DNR - Meeting in Bemidji MN 50 attendees

The State of Minnesota Department of Natural Resources (DNR) is issuing a formal Request for Bid to procure comprehensive meeting and lodging services for a Wildlife Research Meeting in Bemidji, Minnesota, scheduled for either March 31-April 2, 2026, or April 7-9, 2026. The facility must be located within 15 miles of 2115 Birchmont Beach Road NE, Bemidji, MN, and must accommodate up to 50 attendees. Required services include 50 single-occupancy lodging rooms on Day 1 and 25 rooms on Day 2; meeting space configured for registration, general sessions, multiple breakout sessions, and an exhibitor/vendor area; audiovisual equipment; catering including breakfast, lunch, dinner, and beverage service with vegetarian options; tables, chairs, linens, electrical access, and Wi-Fi; parking; and shuttle services between facilities if necessary. The contractor must provide detailed itemized pricing on the required Exhibit D Price Schedule that includes all costs, taxes, surcharges, and gratuities, and must submit a comprehensive cancellation policy with specific dollar amounts for different notice periods. Questions regarding the solicitation must be submitted in writing to sheri.karpenko@state.mn.us by February 9, 2026, at 2:00 PM Central Time, and all responses must be submitted electronically through the SWIFT Supplier Portal by February 11, 2026, at 2:00 PM Central Time. The contract effective date is February 16, 2026, with an expiration date of June 30, 2026, and the State reserves the right to inspect the facility prior to award and reject responses based on facility conditions, cleanliness, or lack of dedicated space. Evaluation criteria include facility quality, pricing competitiveness, availability of required services, and demonstration of capability to meet all specifications outlined in Exhibit C and Exhibit C Supplement 1 of the sample contract.

The procurement encourages participation from certified Targeted Group businesses, economically disadvantaged businesses, and veteran-owned businesses, which will receive preference points equal to 12 percent of total available points, while DEED/DHS providers will receive 6 percent of total points in accordance with Minnesota's Small Business Procurement Program. No incumbent vendors or current contractors are identified in this solicitation, as this appears to be a new procurement for this specific event. The contractor must comply with comprehensive requirements including the Americans with Disabilities Act accessibility standards, the Minnesota Clean Indoor Air Act, the Hotel and Motel Fire Safety Act of 1990, and COVID-19 guidance from the Minnesota Department of Health and Centers for Disease Control and Prevention. Insurance requirements include commercial general liability coverage of $2,000,000 per occurrence and annual aggregate, and commercial automobile liability of $5,000,000 for passenger vehicles. The contractor must accept purchase orders and purchasing cards without processing fees, with payment due within 30 days following receipt of an undisputed invoice. No specific budget range or award value is disclosed in the solicitation; pricing will be determined competitively based on itemized bids submitted by responding vendors.