Fall screening board meeting

The Minnesota Department of Transportation (MnDOT) is seeking a vendor to provide comprehensive services for a Fall Screening Board Meeting scheduled for October 22-24, 2024, in Ramsey County and St. Paul City. The procurement involves a Request for Bid (RFB) for a conference requiring lodging, catering, meeting space, and audio-visual services for approximately 40 attendees. Specific deliverables include 40 single-occupancy rooms per night, meal and break catering, a suitable meeting venue, and necessary audio-visual equipment. The solicitation requires vendors to complete the Exhibit D Price Schedule and potentially submit sample transaction documents or additional contractual terms. Responses must be submitted through the state's procurement system by 2:00 PM Central Time on April 5, 2024, with late submissions being automatically disqualified. The state reserves the right to award the contract to a single or multiple vendors, and will conduct facility inspections as part of the evaluation process.

The procurement opportunity includes provisions for small businesses, minority-owned businesses, women-owned businesses, businesses owned by persons with disabilities, and veteran-owned businesses to potentially qualify for certification in the state's Small Business Procurement Program. Bidders must be registered as either a bidder or a supplier to participate in the event, and all contract pricing will be in U.S. dollars. While no specific budget range is explicitly stated, the October 2024 Price Schedule suggests detailed pricing expectations for meeting rooms, catering, and lodging. The contract will not be finalized until after July 1, 2024, or when funding becomes available. Vendors must comply with state and federal laws, provide comprehensive pricing that includes all inherent costs such as duties, permits, licenses, and taxes, and understand that the state will pay invoices within 30 days of receipt of an undisputed invoice.