Meeting Center for 2027 Crime Victims' Rights Conference

The Governor’s Office of Crime Prevention and Policy (GOCPP or the “Agency”) is issuing this Multi-Step Invitation for Bids (MS-IFB) seeking a Contractor to provide a venue, labor, materials, equipment, tools and operations necessary to host the 2027 Maryland Crime Victims’ Rights Conference within one of the following locations Baltimore City, Anne Arundel, Baltimore, Carroll, Harford, and Howard counties [...]

The purpose of this solicitation is to procure a venue with free on-site parking for approximately 500 attendees, food and beverages, labor, materials, equipment, tools and operations necessary to host the 2027 Maryland Crime Victims’ Rights Conference.

The selected Contractor shall provide the following services but not limited to:

- Work with the Governor's Office of Crime Prevention and Policy staff virtually and in-person as necessary, to meet the deadlines.

Venue Requirements

• One (1) Main conference room set up in a banquet style with a raised stage, podium, microphone, projector screen, laptop, clicker or remote, and a table for the awards. The room must have the capacity to accommodate up to five hundred (500) attendees.
• Three (3) workshop session rooms each with chairs; one (1) table with microphone, projector, laptop, podium, AV cable, screen and a clicker or remote. All the workshop rooms shall be set up in theater style with the ability to accommodate up to one hundred and sixty-five (165) attendees.
• One (1) hospitality room with 2 tables and 10 chairs. This room must be secure and locked at all times during the conference but made available to speakers and GOCPP staff.
• Space for at least 10 Exhibitors with electrical outlets (ten 8-foot tables and 20 chairs)
• Three (3) tables for registration (three, 8-foot tables and 5 chairs)
• Free on-site parking for attendees
• Five (5) separate assigned parking spaces for state officials

Speakers and Exhibitors

• Handle speaker, exhibitor and Audio-Visual (AV) needs are set up for the event;
• Ensure All speaker and exhibitor requests not strictly related to setup and AV are communicated to GOCPP staff for handling.

Audio/Visual Needs

• Provide immediate resolution of problems with AV or other technical issues;
• Set up and break down AV equipment, as necessary;
• Assist speakers with loading presentations;
• Ensure security of equipment throughout the event;
• Complimentary wireless internet;
• Provide available in-room technician to operate AV equipment;
• Multi-box (for reporters).

Signage

Workshop session rooms signage should include the title for each workshop and should be changed for different sessions. GOCPP shall provide workshop session titles to the Contractor.

Food and Beverages

• Boxed lunch meal for up to five hundred (500) attendees.
• A typical boxed lunch meal shall include an entree (specialty sandwich), fruit and/or salad, beverage, and chips or a dessert; Offerors are encouraged to propose various menu items, while including vegan and kosher options
• Provide all condiments normally served with specific menus, including, but not limited to salt, pepper, mustard, ketchup, cream, sugar.
• Coffee and refreshments may be included throughout the day (optional)
• Water shall be provided throughout the conference.

**Submission:** Submit on emma.maryland.gov under Solicitation Number BPM059598. To submit a proposal, offerors must first register on emma.maryland.gov.

This is a Small Business Reserve Procurement for which the award will be limited to certified small businesses.

A Contract will be awarded in accordance with the Competitive Sealed Proposals method under COMAR 21.05.03. Multiple or alternate Proposals will not be accepted. The State intends to make a single award.

**Minimum Qualifications (required):** The Offeror shall be licensed to operate in the State of Maryland and provide a valid Business license, a Fire Department Permit and a Health Permit. The Offeror shall provide with its Proposal *Attachment L Reference Checks* with three (3) or more references filled out.

Contract Type: Indefinite Quantity with Firm Fixed Prices. Contract Duration: 03/01/2027 – 05/31/2027.

Scheduled Site Visit: Scheduled after notification by the Procurement Officer.

Insurance:

• Commercial General Liability - **$1,000,000** per occurrence and **$3,000,000** annual aggregate.
• Crime Insurance/Employee Theft Insurance - minimum single loss limit of **$1,000,000** per loss.
• Worker’s Compensation - not less than **$1,000,000** per occurrence.

The Offeror shall have at least five (5) years of experience and knowledge demonstrated in conference and banquets services dealing with up to five hundred (500) attendees.