DNR Forestry All Admin Conf within Hibbing MN area

The Minnesota Department of Natural Resources (DNR) is soliciting bids for conference space and lodging for its Forestry All Admin Conference, to be held February 2-4, 2027 within 20 miles of downtown Hibbing, Minnesota, with responses due November 13, 2026 by 2:00 p.m. Central Time through the SWIFT portal. Certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses receive a 12 percent preference, and eligible DEED/DHS providers receive a 6 percent preference, in accordance with Minnesota statute.

The facility must provide 35 single-occupancy rooms for two nights, a general session room set up classroom-style for 40 attendees with audio-visual equipment and internet access, breakout rooms, registration and exhibitor areas, and dining. Required meals include breakfasts on Days 2 and 3, lunch on Day 2, and break service, with all-day beverages throughout the event. Lodging, conference facilities, and parking must sit within one-quarter mile of each other or the contractor must provide free shuttle service. The solicitation also identifies an alternative date of February 23-24, 2027. Responders must address the latest event version or risk bid rejection, and DNR will determine whether each vendor meets specifications.

The contract term runs from November 20, 2026 or full execution, whichever is later, through June 30, 2027. The State does not guarantee minimum rooms or meals and will not adjust prices if attendance falls below projections. Pricing must be submitted on Exhibit D and remain firm for 180 days. Prompt payment discounts will not factor into evaluation. Payment is Net 30 following receipt of an itemized master bill, with one purchase order per vendor and no partial payments. The State may award to a single or multiple responders.

Successful responders must furnish a certificate of insurance before execution, including commercial general liability of $2 million per occurrence and $2 million aggregate, and commercial automobile liability of $5 million for standard vehicles or $10 million for vehicles with capacity over 20. E-Verify compliance is required for services exceeding $50,000. DNR reserves the right to inspect facilities before award and to cancel the event without penalty if conditions could disrupt conference activities.