Bid Board
SENIOR OUTREACH PROJECT
Request for Proposals
Submissions due Friday February 3, 2012
Overview
The Maryland Clean Energy Center (MCEC) is seeking a firm or a team for marketing and communications services to assist MCEC in furthering its goals. Currently, MCEC requires assistance to develop and execute a Senior Consumer Outreach communications strategy related to energy supply and consumer choice and options. The strategy must accomplish several specific objectives by no later than March 30, 2012 to reach Senior Information Assistance and Services Office staff, senior citizens who reside in Maryland and their caregivers. The budget for these specific requirements is not to exceed $30,000.
Request for Proposal (RFP)
Group:
Maryland Clean Energy Center
9636 Gudelsky Drive Rockville, MD 20850 (301) 738-6280 www.mdcleanenergy.org
Event Name:
Maryland Clean Energy Summit 2012
Executive Director:
Kathy Magruder
301-738-6280 ikm@mdcleanenergy.org
Administrator:
Deborah Parrish
301-738-6282 dparrish@mdcleanenergy.org
Bids Due:
February 9, 2011
email bid to: dparrish@mdcleanenergy.org
About the Maryland Clean Energy Center (MCEC)
The Maryland Clean Energy Center's purpose is to promote clean energy economic development and jobs in Maryland through activities within five strategic focus areas:
Economic Development & Job Creation
Research & Development
Technology Transfer, Commercialization and Entrepreneurial Activity
Workforce Development
Consumer Adoption
Current strategic efforts target consumers and homeowners; businesses and entrepreneurs; and research and development innovation to build consumer interest in clean energy.
MCEC serves as a communications channel to educate the public about clean energy and promote clean energy technologies, opportunities, and advantages.
Summit History
The first Summit was held October 4, 2010 and attracted 250 participants and 53 tabletop exhibits, all with less than four months of planning and marketing. The room rate for single/double occupancy in 2010 was $169.00. Ten sleeping rooms were reserved.
The second summit, held on October 27th-29th, 2011 attracted 475 participants & 51 tabletop exhibits. The room rate for single/double occupancy was $99 for staff and $149 for registrants. Seventeen rooms were reserved.
The purpose of the Summit is to provide a venue for participants to focus on the job creation and business development opportunities inherent in addressing the climate change challenge. Looking to the development of future technologies, policies, and finance - participants will identify options, issues, and action strategies to obtain winning outcomes for Maryland.
2012 Summit Specifications
This year, the Summit is proposed to be a two-day format. (See attached Tentative Schedule)
The ideal facility would accommodate all sleeping rooms, meeting and exhibit space, and meal functions. The facility would offer space and meeting rooms confined to one area or floor. Office for summit staff would be provided. Close access to public transportation is preferred.
Meeting Date
Date preferred would fall on a Tuesday, Wednesday or Thursday between late-September and late October, 2012.
Anticipated Attendees
Attendees will include approximately 300 - 400 leaders from industry, academia and government.
Anticipated Exhibitor Space Requirements
Exhibits may be open both days.
Exhibit space is required for 50 to 60 six-foot tabletop exhibits. Exhibits should be located in an area directly adjacent to meeting rooms.
Anticipated Function Space Requirements
Day One
Setup – 7:00 AM to 11:00 AM
Registration Area – outside Plenary Session meeting room
50-60 Tabletop Exhibits - adjacent to meeting rooms
Awards Banquet Luncheon– 275 -300 persons
Plenary Session – 300 persons - theatre seating
Breakout Sessions - 6 meeting rooms/head table/theatre seating for 50 - 75 each
Evening Cocktail Reception – 150 – 200 persons
Day Two
Registration Area– outside Plenary Session meeting room
50-60 Tabletop Exhibits in area adjacent to meeting rooms
Plenary Session – 300 - 400 persons - theatre seating
Luncheon Buffet - 300 – 400 persons
Breakout Sessions – 6 meeting rooms/head table/theatre seating 50 - 75 each
Anticipated Sleeping Room Block
10-50 sleeping rooms, reduced rate for staff, 3 comp rooms (2 nights) for event managers. The majority of guests will require a non-smoking king or double queen sleeping room. Staff and speaker rooms will be paid by MCEC. All other rooms will be reserved and paid for by the individual.
Anticipated Food and Beverage Functions
Day One
Awards Banquet Luncheon – 275 - 300
Afternoon Coffee Break - 300
Cocktail Reception – 150 -200
Day Two Continental Breakfast – 275 - 300 Morning and Afternoon Coffee Breaks – 275 - 300 Luncheon – 275 - 300
Looking For
- One facility large enough to accommodate the sleeping rooms, meeting space, meal functions, exhibitors, and sessions.
- Meeting room amenities.
- Waive meeting room rental costs.
- Free parking if facility owned; discounted parking if not.
- Reliable Wi-Fi access throughout the facility private and public areas.
- Discount room rate for single or double occupancy.
- Complimentary room for the Chairman of the Board of Directors,2 staff and 1 event manager
- Discounted rooms for the 8 members of the Board of Directors
- 21-day housing cut-off date
- Exhibit tables, chairs and access to power connections.
- Waive exhibit tabletop set-up fees
- Final room block to be reviewed 14 days to arrival
- Complimentary airport shuttle to pick-up VIPs
- Discounted Audio-visual equipment rental fees
- Complimentary easels for breakout rooms & directional signs
- Complimentary risers and podiums.
Bids
Bids should include a description of the facility, available amenities, parking, and possible menus, and a copy of the facility's standard contract. Please include brochures and pictures of the facility, if possible.
Please note MCEC is a tax exempt entity in the State of Maryland.
Bid Deadline
Bids are due no later than February 9, 2012 to:
Maryland Clean Energy Center 9636 Gudelsky Drive
Rockville, MD 20850
And/or by email to dparrish@mdcleanenergy.org
For more information call (301) 738-6280 0r email info@mdcleanenergy.org
Selection Process
Members of MCEC staff may request a tour of possible facilities and a meeting with facility managers. In addition, MCEC reserves the right to request additional information and pricing from any or all bidders. The selection will be determined based on hotel location, fees and rates, parking costs and travel accessibility.
All facilities submitting a bid will be informed of the decision in March 2012.
Questions:
Deborah Parrish
dparrish@mdcleanenergy.org
301-738-6282