Reissue_Conf__Shaping_the_Future_for_Child_Care.pdf

Event Description The purpose of this Solicitation is to establish a Contract for the Office of the Ombuds for Family Child Care Providers, Reissue Conference: 2026 and 2027 Shaping the Future for Family Child Care Providers. Venue must be located in one of the following Minnesota counties: Stearns, Benton, Sherburne, Morrison, or Mille Lacs.

Venue must provide Audio-Visual Equipment as requested in Exhibit C, Supplement 1 Specifications and 2026 & 2027 Exhibit D Price Schedules. Venue must provide onsite parking either free of charge or provide parking vouchers for both event years.

Dates: October 16-18, 2026 Approximate number of attendees: 250 Lodging is needed for 100 on Thursday, October 15, 2026 and 125 on October 16-17, 2026. Check out on Sunday, October 18, 2026.

Dates: October 22-24, 2027 Approximate number of attendees: 250 Lodging is needed for 100 on Thursday, October 21, 2026 and 125 on October 22-23, 2026. Check out on Sunday, October 24, 2026.

QUESTIONS/CLARIFICATIONS. Any questions and/or clarifications in regard to the solicitation response must be made in writing to Mai N Lor, Buyer I, via email at Mai.N.Lor@state.mn.us by August 10, 2026, no later than 2:00 PM CT. If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the RFP, they must immediately notify the Buyer in writing of such error and request modification or clarification of the document. Responders are not to contact anyone within any other State Agency regarding this solicitation. The State is not obligated to answer questions submitted after the questions/clarifications due date and time.

Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is canceled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedules, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms. If the conference is canceled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor.

**ATTENTION RESPONDERS**

You must submit all responses electronically through the SWIFT portal. See line items for specifications. OSP does not accept email or faxed responses. Please be aware there may be attachments included in this event. The supplier is responsible for reviewing all attachments, including the Event Details and the Responders Declarations Documents.

DOCUMENTS INCLUDED WITH THIS SOLICITATION:

1. Reissue Request for Proposal (RFP)

2. Reissue Sample Contract and Exhibits

3. Reissue RFP Attachments

4. 2026 Exhibit D Price Schedule

5. 2027 Exhibit D Price Schedule

If you need assistance, please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1 again.

Event Details

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 1 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 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.

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 )

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.

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 2 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 14:00:00 CDT

Event Currency: US Dollar Bids allowed in other currency: No

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

Response Comments

Venue must provide Audio-Visual Equipment as requested in Exhibit C, Supplement 1 Specifications and 2026 & 2027 Exhibit D Price Schedules. Does your business meet this requirement?

Required: Yes Ideal Resp Reqd? No

Response Comments

Venue must provide onsite parking either free of charge or provide parking vouchers for both event years. Does your business meet this requirement?

Required: Yes Ideal Resp Reqd? No

Response Comments

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 3 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 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: Price Schedule

Question Response Upload the Price Schedule as instructed.

Note: This solicitation Event is utilizing two

(2) price schedules, one for the Conference 2026 and the second for Conference 2027.

However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item price. Enter in $0.01.

Required: Yes Ideal Resp Reqd? No

Response Comments

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 4 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 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: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 5 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 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: Price Schedule

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: ADMIN OSP EVENTS

ADMIN OSP EVENTS

United States

Quantity: 1 Due Date: 08/19/2026 Freight Terms:

Ship Via:

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 6 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 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: Admin/State Procurement Contact: Lor,Mai Nhia Phone: 651/201-2443 Fax #:

Email: mai.n.lor@state.mn.us

Event ID Format Type Page G0210-2000018568 Sell RFx 7 Event Round Version 1 1 Event Name Reissue Conf: Shaping the Future for Child Care Start Time Finish Time

08/05/2026 11:44:00 CDT 08/14/2026 14:00:00 CDT

Event Currency: US Dollar Bids allowed in other currency: No