MnDOT_State_Aid_All-staff_Annual_Meeting.pdf
PDF 24 KB Posted
- Attached to
- MnDOT State Aid All-staff Annual Meeting
- Solicitation number
- 2000018575
- Issued by
- Dakota County, Minnesota
About this file
This is a Request for Bids (RFB) issued by the Minnesota Department of Transportation (MnDOT) for conference services. MnDOT seeks to hold an annual State Aid all-staff meeting for approximately 80 persons at a resort or similar facility located within 30 miles of Brainerd, Minnesota. The bidding period runs from August 7, 2026 at 2:00 PM CDT through August 17, 2026 at 2:00 PM CDT, with a delivery/event date of August 22, 2026. Prospective bidders must submit responses electronically through the SWIFT Supplier Portal and may submit questions in writing to Marcia Guerra at marcia.guerra@state.mn.us no later than 2:00 PM Central Time on August 12, 2026. All required attachments, including Responder Declarations, must be submitted with the bid response, and freight costs must be included in the pricing.
Bidders must provide pricing on a per-unit basis for the conference services. MnDOT encourages participation from Minnesota-based small businesses and minority-owned, women-owned, disabled-owned, and veteran-owned enterprises, with information available regarding the State's Small Business Procurement Program and size standards. Bids will be accepted only in U.S. dollars through the SWIFT portal, and late or non-electronic responses will not be accepted. Prospective bidders must be registered as either a bidder or supplier in the SWIFT system to participate. Contact information for the procurement officer is Marcia Ann Guerra, and the SWIFT Vendor Helpline is available at 651-201-8100, Option 1 for technical assistance.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Doc_2_Price_shedule_.xlsx | XLSX spreadsheet | |
| Doc_1_Sample_contract__Salt_staff_26.pdf | ||
| Doc_4__Declaration_page_.pdf | ||
| Doc_3_RFB_.pdf |
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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.
PURPOSE: MnDOT would like to hold a conference for approximately 80 persons at a Resort or similar location that can accommodate our preferences: within 30 miles of Brainerd, MN.
Please review the following attachments containing important detailed information and describing actions required for a complete response to this solicitation:
Request for Bids RFB Attachments Sample Contract and Exhibits Specifications
*Responder Declarations MUST be filled out and attached to response *Freight must be included in the pricing submitted in the bid
SUBMITTING QUESTIONS: Questions from prospective Responders regarding this solicitation must be submitted in writing to Marcia.Guerra@state.mn.us no later than 2:00PM, Central Time, August 12, 2026. All questions received by the cutoff date and time will be responded to via an addendum.
Contact regarding this solicitation with any State personnel other than the Buyer listed above may result in rejection of the response.
IF YOU ENCOUNTER ISSUES UPLOADING YOUR RESPONSE, YOU MAY CALL THE SWIFT VENDOR HELPLINE AT 651.201.8100, OPTION 1 FOR ASSISTANCE.
If you need assistance obtaining a Vendor ID; Completing the Registration Process; Navigating the SWIFT Supplier Portal; OR Downloading/Responding to a RFB, you MUST call the SWIFT Helpline for assistance:
651-201-8100, Option 1 (twice)
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 )
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Guerra,Marcia Ann Phone:
Fax #:
Email: marcia.guerra@state.mn.us
Event ID Format Type Page T7901-2000018575 Sell RFx 1 Event Round Version 1 1 Event Name MnDOT State Aid All-staff Annual Meeting Start Time Finish Time
08/07/2026 14:00:00 CDT 08/17/2026 14:00:00 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.
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: Transportation Department Contact: Guerra,Marcia Ann Phone:
Fax #:
Email: marcia.guerra@state.mn.us
Event ID Format Type Page T7901-2000018575 Sell RFx 2 Event Round Version 1 1 Event Name MnDOT State Aid All-staff Annual Meeting Start Time Finish Time
08/07/2026 14:00:00 CDT 08/17/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Line Details No Bid:
Line: 1 Item ID: Line Qty: 1 UOM: JOB Bid Qty: 1 Required: No Reserve Price: No
Description: MnDOT State Aid All-staff Annual Meeting
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Guerra,Marcia Ann Phone:
Fax #:
Email: marcia.guerra@state.mn.us
Event ID Format Type Page T7901-2000018575 Sell RFx 3 Event Round Version 1 1 Event Name MnDOT State Aid All-staff Annual Meeting Start Time Finish Time
08/07/2026 14:00:00 CDT 08/17/2026 14:00:00 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: Transportation Department Contact: Guerra,Marcia Ann Phone:
Fax #:
Email: marcia.guerra@state.mn.us
Event ID Format Type Page T7901-2000018575 Sell RFx 4 Event Round Version 1 1 Event Name MnDOT State Aid All-staff Annual Meeting Start Time Finish Time
08/07/2026 14:00:00 CDT 08/17/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: JOB Description: MnDOT State Aid All-staff Annual Meeting
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: 08/22/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Guerra,Marcia Ann Phone:
Fax #:
Email: marcia.guerra@state.mn.us
Event ID Format Type Page T7901-2000018575 Sell RFx 5 Event Round Version 1 1 Event Name MnDOT State Aid All-staff Annual Meeting Start Time Finish Time
08/07/2026 14:00:00 CDT 08/17/2026 14:00:00 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: Transportation Department Contact: Guerra,Marcia Ann Phone:
Fax #:
Email: marcia.guerra@state.mn.us
Event ID Format Type Page T7901-2000018575 Sell RFx 6 Event Round Version 1 1 Event Name MnDOT State Aid All-staff Annual Meeting Start Time Finish Time
08/07/2026 14:00:00 CDT 08/17/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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