DNR - Lodging/Banquet Dinner Grand Rapids MN

The State of Minnesota Department of Natural Resources (DNR) has issued a formal Request for Bid for lodging and banquet dinner services to support the DNR Instructor Workshop in Grand Rapids, Minnesota. The procurement seeks a single contractor capable of providing single occupancy lodging for up to 40 attendees for March 23-25, 2026, located within 15 miles of 402 SE 11th Street, Grand Rapids, MN, along with a private banquet hall and catered dinner service for up to 50 attendees on March 25, 2026. The lodging facility must provide 10 rooms for three nights (March 23-25) and up to 40 additional rooms for two nights (March 24-25), with all facilities accessible within one-quarter mile of each other or connected by complimentary shuttle service. Additional requirements include conference facilities with a general session room configured for 50 people in banquet seating, audio-visual equipment (instructor table, overhead projector, and 8-10 foot screen), business center amenities, ADA-compliant accessibility, and fire safety code compliance. All pricing must be submitted on an itemized basis through the required Exhibit D Price Schedule covering lodging, meeting room rental, audio-visual equipment, and catering costs. The bid solicitation opened January 21, 2026, with written questions due by January 27, 2026, at 2:00 PM Central Time directed to Sheri Karpenko at sheri.karpenko@state.mn.us. All responses must be submitted electronically through the SWIFT Supplier Portal no later than January 29, 2026, at 2:00 PM Central Time; non-electronic and email submissions will not be accepted. The State reserves the right to inspect facilities prior to award and may reject responses based on facility conditions or other concerns. The anticipated contract term is February 1, 2026, through June 30, 2026, with payment due within 30 days of receipt of an undisputed invoice.

The solicitation includes preferences for Targeted Group businesses, Economically Disadvantaged businesses, and Veteran-Owned businesses eligible for State certification, which will receive a 12% preference in scoring, while DEED/DHS eligible providers receive a 6% preference. Responders must certify their ability to supply lodging, banquet room, and catering dinner at a single facility and complete all required declarations including Exhibit D Price Schedule, Attachment A (Responder Declarations), and Attachment B (Additional Information). The contractor must maintain commercial general liability insurance with minimum limits of $2,000,000 per occurrence and $2,000,000 annual aggregate, commercial automobile liability insurance of $5,000,000 per occurrence, and workers' compensation insurance. All quoted prices are maximum prices and must include taxes, permits, licenses, service fees, and gratuity; no additional charges beyond quoted prices will be paid unless expressly authorized by contract amendment. The contractor must also provide itemized pricing for a detailed cancellation policy with specific dollar amounts for notice periods ranging from 117 days prior to less than 24 hours before the event. No specific budget range or award value is disclosed in the solicitation documents, and the State does not guarantee a minimum number of lodging rooms or adjust contract prices if attendance falls below estimates. The State reserves the right to reject any or all responses, award to single or multiple responders, or cancel the solicitation entirely.