BPM046980_Meeting_Venue_Hosting_Bid_sheet_v3_10.24.24_BWI25001S.xlsx
XLSX spreadsheet 16 KB Posted
- Attached to
- Meeting Hosting
- Solicitation number
- BPM046980
- Issued by
- Maryland
About this file
This document is an Invitation for Bid (IFB) issued by the Maryland Aviation Administration (MAA) for meeting venue hosting services. MAA is seeking a venue(s) to hold full-day meetings for its Senior Management Team, with the meetings scheduled in April, June, September, and December of 2025 and 2026. The IFB outlines the requirements for the meeting space, on-site catering, and audiovisual services. It also includes pricing for additional items such as breakfast, lunch, and audiovisual services, as well as pricing for future meetings with varying attendee counts and durations.
The IFB provides detailed specifications for the types of venues required, including seating arrangements, catering capabilities, audiovisual requirements, and parking. Venues must be ADA compliant and able to accommodate various meeting formats. Bidders must provide references and proof of a current catering license. The contract award will be based on the MAA's budgeted amount for the duration of the contract, with no guarantees of actual usage.
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Sheet1
| BWI25001S Meeting Hosting IFB eMMA # BPM046980 |
| Bid Sheet |
| Part 1 - Fixed Meeting Dates all-inclusive Services |
Summary: MAA is seeking a venue (s) to hold full day meetings for the Senior Management Team (SMT) of the Maryland Aviation Administration (MAA).
Task 1: Provide Meeting Space:
The room should be large enough to accommodate up to 70 people. The preferred room set up is classroom style but should be able to accommodate traditional, roundtable, horseshoe/U-shaped, and/or pod-style seating arrangements. Free onsite parking included.
Task 2: Provide On-Site Catering On-site catering should include:
| • | Light refreshments for breakfast (fruit, pastries, cookies, coffee, hot tea) |
| • | Buffet lunch and non-alcoholic beverages |
| • | Light refreshments during the afternoon break |
Task 3: Provide Audiovisual Services and Wifi Audiovisual services should include:
| • | Projector and screen |
| • | Podium |
| • | 2 handheld microphones and 1 lavalier microphone |
| • | Wifi / Internet |
| • | Laptop w/ HDMI connection |
The meetings are scheduled as follows below in Part 1:
| Item # | Meeting | |
| Date | Quantity | Price |
| 1 | 4/2025 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 2 | 6/2025 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 3 | 9/2025 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 4 | 12/2025 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 5 | 4/2026 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 6 | 6/2025 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 7 | 9/2026 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | |
| 7 | 12/2026 |
8:30 am - 4:30 pm (Exact Date
| To be determined) | 1 | ||
| Total: | $0.00 |
Part 2 - Representative Pricing:
The unit pricing provided in this section of the bid sheet shall be used to price extra add-ons as needed or to deduct from a meeting price for items not needed by MAA.
| Item # | Description | Quantity | Unit Price |
| 9 | On site Catering: |
| Light refreshments for breakfast (fruit, pastries, cookies, coffee, hot tea, juice, water) only. | |
| 1 | |
| 10 | On site Catering: |
| Variety Buffet lunch and non-alcoholic beverage only. | 1 |
| 11 | On site Catering: |
| Light refreshments during the afternoon break (fruit, pastries, cookies, coffee, hot tea, juice, water, and non-alcoholic beverage) only. | |
| 1 | |
| 12 | Audiovisual Services & Wi-Fi: |
| a) | Projector and Screen | |
| b) | Podium | |
| c) | 2 handheld microphones and 1 lavalier microphone | |
| d) | Wi-Fi / Internet | |
| e) | Laptop w/ HDMI connection | |
| 1 | ||
| 13 | Audiovisual Services & Wi-Fi: |
Laptop w/ HDMI connection
| 1 | ||
| Total: | $0.00 |
| Part 3 - Pricing for future Meetings (Indefinite Quantity) | |||
| Item # | Description | Quantity | Price |
| 15 | Venues for up to Thirty Attendees (30 ppl) for up to five (5) hours: |
One venue will be selected to provide a space for an MAA conference, training event, networking event, or meeting which can hold up to thirty (30) people for up to five (5) hours any time between 8am – 8pm on a weekday. The selected venue is required to:
| a. | Be ADA compliant. | |
| b. | Provide MAA access to the space one hour prior to the start of scheduled event. If a conference, training event, networking event or meeting is multi-day, access is required on each day. | |
| c. | Accommodate traditional, classroom, roundtable, horseshoe/U-shaped, and/or pod-style seating arrangements. | |
| d. | Provide audiovisual services including a projector and screen, podium, two (2) handheld microphones and/or (2) lavalier microphones, Wi-Fi internet access, up to two (2) laptops w/ HDMI connections, and on-site technical audiovisual support. | |
| e. | Free on-site parking. | |
| f. | Provide a reference speaking to prior experience hosting events of the type being bid upon. | |
| g. | Provide proof of a current license for catering services by the applicable jurisdiction. | 1 |
| 16 | Venues for up to Thirty Attendees(30 ppl) for up to nine (9) hours: |
One venue will be selected to provide a space for an MAA conference, training event, networking event, or meeting which can hold up to thirty (30) people for up to nine (9) hours any time between 8am – 8pm on a weekday. The selected venue is required to:
| a. | Be ADA compliant. | |
| b. | Provide MAA access to the space one hour prior to the start of scheduled event. If a conference, training event, networking event or meeting is multi-day, access is required on each day. | |
| c. | Accommodate traditional, classroom, roundtable, horseshoe/U-shaped, and/or pod-style seating arrangements. | |
| d. | Have the capability to provide food and beverage services which accommodate vegan, vegetarian, kosher, gluten-sensitive, lactose-intolerant attendees, and those needing to avoid one or more of the U.S. Food and Drug Administration’s (FDA) nine major food allergens. At the time of reserving event space, MAA will specify if food and/or beverages are needed. | |
| e. | Have the capability to provide beverages for the duration of the event or meeting to include water, hot caffeinated and non-caffeinated coffee, hot caffeinated and non-caffeinated tea, orange, apple, and cranberry juices, iced tea, and caffeinated and sugar-free sodas. | |
| f. | Have the capability to provide a continental breakfast that accommodates the requirements in item (d.) | |
| g. | Have the capability to provide refreshments for one (1) morning and one (1) afternoon break, accommodating the dietary preferences noted in item (d.) | |
| h. | Provide audiovisual services including a projector and screen, podium, two (2) handheld microphones and/or (2) lavalier microphones, Wi-Fi internet access, up to two (2) laptops w/ HDMI connections, and on-site technical audiovisual support. | |
| i. | Free on-site parking. | |
| j. | Provide a written reference attesting to the vendor’s prior experience hosting the types of events being bid upon. | |
| k. | Provide proof of a current catering license from the vendor’s applicable jurisdiction. | 1 |
| 17 | Venues for Thirty to One Hundred Attendees(30-100 ppl) for up to five (5) hours: |
One venue will be selected to provide conference, training, networking, and meeting spaces meeting the minimum criteria which can hold from thirty (30) up to one hundred (100) people for up to five (5) hours any time between 8am – 8pm on a weekday. The selected venue is required to:
| a. | Be ADA compliant. | |
| b. | Provide MAA access to the space one hour prior to the start of scheduled event. If a conference, training event, networking event or meeting is multi-day, access is required on each day. | |
| c. | Accommodate traditional, classroom, roundtable, horseshoe/U-shaped, banquet, and/or pod-style seating arrangements. | |
| d. | Have the capability to provide food and beverage services which accommodate vegan, vegetarian, kosher, gluten-sensitive, lactose-intolerant attendees, and those needing to avoid one or more of the U.S. Food and Drug Administration’s (FDA) nine major food allergens. At the time of reserving event space, MAA will specify if food and/or beverages are needed. | |
| e. | Have the capability to provide beverages for the duration of the event or meeting to include water, hot caffeinated and non-caffeinated coffee, hot caffeinated and non-caffeinated tea, orange, apple, and cranberry juices, iced tea, and caffeinated and sugar-free sodas. For multi-day events, this service is required each day. | |
| f. | Have the capability to provide a continental breakfast that accommodates the requirements in item (d.) For multi-day events, this service is required each day. | |
| g. | Have the capability to provide refreshments for one (1) morning or one (1) afternoon break, accommodating the dietary preferences noted in item (d.) For multi-day events, this service is required each day. | |
| h. | Provide audiovisual services including a projector and screen, podium, up to three (3) handheld microphones and/or up to three (3) lavalier microphones, Wi-Fi internet access, up to two (2) laptops w/ HDMI connections, and on-site technical audiovisual support. | |
| i. | Free on-site parking. | |
| j. | Provide a written reference attesting to the vendor’s prior experience hosting the types of events being bid upon. | |
| k. | Provide proof of a current catering license from the vendor’s applicable jurisdiction. | |
| 1 | ||
| 18 | Venues for Thirty to One Hundred Attendees(30-100 ppl) for up to Nine (9) Hours |
One venue will be selected to provide conference, training, networking, and meeting spaces meeting the minimum criteria which can hold from thirty (30) up to one hundred (100) people for up to nine (9) hours any time between 8am – 8pm on a weekday. The selected venue is required to:
| a. | Be ADA compliant. | |
| b. | Provide MAA access to the space one hour prior to the start of scheduled event. If a conference, training event, networking event or meeting is multi-day, access is required on each day. | |
| c. | Accommodate traditional, classroom, roundtable, horseshoe/U-shaped, banquet, and/or pod-style seating arrangements. | |
| d. | Have the capability to provide food and beverage services which accommodate vegan, vegetarian, kosher, gluten-sensitive, lactose-intolerant attendees, and those needing to avoid one or more of the U.S. Food and Drug Administration’s (FDA) nine major food allergens. At the time of reserving event space, MAA will specify if food and/or beverages are needed. | |
| e. | Have the capability to provide beverages for the duration of the event or meeting to include water, hot caffeinated and non-caffeinated coffee, hot caffeinated and non-caffeinated tea, orange, apple, and cranberry juices, iced tea, and caffeinated and sugar-free sodas. For multi-day events, this service is required each day. | |
| f. | Have the capability to provide a continental breakfast that accommodates the requirements in item (d.). For multi-day events, this service is required each day. | |
| g. | Have the capability to provide refreshments for one (1) morning and one (1) afternoon break, accommodating the dietary preferences noted in item (d.) For multi-day events, this service is required each day. | |
| h. | Provide audiovisual services including a projector and screen, podium, up to three (3) handheld microphones and/or up to three (3) lavalier microphones, Wi-Fi internet access, up to two (2) laptops w/ HDMI connections, and on-site technical audiovisual support. | |
| i. | Free on-site parking. | |
| j. | Provide a written reference attesting to the vendor’s prior experience hosting the types of events being bid upon. | |
| k. | Provide proof of a current catering license from the vendor’s applicable jurisdiction. | 1 |
| 19 |
Venues for One Hundred to Two Hundred Attendees(100-200 ppl) for up to Five (5) Hours:
One venue will be selected to provide conference, training, networking, and meeting spaces meeting the minimum criteria which can hold from one hundred (100) people up to two hundred (200) people for up to five (5) hours any time between 8am – 8pm on a weekday. The selected venue is required to:
| a. | Be ADA compliant. |
| b. | Provide MAA access to the space one hour prior to the start of scheduled event. If a conference, training event, networking event or meeting is multi-day, access is required on each day. |
| c. | Accommodate traditional, classroom, roundtable, horseshoe/U-shaped, auditorium, banquet, and/or pod-style seating arrangements. |
| d. | Have the capability to provide pre-function space for registration or other use. |
| e. | Have the capability to provide food and beverage services which accommodate vegan, vegetarian, kosher, gluten-sensitive, lactose-intolerant attendees, and those needing to avoid one or more of the U.S. Food and Drug Administration’s (FDA) nine major food allergens. At the time of reserving event space, MAA will specify if food and/or beverages are needed. |
| f. | Have the capability to provide beverages for the duration of the event or meeting to include water, hot caffeinated and non-caffeinated coffee, hot caffeinated and non-caffeinated tea, orange, apple, and cranberry juices, iced tea, and caffeinated and sugar-free sodas. For multi-day events, this service is required each day. |
| g. | Have the capability to provide a continental breakfast that accommodates the requirements in item (e.). For multi-day events, this service is required each day. |
| h. | Have the capability to provide refreshments for one (1) morning and one (1) afternoon break, accommodating the dietary preferences noted in item (e.) For multi-day events, food service is required each day. |
| i. | Provide audiovisual services including a projector and screen, podium, up to five (5) handheld microphones and/or up to five (5) lavalier microphones, Wi-Fi internet access, up to two (2) laptops w/ HDMI connections, and on-site technical audiovisual support. |
| j. | Have the capability to provide up to five (5) breakout rooms for up to thirty people each. Each breakout room must have Wi-Fi internet access, a projector and screen, one (1) laptop w/ HDMI connection, one (1) handheld or lavalier microphone, and on-site technical audiovisual support. At the time of reserving event space, MAA will specify if breakout rooms are needed. |
| k. | Free on-site parking. |
| l. | Provide a written reference attesting to the vendor’s prior experience hosting the types of events being bid upon. |
| m. | Provide proof of a current catering license from the vendor’s applicable jurisdiction. |
| 1 | |
| 20 | Venues for One Hundred to Two Hundred Attendees(100-200 ppl) for up to Nine (9) Hours: |
One venue will be selected to provide conference, training, networking, and meeting spaces meeting the minimum criteria which can hold from one hundred (100) people up to two hundred (200) people for up to nine (9) hours any time between 8am – 8pm on a weekday. The selected venue is required to:
| a. | Be ADA compliant. | |||
| b. | Provide MAA access to the space one hour prior to the start of scheduled event. If a conference, training event, networking event or meeting is multi-day, access is required on each day. | |||
| c. | Accommodate traditional, classroom, roundtable, horseshoe/U-shaped, auditorium, banquet, and/or pod-style seating arrangements. | |||
| d. | Have the capability to provide pre-function space for registration or other use. | |||
| e. | Have the capability to provide food and beverage services which accommodate vegan, vegetarian, kosher, gluten-sensitive, lactose-intolerant attendees, and those needing to avoid one or more of the U.S. Food and Drug Administration’s (FDA) nine major food allergens. At the time of reserving event space, MAA will specify if food and/or beverages are needed. | |||
| f. | Have the capability to provide beverages for the duration of the event or meeting to include water, hot caffeinated and non-caffeinated coffee, hot caffeinated and non-caffeinated tea, orange, apple, and cranberry juices, iced tea, and caffeinated and sugar-free sodas. For multi-day events, this service is required each day. | |||
| g. | Have the capability to provide a continental breakfast that accommodates the requirements in item (e.). For multi-day events, this service is required each day. | |||
| h. | Have the capability to provide refreshments for one (1) morning and one (1) afternoon break, accommodating the dietary preferences noted in item (e.) For multi-day events, food service is required each day. | |||
| i. | Provide audiovisual services including a projector and screen, podium, up to five (5) handheld microphones and/or up to five (5) lavalier microphones, Wi-Fi internet access, up to two (2) laptops w/ HDMI connections, and on-site technical audiovisual support. | |||
| j. | Have the capability to provide up to five (5) breakout rooms for up to thirty people each. Each breakout room must have Wi-Fi internet access, a projector and screen, one (1) laptop w/ HDMI connection, one (1) handheld or lavalier microphone, and on-site technical audiovisual support. At the time of reserving event space, MAA will specify if breakout rooms are needed. | |||
| k. | Free on-site parking. | |||
| l. | Provide a written reference attesting to the vendor’s prior experience hosting the types of events being bid upon. | |||
| m. | Provide proof of a current catering license from the vendor’s applicable jurisdiction. | 1 | ||
| Total: | $0.00 | |||
| Grand Total: | $0.00 | |||
| All Quanities listed are for bidding purposes only. MAA makes no guarantee of Actual usage. The MAA contract award will be up to the MAA Budgeted Amount for the duration of the contract. |
Required Information
| Company Name: |
| Authorized Signature: |
| Printed Name: |
| Title of Signer: |
| Company Federal ID#: |
| Telephone Number: |
| Signer Email Address: |
| Company Website: |
| eMMA ID #: |
| MBE#: |
| SBR#: |
| VSBE#: |
| Date of Quote: |
File details come from the government source that posted it. Updated .