Agency Administration Dept

Contractor Chesapeake Health Education Program (CHEP)

SWIFT Contract Number 116651

Project Name MMCAP Infuse National Member Conference Planner

Project Number (if applicable) {Empty}

Summarize purpose of the contract, including why it was necessary: The contractor provides conference coordination activities (registration, vendor payment collection, meeting room/lodging room/AV/catering logistics) to ensure a smooth, well-organized annual meeting for the four-day, three-night conference that MMCAP Infuse hosts annually for members from all 50 states, a leadership team meeting with the MMCAP Infuse Advisory Board on pre-conference day, and a Vendor Trade Show.

Project Duration

Start Date Tue, 11/01/2016 - 00:00

Original end date Thu, 06/15/2017 - 00:00

Actual end date Tue, 06/15/2021 - 00:00

Did project finish on time? Yes

Total billable hours utilized (if applicable) {Empty}

Contract Amounts

Original contract: $23900

Amendments $97358

Contract total $121258

Did project finish within budget? Yes

What was the funding source? MMCAP Infuse - Enterprise Fund

Is this a sole source contract? No

If this was a single source contract, explain why the agency determined there was only a single source for the services (if applicable) {Empty}

Evaluator Name Jared Huizenga

Evaluator Email Address jared.huizenga@state.mn.us

Evaluate the contractor's timeliness Contractor consistently met all deadlines, often completing the work well in advance of the expected due date(s). Always very considerate of deadlines and fast turnaround times needed by MMCAP Infuse, conference attendees, Vendor Trade Show participants, and the conference facility.

Evaluate the contractor's quality CHEP are experts in conference planning and logistics and consistently brought that expertise to the table, allowing MMCAP Infuse staff to focus on the educational aspects of the conference, rather than the day-to-day operations.

Evaluate the contractor's cost As a small non-profit without the overhead of larger competitors, CHEP is able to keep costs low compared to the level of service and attention they provide. An excellent value overall.

Evaluate the contractor's overall performance For the entirety of the contract, CHEP was able to outperform expectations. They were on time (or early) with deliverables; responsive to MMCAP Infuse staff, member, and vendor questions and concerns; they held the conference facility accountable for meeting the catering, AV, room setups, etc.; and they made sure everything with the conference(s) – from registration to getting everyone checked out of the hotel – went smoothly. They were especially helpful in 2020, when we had to cancel three weeks out from the start date due to the COVID-19 pandemic.

Would you engage the contractor's services again? Yes

Describe any negative action taken during the duration of this contract (i.e., termination, pursuit of suspension, etc.): {Empty}

Please rate the overall experience with the contractor 5 - very satisfied