Reproductive Health Conference

Background

The Maryland Department of Health (MDH), specifically the Maternal and Child Health Bureau and the Maryland Family Planning Program (MFPP), is issuing an Invitation for Bid to facilitate a Reproductive Health Conference. The goal of this contract is to provide necessary space, equipment, and meals for up to 150 participants during an in-person conference aimed at delivering program updates, discussing timely topics, reviewing reports, and fostering networking among subrecipients.

Work Details

The contractor shall provide a clean venue capable of accommodating up to 150 participants with the following specifications: - Meeting space must include free on-premises parking, free Wi-Fi for attendees, adequate restrooms, and at least one lactation room. - The venue should be located in Baltimore County, Howard County, Anne Arundel County, Prince George’s County, Carroll County, or Montgomery County. - The conference will take place in Spring of 2027 from 7:00 am to 5:00 pm. - Catering services must include hot breakfast, mid-morning snacks, lunch with specific dietary accommodations (gluten-free and plant-based options), and late afternoon snacks. Sample menus must be provided. - Audio/Visual (AV) equipment including screens, projectors, microphones, and podiums must be available along with in-person AV support on the day of the event. - Registration tables and vendor tabling must be set up outside or within eyesight of the plenary room. - A minimum of three breakout rooms must be provided for smaller group sessions.

Period of Performance

The contract will cover a one-day conference scheduled for Spring of 2027 from 7:00 am to 5:00 pm.

Place of Performance

The services will be performed at a venue located in Maryland within specified counties including Baltimore County, Howard County, Anne Arundel County, Prince George’s County, Carroll County, or Montgomery County.

Bidder Requirements

Bidders must be qualified venue owners located in Maryland. They are required to provide three references in their bid submission. Additionally, they must comply with all Americans with Disabilities Act (ADA) requirements to ensure accessibility for all participants. Insurance requirements include providing a certificate of insurance with specified coverage limits within five business days from notice of award.