MnDOT_2026_Managers’_Workshop.pdf
PDF 34 KB Posted
- Attached to
- MnDOT 2026 Managers’ Workshop
- Solicitation number
- 2000018496
- Issued by
- Minnesota
About this file
This is a Request for Bid (RFB) issued by the Minnesota Department of Transportation (MnDOT) for services related to the 2026 Managers' Workshop. The solicitation seeks a single vendor to provide comprehensive conference services for approximately 200 attendees on Thursday, October 8, 2026, within the seven-county Metro Area of the Twin Cities. Required services include meeting space (general session room, registration area, mother's room, prayer room, and dining area), lodging for up to 45 single-occupancy rooms with flexible check-in and luggage storage for early arrivals on Wednesday, October 7, 2026, catering (breakfast, lunch, afternoon break, and all-day beverage service), audio-visual equipment rental and technical support, parking, and shuttle service. All responses must be submitted electronically through the SWIFT Supplier Portal by July 30, 2026, at 2:00 PM Central Time. Questions regarding the solicitation must be submitted by July 23, 2026, at 2:00 PM Central Time to the solicitation contact, Jessica G. McMahon (Jessica.McMahon@state.mn.us). The event number for portal searches is 2000018496.
Pricing must be submitted for five line items: catering, facility and meeting space, audio-visual equipment rental and technical support, parking, and shuttle service, all inclusive of applicable taxes. The State does not guarantee a minimum number of lodging rooms or meals, and contract prices will not be adjusted if actual attendance falls below the estimated 200 attendees. The State reserves the right to award the conference to a facility that is clean, well-maintained, provides adequate space, and is located in Minnesota. Bidders must be registered in the SWIFT Supplier Portal to participate. Small Minnesota-based businesses and those meeting specific diversity and inclusion criteria (minority-owned, women-owned, disability-owned, veteran-owned, or located in economically disadvantaged counties) may be eligible for the State's Small Business Procurement Program and are encouraged to contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for additional information. Responses received after the deadline will not be considered regardless of circumstances causing the delay.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| (2_of_4)_Attachments_A,_B,_and_C.pdf | ||
| (3_of_4)_Sample_Contract.pdf | ||
| (1_of_4)_MnDOT_RFB.pdf | ||
| (4_of_4)_Exhibit_D_-_Price_Schedule.xlsx | XLSX spreadsheet |
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Text version
Event Description THIS IS A REQUEST FOR BID (RFB). Email, fax and non-electronic responses will NOT be accepted. All responses must be submitted online through the SWIFT Supplier Portal before the Event Due Date and Time. Late responses will not be accepted.
Log in to the Supplier Portal to view this event. You will need to search for Event No. 2000018496
If you need assistance, please contact the SWIFT Vendor Assistance Helpline at 651-201-8100 (choose Option 1, and Option 1 again).
PURPOSE:
The purpose of this Solicitation is to establish a Contract for the MnDOT 2026 Managers’ Workshop on Thursday, October 8, 2026, with approximately 200 attendees. The event must be held within the seven-county Metro Area of the Twin Cities, in a facility that can accommodate meeting space, lodging, meals, audio-visual equipment, audio-visual support, and parking. Lodging up to 45 single-occupancy rooms may be required for early arrivals on Wednesday, October 7, 2026, with flexible check-in support and luggage storage. Detailed specifications are provided 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 State reserves the right to award this conference to a facility that is clean, well maintained, provides adequate space, and is located in the State of Minnesota. If a geographic area for the conference is defined, distance will be measured using Google Maps™.
QUESTIONS:
Questions should be emailed to the Solicitation contact by Thursday, July 23, 2026, 2:00 PM, Central Time.
Other personnel are not authorized to answer questions regarding this Solicitation.
DOCUMENTS:
There are four (4) documents attached to this Request for Bid:
1 of 4: MnDOT RFB
2 of 4: MnDOT Attachments A, B, and C – Complete and upload with your solicitation response.
3 of 4: MnDOT Sample Contract
4 of 4: Exhibit D: Price Schedule – Complete and upload with your solicitation response.
RESPONSES:
Responses received after the end date will not be considered, even if errors or delays were caused by issues outside of the responders’ control.
Event Details
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 1 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
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
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 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
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 2 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
Upload all required or requested attachments here.
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
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 3 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
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: Catering total cost including tax (Breakfast, Lunch, Afternoon Break, and All-Day Beverage Service).
Question Response What is the price per unit?
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Facility / Meeting Space total cost including tax (General Session Room, Registration Area, Mother's Room, Prayer Room, Dining Area etc.).
Question Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 4 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line: 3 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Audio-Visual Equipment Rental and Technical Support total cost including tax.
Question Response What is the price per unit?
Response Comments
Line: 4 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Parking total cost including tax.
(If there are additional costs for parking, include them on this line item).
Question Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 5 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line: 5 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Shuttle Service total cost including tax.
(If there are additional costs for shuttle service, include them on this line item).
Question Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 6 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
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: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 7 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LOT Description: Catering total cost including tax
(Breakfast, Lunch, Afternoon Break, 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: MNDOT CHIEF FINANCIAL OFFICER
MS 140 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 08/12/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: Facility / Meeting Space total cost including tax
(General Session Room, Registration Area, Mother's Room, Prayer Room, Dining Area etc.).
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: MNDOT CHIEF FINANCIAL OFFICER
MS 140 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 08/04/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: Audio-Visual Equipment Rental and Technical Support total cost including tax.
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 8 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
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: MNDOT CHIEF FINANCIAL OFFICER
MS 140 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 08/04/2026 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: LOT Description: Parking total cost including tax.
(If there are additional costs for parking, include them on this line item).
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: MNDOT CHIEF FINANCIAL OFFICER
MS 140 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 08/04/2026 Freight Terms:
Ship Via:
Line: 5 Item ID: Line Qty: 1 UOM: LOT Description: Shuttle Service total cost including tax.
(If there are additional costs for shuttle service, include them on this line item).
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 9 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
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: MNDOT CHIEF FINANCIAL OFFICER
MS 140 TRANSPORTATION BLDG
395 JOHN IRELAND BLVD
ST PAUL MN 55155-1800
United States
Quantity: 1 Due Date: 08/04/2026 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 10 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
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: Transportation Department Contact: McMahon,Jessica G Phone:
Email: Jessica.McMahon@state.mn.us
Event ID Format Type Page T7901-2000018496 Sell RFx 11 Event Round Version 1 1 Event Name MnDOT 2026 Managers’ Workshop Start Time Finish Time 07/16/2026 14:00:00 07/30/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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