Conference Space, General Catering Services, and Hotel Accommodations

The Commonwealth of Massachusetts, through the Department of Early Education and Care (EEC) / Children's Trust, is issuing a Request for Responses (RFR) to establish a Master Service Agreement (MSA) with multiple vendors to provide conference space/audio visual equipment and/or services, conference space with catering services, general catering services, and hotel accommodations to support CTF training/professional development events, conferences, seminars, and large meetings. The RFR is a rolling enrollment procurement, with bids accepted anytime from May 18, 2016 to April 15, 2026. CTF is seeking up to 12 contractors and reserves the right to add additional vendors over the life of the 10-year contract. Bidders must provide details on conference spaces, catering menus, hotel room accommodations, A/V equipment and services, as well as demonstrate competitive pricing, discounts, and experience working with Commonwealth agencies. Contracts will be awarded based on criteria such as conference space options, catering menu options, hotel room accommodations, A/V equipment/services, competitive pricing, discounts, and experience working with Commonwealth agencies.

The RFR encourages bidders to adopt environmentally preferable business practices and to commit to spending a specific percentage of the contract with certified Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners through the Supplier Diversity Program (SDP). The estimated total contract value is $350,000, and payments will be made through electronic funds transfer within 45 days of invoice receipt, with prompt payment discount options available.