MHCC 27-011 RFQ_Event Space_Lodging_Commisioner's Retreat

The Maryland Health Care Commission is requesting quotes for meeting space, catering, and overnight lodging for approximately 25 guests attending a two-day Commissioners' Retreat in the Baltimore region, with quotes due October 23, 2026 at 12:00 PM EST via the eMaryland Marketplace Advantage (eMMA) system or email. Preferred dates are December 17–18, 2026; alternate dates of December 11–12, 2026 are available.

The scope includes one large private meeting/event space with dual projector screens, ten wireless handheld microphones, hybrid session recording capability, and adjustable lighting and temperature controls; full breakfast and lunch service on Day Two; a formal plated dinner on Day One with three entree options; twenty-five single-occupancy overnight rooms with specified amenities; and full-service business center access. The facility must be ADA-compliant and located within thirty miles of the MHCC offices in Baltimore. Vendors must describe meeting-space inclusions, food and beverage policies, event cancellation and rescheduling terms, and provide a coordinator experience summary. The price sheet must itemize per-night room rates, per-person per-meal food and beverage costs, meeting room rental fees, line-item AV equipment charges, service charges and gratuities, and other relevant costs.

Award will be made to the responsive and responsible offeror offering the most advantageous price under Maryland Small Procurement regulations COMAR 21.05.07. Offerors must submit a signed transmittal letter with business information, FEIN or SSN, eMMA vendor number, and MBE certification if applicable, along with confirmed date availability and floor plans with capacity charts. Vendors must register with eMMA and the State Department of Assessments and Taxation (SDAT) prior to award. Site visits may be required before award determination. The state credit card may be used exclusively to secure lodging reservations, with no actual charges permitted; vendors seeking electronic funds transfers must complete the required form in advance.