MPCA_Conference_Facilities_May_4-7,_2026.pdf
PDF 30 KB Posted
- Attached to
- MPCA Conference Facilities May 4-7, 2026
- Solicitation number
- 2000017664
- Issued by
- Dakota County, Minnesota
About this file
Summary
This Request for Bid (RFB) document from the Minnesota Pollution Control Agency (MPCA) solicits conference facilities for a Stabilization Pond Seminar scheduled for May 4-7, 2026. The venue must be located within 25 miles of either Brainerd City Hall (501 Laurel St. Brainerd, MN 56401) or Baxter City Hall (13190 Memorywood Dr. Baxter, MN 56425), with distance measured using Google Maps. The solicitation encompasses four primary service areas: conference room rental for three days, audio-visual equipment rental for three days, food and catering services for three days, and lodging accommodating seven rooms for three days. All responses must be submitted online through the SWIFT Supplier Portal, with a questions deadline of 2:00 PM Central Time on January 15, 2026, and a bid submission deadline of 2:00 PM Central Time on January 27, 2026. Late submissions will not be accepted, and fax, email, and non-electronic responses are prohibited.
Bidders must be registered as either a bidder or supplier in the SWIFT portal to participate. The solicitation includes diversity and inclusion questions regarding Minnesota-based small business status and ownership by minorities, women, individuals with disabilities, or veterans, with eligibility for the state's Small Business Procurement Program. Insurance requirements must be fulfilled if awarded. Contractors requiring assistance with registration or submission can contact the SWIFT Contractor Assistance Helpdesk at 651-201-8100, Option 1. The primary contact for questions is Cari LaRose at cari.larose@state.mn.us or 218/316-3861. Bidders are responsible for reviewing all attachments, including the Request for Bid, Price Schedule, Bid Compliance Checklist, and Sample Contract and Exhibits.
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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 Stabilization Pond Seminar. Includes room rental, catering, AV equipment rental and lodging.
LOCATION: Venue must be located within 25 miles of Brainerd City Hall (501 Laurel St. Brainerd, MN 56401) OR within 25 miles of Baxter City Hall (13190 Memorywood Dr. Baxter, MN 56425). Google Maps will be used to measure distance.
CONFERENCE DATE: May 4, 2026 - May 7, 2026
QUESTIONS DEADLINE: 2:00 PM, Central Time, January 15, 2026 Email: cari.larose@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?
Event Details
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 1 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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.
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)
Yes
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 2 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 3 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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 price for all three 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 price for all three days?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 4 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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: FOOD AND CATERING FOR EVENT TOTAL FOR 3 DAYS
Question Response What is the price for all 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 price for all three days?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 5 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 6 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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: 05/04/2026 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: 05/04/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: LOT Description: FOOD AND CATERING FOR EVENT TOTAL FOR 3 DAYS
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 7 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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: 05/04/2026 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:
Quantity: 1 Due Date: 05/04/2026 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 8 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 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: LaRose,Cari Lynn Phone: 218/316-3861
Email: cari.larose@state.mn.us
Event ID Format Type Page R3201-2000017664 Sell RFx 9 Event Round Version 1 1 Event Name MPCA Conference Facilities May 4-7, 2026 Start Time Finish Time 01/09/2026 13:00:00 01/27/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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