Small Procurement Contract rev. 8.30.22 (2).docx

STATE OF MARYLAND

DEPARTMENT OF HEALTH

SMALL PROCUREMENT CONTRACT

THIS CONTRACT (the “Contract”), is made as of the day of

, 20 by and between the STATE OF MARYLAND, acting through the DEPARTMENT OF HEALTH (“Department”), and

(“Contractor”) whose principal office in Maryland is and whose principal business address is

The parties agree as follows:

1. Scope of Contract.

(a) The Contractor shall provide the following goods or services:

1. Tentative Date: May 10-12, 2027 (Final date to be confirmed upon award).

2. Event Duration: 8 hours of meeting space (9:00 AM – 5:00 PM), with early access for staff setup starting at 6:00 AM.

3. Space:

a. One (1) General Session Ballroom (Large enough for 350 people theater-style or with rounds).

b. Four (4) - Six (6) Breakout Rooms with sound-dampening capabilities.

c. Foyer space for registration and approximately 5-10 vendor tables.

d. A raised stage for the General Session.

4. Catering:

a. Breakfast: Executive continental breakfast buffet options

b. Lunch: Choice of lunch buffet or boxed lunch options for 350 people.

c. All-Day Beverage Service: Continuous non-alcoholic beverage service (coffee, tea, water, soft drinks).

d. PM Snack: One afternoon snack break.

5. AV/Tech:

a. Full sound systems in the main ballroom and all breakout rooms.

b. Microphones: Podium microphone, screens, and projectors in all rooms.

c. Lapel microphones for panel discussions (Estimated 2–4 per panel).

d. Laptops in main ballroom and all breakout rooms

e. High-speed wireless internet access for all attendees and staff.

f. On-site tech support available on the day-of the event.

6. Parking: On-site or accommodated parking options for all attendees and staff.

7. Hotel: Discounted rate for those attending to stay the night before the conference.

8. Budgetary Cap: The maximum budget for this contract is $50,000

9. The Vendor must be registered and in good standing with the Maryland Department of Assessments and Taxation (SDAT).

10. The Vendor must be registered on eMaryland Marketplace Advantage (eMMA).

11. The vendor must be located in Annapolis, Maryland.

The scope of work or solicitation dated is attached and incorporated by reference as Exhibit

. The

Contractor’s bid or proposal dated is attached and incorporated by references as Exhibit

. If there

If any conflict between this Contract and any exhibits incorporated by reference, the terms of this contract shall govern. If there is any conflict among the Exhibits, the following order of precedence shall determine the prevailing provision:

Exhibit A – the scope of work or solicitation and Exhibit B – the Contractor’s bid or proposal.

(b) Changes. This Contract may be amended only with the written consent of both parties. Amendments may not significantly change the scope of the Contract (including the Contract price).

2. Term of Contract. The term of this Contract shall be for the period of

, 20 through

, 20

3. Compensation and Method of Payment.

(a) Compensation. The total compensation for services to be rendered by the Contractor shall not exceed $50,000

(b) Method of Payment. The Department shall pay the Contractor no later than thirty (30) days after the event date and the Department receives a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, State Finance and Procurement Article, Maryland Code, are prohibited.

(c) Tax Identification Number. The Contractor’s Federal Tax Identification Number is

. The Contractor’s Social Security Number is

(Individual Contractor Only). Contractor’s Federal Tax Identification Number (or

Social Security Number - Individual Contractor Only) shall appear on all invoices submitted by the Contractor to the Department for payment.

(d) Invoicing. All invoices for services shall be signed by the Contractor and submitted to Cassandra Hershberger at cassandra.hershberger@maryland.gov. Final invoice should be submitted no later than the day of the event to Cassandra Hershberger. 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.

to serve as Procurement Officer for this Contract. All contact between the Department and the Contractor regarding all matters relative to this Contract shall be coordinated through the Procurement Officer.

5. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

6. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notification to the Contractor specifying the extent and the effective date of the termination. The State will pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination, and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12(A)(2).

7. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the Department may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

8. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

9. Non-Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the employment provisions of §13-219 of the State Finance and Procurement Article, Maryland Code and Code of Maryland Regulations 21.07.01.08, and the commercial nondiscrimination provisions of Title 19, Subtitle 1, State Finance and Procurement Article, Maryland Code.

10. Maryland Law Prevails. The laws of Maryland shall govern the interpretation and enforcement of this Contract. The Maryland Uniform Computer Information Transactions Act (Commercial Law Article, Title 22 of the Annotated Code of Maryland) does not apply to this Contract or any software license acquired hereunder.

11. Anti-Bribery. The Contractor certifies that, to the Contractor’s best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, partners, or controlling stockholders; nor any employee of the Contractor who is directly involved in the business’s contracting activities, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

12. Commercial Non-Discrimination Policy. The Contractor shall comply with the provisions of State Finance and Procurement Article. Title 19, Annotated Code of Maryland.

IN WITNESS THEREOF, the parties have executed this Contract as of the date hereinabove set forth.

DEPARTMENT OF HEALTH

(Seal)

By:

By:

(Printed Name and Title)

(Printed Name and Title)

Date

Date

Rev. 8/2022