STATE OF MISSOURI Issue Date: September 18, 2026 DEPARTMENT OF MENTAL HEALTH Title: CISM Refresher Training Conference

Contract Period: INVITATION FOR BID

(IFB)# DMH 0000000041SL October 1, 2026, through September 30, 2027

Buyer: Colton Harris, Procurement Analyst Telephone: (573) 526-5751

E-Mail: Colton.Harris@dmh.mo.gov

SUPPLIERS ARE ENCOURAGED TO RESPOND ELECTRONICALLY THROUGH MISSOURIBUYS, POWERED BY

MOVERS BUT MAY RESPOND BY HARD COPY (See Mailing Instructions Below)

Return bid to:

By Mail: Department of Mental Health

Purchasing and General Services

1706 E. Elm St/P.O. Box 687

Jefferson City, Missouri 65102-0687

Bids must be received no later than: 2:00 pm (CDT), September 22, 2026

The undersigned hereby agrees to provide the services and/or items, at the prices stated pursuant to the requirements of this document and further agrees that when this document is countersigned by an authorized official of the Missouri

Department of Mental Health, a binding contract shall exist between the Contractor and the Department of Mental

Health.

Legal Name of Contractor Authorized Signature for the Contractor Date

Contractor’s Address City, State Zip MissouriBUYS/MOVERS ID#

Contact Person Contact Person E-Mail Address Contact Person Phone #

Corporation Individual State/Local Government Partnership Sole Proprietor IRS Tax-Exempt 501C

Notice of Award Section (State Use Only)

This bid is accepted by the Department of Mental Health as follows:

Authorized Signature for the Department of Mental Health Date https://missouribuys.mo.gov/bid-board/movers https://missouribuys.mo.gov/bid-board/movers

Instructions for Submitting a Solicitation Response

The Department of Mental Health is now posting its bid solicitation documents on the new MissouriBUYS, powered by MOVERS Bid Board at: MissouriBUYS, powered by MOVERS, bid board. MissouriBUYS, powered by MOVERS is the State of Missouri’s web-based statewide eProcurement system, which is powered by our partner, Oracle.

For all bid solicitations, Suppliers are encouraged to submit their solicitation response as an electronic response.

Suppliers may submit a hard copy to the address listed on the solicitation. The submission of electronic responses are explained in detail in the step-by-step instructions provided at: MissouriBUYS, powered by MOVERS, bid response instructions.

Notice: The Supplier is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the Supplier and their response at risk of not being accepted on time.

ELECTRONIC RESPONSES: To respond electronically to a solicitation, the Supplier must first register with

MissouriBUYS, powered by MOVERS by going to the supplier registration page: Self-Service Supplier

Registration | MissouriBUYS Statewide eProcurement System, enter your email address and click the “Send

Access Code” button to obtain an access code and complete the Supplier Registration. Once registered the

Supplier should log back into MissouriBUYS, powered by MOVERS, and edit their profile by selecting the organizational contacts that should receive an automated confirmation of the Supplier’s electronic bid responses successfully submitted to the state.

To respond electronically to a solicitation, the Supplier must login to MissouriBUYS, powered by MOVERS, locate the desired solicitation on the Bid Board, and, at a minimum, the Supplier must read and accept the Original

Solicitation Documents and complete pricing and any other identified requirements. In addition, the Supplier should download and save all of the Original Solicitation Documents on their computer so that they can prepare their response to these documents. Suppliers should upload their completed response to these downloaded documents (including exhibits, forms, and other information concerning the solicitation) as an attachment to the electronic solicitation response. Step-by-step instructions for how a registered Supplier responds to a solicitation electronically are available on the MissouriBUYS system at: MissouriBUYS, powered by MOVERS, bid response instructions.

Suppliers are encouraged to submit their entire proposal electronically; however in lieu of attaching exhibits, forms, pricing, etc. to the electronic solicitation response, a Supplier may submit the exhibits, forms, pricing, etc. through mail or courier service. However, any such submission must be received prior to the solicitation’s specified end date and time. Be sure to include the solicitation number, company name, and a contact name on any hard copy solicitation response documents submitted through mail or courier service.

In the event a registered Supplier electronically submits a solicitation response and also mails hard copy documents that are not identical, the Supplier should explain which response is valid for the state's consideration. In the absence of such explanation, the state reserves the right to evaluate and award the response which serves its best interest.

QUESTIONS REGARDING THE IFB

Procurement officer is Single Point of Contact for Solicitation: Suppliers and their agents (including sub-contractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the IFB, the evaluation, etc., to the procurement officer indicated on the first page of this IFB.

It is preferred that questions be emailed to the procurement officer.

a) Except as noted herein, suppliers and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are https://ewqg.fa.us8.oraclecloud.com/fscmUI/redwood/negotiation-abstracts/view/abstractlisting?prcBuId=300000005255687 https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions https://missouribuys.mo.gov/supplier-registration https://missouribuys.mo.gov/supplier-registration https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions grounds for suspension and/or exclusion from specific procurements. Suppliers can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at: Secretary of State-Code of State Regulations.

Supplier is Responsible for Asking Questions About the IFB: It is the supplier’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Department if the supplier believes that any language, specifications, or requirements are: 1) ambiguous, 2) contradictory or arbitrary, 3) violate any state or federal law or regulation, 4) restrict or limit the requirements to a single source, or 5) restrict or limit the supplier’s ability to submit a response.

Supplier Question Deadline: Every attempt shall be made to ensure that the supplier receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all suppliers will be advised, via the issuance of an amendment to the IFB, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than 10 calendar days prior to the bid end date and time of the bid. If not received prior to 10 calendar days before the bid end date and time, the

Department may not be able to fully research and consider the respective questions or issues.

Department’s Response to Supplier Questions: Upon the Department’s consideration of questions and issues, if the

Department determines that changes are necessary, the resulting changes will be included in a subsequently issued

IFB amendments; absence of such response indicates that the questions and issues were considered but deemed unnecessary for an IFB amendment. All suppliers will be advised of any change to the IFB’s language, specifications, or requirements by a formal amendment to the IFB. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

IFB is Department’s Only Official Position: The only official position of the Department shall be that which is contained in the IFB and any amendments thereto.

Amendments

If the Department determines that changes to the IFB are necessary, the resulting changes will be included in a subsequently issued IFB amendments prior to the bid end date and time.

NOTE: The only official position of the Department shall be that which is contained in the IFB and any addendums thereto.

Addendum Document: If an addendum document is subsequently issued, please follow these steps to accept the addendum documents.

If you submitted an electronic response prior to the addendum date and time, you should review your solicitation response to ensure that it is still valid by taking into consideration the revisions addressed in the addendum document. There are two options for accessing solicitations to submit a response, utilizing the bell icon or the supplier portal. The instruction for responding to an addendum are within the instructions of “Submit Response

Online” at: MissouriBUYS, powered by MOVERS, bid response instructions. If a revision is needed to your solicitation response and/or to indicate your acceptance of the addendum document, you will need to accept the addendum and re-submit your response.

End of Instructions for Submitting Solicitation Response http://www.sos.mo.gov/adrules/csr/csr.asp

SOLICITATION ORGANIZATION

This document is divided into the following parts:

Part One: Introduction and General Information

Part Two: Contractor Compliance Requirements

Part Three: Specific Performance Requirements

Part Four: General Contractual Requirements (GCR)

Part Five: Invoicing and Payments

Part Six: Bid Submission

Attachment #1: Pricing Page

Attachment A: Business Associate Agreement

Attachment B: Proposal Submittal Checklist

Attachment C: Federal Funds Requirements

Exhibit #1: Affidavit of Work Authorization, E-Verify

Exhibit #2: Federal Funding Unique Identity ID (Debarment)

Exhibit #3: Anti-Discrimination Against Israel Act Certification

Exhibit #4: Vendor No Tax Due Certification

Exhibit #5: Secretary of State Business Registration

Attachments: The Supplier is also advised that the attachments to this document, referenced above, provides additional requirements, information, and/or instruction. It shall be the sole responsibility of the Supplier to obtain the attachments. The Supplier shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the Supplier to obtain a copy of the attachments.

The IFB is available for viewing and downloading on the MissouriBUYS, powered by MOVERS, Statewide eProcurement System. Registered Suppliers are electronically notified of those bid opportunities that match the commodity codes for which the Supplier registered in MissouriBUYS, powered by MOVERS. If a registered

Supplier’s e-mail address is incorrect, the Supplier must update the e-mail address themselves on the state's

MissouriBUYS, powered by MOVERS Statewide eProcurement System at: MissouriBUYS, powered by MOVERS login.

https://ewqg.login.us8.oraclecloud.com/oam/server/obrareq.cgi?encquery%3DLn65g8SWMRqOcklzWPVqJwWjCMcRx%2BE1eEYo%2BsqHWjvDfGxY61Boiod312MTvX2CLoVBXJ3ITVYbBVrQ%2Fk6LL5BMo5vPWPsdI4sYuwyQI3dav%2FPvpDv41PTfwzDBgsac47Jww9XBI38TrpOMKwe7wu9l8q2WeF6HeHfM5zkbKtFMGzzZi0AUh0zncBRHa4tF0KYA2%2BbdG1QYXI2yeSkC0zCmdsjtJWVFZKUqAZ1GYHWtkHWKxofLq1wdJ%2FZnNxeTLIt7jthNGgnucHLAvOBStxt76fuuBJMB%2F3y35Cs0cUMkDPirvx5n84XssG1HgqrJkfj%2BnjiblaWTPAWQeErXz1aeaoairvn%2B4wFQNBtLAheuDNIFkMtrVymEN4Ckn3%2FC3XIwnG7XGLjMBGdJzerzXUiGBDR8JhA2oi4QRgFB6p9dKaG0Zy1ncNn6qj6nVQBsE6XVOgUTVW4H8KtxyHdW9U%2F7vJW0342W7WXRteR4UUGWTpIpgqyhtj11UNvmnSPNu4bVuu6NDf0hyuhWs1VhkmUF6m66soVh1jIHrv5yQ4ususuGgczpPCvuAkiTuYQlChOLHk5VRPEZ%2BW6Kth0NlpriELx%2FxulGKoEd71cw5xnhKSLORjQ8dZo9RefFKnFIb9N5Xhfm1eKvq0u34uQmGnrdjpsG0y8odlkVQbvHKloagYmWQt5Y8dbILTmjLGBbfwuJXmjoPbDLym1qTSD%2F8n3WY%2FMRoIacgRm8RfjSZrfDUFD7bBmspq6nRhDB%2FCfB2NVj8EIfw0OhLg0E1h5uFnLTW96XeBWqnPP%2FOhu5Ru%2BobEIoC3881USUJILuo35vTUaa7VoLEu5JowSVvzg1Mnaj%2FQKVBvG20VgUfwo0cQmDMmKjTrvmGQVSuiS13i7i%2BCE8JnX79NilN8Bdh5g1q2fUgHwjfRLwv4U4sOuFSczAeWYsc%2Fx7bt7j32xnvWRYRqZ9R96cyHzThGVBZNUk81mez2SY8DwjPvXpQHhQZtGLY7VGjRz%2F5WfuUqbngelYegUZLlhGhz7s7LZXpgC%2F%2BthhhpNdNnhYK03POiZQxS47SVw%2BwZwmE4XahZke%2B7WsNDV6%2F%2FIjNwc%2FKWTZeD%2B8JVdVY%2Bu3Tvju5oNd5lX0YhKBgIjX98MUqIqsuZmP6nN2TGAboEJzsapIi2bo45sCjGTa3o8zKbAG0N%2Fj%2F2oDRwEdHtF44i5n7mtlIaHsIbViytgBo4%2F%2BjsMXjzOUTnpZ4Mqy2JotQ1uibkUNp9Tp%2BEP9iG%2BGCfMMnf0erw%2B4kBzWeAEOgnIfkMIN9lZr01MWu9WQA5Pj%2FqHfgxYqm78ePMtsQsmZ3XQ1lgUQLt0QpLbKrD8DQXmaxU4qU3ccK%2FEtlBMkaaFTt7t%2BWZmfmj5ON0Eq5vsb%2B0L98OJtFDwaPHCm13fCqC9h68wf%2FRzLagyrjxBasM6XVJSzAKeCNUtEF2t4J8cO1NcWiOzK54pkPYeik90ou7Wr1Y1IQZq065TOgVyJ9yJNu1y24RueWaUihQrwfGd%2BtSONajfHY1j8o1yW7bHQis7khXfn9meaCcYMPlQg3Oq9od7YEikMt%2B6je1EM%2FMi3zqzzjYUiv4%2FftqJt4WcIUD2UdmSHB2NNcwhzFUMokMZgLNQzAZzOSBeW3zW1AV0tXTicfpu6Chwjrzg8%20agentid%3DOraFusionApp_11AG%20ver%3D1%20crmethod%3D2%26cksum%3Df8442151dd952c18f6af5a2fb82de1209fb1af36&ECID-Context=1.0069OyKV5D7DWbK6yVFg6G0006oV000EZt%3BkXjE

1) INTRODUCTION AND GENERAL INFORMATION

1.1 Purpose

1.1.1 This document constitutes an invitation for competitive, sealed bids from Suppliers for the provision of

Conference Services for the Department of Mental Health (referred to hereinafter as the Department) in accordance with the requirements and provisions stated herein.

1.2 Background and Historical Usage Information

1.2.1 The Critical Incident Stress Management (CISM) Refresher Training is designed to document the completion of a standardized curriculum in crisis intervention. The CISM Refresher Training shall consist of a two-day training. The quantities have been averaged and are as listed below:

Service/Item Quantities

Standard Guest Room, King and/or Two Queen Bed Rooms (two nights) 100 rooms

Buffet/Plated Breakfast 85 breakfasts

Buffet/Plated Lunch 85 lunches

Buffet/Plated Dinner 85 dinners

Coffee 9 gallons

Hot Tea 46 tea bags

Iced Tea 3 gallons

Water 3 gallons

Meeting Room 1 room

Meal Room 1 room

Breakout Room 2 rooms

Meeting Room Equipment Podium & A/V

1.2.2 No current contract exists for services being obtained via this IFB.

1.3 Contract Period: The original contract period shall be as specified on the cover page of this IFB.

1.3.1 Renewal Options: The Department shall have the right, at its sole option, to renew the contract for two additional one-year periods, or any portion thereof. In the event the Department exercises such right, all terms and conditions, requirements and specifications of the contract shall remain the same and apply during the renewal period, pursuant to applicable option clauses of this document.

1.4 Amendments

1.4.1 If the Department determines that changes to the IFB are necessary, the resulting changes will be included in a subsequently issued IFB amendments prior to the bid end date and time.

1.5 Terminology/Definitions

1.5.1 Whenever the following words and expressions appear in a document or any amendment thereto, the definition or meaning described below shall apply.

a) Amendment means a written, official modification to a contract.

b) Attachment applies to all forms which are included to incorporate any informational data or requirements related to the performance requirements and/or specifications.

c) Buyer means the procurement staff member of the Department of Mental Health.

d) Contact Person as referenced herein is usually the Buyer.

e) Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

f) Contractor means a person or organization who enters into a contract.

g) Department means the Missouri Department of Mental Health.

h) Exhibit applies to forms which are included with a contract to be completed and submitted with the contract.

i) May means that a certain feature, component, or action is permissible, but not required.

j) Must means that a certain feature, component, or action is a mandatory condition. Failure to provide or comply will result in a bid being considered non-responsive.

k) Pricing Pages applies to the forms on which the Contractor must state the prices applicable for the equipment, supplies, and/or services required in the contract. The pricing pages must be completed and submitted by the Contractor with the contract.

l) RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the procurement operations of the Department.

m) Shall has the same meaning as the word must.

n) Should means that a certain feature, component and/or action is desirable but not mandatory.

1.6 Accuracy of Background Information

1.6.1 Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this IFB.

2) COMPLIANCES, TERMS & CONDITIONS SECTION

2.1 Applicable Laws and Regulations

2.1.1 The contract shall be construed according to the laws of the State of Missouri. The Contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable.

However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the Contractor and Department.

2.2 Indemnification

2.2.1 Unless expressly provided by Missouri law to the contrary, pursuant to the Constitution of the State of

Missouri, Article III, section 39, subsections 2 and 5, the state shall not indemnify, hold harmless, or agree in advance to defend, any person or entity.

2.3 Legal Proceedings

2.3.1 For any legal action or other proceedings, per section 27.050 and section 27.060, RSMo, the Missouri

Attorney General is given the authority to represent the State of Missouri’s interests. The venue for any legal proceeding relating to or arising out of the IFB or resulting contract shall be in circuit court for Cole

County, Missouri or the United States District Court for the Western District of Missouri, Central Division.

2.3.2 The Contractor and the state agree that if a dispute concerning the contract arises that the parties shall make an attempt to resolve the dispute through informal methods before initiating litigation.

2.3.3 The State of Missouri does not agree to any arbitration. The State of Missouri does not voluntarily agree to the payment of attorneys’ fees. The State may, but is not required to, mediate any dispute arising under the contract, and any vendor provisions requiring mediation or dispute resolution processes shall not be binding upon the State.

2.4 Non-Discrimination and Affirmative Action

2.4.1 The Contractor must comply with applicable federal and state laws and regulations addressing discrimination in employment.

2.5 Americans with Disabilities Act

2.5.1 In connection with the furnishing of equipment, supplies, and/or services under the contract, the

Contractor and all sub-contractors shall comply with all applicable requirements and provisions of the

Americans with Disabilities Act (ADA), ADA is 42 U.S.C. section 1201, et seq.

2.6 Non-Appropriation of Funds

2.6.1 The Contractor understands and agrees that funds required to fund the contract must be appropriated by the General Assembly of the State of Missouri for each fiscal year included within the contract period. The contract shall not be binding upon the state for any period in which funds have not been appropriated, have been withheld, or have been restricted, and the state shall not be liable for any costs associated with termination caused by lack of appropriations or authority to spend. This includes, but is not limited to, the provisions of the Mo. Const. Article IV, sections 23, 27, 28 and in sections 33.030 and 33.065, RSMo and 1

CSR 10-3.010 (1)(B).

2.6.1 The Contractor understands and agrees that funds required to fund the contract must be appropriated by the General Assembly of the State of Missouri for each fiscal year included within the contract period. The contract shall not be binding upon the state for any period in which funds have not been appropriated, have been withheld, or have been restricted, and the state shall not be liable for any costs associated with termination caused by lack of appropriations or authority to spend. This includes, but is not limited to, the provisions of the Mo. Const. Article IV, sections 23, 27, 28 and in sections 33.030 and 33.065, RSMo and 1

CSR 10-3.010 (1)(B).

2.7 Business Associate Agreement

2.7.1 The Department is subject to and must comply with provisions of the Health Insurance Portability and

Accountability Act of 1996 (HIPAA), as amended by the Health Information Technology for Economic and

Clinical Health Act (HITECH) (PL-111-5) and all regulations promulgated pursuant to authority granted therein. The Contractor shall abide by a Business Associate Agreement. The Department’s current

Business Associate Agreement is contained in Attachment A.

2.7.2 Unless the Contractor declares itself to be a Covered Entity as defined in HIPAA regulations, the Contractor shall be a “Business Associate” of the Department, as such term is defined in the Code of Federal

Regulations (CFR) at 45 CFR 160.103

2.8 Contractor’s Personnel

2.8.1 The Contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws. This includes but is not limited to the Illegal Immigration Reform and

Immigrant Responsibility Act (IIRIRA), P.L. 104-208, 110 Stat. 3009, and INA Section 274A (8 U.S.C.

§1324a).

a) If the Contractor is found to be in violation of this requirement or the applicable state, federal and local laws and regulations, and if the State of Missouri has reasonable cause to believe that the Contractor has knowingly employed individuals who are not eligible to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse and suspend or debar the

Contractor from doing business with the state. The state may also withhold up to 25% of the total amount due to the Contractor.

b) The Contractor shall fully cooperate with any audit or investigation from federal, state, or local law enforcement agencies.

2.8.2 Pursuant to subsection 1 of section 285.530, RSMo, ‘no Contractor or sub-contractor shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of

Missouri’. The Contractor shall adhere to 285.525 through 285.550 RSMo.

2.9 State Preferences

2.9.1 If the Contractor’s awarded bid included state preferences, the Contractor must comply with the rules applicable to those preferences including:

a) Section 34.070 and section 34.073 RSMo for Missouri business preferences;

b) Section 34.074 RSMo and 1 CSR 40-1.050 for Service-Disabled Veteran Enterprises;

c) Section 34.165 RSMo and 1 CSR 40-1.050 for Organizations for the Blind/Sheltered Workshops; and

d) Section 34.350 to 34.359 RSMo for the Missouri Domestic Products Procurement Act.

2.10 Business Compliance Requirements

2.10.1 E-Verify Federal Work Authorization Program, Exhibit #1 - The Contractor must complete and submit a

Business Entity Certification and Affidavit of Work Authorization.

a) For work performed under the contract, the Contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws, including section

285.530, RSMo and Executive Order 07-13. If the Contractor employs personnel not authorized to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse, and to pursue any other remedies permitted by the contract or by applicable state or federal law.

b) Prior to the performance of any services, a Contractor meeting the definition of a business entity in section 285.525, RSMo, shall maintain enrollment and participation in the E-Verify Federal work authorization program with respect to the employees hired after enrollment in the program for work in connection with the contracted services included herein. If the Contractor’s business status changes during the life of the contract to become a business entity as defined in section 285.525, RSMo, pertaining to section 285.530, RSMo, then the Contractor shall enroll and participate in the E-Verify program.

c) The Contractor shall only be required to provide the affidavits required in section 285.530.2, RSMo, to the state on an annual basis.

2.10.2 Federal Funding Unique Identity ID, Exhibit #2 - The Contractor must not be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the contract by any Federal department or agency pursuant to 2 CFR Part 180, or any other applicable law. The

Contractor should provide its Unique Identity ID number and on the Exhibit #2, Federal Funding Unique

Identity ID.

a) In the event the Contractor or any of its principals become suspended or debarred during the contract period, the Contractor shall immediately send written notification to the Department. The Department reserves the right to terminate the contract due to suspension or debarment of the Contractor or its principals, or failure by the Contractor to provide written notification of suspension or debarment.

2.10.3 Anti-Discrimination Against Israel Act Certification, Exhibit #3 - The Contractor must complete and submit the Anti-Discrimination Against Israel Act Certification if the Contractor meets the definition of a company as defined in section 34.600, RSMo, and has 10 or more employees.

a) The Contractor shall not engage in a boycott of goods or services from the State of Israel from companies doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel, or from persons or entities doing business in the State of Israel as defined in section

34.600, RSMo.

b) If during the life of the contract, the Contractor’s business status changes according to section 34.600, RSMo, then the Contractor shall comply with, complete, and submit to the Department an updated

Exhibit #3, Anti-Discrimination Against Israel Act Certification.

2.10.4 State of Missouri Tax Compliance - Exhibit #4 - In accordance with section 34.040.7 RSMo, the

Contractor must be in tax compliance with the Missouri Department of Revenue. The Missouri Department of Revenue will issue a “Vendor No Tax Due” certificate if the Contractor is properly registered to collect and have properly remitted sales and/or use tax, or if the Contractor is not making retail sales in Missouri. The

Contractor certifies by signing the signature page of this original document and any addendum signature page that the Contractor and any proposed sub-contractors either are presently in compliance with such laws or shall be in compliance with such laws prior to any resulting agreement award.

2.10.5 Registration of Business Name with the Missouri Secretary of State, Exhibit #5 - In accordance with section 351.572, RSMo, the Contractor must obtain a certification of authority from the Missouri Secretary of State, such certification must be either:

a) Good Standing

b) Fictitious Active, or

c) Identify how the Contractor’s business is exempt from registering with the Missouri Secretary of State.

2.10.6 General Business Compliance - The Contractor must be in compliance with the laws regarding conducting business in the State of Missouri. The Contractor certifies by signing the signature page of this original document and any amendment signature pages that the Contractor and any proposed sub-contractors either are presently in compliance with such laws or shall be in compliance with such laws prior to any resulting contract award. Likewise, the Contractor shall remain in compliance with such laws for the duration of the resulting contract. The Contractor shall provide documentation of compliance upon request by the Department. The compliance to conduct business in the state shall include, but not necessarily be limited to:

a) Taxes (e.g., city/county/state/federal);

b) State and local certifications (e.g., professions/occupations/activities);

c) Licenses and permits (e.g., city/county license, sales permits); and

d) Insurance (e.g., worker’s compensation/unemployment compensation).

The Contractor should refer to the Missouri Business Portal at: Missouri Business Resources for additional information.

2.11 Federal Funds Requirements

2.11.1 The Contractor shall understand and agree that the contract may involve the use of federal funds. The

Contractor shall comply with applicable Federal Funds Requirements, as amended by the federal government, which may include some or all of the paragraphs contained in Attachment C or other requirements identified by the federal government.

2.11.2 If during the Contractor’s fiscal year, the Contractor expends $1,000,000 or more in federal grant funds received from the Department, the Contractor shall have an annual audit conducted in accordance with 2

CFR 200.

a) The audit shall be conducted by an individual or firm licensed by the Missouri State Board of

Accountancy.

b) The Contractor shall submit a copy of the audit to the Department by the due date for filing the audit with the federal clearinghouse.

http://business.mo.gov/

c) Failure to comply with the audit requirements may result in reduction of available allocation of funds, reduction, or suspension of payments to the Contractor or cancellation of this contract between the

Department and the Contractor.

2.11.3 The Contractor shall comply with applicable requirements of 31 U.S.C. § 1352 relating to limitations on use of appropriated funds to influence certain federal contracting and financial transactions.

2.12 Open Records

2.12.1 Pursuant to section 610.021, RSMo, the contract and related documents are available for public review.

3) SPECIFIC PERFORMANCE REQUIREMENTS

3.1 The Contractor shall provide conference services for the Critical Incident Stress Management (CISM) Refresher Training (hereinafter referred to as “conference”) for the Department in accordance with the provisions and requirements stated herein.

3.1.1 At a minimum, the Contractor shall provide meeting space and the following:

a) Registration Area/Meeting room

b) Equipment for use in the meeting room

c) Guest Rooms

d) Meals and Break Refreshments

3.1.2 The Contractor shall provide the required services for the conferences to be held on the following dates:

October 21-23, 2026 CISM Summit Training (Columbia or Jefferson City area)

3.1.3 The Contractor will be notified at least 90 days in advance if the Department shall be holding additional conferences at the Contractor’s facility.

3.1.4 The Contractor’s facility must be located in the Columba or Jefferson City area.

3.1.5 The Department estimates, but cannot guarantee, that approximately 100 people will be in attendance at the conference.

3.1.6 The Department will provide an agenda for each conference 30 days prior to each conference.

3.2 Meeting Room and Registration Area Requirements

3.2.1 The Contractor shall provide one large general session meeting room capable of accommodating 100 people, and two breakout rooms capable of accommodating 25 people with the following seating requirements:

a) The meeting room must be equipped with 13 tables set in crescent rounds with eight seats at each table.

b) One Speaker table in the front of the room.

c) 10 seats classroom style in the back of the room.

d) One table and two chairs near the back of the room for registration.

e) One table near the back of the room for handouts.

f) Breakout meeting rooms must be equipped with one table and 25 chairs around the perimeter of the room.

3.2.2 Conference room must be available from 3:00 pm to 5:00 pm on the day prior to the first day of the conference, from 6:30 am to 8:00 pm on the first day of the conference, and from 6:30 am to 6:00 pm on the second day of the conference.

3.2.3 The Contractor must provide space/room for breakfast, lunch and dinner on the first day of the conference;

along with breakfast and lunch on the second day of the conference. The meal room shall not be the same as the meeting room and must accommodate approximately 100 people.

3.2.4 If requested by the Department, the Contractor shall provide and set-up additional equipment such as screens, table podiums, stands, overheads, slide projector, movie projector, VCR, TV/monitor, wireless microphones, AV carts, flip chart stands, splitters/cables, sound patches, etc., in the meeting room.

3.2.5 The Department reserves the right to provide state equipment in the meeting room, at no cost to the

Department.

3.2.6 The meeting rooms should be at a temperature appropriate for the season, clean, well ventilated, and responsive to the number of attendees, properly lighted, and conveniently located.

3.2.7 The Contractor shall provide coffee, iced tea, tea bags with hot water, ice water and drinking cups in all meeting rooms. After each session, the Contractor shall tidy the room and provide fresh refreshments and cups.

3.2.8 The meeting rooms must be conducive to training for all attendees, including but not limited to, a clear comfortable view of the speakers and all projection screens.

3.2.9 All meeting rooms, banquet rooms and common areas must be fully accessible and provide ample space.

3.3 Guest Room Requirements

3.3.1 The Contractor understands and agrees guest rooms will be required beginning the evening prior to the first day of the conference.

3.3.2 The Contractor shall hold a block of 100 rooms for attendees up to 21 days prior to the day of check-in. The

Department shall coordinate with the Contractor on the actual number of rooms required, at which time any rooms not being required may be released for use by the Contractor.

3.3.3 All sleeping rooms shall be ready for occupancy no later than 3:00 p.m. on the scheduled day of arrival.

3.3.4 The Contractor shall prepare in advance, guest room check-in registration folios and keys for all reserved rooms.

3.3.5 The Contractor shall understand that the figures provided are estimates only and the Department does not guarantee the quantity of rooms needed.

3.3.6 The Contractor must provide non-smoking guest rooms. However, the Contractor shall provide a smoking guest room for a conference attendee specifically requesting such.

3.3.7 The Contractor must provide all guest rooms at the Contractor’s facility.

3.4 Meal and Break Refreshment Requirements

3.4.1 The Contractor must provide the meals and break refreshments listed below in the general session meeting room. However, the Contractor and the Department shall mutually agree upon the final food service schedule, and menus for the meals and breaks, subject to the guaranteed Firm Fixed total prices stated on the Pricing Page. Time frame for meals to be provided with the agenda.

a) Day 1

Morning Break service – setup approximately 9:00 am for approximately 85 persons.

Consisting of coffee (regular and decaffeinated), iced tea, tea bags with hot water, and ice water. Service shall be set up in the back of the meeting room.

Lunch – to be set up by 11:45 am

Plated lunch, for approximately 85 people. Beverages to include ice water, iced tea, tea bags with hot water, and coffee (regular and decaffeinated).

Afternoon Break service – setup approximately 2:00 pm for approximately 85 people.

Consisting of coffee (regular and decaffeinated), iced tea, and tea bags with hot water, and ice water.

Service shall be set up in the back of the meeting room.

Dinner – to be setup by 5:00 pm

Plated dinner, for approximately 85 people. Beverages to include water, iced tea, tea bags with hot water, and coffee (regular and decaffeinated).

b) Day 2

Breakfast – to be setup by 7:00 am

Plated breakfast for approximately 85 people. Breakfast beverages to include: coffee (regular and decaffeinated), iced tea, tea bags with hot water and lemons, and ice water. Sample menu to include:

eggs, bacon or sausage, breakfast potatoes, toast, and fresh fruit.

Morning Break service – setup approximately 9:30 am for approximately 85 persons.

Consisting of coffee (regular and decaffeinated), iced tea, tea bags with hot water, and ice water. Service shall be set up in the back of the meeting room.

Lunch – to be set up by 11:45 am

Plated lunch, for approximately 85 people. Beverages to include soft drinks, bottled water, iced tea, tea bags with hot water, and coffee (regular and decaffeinated).

Afternoon Break service – setup approximately 2:00 pm for approximately 85 people.

Consisting of coffee (regular and decaffeinated), iced tea, and tea bags with hot water, and ice water.

Service shall be set up in the back of the meeting room.

4) GENERAL CONTRACTUAL REQUIREMENTS SECTION

4.1 General

4.1.1 The Contractor shall provide services in accordance with the provisions and requirements stated herein, to the sole satisfaction of the Department.

4.1.2 The contract shall consist of any and all of the following documents, as applicable:

a) An Invitation for Bid (IFB) and any amendments, attachments and exhibits thereto;

b) The proposal or bid submitted by the Contractor in response to the IFB, as accepted by the Department;

c) An original contract document; and

d) Any subsequent amendments to the contract.

4.1.3 In the event the Contractor or any of its principals become suspended or debarred during the contract period, the Contractor shall immediately send written notification to the Department.

a) Suspension or debarment of the Contractor, or failure by the Contractor to provide written notification of suspension or debarment to the Department, may result in immediate termination of the contract.

4.1.4 The Contractor shall represent itself as an independent Contractor offering such services to the general public and shall not represent itself or its employees as employees of the Department or the State of

Missouri.

4.1.5 The Contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the Department.

4.1.6 As authorized under sections 432.230 and 432.255 RSMo, the use of electronic signatures shall be permitted for contract documents. Additionally, contract documents maintained in electronic format shall be considered to be the official legal record and shall have the same force and effect as would a paper document.

4.2 Coordination - The Contractor shall coordinate all contract activities with designated representatives of the Department.

a) Within five calendar days of contract award, the Contractor shall provide the Department with the name, address, e-mail address, and telephone number of the Contractor’s representative servicing the contract.

4.3 Correspondence - Electronic mail (e-mail) will be utilized to transmit contract documents and other correspondence from the Department to the Contractor. The Contractor shall ensure the timely review and response to e-mailed documents and information.

4.3.1 The Contractor shall encrypt any electronic correspondence containing information confidential by law.

4.4 Collaboration

4.4.1 In the course of providing the services required herein, the Contractor shall collaborate with other agencies, resources, and individuals, as necessary and appropriate to effectively provide the necessary services. The Contractor shall attend and/or otherwise participate in orientation, planning, training, and other meetings with the Department, as required.

4.5 Personnel and Staffing

4.5.1 The Contractor shall assume all legal and financial responsibility for taxes, FICA, employee benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc.

4.5.2 The Department shall have final say on refusal or acceptance of any Contractor’s staff.

4.6 Background Security Clearance Report

4.6.1 Prior to providing services under the contract, the Contractor must ensure personnel (including any third-party personnel) pass standard background checks equal to those required by the State of Missouri for employees, and if required by the state to address an audit, the Contractor must attest whether all applicable employees passed background checks. The Contractor shall be responsible for all costs associated with background checks. The Department reserves the right to require the Contractor to provide evidence of employees and all subcontractors and their employees passing a background check. Link to

MSHP Criminal Record Check website: Missouri State Highway Patrol, Criminal Record Check. The standard background check shall be a nationwide fingerprint check through Missouri State Highway Patrol completed at a frequency determined by the state.

4.7 Conflict of Interest

4.7.1 The Contractor agrees that during the term of the contract neither the Contractor nor any of its employees or subcontractors shall acquire any other contractual relationships which create any actual or perceived conflict of interest.

4.8 Contractor Liability

4.8.1 The Contractor shall be responsible for any and all personal injury (including death) or property damage as a result of the Contractor's negligence involving any equipment or service provided under the terms and conditions, requirements and specifications of the contract. In addition, the Contractor assumes the obligation to save the State of Missouri, including its agencies, employees, and assignees, from every expense, liability, or payment arising out of such negligent act.

http://www.mshp.dps.missouri.gov/MSHPWeb/PatrolDivisions/CRID/crimRecChk.html

4.8.2 The Contractor also agrees to hold the State of Missouri, including its agencies, employees, and assignees, harmless for any negligent act or omission committed by any subcontractor or other person employed by or under the supervision of the Contractor under the terms of the contract.

4.8.3 The Contractor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by the State of Missouri, including its agencies, employees, and assignees.

4.8.4 Under no circumstances shall the Contractor be liable for any of the following: 1) third party claims against the state for losses or damages (other than those listed above); 2) loss of, or damage to, the state’s records or data; or 3) economic consequential damages (including lost profits or savings) or incidental damages, even if the Contractor is informed of their possibility.

4.9 Insurance

4.9.1 The Department and the State of Missouri cannot save and hold harmless and/or indemnify the Contractor, its employees, agents, or subcontractors against any liability incurred or arising as a result of any activity of the Contractor or any activity of the Contractor’s employees related to the Contractor’s performance under the contract. Therefore, the Contractor shall acquire and maintain adequate liability insurance in the forms and amounts sufficient to protect the State of Missouri, its agencies, its employees and the general public against any loss, damage and/or expense related to his/her performance under the contract.

4.9.2 The Contractor shall maintain adequate automobile liability insurance for the operation of any motor vehicle used to provide any form of transportation service related to the services of this contract.

4.9.3 If the contract involves the performance of medical services of any type, the Contractor shall maintain adequate liability insurance to cover all medical services rendered.

4.9.4 Proof of insurance coverage shall be submitted to the Department as requested. Proof of the insurance coverage shall include, but not be limited to, effective dates of coverage, limits of liability, insurers' names, policy numbers, company, etc. Proof of self-insurance coverage or another alternative risk financing mechanism may be utilized provided that such coverage is verifiable and irrevocably reliable.

4.9.5 Notwithstanding the language in this contract set forth above, the parties recognize that certain

Contractors may be entities that are sovereign political subdivisions of the State of Missouri – including but not limited to a department, board or other governmental unit of a city, county, township, etc. In that instance, the Contractor, by entering into this agreement, is not thereby waiving or limiting the rights or defenses it may have with respect to sovereign or governmental immunity, official immunity or any other legal protections applicable under federal or state law, which are afforded to that Contractor and its employees by virtue of the entity’s status as a political subdivision of the State of Missouri.

4.10 Confidentiality

4.10.1 All discussions with the Contractor and all information gained by the Contractor as a result of the

Contractor’s performance under the contract shall be confidential, to the extent required by law.

4.10.2 The Contractor shall release no reports, documentation or material prepared pursuant to the contract to the public without the prior written consent of the Department, unless such disclosure is required by law.

4.10.4 If required by the Department, the Contractor and any required Contractor personnel shall sign specific documents regarding confidentiality, security, or other similar documents

4.10.5 The Contractor shall use appropriate administrative, physical, and technical safeguards to prevent use or disclosure of any information confidential by law that it creates, receives, maintains, or transmits on behalf of the Department. Such safeguards shall include, but not be limited to:

a) Encryption of any portable device used to access or maintain confidential information or use of equivalent safeguard;

b) Encryption of any transmission of electronic communication containing confidential information or use of equivalent safeguard;

c) Workforce training on the appropriate uses and disclosures of confidential information pursuant to the terms of the contract;

d) Policies and procedures implemented by the Contractor to prevent inappropriate uses and disclosures of confidential information by its workforce and subcontractors, if applicable; and

e) Any other safeguards necessary to prevent the inappropriate use or disclosure of confidential information.

4.11 Remedies and Rights

4.11.1 No provision in the contract shall be construed, expressly or implied, as a waiver by the Department of an existing or future contractual right and/or contractual remedy available by law in the event of any claim by the Department of the Contractor’s default or breach of contract.

4.11.2 The Contractor understands and agrees that the contract shall constitute an assignment by the Contractor to the Department of all rights, title and interest in and to all causes of action that the Contractor may have under the antitrust laws of the United States or the State of Missouri for which causes of action have accrued or will accrue as the result of or in relation to the particular equipment, supplies, and/or services purchased or procured by the Contractor in the fulfillment of the contract with the Department.

4.11.3 The Contractor understands and agrees that the Department reserves the right to consider the Contractor’s failure to perform requirements and commitments specified in the contract in future procurement evaluations.

4.12 Financial Requirements

4.12.1 Moneys received by the Contractor as a result of this contract shall not be used to supplant local funds or subsidize services provided to other agencies, organizations, or individuals.

4.13 Subcontractors

4.13.1 The Contractor shall assume and be solely responsible for fulfillment of all contractual obligations and all legal and financial responsibilities related to the execution of a subcontract.

4.13.2 The Contractor shall understand and agree that utilization of a subcontractor to provide any of the services in the contract shall not relieve the Contractor of the responsibility for providing the services specified herein. The Contractor shall coordinate activities with the Contractor’s subcontractors. The Department will coordinate activities between the Contractor and third-party suppliers provided by the Department.

4.13.3 Except in cases where the Department’s actions are the cause of a subcontractor claim, the Contractor must ensure that the Department and the State of Missouri is indemnified, saved, and held harmless from all claims of damage, loss, and cost (including attorney fees) of any kind related to a subcontract in those matters to the same extent the Contractor indemnifies the Department as described in the contract between the Department and the Contractor.

4.13.4 The Contractor must notify the Department upon establishing any new subcontracting arrangements related to the products and/or services provided to the Department as a result of the contract.

4.13.5 Pursuant to subsection 1 of section 285.530, RSMo, no contractor or subcontractor shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the State of

Missouri. In accordance with sections 285.525 to 285.550, RSMo, a general contractor or subcontractor of any tier shall not be liable when such contractor or subcontractor contracts with its direct subcontractor who violates subsection 1 of section 285.530, RSMo, if the contract binding the contractor and subcontractor affirmatively states that:

a) The direct subcontractor is not knowingly in violation of…