Conf__2027_Weights___Measures_Annual_Training.pdf
PDF 30 KB Posted
- Attached to
- Conf: 2027 Weights & Measures Annual Training
- Solicitation number
- 2000018780
- Issued by
- Dakota County, Minnesota
About this file
This Request for Proposal (RFP) is issued by the Minnesota Department of Commerce, Weights & Measures Division, through the State Procurement Office, to establish a contract for the 2027 Weights and Measures Annual Training Conference. The State seeks a single venue to accommodate all conference aspects, including audio-visual equipment, meals, lodging rooms, and meeting space for approximately 40 attendees. The venue must be located within 55 miles of 519 Elm Street, Alexandria, Minnesota 56308, as measured using Google Maps. Four date options are offered: February 22-26, 2027; March 1-5, 2027; March 8-12, 2027; or March 15-19, 2027. The solicitation period runs from October 19, 2026, through November 9, 2026, at 2:00 PM Central Standard Time. Responders must submit all proposals electronically through the SWIFT portal by the closing deadline; email and faxed responses are not accepted. All questions and clarifications must be submitted in writing to Mai N. Lor, Buyer I, at Mai.N.Lor@state.mn.us by November 2, 2026, no later than 2:00 PM Central Time.
Responders must complete a Price Schedule detailing all charges, including any cancellation fees that could apply if the conference is canceled for reasons other than insufficient funding. If no cancellation charges are indicated on the Price Schedule, the State will not pay any cancellation fees. The cancellation fee structure must cover all costs associated with lodging, meeting rooms, catering, audio-visual equipment, and other contractor expenses under the contract. If cancellation occurs, the State reserves the right to reschedule the conference upon mutual agreement with the selected contractor. Responders must provide proof of insurance if awarded the contract. The solicitation includes questions regarding diversity and inclusion, specifically whether the business is Minnesota-based and meets small business size standards or qualifies under the State's Small Business Procurement Program criteria, including minority ownership, women ownership, disability ownership, veteran ownership, or location in an economically disadvantaged county. However, no specific set-aside is indicated as selected for this solicitation.
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Other files
| File | Type | Posted |
|---|---|---|
| Conf_Weights___Measures_Attachments.pdf | ||
| Conf_Weights___Measures_Price_Schedule.xlsx | XLSX spreadsheet | |
| Conf_Weights___Measures_RFP.pdf | ||
| Conf_Weights___Measures_Sample_Contract.pdf |
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Text version
Event Description The purpose of this solicitation is to establish a Contract for Minnesota Department of Commerce, Weights & Measures Division for the 2027 Weights and Measures Annual Training conference. Venue must be located within 55 miles of 519 Elm St., Alexandria, MN 56308, as measured using Google Maps.
Dates: February 22-26, 2027, or March 1-5, 2027, or March 8-12, 2027, or March 15-19, 2027 Approximate number of attendees: 40
The State is requesting one venue to accommodate all aspects of the event, including, but not limited to: A/V equipment, meals, lodging rooms, and meeting room for approximately 40 guests.
QUESTIONS/CLARIFICATIONS. Any questions and/or clarifications in regard to the solicitation response must be made in writing to Mai N Lor, Buyer I, via email at Mai.N.Lor@state.mn.us by November 2, 2026, no later than 2:00 PM CT. If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the RFP, they must immediately notify the Buyer in writing of such error and request modification or clarification of the document. Responders are not to contact anyone within any other State Agency regarding this solicitation. The State is not obligated to answer questions submitted after the questions/clarifications due date and time.
Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is canceled 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 canceled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor.
**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. RFP Attachments
4. Exhibit D Price Schedule
If you need assistance, please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1 again.
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:
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 1 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 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.
• 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.
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: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 2 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
INSURANCE:
If awarded, will you provide proof of insurance as detailed in the event?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 3 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
Line Details No Bid:
Line: 1 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: No Reserve Price: No
Description: Price Schedule
Question Response Upload the Price Schedule as instructed.
Note: This solicitation event is utilizing a price schedule. However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item 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: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 4 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 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: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 5 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 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: Price Schedule
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: 11/14/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 6 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 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: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:
Email: mai.n.lor@state.mn.us
Event ID Format Type Page G0210-2000018780 Sell RFx 7 Event Round Version 1 1 Event Name Conf: 2027 Weights & Measures Annual Training Start Time Finish Time
10/19/2026 08:00:00 CDT 11/09/2026 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
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