Conf: 2027 and 2028 MPCA Wastewater and Collection

The Minnesota Pollution Control Agency (MPCA) is requesting proposals for lodging, conference facilities, catering, and audio-visual support for the 2027 and 2028 Wastewater Facility and Collection System Operators' Conference accommodating up to 675 attendees, with proposals due September 15, 2026, at 2:00 p.m. Central Time and questions due September 9, 2026.

The venue must be located within 25 miles of the MPCA Office at 520 Lafayette Road N., St. Paul, Minnesota, and must provide parking for oversized vehicles with 13-foot clearance within one-tenth mile of the facility. Conference dates are November 16–18, 2027 (alternative November 2–4) and November 14–16, 2028 (alternative November 7–9). The contractor must accommodate 100 single-occupancy and 25 double-occupancy rooms for three nights, plus five complimentary rooms for MPCA staff per event year. Required meeting spaces include a general session room for 675 attendees, six to eight concurrent breakout rooms seating 100 each, registration area, exhibitor space for 65 tables, dining facilities, and a pre-conference planning room. All facilities must be equipped with audio-visual equipment, Wi-Fi access, and specified catering: continental breakfast, lunch, afternoon break, and all-day beverage service on Days 1–2; hot breakfast and half-day beverage service on Day 3.

Respondents must submit both a la carte and package pricing for each contract year on Exhibit D Price Schedules to be considered for award. Package pricing must be calculated per person per day for 675 attendees and exclude lodging and parking. Pricing is firm and will not be adjusted if attendance falls below the estimate. Cancellation charges must be clearly specified; if none are stated, the State will not pay cancellation fees.

The contract term runs from execution through December 31, 2028, with an option to extend up to 12 additional months in increments determined by the State. Evaluation criteria include responsiveness (pass/fail), acceptance of State terms (100 points), cancellation policy (100 points), and cost detail (800 points), totaling 1,000 points, with an additional 120 preference points available for certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses. Evaluation and selection are anticipated by October 9, 2026. The State reserves the right to award to a single or multiple responders and to inspect facilities prior to award. Respondents must comply with insurance requirements (Commercial General Liability $2 million per occurrence/$2 million aggregate, Commercial Automobile Liability $5–10 million, and Workers' Compensation), workforce and equal pay certificates for contracts exceeding $100,000 and $500,000 respectively, and diverse spend reporting. Proposals must be submitted electronically through the SWIFT portal.