Conference__2025_MN_BCA_ICAC___Human_Trafficking.pdf
PDF 27 KB Posted
- Attached to
- Conference: 2025 MN BCA ICAC & Human Trafficking
- Solicitation number
- 2000016964
- Issued by
- Dakota County, Minnesota
About this file
This is a Request for Proposals (RFP) issued by the Minnesota State Procurement Office for the 2025 MN BCA Internet Crimes Against Children (ICAC) and Human Trafficking Conference. The conference is scheduled for December 10-12, 2025, with an estimated 350 attendees. The RFP seeks a venue and services within 35 miles of Brainerd, MN, that can provide exclusive conference meeting rooms, registration areas, and general session spaces for the entire duration. Lodging requirements include 5 single occupancy rooms on Tuesday, and 330 single and 10 double occupancy rooms on Wednesday and Thursday. The solicitation requires electronic submission through the SWIFT portal, with a question submission deadline of May 6, 2025, at 2:00 PM Central Time.
The RFP includes specific requirements for potential contractors, such as providing proof of insurance and completing a diversity and inclusion questionnaire. The state does not guarantee a minimum number of attendees or rooms, and prices submitted must remain firm even if attendance falls below estimates. The cancellation policy requires contractors to state potential charges if the conference is cancelled for reasons other than insufficient funding. Bidders must submit a price schedule and are instructed to enter $0.01 as a line item price. The solicitation emphasizes that all responses must be submitted electronically, and bidders must be registered as either a bidder or supplier to participate in the event.
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Other files
| File | Type | Posted |
|---|---|---|
| Sample_contract_and_exhibits.pdf | ||
| conference_rfp_attachments.pdf | ||
| ICAC_Exhibit_D_Price_Schedule.xlsx | XLSX spreadsheet | |
| Addendum_1.pdf | ||
| RFP.pdf |
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Text version
Event Description The purpose of this solicitation is to establish a Contract for the 2025 MN BCA Internet Crimes Against Children (ICAC) and Human Trafficking Conference
Required Dates: December 10-12, 2025 All conference meeting rooms, including any Registration Area, General Session, or Exhibitor Area, must be available exclusively to the State 24-hours per day, for the entire duration of the conference.
Limitations on geographic location: Responder must be located within 35-miles of the Post Office located at 422 Laurel Street, Brainerd, MN 56401.
Approximate number of attendees: 350
Lodging estimates:
Tuesday: Single Occupancy:5 Wednesday: Single Occupancy: 330 and Double Occupancy: 10 Thursday: Single Occupancy: 330 and Double Occupancy: 10
The number of attendees is an estimate only. 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.
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 Schedule, 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 May 6, 2025, at 2:00 PM Central Time. Questions must be submitted in writing to Erin Snaza at erin.snaza@state.mn.us. All questions received by the cut-off 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 are attachments included in this event. The supplier is responsible for reviewing all RFP Documentation.
DOCUMENTS INCLUDED WITH THIS SOLICITATION:
1. Conference Request for Proposals (RFP)
2. Sample Contract and Exhibits
3. Attachments
4. Exhibit D Price Schedule
Event Details
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 1 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
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: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 2 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
Upload all required or requested attachments here.
A file attachment is required to satisfy this question.
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
INSURANCE:
If awarded, will you provide proof of insurance as detailed in the event: Exhibit B Insurance Requirements, found in the Sample Contract and Exhibits document?
Yes
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 3 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
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
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.
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 4 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
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: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 5 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
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
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/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 05/13/2025 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 6 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
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: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000016964 Sell RFx 7 Event Round Version 1 1 Event Name Conference: 2025 MN BCA ICAC & Human Trafficking Start Time Finish Time 04/29/2025 16:00:00 05/16/2025 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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