EXHIBIT A

REQUEST FOR PROPOSALS (RFP)

PROCUREMENT ID NUMBER – PHPA 3992/BPM058092

Issue Date: July 22, 2026

Event Planning Services for Violence and Injury Prevention

Meetings, Forums, and Workshops

NOTICE

A Prospective Offeror that has received this document from the Maryland Department of Health’s website or https://procurement.maryland.gov , or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFP, should immediately contact the Procurement Officer and provide the

Prospective Offeror’s name and mailing address so that addenda to the RFP or other communications can be sent to the Prospective Offeror.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

Small Business Reserve Are Encouraged to Respond to this Solicitation

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL

PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07

https://procurement.maryland.gov/

07/24/2024

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH

RFP KEY INFORMATION SUMMARY SHEET

Request for Proposals: Event Planning Services for Violence and Injury Prevention

Forums, Meetings, and Workshops

Solicitation Number: PHPA 3992/BPM058092

RFP Issue Date: July 22, 2026

RFP Issuing Office: Maryland Department of Health

Prevention and Health Promotion Administration

Center for Environmental, Occupational, and Injury

Epidemiology and Center for Injury and Violence

Prevention

Procurement Officer: Augustus Woyah

Maryland Department of Health

Prevention and Health Promotion Administration

201 West Preston Street

Baltimore, MD 21201

Phone: 410-767-5039

E-mail: augustus.woyah@maryland.gov

Contract Monitor: Beatrice Brathwaite

Prevention and Health Promotion Administration

Center for Environmental, Occupational, and Injury

Epidemiology and Center for Injury and Violence

Prevention

201 West Preston Street, 4th floor

Baltimore, Maryland 21201

Proposals are to be submitted to: eMaryland Marketplace Advantage -https://emma.maryland.gov/page.aspx/en/usr/login?Return

Url=%2fpage.aspx%2fen%2fbuy%2fhomepage -

Additional information can be found in the Frequently

Asked Questions and Quick Reference Guides. Any questions please contact the eMMA Help Desk at eMMA.helpdesk@maryland.gov.

Questions Due Date: August 7, 2026, 2:00 PM Local Time EST

Closing Date and Time: August 12, 2026, 2:00 PM Local Time EST https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://mdprocurement.freshdesk.com/support/home https://mdprocurement.freshdesk.com/support/home https://mdprocurement.freshdesk.com/support/home

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.1.1 The Maryland Department of Health (MDH or the Department), Center for Environmental, Occupational, and Injury Epidemiology and Center for Injury and Violence Prevention are issuing this Request for Proposals (RFP) to secure an event planner to coordinate efforts for several events geared towards public health, injury prevention, and violence prevention professionals. The centers listed above are in search of a vendor to lead the planning, coordination, and execution of the following events, which are planned to commence between September 1, 2026 and

July 31, 2027:

● The Maryland Violent Death Reporting System (MVDRS) Annual Advisory Committee Meeting

(approximately 2 hours in duration). This meeting will be held in-person on Tuesday, November 17, 2026.

● The Core State Injury Prevention Program (Core SIPP) Annual Violence and Injury Prevention (VIP)

Forum (approximately 6-8 hours in duration). This event will be held in-person with a virtual option and will take place in December 2026.

● The MVDRS Workshop Series (approximately 3 hours in duration per event). The workshop series will be held in-person at various locations across Maryland. MDH plans to host 2 to 4 workshop events between January 2027 and July 2027.

1.1.2 It is the State’s intention to obtain services, as specified in this RFP, from a Contract between the selected

Offeror and the State. The anticipated duration of services to be provided under this Contract is September 1, 2026, through July 31, 2027.

1.1.3 The Department intends to make a single award as a result of this RFP.

1.1.4 Offerors, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation, and the successful Offeror (the Contractor) shall remain responsible for

Contract performance regardless of subcontractor participation in the work.

1.2 Contract Type

The Contract resulting from this solicitation shall be a firm fixed price as defined in COMAR 21.06.03.02.

1.3 Procurement Method

This solicitation shall be made in accordance with the small procurement regulations described in COMAR 21.05.07.

1.4 Procurement Officer

The sole point of contact in the State for purposes of this solicitation prior to the award of any Contract is the

Procurement Officer at the address listed below:

Augustus Woyah

Prevention and Health Promotion Administration (PHPA

201 West Preston Street

Baltimore, MD 21201

Phone: 410-767-5039

E-mail: augustus.woyah@maryland.gov

The Department may change the Contract Officer at any time by written notice.

1.5 Contract Monitor

The Contract Monitor is:

Beatrice Brathwaite

Prevention and Health Promotion Administration / Center for Environmental, Occupational, and Injury Epidemiology and Center for Injury and Violence Prevention

201 West Preston Street, 4th floor

Baltimore, Maryland 21201

The Department may change the Contract Monitor at any time by written notice.

1.6 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 Proposal submission to this RFP.

eMMA is an electronic commerce system administered by the Maryland Department of General Services. The RFP and associated materials, the solicitation and summary of the Pre-Proposal 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://procurement.maryland.gov/, click on “Register” to begin the process, and then follow the prompts.

1.7 Questions

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: augustus.woyah@maryland.gov.

Please identify in the subject line the Solicitation Number and Title.

Questions are requested to be submitted by the date indicated on the Key Information Summary Sheet. 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 Proposal due date.

1.8 Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

https://procurement.maryland.gov/

1.9 Proposals Due (Closing) Date and Time

Proposals, in the number and form set forth in Section 4.2 “Proposals' ' must be received in eMMA no later than 2:00

PM EST Local Time on August 12, 2026, as indicated on the Key Information Summary Sheet, in order to be considered.

Requests for extension of this time or date will not be granted. Proposals received after the due date and time listed in this section will not be considered. Questions regarding this solicitation should be directed (By email only, no phone calls will be accepted) to the PROCUREMENT OFFICER.

Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in this section for receipt of Proposals. Multiple and/or alternate Proposals will not be accepted.

Proposals may not be submitted by email, mail, hand delivery or facsimile.

1.10 Award Basis

The Contract shall be awarded to the responsible Offeror submitting the Proposal that has been determined to be the most advantageous to the State, considering price and evaluation factors set forth in this RFP, for providing the goods and services as specified in this RFP. See RFP Section 5 for further award information.

1.11 Revisions to the RFP

If it becomes necessary to revise this RFP before the due date for Proposals, the Department shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, addenda to the RFP will be posted on eMMA. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals.

Addenda made after the due date for Proposals will be sent only to those Offerors that submitted a timely Proposal and that remain under award consideration as of the issuance date of the addenda.

Acknowledgment of the receipt of all addenda to this RFP issued before the Proposal due date shall be included in the

Transmittal Letter accompanying the Offeror’s Technical Proposal. Acknowledgement of the receipt of addenda to the RFP issued after the Proposal due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, or corrections set forth in the addendum.

1.12 Cancellations

The State reserves the right to cancel this RFP, accept or reject any and all Proposals, in whole or in part, received in response to this RFP, waive or permit the cure of minor irregularities, and conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of the State. The State reserves the right, in its sole discretion, to award a Contract based upon the written Proposals received without discussions or negotiations. In the event a government entity proposes and receives the recommendation for award, the procurement may be canceled and the award processed in accordance with COMAR 21.01.03.01.A(4). If the services that are the subject of the RFP are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the RFP may be canceled in accordance with Md. Code Ann., State Finance and Procurement

Art., § 3- 207(b)(2).

SECTION 2 – MINIMUM QUALIFICATIONS

2.1 Offeror Minimum Qualifications

The Offeror must provide proof with its Proposal that the following Minimum Qualifications have been met:

2.1.1 The Offeror shall have experience planning at least three professional development events, including one virtual event and one in-person event with 50+ attendees at each event. As proof of meeting this requirement, the

Offeror shall provide with its Proposal:

2.1.1.1 A list of professional development events coordinated and the organization associated with the event,

2.1.1.2 Name and address of venue and/or platform where each event occurred,

2.1.1.3 Number of attendees at each event and brief description of the event’s target audience, and

2.1.1.4 Contact information (name, organization, phone number, and email address) of the individual associated with the organization for which the event was coordinated.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

The Maryland Department of Health (MDH or the Department), Center for Environmental, Occupational, and Injury

Epidemiology and Center for Injury and Violence Prevention are issuing this Request for Proposals (RFP) to secure an event planner to coordinate efforts for several events geared towards public health, injury prevention, and violence prevention professionals.

The Core State Injury Prevention Program, in collaboration with the Partnership for a Safer Maryland (PSM), hosts an annual Maryland Violence and Injury Prevention (VIP) Forum. The VIP Forum is a professional development event that allows public health professionals and local partners to discuss and explore pertinent violence and injury topics in

Maryland. The VIP Forum also provides opportunities for attendees to learn about evidence-based practices and model public health programs that can be used to reduce forms of violence and injury around the state. A Forum

Planning Committee, made up of MDH staff and local health department partners, will provide support and guidance to plan the event. The next full-day VIP Forum will take place in December 2026 and will be offered in-person with a virtual option (hybrid). The event is expected to begin at approximately 9:30 AM and conclude by 4:30 PM.

The Maryland Violent Death Reporting System (MVDRS) is a statewide surveillance system that organizes and maintains a timely, detailed body of information concerning the circumstances of violent death incidents, including homicides, legal intervention deaths, suicides, violent deaths of undetermined intent, and accidental firearm-related deaths occurring in the state of Maryland. The MVDRS is a subsidiary of the National Violent Death Reporting

System (NVDRS) and is administered and funded by the Centers for Disease Control and Prevention (CDC). The

Maryland Department of Health (MDH) promotes the MVDRS as a resource for greater understanding of violent death, which can be used to inform the development of effective violent death prevention strategies in Maryland. The

MVDRS events will include one annual advisory committee meeting and a brief series of two to four workshops. The advisory committee meeting is expected to be held in-person on Tuesday, November 17, 2026. The workshop series is also expected to be held in-person between January 2027 - July 2027.

3.2 Scope of Work - Requirements

The Contractor shall:

3.2.1 General Requirements

3.2.1.1 Participate in contract monitoring meetings, which are conducted virtually with the MDH Contract Monitor twice per month.

3.2.1.2 As reflected in the submitted proposal, dedicate one-third of planning efforts towards VIP Forum planning and two-thirds of planning efforts towards the MVDRS advisory committee meeting and workshop series planning.

A. VIP Forum planning and activities are expected to occur between September 1, 2026 through mid-January

2027, with the forum to be held in a hybrid format in December 2026.

B. MVDRS Advisory Committee planning and activities are expected to occur between September 1, 2026 through mid December 2026, with the meeting to be held in-person on November 17, 2026.

C. MVDRS workshop planning and activities are expected to occur between September 1, 2026 - July 31, 2027, with in-person workshops occurring January 2027 - June 2027.

3.2.1.3 As reflected in the submitted Work Plan, appropriately time major activities for all events (VIP forum, Advisory Committee Meeting, and workshops) so planning activities are completed in advance and delivered on time.

The proposal and timeline should cover the full scope of the project. To note:

A. The VIP Forum agenda and presenters should be confirmed at least one month prior to the Forum.

B. The Advisory Committee agenda and registration should be confirmed at least two weeks prior to the meeting.

C. MVDRS workshop agendas and locations should be confirmed two months prior to each session.

3.2.1.4 Proposals and timeline should reflect methods to require advance submission of promotional materials and handouts and allow for the MVDRS team and VIP planning committee to review and request changes (materials are reviewed for quality assurance, CEU issuance, and accessibility).

3.2.1.5 Collect accommodation requests and coordinate with the MDH Contract Monitor to make events accessible

(ex. Closed captioning, language interpretation, etc.). While costs for accessibility and accommodation due to language or disability are not the responsibility of the event planner, the conference planner is responsible for collecting accessibility needs on registration forms and communicating accessibility requests promptly to the MDH

Contract Monitor.

3.2.2 MVDRS Advisory Committee Meeting (November 17, 2026 - recorded in-person meeting)

3.2.2.1 Convene a two hour meeting on November 17, 2026 for MVDRS advisory committee members. The contractor is responsible for registration, customer service, coordinating presenters, ensuring venue logistics, and ensuring technology. Items to consider when project planning for the meeting are as follows:

A. It is anticipated that approximately 40 people would attend in-person.

B. The meeting will likely include 1-2 presentations and guided discussions.

C. A no-cost venue option has been secured and is available for consideration.

D. Coordinating venue logistics are the responsibility of the contractor, not venue costs.

E. The MVDRS team will generate topic, agenda items, and discussion ideas.The contractor is responsible for coordinating, confirming, and printing presentations/handouts (if applicable) for attendees.

F. The contractor is not responsible for providing meals or beverages.

3.2.2.2 The Technical Proposal shall describe methods, processes, and strategies used to accomplish key project activities. Proposals should address the following:

A. Participation in planning: Attend MVDRS Advisory Committee planning meetings with the MDH Contract

Monitor once per month to communicate updates and manage meeting logistics. Planning and activities for the annual MVDRS Advisory Committee meeting are expected to occur between September 1, 2026 through mid-December 2026, with the meeting to be held in-person on November 17, 2026.

B. Registration: The contractor shall create an online registration form and select a registration platform that is approved by the MDH Contract Monitor. The contractor is responsible for managing the registration process, including troubleshooting, updates, reminders, and follow-up.

C. Coordinating presenters: Invite selected presenters identified in consultation with Contract Monitor and

MVDRS staff and collect presentation materials. Speaker fees (if applicable) are not the responsibility of the

Offeror. The contractor is responsible for coordinating, confirming, and obtaining presentations/handouts from speakers.

D. Agenda and production schedule: MDH staff will develop a meeting agenda that will be shared with the contractor. Note: MVDRS advisory committee meetings typically include 1-2 presentations and guided discussions.

E. Food and Beverages: The contractor is not responsible for providing meals or beverages for the meeting however, the contractor is responsible for incorporating food/beverage logistics into the venue space, if needed.

F. Marketing materials: Use a professional graphic designer to develop one digital promotional ad. Note:

Products must be approved by MDH and be developed within branding guidelines.

G. Venue logistics: Conduct at least one site visit at the meeting venue with the MDH Contract Monitor. MDH staff have secured one no-cost venue option for consideration. Coordinating venue logistics are the responsibility of the contractor, the venue cost is not the responsibility of the contractor.

H. Ensuring technology: The contractor is responsible for recording the meeting and sharing the file with

MDH. The contractor should coordinate with the venue and MDH contract monitor to ensure the availability of laptops, projectors, internet access, recording equipment, etc.

1. Note: The meeting is an in-person event; however, a recording of the meeting should be made available to the MDH contract monitor and MVDRS staff for review.

I. Accessibility: Collect accommodation requests and coordinate with the MDH Contract Monitor to make events accessible (ex. Closed captioning, language interpretation, etc.). While costs for accessibility and accommodation due to language or disability are not the responsibility of the event planner, the conference planner is responsible for collecting accessibility needs on registration forms and communicating accessibility requests promptly to the MDH Contract Monitor. Accessibility considerations should be reflected in the proposal and Work Plan.

J. Rehearsing, Coordinating, Planning: Attend presenter content preparation meetings, if available

(optional).

3.2.2.3 Reports and Event Summary: The contractor shall submit a brief summary of coordination and project activities that occurred within the reporting period, in accordance with the invoice schedule. The contractor shall also submit a Debriefing Report for the MVDRS Advisory Committee Meeting with the 2nd Invoice which is due on

December 15, 2026. The Debriefing Report shall include:

A. Total number of people registered and total number of people who attended.

B. Brief summary of activities conducted to coordinate the MVDRS Advisory Committee Meeting (meetings attended, major activities, summary of the meeting).

C. Challenges, recommendations, and next steps identified by the event planner and MVDRS team to assist with future project planning.

D. A link to the event recording

3.2.3 Core SIPP VIP Forum (December 2026 - hybrid format - in-person event with a virtual option)

3.2.3.1 Convene a full-day (approximately 6-7 hours long) VIP Forum for professionals to be held in December 2026.

The contractor is responsible for registration, customer service, coordinating presenters, agenda and production schedule, promotional materials, venue logistics, and ensuring technology. Items to consider when project planning for the Forum are as follows:

A. It is anticipated that approximately 60 people will attend in-person and a similar number will attend virtually.

B. The VIP Forum will likely include 2-5 PowerPoint sessions on select topics and break-out discussions. The contractor’s proposal should describe considerations and extent of flexibility, as priorities and preferences of the forum planning committee co-sponsors vary each year.

C. The forum planning committee will generate several no-cost venue options for consideration.

D. Coordinating venue logistics is the responsibility of the contractor, not venue costs.

E. The forum planning committee generates topic and speaker ideas. Speaker fees (if applicable) are covered by

MDH. The contractor is responsible for coordinating, confirming, and obtaining presentations/handouts from speakers.

F. The contractor is not responsible for providing meals directly. Meals or beverages may be provided using other resources. The contractor is responsible for including breaks in the agenda and incorporating food/beverage logistics into the venue space.

3.2.3.2 The Technical Proposal shall describe methods, processes, and strategies used to accomplish key project

A. Participation in planning: Attend Maryland Violence and Injury Prevention (MD VIP) Forum Planning

Committee meetings twice per month to communicate updates, work to select speakers and venue, manage logistics, and obtain feedback on Forum products (agenda, ads, etc.). Participate in contract monitoring meetings, which are conducted virtually with the MDH Contract Monitor approximately twice per month.

B. Registration: Select the registration platform and create an online registration form approved by the MDH

Contract Monitor. Manage registration process, including troubleshooting, updates, reminders, and follow-up.

C. Coordinating presenters: Pursue and secure presenters as identified in consultation with Contract Monitor and forum committee members. Invite selected speakers, determine availability, share the schedule, and collect materials (resume or CV, session description with learning objectives, presentation materials, and bios). The forum planning committee generates topic and speaker ideas. Speaker fees (if applicable) are not the responsibility of the contractor. The contractor is responsible for coordinating, confirming, and obtaining presentations/handouts from speakers.

D. Agenda and production schedule: Develop an agenda and production schedule to make available to presenters and staff. See Attachment C, a copy of the 2025 VIP forum save the date and flyer invitation, for an example.

1. Note: VIP Forum events typically include data presentations, a policy presentation, sessions on select topics, and break-out discussions.

2. Note: The contractor is not responsible for providing meals directly. Meals or beverages may be provided using other resources, such as PSM. The contractor is responsible for including breaks in the agenda and incorporating food/beverage logistics into the venue space.

3. Note: VIP Forum planning and activities are expected to occur between September 1, 2026 through mid-January 2027, with the forum to be held in a hybrid format in December 2026.

E. Marketing materials: Use a professional graphic designer to develop four digital promotional ads (one Save the Dates and one Invitation Flyer per event). Note: Products must be approved by MDH and be developed within branding guidelines.

F. Venue logistics: Conduct at least one site visit at the Forum venue with the MDH Contract Monitor. The forum planning committee will generate several no-cost venue options for consideration. Coordinating venue logistics are the responsibility of the contractor, the venue cost is not the responsibility of the contractor.

G. Ensuring technology: Coordinate with the venue, presenters, and/or committee to ensure the availability of laptops, projectors, internet access, streaming or recording, etc.

1. Note: The VIP Forum will be an in-person event with a hybrid option (live streamed or recorded).

The recording of the event should be made available to the MDH contract monitor and Core SIPP staff for review in accordance with the invoicing schedule.

H. Continuing Education Credits: Coordinate with MDH and Forum co-sponsor Partnership for a Safer

Maryland (PSM) and provide the documentation needed to issue Continuing Education Units (CEUs) and

Certified Health Education Specialist (CHES) credits. The Offeror is required to obtain and share documentation, but are not responsible for continuing education applications or fees.

I. Accessibility: Collect accommodation requests and coordinate with the MDH Contract Monitor to make events accessible (ex. Closed captioning, language interpretation, etc.). While costs for accessibility and accommodation due to language or disability are not the responsibility of the event planner, the conference planner is responsible for collecting accessibility needs on registration forms and communicating accessibility requests promptly to the MDH Contract Monitor. Accessibility considerations should be reflected in the proposal and Work Plan.

J. Rehearsing, Coordinating, Planning:

1. Schedule a virtual rehearsal to orient presenters, staff, and volunteers to the schedule and logistics

(required).

2. Coordinate volunteers, identified by the Contract Monitor and Forum Planning Committee, to complete tasks such as facilitate break-outs, moderate panels, and take notes (required).

3. Attend presenter content preparation meetings, if available (optional).

3.2.3.3 Reports and Event Summary: The contractor shall submit a brief summary of coordination and project activities that occurred within the reporting period, in accordance with the invoice schedule. The contractor shall also submit a Debriefing Report for the VIP Forum with the 3rd invoice which is due on February 15, 2027. The

Debriefing Report shall include:

A. Total number of people registered and total number of people who attended.

B. Brief summary of activities conducted to coordinate the VIP Forum (meetings attended, major activities, summary of the event).

C. Challenges, recommendations, and next steps identified by the event planner and VIP Forum Planning

Committee to assist with future project planning.

D. A link to the event recording

3.2.4 MVDRS Workshop Series (January 2027 - July 2027 - recorded in-person sessions)

These workshops will implement recommendations and tools to help local partners identify pertinent use cases of

MVDRS data to inform public health actions to prevent interpersonal and self-directed violence in their local jurisdiction.

3.2.4.1 Convene a series of two to four in-person workshops between January 2027 and July 2027. Each workshop will be approximately three hours in duration. The contractor is responsible for registration, customer service, coordinating presenters, ensuring venue logistics, and ensuring technology. Items to consider when project planning for the meeting are as follows:

A. It is anticipated that approximately 20 people would attend each session.

B. The meeting will likely include 1-2 presentations, guided discussions, and a hands-on activity.

C. The Offeror is responsible for obtaining rural, urban, and suburban venue options for these workshops that are no-cost or low-cost. Options should include at least one venue in each region of Maryland (Western, Central, and Eastern Shore).

D. Coordinating venue logistics are the responsibility of the Offeror, not venue costs.

E. The MVDRS team will generate topic, agenda items, and discussion ideas. The Offeror is responsible for coordinating, confirming, and printing presentations/handouts (if applicable) for attendees.

F. The Offeror is not responsible for providing meals or beverages.

3.2.4.2 The Technical Proposal shall describe methods, processes, and strategies used to accomplish key project

A. Participation in planning: Attend MVDRS workshop planning meetings with the MDH Contract Monitor once per month to communicate updates and manage meeting logistics. Planning and activities for the annual

MVDRS workshops are expected to occur between September 1, 2026 through July 2027, with the workshops to be held in-person in January 2027 - July 2027.

B. Registration: The offeror shall create an online registration form and select a registration platform that is approved by the MDH Contract Monitor. The offeror is responsible for managing the registration process, including troubleshooting, updates, reminders, and follow-up.

C. Coordinating presenters: Invite selected presenters identified in consultation with Contract Monitor and

MVDRS staff and collect presentation materials. Speaker fees (if applicable) are not the responsibility of the

Offeror. The Offeror is responsible for coordinating, confirming, and obtaining presentations/handouts from speakers.

D. Agenda and production schedule: MDH staff will develop an agenda for each workshop that will be shared with the Offeror.

E. Food and Beverages: The Offeror is not responsible for providing meals or beverages for the workshops however, the Offeror is responsible for incorporating food/beverage logistics into the venue space, if needed.

F. Marketing materials: Use a professional graphic designer to develop one digital promotional ad for each workshop date. Note: Products must be approved by MDH and be developed within branding guidelines.

G. Venue logistics: Conduct at least one site visit at each venue with the MDH Contract Monitor. Coordinating venue logistics is the responsibility of the Offeror; the venue cost is not the responsibility of the Offeror.

H. Ensuring technology: The Offeror is responsible for recording the workshops and sharing the file with

MDH. The Offeror should coordinate with each venue and the MDH contract monitor to ensure the availability of laptops, projectors, internet access, recording equipment, etc.

1. Note: The workshops are in-person events; however, a recording of each session should be made available to the MDH contract monitor and MVDRS staff for review in accordance with the invoicing schedule.

I. Accessibility: Collect accommodation requests and coordinate with the MDH Contract Monitor to make events accessible (ex. Closed captioning, language interpretation, etc.). While costs for accessibility and accommodation due to language or disability are not the responsibility of the event planner, the conference planner is responsible for collecting accessibility needs on registration forms and communicating accessibility requests promptly to the MDH Contract Monitor. Accessibility considerations should be reflected in the proposal and Work Plan.

J. Rehearsing, Coordinating, Planning: Attend presenter content preparation meetings, if available

(optional).

3.2.4.3 Reports and Event Summary: The contractor shall submit a brief summary of coordination and project activities that occurred within the reporting period, in accordance with the invoice schedule. The contractor shall also submit a Debriefing Report for the MVDRS Workshop Series with the 6th (final) invoice which is due on August 15, 2027. The Debriefing Report shall include:

A. Total number of people registered and total number of people who attended.

B. Brief summary of activities conducted to coordinate the VIP Forum (meetings attended, major activities, summary of the event).

C. Challenges, recommendations, and next steps identified by the event planner and VIP Forum Planning

Committee to assist with future project planning.

D. A link to workshop recordings

3.2.5 Work Plan

3.2.5.1 As reflected in the submitted Work Plan, schedule major activities for the MVDRS Advisory Committee

Meeting, VIP forum, and MVDRS Workshop Series so planning activities are completed in advance and delivered on time. The proposal and timeline should cover the full scope of the project. To note:

A. The agenda and speakers for the MVDRS Advisory Committee Meeting, VIP Forum, and MVDRS Workshop

Series should be confirmed at least one month prior to the Forum event and two weeks prior to MVDRS events.

B. Proposals and timeline should reflect methods to acquire advance submission of presentations and handouts, and allows for the planning committees to review and request changes (presentation materials are reviewed for quality assurance, CEU issuance, and accessibility).

C. Marketing materials require approval from MDH Communications.

3.2.5.2 The contractor’s proposal shall describe methods and processes used to manage similar events. This includes:

A. Registration/sign-in set-up and management

B. Execution of production schedule

C. Providing real-time meeting support and management both on-site and virtually (if applicable).

D. Coordinating with the venues to ensure availability of technical support and working equipment

(microphones, microphone stands, aux cords, speakers/audio system).

E. Documenting attendance

F. Conducting follow-up activities:

1. Distribute an electronic evaluation form (link to be provided by the MDH Contract Monitor) and disseminate it to participants at the end of the event and at least twice post-event.

3.2.6 Staffing and Organizational Capacity

3.2.6.1 Describe the contractor’s history of planning and orchestrating large professional meetings, including number and types of events planned, target audience, and topics covered. Description of governmental events, public health focused, and violence and injury related meetings should be included, if applicable.

3.2.6.2 Describe the contractor’s organizational capacity to manage contracts, track project activities, and manage finances.

3.2.6.3 As outlined in the Staffing Matrix (to be submitted with the Technical Proposal), describe key personnel (their name, title, education, skills and expertise, and role and responsibilities in relation to the project) that are relevant to the implementation and management of the project. If the position is vacant, provide a position description and recruitment strategy and timeline.

3.2.6.4 Describe graphic designer’s qualifications and software used. Include a sample of their work in PDF format.

3.2.7 Products

3.2.7.1 For the MVDRS Advisory Committee Meeting:

A. Agenda

B. Registration page

C. Invitation Flyer*

D. Production schedule

E. Presenter presentations and handouts

F. Attendance sheet

G. Debriefing report

H. Recording

*indicates items where a graphic designer is needed.

3.2.7.2 For the VIP Forum event:

B. Registration page

C. Save the Date Flyer*

D. Invitation Flyer*

E. Production schedule

F. Presenter presentations and handouts

G. Attendance sheet

H. Debriefing report

I. Recording (if applicable)

3.2.7.3 For the MVDRS workshop:

B. Registration page

C. Invitation Flyer*

D. Presenter presentations and handouts

E. Attendance sheet

F. Debriefing report

G. Recording

3.2.8 Reports

3.2.8.1 Submit a brief summary of coordination and project activities that occurred within the reporting period for each invoice, in accordance with the invoice schedule

3.2.8.2 Submit a Debriefing Report for each event in accordance with the invoice schedule. The Report shall include:

A. Total number of people registered and total number of people who attended.

B. Brief summary of activities conducted to coordinate each event (meetings attended, major activities, summary of meeting or event).

C. Challenges, recommendations, and next steps identified by the contractor to assist with future project planning.

D. A link to event recordings

3.2.9 The Americans with Disabilities Act

The Americans with Disabilities Act: The Americans with Disabilities Act (https:www.ada.gov/) protects qualified individuals with disabilities from discrimination on the basis of disability in services, programs, and activities.

Accessibility and inclusion of diverse populations are essential to reduce health disparities for vulnerable populations.

Contractors must comply with all ADA requirements in their work to ensure the needs of persons with disabilities and other vulnerable populations are met. This includes, but is not limited to:

● facilities and any venues used for meetings/conferences are accessible;

● requested accommodations are provided in a timely manner; and

● written and printed materials developed in accessible formats (easy to read, large print, etc.), or providing access to alternative formats.

For contracts which include direct patient care or service delivery through a program, the ADA requires entities provide full and equal access for people with disabilities. This includes, but is not limited to:

● reasonable modifications of policies, practices, and procedures;

● effective communication; and

● accessible facilities.

3.3 Invoicing

3.3.1 General

A. All invoices for services shall be signed by the Contractor and submitted to the Contract Monitor. All invoices shall include the following information:

● Contractor name;

● Remittance address;

● Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

● State assigned (Blanket) Purchase Order number(s);

● Goods or services provided; and

● Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

B. The Department reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract. Any action on the part of the

Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code

Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.02.

3.3.2 Invoice Submission Schedule

3.3.2.1 Invoices are due by the 15th of the month following the activity period in which services were performed. The

Contractor shall submit reports, recordings, and invoices in accordance with the following schedule:

Invoice Submission Schedule

Invoice

Name Activity Dates Deliverables Due Date

1st Invoice September 1, 20206 -

September 30, 2026 Activity report and invoice for all activities occurring

September 1, 2026 - September 30, 2026 October 15, 2026

2nd Invoice October 1, 2026 -

November 30, 2026 Activity report, recordings, and invoice for all activities occurring October 1, 2026 - November 30, 2026 December 15, 2026

3rd Invoice December 1, 2026 -

January 31, 2027 Activity report, recordings, and invoice for all activities occurring December 1, 2026 - January 31, 2027 February 15, 2027

4th Invoice February 1, 2027 – March

31, 2027 Activity report, recordings, and invoice for all activities occurring February 1, 2027 – March 31, 2027 April 15, 2027

5th Invoice April 1, 2027 - May 31, Activity report, recordings, and invoice for all activities occurring February 1, 2027 - March 31, 2027

June 15, 2027

6th Invoice

(Final)

June 1, 2027 – July 30, Activity report, recordings, and invoice for all activities occurring June 1, 2027 - July 30, 2027

Final debrief report for all meetings, forums and workshop events

August 15, 2027

SECTION 4 – PROPOSAL FORMAT

4.1 Two Part Submission

Offerors shall submit Proposals in separate volumes:

▪ Volume I – TECHNICAL PROPOSAL

▪ Volume II – FINANCIAL PROPOSAL

4.2 Proposals

4.2.1 Proposals must be submitted to eMMA by the due date indicated on Key Information Summary Sheet. The

Procurement Officer will not accept submission after the date and exact time stated in the Key Information Summary

Sheet.

4.2.1.1 The eMMA submission subject line shall state the RFP Title and number and either Technical Proposal or

Budget Narrative.

4.2.1.2 Two Part Submission:

A. Technical Proposal (See 4.3.)

B. Financial Proposal (See 4.4)

4.2.2 Proposals will be shown only to State employees, members of the Evaluation Committee, or other persons deemed by the Department to have a legitimate interest in them.

*All information submitted as part of this proposal is subject to release under the Public Information Act

(PIA). If you would like the Maryland Department of Health (MDH) to consider redactions in the event that your proposal is subject to a PIA request, submit a proposed PIA copy including justifications for each redaction and under what statute that justification is qualified for redaction.

4.3 Volume I – Technical Proposal

Note: No pricing information is to be included in the Technical Proposal (Volume 1). Pricing information is to be included only in the Financial Proposal (Volume II).

4.3.1 The Technical Proposal shall include the following documents and information in the order specified as follows:

4.3.1.1 Transmittal Letter:

● Offeror;

● Solicitation Title and Solicitation Number that the Proposal is in response to;

● Signature, typed name, and title of an individual authorized to commit the Offeror to its Proposal;

● Federal Employer Identification Number (FEIN) of the Offeror, or if a single individual, that individual’s

Social Security Number (SSN);

● Offeror’s eMMA number;

● Offeror’s MBE certification number (if applicable);

● Offeror’s SBR number (if applicable) – please contact eMMA at 410-767-1492 if you don’t know your number.

4.3.1.2 Minimum Qualifications Documentation (If applicable)

The Offeror shall submit any Minimum Qualifications documentation that may be required, as set forth in Section 2

“Offeror Minimum Qualifications.”

4.3.1.3 Offeror Technical Response to RFP Requirements and Proposed Work Plan:

a. The Offeror shall address each Scope of Work requirement (Section 3.2) in its Technical Proposal and describe how its proposed services, including the services of any proposed subcontractor(s), will meet or exceed the requirement(s). If the State is seeking Offeror agreement to any requirement(s), the Offeror shall state its agreement or disagreement. Any paragraph in the Technical Proposal that responds to a Scope of Work (Section 3.2) requirement shall include an explanation of how the work will be done. Any exception to a requirement, term, or condition may result in having the Proposal classified as not reasonably susceptible of being selected for award or the

Offeror deemed not responsible.

b. The Offeror shall give a definitive description of the proposed plan to meet the requirements of the RFP, i.e., a Work Plan. The Work Plan shall include the specific methodology and techniques to be used by the Offeror in providing the required services as outlined in RFP Section 3, Scope of Work. The description shall include an outline of the overall management concepts employed by the Offeror and a project management plan, including project control mechanisms and overall timelines. Project deadlines considered contract deliverables must be recognized in the Work Plan.

4.4 Volume II – Financial Proposal

Under a separate file from the Technical Proposal and clearly identified in the format identified in Section 4.2

“Proposals,” the Offeror shall submit their Financial Proposal. The Financial Proposal shall contain all price information in the format specified in Exhibit B. The Offeror shall complete the Financial Proposal Form only as provided in the RFP.

SECTION 5 – EVALUATION COMMITTEE, EVALUATION CRITERIA, AND

SELECTION PROCEDURE

5.1 Evaluation Committee

Evaluation of Proposals will be performed in accordance with COMAR 21.05.03 by a committee established for that purpose and based on the evaluation criteria set forth below. The Evaluation Committee will review Proposals, participate in Offeror oral presentations and discussions, and provide input to the Procurement Officer. The

Department reserves the right to utilize the services of individuals outside of the established Evaluation Committee for advice and assistance, as deemed appropriate.

5.2 Technical Proposal Evaluation Criteria

The criteria to be used to evaluate each Technical Proposal are listed below in descending order of importance.

Unless stated otherwise, any sub-criteria within each criterion has equal weight.

5.2.1 Acknowledged agreement to meet the General requirements as described in Section 3.2.1

5.2.2 MVDRS Advisory Committee Meeting requirements as described in Section 3.2.2

5.2.3 Core SIPP VIP Forum requirements as described in Section 3.2.3

5.2.4 MVDRS Workshop Series requirements as described in Section 3.2.4

5.2.5 Work Plan requirements as described in Section 3.2.5

5.2.6 Staffing and Organizational Capacity requirements as described in Section 3.2.6

5.2.7 Product requirements as described in Section 3.2.7

5.2.8 Reporting requirements as described in Section 3.2.8

5.2.9 Acknowledged agreement to meet the Americans with Disabilities Act Statement as described in Section 3.2.9

5.3 Financial Proposal Evaluation Criteria

All Qualified Offerors will be ranked from most advantageous to the least advantageous price based on the Total

Proposal Price within the stated guidelines set forth in this RFP and as submitted on Exhibit B - Financial Proposal

Form. In cases where the financial cost is fixed, then only the technical proposals are ranked.

5.4 Selection Procedures

5.4.1 General

The Contract will be awarded in accordance with the Competitive Sealed Proposals (CSP) method found at COMAR

21.05.03. The Competitive Sealed Proposals method allows for the conducting of discussions and the revision of

Proposals during these discussions. Therefore, the State may conduct discussions with all Offerors that have submitted Proposals that are determined to be reasonably susceptible of being selected for contract award or potentially so. However, the State reserves the right to make an award without holding discussions.

In either case (i.e., with or without discussions), the State may determine an Offeror to be not responsible and/or an

Offeror’s Proposal to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Proposals and prior to Contract award. If the State finds an Offeror to be not responsible and/or an

Offeror’s Technical Proposal to be not reasonably susceptible of being selected for award, that Offeror’s Financial

Proposal will be returned if the Financial Proposal is unopened at the time of the determination.

5.4.2 Award Determination

Upon completion of the Technical Proposal and Financial Proposal evaluations and rankings, each Offeror will receive an overall ranking. The Procurement Officer will recommend award of the Contract to the responsible

Offeror that submitted the Proposal determined to be the most advantageous to the State. In making this most advantageous Proposal determination, technical factors will receive equal weight with financial factors.

RFP ATTACHMENTS

EXHIBIT B – Financial Proposal Form

This must be completed and submitted with the Technical Proposal in a separate envelope.

ATTACHMENT A – Contract

This is the sample contract used by the Department. It is provided with the RFP for informational purposes and is not required to be submitted at Proposal submission time. Upon notification of recommendation for award, a completed contract will be sent to the recommended awardee for signature. The recommended awardee must return to the Procurement Officer three (3) executed copies if submission is required by mail within five (5) Business Days after receipt. Upon Contract award, a fully-executed copy will be sent to the

Contractor.

ATTACHMENT B – Proposal Affidavit

This must be completed and submitted with the Technical Proposal.

ATTACHMENT C – Sample Promotional Materials

EXHIBIT B – FINANCIAL PROPOSAL FORM

FINANCIAL PROPOSAL FORM

The Financial Proposal shall contain all price information in the format specified on these pages. Complete the

Financial Proposal Form only as provided in the Financial Proposal Form format. Do not amend, alter or leave blank any items on the Financial Proposal Form. If option years are included, Offerors must submit costs for each option year. Failure to adhere to any of these instructions may result in the financial proposal being determined nonresponsive and rejected by the Department.

Price is based on a Total Cost of: $______________.

* Indirect Costs not to exceed 10% of Total Direct Costs

Submitted By:

Authorized Signature: ________________________________Date: ____________________

Printed Name and…