Conference__MMCAP_National_Member.pdf
PDF 28 KB Posted
- Attached to
- Conference: MMCAP National Member
- Solicitation number
- 2000018628
- Issued by
- Minnesota
About this file
This is a solicitation document from the State of Minnesota's Office of State Procurement for the MMCAP National Member Conference for 2027 and 2028. The state is seeking a qualified venue contractor to provide comprehensive conference services including meals, lodging rooms, and meeting spaces in a single location within 15 miles of Minneapolis-St. Paul Airport. The event will accommodate approximately 200 guests for three days and 350 guests for one day across both conference years. The required dates are April 4-8 or April 11-15 for 2027, and March 26-30 or April 2-6 for 2028. The solicitation opened on August 31, 2026, with a question submission deadline of September 8, 2026, at 2:00 PM Central Time, and a response due date of September 18, 2026, at 2:00 PM Central Time. Questions should be directed to Erin Snaza at erin.snaza@state.mn.us.
The state emphasizes that the number of attendees is an estimate only and does not guarantee a minimum number of lodging rooms or meals, with submitted prices remaining firm regardless of actual attendance. Contractors must state any cancellation charges on the price schedule for conference cancellations for reasons other than insufficient funding; if no charge is indicated, the state will not pay cancellation fees. The state reserves the right to reschedule the conference upon mutual agreement with the contractor if cancellation occurs. Bidders must be registered with the state and may be eligible for participation in Minnesota's Small Business Procurement Program if they meet size standards and diversity criteria. Responses must include a completed Excel price schedule and all required attachments, with failure to upload required documents resulting in bid disqualification.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Attachments_A-F.pdf | ||
| conference_RFP.pdf | ||
| Sample_Contract_and_Exhibits.pdf | ||
| Conference_Price_Schedule_2027.xlsx | XLSX spreadsheet | |
| Addendum_1.pdf | ||
| Conference_Price_Schedule_2028.xlsx | XLSX spreadsheet |
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Text version
Event Description 9/10/26 Addendum 1 posted to answer questions received.
9/2/26 Posting Version 2 of Event. No changes to documents or event. System update only.
The purpose of this Solicitation is to establish a contract(s) for the MMCAP National Member Conference 2027 and 2028. 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.
This event requires a location within 15 miles of the Minneapolis-St. Paul (MSP)Airport.
The required dates:
2027: April 4-8 or April 11-15 2028: March 26-30 or April 2-6
We are looking for a venue to accommodate this event in one location: meals, lodging rooms, and meeting rooms for approximately 200 guests (3 days) and 350 (1 day).
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 September 8, 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 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:
• 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
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123 Fax #:
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018628 Sell RFx 1 Event Round Version 1 3 Event Name Conference: MMCAP National Member Start Time Finish Time
08/31/2026 14:45:00 CDT 09/18/2026 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.
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: Snaza,Erin Elizabeth Phone: 651/201-3123 Fax #:
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018628 Sell RFx 2 Event Round Version 1 3 Event Name Conference: MMCAP National Member Start Time Finish Time
08/31/2026 14:45:00 CDT 09/18/2026 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: LOT Bid Qty: 1 Required: No Reserve Price: No
Description: Price Schedules
Question Response This solicitation utilizes an excel price schedule. Please attach the completed excel price schedule in your SWIFT response. For a total line price in the event, you may enter $0.01
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123 Fax #:
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018628 Sell RFx 3 Event Round Version 1 3 Event Name Conference: MMCAP National Member Start Time Finish Time
08/31/2026 14:45:00 CDT 09/18/2026 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: Snaza,Erin Elizabeth Phone: 651/201-3123 Fax #:
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018628 Sell RFx 4 Event Round Version 1 3 Event Name Conference: MMCAP National Member Start Time Finish Time
08/31/2026 14:45:00 CDT 09/18/2026 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: LOT Description: Price Schedules
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: 09/01/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123 Fax #:
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018628 Sell RFx 5 Event Round Version 1 3 Event Name Conference: MMCAP National Member Start Time Finish Time
08/31/2026 14:45:00 CDT 09/18/2026 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: Snaza,Erin Elizabeth Phone: 651/201-3123 Fax #:
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000018628 Sell RFx 6 Event Round Version 1 3 Event Name Conference: MMCAP National Member Start Time Finish Time
08/31/2026 14:45:00 CDT 09/18/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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