CVI Conference Event Coordinator

The Kansas State School for the Blind is requesting competitive proposals for a Conference Event Coordinator to plan and manage a one-day Cerebral Visual Impairment (CVI) Conference scheduled for March 5, 2027, in Wichita, Kansas, with proposals due September 17, 2026, at 2:00 p.m. CST. Vendors may claim applicable preferences under Kansas' Bidder Preference Program, including Disabled Veteran Owned Business or Certified Business categories, with supporting documentation required.

The scope requires comprehensive planning and on-site management of an educational conference anticipated to draw approximately 200 participants including parents, caregivers, educators, service providers, and medical professionals. The successful bidder must demonstrate prior experience planning educational conferences related to cerebral visual impairment and special education, with emphasis on comprehensive accessibility compliance. Pre-event planning activities commence within two weeks of contract execution. Post-conference evaluations must be distributed within six working days following the event (by March 12, 2027), and a final report is due within four weeks of the event (by April 2, 2027). The bidder must be an established firm with a minimum of five years of continuous active participation in providing comparable equipment or services and must supply three references from purchases of similar services within the past five years.

The contract term is three years from the date of award through October 31, 2027, with potential renewal. Cost proposals must itemize all scope components with subtotals and a final project total, clearly distinguishing between fixed and variable costs, including travel and lodging. Bidders may propose an incremental increase not to exceed 5 percent annually for years two and three; no other price adjustments are permitted. Payment terms are Net 30. Technical proposals must not exceed ten pages excluding appendices. A tax clearance certificate from the Kansas Department of Revenue is required. Written questions are due by close of business August 27, 2026. No pre-proposal conference is scheduled. Mandatory bidder registration with the State of Kansas must be completed before bid closing.