Venue for conferences and community events

The Delaware Department of Health and Social Services (DHSS) has issued a Request for Proposal (RFP) seeking qualified vendors to provide venues and related services for hosting conferences, trainings, community forums, and engagement events statewide. The solicitation aims to establish a pool of approved vendors across eight event tiers, accommodating events ranging from 10 to 400+ attendees. Key venue requirements include Wi-Fi, audio-visual support, parking, hand sanitizer stations, and optional catering services. Vendors must offer a minimum 5% discount, with additional discounts potentially available based on event capacity and needs. The RFP requires vendors to possess a valid Delaware Business License or IRS 501(c)(3) determination letter and maintain specific insurance coverage. Critical procurement dates include a non-mandatory pre-bid meeting on December 9, 2025, a proposal submission deadline of January 13, 2026, and an estimated award notification date of February 27, 2026. Evaluation criteria will focus on vendors' experience, reputation, expertise, and ability to meet specified event venue requirements across different tiers.

The solicitation encourages participation from diverse business enterprises, including Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), Disadvantaged Business Enterprise (DBE), Veteran Owned Business Enterprise (VOBE), and Service Disabled Veteran Owned Business Enterprise (SDVOBE). Vendors must complete various attachments, including a non-collusion statement, confidentiality form, and business references, with strict prohibitions against listing state employees as references. The contract will have an initial two-year term with potential for three one-year extensions, and the state reserves the right to select vendors based on specific event needs and award multiple contracts. Importantly, no alcohol is permitted at any events. The procurement is structured as an open and continuous solicitation, with subsequent RFPs to be released every 90 days. While specific total contract value is not explicitly stated, the comprehensive approach suggests a flexible, multi-vendor procurement strategy designed to meet the diverse event needs of the Delaware DHSS across various geographic locations and event sizes.