2027_and_2028_Death_and_Missing_Persons_Conference.pdf
PDF 30 KB Posted
- Solicitation number
- 2000018769
- Issued by
- Dakota County, Minnesota
About this file
This is a Request for Proposal issued by the Minnesota Department of Public Safety's Bureau of Criminal Apprehension for the procurement of conference hosting services for the 2027 and 2028 Death and Missing Persons Conference. The solicitation seeks responses from qualified contractors to host two conferences: the 2027 conference scheduled for either April 28-30 or May 12-14, 2027, and the 2028 conference scheduled for April 5-7, 2028. The BCA anticipates approximately 350 attendees at each conference, though this figure is an estimate and the State does not guarantee minimum numbers of lodging rooms, attendees, or meals. The contractor's facility must be located within 35 miles of the Post Office at 422 Laurel Street, Brainerd, Minnesota, and cannot be a casino. Responses must be submitted electronically through the SWIFT Supplier Portal by October 26, 2026, at 3:00 PM Central Time. The question submission deadline is October 13, 2026, at 3:00 PM Central Time, with responses provided via addendum. The anticipated contract term runs from November 9, 2026, through April 30, 2028.
Pricing submitted by respondents must be firm and shall not be adjusted if the number of attendees falls below the 350-person estimate. All required attachments, including the Responder Declaration, Exceptions to State Terms and Conditions, Workforce and Equal Pay Declaration, Additional Information, and completed Price Schedule (Exhibit D), must be uploaded with responses. The solicitation specifically invites small business enterprises, including those certified by the Minnesota Office of Equity in Procurement, to participate. Prospective vendors requiring assistance with SWIFT registration or system navigation may contact the Vendor Assistance Helpdesk at 651.201.8100, Option 1. All inquiries should be directed to Kaleigh Stevens at Kaleigh.Stevens@state.mn.us.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Sample_Contract_.pdf | ||
| RFP.pdf | ||
| Exhibit_D_Price_Schedule.xlsx | XLSX spreadsheet | |
| conference_rfp_attachments.docx | DOCX document | |
| Addendum_One.pdf | ||
| Exhibit_D,_Addendum_1.xlsx | XLSX spreadsheet |
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Text version
Event Description THIS IS A FORMAL EVENT/REQUEST FOR PROPOSAL. Non-electronic and email responses WILL NOT BE ACCEPTED. The response must be submitted through the SWIFT Supplier Portal no later than the date and time called for in the Event.
PURPOSE. The purpose of the solicitation is to receive responses and award a contract for the 2027 and 2028 Death and Missing Persons Conference for the Bureau of Criminal Apprehension (BCA) division of the Minnesota Department of Public Safety (DPS).
The 2027 Conference is scheduled for April 28th-April 30th or May 12th-May 14th, 2027, and the 2028 Conference is scheduled for April 5th-7th, 2028. The BCA anticipates approximately 350 attendees at the Conference. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms, attendees, or meals. Prices listed on the pricing pages are firm and shall not be adjusted if the number of attendees falls below the estimate.
The Contractor’s facility must be located within 35 miles of the Post Office located at 422 Laurel Street, Brainerd, MN 56401, as measured by Google Maps™, and must not be a casino.
CONTRACT TERM. The contract term is anticipated to be from November 9, 2026, through April 30, 2028.
SUBMITTING QUESTIONS. The deadline for submitting questions is October 13, 2026, at 3:00 PM Central Time.
Questions must be submitted in writing to Kaleigh Stevens at Kaleigh.Stevens@state.mn.us. All questions received by the cutoff date and time will be responded to via an addendum.
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
RIF1098
General Comments
* Review the following documents prior to submitting a response:
1. Event Details
2. RFP Content
3. RFP Attachments
4. Sample Contract and Contract Exhibits
An additional information document is used during this event. Responders should fill out and submit the additional information document attached to this event.
A price schedule document is used during this event. Responders must fill out and submit the price schedules attached to this event.
Complete and upload with your response all applicable Attachments, Including:
1. Responder Declaration (Attachment A of the RFP Attachments)
2. Exceptions to the State’s Terms and Conditions, if any (Attachment B of the RFP Attachments)
3. Workforce and Equal Pay Declaration (Attachment D of the RFP Attachments)
4. Additional Information (Attachment E of the RFP Attachments)
5. Price Schedule (Exhibit D)
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 1 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
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.
General Questions Question Ideal 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/counties )
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.)
Required: Yes Ideal Resp Reqd? No
Response Comments
Upload all required or requested attachments here.
Required: Yes Ideal Resp Reqd? No
A file attachment is required to satisfy this question.
Your bid will need to be edited online to include attachment responses.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 2 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
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)
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 3 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Line Details No Bid:
Line: 1 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: Upload Exhibit D as instructed. Note: This solicitation is using an external price schedule.
However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 4 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
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.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 5 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: EACH Description: Upload Exhibit D as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
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 OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 10/31/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 6 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
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.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Stevens,Kaleigh Jo Phone:
Fax #:
Email: Kaleigh.Stevens@state.mn.us
Event ID Format Type Page G0210-2000018769 Sell RFx 7 Event Round Version 1 1 Event Name 2027 and 2028 Death and Missing Persons Conference Start Time Finish Time
10/05/2026 14:52:00 CDT 10/26/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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