DNR - 2026 MNICS Meeting - Duluth MN

The State of Minnesota Department of Natural Resources is requesting bids for meeting and lodging services for the 2026 MNICS Meeting in Duluth, with proposals due September 23, 2026, at 2:00 PM CDT and questions due September 21, 2026, at 2:00 PM CST. Responses must be submitted through the Supplier Portal; non-electronic and email submissions will not be accepted.

The scope encompasses lodging for approximately 100 attendees (40 single-occupancy rooms for three nights beginning November 30, 70 single-occupancy rooms for two nights beginning December 1, plus 3 double-occupancy rooms), meeting space including a registration area, general session room, and eight breakout session rooms with audio-visual equipment, shuttle services if facilities are not within one-quarter mile of each other, parking, and catering (morning and afternoon breaks on specified dates, an appetizer bar dinner on December 2, and all-day beverage service). All facilities must be within one-quarter mile or connected via complimentary shuttle service. The contractor must provide a Certificate of Insurance with Commercial General Liability minimum limits of $2 million per occurrence and $2 million annual aggregate; Commercial Automobile Liability of $5 million per occurrence for vehicles with 20 or fewer passengers; and statutory Workers' Compensation coverage. All pricing must be inclusive of taxes, permits, licenses, and insurance, with no additional charges permitted unless expressly authorized by amendment. The State does not guarantee minimum attendance or adjustments if attendance falls below estimates.

The contract term runs from September 25, 2026, through February 1, 2027. Bidders eligible for targeted group, economically disadvantaged business, veteran-owned business, or DEED/DHS provider certification receive a 12 percent or 6 percent preference in scoring. Responder offers must remain firm for 180 days. An Addendum 1, issued September 14, 2026, clarified lodging room requirements and breakout room configurations. The State reserves the right to inspect facilities prior to award and reject responses based on facility conditions or inadequate dedicated space.