Phpa 3955 - mchb bureau event planner

The Maryland Department of Health's Maternal and Child Health Bureau is requesting proposals for event planning and coordination services for workforce development initiatives during State Fiscal Year 2027, with proposals due June 12, 2026 at 2:00 PM EST. The RFP encourages participation from Minority Business Enterprises and Small Business Reserve vendors.

The contractor will plan and facilitate three primary events: MCHB's Bureau Month (approximately 125 in-person attendees in September 2026), a Leadership Retreat (approximately 15 attendees), four one-hour virtual webinars during Bureau Month (approximately 200 attendees), and two one-hour virtual webinars during Black Maternal Health Week in April 2027 (approximately 200 attendees). Responsibilities include pre-event planning, facilitator coordination, venue selection and management, catering coordination, audio-visual and technology support, and post-event reporting with survey analysis. All events must comply with Americans with Disabilities Act requirements and accommodate diverse populations.

For the in-person Bureau Month event, the contractor must secure a venue in the greater Baltimore area offering free parking, capacity for 125 attendees, theater-style or round-table seating, four breakout rooms with minimum 25 capacity each, full-day access from 7:00 AM to 5:00 PM, Wi-Fi, adequate restrooms, lactation rooms with refrigeration, and comprehensive catering services.

The contract term runs July 1, 2026 through June 30, 2027, with a single award anticipated. This is a firm fixed-price small procurement under COMAR 21.05.07 regulations. The contractor must provide three professional references from the past five years, a resume or curriculum vitae, and a sample agenda or run-of-show from a previously coordinated event. Subcontractors may be employed but the contractor remains fully responsible for performance. Technical and financial proposals will be weighted equally. Quarterly reports detailing activity progress, contacted facilitators and venues, subcontractor information, challenges, and budget expenditures are required. Questions are due June 5, 2026 at 2:00 PM EST. No pre-proposal conference will be held.