2027 MDH Drinking Water Protection Section Meeting

The Minnesota Department of Health's Drinking Water Protection Section is soliciting bids for an external conference venue for its February 2-4, 2027 meeting, with questions due November 6, 2026 and responses due November 13, 2026 at 2:00 p.m. CST. The venue must be located in Cass, Crow Wing, or Douglas counties only, per the attached county justification statement. The solicitation references small-business certification through Minnesota's Small Business Procurement Program for minority-owned, women-owned, disability-owned, veteran-owned, and economically disadvantaged county businesses.

Required scope includes conference space for roughly 170 individuals, comprising a general session room, four breakout rooms, a registration area, a dining room, a mothers' room, and a prayer room. It also includes single-occupancy lodging for roughly 170 individuals, audio-visual equipment and support, and catering for breakfast on two days, morning and afternoon breaks, lunch on one day, and dinner on one day. Lodging, conference facilities, and parking must lie within one-quarter mile of each other, or shuttle service must be provided at no additional cost. The sample contract references alternative dates of January 26-28, 2027. The State may inspect facilities before award and reject responders based on facility condition, cleanliness, maintenance, or inadequate dedicated space.

Responses must be submitted through the SWIFT Supplier Portal, and responders registered only as bidders must register as suppliers before award. Pricing must follow the itemized Exhibit D price schedule, and cancellation fees must be stated in fixed dollar amounts rather than percentages or formulas. The State does not guarantee minimum room or meal counts, and prices will not adjust if attendance falls short. Commercial general liability coverage must be $2,000,000 per occurrence and annual aggregate, and commercial automobile liability must be $5,000,000 to $10,000,000 per occurrence depending on vehicle capacity. Any goods supplied may not contain triclosan, coal tar, polybrominated diphenyl ethers, or intentionally added PFAS under Amara's Law.

The contract term runs from November 2, 2026, or upon full execution, through June 30, 2027. Payment terms are Net 30. Award will go to the lowest responsible bidder meeting all specifications and terms, and the State may award items separately, by grouping, or by total. Questions go to James Cole, Buyer 2, at james.cole@state.mn.us.