PHPA 3687: Conference Planning for an Annual Maryland Early Hearing Detection and Intervention (EHDI) Stakeholders Conference

The Maryland Department of Health, Office of Children and Youth with Specific Health Care Needs, is requesting proposals for conference planning and implementation services for an annual virtual Early Hearing Detection and Intervention (EHDI) Stakeholders Conference, with proposals due December 5, 2025, at 2:00 PM through eMaryland Marketplace Advantage.

The scope encompasses full conference planning and execution, including securing a virtual platform for two 3-hour sessions, identifying and contracting keynote and guest speakers, arranging American Sign Language interpretation and accessibility accommodations for deaf and hard of hearing participants, creating marketing materials, managing registrations for 200+ anticipated attendees (deaf and hard of hearing adults, families of deaf and hard of hearing infants and children, administrators, educators, and healthcare professionals), and compiling post-conference evaluations and reports. Conferences are anticipated in May of each contract year.

The contract runs from December 31, 2025, through June 30, 2027, with an optional two-year extension from July 1, 2027, through June 30, 2029. Invoicing is firm fixed price based on documented actual expenditures, with indirect costs not to exceed 10 percent of total direct costs. An invoicing schedule spans multiple fiscal periods, with April and July invoices due in FY26 and quarterly invoices due thereafter.

Minimum qualifications require the offeror to demonstrate at least two years of experience planning conferences for a minimum of 75 attendees and experience engaging and collaborating with deaf or hard of hearing individuals in Maryland. Minority Business Enterprises and Small Business Reserves are encouraged to respond. Technical factors and financial factors are weighted equally in evaluation. The Department intends to make a single award. Questions are due November 28, 2025, at 2:00 PM. All prospective offerors must register with eMMA and provide their eMMA vendor number with proposal submission. No pre-proposal conference is scheduled.