Conf__2027_and_2028_MPCA_Wastewater_and_Collection.pdf
PDF 26 KB Posted
- Solicitation number
- 2000018518
- Issued by
- Ramsey County, Minnesota
About this file
This is a Request for Proposal (RFP) document from the Minnesota Pollution Control Agency (MPCA) for the establishment of a conference contracting service. The solicitation seeks a contractor to organize and host the 2027 and 2028 Wastewater Facility and Collection System Operators' Conference, with an estimated attendance of up to 675 participants including organizers and committee members. The venue must be located within 25 miles of the MPCA Office at 520 Lafayette Road N., St. Paul, Minnesota, and must accommodate parking for oversized vehicles with 13-foot clearance within one-tenth mile of the facility. The preferred conference dates are November 16-18, 2027, and November 14-16, 2028, with alternative dates of November 2-4, 2027, and November 7-9, 2028, respectively. The contract term extends from the date of execution through December 31, 2028. Respondents must submit both à la carte and package pricing options on the Exhibit D Price Schedule for each contract year to be considered for award. The deadline for submitting questions is September 9, 2026, at 12:00 p.m. Central Time, directed to Mandy Flum at mandy.flum@state.mn.us. All responses must be submitted electronically through the SWIFT portal by September 15, 2026, at 2:00 p.m. Central Daylight Time.
Pricing submitted in response is firm and will not be adjusted if the number of attendees falls below the estimate of 675. The State does not guarantee a minimum number of lodging rooms or meals. Respondents must specify any cancellation charges on the Price Schedule for conferences cancelled for reasons other than insufficient funding; if no charge is indicated, the State will not pay any cancellation fees. Cancellation charges may include costs associated with lodging, meeting rooms, catering, audio visual equipment, and other expenses incurred under the contract terms. If the conference is cancelled, the State reserves the right to reschedule upon mutual agreement with the contractor. The solicitation encourages participation from Minnesota-based small businesses and businesses owned by racial minorities, women, individuals with substantial physical disabilities, veterans, or service-disabled veterans, and those located in or owned by individuals living in economically disadvantaged counties, as defined by the State's Small Business Procurement Program.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| RFP_Attachments.pdf | ||
| Sample_Contract_and_Exhibits.pdf | ||
| 2028_Exhibit_D_Price_Schedule.xlsx | XLSX spreadsheet | |
| Request_for_Proposal.pdf | ||
| 2027_Exhibit_D_Price_Schedule.xlsx | XLSX spreadsheet |
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Text version
Event Description Purpose. The purpose of this solicitation is to establish a contract for the Minnesota Pollution Control Agency (MPCA) for the 2027 and 2028 Wastewater Facility and Collection System Operators' Conference. The approximate number of attendees (including organizers and committee members) is up to 675. The State does not guarantee a minimum number of lodging rooms or meals. Prices submitted in response are firm and will not be adjusted if the number of attendees falls below the estimate. Venue must be able to accommodate parking for oversized vehicles with a clearance of 13 feet, and parking accommodations must be within 1/10 of a mile from venue location.
A la Carte and Package Pricing are required to be filled out on the Exhibit D Price Schedule for each contract year submitted by Responders to be considered for award.
2027 preferred dates are: November 16-18, 2027 2027 alternative dates are: November 2-4, 2027
2028 preferred dates are: November 14-16, 2028 2028 alternative dates are: November 7-9, 2028
Limitations on geographic location: Venue must be within 25 miles from the MPCA Office, 520 Lafayette Road N., St. Paul, MN 55155.
Contract Term. The Contract Term will be from the date of contract execution through December 31, 2028.
Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is cancelled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedules, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms. If the conference is cancelled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor.
Submitting Questions. The deadline for submitting questions is September 9, 2026, at 12:00 p.m. CT. Questions must be submitted in writing to Mandy Flum at mandy.flum@state.mn.us. All questions received by the cutoff date and time will be responded to via an addendum.
Responders needing help with registration and/or assistance with navigating the SWIFT System may contact the Vendor Assistance Helpdesk at: 651-201-8100, Option #1, then Option #1 again
General Comments
* **ATTENTION RESPONDERS**
You must submit all responses electronically through the SWIFT portal. See line items for specifications. OSP does not accept email or faxed responses. Please be aware there may be attachments included in this event. The supplier is responsible for reviewing all attachments, including the Event Details and the Responders Declarations Documents.
DOCUMENTS INCLUDED WITH THIS SOLICITATION:
1. Request for Proposal (RFP)
2. Sample Contract and Exhibits
3. Responder Attachments
4. 2027 Exhibit D Price Schedule
5. 2028 Exhibit D Price Schedule
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 1 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 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
Price Schedules:
Did you fill out both the a la carte and package pricing options on the price schedule for each event year submitted? Yes/No
Required: Yes Ideal Resp Reqd? No
Response Comments
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
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 2 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: 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.
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: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 3 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Line Details No Bid:
Line: 1 Item ID: Line Qty: 1 UOM: LUMP Bid Qty: 1 Required: No Reserve Price: No
Description: Price Schedule for 2027 and 2028 MPCA Conference Event
Question Response Upload the Price Schedule(s) as instructed. Note:
This solicitation Event is utilizing two price schedules. However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item bid price. Enter in $0.01.
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 4 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 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: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 5 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LUMP Description: Price Schedule for 2027 and 2028 MPCA Conference Event
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: 08/03/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 6 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 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: Flum,Mandy Phone:
Fax #:
Email: Mandy.Flum@state.mn.us
Event ID Format Type Page G0210-2000018518 Sell RFx 7 Event Round Version 1 1 Event Name Conf: 2027 and 2028 MPCA Wastewater and Collection Start Time Finish Time
08/25/2026 09:34:00 CDT 09/15/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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