2025_DPS_BCA_BTAM_Conference.pdf
PDF 30 KB Posted
- Attached to
- 2025 DPS/BCA BTAM Conference
- Solicitation number
- 2000016926
- Issued by
- Dakota County, Minnesota
About this file
This document is a Request for Proposal (RFP) issued by the Minnesota Department of Public Safety's Bureau of Criminal Apprehension (BCA) for a conference facility to host the 2025 Behavioral Threat Assessment Management (BTAM) Conference. The conference is scheduled for October 27-30, 2025, with an anticipated attendance of approximately 300 people. The solicitation seeks a venue located within 35 miles of the Brainerd, MN Post Office, with specific requirements for hotels, meeting facilities, catering services, and office equipment rental. The contract term will run from the date of execution through December 31, 2025. Potential bidders must submit their proposals between April 16, 2025, and May 7, 2025, with the event designated as Event ID G0210-2000016926.
The RFP includes provisions for diversity and inclusion, encouraging small businesses and those owned by racial minorities, women, people with disabilities, veterans, or located in economically disadvantaged counties to participate. Bidders are required to use a provided Microsoft Excel pricing schedule and are prohibited from submitting bids from casino venues. The state does not guarantee a minimum number of attendees or lodging rooms, and prices listed are firm regardless of attendance fluctuations. Interested vendors must be registered in the SWIFT system and can contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1 for registration support. All bids must be submitted in US dollars, and potential bidders must carefully review the attached terms and conditions.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| RIF-923_RFP.docx | DOCX document | |
| RIF-923_Addendum_01.2025.04.28.docx | DOCX document | |
| RIF-923-Exhibit-D-Supplement-1-Price-Schedule.xlsx | XLSX spreadsheet | |
| RIF-923_Attachments.docx | DOCX document | |
| RIF-923_SampleContractAndExhibits.docx | DOCX document |
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Text version
Event Description The purpose of this Solicitation is to establish a Contract for a conference to be held in October 2025. The Department of Public Safety's Bureau of Criminal Apprehension seeks a conference facility to host a conference discussing Behavioral Threat Assessment Management (BTAM) for approximately 300 attendees.
The Conference is scheduled for October 27-30 2025. BCA anticipates approximately 300 attendees at this Conference. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices listed on the pricing pages are firm and shall not be adjusted if the number of attendees falls below the estimate.
Limitations of geographic location: The State of Minnesota reserves the right to hold this Conference in a facility that is clean, well maintained, and located within 35 miles of the Post Office located at 422 Laurel Street, Brainerd, MN 56401.
Limitations of venue: Casinos may not bid on these Conferences.
CONTRACT TERM. The Contract Term will be from the date of contract execution through December 31, 2025.
SUBMITTING QUESTIONS: Refer to the Special Terms, Conditions, and Specifications Overview for the cutoff date and time for written question submission. Questions must be submitted in writing to the Buyer listed in the RFP. All questions received by the cutoff date and time will be responded to via an addendum to official solicitation holders.
SWIFT HELP DESK. Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1.
General Comments
- Responders should download the Microsoft Excel file, "RIF-923 Exhibit D, Supplement 1 - Price Schedule," add all your conference pricing, and submit it with your response. Responders may add cells, lines, tabs, and sheets as necessary to include all products and services.
General Questions Question Response
DIVERSITY AND INCLUSION
Is your business based in Minnesota and considered small according to the OSP small business size standards? The link below provides size standard requirements. Please note (all web addresses can be copied and pasted into a web browser for further review) https://mn.gov/admin/business/vendor-info/oep/sbcp/size
And:
Is your business a for-profit business that is majority owned, operated and controlled by:
• a racial minority,
• a woman,
• a person with a substantial physical disability,
• a veteran or service-disabled veteran, or is your business
• located in, or the owner lives in, an economically
Event Details
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 1 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.
disadvantaged county?
http://mn.gov/admin/business/vendor-info/oep/sbcp/ed/co unties )
If your company meets these basic criteria, it may be eligible for certification in the state’s Small Business Procurement Program. For more information on eligibility requirements please visit https://sbcp.mn.gov/. You can also contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for further information.
• Do you believe your company meets the criteria listed above?
• Your response to this question is for informational purposes only. If you select YES, and are not certified, a member of the Office of Equity in Procurement will contact you to provide additional information regarding the State’s Small Business Procurement Program. (Responders must select Yes or No to continue submitting their response.)
Yes
Response Comments
Upload all required or requested attachments here.
A file attachment is required to satisfy this question.
Response Comments
If you fail to upload attachments requested in the solicitation, your response may be disqualified. Have you uploaded the required or requested attachments?
(Yes / No)
Yes
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 2 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 3 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line Details
Line: 1 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1
Reserve Price: No
Description: Hotels, Motels, Inns
Question Response What is the price per unit?
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1
Reserve Price: No
Description: Meeting facilities
Question Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 4 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line: 3 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1
Reserve Price: No
Description: Banquet/Catering services
Question Response What is the price per unit?
Response Comments
Line: 4 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1
Reserve Price: No
Description: Office equipment rental/lease
Question Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 5 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 6 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: EACH Description: Hotels, Motels, Inns
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 04/07/2025 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: EACH Description: Meeting facilities
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 04/07/2025 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: EACH Description: Banquet/Catering services
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 7 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 04/07/2025 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: EACH Description: Office equipment rental/lease
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 04/07/2025 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 8 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix B - Terms & Conditions
1. Please review the attached Terms and Conditions attached to the event.
Last Updated: 12/24/2018
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Sisk,David Phone:
Email: David.Sisk@state.mn.us
Event ID Format Type Page G0210-2000016926 Sell RFx 9 Event Round Version 1 1 Event Name 2025 DPS/BCA BTAM Conference Start Time Finish Time 04/16/2025 12:30:00 05/07/2025 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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