Conference: BWSR Academy 2027 & 2028

The State of Minnesota Department of Administration is requesting proposals for venue services to host the Board of Water and Soil Resources (BWSR) Academy in 2027 and 2028, with proposals due June 26, 2026 at 2:00 PM Central Time. The venue must be located within Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi, or Cass Counties.

The scope requires a single venue accommodating approximately 350–420 guests for October 26–28 or October 27–29, 2027 (alternative dates October 19–21 or October 20–22, 2027) and October 24–26 or October 25–27, 2028 (alternative dates October 17–19 or October 18–20, 2028). Services include lodging (50 hotel-style rooms and 25 multi-bedroom condos/cabins the night before the conference; 150 hotel-style rooms and 210 multi-bedroom condos/cabins during the first two conference days), meeting facilities (registration area, general session room for 420, seven concurrent breakout session rooms, business center, office hours room, and lactation/prayer room), meals (breakfast, lunch, and breaks across three days), parking, audio-visual equipment with on-site technical support, and shuttle services if lodging and conference facilities are not within one-quarter mile of each other. The facility must comply with ADA requirements and fire safety codes.

The contract term runs from August 1, 2026 through December 31, 2028, with an option to extend up to twelve additional months through amendment. Respondents may earn up to 120 additional preference points for certification as targeted group, economically disadvantaged, or veteran-owned businesses. Pricing comprises 800 of 1,000 base evaluation points; acceptance of State terms and cancellation policy each comprise 100 points. The State does not guarantee minimum attendance and will not adjust firm prices if attendance falls below estimates. Respondents must detail cancellation charges in dollar amounts on the price schedule; no charge indicated means no cancellation fee applies. Commercial general liability insurance must meet minimum limits of $2 million per occurrence and annual aggregate; commercial automobile liability must cover $5 million per occurrence for passenger vehicles with 20 or fewer passengers or $10 million for greater capacity. Questions are due June 16, 2026 at 2:00 PM Central Time to Erin Snaza at erin.snaza@state.mn.us. All responses must be submitted through the SWIFT portal.