DNR - F&W GFO Lodging in Crosslake Minnesota

The Minnesota Department of Natural Resources (DNR) is seeking lodging services for a Fish & Wildlife Group Facility Operations (GFO) conference in Crosslake, Minnesota on May 8 and 9, 2025. The procurement is a formal Request for Bid (RFB) that requires vendors to provide accommodations for up to 20 rooms, specifically 17 single occupancy rooms and 3 double occupancy rooms. Contractors must also be capable of providing canoes as specified in Exhibit C of the contract document. The solicitation requires all responses to be submitted through the SWIFT Supplier Portal by April 2, 2025, at 2:00 PM Central Time, with any questions regarding the bid due by March 31, 2025, at 2:00 PM CT. Potential bidders must submit various attachments including Responder Declarations, Pricing, Veterans Preference Form, and Additional Information. The contract term is anticipated to run from April 1, 2025, through June 30, 2025, and the State reserves the right to award the contract to a single or multiple responders. Evaluation criteria will likely include the ability to meet lodging requirements, compliance with facility standards, and adherence to Americans with Disabilities Act and COVID-19 guidelines.

The procurement opportunity includes significant provisions for diversity and inclusion, offering preferences for businesses owned by minorities, women, veterans, and individuals with substantial physical disabilities. Eligible targeted group (TG), economically disadvantaged (ED), and veteran-owned businesses can receive up to 6% preference points in the evaluation process. The State specifically encourages participation from small businesses based in Minnesota, with a particular focus on businesses majority-owned and operated by underrepresented groups. While no specific award value is explicitly stated, the price schedule allows for room bookings with placeholder pricing. Vendors must be registered in the SWIFT system and prepared to potentially undergo facility inspections and provide sample transaction documents. The State does not guarantee a minimum number of lodging rooms and will not adjust contract prices if conference attendance falls below estimates. Additionally, the procurement process emphasizes that billing will be processed as one master bill, excluding additional charges like room service, food and beverage, phone charges, and gratuities.