2025 SHIP Meeting Conference September 17-18, 2025

The Minnesota Department of Health is conducting a Request for Bid (RFB) for catering services for the 2025 Statewide Health Improvement Program (SHIP) Meeting Conference, to be held on September 17-18, 2025, at the Eagan Community Center in Dakota County. The procurement seeks a catering contractor to provide comprehensive food and beverage services for an estimated 250 conference attendees, including continental breakfast, buffet-style lunches, morning and afternoon breaks, and all-day beverage service. Mandatory qualifications include having an existing valid service agreement with the Eagan Community Center and being an approved caterer within that facility. The solicitation requires vendors to submit specific documentation, including Attachment A: Responder Declarations, Attachment B: Responder Form(s), Attachment D: Additional Information, and Exhibit D: Price Schedule through the SWIFT Vendor Supplier Portal. Prospective bidders must submit written questions by March 27, 2025, at 3:00 PM Central Time, with responses to be provided via addendum, and final bid submissions are due by April 1, 2025, at 3:00 PM Central Time.

The state demonstrates a commitment to diversity and inclusion in procurement, offering preferences to Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. There is a potential 12% preference for certified veteran-owned small businesses. The estimated total contract value is approximately $20,000, though this is not a guaranteed minimum or maximum amount. The state reserves the right to reject any and all responses, waive informalities, or cancel the solicitation if deemed in its best interest. Respondents must comply with specific specifications and may be required to provide additional documentation such as insurance certificates prior to contract execution. The contract term is anticipated to run from the date of contract execution through final invoicing, not to exceed 60 calendar days. Importantly, the state does not guarantee a minimum number of attendees or meals, and prices listed on the pricing pages will remain firm even if attendance falls below the estimated number.