Conf: OMHDD 2026 All Staff Business Meeting

The State of Minnesota Department of Administration, Office of State Procurement, is requesting proposals on behalf of the Minnesota Office of Ombudsman for Mental Health and Developmental Disabilities (OMHDD) for hotel accommodations, conference space, and catering services for the OMHDD 2026 All Staff Business Meeting, with proposals due July 29, 2026 at 3:00 p.m. Central Time through the SWIFT Supplier Portal. The State encourages participation from small businesses and minority-owned enterprises, with responders eligible for the Small Business Procurement Program (SBCP) if based in Minnesota and meeting OSP size standards or being majority-owned and operated by racial minorities, women, individuals with substantial physical disabilities, or veterans.

The conference must be held within one of five specified Minnesota counties: Washington, Stearns, Crow Wing, St. Louis, or Kandiyohi. The event is scheduled for either September 14–17, 2026 (preferred) or September 21–24, 2026 (alternate), accommodating approximately 30 attendees (27 staff plus 3 speakers). The scope includes six single-occupancy rooms for three nights and twenty-four single-occupancy rooms for two nights; a U-shaped general session room; mothers' and prayer rooms; all-day beverage service on Days 2–4; breakfasts on Days 3–4; lunch on Day 3; and dinners on Days 2–3. Audio-visual equipment with technical support, parking, business center facilities, and complimentary shuttle service (if lodging, conference facilities, and parking are not within one-quarter mile) are required. All facilities must be ADA-compliant and comply with the Minnesota Clean Indoor Air Act and Hotel and Motel Fire Safety Act. The State will not guarantee minimum room or meal numbers and will not adjust pricing if actual attendance falls below estimates.

The contract term runs from August 1, 2026, through July 31, 2027. Evaluation employs a three-phase weighted scoring system allocating 100 points for acceptance of State terms, 100 points for cancellation policy, 800 points for cost detail, and up to 120 additional preference points for certified targeted-group, economically disadvantaged, and veteran-owned businesses. All pricing is firm for the contract term and itemized by service. The State reserves the right to inspect facilities and reject proposals based on condition issues. Questions are due July 21, 2026, at 2:00 p.m. Central Time to Trevor Caldwell at trevor.t.caldwell@state.mn.us. The State requires a Certificate of Insurance including commercial general liability of $2 million per occurrence prior to commencement.