2026 Mn DOT LRRB RIC Summer Meeting

The Minnesota Department of Transportation (MnDOT) is issuing a Request for Bid (RFB) to establish a contract for lodging, catering, audio-visual services, and meeting facilities for the 2026 MnDOT LRRB RIC Summer Meeting scheduled for June 15-16, 2026, in Brainerd, Minnesota. The procurement seeks a single facility to accommodate approximately 35 attendees on a firm, fixed-price basis with an all-or-none award structure. Required deliverables include 35 single-occupancy hotel rooms for two nights (June 14-15, 2026), with early check-in available for approximately 20 committee members; two configured meeting rooms with audio-visual equipment and seating for 35 attendees; comprehensive catering services including breakfast and lunch for two days, morning and afternoon refreshment breaks, and all-day beverage service; parking facilities; and ancillary services such as secure luggage storage and a mothers' room. The facility must be clean, well-maintained, and located within 40 miles of Brainerd city limits as measured by Google Maps, with lodging, conference facilities, and parking within one-quarter mile of each other or shuttle services provided at no additional cost. Responders must submit responses electronically through the SWIFT Supplier Portal by 4:00 p.m. Central Time on March 3, 2026, with all required attachments including Attachments A, B, C, D, and Exhibit E Price Schedule Worksheet completed and itemized with specific line-item costs for rooms, taxes, parking, equipment rental, food, beverages, and gratuity. Questions must be submitted by February 26, 2025, at 12:00 p.m. CST to Jessie Cash at jessie.cash@state.mn.us. The State reserves the right to inspect facilities prior to award and may reject any facility with deficiencies including odors, damaged furnishings, stained carpeting, dirty linens, mold, or unsanitary conditions. The State does not guarantee a minimum number of lodging rooms or meals, and all pricing must remain firm regardless of whether actual attendance falls below the estimated 35 attendees; the contract term is anticipated to run from June 2026 through September 2026.

The State of Minnesota offers a 12 percent preference for certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses, as well as a 6 percent preference for eligible DEED/DHS providers, indicating openness to small business and disadvantaged enterprise participation. No incumbent vendors or current contractors are identified in the solicitation materials. Respondents must maintain commercial general liability insurance with a minimum of $2,000,000 per occurrence, commercial automobile liability insurance between $5,000,000-$10,000,000 depending on vehicle capacity, and workers' compensation insurance as required by law. Responder offers must remain firm for 180 days from submission, and all costs incurred in responding are borne by the responder. No specific budget range or award value is disclosed in the RFB; instead, pricing is to be provided by bidders on the price schedule worksheet based on their facility's costs and services. The State reserves the right to provide its own audio-visual equipment without penalty, to reject any and all responses, waive informalities, or award to single or multiple responders as deemed in its best interest.