DNR - Spring Statewide Int. Team Meeting - Mankato

The Minnesota Department of Natural Resources (DNR) is seeking a comprehensive event services contract for its Spring Statewide Interpretive Team Meeting scheduled for April 1-3, 2025, located within 50 miles of Mankato, MN. The procurement requires a single vendor to provide single-occupancy lodging for up to 60 attendees, facility space, audiovisual equipment, and catering services. Specific deliverables include a general session room accommodating 70 attendees, registration area, breakout rooms, and dining facilities with continental breakfast, morning and afternoon breaks, and buffet lunch. The solicitation requires detailed pricing submissions through the SWIFT Supplier Portal, with responses due by March 5, 2025, at 2:00 PM CT. Potential vendors must submit written questions to Sheri Karpenko (sheri.karpenko@state.mn.us) by March 3, 2025, at 2:00 PM CT, with responses to be issued via addendum. Evaluation criteria will likely include venue quality, service capabilities, pricing, and compliance with state specifications outlined in Exhibit C and Exhibit C Supplement 1.

The state has implemented specific set-aside designations and preference programs for this procurement, offering up to 12% preference points for targeted group businesses, including veteran-owned, minority-owned, women-owned, and businesses owned by persons with substantial physical disabilities. Additionally, businesses located in economically disadvantaged counties may receive preferential consideration. Eligible DEED/DHS providers can receive 6% preference points. The contract term is anticipated to run from March 15, 2025, through June 30, 2025, with pricing expected to remain firm regardless of actual attendance. Successful respondents must provide a Certificate of Insurance and sample transaction documents prior to award. While specific budget ranges are not explicitly stated, the procurement anticipates accommodating up to 70 potential attendees, including 60 single-occupancy rooms for two nights and potentially four additional rooms the night before the event. Technical support for bid submission is available through the SWIFT Vendor Helpline at 651.201.8100 for vendors experiencing upload difficulties.