2024 MMCAP Infuse Mid-Year Advisory Board Meeting

The State of Minnesota is seeking a contractor to host the 2024 MMCAP Infuse Mid-Year Advisory Board Meeting through a competitive solicitation process. The procurement is for conference services involving lodging, meeting space, and catering for approximately 25 attendees across Hennepin County and Minneapolis jurisdictions. The required services include providing 15 single occupancy lodging rooms for three nights, a private boardroom-style meeting space, meals, and necessary audio-visual equipment. The event will be held on either October 6-9, 2024, or October 20-23, 2024, with a mandatory location within 15 miles of Minneapolis-St. Paul International Airport. Evaluation criteria will focus on acceptance of contract terms, cancellation policy, property amenities, menu narratives, and overall cost. Potential vendors must submit electronic proposals through the SWIFT portal by June 27, 2024, at 3:00 PM Central Time, with questions accepted until June 14, 2024. The State anticipates awarding the contract by July 15, 2024, for a term running from August 1, 2024, to December 31, 2024, with potential extension options.

The solicitation encourages participation from diverse businesses, including those certified as small businesses, women-owned, minority-owned, veteran-owned, and service-disabled veteran-owned enterprises. Preference points may be awarded to targeted group and economically disadvantaged businesses located in Minnesota. While no specific incumbent vendor is mentioned, the State reserves the right to award to a single or multiple responders and to negotiate terms. The contract allows for potential extension up to an additional 12 months, providing flexibility for future collaboration. No explicit budget range is specified, but vendors must complete the provided Price Schedule detailing all associated costs, including potential cancellation fees. The State emphasizes that submitted prices are firm and will not be adjusted based on actual attendance, and that no additional charges beyond the listed prices will be considered unless the event is cancelled due to insufficient funding. Vendors must also demonstrate compliance with affirmative action requirements and provide proof of required insurance coverage.