Conference: MMCAP National Member

The State of Minnesota, through its Office of State Procurement, is requesting proposals for a single hotel venue to host the MMCAP National Member Conference in 2027 and 2028, with proposals due September 18, 2026, at 2:00 PM Central Time and a question deadline of September 8, 2026.

The venue must be located within 15 miles of Minneapolis-St. Paul Airport and accommodate approximately 200 guests for three days and 350 guests for one day in a single location. Conference dates are April 4–8 or April 11–15 in 2027, and March 26–30 or April 2–6 in 2028. Required services include lodging (40 single-occupancy rooms on Sunday; 180 standard rooms Monday through Wednesday), meals with specified attendance levels ranging from 20 to 350 per day, comprehensive meeting space (registration area, general session room, five breakout rooms, exhibitor area for 60 vendors, lactation/prayer room, and private boardroom), audio-visual equipment with technical support, shuttle service if lodging and conference facilities are not within one-quarter mile, and parking. Only hotel venues themselves may respond; third-party vendors are ineligible.

Vendors must submit separate price schedules for each year, with all costs itemized and firm for 180 days. Cancellation fees must be stated in dollar amounts on the price schedule for notice periods ranging from 117 days to less than 24 hours prior to the event; if none are indicated, the State will not pay cancellation charges. The State does not guarantee minimum attendance and will not adjust pricing if actual numbers fall below estimates.

Vendors certified as targeted group, economically disadvantaged, or veteran-owned businesses receive a 12 percent preference. Evaluation uses multi-factor scoring totaling 1,000 points plus up to 120 preference points, weighted across state-terms acceptance (100 points), cancellation policy (100 points), property amenities (150 points), nearby amenities (100 points), menu narratives (150 points), and cost detail (400 points). The contract term is November 1, 2026, through June 30, 2028, with an option to extend up to 12 months. Award is anticipated by October 15, 2026. The contractor must carry commercial general liability of $2 million per occurrence and workers' compensation insurance. Questions should be directed to Erin Snaza at erin.snaza@state.mn.us.