip chart per breakout group area, each with an easel, sufficient flip chart pads, and markers for participant use.

iv Secure wireless high-speed internet;

v Wall clock easily visible throughout room;

vi Adjustable thermostat;

vii Adjustable lighting; and, viii Padded chairs with lumbar support.

ix Two (2) power strips and two (2) extension cords.

(5) One (1) locked room located near meeting/event space for the entire event.

i Available the evening prior to the event for event set-up ii At least 10’ x 10’ in size.

(6) One (1) meeting or event space available on the evening of the first full day of the event to accommodate up to one hundred fifty (150) attendees for a small reception or networking event. This space may be located within one of the existing meeting/event rooms identified above, provided it can comfortably accommodate the expected attendance. Light hors d’oeuvres (bite-sized or finger foods suitable for a reception) and non-alcoholic beverages, including coffee, tea, water, and soft drinks, shall be provided for attendees.

(7) One (1) private formal dining room that can accommodate all event attendees.

i Available for entire event ii Podium and microphone

(8) One (1) full-service business center i Equipped with printing and copying capabilities, at no additional cost.

(9) One (1) Fitness center i Equipped with a mixture of exercise machines and free weights.

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(10) At least one (1) refreshment option available on-site for event attendees (e.g., cash bar, Café, etc).

b. Food

(1) Breakfast i Breakfast served on-site daily for two (2) days.

ii Both hot and cold options including, but not limited to:

1. Granola

2. Breakfast meats

3. Pastries

4. Bagels

5. Fresh fruit

6. Yogurt

7. Breakfast potatoes

8. Eggs

(2) Options for special dietary needs including, but not limited to Kosher, vegan, vegetarian, gluten-free.

(3) Drinks to include, at minimum, coffee, tea, iced tea, lemonade, and water.

(4) Lunch i Lunch served on-site daily for two (2) days.

ii Lunches may be hot and/or cold.

iii Lunches may be boxed or buffet style.

iv Salad bar available daily.

v Options for special dietary needs including, but not limited to Kosher, vegan, vegetarian, gluten-free.

vi Drinks to include, at minimum, coffee, tea, iced tea, lemonade, and water.

(5) Snacks & Refreshments i Morning and afternoon snacks & refreshments shall be made available on-site daily for two (2) days.

ii Refreshments shall be made available through the duration of the event.

iii Snacks to include the following:

1. Trail mix

2. Granola

3. Pastries

4. Nuts

5. Fruit

6. Vegetables

7. Pretzels

8. Candy

9. Cookies

10. Mints iv Drinks to include, at minimum, coffee, tea, iced tea, lemonade, and water.

v Drinks to be continuously replenished through the duration of the event.

c. Parking

(1) Parking shall be on-site without the requirement for secondary transportation (e.g., shuttle).

(2) If no on-site parking option is available, at least one (1) shall be located within a half-mile radius.

E. SCHEDULE & COORDINATION

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1. Successful Offeror shall provide:

a. Dedicated event coordinator.

b. At least two (2) on-site technical support staff available for duration of event.

2. This Summit will host up to five hundred (500) attendees. It is anticipated that overnight accommodations will be needed for up to one hundred and five (105) attendees and staff. Offeror must allow final rooming list and head count to be submitted no more than ten (10) days before event date. The Summit will take place over two (2) consecutive days, and is preferred to occur on one of the below sets of dates:

a. April 27- 28, 2027 – Check-in April 26, 2027

b. April 28-29, 2027 – Check-in April 27, 2027

c. May 5-6, 2027 – Check-in May 4, 2027

d. May 11-12, 2027 – Check-in May 10, 2027

e. May 12-13, 2027 – Check-in May 11, 2027

f. May 17-18, 2027 – Check-in May 16, 2027

g. May 24-25, 2027 – Check-in May 23, 2027

h. June 7-8, 2027 – Check-in June 6, 2027

i. June 21-22, 2027 – Check-in June 20, 2027

j. June 22-23, 2027 – Check-in June 21, 2027

3. Staff and attendees will check-in the day before the first listed date; no activities will take place on this day.

4. Offerors shall indicate which of the dates are available in their technical response. If the above dates are unavailable, the AOC will consider other dates between April 26, 2027, and June 21, 2027.

Offerors shall state all their available dates as a part of their technical response.

F. SITE VISIT

1. Shortlisted Offerors shall be required to facilitate a site visit including the following:

a. Tour of guest room meeting all requirements in Section D.1.a.(1) of this Attachment;

b. Room for casual gathering;

c. Large private meeting/event space;

d. Smaller private meeting/event space;

e. Locked room;

f. Full-service business center;

g. Fitness center;

h. Demonstration of AV equipment in meeting/event room

G. ASSUMPTIONS

Successful Offeror shall have ability to conform to both State of Maryland and Judiciary then-current COVID protocols, including but not limited to space to allow for social distancing and hand sanitizing stations.

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