ROADEO25R 2025 Highway Maintenance Seminar & Statewide Roadeo

The Maryland Department of Transportation State Highway Administration (SHA) is conducting a Multi-Step Invitation for Bids (MS-IFB) for the 2025 Highway Maintenance Seminar & Statewide Roadeo. The procurement seeks a hotel in Maryland to provide comprehensive services for a four-day conference hosting approximately 130-155 highway maintenance employees. The primary requirements include single occupancy rooms, conference and banquet spaces, meal services, and a large empty parking lot for an interactive driving obstacle course where participants will navigate dump trucks with snow plows through serpentine paths and precise maneuvers. Bidders must have at least three years of experience providing hotel and conference services for a minimum of 100 people and will be evaluated through a two-step process examining technical offers before price bids are opened. The solicitation requires electronic submission through eMaryland Marketplace Advantage (eMMA), with a pre-bid conference scheduled for September 9, 2025, questions due by September 10, 2025, and final bids due by September 12, 2025 at 10:00am. Preferred conference dates are October 7-10, 2025, with alternate dates of October 14-17, 2025 or October 28-31, 2025.

There are no specific Minority Business Enterprise (MBE) or Veteran-Owned Small Business Enterprise (VSBE) subcontracting goals for this procurement. The contract will be a firm fixed-price agreement with a one-month base period, and the state will be exempt from Maryland State Sales Tax with no federal funding involved. The pricing structure includes detailed line items for accommodations, meal services (breakfast, lunch, dinner), conference rooms, AV equipment, and associated facilities rental. While no specific budget range is explicitly stated, the price form indicates estimated quantities for 155 participants across multiple service categories. The hotel must provide comprehensive amenities including separate parking for the driving obstacle course, conference rooms, meal facilities, AV equipment, and catered meals with specific requirements such as vegetarian options and diverse menu selections. Bidders will be required to submit reference checks and complete a detailed pricing form that includes a 20% food service charge allowance.