(CONF) OMHDD 2025 All Staff Business Meeting

The State of Minnesota, specifically the Office of Ombudsman for Mental Health and Developmental Disabilities (OMHDD), is seeking proposals for a conference venue to host their 2025 All Staff Business Meeting from April 29 through May 1, 2025. The procurement is for a comprehensive conference facility that can accommodate approximately 25 attendees, with specific geographic restrictions requiring the venue to be located within Benton, Crow Wing, Morrison, or Stearns counties. Required services include 25 single-occupancy lodging rooms for two nights, a general session room with audiovisual equipment, specialized rooms for lactation and prayer, and catering services covering breakfast, lunch, and dinner across the event dates. The solicitation demands a detailed price schedule with itemized costs for all services, including room charges, taxes, and catering fees. Evaluation criteria will assess acceptance of State Terms and Conditions (100 points), Cancellation Policy (100 points), and Cost Detail (800 points), totaling 1,000 possible points. Key submission deadlines include questions due by December 18, 2024 at 3:00 PM Central Time, and proposal responses required through the SWIFT Supplier Portal by January 6, 2025 at 3:00 PM, with a contract term running from February 1, 2025 through June 30, 2025.

The solicitation includes provisions for targeted business preferences, offering additional points for certified veteran-owned small businesses, minorities, women, and businesses from economically disadvantaged areas. The procurement includes a 12% preference for certified veteran-owned small businesses and requires specific certifications for larger contracts, such as Workforce Certification for contracts exceeding $100,000 and Equal Pay Certification for contracts over $500,000. While no incumbent vendor is specified, vendors must meet comprehensive insurance requirements, including $2 million in commercial general liability insurance and $5-10 million in commercial automobile liability insurance. The State will not guarantee a minimum number of lodging rooms or meals, and pricing must remain firm even if attendance falls below the estimated 25 participants. Though a specific budget range is not explicitly stated, vendors must provide detailed pricing across multiple service categories including lodging, meeting spaces, meals, audiovisual equipment, and potential shuttle services, with all charges to be consolidated into a master bill for State payment.