2026_Mn_DOT_LRRB_RIC_Summer_Meeting.pdf
PDF 28 KB Posted
- Attached to
- 2026 Mn DOT LRRB RIC Summer Meeting
- Solicitation number
- 2000017990
- Issued by
- Dakota County, Minnesota
About this file
This is a Request for Bid (RFB) document from the Minnesota Department of Transportation for a summer conference to be held June 15-16, 2026, in Brainerd, Minnesota. The RFB seeks to establish a contract for lodging, catering, and audio-visual and meeting room services for approximately 35 attendees at the 2026 Minnesota DOT LRRB RIC Summer Meeting. Bidders must submit responses electronically through the SWIFT Supplier Portal, with all required attachments including Attachments A, B, C, D, and Exhibit E Price Schedule Worksheet. The bid opening period runs from February 18, 2026, at 12:00 p.m. through March 3, 2026, at 4:00 p.m., with a due date of March 11, 2026. The solicitation requires that the facility be clean, well-maintained, and located within 40 miles of Brainerd, Minnesota, as measured by Google Maps. This is an all-or-none award with no guaranteed minimum number of attendees or meal requirements.
Pricing must be submitted on a firm, fixed-price basis per the price schedule worksheet, with prices not subject to adjustment if actual attendance falls below the estimated 35 attendees. The State of Minnesota does not guarantee minimum lodging rooms or meal quantities. Bidders must be registered in the SWIFT system as either a bidder or supplier to participate. The solicitation includes a diversity and inclusion component, identifying potential eligibility for Minnesota's Small Business Procurement Program for businesses meeting small business size standards or minority/women/veteran/disability ownership criteria. Electronic invoicing is preferred and should be directed to COAP.DOT@STATE.MN.US. Technical assistance is available through the SWIFT Helpline at 651-201-8100, Option 1. The contact for the procurement is Jessie Cash at jessie.cash@state.mn.us.
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Other files
| File | Type | Posted |
|---|---|---|
| conference_alprfb_samplecontractandexhibits.docx | DOCX document | |
| conference_alprfb_1_0.docx | DOCX document | |
| conference_alprfb_attachments.docx | DOCX document | |
| Copy_of_Price_Schedule_2026_LRRB_RIC_Summer__-_Copy.xlsx | XLSX spreadsheet |
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Text version
Event Description The purpose of this RFB is to establish a contract for The Department of Transportation to be held on June 15 & 16, 2026, for approximately 35 attendees. 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 price schedule worksheet are firm and will not be adjusted if the number of attendees falls below the estimate. This is an all or none award.
The State of Minnesota reserves the right to hold this conference in a facility that is clean, well maintained and located within 40 miles within the city limits of Brainerd, MN. Distance will be measured using Google Maps™.
*Attachment A, B, C, D and Exhibit E Price Schedule Worksheet MUST be completed and attached to response to be considered.
If you need assistance obtaining a Vendor ID, Completing the Registration Process, Navigating the SWIFT Supplier Portal; or Downloading/Responding to an RFB, you MUST call the SWIFT Helpline for assistance:
651-201-8100, Option 1 (twice)
General Comments
- ELECTRONIC INVOICES ARE PREFERABLE.
PLEASE SEND ELECTRONIC INVOICES TO: COAP.DOT@STATE.MN.US
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 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
Event Details
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 1 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
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.
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
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 2 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line Details Line: 1 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Lodging
Question Response What is the price per unit?
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Catering
Question Response What is the price per unit?
Response Comments
Line: 3 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Audio and Visual, Meeting Rooms
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 3 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Question ResponseQuestion Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 4 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
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
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 5 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LOT Description: Lodging
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: MNDOT LIBRARY
MS 155 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 03/11/2026 Freight Terms:
Ship Via: Ground
Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: Catering
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: MNDOT LIBRARY
MS 155 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 03/11/2026 Freight Terms:
Ship Via: Ground
Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: Audio and Visual, Meeting Rooms
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 6 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
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: MNDOT LIBRARY
MS 155 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 03/11/2026 Freight Terms:
Ship Via: Ground
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 7 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
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
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000017990 Sell RFx 8 Event Round Version 1 1 Event Name 2026 Mn DOT LRRB RIC Summer Meeting Start Time Finish Time 02/18/2026 12:00:00 03/03/2026 16:00:00
Event Currency: US Dollar Bids allowed in other currency: No
File details come from the government source that posted it. Updated .