FY26 DDHHS All-Staff Meeting

The State of Minnesota Department of Human Services (DDHHS), Deaf, DeafBlind, and Hard of Hearing State Services Division, is soliciting bids through a Request for Bid (RFB) for comprehensive conference services for its FY26 All-Staff Meeting scheduled for June 22-23, 2026, in Moorhead, Minnesota. The procurement encompasses conference space, lodging accommodations, audio-visual equipment, and catering services for approximately 33 attendees. Specific deliverables include 30 single-occupancy lodging rooms for one night (June 22), with check-in at noon and checkout on June 23; a private general session room configured in U-shape seating with hardwired and wireless internet access, LCD projector, and large screen; breakfast service on June 23 (7:30-8:30 a.m.); lunches on both days (noon to 2 p.m.); afternoon break service on June 22; beverage service during meeting times; and additional facilities including registration area, breakout rooms, exhibitors' area, mothers' room, prayer room, and dining room. The facility must be clean, well-maintained, with all lodging, conference, and parking facilities within one-quarter mile of each other or shuttle services provided at no additional cost. Contractors must obtain and maintain Commercial General Liability insurance ($2,000,000 per occurrence/$2,000,000 annual aggregate), Commercial Automobile Liability insurance ($5,000,000 minimum for passenger vehicles), and Workers' Compensation Insurance with statutory coverage. All responses must be submitted electronically through the SWIFT Supplier Portal by April 29, 2026, at 4:30 PM Central Time, with questions due by April 22, 2026, at 12:30 PM Central Time. The State reserves the right to inspect the facility prior to award and may reject responses based on facility conditions including odors, damaged furnishings, stained carpeting, or unsanitary conditions. The contract term runs from June 1, 2026, through August 31, 2026, with pricing remaining firm for 180 days from submission.

The State of Minnesota encourages participation from Minnesota-based small businesses owned by minorities, women, veterans, and individuals with substantial physical disabilities through the Office of Equity in Procurement and its Small Business Procurement Program, with potential eligibility for businesses located in economically disadvantaged counties. No incumbent vendors or current contractors are identified in the solicitation documents. Responders must register as suppliers in the SWIFT system prior to award notification; those registered only as bidders must complete supplier registration before award. The evaluation will award the contract to the lowest responsible bidder that meets all specifications and terms and conditions, with the State reserving the right to award items separately, by grouping, or by total value, whichever is deemed most advantageous. All pricing must be submitted on the provided Price Schedule (Exhibit D) in U.S. currency, including all taxes, permits, licenses, insurance, and overhead costs; failure to submit the completed Price Schedule results in response rejection. Payment will be made within 30 days of receipt of an undisputed invoice for satisfactory work and accepted deliverables. No specific budget range or award value is stated in the solicitation documents, though pricing must be itemized to cover lodging, meals, beverages, meeting room rental, audio-visual equipment, parking, and shuttle services as applicable.