2026_OSRC_Biannual_Workshop.pdf
PDF 29 KB Posted
- Attached to
- 2026 OSRC Biannual Workshop
- Solicitation number
- 2000018378
- Issued by
- St. Louis County, Minnesota
About this file
This is a Request for Bids (RFB) issued by the Minnesota Department of Transportation for the 2026 OSRC Biannual Workshop conference. The RFB seeks to establish a contract for lodging, catering, and audio-visual services for a two-day event scheduled for October 21-22, 2026, accommodating approximately 85 rooms and related meal and conference space. The conference must be held at a facility within a 25-mile radius of either the MNDOT Training Facility in St. Cloud, Minnesota (3725 12th Street N, St. Cloud, MN 56303) or the MNDOT Training Facility in Baxter, Minnesota (7694 Industrial Park Road, Baxter, MN 56425), with distance measured using Google Maps. The bid submission window opens May 20, 2026, at 10:00 AM and closes May 29, 2026, at 4:00 PM. Bidders must complete and submit Attachments A, B, C, D, and Exhibit E Price Schedule Worksheet as required documentation for consideration. The award is structured as an all-or-none selection.
Pricing submitted on the price schedule worksheet is firm and non-adjustable if the number of attendees falls below the estimate of 85 rooms; the state does not guarantee a minimum number of lodging rooms or meals. Electronic invoices should be sent to COAP.DOT@state.mn.us. Bidders must be registered in the SWIFT Supplier Portal and must obtain a Vendor ID by contacting the SWIFT Helpline at 651-201-8100 (Option 1). The solicitation encourages participation from small businesses, minority-owned businesses, women-owned businesses, businesses owned by individuals with substantial physical disabilities, veteran-owned businesses, service-disabled veteran-owned businesses, and businesses located in or owned by residents of economically disadvantaged counties in Minnesota. All bidders must certify their status and eligibility through the state's Small Business Procurement Program if applicable.
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Text version
Event Description Event Description The purpose of this RFB is to establish a contract for The Department of Transportation to be held on October 21-22, 2026, of approximately 85 rooms, meals and conference space with audio visual capabilities.
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 and well maintained and located within 25 miles radius of the MNDOT Training Facility, 3725 12th Street N, St. Cloud, MN 56303
OR
within 25 miles radius of the MNDOT Training Facility, 7694 Industrial Park Road, Baxter, MN 56425.
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
Mileage has been updated.
General Questions Question Response Has the RFx document which includes the exhibits and sample contract documents been reviewed for posting in accordance with applicable purchasing policies and attached to this solicitation event?
No
Response Comments
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:
Event Details
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000018378 Sell RFx 1 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 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.
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 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.
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000018378 Sell RFx 2 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 16:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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 T7901-2000018378 Sell RFx 3 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 16:00:00
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: Lodging
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: Catering
Question Response What is the price per unit?
Response Comments
Line: 3 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1
Reserve Price: No
Description: Audio and Visual
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000018378 Sell RFx 4 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 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 T7901-2000018378 Sell RFx 5 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 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 T7901-2000018378 Sell RFx 6 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 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: EACH 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:
Quantity: 1 Due Date: 06/03/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: EACH 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:
Quantity: 1 Due Date: 06/03/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: EACH Description: Audio and Visual
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000018378 Sell RFx 7 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 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:
Quantity: 1 Due Date: 06/03/2026 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Cash,Jessie Phone:
Email: jessie.cash@state.mn.us
Event ID Format Type Page T7901-2000018378 Sell RFx 8 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 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 T7901-2000018378 Sell RFx 9 Event Round Version 1 1 Event Name 2026 OSRC Biannual Workshop Start Time Finish Time 05/20/2026 10:00:00 05/29/2026 16:00:00
Event Currency: US Dollar Bids allowed in other currency: No
File details come from the government source that posted it. Updated .