2024 Shaping the Future Conference

The State of Minnesota, specifically the Office of the Ombuds for Family Child Care Providers, is issuing a Request for Proposal (RFP) for the 2024 Shaping the Future Conference for Family Child Care Providers. The conference will be held in the St. Cloud/Waite Park area, within 50 miles of the St. Cloud River's Edge Convention Center, with preferred dates of October 18-19, 2024, and alternative dates of October 11-12, 2024. The estimated attendance is 350 participants, though the State does not guarantee a minimum number of attendees. The procurement seeks a comprehensive conference service provider responsible for managing all aspects of the event, including facility selection, meeting rooms, exhibitor areas, meals, refreshments, and audio/visual support. Evaluation criteria will focus on acceptance of state terms and conditions, adherence to the price schedule, and overall conference logistics. Potential vendors must submit all required documentation electronically through the SWIFT Supplier Portal by July 1, 2024, with a deadline for submitting questions of June 17, 2024, at 3:00 PM Central Time. All questions must be submitted in writing to Kathryn Kemerley at kathryn.kemerley@state.mn.us.

The RFP does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises, though it does include provisions for veterans preference and workforce certification. Respondents are required to complete various attachments, including Responder Declarations, Exceptions to Standard Terms and Conditions, and a Veterans Preference Form if applicable. The contract term will run from the date of execution through December 31, 2024, with firm pricing that will not be adjusted based on actual attendance. While no specific budget range is provided, the price schedule in Exhibit D will detail the expected costs for conference services, including lodging, shuttle services, meeting rooms, exhibitor areas, and catering. Vendors needing technical assistance with the SWIFT system can contact the Vendor Assistance Helpdesk at 651.201.8100. The State reserves the right to negotiate with the highest-scoring respondent, pursue multiple awards, and request additional information or samples from potential contractors.