DNR - Lodging within Bemidji MN

The State of Minnesota Department of Natural Resources (DNR) has issued a formal Request for Bid (RFB) for single occupancy lodging services in Bemidji, Minnesota, to accommodate up to 110 attendees on March 26, 2026, with up to 10 additional rooms needed for March 25, 2026. The procurement seeks hotel accommodations that comply with Americans with Disabilities Act (ADA) requirements, include secure luggage storage areas, maintain business centers with computer and internet access, provide ample parking either free or with vouchers, and ensure compliance with fire safety codes under the Hotel and Motel Fire Safety Act of 1990. The contract term extends from March 1, 2026, through June 30, 2026. Responses must be submitted electronically through the SWIFT Supplier Portal no later than January 29, 2026, at 2:00 PM Central Time; prospective bidders may submit written questions to Sheri Karpenko at sheri.karpenko@state.mn.us until January 29, 2026, at 2:00 PM CT, with responses provided via addendum. Bidders must complete and submit a detailed pricing schedule (Exhibit D) on a per-room-per-night basis that includes all applicable taxes, service fees, and gratuities, as well as specified cancellation fees for various notice periods. The State reserves the right to inspect facilities prior to award and may reject responders based on facility conditions, cleanliness, maintenance, or lack of adequate dedicated space; pricing will not be adjusted if attendance falls below estimates, and the State does not guarantee a minimum number of rooms will be used.

The solicitation includes preferences for certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses, which receive a 12 percent preference, and eligible DEED/DHS providers, which receive a 6 percent preference. Diversity and inclusion questions regarding Minnesota-based small business status, small business certification eligibility, and disadvantaged county ownership are included in the evaluation criteria. Attendees will pay for room rentals individually using purchasing cards in a direct billing arrangement between the hotel and guests, meaning the State does not directly fund room charges; however, the contractor is responsible for all ancillary charges including room service, food and beverage, and phone charges. Payment terms are Net 30 days following receipt of an undisputed invoice, and the contractor must provide written notification seven calendar days prior to releasing any unconfirmed room block. No insurance requirements are specified for lodging services, and no subcontracting is permitted. The State reserves the right to award the contract to a single responder or multiple responders, accept partial offers, reject all offers, or cancel the solicitation; no specific award value or budget range is listed in the solicitation documents.