Conference__BWSR_Academy_2027___2028.pdf
PDF 27 KB Posted
- Attached to
- Conference: BWSR Academy 2027 & 2028
- Solicitation number
- 2000018233
- Issued by
- St. Louis County, Minnesota
About this file
This is a Request for Proposals (RFP) document issued by the State of Minnesota's Office of State Procurement on behalf of the Board of Water and Soil Resources (BWSR) for venue services to host the BWSR Academy in 2027 and 2028. The state seeks a single venue capable of accommodating approximately 350–420 guests, including meals, lodging rooms, and meeting rooms. The venue must be located within Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi, or Cass Counties. The primary conference dates are October 26–28 or October 27–29, 2027, and October 24–26 or October 25–27, 2028, with alternative dates of October 19–21 or October 20–22, 2027, and October 17–19 or October 18–20, 2028. The solicitation opened June 4, 2026, at 2:00 PM Central Time and closes June 26, 2026, at 2:00 PM Central Time. The deadline for submitting written questions is June 16, 2026, at 2:00 PM Central Time, directed to Erin Snaza at erin.snaza@state.mn.us. All responses must be submitted electronically through the SWIFT portal; email and faxed responses are not accepted.
Pricing is to be submitted on two separate price schedules—one for the 2027 conference and one for the 2028 conference. The state does not guarantee a minimum number of lodging rooms or meals, and prices submitted are firm with no adjustment if attendance falls below the estimate. Vendors must indicate any cancellation charges on the price schedule; if no charge is stated, the state will not pay cancellation fees. Cancellation fees may cover lodging, meeting rooms, catering, audio-visual equipment, and other contract-related expenses. The state reserves the right to reschedule the conference upon mutual agreement if cancellation occurs. Eligible respondents must be registered in the SWIFT system and may qualify for the state's Small Business Procurement Program if they meet criteria related to minority ownership, women ownership, disability, veteran status, or location in economically disadvantaged counties.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Price_Schedule_BWSR__2027.xlsx | XLSX spreadsheet | |
| Conference_Sample_Contract_and_Exhibits.pdf | ||
| Price_Schedule_BWSR__2028.xlsx | XLSX spreadsheet | |
| Attachments.pdf | ||
| Conference_RFP.pdf |
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Text version
Event Description The purpose of this Solicitation is to establish a contract(s) for the 2027 and 2028 Board of Water and Soil Resources (BWSR) Academy.
This event requires a location within Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi or Cass Counties.
Date(s): October 26-28, 2027 or October 27-29, 2027 AND October 24-26, 2028 or October 25-27, 2028 Alternative date(s): October 19-21, 2027 or October 20-22, 2027 AND October 17-19, 2028 or October 18-20, 2028
The State is requesting one venue to accommodate all aspects of the event, including, but not limited to:
meals, lodging rooms, and meeting rooms for approximately 350-420 guests.
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.
SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS.
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 June 16, 2026, at 2:00 PM Central Time.
Questions must be submitted in writing to Erin Snaza at erin.snaza@state.mn.us.
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. Request for Proposals (RFP)
2. Sample Contract and Exhibits
3. Declarations and Attachments
4. Exhibit D Price Schedule 2027
5. Exhibit D Price Schedule 2028
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
Event Details
PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 1 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 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.
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
Response Comments
Upload all required or requested attachments here.
A file attachment is required to satisfy this question.
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 2 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 14:00:00
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
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 3 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 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 two (2) price schedules, one for the Conference 2027 (tab 1), the second for Conference 2028 (tab 2).
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
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 4 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 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
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 5 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 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 OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 06/01/2026 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 6 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 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
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018233 Sell RFx 7 Event Round Version 1 1 Event Name Conference: BWSR Academy 2027 & 2028 Start Time Finish Time 06/04/2026 14:00:00 06/26/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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