DNR - Lodging in Cloquet MN

The State of Minnesota Department of Natural Resources is requesting bids for single-occupancy lodging accommodations for up to 45 attendees in Cloquet, Minnesota on September 9 and 10, 2026, with bids due August 18, 2026 at 2:00 PM CDT. The State offers a 12% preference for certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses; eligible DEED/DHS providers receive a 6% preference.

The scope requires up to 45 single-occupancy rooms with check-in on September 9, 2026 and check-out on September 11, 2026. The contractor must provide secure luggage storage during check-in delays and between check-out and end-of-conference activities. The facility must be clean, well-maintained, and adequate in space. The State reserves the right to reject responses based on facility conditions including odors, damaged furnishings, stained carpeting, dirty linens, mold, or unsanitary conditions, and may inspect the facility prior to award.

Respondents must submit itemized pricing via the Price Schedule (Exhibit D) covering room charges per night, applicable taxes per night, and parking charges per spot per day. The contractor must establish a cancellation policy with fee structures for various notice intervals (30–15 days prior, 14–3 days prior, 72–48 hours prior, 48–24 hours prior, and less than 24 hours prior). The State assumes responsibility for cancellation fees if the conference is cancelled for reasons other than non-appropriation. No minimum number of rooms is guaranteed, and the State will not adjust prices if attendance falls below the 45-room estimate.

The contract term runs from August 18, 2026 through December 31, 2026. Payment is net 30 days following receipt of an undisputed, itemized master bill. Subcontracting is prohibited. Responses must comply with the Minnesota Clean Indoor Air Act, Americans with Disabilities Act, Hotel and Motel Fire Safety Act requirements, current COVID-19 guidance, and Minnesota Session Laws 2025 prohibitions against indemnification, mandatory arbitration, automatic renewal, and intentionally added PFAS or regulated chemicals. Questions are due August 17, 2026 at 2:00 PM CST to sheri.karpenko@state.mn.us.