DNR - Lodging in International Falls

The Minnesota Department of Natural Resources (DNR) is soliciting bids for lodging services in International Falls to support two sessions of Snowmobile Training Academy 22 & 23, scheduled for January 9-12 and January 16-19, 2025. The procurement requires a hotel or lodging facility capable of providing 50 single occupancy rooms for each of the eight total nights, with specific requirements including secure, well-lit parking for up to 50 trucks with snowmobile trailers. Bidders must submit responses electronically through the SWIFT portal by December 16, 2024, with questions due by December 9, 2024. The contract term will run from December 15, 2024, through May 1, 2025. Evaluation criteria include compliance with detailed specifications in the sample contract, such as providing final room confirmations 14 days prior to conferences, offering secure luggage storage, and accommodating potential date changes due to snow conditions. The DNR will issue only one purchase order per vendor, with payment processed after all services are received and approved.

The solicitation includes preferences for several business categories, offering a 6% preference for certified targeted group businesses, economically disadvantaged businesses, and veteran-owned businesses, with an additional 6% preference for eligible DEED/DHS providers. While no specific budget range is explicitly stated, the procurement covers lodging for 50 attendees across two four-day sessions. The State reserves the right to inspect facilities before award and may reject responses based on facility conditions. No minimum room guarantee is provided, and pricing must remain firm even if attendance falls below estimates. The solicitation encourages participation from small businesses, businesses owned by minorities, women, persons with disabilities, and veterans, particularly those located in economically disadvantaged counties. Vendors must provide detailed information about parking capabilities, security features, and contact information for contract management, with all pricing alterations requiring authentication by an authorized representative.