MPCA_-_Conference_Facilities_-_April_13-15,_2027.pdf
PDF 33 KB Posted
- Attached to
- MPCA - Conference Facilities - April 13-15, 2027
- Solicitation number
- 2000018681
- Issued by
- St. Louis County, Minnesota
About this file
This is a Request for Bid (RFB) issued by the Minnesota Pollution Control Agency (MPCA) for conference facilities to support a Wastewater Type IV Basic Seminar scheduled for April 13-15, 2027. The solicitation seeks comprehensive conference services including room rental, catering, audiovisual equipment rental, and lodging accommodations. The facility must be located within 25 miles of one of three designated locations: St. Cloud City Hall, Duluth City Hall, or Brainerd City Hall, with distances measured via Google Maps. The RFB includes four line items: conference facilities for all three days, AV rental for three days, food and catering for three days, and lodging for seven rooms over three days. The bidding period runs from October 6, 2026, at 10:00 AM CDT through October 21, 2026, at 2:00 PM CDT. Questions from potential bidders must be submitted by 2:00 PM Central Time on October 12, 2026. An Addendum #1 was issued on October 13, 2026, to address questions received by the deadline. All responses must be submitted exclusively through the SWIFT Supplier Portal online; faxed, emailed, and non-electronic responses will not be accepted, and late submissions will be rejected.
Contractors are responsible for including sales and use tax in their pricing, as the state's direct pay permit does not apply to this project. The solicitation encourages small business participation and inquires whether bidders qualify as Minnesota-based small businesses or are majority-owned and operated by women, racial minorities, individuals with substantial physical disabilities, veterans, or service-disabled veterans, or are located in economically disadvantaged counties. Certification through the State's Small Business Procurement Program is available for eligible firms. If awarded, contractors must provide proof of insurance as specified in the event documentation. Bidders are required to upload all requested attachments and certify completion of this requirement; failure to submit required attachments may result in bid disqualification. The contract terms and conditions are referenced as last updated December 24, 2018. Contractors requiring assistance with registration or bid submission may contact the SWIFT Contractor Assistance Helpdesk at 651-201-8100, Option 1.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Conference_RFB_4.2027_-_Contract.pdf | ||
| Addendum.pdf | ||
| Conference_RFB_4.2027_-_Request_For_Bid.pdf | ||
| Price_Schedule_-_Christi.xlsx | XLSX spreadsheet | |
| Conference_RFB_4.2027_-_Attachments.pdf |
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Text version
Event Description
***10/13/2026 ADDENDUM #1***
The purpose of this Addendum is to respond to questions received by the deadline stated in the Solicitation.
***END OF ADDENDUM #1***
THIS IS A REQUEST FOR BID (RFB). Fax, e-mail, 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.
SWIFT CONTRACTOR ASSISTANCE HELPDESK. Contractors requiring assistance with registration and/or completing their response to this Event may contact the contractor assistance helpdesk at: 651-201-8100, Option 1.
PURPOSE: The Minnesota Pollution Control Agency (MPCA) intends to purchase: Conference Facilities for Wastewater Type IV Basic Seminar. Includes room rental, catering, AV equipment rental and lodging.
LOCATION: Located within 25 miles of St. Cloud City Hall: 1201 7th Street South, St. Cloud, MN 56301 OR 25 miles of Duluth City Hall: 411 W 1st St., Duluth, MN 55802 OR 25 miles of Brainerd City Hall: 501 Laurel St., Brainerd, MN 56401. Google Maps will be used to measure distance.
CONFERENCE DATE: April 13, 2027 – April 15, 2027
QUESTIONS DEADLINE: 2:00 PM, Central Time, October 12, 2026
SALES AND USE TAX. The Contractor is responsible for including sales and use tax in the price offered. The State’s direct pay permit does not apply to this project.
ATTACHMENTS. The Contractor is responsible for reviewing all attachments to this Event.
- Request for Bid
- Attachments
- Sample Contract and Exhibits
- Price Schedule
- Bid Compliance Checklist
Do not submit proprietary or trade secret data in solicitation documents.
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
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 1 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 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.
• 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?
• 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
INSURANCE:
If awarded, will you provide proof of insurance as detailed in the event?
Required: Yes Ideal Resp Reqd? No
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 2 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 3 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 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: LOT Bid Qty: 1 Required: No Reserve Price: No
Description: Conference
Question Response What is the total for all 3 days?
Required: Yes Ideal Resp Reqd? No
Response Comments
No Bid:
Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: No Reserve Price: No
Description: Audio Visual Rental for 3 Days
Question Response What is the total for all 3 days?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 4 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
No Bid:
Line: 3 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: No Reserve Price: No
Description: Food and Catering for 3 Days
Question Response What is the total for all 3 days?
Required: Yes Ideal Resp Reqd? No
Response Comments
No Bid:
Line: 4 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1 Required: No Reserve Price: No
Description: Lodging - Room and Tax Only Total For 7 Rooms/3 Days
Question Response What is the total of 7 rooms for 3 days?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 5 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 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: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 6 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 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: LOT Description: Conference
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: MPCA MUNICIPAL DIVISION
520 LAFAYETTE RD N
ST PAUL MN 55155-4194
United States
Quantity: 1 Due Date: 09/16/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: Audio Visual Rental for 3 Days
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: MPCA MUNICIPAL DIVISION
520 LAFAYETTE RD N
ST PAUL MN 55155-4194
United States
Quantity: 1 Due Date: 09/16/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: Food and Catering for 3 Days
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 7 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 14:00:00 CDT
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: MPCA MUNICIPAL DIVISION
520 LAFAYETTE RD N
ST PAUL MN 55155-4194
United States
Quantity: 1 Due Date: 09/16/2026 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: LOT Description: Lodging - Room and Tax Only Total For 7 Rooms/3 Days
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: MPCA MUNICIPAL DIVISION
520 LAFAYETTE RD N
ST PAUL MN 55155-4194
United States
Quantity: 1 Due Date: 09/16/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 8 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 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: Pollution Control Agency Contact: Kroll,Julie Ann Phone: 218/316-3856 Fax #:
Email: julie.kroll@state.mn.us
Event ID Format Type Page R3201-2000018681 Sell RFx 9 Event Round Version 1 2 Event Name MPCA - Conference Facilities - April 13-15, 2027 Start Time Finish Time
10/06/2026 10:00:00 CDT 10/21/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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