EVT0010778_Amendment_One_-_Q-A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts

Adam Proffitt, Secretary

Laura Kelly, Governor

Amendment

Request for Proposal

Questions and Answers

Date: May 13, 2026

Amendment Number: One (1)

Event Number: EVT0010778

Closing Date: June 2, 2026, 2:00 PM CST

Procurement Officer: Lara J Williams Telephone: 785.296.2371 E-Mail Address: lara.j.williams@ks.gov

Agency: Kansas Department for Aging and Disability Services

Item: Conference Planning Services

Conditions: 1) Questions and answers to vendor questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract mailto:lara.j.williams@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010778

EVT0010778 – Amendment One

QUESTIONS

Number

Page

RFP Section

Question

Answer

1. What is the name of the current vendor providing the services?

Bidders may review historical conference information available on the Kansas Prevention Collaborative (KPC) website

2. What was the last awarded amount for these services?

This is a new contract.

3. Section 4.4 lists “financial capacity to operate under retroactive reimbursement” as a minimum qualification. Please clarify whether contractor compensation is entirely structured as retroactive reimbursement, or whether progress/milestone payments are available throughout the planning cycle.

Entirely structured as retroactive reimbursement.

4. Section 3.38 states the payment schedule shall be “mutually agreed upon by both the agency and the Contractor.” Will KDADS allow monthly or milestone-based invoices tied to project deliverables during the planning period?

Payment schedule is entirely structured as retroactive reimbursement and will be established through mutual agreement between KDADS and the selected vendor.

5. Will KDADS provide any advance funding or direct payment for major upfront costs such as venue deposits, food and beverage minimums, audiovisual contracts, or speaker related expenses?

No

6. Will venue, catering, audiovisual, and hotel contracts be executed directly by KDADS, or will the awarded contractor be expected to execute and financially obligate those agreements

Awarded contractor will be expected to execute financially obligate agreements.

7. Section 4.3.2 references registration fees and sponsorship/exhibitor fees as conference revenue streams. Will registration and sponsorship revenue be collected into a KDADS-managed account or a contractor managed account?

Contractor managed account.

8. If registration revenue and sponsorship revenue do not offset projected conference expenses, who bears the financial liability for the shortfall?

Bidders should propose a budget based on the Scope of Work and anticipated conference revenues and expenses. Any final terms regarding financial responsibility and risk allocation will be addressed during contract negotiations consistent with the awarded proposal and State procurement requirements.

9. Section 4.3.6 references exhibitor and sponsor recruitment. Will the awarded contractor receive access to existing sponsor and exhibitor relationships, historical contact lists, and prior conference assets?

Yes

10. Can KDADS provide historical conference information including approximate attendance, sponsorship participation, exhibitor participation, and conference budget ranges from prior KPC Conferences?

the Kansas Prevention Collaborative (KPC) website.

11. The solicitation references conference app and/or virtual platform support. Is the conference anticipated to be fully in-person, or is a hybrid/virtual component expected?

Fully in person

12. Section 4.6.1 requires experience serving as the primary contact for Continuing Education Credits. Can KDADS clarify the vendor’s expected CEU responsibilities, including whether the vendor will be responsible for CEU application/submission, coordination with accrediting bodies, attendance tracking, evaluation forms, certificate issuance, and post-event CEU reporting?

Vendor will be responsible for CEU application/submission, coordination with accrediting bodies, attendance tracking, evaluation forms, certificate issuance, and post-event CEU reporting.

13. Are there specific CEU types, accrediting bodies, or professional disciplines that must be supported for the KPC Conference?

Bidder should be prepared to support any CEU types, accrediting bodies, or professional disciplines determined to be offered CEUs.

14. Section 1.2 indicates that answers to questions will be available in the form of an addendum. Could you please confirm the estimated date when responses to submitted questions will be available?

Responses will be provided on the bid solicitation in the form of an addendum approximately May 15th.

15. Section 4.3.2 requires the vendor to develop and manage a comprehensive conference budget inclusive of all conference-related expenses and revenues, including registration fees, sponsorships, exhibitor fees, facility rental, food/beverage, AV/technology, marketing materials, speaker costs, printing, signage, and attendee materials. Should bidders include all anticipated conference expenses in the Cost Proposal, or should the Cost Proposal include only the vendor’s conference planning/management fees, with certain conference expenses treated as pass-through or reimbursable costs?

Bidders should submit a budget utilizing the forms provided and may include supplemental documentation necessary to describe costs associated with the proposed Scope of Work. Vendors should account for the reimbursement structure described in the solicitation.

16. Section 2.1 requires the submission of a Cost Proposal. Is there an anticipated budget range, historical budget, or not-to-exceed amount for the annual KPC Conference that bidders should use when developing the Cost Proposal?

Bidder should propose budget based on scope of work requested.

17. Section 4.3.2 requires the vendor to manage revenue streams, including registration fees and sponsorship/exhibitor fees. Is the conference expected to be self-sustaining or revenue-neutral, where registration/sponsorship/exhibitor revenue must cover conference expenditures, or will KDADS provide separate funding to support conference costs?

Bidders should propose a budget designed to support a self-sustaining or revenue-neutral conference model consistent with the Scope of Work.

Specific contractual terms regarding financial responsibility will be addressed in the final agreement.

18. How should registration fees, sponsorship fees, and exhibitor fees be collected, held, reported, and reconciled? Should the vendor collect and hold these funds through its registration/payment system, or will funds be deposited through a State/KDADS system?

Vendor will collect and hold these funds through its registration/payment system to be utilized for Conference expenses.

19. Section 4.4 and Section 4.6.11 reference financial capacity to operate under retroactive reimbursement.

Can the State clarify what “retroactive reimbursement” means for this contract, including which costs are reimbursable, what documentation is required, and the anticipated reimbursement schedule?

Approved allowable expenses incurred under the contract shall be submitted for reimbursement in accordance with the agreed-upon invoicing schedule and State reimbursement requirements.

Vendors may be required to submit supporting documentation, including receipts and paid invoices

20. Should bidders propose this work as firm fixed price, time and materials, cost reimbursable, or another pricing structure? If different cost categories are expected to be treated differently, such as planning labor, travel, venue, food/beverage, AV, speaker costs, or materials, please clarify the desired pricing approach.

Bidders should provide a detailed cost proposal and budget justification aligned with the Scope of Work and the pricing format requested in the solicitation. Bidders may supplement the required pricing forms with additional budget detail as necessary.

21. Section 3.38 states that payment terms are Net 30 and that the payment schedule shall be on a frequency mutually agreed upon by the agency and the Contractor. Does KDADS anticipate monthly invoicing, milestone-based invoicing, deliverable-based invoicing, reimbursement-based invoicing, or another payment structure?

Monthly reimbursement-based invoicing.

22. For the Cost Sheet, should bidders provide one total personnel cost, costs by individual proposed labor category, costs by named personnel, or costs by task/activity area?

Bidders should provide a detailed budget justification outlining costs by category and/or activity.

23. Section 4.3.3 requires the vendor to lead venue identification, evaluation, and selection, with preference for Wichita, Kansas, unless otherwise directed. Can KDADS provide historical or desired venue specifications, including the anticipated number of meeting rooms, breakout rooms, keynote/plenary space, exhibitor space, registration area, private office/green room space, nursing/lactation room, accessibility needs, or other required functional spaces?

the Kansas Prevention Collaborative (KPC) website.

24. Section 4.3.3 requires the vendor to conduct cost comparisons and contract negotiations. Will the selected vendor be expected to sign venue, AV, catering, speaker, exhibitor, or other third-party contracts directly, or will KDADS/the State execute those agreements?

Vendor will be expected to sign venue, AV, catering, speaker, exhibitor, or other third-party contracts directly

25. Has KDADS identified a preferred venue, preferred venue type, or prior host venue for the KPC Conference, or should bidders assume responsibility for identifying and recommending venue options?

the Kansas Prevention Collaborative (KPC) website.

26. Section 4.3.2 identifies food/beverage as an allowable conference expense, and Section 4.3.9 includes food and beverage oversight as part of onsite conference management. Can KDADS clarify the expected food and beverage model for attendees, such as meals, receptions, snacks, coffee/refreshment breaks, dietary accommodations, or whether bidders should recommend a food and beverage approach within the proposed budget?

the Kansas Prevention Collaborative (KPC) website.

27. Section 4.3.6 requires the vendor to recruit and coordinate exhibitors and sponsors, increase sponsorship revenue, and expand partner participation. Can KDADS provide historical sponsor and exhibitor numbers, sponsorship revenue, exhibitor fee structure, and any target goals for the upcoming conference?

the Kansas Prevention Collaborative (KPC) website.

28. Are there existing sponsors, exhibitors, partner organizations, or stakeholder lists that will be provided to the selected vendor, or should bidders assume responsibility for developing sponsor and exhibitor prospect lists?

Yes, and both

29. Section 4.3.5 states that the vendor will develop and administer the annual Call for Workshop Proposals in coordination with the Conference Planning Committee, facilitate proposal submission, coordinate review with the Committee, and communicate acceptance/non-acceptance decisions to applicants.

Section 4.3.10 also states that content topics shall be determined annually by the Conference Planning Committee. Can KDADS clarify whether the vendor is expected to evaluate and score workshop submissions, or whether the vendor’s role is to facilitate the review process while the Conference Planning Committee makes final workshop selection decisions?

The vendor will facilitate the proposal review process in collaboration with the Conference Planning Committee, which will participate in workshop selection decisions.

30. Will the selected vendor be responsible for identifying, recommending, recruiting, and contracting keynote speakers, or will keynote speakers be selected by KDADS/the Conference Planning Committee with the vendor providing logistical support?

Vendor will be responsible for identifying, recommending, recruiting, and contracting keynote speakers in collaboration with the Conference Planning Committee with the vendor providing all logistical support.

31. Section 4.3.4 requires the vendor to develop and manage a secure online registration system and process payments. Does KDADS have a required or preferred registration/payment platform, or may bidders propose use of their own event registration system?

Bidders may propose a registration/payment platform within their Technical Proposal narrative, subject to State approval.

32. Section 4.3.2 references technology costs, including a conference app/virtual platform. Should bidders assume the conference is fully in person, hybrid, or includes virtual components? If a conference app or virtual platform is required, can KDADS clarify the expected functionality?

Fully in person

33. Can KDADS provide the anticipated date or target month for the 2026/2027 KPC Conference so bidders can develop an accurate implementation timeline?

Dates for 2026 have already been established. Bidders may review the conference information available on the Kansas Prevention Collaborative (KPC) website. 2027 TBD

34. Section 4.3.1 requires regular meetings with the KPC Conference Planning Committee. Can KDADS clarify the expected meeting cadence, approximate committee size, and whether meetings will be virtual, in person, or hybrid?

The Conference Planning Committee comprises individuals across the state. Meetings are held virtually.

There is no cap on membership.

Currently 10-15 active members.

35. The RFP states that the KPC Conference is an established statewide event approximately 9–10 years in operation. Has the conference previously been supported by a full-service conference planning vendor, or are the services described in this RFP new or expanded responsibilities? If there is an incumbent or prior planning structure, can KDADS clarify which functions were previously handled by the vendor, KDADS, and/or the Conference Planning Committee?

This is a new contract. Bidder can review the Kansas Prevention Collaborative website Kansas Prevention Collaborative (KPC) for historical context.

END OF AMENDMENT ONE– EVT0010778