DNR 2026 IMT3 Preseason Meeting

The State of Minnesota Department of Natural Resources is issuing a Request for Bid (RFB) to procure comprehensive conference and lodging services for the IMT3 Preseason Meeting scheduled for March 10-11, 2026, in the Brainerd/Baxter/Nisswa area of Minnesota. The procuring jurisdiction is Dakota County. The scope of services includes providing conference space with a general session room accommodating 80 attendees, four breakout rooms for up to 20 attendees each, lodging for approximately 60 attendees (10 rooms for two nights on March 9-10 and 50 rooms for one night on March 10), full catering services including morning and afternoon breaks, all-day beverage service, audio-visual equipment with technical support, registration and exhibitors' areas, specialized rooms (mothers' room and prayer room), and complimentary shuttle services if facilities are not located within one-quarter mile of each other. The vendor must ensure facility setup begins at 5:00 PM on March 9, 2026, with conference activities commencing at 8:00 AM on March 10, and must comply with the Minnesota Clean Indoor Air Act, Americans with Disabilities Act requirements, and Hotel and Motel Fire Safety Act standards. All responses must be submitted electronically through the SWIFT portal by 2:00 PM Central Time on February 4, 2026, with questions due by February 2, 2026, directed to Valerie Fellows, State Program Administrator. The contract term runs from February 9, 2026, through June 30, 2026, with the State reserving the right to conduct facility inspections prior to award and reject responders based on facility conditions, cleanliness, and maintenance standards. The State does not guarantee minimum attendance numbers, and contract prices shall not be adjusted if attendance falls below projections.

The State of Minnesota applies a 12% preference for certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses, as well as a 6% preference for eligible DEED/DHS providers, in accordance with Minnesota Statutes. Vendors meeting small business criteria may be eligible for the State's Small Business Procurement Program. The procurement includes diversity and inclusion considerations, with questions regarding Minnesota-based small businesses and businesses owned or operated by minorities, women, individuals with substantial physical disabilities, veterans, or those located in economically disadvantaged counties. No incumbent vendor or current contractor information is listed in the solicitation. The State will issue only one purchase order per vendor, with payment made only after all items have been received and approved; partial payments are not permitted. Vendors must provide itemized pricing in United States currency, including all taxes, service fees, gratuity, and overhead, with the option to propose fixed-amount cancellation fees for various notice intervals. The specific award value or budget range is not disclosed in the procurement documents; pricing must be submitted by responding vendors on the required Exhibit D price schedule.