Conference Services

The Massachusetts Probation Service is requesting proposals for conference facility services for a two-day professional development event scheduled for late winter or spring 2027, with proposals due October 13, 2026 at 8:30 a.m. EST. A minimum 1% spending commitment with certified diverse businesses (MBE, WBE, SDVOBE, VBE) is mandatory and enforced annually on a fiscal-year basis (July 1–June 30); failure to meet this requirement bars contract award.

The scope requires a facility accommodating approximately 900 attendees per day with the same program repeated on consecutive weekdays for two different groups. The facility must provide a large plenary room with clear sightlines, at least four breakout spaces for up to 175 participants each, registration tables outside the plenary area, and private space for emergency conversations. Audiovisual services include podium and handheld microphones, projectors, screens, internet access, and optional onsite technicians. Catering must include continental breakfast, mid-morning coffee and drink service, lunch, and mid-afternoon light refreshment with options. The Massachusetts Trial Court holds Exemption Number 999-089-440 from Massachusetts State Sales and Meals Tax; vendors must not include meals tax in bids.

The initial contract term covers two days, with four optional one-year renewal periods exercisable at MPS's sole discretion subject to available funding. Evaluation weighting assigns 50% to technical response and 50% to vendor implementation plan; pricing proposals are evaluated only after technical responses and vendor presentations are complete. Written vendor inquiries are due September 18, 2026, with MPS responses by September 25, 2026. Vendor selection is anticipated by November 13, 2026. Responses must be submitted electronically through COMMBUYS and include Commonwealth Terms and Conditions, Vendor Acceptance Form, No Contact Policy Acknowledgement, Prompt Payment Discount Form, Contractor Authorized Signatory Form (notarized), Form W-9, and Supplier Diversity Program Plan. Electronic Funds Transfer is the required payment method, with standard payment within 45 days from invoice receipt.