Health_Improvement_Bureau_All_Staff_Meeting.pdf

Event Description

THIS IS A FORMAL EVENT/REQUEST FOR BID/SOLICITATION.

Non-electronic and E-mail 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 receive bids and award a contract to a vendor providing the Minnesota Department of Health – Health Improvement Bureau All Staff Meeting. This conference will need to include meeting room capacity to host 300+ comfortably, parking, meeting rooms, three break out session rooms to hold 100 individuals each, AV equipment rental, and catering (lunch and all-day beverage services).

The conference is anticipated be held on Tuesday, October 6th, 2026. The number of attendees is an estimate only. The State does not guarantee a minimum number of meals. Prices listed on the pricing pages are firm and shall not be adjusted if the number of attendees falls below the estimate.

Limitations on geographic location: The state of Minnesota reserves the right to hold this conference in a facility within 20 miles of the Minnesota Capital Building at 75 Rev. Dr. Martin Luther King Jr. Blvd., St Paul, MN 55155. From an economic perspective, holding this conference within this range will minimize the overall costs for travel as well as the time commitment, and time away from work for attendees, speakers, and staff. In addition, there must be sufficient parking for all attendees.

SUBMITTING QUESTIONS: The deadline for submitting questions is Friday, August 21, 2026, 3:00 pm central time.

Questions must be submitted in writing to Sherry Otto. Sherry.otto@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

* **ATTENTION BIDDERS**

You must submit all responses electronically through the SWIFT portal. See line items for specifications. MDH does not accept email or faxed responses. Please be aware there may be attachments included in this event. The supplier is responsible for reviewing all attachments, including the Price Schedule, Event Details, and the Responders Declarations documents.

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?

Event Details

Bidder: PUBLIC EVENT DETAILS

Agency: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 1 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 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.

( 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 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: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 2 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 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: Conference meeting room and Break out session rooms

Question Response What is the price per unit?

Required: Yes Ideal Resp Reqd? No

Response Comments

No Bid:

Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: No Reserve Price: No

Description: Catering (Includes luncheon and all day beverage service)

Question Response What is the price per unit?

Required: Yes Ideal Resp Reqd? No

Response Comments

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 3 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 CDT

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

No Bid:

Line: 3 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: No Reserve Price: No

Description: A/V Equipment Rental

Question Response What is the price per unit?

Required: Yes Ideal Resp Reqd? No

Response Comments

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 4 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 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: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 5 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 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: Conference meeting room and

Break out session rooms

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: MDH - FREEMAN BDLG

ORVILLE L FREEMAN BLDG

625 N ROBERT ST

ST PAUL MN 55155-2538

United States

Quantity: 1 Due Date: 10/06/2026 Freight Terms:

Ship Via: The Best Way

Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: Catering (Includes luncheon and all day beverage service)

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: 08/30/2026 Freight Terms:

Ship Via:

Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: A/V Equipment Rental

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 6 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 CDT

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

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: 08/30/2026 Freight Terms:

Ship Via:

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 7 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 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: Health Department Contact: Otto,Sherry A Phone: 651/201-4639 Fax #:

Email: Sherry.Otto@state.mn.us

Event ID Format Type Page H1201-2000018609 Sell RFx 8 Event Round Version 1 1 Event Name Health Improvement Bureau All Staff Meeting Start Time Finish Time

08/19/2026 16:00:00 CDT 08/27/2026 15:00:00 CDT

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