PROCUREMENT- CONFERENCE Banquet Facility-

BID BOARD NOTICE

PROCUREMENT ID NUMBER: FHA-S566

ISSUE DATE: February 26, 2010

TITLE: Maryland State Council on Cancer Control Annual Cancer Conference
SCOPE OF WORK

The Maryland State Council on Cancer Control seeks the services of a banquet and conference facility to accommodate a minimum of 300 and a maximum of 500 participants and guests at a one-day event titled Maryland State Council on Cancer Control Annual Cancer Conference on December 1, 2, 8, or 9, 2010 in the Greater Baltimore Metropolitan Region.
DESCRIPTION OF SERVICE

The contractor shall provide the following services:

1. Provide staffing support and facility space for the Statewide Consensus Conference on December 1, 2, 8, or 9, 2010. The conference space shall consist of a main plenary room with classroom style seating, which can accommodate a minimum of 300 and a maximum of 500 people. The event will run from 6:30 am until 4 pm on December 1, 2, 8, or 9, 2010. Contractor shall provide adequate staffing to ensure timely breakdown and set-up of various rooms to be used during the conference.



2. There is no cost to be incurred for parking to anyone wishing to attend the conference. The parking should be convenient, preferably on-site, so that the attendees incur no parking costs or lengthy walks. There shall be no restaurants or major restaurant food chains within easy walking distance to the facility (1/3 of a mile or less).



3. The contractor shall work with Maryland State Council on Cancer Control staff to coordinate and serve a menu that meets the needs of attendees and is fiscally advantageous to the state. Meals will include a continental breakfast; morning break service; a catered box lunch or seated luncheon and an afternoon break service.



4. Contractor shall provide Audio-Visual support consisting of: LCD projectors, 2 - 12’ skirted screens, microphones (Floor, table and lavaliere,) and access to a technician for assistance with technical issues at a reasonable cost not to exceed $2,000. If such A/V accommodations are not possible, the contractor shall allow the Maryland State Council on Cancer Control to contract with a private vendor of its choosing.



5. Contractor shall provide vendor/exhibitor spaces that accommodates up to 24 skirted facility-provided tables for displays.

MANDATORY REQUIREMENTS

The contractor shall meet the following minimum requirements:

A) Facility location is a primary consideration in making this award. Responding facilities should be located within the Greater Baltimore Region (no more than 10 miles outside of the Baltimore Beltway in any direction).



B) Support a conference with a minimum of 300 and a maximum of 500 participants on December 1, 2, 8, or 9, 2010 from 6:30 am until 4:00 pm



C) Shall provide convenient access to free parking at no cost to participants or to the state; if the parking area cannot accommodate the number of participants mentioned above, then you will not be considered for award.



D) Shall serve a continental breakfast starting at 7:45 am. The continental breakfast shall include bagels w/butter/cream cheese, muffins, seasonal fruit/fruit tray, apple, orange and cranberry juices, water, sodas, teas and coffee. The AM break shall include refreshments of coffee/tea/juice/soda/water.



E) Shall provide one main room capable of seating a minimum of 300 and a maximum of 500 participants for a plenary session from 7:45 am until 4:00 pm. Seating preference in this room is classroom style, but table rounds is acceptable.



F) Shall provide a separate room where a catered, seated luncheon, two-entrée lunch (i.e.: chicken and fish, a vegetarian option, gluten free option) for a minimum of 300 and a maximum of 500 participants per seating or allow the Maryland State Council on Cancer Control to contract with a caterer to provide boxed lunches. The Maryland State Council on Cancer Control retains the right to choose the lunch options that is most advantageous to the state.



G) Shall provide menu option for lighter fare lunch (single entrée, salads, soup, sandwich options, etc). Please also include a gluten free option(s).



H) Shall provide Audio Visual (A/V) support consisting of: an LCD projector, 12’ skirted screen, microphones (Floor, table and lavaliere) and access to an A/V technician for assistance with technical issues. If such A/V accommodations are not possible, the contractor shall allow the Maryland State Council on Cancer Control to contract with a private vendor of its choosing.



I) Shall work closely with Maryland State Council on Cancer Control Program staff on revising or changing schedule of events for the day. An accurate headcount for the event will be provided no less than four working days before the event.



J) Shall provide one easel to be placed by the front door of the facility.



K) Shall provide vendor/exhibitor space that accommodates up to 20 skirted facility-provided tables for displays.

BIDS MAY NOT BE FAXED

Bidders who hand deliver bids are requested to please ask the building’s security desk to telephone the PROCUREMENT OFFICER.

Bidders who mail bids should allow sufficient mail transit time to ensure timely receipt by the PROCUREMENT OFFICER. Bids and/or unsolicited amendments to bids arriving after the closing hour and date noted above will not be considered.

Questions regarding this solicitation should be directed to the PROCUREMENT OFFICER.
PROCUREMENT OFFICER:

Vern Shird

Family Health Administration

Department of Health & Mental Hygiene

201 West Preston Street Room 306

Baltimore, MD 21201

Phone: 410-767-5555

Fax: 410-333-7106

Email: vshird@dhmh.state.md.us


ISSUING OFFICE:

Robert Villanueva, MPA

Executive Director, Maryland State Council on Cancer Control

201 West Preston Street, Suite 500

Baltimore, MD 21201