MDVA_CVSO_NORTH_SPRING_CONFERENCE_2027.pdf
PDF 28 KB Posted
- Attached to
- MDVA CVSO NORTH SPRING CONFERENCE 2027
- Solicitation number
- 2000018814
- Issued by
- Beltrami County, Minnesota
About this file
This Request for Proposal is issued by the State of Minnesota Department of Veterans Affairs for conference facility services related to the North Spring Conference scheduled for March 2-4, 2027. The solicitation seeks a contract to host approximately 100 attendees at a facility that is clean, well-maintained, and located within a fifteen-mile radius of Bemidji Regional Airport in Bemidji, Minnesota. The state does not guarantee a minimum number of lodging rooms or meals, and prices offered must remain firm regardless of whether actual attendance falls below the estimated 100 participants. The bidding period opened November 2, 2026 at 8:00 AM Central Time and closes November 23, 2026 at 12:00 PM Central Time. The deadline for submitting written questions is November 19, 2026 at 12:00 PM Central Time, directed to Ivette Valdes at ivette.valdes@state.mn.us. All responses must be submitted electronically through the SWIFT portal; email and faxed responses will not be accepted. The price schedule submission is due by December 5, 2026.
The solicitation includes requirements for bidders to address diversity and inclusion criteria, including Minnesota-based small business certification eligibility. Prospective bidders are encouraged to determine whether their firms qualify as small businesses according to state size standards and whether they meet criteria for the State's Small Business Procurement Program, such as minority ownership, women ownership, disability ownership, veteran or service-disabled veteran ownership, or location in economically disadvantaged counties. All required and requested attachments must be uploaded with the bid response. The solicitation incorporates terms and conditions last updated December 24, 2018, and requires bidders to provide complete bidder information including firm name, contact details, and pricing. Vendor assistance is available through the Vendor Assistance Helpdesk at 651-334-0117 for registration and SWIFT system navigation support.
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Text version
Event Description The purpose of this solicitation is to establish a Contract for the State of Minnesota Department of Veterans Affairs, North Spring Conference to be held on March 2-4, 2027 for approximately 100 attendees. The number of attendees is an estimate only. The states does not guarantee a minimum number of lodging rooms or meals.
Prices offered on the pricing pages are firm and will not be adjusted if the number of attendees falls below the estimate.
The State of Minnesota reserves the right to hold this conference in a facility that is clean, well maintained and located within a fifteen (15) mile radius of Bemidji Regional Airport, 3824 Moberg Dr NW, Bemidji, MN 56601. If a geographic area for the conference is defined, distance will be measured using Goggle Maps™.
The deadline for submitting questions is November 19, 2026 at 12:00 PM Central Time. Questions may be submitted in writing to Ivette Valdes@state.mn.us.
Responders needing help with registration and/or assistance with navigating the SWIFT System may contact the Vendor Assistance Helpdesk at: 651-334-0117, Option #1, 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 RFB Documentation.
DOCUMENTS INCLUDED WITH THIS SOLICITATION:
1. Conference Request for Proposal (RFB)
2. Conference Sample Contract and Exhibits
3. Attachments
4. Exhibit D Price Schedule
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 Procurement.Equity@state.mn.us or 651-201-2402 for further information.
• Do you believe your company meets the criteria listed above?
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Veterans Affairs Department Contact: Valdes,Ivette Phone: 651/757-1547 Fax #:
Email: ivette.valdes@state.mn.us
Event ID Format Type Page H7501-2000018814 Sell RFx 1 Event Round Version 1 1 Event Name
MDVA CVSO NORTH SPRING CONFERENCE 2027
Start Time Finish Time
11/02/2026 08:00:00 CST 11/23/2026 12:00:00 CST
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.
• 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: Veterans Affairs Department Contact: Valdes,Ivette Phone: 651/757-1547 Fax #:
Email: ivette.valdes@state.mn.us
Event ID Format Type Page H7501-2000018814 Sell RFx 2 Event Round Version 1 1 Event Name
MDVA CVSO NORTH SPRING CONFERENCE 2027
Start Time Finish Time
11/02/2026 08:00:00 CST 11/23/2026 12:00:00 CST
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 Schedule
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Veterans Affairs Department Contact: Valdes,Ivette Phone: 651/757-1547 Fax #:
Email: ivette.valdes@state.mn.us
Event ID Format Type Page H7501-2000018814 Sell RFx 3 Event Round Version 1 1 Event Name
MDVA CVSO NORTH SPRING CONFERENCE 2027
Start Time Finish Time
11/02/2026 08:00:00 CST 11/23/2026 12:00:00 CST
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: Veterans Affairs Department Contact: Valdes,Ivette Phone: 651/757-1547 Fax #:
Email: ivette.valdes@state.mn.us
Event ID Format Type Page H7501-2000018814 Sell RFx 4 Event Round Version 1 1 Event Name
MDVA CVSO NORTH SPRING CONFERENCE 2027
Start Time Finish Time
11/02/2026 08:00:00 CST 11/23/2026 12:00:00 CST
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 Schedule
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: 12/05/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Veterans Affairs Department Contact: Valdes,Ivette Phone: 651/757-1547 Fax #:
Email: ivette.valdes@state.mn.us
Event ID Format Type Page H7501-2000018814 Sell RFx 5 Event Round Version 1 1 Event Name
MDVA CVSO NORTH SPRING CONFERENCE 2027
Start Time Finish Time
11/02/2026 08:00:00 CST 11/23/2026 12:00:00 CST
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: Veterans Affairs Department Contact: Valdes,Ivette Phone: 651/757-1547 Fax #:
Email: ivette.valdes@state.mn.us
Event ID Format Type Page H7501-2000018814 Sell RFx 6 Event Round Version 1 1 Event Name
MDVA CVSO NORTH SPRING CONFERENCE 2027
Start Time Finish Time
11/02/2026 08:00:00 CST 11/23/2026 12:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
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