DNR - Timber Appraisal Meeting Lodging only

The Minnesota Department of Natural Resources (DNR) is seeking single occupancy lodging for up to 25 attendees for its Timber Appraisal and Design Meeting scheduled from October 14-17, 2024. The procurement is specifically for lodging within 15 miles of 1201 E Hwy 2 in Grand Rapids, Minnesota, with all responses to be submitted electronically through the SWIFT portal by August 22, 2024, at 2:00 PM Central Time. The contract term will run from August 30, 2024, to December 31, 2024, with the DNR requiring accommodations that include check-in and check-out procedures, parking, and business center access, but explicitly excluding conference facilities or meal services. Vendors must provide a nightly room rate inclusive of all taxes, fees, and service charges, and must comply with specifications detailed in the SAMPLE contract's Exhibit C and Exhibit C Supplement 1. The DNR will issue only one purchase order per vendor, and payment will be made after all items have been received and approved, with no partial payments permitted. The state reserves the right to inspect facilities prior to award and reject responses based on issues such as cleanliness, damage, or lack of dedicated space.

The solicitation includes provisions for the State's Small Business Procurement Program and requests vendors indicate their eligibility for veteran-owned business preferences in accordance with Minnesota statutes. No subcontracting will be allowed for this event, and all questions must be directed to the listed buyer, Sheri Karpenko. While the DNR does not guarantee a minimum number of lodging rooms, the contract prices shall remain fixed even if attendance falls below the estimated 25 attendees. Prompt pay discounts are requested, with various options provided for vendors. The state will ultimately award the contract to the most advantageous responsible responder, considering factors beyond just price. Although specific budget ranges are not explicitly stated, vendors must complete the provided Price Schedule detailing room charges, taxes, and total costs per room per night. The solicitation emphasizes that the DNR will be the sole determinant of whether a vendor meets the specified requirements.