DNR - Large Lake Meeting June 4-6 2024 Northern MN

The Minnesota Department of Natural Resources (DNR) is seeking a vendor to provide comprehensive meeting services for the Large Lake/Rivers Fish Meeting scheduled for June 4-6, 2024, to be held in either Grand Rapids or Duluth, Minnesota. The procurement requires a facility capable of hosting 25-65 attendees, including a general session room, breakout session rooms, an exhibitor/vendor area, mothers' room, prayer room, and dining facilities. Vendors must supply complete meeting infrastructure, including audio-visual equipment, lodging, meals, refreshments, and shuttle services if meeting spaces are not within a quarter-mile of each other. All responses must be submitted electronically through the SWIFT portal by May 9, 2024, at 2:00 PM Central Time. The DNR will be the sole determiner of vendor qualification, with a strict requirement that only one purchase order will be issued per vendor. The contract period is anticipated to run from May 15, 2024, through December 1, 2024, with payment contingent upon complete and approved service delivery.

The DNR has established preference provisions for certain business types, including a 6% preference for certified targeted group, economically disadvantaged, and veteran-owned businesses. Vendors are required to indicate if their business is based in Minnesota, meets small business definitions, or is majority owned by a racial minority, woman, person with a disability, veteran, or located in an economically disadvantaged county. While these designations will not directly impact award decisions, they provide important contextual information. The solicitation does not specify a precise award value, but the comprehensive requirements suggest a potentially significant contract scope. Vendors must submit sample transaction documents and any relevant license or maintenance agreements for state review prior to contract execution. The state reserves the right to inspect proposed facilities before finalizing the award, ensuring that selected venues meet cleanliness and maintenance standards.