DNR_-_2026_MNICS_Meeting_-_Duluth_MN.pdf
PDF 28 KB Posted
- Attached to
- DNR - 2026 MNICS Meeting - Duluth MN
- Solicitation number
- 2000018695
- Issued by
- St. Louis County, Minnesota
About this file
This is a Request for Bid (RFB) issued by the State of Minnesota Department of Natural Resources (DNR) for meeting space and accommodations for the 2026 MNICS Meeting in Duluth, Minnesota. The DNR seeks to procure lodging, meeting rooms equipped with audio-visual equipment, and refreshments for approximately 100 attendees over a four-day period from November 30 through December 3, 2026. Detailed specifications for required services are outlined in Exhibit C and Exhibit C Supplement 1 of the attached sample contract. The solicitation period runs from September 10, 2026, at 9:14 AM CDT through September 23, 2026, at 2:00 PM CDT, with all responses required to be submitted through the Supplier Portal. Prospective bidders may submit written questions to sheri.karpenko@state.mn.us no later than September 21, 2026, at 2:00 PM CST, with responses provided via addendum. Direct contact with state personnel other than the designated buyer may result in response rejection. Technical support for submission issues is available through the SWIFT Vendor Helpline at 651.201.8100, Option 1.
Bidders must submit pricing using the provided Exhibit D Price Schedule, with all applicable taxes, service fees, and gratuity included in the quoted price. The bid is for one service package with a delivery/performance date of September 28, 2026. The DNR encourages responses from Minnesota-based small businesses and businesses meeting diversity and inclusion criteria, including those majority owned and operated by racial minorities, women, persons with substantial physical disabilities, veterans, or service-disabled veterans, or businesses located in economically disadvantaged counties. Interested small business entities that meet these qualifications are encouraged to pursue certification through the State's Small Business Procurement Program by contacting the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402. All bidders must be registered as either bidders or suppliers to participate in the event.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| SAMPLE_Contract_18695.pdf | ||
| Solicitation_Attachments_18695.pdf | ||
| Addendum_1_for_2000018695.pdf | ||
| Price_Schedule_for_2026_MNICS_Meeting.xlsx | XLSX spreadsheet | |
| Solicitation_Content_18695.pdf |
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Text version
Event Description THIS IS A FORMAL REQUEST FOR BID. Non-electronic and e-mail responses WILL NOT BE ACCEPTED. The response must be submitted in the Supplier Portal no later than the date and time called for in the Finish Time in the Event Details.
Purpose. The State of Minnesota Department of Natural Resources (DNR) intends to procure meeting space for the 2026 MNICS Meeting for approximately 100 attendees on November 30, December 1-3, 2026, within Duluth Minnesota that includes lodging, meeting rooms with audio-visual equipment and refreshments, per the specifications stated within attached pdf SAMPLE contract in section Exhibit C and Exhibit C Supplement 1.
SUBMITTING QUESTIONS. Questions from prospective Responders regarding this solicitation must be submitted in writing to sheri.karpenko@state.mn.us no later than September 21, 2:00 PM CST. All questions received by the cutoff date and time will be responded to via an addendum. Contact regarding this solicitation with any State personnel other than the Buyer listed above may result in rejection of the response.
IF YOU ENCOUNTER ISSUES UPLOADING YOUR RESPONSE, YOU MAY CALL THE SWIFT VENDOR HELPLINE AT 651.201.8100, OPTION 1 FOR ASSISTANCE
General Comments
* REVIEW THE FOLLOWING DOCUMENTS PRIOR TO SUBMITTING YOUR RESPONSE:
1. RFB Content
2. RFB Attachments (this document needs to be filled out and uploaded back into SWIFT)
3. RFB Sample Contract (specs within under section Exhibit C)
4. Exhibit D Price Schedule (this document needs to be filled out and uploaded back into SWIFT)
If problems arise, please contact the buyer Sheri Karpenko by email at sheri.karpenko@state.mn.us before the due date/time.
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 information on eligibility requirements please visit https://sbcp.mn.gov/.
You can also contact the Office of Equity in Procurement at
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Natural Resources Department Contact: Karpenko,Sheri A Phone: 651/259-5461 Fax #:
Email: Sheri.Karpenko@state.mn.us
Event ID Format Type Page R2901-2000018695 Sell RFx 1 Event Round Version 1 1 Event Name DNR - 2026 MNICS Meeting - Duluth MN Start Time Finish Time
09/10/2026 09:14:00 CDT 09/23/2026 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.
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: Natural Resources Department Contact: Karpenko,Sheri A Phone: 651/259-5461 Fax #:
Email: Sheri.Karpenko@state.mn.us
Event ID Format Type Page R2901-2000018695 Sell RFx 2 Event Round Version 1 1 Event Name DNR - 2026 MNICS Meeting - Duluth MN Start Time Finish Time
09/10/2026 09:14:00 CDT 09/23/2026 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: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: A price schedule will be used for this event, see attached Exhibit D Price Schedule to enter bidder pricing. Bidder, include all applicable taxes, service fees and gratuity. This price schedule will be used as the official bid price.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Natural Resources Department Contact: Karpenko,Sheri A Phone: 651/259-5461 Fax #:
Email: Sheri.Karpenko@state.mn.us
Event ID Format Type Page R2901-2000018695 Sell RFx 3 Event Round Version 1 1 Event Name DNR - 2026 MNICS Meeting - Duluth MN Start Time Finish Time
09/10/2026 09:14:00 CDT 09/23/2026 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: Natural Resources Department Contact: Karpenko,Sheri A Phone: 651/259-5461 Fax #:
Email: Sheri.Karpenko@state.mn.us
Event ID Format Type Page R2901-2000018695 Sell RFx 4 Event Round Version 1 1 Event Name DNR - 2026 MNICS Meeting - Duluth MN Start Time Finish Time
09/10/2026 09:14:00 CDT 09/23/2026 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: EACH Description: A price schedule will be used for this event, see attached Exhibit D Price Schedule to enter bidder pricing.
Bidder, include all applicable taxes, service fees and gratuity. This price schedule will be used as the official bid price.
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: 09/28/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Natural Resources Department Contact: Karpenko,Sheri A Phone: 651/259-5461 Fax #:
Email: Sheri.Karpenko@state.mn.us
Event ID Format Type Page R2901-2000018695 Sell RFx 5 Event Round Version 1 1 Event Name DNR - 2026 MNICS Meeting - Duluth MN Start Time Finish Time
09/10/2026 09:14:00 CDT 09/23/2026 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: Natural Resources Department Contact: Karpenko,Sheri A Phone: 651/259-5461 Fax #:
Email: Sheri.Karpenko@state.mn.us
Event ID Format Type Page R2901-2000018695 Sell RFx 6 Event Round Version 1 1 Event Name DNR - 2026 MNICS Meeting - Duluth MN Start Time Finish Time
09/10/2026 09:14:00 CDT 09/23/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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