SHIP_Sept_2026_Catering_Services.pdf
PDF 24 KB Posted
- Attached to
- SHIP Sept 2026 Catering Services
- Solicitation number
- 2000018543
- Issued by
- Dakota County, Minnesota
About this file
This is a Formal Request for Bid (RFB) issued by the State of Minnesota for catering services at the Eagan Community Center. The solicitation seeks responses from approved caterers to provide catering services for the 2026 SHIP event scheduled for September 22-23, 2026. Only contractors with an existing valid service agreement with the Eagan Community Center located at 1501 Central Pkwy, Eagan, MN are eligible to bid. The estimated number of attendees is 250 persons. Prospective bidders must submit questions in writing to James.Cole@state.mn.us no later than 3:00 PM Central Standard Time on August 18, 2026, with responses provided via addendum. All responses must be submitted through the Supplier Portal by the deadline specified in the Event Details; non-electronic and email submissions will not be accepted. Required documentation includes Attachment A (Responder Declarations), Attachment B (Responder Form(s)), Attachment C (Additional Information), and Exhibit D (Price Schedule).
Prices submitted by bidders are firm and will not be adjusted if the number of attendees falls below the estimated 250. The State does not guarantee a minimum number of attendees or meals. Bidders requiring assistance with the SWIFT Vendor Supplier Portal should contact the Vendor Assistance Help Desk at (651) 201-8100, selecting option #1 twice. Contractors must demonstrate an existing approved service agreement with the Eagan Community Center as a mandatory requirement for consideration of award.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| SHIP_Meeting_Catering_Price_Schedule.xlsx | XLSX spreadsheet | |
| SHIP_Meeting_Catering_RFB_Doc.docx | DOCX document | |
| SHIP_Meeting_Catering_Sample_Contract.pdf | ||
| SHIP_Meeting_Catering_Responder_Declarations.docx | DOCX document |
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Text version
Event Description THIS IS A FORMAL REQUEST FOR BID (RFB). Non-electronic and e-mail responses WILL NOT BE ACCEPTED. The response must be submitted in the Supplier Portal no later than the date and time called for in the Finish Time in the Event Details.
PURPOSE AND BACKGROUND. The purpose of this Solicitation/Event is to receive responses and award a contract with a Contractor to provide 2026 SHIP Catering Services for September 22-23, 2026. Only approved caterers within the Eagan Community Center can be considered for an award. Bidder must have an existing valid service agreement with the Eagan Community Center located at 1501 Central Pkwy, Eagan, MN.
The estimated number of attendees in 250. The State does not guarantee a minimum number of attendees, or meals. Prices listed on the pricing pages are firm and will not be adjusted if the number of attendees falls below the estimate.
SUBMITTING QUESTIONS. Questions from prospective responders regarding this solicitation must be submitted in writing to James.Cole@state.mn.us no later than 3:00pm Central Standard Time on 08/18/2026. All questions received by the cutoff date and time will be responded to via an addendum.
For questions about the SWIFT Vendor Supplier Portal, please contact the Vendor Assistance Help Desk at (651) 201-8100, option #1, and then option #1 again.
Submit all requested documentation, including, but not limited to, the following documents:
1. Attachment A: Responder Declarations
2. Attachment B: Responder Form(s)
3. Attachment C: Additional Information
4. Exhibit D: Price Schedule
General Comments
* Please complete the Responder Declarations, and the Price Schedule for your bid to be considered. All other documents attached are reference 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
• 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/.
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018543 Sell RFx 1 Event Round Version 1 1 Event Name SHIP Sept 2026 Catering Services Start Time Finish Time
08/13/2026 14:00:00 CDT 08/21/2026 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.
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
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018543 Sell RFx 2 Event Round Version 1 1 Event Name SHIP Sept 2026 Catering Services Start Time Finish Time
08/13/2026 14:00:00 CDT 08/21/2026 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: Exhibit D: Price Schedule
Question Response Upload the Event Price Schedule as instructed.
Note: This solicitation Event is utilizing a price schedule. However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item bid price. Enter in $0.01.
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018543 Sell RFx 3 Event Round Version 1 1 Event Name SHIP Sept 2026 Catering Services Start Time Finish Time
08/13/2026 14:00:00 CDT 08/21/2026 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: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018543 Sell RFx 4 Event Round Version 1 1 Event Name SHIP Sept 2026 Catering Services Start Time Finish Time
08/13/2026 14:00:00 CDT 08/21/2026 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: Exhibit D: 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: MDH - FREEMAN BDLG
ORVILLE L FREEMAN BLDG
625 N ROBERT ST
ST PAUL MN 55155-2538
United States
Quantity: 1 Due Date: 09/22/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018543 Sell RFx 5 Event Round Version 1 1 Event Name SHIP Sept 2026 Catering Services Start Time Finish Time
08/13/2026 14:00:00 CDT 08/21/2026 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: Health Department Contact: Cole,James Phone:
Fax #:
Email: james.cole@state.mn.us
Event ID Format Type Page H1201-2000018543 Sell RFx 6 Event Round Version 1 1 Event Name SHIP Sept 2026 Catering Services Start Time Finish Time
08/13/2026 14:00:00 CDT 08/21/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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