2025 DWP Section Meeting Conference

The State of Minnesota, specifically the Department of Health, is issuing a Request for Bid (RFB) for the 2025 Drinking Water Protection (DWP) Section Meeting Conference. The procurement seeks a contractor to provide conference facilities, lodging, meals, and support services for an estimated 150 attendees. The conference is scheduled for either January 28-30, 2025, or February 4-6, 2025, with a geographical limitation requiring the facility to be located within Cass, Crow Wing, or Douglas Counties. Specific deliverables include single occupancy rooms, a general session room, four breakout session rooms, audio-visual equipment, and catering services for breakfast, breaks, lunch, and dinner. Key objectives include hosting a comprehensive meeting for the Drinking Water Protection section, with the contractor responsible for managing all logistical aspects of the event. Prospective respondents must submit their proposals through the SWIFT Vendor Supplier Portal by October 24, 2024, at 3:00 PM Central Time. Questions regarding the solicitation must be submitted in writing to Linda.Nelson@state.mn.us no later than October 21, 2024, at 3:00 PM Central Time.

The State demonstrates a commitment to supporting diverse businesses, explicitly stating interest in working with small, minority-owned, woman-owned, veteran-owned, and economically disadvantaged businesses. Respondents are encouraged to indicate if they qualify for the State's Small Business Procurement Program, with potential preference given to veteran-owned small businesses, which may receive a 12% preference. The contract term is anticipated to run from November 1, 2024, to June 30, 2025. While specific budget ranges are not explicitly stated, the pricing schedule requires vendors to enter $0.01 as the line item bid price, with the understanding that prices will remain firm regardless of actual attendance. The State does not guarantee a minimum number of attendees or meals, and the contract will be awarded to a vendor meeting all specifications and requirements. Required submissions include Attachment A: Responder Declarations, Attachment B: Responder Form(s), Attachment D: Additional Information, and Exhibit D: Price Schedule, all of which must be completed and submitted through the designated procurement portal.