Health Improvement Bureau All Staff Meeting

The Minnesota Department of Health — Health Improvement Bureau is requesting bids for an all-staff conference meeting scheduled for October 6, 2026, with bids due August 27, 2026 and questions due August 21, 2026 at 3:00 p.m. central time. Responses must be submitted exclusively through the SWIFT Supplier Portal; non-electronic and email submissions will not be accepted.

The venue must accommodate 300+ attendees within a 20-mile radius of the Minnesota Capital Building at 75 Rev. Dr. Martin Luther King Jr. Boulevard, St. Paul, Minnesota, to minimize attendee travel costs and time away from work. The scope includes a general session room with banquet-style seating for 300 people, three breakout session rooms accommodating 100 individuals each, adequate parking for all attendees, audio-visual equipment rental with technical support (screens, projectors, microphones, sound equipment, Wi-Fi, and electrical access), and catering comprising lunch and all-day beverage service (coffee and water) from 9:00 a.m. to 3:30 p.m. on October 6. Lodging, conference, and parking facilities must be co-located within one-quarter mile or connected by shuttle service.

Vendors must submit firm, itemized pricing on the provided price schedule (Exhibit D) covering parking, general session room rental, breakout session rooms, lunch for 300 attendees, all-day beverages, and specified cancellation fees by notice timing. The state does not guarantee a minimum meal count or number of attendees; prices remain firm regardless of actual attendance falling below the 300-person estimate. The contractor must provide commercial general liability insurance ($2,000,000 per occurrence minimum), commercial automobile liability insurance ($5,000,000 per occurrence minimum), and workers' compensation insurance per Minnesota statute. The contract period is effective August 26, 2026, and expires November 25, 2026, or upon satisfactory completion. The state will pay invoices within 30 days. Questions should be directed to Sherry Otto at Sherry.otto@state.mn.us.