CONF: 2025-2026 Homeland Security & Emergency Mgmt

The Minnesota Department of Public Safety (DPS) is seeking vendors to provide comprehensive conference services for the 2025 and 2026 Homeland Security and Emergency Management (HSEM) Conference. The solicitation requires a vendor located within 25 miles of the HSEM Office at 445 Minnesota Street in St. Paul to deliver conference services for two five-day events scheduled for February 10-14, 2025, and February 9-13, 2026, with an anticipated attendance of approximately 500 participants. Required services include lodging, shuttle services, meeting rooms, audio/visual equipment, catering, and associated conference logistics. Evaluation criteria will focus on acceptance of state terms and conditions, cancellation policies, and overall cost competitiveness. Key deadlines include a question submission cutoff of June 12, 2024, at 3:00 p.m. Central Time, with questions to be sent to Elizabeth Huebner at Elizabeth.Huebner@state.mn.us, and proposal submissions due by June 26, 2024. The contract term will extend from the date of execution through June 30, 2026, with firm pricing that will not be adjusted based on actual attendance.

The solicitation includes provisions for preference and potential set-aside opportunities for specific business types, particularly emphasizing Minnesota-based, small, and minority-owned businesses. Vendors can receive preference points if they are categorized as targeted group businesses, economically disadvantaged enterprises, or veteran-owned businesses. The state's Office of Equity in Procurement may provide additional information about the Small Business Procurement Program. While no specific budget range is explicitly stated in the documents, the pricing schedule indicates detailed cost expectations for various conference components including lodging, meeting room setups, audio-visual equipment, and catering services. The state reserves the right to award the contract to a single or multiple vendors based on the most advantageous proposal, with potential negotiations with the highest-scoring respondent. Vendors must be prepared to submit comprehensive pricing details, workforce and equal pay certificates, and demonstrate compliance with state procurement requirements.