Flagpole_Replacement_for_MDVA_-_Luverne.pdf

Event Description This is a reissue of solicitation # 2000017558 from October 2025.

The Minnesota Department of Administration, on behalf of the Minnesota Department of Veterans Affairs (MDVA), requests proposals for the removal of eight flagpoles, and the furnish and installation of nine new flagpoles per Exhibit C of the Sample Contract at the Minnesota Veterans Home located at 1300 North Kniss Avenue, Luverne, MN 56156.

It is desired to have the project completed by May 15, 2026. Pricing must be inclusive of all new flagpoles, transportation, equipment and labor costs and include a trade-in credit for the eight old flagpoles.

MANDATORY SITE VISIT: A mandatory site is required at Minnesota Veterans Home – Luverne, 1300 North Kniss Avenue, Luverne, MN 56156. The mandatory site visit must be scheduled in advance by the Responder if you did not complete a site visit for solicitation 2000017558. All site visits must be conducted by February 13, 2026.

See Section 3 of this document for details.

REGISTRATION: Responders (who did not complete a site visit for solicitation #17558 in the Fall of 2025) must schedule a site visit in advance by contacting Duane Mabon, duane.mabon@state.mn.us, 507-283-6237, and Anne Stegenga anne.stegenga@state.mn.us, 507-283-6207. The State reserves the right to deny admittance if the Responder does not pre-schedule the site visit.

Responders must schedule and attend a mandatory site visit prior to submitting their response. Please see Section 3 of the RFP for more detail.

QUESTIONS/CLARIFICATIONS: Any questions and/or clarifications in regard to the solicitation response shall be made in writing to Erin Snaza via email at erin.snaza@state.mn.us no later than February 13, 2026. If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the RFP, they must immediately notify the Buyer in writing of such error and request modification or clarification of the document. Responders are not to contact anyone within any other State Agency regarding this solicitation. The State is not obligated to answer questions submitted after the questions/clarifications due date and time.

If you need assistance, please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and 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 Proposal (RFP)

2. Sample Contract and Exhibits

3. Attachments and Declarations

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 G0210-2000017910 Sell RFx 1 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 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.

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 G0210-2000017910 Sell RFx 2 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 15:00:00

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

INSURANCE:

If awarded, will you provide proof of insurance as detailed in Exhibit B of the Sample Contract document?

Yes

Response Comments

RESPONSIBLE CONTRACTOR:

1) I am an owner or officer of the responding company, and I certify under oath that my company is in compliance with each of the applicable provisions as set forth in Minn. Stat. § 16C.285, subd. 3, and will provide verification upon request by the contracting agency.

1.1) I certify that my company has filed a certificate of authority to transact business in Minnesota with the Secretary of State if a foreign corporation or cooperative. Contact the Office of the Minnesota Secretary of State with questions about satisfying this requirement before submitting your response to this solicitation.

2) If my company is awarded a contract, I will submit a supplemental verification confirming subcontractor

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 G0210-2000017910 Sell RFx 3 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No compliance with Minn. Stat. § 16C.285, subd. 5, clause

(7) (see attachment), and

3) If my company retains additional subcontractors with which it will have a direct contractual relationship following contract award, I will submit supplemental verification confirming subcontractor compliance with Minn. Stat. § 16C.285, subd. 5, clause (7) within 14 days after retaining any such additional subcontractors (see attachment).

4) Selecting the yes button and submitting a response to this solicitation will constitute a signed statement affirming compliance with each of the applicable provisions as set forth in Minn. Stat. § 16C.285, subd.

3.

Yes

Response Comments

SOLICITATION SECURITY:

Responses that exceed $50,000 must be accompanied by a surety bond of a surety company duly authorized to do business in the State of Minnesota; in an amount equal to five percent (5%) of the total amount of the response, which is submitted as a solicitation security conditioned upon the Responder entering into a contract with the State of Minnesota in accordance with the terms of the solicitation. If the solicitation security is in the form of a certified check, cashier's check, or money order made payable to the State of Minnesota, it must be received by the Contracting Agency at the address identified within this Event in a clearly marked and sealed envelope no later than the due date and time indicated in the Event. Late submissions will result in rejection of your response. Facsimile or copies of a certified check, cashier's check, or money order will not be accepted.

If your response exceeds $50,000, have you provided the correct amount of solicitation security?

If your response exceeds $50,000 and you are providing solicitation security in the form of a surety bond, you may attach your surety bond here.

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 G0210-2000017910 Sell RFx 4 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 15:00:00

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

Question Response

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 G0210-2000017910 Sell RFx 5 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 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: Flag pole project

Question Response The total cost for all labor, materials, equipment, federal, state, and local taxes, shipping, and vehicle mileage necessary for removal of 8 flagpoles and installation of 9 flagpoles for Minnesota Veterans Home – Luverne.

Response Comments

Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1

Reserve Price: No

Description: Trade in Allowance for Flagpoles

Question Response What is the price per unit?

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 G0210-2000017910 Sell RFx 6 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 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

Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123

Email: Erin.Snaza@state.mn.us

Event ID Format Type Page G0210-2000017910 Sell RFx 7 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 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: Flag pole project

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: 02/05/2026 Freight Terms:

Ship Via:

Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: Trade in Allowance for Flagpoles

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: 02/22/2026 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 G0210-2000017910 Sell RFx 8 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 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

Agency: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123

Email: Erin.Snaza@state.mn.us

Event ID Format Type Page G0210-2000017910 Sell RFx 9 Event Round Version 1 1 Event Name Flagpole Replacement for MDVA - Luverne Start Time Finish Time 02/06/2026 08:10:00 02/20/2026 15:00:00

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