Addendum_One.pdf

Office of State Procurement 112 Administration Building

50 Sherburne Avenue St. Paul, MN 55155

SOLICITATION ADDENDUM

Addendum No.: 1 Date of Addendum: October 19, 2026

Due Date, Time: October 26, 2026, 3:00 PM CT Revised Due Date, Time:

Buyer: Kaleigh Stevens Agency: Office of State Procurement

SWIFT Event No.: G0210 – 2000018769 Title:

2027 and 2028 DPS BCA Death and

Missing Persons Conference

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 revise a Solicitation document and respond to questions received by the deadline stated in the Solicitation.

Responders acknowledge receipt of this addendum by responding to SWIFT Event No. G0210 - 2000018769, 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. Exhibit D Price Schedule, Addendum 1, is attached to the SWIFT Event. Responders may submit either the original version or the Addendum 1 version of Exhibit D, but they must submit at least one version as part of their proposal.

Changes to the original Exhibit D for both the 2027 and 2028 conference years are as follows:

i. Prayer Room Section: TOTAL line is added.

ii. Afternoon Break - Conference Days 1 & 2: number of days is corrected from 1 day to 2 days.

II. Below are the State’s responses to the questions received about the Solicitation.

Q1. Would the State consider the following alternative dates for the 2027 conference?

• April 5-7, 2027

• April 7-9, 2027

• April 19-20, 2027

A1. No. These dates are unworkable for the 2027 conference.

Q2. Would the State consider the following alternative dates for the 2028 conference?

• April 11-14, 2028

• April 18-21, 2028

A2. No. These dates are unworkable for the 2028 conference.

Q3. If the State cannot consider alternative dates for one of the conference years, are we still able to respond to one conference year and not the other?

A3. Yes, this is acceptable. The State intends to evaluate each conference year separately and may award by conference year.

Q4. Is the 35-mile radius from 422 Laurel Street, Brainerd, MN 56401, for the venue location, a firm requirement?

Or will the State consider properties outside of that radius?

A4. The venue being with a 35-mile radius from 422 Laurel Street, Brainerd, MN 56401 is a firm requirement.

Q5. On both the 2027 and 2028 tabs of Exhibit D, the afternoon-break heading specifies Conference Days 1 and 2, but Number of Days is 1 (2027 H138; 2028 H125). Should responders price two afternoon breaks for 355 attendees each, and will a corrected workbook be issued?

A5. Yes, responders should price two afternoon breaks for 355 attendees each to cover the afternoon breaks for Conference Days 1 & 2. A corrected workbook has been attached to the Event. See Section I above.

Q6. The prayer-room sections contain extended line prices but no subtotal, and we did not find an overall event total. Should responders leave the supplied structure intact and provide only the requested unit and extended prices, or add prayer-room and annual grand totals? Please identify the prescribed treatment for evaluation.

A6. See Section I above. A total line has been added for the prayer room sections. Responders should at least provide the requested unit prices.

No annual grand total lines are necessary. The State will determine the annual grand totals and carry out the cost evaluation based on the pricing proposed by the responder.

Q7. May an out-of-state independent company submit as prime using a disclosed, qualifying Minnesota hotel/conference venue as its subcontractor, with the prime coordinating services and invoicing? Exhibit A permits approved subcontracting and Exhibit C permits subcontracted services. Please confirm whether ownership or operation of the venue by the responder itself is required, and when venue/subcontractor approval must be obtained.

A7. This appears to be acceptable. Responders proposing the use of subcontractors as part of the response should review the Solicitation as a whole, and pay close attention to Subsection 3 of Section 6 of the RFP (relating to joint ventures), Section 1.1 of Exhibit C (relating to the room block), Section 10 of Exhibit A of the Sample Contract (relating to subcontractors), Section 12 of Exhibit C of the Sample Contract (relating to third party agreements), Subsection 10 of Section 6 of the RFP (relating to the conditions of offer), and Exhibit D (regarding firm pricing being proposed).

Q8. Attachment A includes a non-collusion declaration that includes some restrictions on communicating response contents outside the responder's employees or agents. If the independent-prime/hotel-partner structure is permitted, please confirm whether obtaining nonbinding hotel quotes from the published specifications and sharing relevant draft service/pricing information with a disclosed partner is permitted, and whether any agency designation or other approval is required.

A8. The non-collusion declaration prohibits collusion among responders. Information contained within the solicitation documents is public information and may be shared between a responder and their partner/subcontractor. In addition, a responder may share relevant draft service/pricing information with a partner/subcontractor, so long as the responder arrives at its proposed pricing independently.

Q9. May the requested room block be split between nearby hotels, provided the conference, lodging, parking and shuttle requirements are met?

A9. Yes, but responders should note the facility proximity requirements in Section 2.2 of Exhibit C.

Responders should also note that firm pricing must be provided and all charges must be listed on Exhibit D. See Subsection 10 of Section 6 of the RFP and Exhibit D.

Q10. Please reconcile the 355 attendees and lodging entries of five organizer rooms followed by 350 single-occupancy rooms listed in Exhibit C, Supplement 1, with the invitation's approximate 350 attendees, including whether organizer rooms are additional to the 350 on the conference nights.

A10. Exhibit C indicates that there will be approximately 355 total attendees, which includes organizers and committee members (See Section 1.4 of Exhibit C – Supplement 1). The five organizers and committee members will check in the day before the conference starts. The 350 conference attendees will check in on Day 1 of the conference.

Q11. Please reconcile the requirement in Exhibit C that shuttle services be provided at no additional cost with the subsequent instruction to state a per-attendee/per-day shuttle charge if charged. Which pricing treatment controls?

A11. Exhibit C does not require that shuttle services be provided at no additional cost. Section 2.2 of Exhibit C indicates that “if shuttle services are required, the State prefers that the Contractor provide shuttles free of charge, but if the Contractor does charge for shuttles, the cost, per attendee, per day, must be included on the Price Schedule” (emphasis added).

Q12. Does any bid security, performance/payment bond, cash security deposit or other guarantee apply to this solicitation or resulting State contract? We found no express bond requirement in the RFP or sample contract reviewed.

A12. No.

Q13. Are any minimum responder-company experience or reference requirements applicable beyond the venue and service requirements?

A13. No.

END OF ADDENDUM