2027_MDH_Drinking_Water_Protection_Section_Meeting.pdf
PDF 33 KB Posted
- Solicitation number
- 2000018834
- Issued by
- Carver County, Minnesota
About this file
This is a formal solicitation document from the Minnesota Department of Health (MDH) Drinking Water Protection Section within the Environmental Health Division seeking an external conference venue. MDH is requesting conference space and services for February 2-4, 2027, to accommodate approximately 170 individuals. The solicitation includes four line items: conference room rentals for breakout rooms and general meeting space; audio/visual rental with all necessary equipment; catering for all meals; and single occupancy lodging for approximately 170 individuals. The venue must be located in Cass, Crow Wing, or Douglas counties only. All responses must be submitted electronically through the SWIFT Supplier Portal no later than November 13, 2026, at 2:00 p.m. CST. Questions regarding the solicitation must be submitted in writing to James.Cole@state.mn.us by 3:00 p.m. CST on November 11, 2026. Responses received by the question deadline will be addressed via an addendum. The solicitation opened October 26, 2026.
The State of Minnesota will award the contract to the lowest responsible bidder meeting all specifications and terms and conditions, with the option to award items separately, by grouping, or by total, whichever is deemed most advantageous to the state. All line items must be bid upon according to the attached price schedule and sample contract. Prospective vendors must be registered as either bidders or suppliers in the SWIFT portal to participate; suppliers registered only as bidders must register as suppliers before contract award. The solicitation includes provisions for small business certification through Minnesota's Small Business Procurement Program for businesses that are minority-owned, women-owned, disability-owned, veteran-owned, or located in economically disadvantaged counties. Attachment reviews, including pricing schedules, sample contracts, and county justification statements, are the vendor's responsibility.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| DWP_Responder_Declarations.docx | DOCX document | |
| Copy_of_2027_DWP_Price_Schedule_-_updated_10-8-27.xlsx | XLSX spreadsheet | |
| DWP_RFB_Doc.pdf | ||
| 2027_DWP_Sample_Contract.pdf |
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Text version
Event Description The Minnesota Department of Health's Drinking Water Protection Section within the Environmental Health Division is looking for an external conference venue space for February 2nd through February 4th that includes all of the following.
Large enough conference space for roughly 170 individuals.
Single occupancy lodging for roughly 170 individuals.
Audio Visual needs & equipment (see attached price schedule and sample contract) Catering needs (see attached price schedule and sample contract) Location - Cass, Crow Wing, and Douglas counties are the only counties allowed per attached justification statement.
THIS IS A FORMAL EVENT/SOLICITATION. Responders must submit their bids on the Supplier Portal. No non-electronic or e-mail responses will be accepted. The response must be submitted no later than the date and time called for in the Finish Time in the Event Details.
Your bid is not submitted until you select the ‘Submit Bid’ button. You will receive a confirmation message when your bid has been submitted. Print and save your confirmation.
SWIFT CONTRACTOR ASSISTANCE HELPDESK. Contractors needing help with registration and/or completing their response to this Event in the Supplier Portal may contact the Contractor Assistance Helpdesk: 651.201.8100, Option 1.
If your response does not comply with the solicitation requirements, it will be rejected. MDH will award the event to the lowest responsible bidder that meets the specifications and all terms and conditions. The State of Minnesota reserves the right to award items separately, by grouping items, or by total, whichever is deemed most advantageous to the State.
Thank you for your interest and participation.
Note: Suppliers who are registered only as bidders must register as suppliers before being awarded an event.
SUBMITTING QUESTIONS. Questions from prospective responders regarding this solicitation must be submitted in writing to James.Cole@state.mn.us no later than 3:00pm Central Standard Time on 11/06/2026. All questions received by the cutoff date and time will be responded to via an addendum.
General Comments
* **ATTENTION BIDDERS**
You must submit all responses electronically through the SWIFT portal. See line items for specifications. MDH does not accept email or faxed responses. Please be aware there ae attachments included in this event.
The supplier is responsible for reviewing all attachments, including the Event Details and the Responders Declarations Documents.
For your bid to be considered, all lines must be bid on according to the attached price schedule and sample contract.
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 1 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
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: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 2 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
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: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 3 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
Line Details Line: 1 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: Yes Reserve Price: No
Description: Conference Room Rentals - Breakout rooms, general meeting space etc.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: Yes Reserve Price: No
Description: Audio/Visual Rental, includes all needed equipment
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Line: 3 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: Yes Reserve Price: No
Description: Catering needs - all meals
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 4 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
Line: 4 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: Yes Reserve Price: No
Description: Lodging needs
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 5 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
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: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 6 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LOT Description: Conference Room Rentals - Breakout rooms, general meeting space etc.
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: MDH - FREEMAN BDLG
ORVILLE L FREEMAN BLDG
625 N ROBERT ST
ST PAUL MN 55155-2538
United States
Quantity: 1 Due Date: 11/05/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: Audio/Visual Rental, includes all needed equipment
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: MDH - FREEMAN BDLG
ORVILLE L FREEMAN BLDG
625 N ROBERT ST
ST PAUL MN 55155-2538
United States
Quantity: 1 Due Date: 11/05/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: Catering needs - all meals
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 7 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
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: MDH - FREEMAN BDLG
ORVILLE L FREEMAN BLDG
625 N ROBERT ST
ST PAUL MN 55155-2538
United States
Quantity: 1 Due Date: 11/05/2026 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: LOT Description: Lodging needs
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: MDH - FREEMAN BDLG
ORVILLE L FREEMAN BLDG
625 N ROBERT ST
ST PAUL MN 55155-2538
United States
Quantity: 1 Due Date: 11/05/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 8 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
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: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018834 Sell RFx 9 Event Round Version 1 1 Event Name 2027 MDH Drinking Water Protection Section Meeting Start Time Finish Time
10/26/2026 09:00:00 CDT 11/13/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
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