DNR - All Staff Meeting Northeast Minnesota

The Minnesota Department of Natural Resources is requesting bids for conference space, lodging, and catering for the LAM All-Staff Meeting 2026 within Carlton or St. Louis County in Northeast Minnesota, with bids due July 16, 2026 and questions due July 14. Responses must be submitted electronically through the SWIFT Supplier Portal only; non-electronic and email submissions will not be accepted.

The scope encompasses lodging for up to 120 rooms for one night (September 30, 2026), a general session room with stage, podium, projector, microphones, flipcharts, and WiFi for 125 attendees, two 40-person breakout rooms with comparable audiovisual equipment, registration area with secure storage, mothers' room, prayer room, and non-gender restroom. The vendor must provide all meals in buffet style with low-fat, low-cholesterol, and vegetarian options, including breakfast, lunch, dinner on September 30 and October 1, and morning and afternoon breaks with all-day beverage service. Allergen labeling is required. Facilities must be within one-quarter mile of each other or the vendor must provide free shuttle service. All facilities must comply with the Americans with Disabilities Act, the Hotel and Motel Fire Safety Act of 1990, the Minnesota Clean Indoor Air Act, and COVID-19 guidance from the Minnesota Department of Health and CDC.

The preferred event dates are September 30 and October 1, 2026, with alternate dates of October 21–22 or October 28–29, 2026. The contract term runs July 15, 2026, through December 31, 2026. The State will pay for lodging rooms only (excluding room service, room charges, phone charges, gratuity, and service charges), conference facilities, meals, breaks, meeting room rental, and audiovisual equipment. Pricing must be firm for 180 days and remain fixed regardless of attendee numbers below the estimate. No subcontracting is allowed. The vendor must accept purchasing cards without passing processing fees to the State (single purchase maximum $5,000 unless approved otherwise). Payment is due within 30 days of an undisputed invoice.

Preference points equal to 12 percent of total available points are available to certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses, and 6 percent to eligible DEED/DHS providers. The State reserves the right to inspect facilities before award and may reject responses based on facility conditions, cleanliness, maintenance, or sanitary concerns. Responders must submit completed Exhibit D Price Schedule, Responder Declarations, and Additional Information.