PHPA 3316 - Sexual Violence Prevention Conference Planning Services- CANCELLED

The Maryland Department of Health, specifically the Prevention and Health Promotion Administration (PHPA) and the Rape and Sexual Assault Prevention Program, in collaboration with the Maryland Women of Color Network (MWOCN), is seeking a conference planning services contractor for the 20th annual Sexual Violence Prevention Conference. The conference is scheduled for November 14, 2025, at Bowie State University, with an anticipated attendance of up to 200 professionals, students, and community leaders. The contract period will run from May 15, 2025, to January 31, 2026, with the State intending to make a single award through a competitive sealed proposal process. Proposals are due by May 7, 2025, at 2:00 PM EST and must be submitted through the eMaryland Marketplace Advantage (eMMA) system. Offerors must demonstrate experience planning at least three professional development events, including one in-person event with over 100 attendees, and provide professional references. The RFP will evaluate proposals equally on technical and financial merits, with specific requirements including the development of conference logo, save-the-date materials, registration management, and conference agenda creation.

The procurement encourages participation from Minority Business Enterprises (MBE) and Small Business Reserves, indicating a commitment to diversity in contractor selection. The contract is structured as a firm fixed-price agreement with a total budget not exceeding $50,000, to be paid across four invoices with specific deliverable milestones: 22% ($11,000) for conference logo and save-the-date materials, 30% ($15,000) for conference registration, 38% ($19,000) for the conference agenda, and a final 10% ($5,000) upon completion of post-conference deliverables. Potential contractors should be prepared to manage all aspects of conference planning, including logistical coordination, participant engagement, and post-event reporting. While no incumbent vendor is specified in the documentation, the procurement emphasizes the importance of proven experience in event planning and professional development conference management. The competitive nature of the RFP suggests that qualified vendors with a strong track record in event coordination, particularly in the field of sexual violence prevention, will be most competitive for this opportunity.