2026 OSRC Biannual Workshop

The Minnesota Department of Transportation is requesting bids for lodging, meals, and conference space for the 2026 OSRC Biannual Workshop scheduled for October 21–22, 2026, with bids due May 29, 2026 at 4:00 p.m. Central Time. This is an all-or-none award.

The facility must accommodate approximately 85 rooms (80 single-occupancy, 5 double-occupancy) and approximately 100 attendees total, located within a 25-mile radius of either the MNDOT Training Facility in St. Cloud, Minnesota (3725 12th Street N) or the MNDOT Training Facility in Baxter, Minnesota (7694 Industrial Park Road), with distance measured using Google Maps. The State reserves the right to inspect facilities prior to award and may reject proposals based on cleanliness, maintenance, or inadequate dedicated space.

Required conference facilities include a general session room equipped with stage, podium, two LCD projectors with wireless presenters, two large screens, audio equipment with microphone systems and mixer, tables and chairs for 100, Wi-Fi connectivity, registration area, prayer room, dining room, business center with computer and internet access, and secure luggage storage. Lodging, conference, and parking facilities must be within one-quarter mile of each other, or the contractor must provide shuttle service at no additional cost. Catering must include breakfast, lunch, dinner, and two refreshment breaks across both days with dietary accommodations and buffet-style service.

Responses must include completed Attachments A, B, C, D and Exhibit E Price Schedule Worksheet. All pricing must be firm, itemized, and submitted in United States currency; prices will not be adjusted if attendance falls below estimates, and the State guarantees no minimum rooms or meals.

The State offers a 12 percent preference to certified targeted group businesses, economically disadvantaged businesses, and veteran-owned businesses under Minnesota Statute 16C.16, and a 6 percent preference to eligible DEED/DHS providers under Minnesota Statute 16C.155. Bidders must be registered in the SWIFT Supplier Portal and obtain a Vendor ID. Questions are due May 26, 2026, directed to Jessie Cash (jessie.cash@state.mn.us). The contract term runs October 20, 2026, through January 20, 2027. Responses remain firm for 180 days. The contractor must provide evidence of Commercial General Liability ($2 million per occurrence), Commercial Automobile Liability ($5 million standard / $10 million larger capacity vehicles), and Workers' Compensation insurance.