Addendum_1.pdf
PDF 115 KB Posted
- Attached to
- Conf: OMHDD 2026 All Staff Business Meeting
- Solicitation number
- 2000018428
- Issued by
- St. Louis County, Minnesota
About this file
This is Addendum 1 to a solicitation issued by the State of Minnesota, Office of State Procurement, on behalf of the Minnesota Office of Ombudsman for Mental Health and Developmental Disabilities (OMHDD) for hotel accommodations, conference space, and catering services for the OMHDD 2026 All Staff Business Meeting. The addendum, issued July 22, 2026, revises key documents and addresses questions submitted during the request for proposals period. The original solicitation due date has been clarified as July 29, 2026, at 3:00 p.m. Central Time, with responses submitted exclusively through the SWIFT Supplier Portal. The event accommodates approximately 30 attendees and requires six single-occupancy rooms for three nights and twenty-four single-occupancy rooms for two nights; a U-shaped general session room; mothers' and prayer rooms; all-day beverage service on Days 2–4; breakfasts on Days 3–4; lunch on Day 3; and dinners on Days 2–3. The conference must be held within one of five specified Minnesota counties: Washington, Stearns, Crow Wing, St. Louis, or Kandiyohi. The State has approved alternative event dates of September 23–25, 2026 (with lodging available September 22, 2026) and September 28–October 1, 2026, in addition to the preferred dates of September 14–17, 2026, or alternate dates of September 21–24, 2026. The contract term runs from August 1, 2026, through July 31, 2027.
The addendum clarifies that all hotel accommodations will be paid by the State and that the Exhibit D: Price Schedule attachment must be completed and submitted with responses, while SWIFT line entries should not be completed except for Line 1. Audio-visual equipment with technical support, parking, business center facilities, and complimentary shuttle service are required. All facilities must be ADA-compliant and comply with the Minnesota Clean Indoor Air Act and Hotel and Motel Fire Safety Act. The State will not guarantee minimum room or meal numbers and will not adjust pricing if actual attendance falls below estimates. Pricing must be firm for the contract term and itemized by service. A Certificate of Insurance including commercial general liability of $2 million per occurrence is required prior to commencement. The State reserves the right to inspect facilities and reject proposals based on condition issues.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_Sample_Contract.docx | DOCX document | |
| Conf__OMHDD_2026_All_Staff_Business_Meeting.pdf | ||
| RFP_Sample_Contract_-_Addendum_1.docx | DOCX document | |
| RFP_Solicitation_Content.docx | DOCX document | |
| RFP_Price_Schedule.xlsx | XLSX spreadsheet | |
| RFP_Solicitation_Content_-_Addendum_1.docx | DOCX document | |
| RFP_Price_Schedule_-_Addendum_1.xlsx | XLSX spreadsheet | |
| RFP_Solicitation_Attachments.docx | DOCX document |
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Text version
Office of State Procurement 112 Administration Building
50 Sherburne Avenue St. Paul, MN 55155
SOLICITATION ADDENDUM
Addendum No.: 01 Date of Addendum: July 22,2026
Due Date, Time: July 29, 2026, 3:00 PM CT Revised Due Date, Time: N/A
Buyer: Trevor Caldwell Agency: Admin/Office of State Procurement
SWIFT Event No.: G0210-2000018428 Title: Conf: OMHDD 2026 All Staff Business Meeting
SCOPE OF ADDENDUM
This addendum containing the following revisions, additions, deletions, or clarifications is hereby made part of the Solicitation, including the Sample Contract and Exhibits if applicable.
The purpose of this addendum is to respond to questions received by the deadline stated in the Solicitation and revise the Sample Contract and Exhibits.
Responders acknowledge receipt of this addendum by responding to SWIFT Event No. G0210-2000018428, Version 2 (or more recent version) by the solicitation due date and time.
Except as modified by this addendum, all the terms and conditions remain in full force and effect.
ADDENDUM
I. The following sections of the Solicitation are amended as follows:
a. That Exhibit C, Supplement 1 of the Sample Contract and Exhibit D: Price Schedule are REVISED to reflect the additional alternative dates and clarify billing information. See Addendum 1 versions of Sample Contract and Exhibit D: Price Schedule.
b. The Solicitation Content document is REVISED to reflect the actual solicitation due date of July 29, 2026, at
3:00PM CT.
II. Below are the State’s responses to questions received by the deadline stated in the solicitation.
Q1. Could you clarify whether a separate detailed cost or capability attachment is required alongside the standard SWIFT line entry during submission?
A1. The Exhibit D: Price Schedule attachment must be completed and returned. The lines in SWIFT should not be filled out besides Line 1, which has specific instructions listed within SWIFT.
Q2. Would Wednesday-Friday 9/23/2026-9/25/2026 be considered as alternatives dates?
A2. The State is open to these alternative dates for the event space (Days 2-4) as long as lodging is available on Tuesday 9/22/2026 (Day 1), as outlined in the solicitation documents.
Q3. Would Monday-Thursday 9/28/2026-10/1/2026 be considered as alternate dates?
A3. The State is open to these alternative dates.
Q4. Is there a preferred location?
A4. Exhibit C, Supplement 1, Section 1.6 of the Sample Contract lists the geographic limitations as the following: Must be within one of the following counties: Washington, Stearns, Crow Wing, St Louis, or Kandiyohi.
Q5. Would all hotel accommodations be paid for through the State?
A5. Yes all accommodations will be paid for through the state, this is listed in Exhibit C, Supplement 1, Section 7.1 of the Sample Contract. The Sample Contract document has been updated to make this more clear.
Q6. Our company’s focus is on strategic communications, event coordination, and stakeholder engagement. Does this service scope fit the parameters outlined in this event?
A6. All responders will be evaluated based on their ability to meet the mandatory requirements as outlined in the RFP. The State cannot review responses prior to the solicitation due date and time. Please review the requirements outlined in the RFP.
Q7. The Solicitation Content document lists the due date as July 28th, 2026 at 3:00PM CT while SWIFT lists the due date as July 29th, 2026 at 3:00PM CT, which is correct?
A7. July 29th, 2026 at 3:00PM CT is the correct due date for the solicitation. The Solicitation Content document has been updated to reflect this.
END OF ADDENDUM
| I. The following sections of the Solicitation are amended as follows: |
| a. That Exhibit C, Supplement 1 of the Sample Contract and Exhibit D: Price Schedule are REVISED to reflect the additional alternative dates and clarify billing information. See Addendum 1 versions of Sample Contract and Exhibit D: Price Schedule. |
| b. The Solicitation Content document is REVISED to reflect the actual solicitation due date of July 29, 2026, at 3:00PM CT. |
| II. Below are the State’s responses to questions received by the deadline stated in the solicitation. |
| Q1. Could you clarify whether a separate detailed cost or capability attachment is required alongside the standard SWIFT line entry during submission? |
| A1. The Exhibit D: Price Schedule attachment must be completed and returned. The lines in SWIFT should not be filled out besides Line 1, which has specific instructions listed within SWIFT. |
| Q2. Would Wednesday-Friday 9/23/2026-9/25/2026 be considered as alternatives dates? |
| A2. The State is open to these alternative dates for the event space (Days 2-4) as long as lodging is available on Tuesday 9/22/2026 (Day 1), as outlined in the solicitation documents. |
| Q3. Would Monday-Thursday 9/28/2026-10/1/2026 be considered as alternate dates? |
| A3. The State is open to these alternative dates. |
| Q4. Is there a preferred location? |
| A4. Exhibit C, Supplement 1, Section 1.6 of the Sample Contract lists the geographic limitations as the following: Must be within one of the following counties: Washington, Stearns, Crow Wing, St Louis, or Kandiyohi. |
| Q5. Would all hotel accommodations be paid for through the State? |
| A5. Yes all accommodations will be paid for through the state, this is listed in Exhibit C, Supplement 1, Section 7.1 of the Sample Contract. The Sample Contract document has been updated to make this more clear. |
| Q6. Our company’s focus is on strategic communications, event coordination, and stakeholder engagement. Does this service scope fit the parameters outlined in this event? |
| A6. All responders will be evaluated based on their ability to meet the mandatory requirements as outlined in the RFP. The State cannot review responses prior to the solicitation due date and time. Please review the requirements outlined in the RFP. |
| Q7. The Solicitation Content document lists the due date as July 28th, 2026 at 3:00PM CT while SWIFT lists the due date as July 29th, 2026 at 3:00PM CT, which is correct? |
| A7. July 29th, 2026 at 3:00PM CT is the correct due date for the solicitation. The Solicitation Content document has been updated to reflect this. |
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