MNDOTFall_Screening_Board_Meeting_2026.pdf
PDF 26 KB Posted
- Attached to
- MNDOTFall Screening Board Meeting 2026
- Solicitation number
- 2000018394
- Issued by
- Minnesota
About this file
This is a Request for Bids (RFB) document issued by the Minnesota Department of Transportation (MNDot) for the State Aid Screening Board Meeting scheduled for October 27-29, 2026. The solicitation seeks procurement of lodging, meeting space, catering, and audio-visual services for the three-day event. All bids must be submitted electronically through the SWIFT Supplier Portal; email, fax, and non-electronic responses will not be accepted. Prospective bidders may submit written questions to Thomas.buse@state.mn.us no later than 2:00 PM Central Daylight Savings Time on June 9, 2026, with responses provided via addendum. The final award will be delayed until after July 1, 2026, due to funding availability constraints.
The solicitation includes a Request for Bids document, RFB attachments, a sample contract with exhibits, and a price schedule, all of which must be reviewed by responders. Bidders must complete and attach Responder Declarations to their responses. Technical support is available through the SWIFT Vendor Helpline at 651-201-8100, Option 1, for issues related to uploading responses, obtaining vendor identification, registration, portal navigation, or RFB access. Contact with state personnel other than the designated buyer may result in rejection of the response.
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Other files
| File | Type | Posted |
|---|---|---|
| 4_conference_alprfb_attachments.pdf | ||
| 2_RFB_SAmple_contract_working_copy.pdf | ||
| 3_Price_Schedule_Form_October_2026.xlsx | XLSX spreadsheet | |
| 1_conference_alprfb_1_0_(2).pdf |
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Text version
Event Description This meeting will be held in October of 2026, with a delayed award and encumbrance after July 1,2026
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: The purpose of this solicitation is to procure lodging, meeting Space, catering, and audio visual for the State Aid screening board from October 27 thru 29, 2026. There will be a delayed final award until after July 1,2026 due to funding availability.
Please review the following attachments containing important detailed information and describing actions required for a complete response to this solicitation:
1. Request for Bids
2. RFB Attachments
3. Sample Contract and Exhibits
4. Price Schedule
*Responder Declarations MUST be filled out and attached to response
SUBMITTING QUESTIONS: Questions from prospective Responders regarding this solicitation must be submitted in writing to Thomas.buse@state.mn.us no later than, 2:00PM Central Daylight Savings Time, June 9, 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 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, Event Details
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 1 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 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.
• 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
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)
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 2 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Question Response
Yes
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 3 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line Details
Line: 1 Item ID: Line Qty: 1 UOM: JOB Bid Qty: 1
Reserve Price: No
Description: State Aid conference-Fall Screening Board Meeting To include, lodging, catering, space and equipment rental
Question Response What is the price per unit?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 4 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 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: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 5 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 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: JOB Description: State Aid conference-Fall Screening Board Meeting
To include, lodging, catering, space and equipment rental
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: 06/15/2026 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Transportation Department Contact: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 6 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 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: Buse,Thomas M Phone: 651/366-3010
Email: thomas.buse@state.mn.us
Event ID Format Type Page T7901-2000018394 Sell RFx 7 Event Round Version 1 1 Event Name MNDOTFall Screening Board Meeting 2026 Start Time Finish Time 06/04/2026 14:00:00 06/12/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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