DNR - 2024 Parks and Trails (PAT) Winter Meeting
Closed State & local contract opportunity Posted
- Solicitation number
- 2000016064
- State
- Minnesota
- Responses due
Opportunity facts
- Jurisdiction
Updated .
About this opportunity
The Minnesota Department of Natural Resources (DNR) is issuing a formal Request for Proposal (RFP) for the 2024 Parks and Trails (PAT) Winter Meeting, seeking a contractor to provide comprehensive conference planning services. The solicitation covers conference planning, event space, catering services, audio/visual equipment, and lodging for an estimated 360 attendees. Preferred conference dates are December 3-5, 2024, with alternative dates in November and December 2024. The geographical limitation requires the conference venue to be located in specific Minnesota counties, including Cass County. Evaluation criteria will focus heavily on cost, with 800 out of 1,000 total points allocated to pricing. All responses must be submitted electronically through the SWIFT Supplier Portal by September 3, 2024, at 2:00 PM Central Time. Questions from potential respondents must be submitted in writing to Staci Stoerzinger by August 26, 2024, at 2:00 PM Central Time, with answers to be provided via addendum.
The RFP includes provisions for veteran-owned business preference and potential additional points for certified targeted group and economically disadvantaged businesses. Respondents must submit multiple attachments, including Responder Declarations, Exceptions to State's Standard Terms and Conditions, Veterans Preference Form, Workforce Certification, and a detailed Price Schedule. The contract term will run from the date of execution through March 31, 2025, with potential for a three-month extension. While a specific budget range is not explicitly stated, the pricing will be based on the estimated 360 attendees, with the understanding that the state does not guarantee minimum attendance, lodging rooms, or meals. Pricing submitted will remain firm regardless of final attendance numbers. Potential contractors must be prepared to provide comprehensive conference services, including meeting spaces, lodging, catering, and necessary audiovisual equipment to support the Parks and Trails Winter Meeting.
Opportunity text
***THIS IS A FORMAL REQUEST FOR PROPOSAL (RFP). Fax responses and non-electronic responses will NOT be accepted. All responses must be submitted on-line through the SWIFT Supplier Portal before the Event Due Date and Time. Late responses will not be accepted. PURPOSE: The purpose for this Solicitation (RFP) is to receive responses and award a contract with a Contractor to provide conference planning, event space, catering services, audio/visual equipment, and lodging for the 2024 Parks & Trails (PAT) Winter Meeting, Department of Natural Resources. DATES: The dates for the conference will be one option from the following selected dates: Preferred Dates are December 3-5, 2024; Alternative Dates are December 4-6, 2024, November 19-21, 2024, or, November 20-22, 2024. The estimated number of attendees in 360. The State does not guarantee a minimum number of attendees, lodging rooms or meals. Prices listed on the pricing pages are firm and will not be adjusted if the number of attendees falls below the estimate. GEOGRAPHICAL LIMITATIONS: The Conference venue must be located in one of the following counties: Cass, Crow Wing, Stearns, Benton, Sherburne, St. Louis, Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, Washington, or Wright. CONTRACT TERM. The Contract Term will be from the date of contract execution through March 31, 2025. SUBMITTING QUESTIONS. The deadline for submitting questions is August 26, 2024, at 2:00 PM, Central Time. Questions must be submitted in writing to Staci Stoerzinger at staci.stoerzinger@state.mn.us. All questions received by the cutoff date and time will be responded to via an addendum. SWIFT HELP DESK. Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option #1, then again Option #1. Responders need to submit all requested documentation, including, but not limited to, the following documents: 1. Attachment A: Responder Declarations 2. Attachment B: Exceptions to State's Standard Terms and Conditions 3. Attachment D: Responder Forms a. Veterans Preference Form (If Applicable) b. Workforce Certification 4. Attachment E: Additional Information 5. Exhibit D: Price Schedule
Files
| File | Type | Posted |
|---|---|---|
| Attachments___Declarations_16064.pdf | ||
| DNR_-_2024_Parks_and_Trails_(PAT)_Winter_Meeting.pdf | ||
| Request_for_Proposal_16064.pdf | ||
| Conference_RFP_PriceSchedule_16064.xlsx | XLSX spreadsheet | |
| Sample_Contract___Exhibits_16064.pdf |
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