DNR_Forestry_Statewide_Meeting.pdf

Event Description THIS IS A FORMAL EVENT/REQUEST FOR PROPOSAL (RFP). 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 this Solicitation is to establish a Contract for the Minnesota Department of Natural Resources Forestry Statewide Meeting in November, 2025, as detailed in Exhibit C, including Exhibit C, Supplement 1, of the Sample Contract. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. The contract prices shall not be adjusted if the number of attendees falls below the estimate.

The conference venue must be located within one of the geographic locations listed below. The distance will be measured using Google Maps™.

• Located within 25 miles of the U.S. Post Office located at 422 Laurel St., Brainerd, MN 56401, or;

• Located within 25 miles of the U.S. Post Office located at 2800 W. Michigan St., Duluth, MN 55806 or;

• Located within 25 miles of the U.S. Post Office located at 915 2nd St. N., St. Cloud, MN 56301, or:

• Located within 25 miles of the U.S. Post Office located at 401 Irvine Ave. NW, Bemidji, MN 56601

CONTRACT TERM: The term of this contract is anticipated to run from October 2025 to December 2025, with the option to extend up to an additional three (3) months in increments determined by the State.

SUBMITTING QUESTIONS: The deadline for submitting questions is April 16, 2025, at 3:00 pm, Central Time.

Questions must be submitted in writing to Molly Gunderson at Molly.Gunderson@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. RFP Content

3. RFP Attachments

4. Sample Contract and Contract Exhibits

Complete and upload with your response all applicable Attachments, Including:

1. Responder Declaration (Attachment A of the RFP Attachments)

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

3. Responder Forms, including the Veteran-Owned Preference Form (if applicable) and Workforce Certificate Information Form (Attachment D of the RFP Attachments)

4. Additional Information (Attachment E of the RFP Attachments) *

5. Exhibit D, Price Schedule **

* An additional information document is used during this event. Responders should complete and submit the additional information document attached to this event.

** This Event is utilizing a price schedule. However, there is still a requirement when you submit your proposal to add a dollar figure for the line item bid price. Enter $0.01 into this field. This is a field in the system that we are unable to override and is also a field that will not be evaluated

Event Details

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 1 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 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 Has the RFx document which includes the exhibits and sample contract documents been reviewed for posting in accordance with applicable purchasing policies and attached to this solicitation event?

Yes

Response Comments

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

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 2 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No 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 and requested attachments here, to include Exhibit D, Price Schedule.

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

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 3 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 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: Conference Venue and Lodging Upload Attachment E as instructed. Note: This solicitation is using an external price schedule.

However, the system still has a requirement to enter a dollar figure within the line. Enter

Question Response Upload the Event 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 bid price. Enter in $0.01

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 4 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 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: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 5 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 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: Conference Venue and Lodging

Upload Attachment E as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.

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: 05/05/2025 Freight Terms:

Ship Via:

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 6 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 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: Gunderson,Molly Sara Phone: 651/201-3171

Email: molly.gunderson@state.mn.us

Event ID Format Type Page G0210-2000016960 Sell RFx 7 Event Round Version 1 1 Event Name DNR Forestry Statewide Meeting Start Time Finish Time 04/09/2025 09:23:00 04/30/2025 15:00:00

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