2026 Highway Maintenance Seminar

Background

The Maryland Department of Transportation State Highway Administration (SHA) is issuing this Multi-Step Invitation for Bids (MS-IFB) to procure services for the 2026 Highway Maintenance Seminar. This annual conference is aimed at SHA Maintenance Management Employees across Maryland, providing professional development, operational training, employee engagement, and networking opportunities. The seminar will include a controlled driving obstacle course for practical training.

Work Details

The contractor will provide hotel accommodations in Maryland for approximately 130-157 attendees, including lodging, conference rooms, meal services, and two large parking lots—one for attendees and hotel guests and another for a controlled driving obstacle course (Roadeo). The preferred dates for the conference are September 28-October 2, 2026, with alternative dates of October 6-9, 2026. The contract will be a lump sum covering all costs associated with the seminar including lodging, occupancy costs, local taxes, meal service charges, facility fees, and incidental costs. Specific requirements include: 1. Hotel must accommodate early check-in for thirty people at 9 AM. 2. Parking must accommodate up to 157 vehicles including single-axle dump trucks with snow plows. 3. Conference rooms must be set up in banquet style with necessary AV equipment. 4. Meals provided must be buffet style with specific dietary considerations. 5. A controlled driving obstacle course must be set up in a designated parking lot.

Period of Performance

The contract duration is one month with the seminar scheduled from September 28 to October 2, 2026.

Place of Performance

The services will be performed at a hotel in Maryland that meets the specified requirements.

Bidder Requirements

Bidders must have three years of experience providing hotel and conference services for events of at least three days accommodating a minimum of 100 people. Bidders are required to submit references and complete various attachments including a Bid/Proposal Affidavit and Conflict of Interest Affidavit.