MPCA_-_Conference_Facilities_-_June_1-4,_2026.pdf
PDF 30 KB Posted
- Attached to
- MPCA - Conference Facilities - June 1-4, 2026
- Solicitation number
- 2000017724
- Issued by
- Blue Earth 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 Type IV Basic conference scheduled for June 1-4, 2026. The procurement encompasses four primary service components: conference room rental for three days, audio-visual equipment rental for three days, catering services for three days, and lodging accommodating seven rooms for three days. The venue must be located within 25 miles of one of three specified Minnesota locations: St. Cloud, Baxter, or Brainerd, with distances to be measured using Google Maps. All responses must be submitted electronically through the SWIFT Supplier Portal, with a submission deadline of February 3, 2026 at 2:00 PM Central Time. Questions regarding the solicitation must be submitted by January 26, 2026 at 2:00 PM Central Time to dawn.kochan@state.mn.us. Bidders are required to review all attached documentation, including the Request for Bid, Price Schedule, Sample Contract and Exhibits, and Bid Compliance Checklist.
Bidders responding to this solicitation must be registered as either a bidder or supplier in the SWIFT system and are required to provide proof of insurance if awarded the contract. The solicitation encourages participation from businesses meeting Minnesota's small business size standards and from disadvantaged business enterprises, including those majority-owned and operated by racial minorities, women, individuals with substantial physical disabilities, or veterans. Prospective bidders qualifying for the State's Small Business Procurement Program certification can contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for additional information. Contractor assistance with registration and bid submission is available through the SWIFT helpdesk at 651-201-8100, Option 1, or by contacting the primary agency representative, Dawn Kochan, at 651-757-2234.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 2-17724_Price_Schedule0126.xlsx | XLSX spreadsheet | |
| 2-17724_Attachments0126.pdf | ||
| 2-17724_Sample_Contract_Exhibits0126.pdf | ||
| 2-17724_Bid_Checklist0126.pdf | ||
| 2-17724_RFB0126.pdf |
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Text version
Event Description 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 Type IV Basic. Includes room rental, catering, AV equipment rental and lodging.
LOCATION: Venue must be located within 25 miles of St. Cloud, MN City Hall, 1201 7th St S, St Cloud, MN 56301 OR within 25 miles of Baxter, MN City Hall, 13190 Memorywood Dr, Baxter, MN 56425 OR within 25 miles of Brainerd, MN City Hall, 501 Laurel St, Brainerd, MN 56401. Google Maps will be used to measure distance.
CONFERENCE DATE: June 1, 2026 - June 4, 2026
QUESTIONS DEADLINE: 2:00 PM, Central Time, January 26, 2026 Email:dawn.kochan@state.mn.us
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 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
Event Details
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 1 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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.
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)
Yes
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 2 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
INSURANCE:
If awarded, will you provide proof of insurance as detailed in the event?
Yes
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 3 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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: CONFERENCE ROOM RENTAL TOTAL FOR 3 DAYS
Question Response What is the total for 3 days?
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: AUDIO-VISUAL EQUIPMENT RENTAL TOTAL FOR 3 DAYS
Question Response What is the total for 3 days?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 4 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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: CATERING FOR EVENT TOTAL FOR 3 DAYS
Question Response What is the total for three days?
Response Comments
Line: 4 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: LODGING - ROOM AND TAX ONLY TOTAL FOR 7 ROOMS / 3 DAYS
Question Response What is the total for 7 rooms / 3 days?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 5 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 6 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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: CONFERENCE ROOM RENTAL TOTAL 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:
Quantity: 1 Due Date: 12/01/2025 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: LOT Description: AUDIO-VISUAL EQUIPMENT RENTAL TOTAL 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:
Quantity: 1 Due Date: 12/01/2025 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: CATERING FOR EVENT TOTAL FOR 3 DAYS
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 7 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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:
Quantity: 1 Due Date: 12/01/2025 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:
Quantity: 1 Due Date: 12/01/2025 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 8 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 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: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000017724 Sell RFx 9 Event Round Version 1 1 Event Name MPCA - Conference Facilities - June 1-4, 2026 Start Time Finish Time 01/20/2026 15:00:00 02/03/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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