Addendum_1.pdf
PDF 163 KB Posted
- Attached to
- Conference: MMCAP National Member
- Solicitation number
- 2000018628
- Issued by
- Minnesota
About this file
This Addendum No. 1, issued by the Minnesota Office of State Procurement on September 10, 2026, clarifies requirements for the MMCAP National Member Conference solicitation (SWIFT Event No. 2000018628). The addendum addresses five key questions submitted by potential responders and confirms critical specifications for the conference venue. The solicitation seeks a hotel venue within 15 miles of Minneapolis-St. Paul Airport to host the conference on either April 4-8 or April 11-15, 2027, and March 26-30 or April 2-6, 2028. The venue must accommodate approximately 200 guests for three days and 350 guests for one day, providing meals, lodging rooms, and meeting space in a single location. The general session room is required for four days (Monday through Wednesday plus Thursday morning), while breakout rooms are needed for Tuesday and Wednesday only. The revised response due date is September 18, 2026, at 2:00 PM Central Time. Only responses from the hotel venue itself will be accepted; third-party vendors are not eligible to respond.
The addendum clarifies that responders may submit price schedules for 2027 dates, 2028 dates, or both years, with each year having separate pricing requirements. Regarding audiovisual specifications, laptops required to connect to projection screens may be provided by presenters or planners, and if responders charge per laptop, they may add this line item to their price schedules. Responders must comply with all solicitation requirements, including insurance requirements and Minnesota Department of Human Rights Workforce Certification. The State does not guarantee a minimum number of lodging rooms or meals, and quoted prices are firm with no adjustments if attendance falls below estimates. Cancellation charges must be specified on the price schedule in dollar amounts; if no charge is indicated, the State will not pay cancellation fees, though the State retains the right to reschedule upon mutual agreement with the contractor.
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Other files
| File | Type | Posted |
|---|---|---|
| Conference__MMCAP_National_Member.pdf | ||
| Attachments_A-F.pdf | ||
| conference_RFP.pdf | ||
| Sample_Contract_and_Exhibits.pdf | ||
| Conference_Price_Schedule_2027.xlsx | XLSX spreadsheet | |
| Conference_Price_Schedule_2028.xlsx | XLSX spreadsheet |
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Text version
Office of State Procurement 112 Administration Building
50 Sherburne Avenue St. Paul, MN 55155
SOLICITATION ADDENDUM
Addendum No.: 1 Date of Addendum: September 10, 2026
Due Date, Time: September 18, 2026, 2:00 PM Revised Due Date, Time:
Buyer: Erin Snaza Agency: Office of State Procurement
SWIFT Event No.: 2000018628 Title: Conference: MMCAP National Member
The purpose of this addendum is to respond to questions received. Responders may acknowledge receipt of this addendum by responding to SWIFT Event No. 200018628, Version 3 (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.
I. Below are the State’s responses to questions received.
Q1. Will responses from a vendor that is not the hotel venue be accepted?
A1. No. The State will contract directly with the hotel venue for this Event. Responders must meet the requirements detailed in the solicitation including but not limited to: insurance requirements and Minnesota Department of Human Rights Workforce Certificate.
Q2. The agenda is still in process, the price schedule notes the general session room at 4 days and the breakout rooms at 2 days. Please confirm which days breakout rooms are needed.
A2. The General Session Room will be utilized Monday, Tuesday, Wednesday and half- day (morning) Thursday. The breakout rooms will be utilized on Tuesday and Wednesday.
Q3. Can a responder provide a price schedule for one event year and not the other?
A3. Please see Attachment C: Cost Detail. Responders may provide a price schedule for 2027 dates, 2028 dates, or both. Each year has its own price schedule attached to the SWIFT event. Responders providing a price schedule for one year only, please make a comment in your SWIFT response or Attachment E, Section 3.
Q4. The specifications require laptops in the A/V detail but laptops are not listed on the price schedule.
A4. Typically, laptops are utilized to connect to the projection screens. Some presenters or planners may use their own laptop. If there is a charge per laptop on-site, responders may add that line to the price schedules.
Q5. Please provide pricing, venue, and attendance numbers for the two most recent MMCAP National Member Conferences.
A5. Please submit a data request. Data Requests / Minnesota Office of State Procurement
END OF ADDENDUM 1
https://mn.gov/admin/osp/contact-us/data-requests/
| I. Below are the State’s responses to questions received. |
| Q1. Will responses from a vendor that is not the hotel venue be accepted? |
| A1. No. The State will contract directly with the hotel venue for this Event. Responders must meet the requirements detailed in the solicitation including but not limited to: insurance requirements and Minnesota Department of Human Rights Workforce C... |
| Q2. The agenda is still in process, the price schedule notes the general session room at 4 days and the breakout rooms at 2 days. Please confirm which days breakout rooms are needed. |
| A2. The General Session Room will be utilized Monday, Tuesday, Wednesday and half- day (morning) Thursday. The breakout rooms will be utilized on Tuesday and Wednesday. |
| Q3. Can a responder provide a price schedule for one event year and not the other? |
| A3. Please see Attachment C: Cost Detail. Responders may provide a price schedule for 2027 dates, 2028 dates, or both. Each year has its own price schedule attached to the SWIFT event. Responders providing a price schedule for one year only, please ma... |
| Q4. The specifications require laptops in the A/V detail but laptops are not listed on the price schedule. |
| A4. Typically, laptops are utilized to connect to the projection screens. Some presenters or planners may use their own laptop. If there is a charge per laptop on-site, responders may add that line to the price schedules. |
| Q5. Please provide pricing, venue, and attendance numbers for the two most recent MMCAP National Member Conferences. |
| A5. Please submit a data request. Data Requests / Minnesota Office of State Procurement |
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