Conference- Advanced Institute for Coaches, Founda

The Minnesota Department of Education (MDE) is seeking meeting space rental for the Advanced Institute for Coaches and Foundational Institute for Coaches mentor training event. The procurement opportunity requires a facility located within Blue Earth, Nicollet, or Le Sueur counties capable of hosting a conference from Monday, August 12, 2024 through Thursday, August 15, 2024. The estimated attendance is 65 participants, and the facility must accommodate attendees consuming homemade or purchased lunches within the meeting space. Key deliverables include providing meeting rooms, audio-visual equipment, and related services with all associated costs disclosed upfront. The solicitation is a formal event requiring electronic bid submission through the state's Supplier Portal, with a strict deadline of May 31, 2024 at 12:00 pm Central Time. Evaluation criteria include pricing, facility accommodations, and compliance with specified requirements, with the state reserving the right to award to a single or multiple bidders. Potential contractors must provide a comprehensive cancellation policy, detailing any potential fees if the conference is cancelled for reasons other than insufficient funding.

The state encourages participation from diverse businesses, including those owned by minorities, women, veterans, and individuals with disabilities, through its Small Business Procurement Program. While there are no strict set-aside designations, the solicitation includes a Veterans Preference Form for businesses seeking to claim preference. No specific incumbent vendors are mentioned in the documentation. The procurement does not appear to have strict restrictions on respondent types, though electronic submission capabilities are required. While a specific budget range is not explicitly stated, the pricing schedule requires detailed cost breakdowns for meeting space, audio-visual equipment, and associated services. The state emphasizes transparency by requesting that all discounts be included in the initial bid price and that any potential cancellation fees be clearly outlined. Interested vendors needing technical assistance with the submission process can contact the Vendor Assistance Helpdesk at 651-201-8100, with support available through option #1.