DNR - SNA Retreat within Ely MN

The Minnesota Department of Natural Resources is requesting bids for event space with lodging and catering for a retreat accommodating up to 50 attendees on September 22–24, 2026, within 15 miles of Ely, Minnesota, with bids due June 12, 2026 at 2:00 PM Central Time. Certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses receive 12 percent preference points; eligible DEED/DHS providers receive 6 percent preference points. No set-aside restricts eligibility.

The scope includes up to 50 single-occupancy lodging rooms for two nights (September 22–23); a general session room configured for 50 in square/banquet style; up to three breakout rooms (15–20 capacity each); registration area and mothers' room; parking; audio-visual equipment (overhead projector, screen, flipcharts); Wi-Fi and business center access; and full catering — Day 1 hot buffet lunch (12:00–12:45 PM), Day 2 boxed lunches (ready by 11:00 AM), breakfast (optional continental breakfast offered complimentary with some bids), afternoon breaks, and all-day beverage service. The facility must comply with ADA, fire safety, Minnesota Clean Indoor Air Act, and COVID-19 guidance requirements. Respondents must submit itemized pricing on Exhibit D Price Schedule; the State will not reimburse charges beyond those itemized. All costs — permits, licenses, taxes, insurance, materials disposal — are the contractor's responsibility. The State covers lodging rooms only (excluding room service, beverage charges to rooms, phone charges, gratuity, and service charges) and compensates separately for meals, meeting room rentals, and audio-visual equipment on a fixed, maximum-pricing basis with no adjustment if attendance falls below 50.

The anticipated contract term runs June 15, 2026, through December 1, 2026. Prior to award, the State reserves the right to inspect the facility and reject based on condition issues including odors, damage, staining, dirty linens, mold, or unsanitary conditions. Contractors must carry Commercial General Liability ($2 million per occurrence) and Commercial Automobile Liability ($5 million per occurrence). Bid prices must remain firm for 180 days. Questions are due June 10, 2026 at 2:00 PM CT to sheri.karpenko@state.mn.us.