Questions - Answers - BPM054977.pdf

Questions - Answers

1. Is there an incumbent contractor for prior Maryland Behavioral Health Summits or similar

GOCPP events?

a. If yes, please provide the incumbent's name, current contract number, and contract value. Crown Plaza Annapolis 173 Jennifer Road, Annapolis, Maryland -

$25,340

b. If yes, please confirm whether the incumbent is eligible to compete for this solicitation. Yes

c. If yes, please provide historical attendance figures and the venue(s) used for prior events. 200 – 300 attendees

d. If there is no current incumbent, is there a contractor that has recently provided similar services and is eligible to bid on this opportunity?

2. Will the Government consider extending the proposal submission deadline to allow offerors a minimum of three (3) business days after receipt of the Government's responses to these questions to incorporate the answers into complete and accurate proposals? NO

3. The solicitation states this is a Small Business Reserve (SBR) Procurement requiring

GOSBA certification verified through eMMA. Please confirm whether a Certified Small

Business (CSB) designation satisfies the SBR eligibility requirement for this solicitation, or clarify the specific GOSBA certification type required for award eligibility. A Certified

Small Business (CSB) designation satisfies the SBR eligibility requirement

4. Are there any specific venue requirements or minimum standards (e.g., AAA rating)?

NO

5. Is there an estimated start and end time for the event on Days 1 and 2? Estimated to be based on the regular office hours: 9 - 5

6. Based on the chart on page 9, it appears that the three workshop sessions are scheduled for Day 2. Please confirm whether the general session (main conference) room may be used as one of the three workshop rooms, or if the Government prefers three separate breakout rooms in addition to the general session room. Three (3) separate breakout rooms

7. Are meals required to be priced at or within per diem rates? See Financial Form (Excel

Spreadsheet)

8. Please confirm whether there are any required menu items or items that should be excluded from menu offerings. Additionally, what are the State's dietary accommodation requirements (e.g., vegetarian, vegan, gluten-free, kosher, halal), and what percentage of meals should be planned for alternative dietary options? See section 2.3.8 and

Vendor’ proposed menu items form

9. Is there a specific time window for afternoon snacks, or should they be available and replenished throughout the afternoon? Are there any specific requirements or preferences related to the snacks? No, however may be discussed with the selected offeror

10. Section 2.3.5(2) lists "a projector screen" for workshop rooms but does not explicitly state "projector." Please confirm that the contractor should include pricing for both projectors and screens for the general session room and each of the three workshop rooms. See the financial form and feel free to provide pricing details (itemized) as a separate attachment

11. How many microphones should the contractor price for each room, and are there any preferences regarding microphone type (e.g., lavalier, handheld, podium)? One (1) working microphone per room

12. Section 2.3.6(6) requires "an available technician in the event room." Please clarify whether one shared/floating technician is acceptable to cover all rooms, or if a dedicated technician is required in each room simultaneously. What hours of coverage are expected? Assistance shall be available when necessary

13. Are there any minimum sizing requirements for projection screens in the general session and workshop rooms? NO

14. Will GOCPP staff the registration tables, or will the contractor be responsible for providing registration staff? GOCPP will provide staffing

15. Will the government require name tags, badge holders, or lanyards for registration? NO

16. Are there any specific requirements or size specifications for signage (e.g., 8.5” x 11”, 11” x 17”, etc.)? NO

17. Section 1.1.A(2) and (3) require submission of Fire Department Permit and Health

Permit with the proposal. Please clarify whether:

a. These permits must be held by the prime Offeror, or

b. The State will accept permits held by a subcontracted venue partner, with appropriate documentation of the subcontracting arrangement. The permits must be associated with the venue/site

18. Section 1.1.A(1) requires a "valid Business license." Please specify what type of business license satisfies this requirement. Is a Maryland SDAT registration and good standing certification sufficient, or does the State require a specific occupational or trade license? Building Occupational permit and applicable trade license are acceptable, in addition to the Maryland SDAT

19. Section 3.14.6 requires subcontractors to "obtain and maintain comparable levels of coverage." Must subcontractor insurance certificates be submitted with the proposal, or upon contract award? After award

20. Section 2.1.1 states "approximately 250-300 attendees," while Section 2.3.5(1) requires setup for "350 attendees." The setup shall be for 300 attendees.

a. What is the guaranteed minimum attendance for catering purposes?

b. What is the maximum attendance the Contractor must accommodate?

c. Should the Financial Proposal (specifically Food/Beverage) be based on 250, 300, or 350 attendees?

21. What is the timeline for the State to provide final attendance counts to the Contractor prior to the event? At least ten (10) days prior to the event

22. The solicitation lists three possible date options: September 9-10, 11-12, or 17-18, 2026.

Please clarify:

a. Must the Offeror's venue demonstrate availability for all three date options or should the offeror select one option to propose to the State?

b. If venue pricing varies by date, how should the Offeror reflect this in the Financial

Proposal? Select only one (1) of the options. For example, 9-10 or 11-12 or 17-

23. The Financial Proposal (Attachment B) includes four line items: Audio/Visual, Event

Space, Staff, and Food/Beverage. If there are other charges (e.g., for parking), should the contractor add additional line items for each additional charge? No additional charges, the parking is expected to be free of charge.

24. Should the Financial Proposal include applicable sales tax, or will the State provide tax-exempt documentation? The State of Maryland is a tax-free entity. Supporting documentation will be provided upon request.

25. Section 2.3.5(1) requires "banquet style for 350 attendees" with tables and chairs. Given the need for AV, does the State expect the tables to be set up as crescent rounds for everyone to face the same direction, or as true banquet rounds with seating around the entire table? The summit is projected to host 250 - 300 attendees. The seating arrangement may be discussed/revised with the selected Offeror

26. Section 2.3.5(2) specifies "theater style with tables and chairs for 100 attendees" for workshop rooms. Theater style typically excludes tables. Please clarify whether this should be theater style (no tables) or classroom style (with tables). The seating arrangement may be discussed/revised with the selected Offeror

27. Beyond the five reserved/assigned parking spots for officials referenced in Section

2.3.5(4), what are the parking requirements for general attendees? Must the venue provide complimentary parking, or will attendees pay for their own parking? The Parking shall be complimentary/free of charge

28. The solicitation lists "Anne Arundel, Baltimore, or Howard County" as acceptable locations. Please confirm that "Baltimore" includes both Baltimore City and Baltimore

County. Baltimore City is not part of this solicitation

29. Section 2.3.4 references "Exhibitors." Please clarify the number of exhibitors anticipated and any setup requirements for each exhibit (e.g., tables, linens, electricity, internet access, trash can, etc.). The solicitation shall be amended to remove exhibitors

30. Will any sessions require audio or video recording, live streaming, or hybrid virtual participation capabilities, or is this strictly for in-person participants? For In-person only

31. Section 2.3.6(5) requires "Complimentary wireless internet." Does the state have any minimum bandwidth or capacity requirements? NO, but reliable complimentary internet throughout the event

32. Beyond workshop room signs, are directional signs, registration area signs, or event branding/banners required? NO

33. Section 3.14.1.B requires Crime Insurance/Employee Theft Insurance with the State listed as "loss payee." For event services of this nature, please confirm whether this requirement is applicable, and if so, what State assets would be covered. NO specific asset to be listed

34. Will the State require any pre-event rehearsal or walkthrough sessions at the venue? If so, please specify anticipated duration and timing. Shortlisted listed offerors will be notified, within three (3) days to schedule a site visit of about one (1) or less.