Best Practices Conference 2027 Procurement .docx

Maryland Department of Health Maryland’s Office of Overdose Response Request for Bids Maryland’s Office of Overdose Response 2027 Best Practices Conference

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small businesses. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation.

I. Summary Statement and Background Maryland’s Office of Overdose Response (MOOR) is seeking competitive quotes for a comprehensive, full-day conference venue package for the 2027 Best Practices Conference. The ideal venue will be located in Annapolis, Maryland, and must accommodate a discounted rate for hotel rooms, overnight/day parking, full-service catering, at least 6 breakout rooms and advanced audiovisual (AV) capabilities.

The Best Practices Conference serves as a premier collaborative forum, bringing together leaders, practitioners, individuals with lived experience, and community partners. The event’s mission is to strengthen statewide efforts to reduce overdoses and expand pathways to substance use recovery across Maryland.

To support this event, submitted proposals must meet or exceed the following criteria:

· Space: Capacity for 350 general session attendees, plus a minimum of 6 concurrent breakout rooms and space for vendor tables.

· Catering: All-day beverage, breakfast, lunch, and snack options scaled for 350 participants.

· AV/Tech: Comprehensive audiovisual technology and support across all general and breakout rooms.

· Parking: On-site or accommodated parking options for all attendees and staff.

· Hotel: Discounted rate for those attending to stay the night before the conference.

· Budgetary Cap: The maximum budget for this contract is $50,000

· The Vendor must be registered and in good standing with the Maryland Department of Assessments and Taxation (SDAT).

· The Vendor must be registered on eMaryland Marketplace Advantage (eMMA).

· The vendor must be located in Annapolis, Maryland.

II. Minimum Requirements The Contractor shall provide a venue capable of hosting a one-day professional conference with the following requirements:

1. Tentative Dates: May 10-12, 2027 (Final date to be confirmed upon award).

2. Capacity: Accommodations for 350 attendees.

3. Event Duration: 8 hours of meeting space (9:00 AM – 5:00 PM), with early access for staff setup starting at 6:00 AM.

4. Meeting Space Requirements:

a. One (1) General Session Ballroom (Large enough for 350 people theater-style or with rounds).

b. Four (4) - Six (6) Breakout Rooms with sound-dampening capabilities.

c. Foyer space for registration and approximately 5-10 vendor tables.

d. A raised stage for the General Session.

5. Audio-Visual (AV) Requirements:

A. Full sound systems in the main ballroom and all breakout rooms.

B. Microphones: Podium microphone, screens, and projectors in all rooms.

C. Lapel microphones for panel discussions (Estimated 2–4 per panel).

D. Laptops in main ballroom and all breakout rooms E. High-speed wireless internet access for all attendees and staff.

F. On-site tech support available on the day-of the event.

6. Catering Requirements:

a. Breakfast: Executive continental breakfast buffet options

b. Lunch: Choice of lunch buffet or boxed lunch options for 350 people.

c. All-Day Beverage Service: Continuous non-alcoholic beverage service (coffee, tea, water, soft drinks).

d. PM Snack: One afternoon snack break.

7. Parking: On-site parking for all guests (Please specify if parking is complimentary or if there is a daily fee).

III. Procurement Officer Cassandra Hershberger 410-553-7478 cassandra.hershberger@maryland.gov 100 Community Place, Crownsville, MD 21032

IV.Deliverables Interested vendors should submit a formal quote that includes:

1. Itemized Pricing: Detailed breakdown of room rentals, catering (per person), AV equipment, and parking fees not exceeding $50,000. *Please note that the State of Maryland is tax exempt.

2. Sample Menus: Options for breakfast,lunch, snack and beverages.

3. Floor Plan: A diagram showing the layout of the ballroom, breakout rooms, and foyer area for vendor tables.

4. Contract Terms: Note that the selected vendor will be required to sign the MDH Small Procurement Contract (rev. 8.30.22) as the primary governing document.

V. Contract term The contract term is selected by November 1, 2026 and ends upon completion of the conference not to extend beyond June 30, 2027.

VI. Procurement method Small procurement under $50,000

VII. Bid/Proposal submission information Bids must be submitted electronically to Cassandra Hershberger at cassandra.hershberger@maryland.gov by September 18, 2026 at 5:00 PM EST

Bids should include:

· Proposal in PDF format, including a work plan describing how the offeror intends to accomplish the project activities outlined in Section II and Section IV.

· Price/Bid Form

Potential bidders can submit questions or comments to the Procurement Officer at the email address in Section 3, prior to September 11, 2026.

VIII. Award Determination The Contract to result from this solicitation will be awarded to the Offeror submitting the Most Advantageous Offer.

The Most Advantageous Offer will be determined based upon each Offeror’s price plus the following technical evaluation factors, including:

A. Offer qualifications and fulfillment of the minimum requirements outlined in Section II.

B. Offeror’s technical response to the requirements plan outlining how the offeror would complete the deliverables outlined in Section II and Section IV.

IX. Payment All invoices for services shall be signed by the Contractor and submitted to Cassandra Hershberger at cassandra.hershberger@maryland.gov. Final invoice should be submitted a month prior to the event and shall include the following information:

1. Contractor name;

2. Remittance address;

3. Federal taxpayer identification number (or if sole proprietorship, the individual’s social security

4. number);

5. Invoice period;

6. Invoice date;

7. Invoice number

8. State assigned Contract number;

9. State assigned (Blanket) Purchase Order number(s);

10. Goods or services provided; and

11. Amount due

Note: The Department shall pay the Contractor no later than thirty (30) days after the event date

X. Department Obligations The Department agrees to provide guidance concerning contract activities, as needed; evaluation and acceptance when appropriate of deliverables; or payment of invoices as well as any data or content to assist in completing the small procurement requirements.

XI. MBE, Small Business Reserve, Veterans’, Requirements

11.1. This is a Small Business Reserve Procurement for which award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by GOSBA Small Business Reserve Program are eligible for award of a contract.

11.2 For the purposes of a Small Business Reserve Procurement, a small business is a for-profit business, other than a broker, that meets the following criteria:

A. It is independently owned and operated;

B. It is not a subsidiary of another business;

C. It is not dominant in its field of operation; and D. Either:

1. With respect to employee:

a. Its wholesale operations did not employ more than 50 persons in its most recently completed 3 fiscal years;

b. Its retail operations did not employ more than 25 persons in its most recently completed 3 fiscal years;

c. Its manufacturing operations did not employ more than 100 persons in its most recently completed 3 fiscal years ;

d. Its service operations did not employ more than 100 persons in its most recently completed 3 fiscal years;

e. Its construction operations did not employ more than 50 persons in its most recently completed 3 fiscal years; and

f. The architectural and engineering services of the business did not employ more than 100 persons in its most recently completed 3 fiscal years; or

2. With respect to gross sales:

a. The gross sales of its wholesale operations did not exceed an average of $4,000,000 in its most recently completed 3 fiscal years;

b. The gross sales of its retail operations did not exceed an average of $3,000,000 in its most recently completed 3 fiscal years;

c. The gross sales of its manufacturing operations did not exceed an average of $2,000,000 in its most recently completed 3 fiscal years;

d. The gross sales of its service operations did not exceed an average of $10,000,000;

e. The gross sales of its construction operations did not exceed an average of $7,000,000 in its most recently completed 3 fiscal years; and

f. The gross sales of its architectural and engineering operations did not exceed an average of $4,500,000 in its most recently completed 3 fiscal years.

g. Note: If a business has not existed for three (3) years, the employment and gross sales average or averages shall be the average for each year or part of a year during which the business has been in existence.

h. Further information on the certification process is available at eMaryland Marketplace Advantage.

11.3 Ineligible Proposals. If you do not meet the following requirements below you will be ineligible for award of the contract.

· The Vendor must be registered and in good standing with the Maryland Department of Assessments and Taxation (SDAT).

· The Vendor must be registered on eMaryland Marketplace Advantage (eMMA).

· The vendor must be located in Annapolis, Maryland.

Attachments:

2. Price form

3. Small Procurement Contract image1.png