DNR - Meeting in Bemidji MN 50 attendees

The State of Minnesota Department of Natural Resources (DNR) is issuing a formal Request for Bid (RFB) to procure comprehensive meeting services for a Wildlife Research Unit Meeting in Bemidji, Minnesota. The procuring jurisdiction is Big Stone County, with the event location required to be within 15 miles of 2115 Birchmont Beach Road NE, Bemidji, Minnesota. The DNR seeks meeting space, audiovisual equipment, single occupancy lodging, and meals for up to 50 attendees during one of two optional date ranges: March 31-April 2, 2026, or April 7-9, 2026. Specific deliverables include 50 single occupancy lodging rooms for night one and 25 rooms for night two; a general session room with classroom-style seating for 50 attendees, overhead projector, 8-10 foot screen, microphone setup, and Wi-Fi access; multiple breakout session rooms; a registration area; an exhibitor/vendor area; and comprehensive catering services including breakfast, lunch, dinner, and morning and afternoon refreshment breaks with vegetarian options. The facility must be ADA-compliant, meet Hotel and Motel Fire Safety Act requirements, and comply with Minnesota Clean Indoor Air Act provisions. Responses must be submitted electronically through the Supplier Portal no later than February 23, 2026, at 2:00 PM Central Time. Prospective bidders must submit written questions to Sheri Karpenko at sheri.karpenko@state.mn.us by February 20, 2026, at 2:00 PM CT, with responses provided via addendum. All responses must include completed price schedules with itemized charges for lodging, meals, audiovisual equipment, and applicable taxes, along with detailed cancellation policies specifying dollar amounts for various cancellation notice periods. Non-electronic and email submissions will not be accepted, and bidders must be registered in the Supplier Portal to participate.

The DNR has established preference provisions for certain business classifications, offering a 12 percent preference in points to targeted group businesses, economically disadvantaged businesses, and veteran-owned businesses eligible and certified by the State, while eligible DEED/DHS providers receive a 6 percent preference. Bidders are encouraged to identify whether their businesses qualify as small businesses under Minnesota's Small Business Procurement Program criteria or meet other disadvantaged business classifications. The solicitation does not identify any incumbent contractors or current service providers. Contractors must maintain commercial general liability insurance with minimum limits of $2,000,000 per occurrence and annual aggregate, commercial automobile liability insurance with minimum limits of $5,000,000 per occurrence for standard vehicles, and workers' compensation insurance in accordance with Minnesota statutory requirements. The contract term is anticipated to run from February 23, 2026, or upon full execution, whichever is later, through June 30, 2026, or until all obligations are satisfactorily fulfilled. No specific budget range or award value is disclosed in the solicitation documents; pricing is to be competitively bid on the provided price schedule with all costs including taxes, permits, insurance, and fees borne by the contractor. The State reserves the right to reject any or all responses, award to single or multiple responders, accept partial offers, inspect the facility prior to award, or cancel the solicitation at its discretion, and bidders' offers must remain firm for 180 days unless otherwise approved in writing.