MMCAP_Event_Planner_RFP_08-12-26.pdf

Rev. 07.01.2025

State of Minnesota Department of Administration

REQUEST FOR PROPOSAL

MMCAP National Member Conference Event Planner

SWIFT Event # 2000018598

Date Posted: August 12, 2026

• Responses must be received not later than September 2, 2026.

• Late responses will not be considered.

• As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Sec. 45.

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651.201.2402 or go to the Office of Equity in Procurement home page, at https://mn.gov/admin/business/vendor-info/oep/.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

https://www.revisor.mn.gov/laws/2025/0/Session+Law/Chapter/39/ https://mn.gov/admin/business/vendor-info/oep/

Rev. 07.01.2025 Page 2 of 13

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

https://guest.supplier.systems.state.mn.us/psc/fmssupap/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf

Rev. 07.01.2025 Page 3 of 13

TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Responder Form o Workforce and Equal Pay Declaration Page

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing

Rev. 07.01.2025 Page 4 of 13

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Jared Huizenga, Marketing and Field Services Manager Office of State Procurement - MMCAP jared.huizenga@state.mn.us

Questions should be emailed to the contact by August 18, 2026 Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

mailto:jared.huizenga@state.mn.us https://www.revisor.mn.gov/statutes/cite/13.37 https://mn.gov/supplier

Rev. 07.01.2025 Page 5 of 13

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Minnesota Department of Administration is soliciting proposals for a meeting planner on behalf of its pharmaceuticals and healthcare products and services group purchasing organization – MMCAP. Annually, MMCAP hosts its National Member Conference (NMC) for its membership and is seeking the assistance of a meeting planner to coordinate this annual conference. The purpose of the conference is to elect new Advisory Board members, hold the annual business meeting, and have members assist in awarding the contracts that MMCAP members across the country use. Additionally, MMCAP and its members benefit from educational and networking opportunities, as well as taking part in a trade show with MMCAP-contracted vendors. The next annual conference is scheduled for either April 4-8, 2027, OR April 11-15, 2027, in the Minneapolis-St. Paul area. Estimated annual conference attendance is 130-150 MMCAP members, who represent all 50 states, along with approximately 50 staff members and contractors. The NMC also includes a Vendor Trade Show, which is expected to bring in 60-125 contracted vendors, with each sending 2-5 representatives.

The goal of this solicitation is to award a multi-year, for no more than five years, contract to one vendor to ensure a smooth, well-organized conference and to serve up to five annual National Member Conferences (2027, 2028, 2029, 2030, and 2031).

MMCAP is a national cooperative group purchasing organization (GPO) for government facilities that provide healthcare services. MMCAP was established in 1985, is operated by the State of Minnesota’s Office of State Procurement and is self-funded. It has over 35,000 member ship-to facilities across all 50 states. Use of MMCAP is free for our members and purchasing from our contracts is voluntary. MMCAP's mission is to ensure best value for pharmaceuticals and healthcare products and services to government facilities across the nation through executing contracts that leverage aggregated member volume to drive deeper discounts. For more information, visit https://mmcap.mn.gov/.

This solicitation does not obligate the state to award a contract or complete the project. The state reserves the right to cancel the solicitation if it is considered to be in its best interest.

Sample Tasks and Deliverables.

The contractor will work closely with MMCAP personnel.

This in-person conference runs Sunday to Thursday. The anticipated timeline and events follow. MMCAP reserves the right to alter the sequence and content of the sessions.

Day One:

• Dinner meeting between MMCAP managers and Advisory Board and early arrivals from remote destinations.

Day Two:

• Majority of attendees arrive; general kick-off session; opening welcome session from Advisory Board; 1-2 educational sessions; dinner; opening night keynote; and trivia/game night.

Day Three:

• Breakfast; 1-2 a.m. educational sessions; lunch; pharmaceutical contract awards session; and 1-2 p.m.

educational sessions.

Day Four:

https://mmcap.mn.gov/

Rev. 07.01.2025 Page 6 of 13

• Breakfast; 1-2 a.m. educational sessions; lunch; off-site Vendor Trade Show; dinner; and closing night keynote speaker.

Day Five:

• Breakfast; Advisory Board elections; annual business meeting; attendee departures; and meeting of the new MMCAP Advisory Board.

Meeting planner solution will include providing and implementing the following:

1. Plan and execute the plan for the annual meeting.

a. Attend, in-person or via Microsoft Teams, all pre- and post-meeting planning sessions.

b. Procure/develop, host, and maintain the annual meeting website, which must include an online registration platform for attendees and vendors (with confirmation of receipt of participant’s registration) and pertinent information about the conference.

c. Receive participant registrations via the conference website. Prepare and send confirmation letters, after approval by MMCAP, and other information for registrants via email.

d. Receive Vendor Trade Show exhibitor registrations via the conference website. MMCAP anticipates from 60-125 vendor registrations. Prepare and send confirmation letters, after approval by MMCAP, and other information for registrants via email.

e. Process Vendor Trade Show exhibitor registration fees on MMCAP’s behalf and, on a monthly basis, transfer those funds and associated documentation to MMCAP.

f. Procure/develop, host, and/or make available to attendees a mobile event app, that interfaces with the conference website. The app must be able to host the agenda, maps, attendee profiles, and allow for messaging of pertinent conference information and messaging between registered attendees.

g. Prepare and print all name tags for conference and trade show attendees.

h. Transport or ship all materials to the meeting site the day prior to start of conference.

i. Provide staff for on-site registration at the meeting and assist MMCAP staff with the meeting. MMCAP staff will be on hand to assist in conference implementation.

j. Regularly report to the MMCAP Marketing and Field Services Manager and MMCAP Communications

Coordinator on progress/issues relevant to the meeting (financials, evening event registration, other items as requested) including an online real-time registration report. Obtain flight manifest from the State of Minnesota contracted travel service so that the arrival and departure time of each member is known.

k. Organize and keep records of all meeting participants and presenters and prepare final report (including financial details and list of attendees and presenters) after the meeting.

2. Conference Facilities

a. MMCAP will contract for the hotel, sleeping rooms, Vendor Trade Show space, transportation to the off-site Vendor Trade Show, and meals, but the vendor will act as MMCAP’s liaison and work with the hotel to confirm reservation of annual meeting room space and room set-up, lodging facilities, food service including coordination of menu planning and food function guarantees, audio visual needs, transportation and parking.

b. Coordinate the setup of all audiovisual equipment and ensure the annual meeting facility has onsite staff to assist with any technical or logistical issues that might arise with rental audiovisuals. Verify the presence of the audiovisual technician, and verify that all audiovisual equipment and conference call equipment is in working order.

c. Supervise all logistics for each event on the agenda. These events typically include: advisory board meeting, general session and breakout sessions, registration, and evening entertainment options.

d. Work with the hotel management to correct any problems related to the hotel and its services.

Rev. 07.01.2025 Page 7 of 13

e. Work with the hotel management to ensure Vendor Trade Show exhibitors’ lodging arrangements are not included in the room block reservations for MMCAP members. It is the responsibility of the Vendor Trade Show exhibitors to make their own lodging arrangements.

f. Work with MMCAP to review hotel billing for accuracy.

3. Onsite Management

a. Vendor staff, along with MMCAP staff, to set up and carry out the onsite registration process including handing out name tags, agendas and other materials to participants; welcome participants and answering questions about facility; and staff an information booth during the remainder of the meeting hours.

b. Confirm room sets, audio-visual requirements in each room, catering and any other special arrangements.

c. Ensure each room has proper audio-visual equipment (including laptop computers each with a mouse, LCD projectors, microphones, large screens, conference call phones, internet access), ensure it is functioning and manage any audio-visual problems that may occur.

d. Prepare a day-by-day plan for on-site hotel staff, and service vendors listing chronological program details, include a contact list with responsibilities, and continually monitor hotel services.

Rev. 07.01.2025 Page 8 of 13

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

The term of this contract is anticipated to be from September 8, 2026, to May 31, 2027, with the option to extend up to an additional four (4) years in increments determined by the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

Rev. 07.01.2025 Page 9 of 13

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

1. Approach. Responder should describe their approach to meeting State’s request in a timely manner. Responder should specifically describe how their approach differs when the State requires a more rapid timeline for delivery of services. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive.

2. Qualifications and Experience. Responder should provide an outline of background and experience with examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

3. Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

4. License Agreements, Maintenance Agreements, or Other Terms and Conditions.

The State may require Responder to provide any license agreements, maintenance agreements or any other terms and conditions relevant to the work under a resulting contract. Review and approval by the State will be required prior to contract execution. In the event Responder fails to comply with a request under this provision, Responder agrees that it will not seek to enforce terms and conditions of any such agreement against the State. Further, failure to provide any of the pertinent documents upon request may result in the State not agreeing to sign any additional documents, rejecting your response, or cancelling the award.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Workforce and Equal Pay Declaration Page

b. Equal Pay Certificate Form

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

Rev. 07.01.2025 Page 10 of 13

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

• Responses must be received by the due date and time specified in this RFP.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

1. Approach 400 points

2. Qualifications and Experience 300 points

3. Cost Detail 300 points

1000 points

4. Preference Points (if applicable) 120 points (in addition to 1,000 available)

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by August 31, 2026.

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted using a two-tier scoring methodology described below.

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Unenforceable Terms

As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Section 45.

Rev. 07.01.2025 Page 11 of 13

Unenforceable terms

(a) A contract entered into by the state shall not contain a term that:

(1) requires the state to defend, indemnify, or hold harmless another person or entity, unless specifically authorized by statute;

(2) binds a party by terms and conditions that may be unilaterally changed by the other party;

(3) requires mandatory arbitration;

(4) attempts to extend arbitration obligations to disputes unrelated to the original contract;

(5) construes the contract in accordance with the laws of a state other than Minnesota;

(6) obligates state funds in subsequent fiscal years in the form of automatic renewal as defined in section

325G.56; or

(7) is inconsistent with chapter 13, the Minnesota Government Data Practices Act.

(b) If a contract is entered into that contains a term prohibited in paragraph (a), that term shall be void and the contract is enforceable as if it did not contain that term.

Solicitation Terms

Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

• Reject any and all responses received;

• Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

• Negotiate with the highest scoring Responder[s];

• Terminate negotiations and select the next response providing the best value for the State;

Rev. 07.01.2025 Page 12 of 13

• Consider documented past performance resulting from a State contract may be considered in the evaluation process;

• Short list the highest scoring Responders;

• Require Responders to conduct presentations, demonstrations, or submit samples;

• Interview key personnel or references;

• Request a best and final offer from one or more Responders;

• The State reserves the right to request additional information ; and

• The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information

8.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

8.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

8.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

8.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Rev. 07.01.2025 Page 13 of 13

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.201.2402.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

https://mn.gov/admin/business/vendor-info/oep/