CONF: 2024 DPS Office of Justice Programs Confer

The Minnesota Department of Public Safety (DPS) is seeking a vendor to host and support the 2024 Minnesota Office of Justice Programs Annual Conference on Crime and Victimization. The conference is scheduled for May 21-22, 2024, with alternative dates of May 22-23, 2024, and is expected to attract 350-400 attendees. The procurement requires a facility located within the eleven-county metro area, including Anoka, Carver, Chisago, Dakota, Hennepin, Isanti, Ramsey, Scott, Sherburne, Washington, and Wright counties. Vendors must provide comprehensive conference services, including meeting rooms, lodging, catering, shuttle services, and audio-visual equipment. The evaluation criteria will focus on acceptance of state terms and conditions, compliance with pricing schedules, and overall cost effectiveness. Potential vendors must submit electronic proposals through the SWIFT Supplier Portal by 3:00 PM Central Time on April 9, 2024. All questions regarding the solicitation must be submitted in writing by March 28, 2024, with responses provided via addendum to official solicitation holders.

The solicitation indicates potential preference points may be awarded to targeted group, economically disadvantaged, and veteran-owned businesses. While no specific set-aside percentages are mentioned, the state demonstrates an interest in supporting diverse business participation. The contract term is anticipated to run from April 22, 2024, through July 31, 2024. The state reserves the right to award the contract to a single or multiple responders and may negotiate with the highest-scoring proposers. Vendors must be registered in the SWIFT system and can contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1 for registration support. Although a specific budget range is not explicitly stated, vendors must provide firm pricing that considers all inherent costs and understand that pricing will not be adjusted if attendee numbers fall below the estimated 350-400 participants. Successful vendors will be required to comply with various state requirements, including affirmative action, non-discrimination policies, and potential COVID-19 related health guidelines.