DNR 2025 Forestry Statewide Meeting
Closed State & local contract opportunity Posted
- Solicitation number
- 2000017162
- State
- Minnesota
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Molly Gunderson molly.gunderson@state.mn.us (651) 201-3171
Updated .
About this opportunity
The Minnesota Department of Natural Resources (DNR) is seeking a single-venue facility to host its 2025 Forestry Statewide Meeting, a comprehensive conference requiring a location within 25 miles of post offices in Brainerd, Duluth, St. Cloud, or Bemidji. The procurement is a formal Request for Proposal (RFP) soliciting a conference venue capable of accommodating 450 attendees, with specific requirements including lodging, event spaces, on-site parking, and comprehensive meeting logistics. The event is scheduled for November 18-19, 2025, with a potential alternative date of November 19-20, 2025. Deliverables include providing 450 single-occupancy rooms, multiple meeting spaces (including a general session room and 10 breakout rooms), catering services, audio-visual equipment, and necessary technical infrastructure. The evaluation will be conducted in three phases with a maximum of 1,000 points, considering factors such as acceptance of terms and conditions, cancellation policy, accommodations, lodging, parking, and cost details. Key submission deadlines include a May 19, 2025, 3:00 PM deadline for submitting questions and a May 22, 2025, 3:00 PM deadline for proposal submissions through the SWIFT Supplier Portal.
The state encourages participation from diverse businesses, offering preference points for businesses owned by targeted groups, including racial minorities, women, persons with disabilities, veterans, and businesses located in economically disadvantaged counties. Respondents must be registered in the SWIFT system and may seek assistance from the Vendor Assistance Helpdesk if needed. To qualify, vendors must submit comprehensive documentation, including a Responder Declaration, Exceptions to Terms and Conditions, Workforce Certificate Information Form, Additional Information document, Price Schedule, and Sample Invoice. While the state does not guarantee a minimum number of lodging rooms or meals, contract prices will not be adjusted if attendance falls below the estimated 450 attendees. The contract term is anticipated to run from October 2025 to December 2025, with an option to extend up to an additional three months. Businesses with Workforce Certificates or Equal Pay Certificates for contracts exceeding $100,000 may have additional advantages. The state reserves the right to award the contract to a single responder or multiple responders based on what is deemed in the best interest of the state.
Opportunity text
Addendum 1 posted to answer submitted questions. THIS IS A FORMAL EVENT/REQUEST FOR PROPOSAL (RFP). Non-electronic and email responses WILL NOT BE ACCEPTED. The response must be submitted through the SWIFT Supplier Portal no later than the date and time called for in the Event. PURPOSE. The purpose of this Solicitation is to establish a Contract for the Minnesota Department of Natural Resources Forestry Statewide Meeting in November, 2025, as detailed in Exhibit C, including Exhibit C, Supplement 1, of the Sample Contract. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. The contract prices shall not be adjusted if the number of attendees falls below the estimate. The DNR is seeking a conference venue that is a single facility that can accommodate lodging, event space and on-site parking for up to 450 attendees and must be located within one of the geographic locations listed below. The distance will be measured using Google Maps™. • Located within 25 miles of the U.S. Post Office located at 422 Laurel St., Brainerd, MN 56401, or; • Located within 25 miles of the U.S. Post Office located at 2800 W. Michigan St., Duluth, MN 55806 or; • Located within 25 miles of the U.S. Post Office located at 915 2nd St. N., St. Cloud, MN 56301, or: • Located within 25 miles of the U.S. Post Office located at 401 Irvine Ave. NW, Bemidji, MN 56601 CONTRACT TERM: The term of this contract is anticipated to run from October 2025 to December 2025, with the option to extend up to an additional three (3) months in increments determined by the State. SUBMITTING QUESTIONS: The deadline for submitting questions is May 19, 2025, at 3:00pm, Central Time. Questions must be submitted in writing to Molly Gunderson at Molly.Gunderson@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
Files
| File | Type | Posted |
|---|---|---|
| DNR_2025_Forestry_Statewide_Meeting.pdf | ||
| Event_17162_Exhibit_D_Price_Schedule.xlsx | XLSX spreadsheet | |
| Event_17162_RFP_Attachments.pdf | ||
| Event_17162_Sample_Contract_and_Exhibits.pdf | ||
| Event_17162_Addendum_1.pdf | ||
| Event_17162_RFP_Content.pdf |
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