Conference Reissue: BWSR Academy 2027 & 2028

The State of Minnesota, through the Office of State Procurement on behalf of the Board of Water and Soil Resources (BWSR), is requesting proposals for a single conference venue to host the BWSR Academy in 2027 and 2028, with proposals due August 20, 2026 at 2:00 PM Central Time and questions due August 13, 2026 at 2:00 PM Central Time.

The venue must be located within Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi, or Cass Counties in Minnesota. For 2027, available conference dates are October 25–27, October 26–28, October 27–29, or November 2–4; for 2028, October 23–25, October 24–26, or October 25–27.

The contractor must accommodate approximately 350–420 attendees and provide comprehensive services including 795 total lodging rooms across three nights (75 rooms the day prior, 360 rooms each for Days 1 and 2), with a mix of hotel-style rooms and multi-bedroom condo or cabin accommodations. Meals must include buffet-style breakfasts, lunches, and afternoon breaks across all three days with vegetarian and low-fat options. Meeting facilities must include a registration area, a general session room seating 420, seven concurrent breakout rooms (50–80 capacity each), an office hours room, lactation and prayer room, and dining room, all within one-quarter mile of lodging or served by shuttle at no additional cost to attendees. The contractor must provide or coordinate audio-visual equipment including microphones, projectors, and screens with on-site technical support from 3:00 PM the day before through conference conclusion.

The contract term runs from October 1, 2026 through December 31, 2028, with an option to extend up to 12 additional months. The contractor must submit two separate price schedules—one for 2027 and one for 2028—with firm pricing that will not be adjusted if actual attendance falls below estimates. The State guarantees neither minimum lodging rooms nor meal quantities. Contractors must specify any cancellation charges in dollar amounts on the price schedule; if no charge is stated, the State will not pay cancellation fees. The contractor must maintain Certificates of Insurance including commercial general liability of $2 million, commercial automobile liability of $5 million to $10 million, and workers' compensation coverage. The contractor must comply with ADA requirements, the Minnesota Clean Indoor Air Act, Hotel and Motel Fire Safety Act standards, and COVID-19 guidance from the Minnesota Department of Health and CDC. Questions must be submitted to Erin Snaza at erin.snaza@state.mn.us. All responses must be submitted electronically through the SWIFT portal; email and faxed responses are not accepted. Minnesota's Small Business Procurement Program diversity and inclusion considerations apply.