ROADEO26 - 2026 Highway Maintenance Seminar

The Maryland Department of Transportation State Highway Administration is requesting bids on conference and hotel services for the 2026 Highway Maintenance Seminar (ROADEO26) under a multi-step invitation for bids, with proposals due June 26, 2026 at 9:00 a.m. through the eMaryland Marketplace Advantage portal and a pre-bid conference scheduled for June 10, 2026 at 1:00 p.m. via Microsoft Teams. No MBE or VSBE subcontracting goals apply.

The scope is a firm fixed-price lump-sum contract for hotel and conference services accommodating 130–157 attendees at preferred dates of September 28–October 2, 2026 (with alternative dates October 6–9, 2026). Deliverables include lodging, two conference rooms each configured for 157 people in banquet style with full audio-visual equipment and complimentary Wi-Fi, meal service (breakfasts, lunches, dinners, and a banquet dinner) with a minimum of one vegetarian option per meal, and a separate paved parking lot of at least 51,600 square feet, free of overhead obstructions and suitable for heavy equipment including single-axle dump trucks with snow plows measuring 9 feet 6 inches by 38 feet. All public areas must be ADA-compliant; handicap-accessible rooms must include walk-in showers. The price form (Attachment B) is completed by the bidder and submitted with the proposal.

Bidders must demonstrate three years of experience providing hotel and conference services as a package for at least three days for a minimum of 100 people, supported by two references from the past three years. The contract is fixed price and inclusive of all lodging, occupancy costs, local taxes, meal service charges, facility fees, and incidental costs. Bidders must maintain Commercial General Liability insurance of $1 million combined single limit per occurrence and $3 million annual aggregate, with the State listed as additional insured. The solicitation uses competitive sealed bidding with technical acceptability evaluated first, followed by price evaluation for qualified bidders. Written questions are due June 18, 2026 at 1:00 p.m. to Kristen Balch, Procurement Officer, at KBalch1@mdot.maryland.gov. Public bid opening is scheduled for 9:30 a.m. on June 26, 2026. No federal funding is associated with this contract.