2024 LRRB/RIC Joint Summer Meeting
Closed State & local contract opportunity Posted
- Solicitation number
- 2000015542
- State
- Minnesota
- Responses due
Opportunity facts
- Jurisdiction
Updated .
About this opportunity
The State of Minnesota's Local Road Research Board (LRRB) and Research Implementation Committee (RIC) are seeking a contract for the 2024 Joint Summer Meeting through a Request for Bid (RFB) procurement process. The contract will secure event services for a two-day conference scheduled for June 17-18, 2024, estimated to host approximately 35 attendees. The selected vendor must provide comprehensive conference services including lodging (35 single-occupancy rooms for two nights), meeting spaces, catering, meals, refreshment breaks, and audio/visual equipment and support. The conference must be located within 40 miles of Brainerd, MN, in a clean and well-maintained facility. Potential contractors must complete and submit Attachments A, B, C, D, and the Exhibit E Price Schedule Worksheet by the response deadline of March 26, 2024. Evaluation will focus on the lowest total bid price from a responsive and responsible bidder, with the contract awarded on an all-or-none basis. The contract term is set from June 2024 to September 2024.
The procurement opportunity is open to all businesses, with specific provisions for small businesses and veteran-owned enterprises. The state will provide a 6% preference to certified small businesses that are majority owned and operated by veterans. No incumbent vendor is specified in the documentation. While there are no explicit set-aside designations limiting participation, respondents must demonstrate the ability to meet comprehensive conference service requirements and provide proof of required insurance coverage. The state reserves the right to reject any and all bids. Pricing is firm and will not be adjusted based on actual attendance, which may fall below the estimated 35 participants. Individual attendees will be responsible for additional charges such as room service, phone usage, and gratuities, with the state receiving an itemized master bill for approved charges. The contract represents a standard government procurement with straightforward service requirements for a professional conference hosting engagement.
Opportunity text
The purpose of this RFB is to establish a contract for the Local Road Research Board (LRRB)/Research Implementation Committee (RIC) Joint Meeting to be held on June 17-18, 2024 for approximately 35 attendees. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices listed on the price schedule worksheet are firm and will not be adjusted if the number of attendees falls below the estimate. This is a all or none award. The State of Minnesota reserves the right to hold this conference in a facility that is clean, well maintained and located within 40 miles of the city limits of Brainerd, MN. Distance will be measured using Google Maps™ *Attachment A, B, C, D and Exhibit E Price Schedule Worksheet MUST be completed and attached to response to be considered If you need assistance obtaining a Vendor ID, Completing the Registration Process, Navigating the SWIFT Supplier Portal; or Downloading/Responding to a RFB, you MUST call the SWIFT Helpline for assistance: 651-201-8100, Option 1 (twice)
Files
| File | Type | Posted |
|---|---|---|
| Exhibit_E_Price_Schedule_Worksheet.xlsx | XLSX spreadsheet | |
| conference_alprfb_1_fof_3.pdf | ||
| 2024_LRRB_RIC_Joint_Summer_Meeting.pdf | ||
| 3_of_3_Conference_ALPRFB_SampleContractAndExhibits.pdf | ||
| conference_alprfb_attachments_2_of_3_A,_B,_C,_D.pdf |
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