Conference Planning Services

The Kansas Department for Aging and Disability Services (KDADS), Behavioral Health Services (BHS) is soliciting competitive proposals for comprehensive, full-service conference planning, coordination, and onsite management services for the annual three-day Kansas Prevention Collaborative (KPC) Conference. This Request for Proposal (RFP) seeks a qualified vendor to serve as the overall project manager and primary liaison for the established statewide event, which is in its ninth to tenth year of operation and anticipates attendance of 250-350 participants. The vendor's responsibilities encompass all aspects of conference planning and execution, including project management, budget development and financial management, venue selection and coordination, registration and attendee management, presenter and program management, exhibitor and sponsor coordination, marketing and communications, conference content and materials development, and full onsite conference management. The conference will focus on substance use prevention, mental health promotion, suicide prevention, problem gambling awareness, and consumer outreach and advocacy. Minimum qualifications include five years of project management experience, five years of budget management experience, five years of conference planning experience, demonstrated experience managing online registration and payment systems, experience working with state agencies or comparable entities, and financial capacity to operate under retroactive reimbursement. The contract period runs from October 1, 2026, through June 30, 2027, with optional renewal periods through June 30, 2029. Key deadlines include the bid opening on April 14, 2026, at 8:57 AM CDT, written questions due by May 11, 2026, notification of intent to bid due at least 24 hours prior to the June 2, 2026, closing date at 2:00 PM CDT, and technical proposals limited to ten pages formatted with one-inch margins, 12-point Times New Roman font, and single spacing. Evaluation criteria include cost, proposal adequacy and completeness, bidder's understanding of the project, compliance with RFP terms and conditions, experience providing similar services, and qualified staff and methodology.

The State of Kansas offers bidder preferences for Disabled Veteran Owned Business and Certified Business categories with appropriate supporting documentation. All bidders must submit a current Tax Clearance Certificate from the Kansas Department of Revenue, Certification Regarding Immigration Reform and Control form, Boycott of Israel form, Sexual Harassment form, and acceptance of State of Kansas terms and conditions. The State reserves the right to accept or reject any or all proposals, waive minor deviations, and confirm the tax status of all potential contractors and subcontractors prior to contract award. Pricing shall be submitted on a separate cost sheet in a sealed envelope distinct from the technical proposal, with no bid guarantee required. The cost proposal sheet indicates a template structure for budget line items including personnel, fringe benefits, travel, equipment, supplies, contractual costs, building, training, and indirect costs, with indirect costs requiring either a federally negotiated indirect cost rate agreement or compliance with the de minimis rate provisions under 2 CFR Part 200. The State will reimburse vendor travel expenses in accordance with Kansas State Employees Travel Center guidelines and GSA per diem rates, with out-of-state travel requiring prior agency approval, and payment may be made via Procurement Card (P-Card) with no additional charges or via electronic funds transfer (EFT). No specific award value or budget range is disclosed in the RFP documentation; all renewal periods are contingent upon available funding.