MHCC 27-011 RFQ_Event Space_Lodging_Commisioner's Retreat.pdf

MEETING SPACE AND LODGING

REQUEST FOR QUOTES (RFQ)

MHCC Commissioners’ Retreat

SOLICITATION ID NUMBER: MHCC 27-011

Issue Date: October 1, 2026

Joan Gelrude, RN, Chair

Douglas Jacobs, MD, MPH, Executive Director

MARYLAND HEALTH CARE COMMISSION

KEY INFORMATION SUMMARY SHEET

Solicitation Title: Commissioners’ Retreat

Solicitation Number: MHCC 27-011

Solicitation Title: Request for Quote (RFQ)

RFQ Issue Date: October 1, 2026

RFQ Issuing Office: Maryland Health Care Commission

Procurement Officer: Andrea Allen 4160 Patterson Avenue Baltimore, Maryland 21215 Phone: 410-764-8791 e-mail: andrea.allen@maryland.gov

Event Coordinator: Deanna Dunn Health Facilities Coordinator Center for Health Planning Phone: 410-764-3672 E-Mail: deanna.dunn4@maryland.gov

Quotes are to be sent to: Via eMMA or email

Quotes are Due (Closing): Friday, October 23, 2026, no later than 12 PM EST

Important Notice to Vendors

Please be advised that, prior to submitting a quote, the State of Maryland uses a Purchase Order (PO) system for issuing payments, which is executed either by paper check or electronically.

Vendors desiring to receive electronic funds transfers are required to complete the subsequent form and submit the document to the Comptroller’s office in advance of the event. Submission instructions are provided within the form:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Fi les/GADX10Form20150615.pdf.

The State credit card is authorized for use exclusively when lodging accommodations necessitate a credit card to secure the reserved rooms. No actual charges are to be applied to the credit card provided.

mailto:nicole.majewski@maryland.gov http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10Form20150615.pdf http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10Form20150615.pdf

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

The Maryland Health Care Commission (MHCC) seeks a qualified vendor to provide meeting space, catering, and overnight lodging for approximately 25 guests attending a two-day Commissioners' Retreat in the Baltimore region. The preferred dates are December 17 and 18, 2026; alternate dates of December 11 and 12, 2026, may be considered. Services shall include meeting room setup with audiovisual support, meals and refreshments for both days, and overnight lodging for attendees.

1.2 Procurement Method

This solicitation shall be made in accordance with the Small Procurement regulations

COMAR 21.05.07.

1.3 Procurement Officer

The sole point of contact in the State for the purposes of this solicitation prior to the award of this RFQ is the Procurement Officer stated on the Key Information Summary Sheet.

1.4 eMaryland Marketplace Advantage

Each Offeror is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its response to this

RFQ.

eMMA is an electronic commerce system administered by the Maryland Commission of General Services. The RFQ and associated materials, the solicitation and summary of the Pre-Quote Conference, Offeror questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA.

In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https://emma.maryland.gov/, click on “Register” to begin the process, and then follow the prompts.

1.5 Verification of Registration and Tax Payment

Before an entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://www.egov.maryland.gov/businessexpress.

It is strongly recommended that any potential Offeror complete registration prior to the Quote due date and time. The Offeror’s failure to complete registration with SDAT may disqualify an otherwise successful Offeror from final consideration and recommendation for Contract award.

1.6 Questions

https://www.egov.maryland.gov/businessexpress

Written questions from prospective Offerors will be accepted by the Procurement Officer.

Questions to the Procurement Officer shall be submitted via e-mail to the following e-mail address: (andrea.allen@maryland.gov). Please identify in the subject line the Solicitation Number and Title.

Questions are requested to be submitted at least five (5) days prior to the closing date. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Quote due date.

1.7 Solicitation Closing Date and Time

Quotes must be uploaded to eMMA or emailed to the Procurement Officer, no later than 12:00 pm Local Time on Friday, October 23, 2026, in order to be considered.

Requests for extension of this time or date will not be granted. Quotes received after the due date and time listed in this section will not be considered. Questions regarding this solicitation should be directed (By e-mail only, no phone calls will be accepted) to the Procurement Officer.

SECTION 2 – SCOPE OF WORK

2.1 Location Requirements

1. The location of the event must be within thirty (30) miles of the MHCC offices at 4160 Patterson Avenue, Baltimore, Maryland 21215 ]

2. The location shall be ADA-compliant facility with free on-site parking without the requirement for secondary transportation (e.g., shuttle).

2.2 Conference Room Requirements

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

a) Ability to accommodate setting up and serving all meals, snacks, and refreshments throughout the event.

b) Seating to accommodate all attendees in both a full group configuration and small groups configuration (e.g., U-shaped and round table) with an additional long row of tables with chairs for staff, presenters, etc.

c) Audiovisual equipment including, at a minimum:

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

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

iii. Ten (10) wireless handheld microphones;

iv. One (1) podium

v. Speakers throughout the room to amplify microphones and projectors to ensure all attendees can hear content.

vi. i. equipment required to deliver hybrid sessions or, at a minimum, record them.s.

d) Secure wireless high-speed internet.

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

f) Adjustable thermostat.

g) Adjustable lighting.

h) Padded chairs with lumbar support.

i) Six (6) power strips and two (2) extension cords.

j) Two (2) large double-sided white boards, preferably 4x3 feet (48x36 inches) or 4x6 feet (48x72 inches).

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

2.3 Food Requirements

The Vendor shall offer a menu that satisfies attendees' needs and is financially prudent for the State.

1. Full Breakfast shall be served on Day Two between 7 AM and 8:30 AM

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

i. Granola

ii. Breakfast meats

iii. Pastries

iv. Bagels

v. Fresh fruit

vi. Yogurt

vii. Breakfast potatoes

viii. Eggs scrambled and boiled

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

c) Drinks must include, at a minimum, coffee, hot tea, fruit juices, and water.

2. Lunch shall be served on-site on Day Two between 12 PM and 1:00 PM

a) Lunches may be hot and/or cold.

b) Lunches must be buffet style.

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

d) Drinks to include, at a minimum, coffee, hot tea, iced tea, lemonade, and water.

3. Formal plated dinner service shall be provided on-site from 5:00 p.m. to 6:00 p.m. on

Day One

a) Menu selection shall be pre-set with a choice of three, comparably priced, entrees for a formal dinner.

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

2.4 Lodging Requirements

The Offeror shall have the ability to “Courtesy Block” rooms as described below:

1. Twenty-five (25) single occupancy overnight accommodations for guests with the following amenities:

a) Secure wireless high-speed internet

b) Television

c) In-room desk/workspace

d) Mini refrigerator

e) Iron and ironing board

f) Privately controlled heat and air conditioning

g) Hair dryer

h) Coffee machine

2.5 Schedule & Coordination Requirements

1. The Offeror shall provide:

a) Dedicated event coordinator, assigned as the primary point of contact.

b) On-site technical support available for the duration of the event.

2. The event will take place over two (2) consecutive days, beginning on a Thursday, and must occur on one (1) of the following date ranges:

a) December 10-11, 2026

b) December 17-18, 2026

3. The meeting/event space shall be made available for two (2) hours the day before the event for setup by MHCC staff in coordination with the Offeror's event coordinator, to ensure the following:

a) Adequacy of table and seating

b) Audio and visual equipment prepped and working properly

c) Placement and secure storage of event materials

2.6 Site Visit Requirements

1. Offerors may be required to facilitate a site visit before an award is determined. The site visit may consist of:

a) Tour of guest rooms

b) Tour of the large private meeting/event space

c) Tour of the full-service business center

d) Demonstration of audio-visual (AV) equipment in meeting/event space

SECTION 3 – QUOTE REQUIREMENTS & SUBMISSION

3.1 Submission

1. Responses shall be submitted and accepted through eMaryland Marketplace Advantage (eMMA) procurement system. Use the following link for instructions:

https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor-. Responses may also be submitted directly to the procurement officer.

2. All materials must be submitted in eMMA or by email by the due date and time specified in the Key Information Summary Sheet in order to be considered for award.

3.2 Quotes

All quotes submitted in response to this solicitation shall include the following:

1. Transmittal Letter

A transmittal letter prepared on business stationery, signed by an individual authorized to bind the Offeror to all statements, including services and prices contained within. The letter must include the following:

a) Name and address of the Offeror;

b) Name, title, e-mail address, and telephone number of primary contact for the Offeror;

c) Solicitation Title and Solicitation Number that the Quote is in response to;

d) Signature, typed name, and title of an individual authorized to commit the Offeror to its Quote;

e) Federal Employer Identification Number (FEIN) of the Offeror, or if a single individual, that individual’s Social Security Number (SSN);

f) Offeror’s eMaryland Marketplace Advantage (eMMA) number; and

g) If applicable, Offeror’s Minority Business Enterprise (MBE) certification number

2. Required Information

a) Confirmed availability for the desired dates and times.

b) A floor plan and a capacity chart of the meeting space, acceptable in document form or web link.

c) Description of what is included with meeting space (e.g., high-speed wifi, projectors, microphones, tables, chairs).

https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor-https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor-

d) Description of food and beverage policies (e.g., minimum spend requirements, service charges, deadlines for final guarantees on guest numbers and menu selections).

e) The terms for canceling or rescheduling the event.

f) Brief summary of the proposed coordinator's experience and qualifications.

g) Requirements for establishing tax-exempt status.

3. Price Sheet

The price sheet should include an itemized breakdown of the following costs:

a) Room rate per night.

b) Itemized food and beverage costs per person, per meal.

c) Rental costs for meeting rooms.

d) Line-item fees for AV equipment.

e) Service charges and gratuities.

f) Other potential relevant charges.

SECTION 5 - EVALUATION AND SELECTION PROCESS

5.1 Award Determination

The contract resulting from this solicitation shall be awarded to the responsible and responsive Offeror who meets the requirements listed in Section 2 of this solicitation and offers the most advantageous price.