(CONF)_OMHDD_2025_All_Staff_Business_Meeting.pdf

Event Description THIS IS A FORMAL EVENT/REQUEST FOR PROPOSAL. Non-electronic and email responses WILL NOT BE ACCEPTED. The response must be submitted through the SWIFT Supplier Portal no later than the date and time called for in the Event.

PURPOSE. The purpose of the solicitation is to receive responses and award a contract with a contractor for the Office of Ombudsman for Mental Health and Developmental Disabilities (OMHDD) 2025 All Staff Business Meeting (Conference).

The Conference is scheduled for April 29 through May 1, 2025. OMHDD anticipates approximately 25 attendees at the Conference. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices listed on the pricing pages are firm and shall not be adjusted if the number of attendees falls below the estimate.

Limitation on geographic location: Must be located within one of the following counties: Benton, Crow Wing, Morrison, or Stearns.

CONTRACT TERM. The contract term will be from February 1, 2025, or the date of contract execution whichever occurs later, through June 30, 2025.

SUBMITTING QUESTIONS. The deadline for submitting questions is December 18, 2024 at 3:00 PM Central Time.

Questions must be submitted in writing to Lana DuPaul at lana.dupaul@state.mn.us. All questions received by the cutoff date and time will be responded to via an addendum.

SWIFT HELP DESK. Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1.

General Comments

- Review the following documents prior to submitting a response:

1. Event Details

2. Solicitation Content

3. Solicitation Attachments

4. Sample Contract

5. Cost Proposal (Exhibit D to the Sample Contract, attached as a separate document)

You may include supplemental information with your response, but you must use Exhibit D, Cost Proposal, when responding to this solicitation. Failure to use this form to respond may result in the State rejecting your response.

Complete and upload the following completed documents as a part of your response:

1. Responder Declarations (Attachment A of the Solicitation Attachments)

2. Exceptions to State’s Terms and Conditions, if any (Attachment B of the Solicitation Attachments)

3. Responder Forms, including the Veteran-Owned Preference Form (if applicable), MDHR Attestation Form (Attachment D of the Solicitation Attachments)

4. Price Schedule (Exhibit D of the Sample Contract)

Event Details

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 1 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

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 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:

• 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/co unties )

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.)

Yes

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 2 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Response Comments

A Price Schedule in Excel® 97-2003 WORKSHEET (.xls), or Microsoft Excel® 2010 Worksheet (.xlsx) is attached to this Event. You must ‘download’ and save the Excel® Price Schedule to your desktop before you can begin filling in your offer and complete the Price Schedule.

You must ‘upload/attach’ the completed Price Schedule to the Event.

Enter a quantity of 1, and a unit price of .01 for the event line(s) where a price schedule is used as the response.

DO NOT SELECT: ‘I DECLINE TO BID ON THIS LINE’!

Selecting this box may cause your response to be rejected.

Responses will only be accepted on the Price Schedule included with the Event. The completed Price Schedule should be uploaded in either a Microsoft Excel® 97-2003 Worksheet (.xls), or Microsoft Excel® 2010 Worksheet (.xlsx). The State reserves the right to reject Price Schedules submitted in any other format. Other Excel® file extensions that MAY be compatible are: .xlsm, .xlt, .xltm, and .xlw.

Once you have completed and submitted your response, you will receive a system confirmation message that your response has been ‘accepted’. Lines with a Price Schedule attached to them will show as $0.01. Print and save the confirmation for your file. If you’re having trouble submitting your response or attaching your Price Schedule, call the Help Desk at 651-201-8100 – Option No. 1.

A file attachment is required to satisfy this question.

Response Comments

Upload all required or requested attachments here.

A file attachment is required to satisfy this question.

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 3 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No

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)

Yes

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 4 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Line Details

Line: 1 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1

Reserve Price: No

Description: Price Schedule - You MUST enter a bid amount of 0.01 in the "Your Unit Bid Price" field

Question Response What is the price per unit?

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 5 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

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.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 6 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

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 - You MUST enter a bid amount of 0.01 in the "Your Unit Bid Price" field

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:

Quantity: 1 Due Date: 01/04/2025 Freight Terms:

Ship Via:

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 7 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

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.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: DuPaul,Lana Melody Phone: 651/201-3100

Email: lana.dupaul@state.mn.us

Event ID Format Type Page G0210-2000016495 Sell RFx 8 Event Round Version 1 1 Event Name (CONF) OMHDD 2025 All Staff Business Meeting Start Time Finish Time 12/06/2024 09:00:00 01/06/2025 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No