About this opportunity
AI summaryThe Vermont Department of Mental Health seeks venue services for its one-day statewide annual conference accommodating approximately 350 attendees, as well as smaller-scale venue options. The contractor must provide accessible facilities, a flexible general session room with setup access the prior day, sufficient free on-site parking, breakfast, lunch, and afternoon refreshments across a multi-year term of up to five years. Eligible bidders include onshore USA organizations. Bidders must attend a bidders conference on November 17, 2026, submit all questions via VT Buys by November 19, 2026, and deliver electronic proposals through VT Buys by December 4, 2026, at 4:00 PM ET. The state will evaluate proposals using weighted scoring based on project approach and methodology, qualifications and experience, ability to meet defined timelines, cost, and success with similar projects.
Buyer and opportunity details
- Client
- Department of Mental Health
Scope of work
- General session room seating up to 350 attendees in flexible layout with setup access the prior day
- Up to seven breakout rooms seating between 25-100 attendees each
- Support spaces for registration, check-in, and exhibitor or resource tables
- Audiovisual equipment including projectors, screens, sound system, wireless microphones, internet, and on-site technician
- Breakfast, lunch, and afternoon snack/beverage breaks accommodating dietary restrictions
- Block of up to 40 single-occupancy guest rooms per night at discounted group rates
- Site visit and written event order confirming room setup, menus, and AV at least 30 days prior
- Itemized event invoicing within 30 days after each event
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Pricing Schedule | 35% |
| Scope of Work and Expected Activities | 30% |
| Company Overview/Organizational Capacity | 25% |
| Reporting and Certification Requirements | 10% |
Minimum qualifications
- Registered as a supplier in Vermont Procurement system VTBuys
- Registered with the Vermont Secretary of State office
- Obtain a Contractor Business Account Number issued by the Vermont Department of Taxes
- Compliance with federal, state, and local health, food safety, fire, and life safety requirements including licensing by Vermont Department of Health
- ADA accessibility across all meeting, dining, restroom spaces, parking, and routes
Documents to include with your response
- VTBuys Questionnaire response
- Quotation form (Items) in VTBuys
- Completed Budget Submission Template (Excel)
- Floor plan of facilities showing capacity and layout
- Sample menus
- Sample event order
- Sample itemized event invoice
- Byrd Anti-lobbying Certification
- Certificate of Compliance
- Three business references
Key dates
- Issue Date
- November, 2, 2026
- Bidders Conference
- November, 17, 2026– 1:00 PM – 2:00PM (ET)
- Questions Due
- November, 19, 2026– 4:00 PM (ET)
- RFP Responses Due By
- December, 4, 2026 – 4:00 PM (ET)
- Anticipated contract start date
- early 2027
How to submit
- Method
- Electronic via VT Buys
- Instructions
- All bids must be submitted electronically via VT Buys. Bidders must complete the VTBuys Questionnaire, quotation form, and Excel budget template.
Contract details
- Term
- Up to five (5) years
- Place of performance
- Vermont
- Funding
- Assistance Listing Number (ALN) #93.958, Block Grants for Community Mental Health Services (MHBG), U.S. Department of Health and Human Services (HHS)- Substance Abuse and Mental Health Services Administration program