CONF: BCA 2025 & 2026 Death & Missing Persons Inve

The State of Minnesota, specifically the Bureau of Criminal Apprehension (BCA), is seeking a vendor to provide conference services for the 2025 and 2026 Deaths and Missing Persons Investigation Conferences. The conferences are scheduled for April 30-May 2, 2025, and April 8-10, 2026, with an estimated 350 attendees per year. The procurement requires a comprehensive conference solution including lodging, meeting facilities, shuttle services, catering, and audiovisual equipment. Potential vendors must provide a facility located within 35 miles of the Brainerd, MN post office, with specific requirements for room rates, meal services, and conference infrastructure. Evaluation criteria will include cost, acceptance of state terms and conditions, and the vendor's cancellation policy. Proposal submissions are due by May 21, 2024, at 3:00 PM Central Time, with written questions accepted until the specified cutoff date. The contract term will run from the date of execution through June 30, 2026, with the state reserving the right to negotiate with top-scoring respondents.

The state has implemented several targeted procurement preferences, including points for targeted group, economically disadvantaged, and veteran-owned businesses certified by the state. Casinos are explicitly prohibited from bidding on this opportunity. No incumbent vendor is identified in the documentation. The procurement includes diversity and inclusion questions to determine if respondents meet the Small Business Procurement Program criteria. While no specific budget range is explicitly stated, the pricing schedule indicates that rates for lodging, meals, and conference services must remain firm regardless of actual attendance, with the state not guaranteeing a minimum number of attendees. Vendors needing technical assistance with the SWIFT system registration can contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1. The state reserves the right to request additional information or samples from potential contractors during the evaluation process.