MCD Strategic Planning Retreat
Closed State & local contract opportunity Posted
- Solicitation number
- 2000015628
- State
- Minnesota
- Responses due
Opportunity facts
- Jurisdiction
Updated .
About this opportunity
The Minnesota Council on Disability (MCD) is seeking a contractor to host and facilitate a strategic planning retreat scheduled from May 30 to June 2, 2024, located within 35 miles of Brainerd City Hall. The procurement involves comprehensive event services including lodging, meeting rooms, catering, and audio-visual equipment for an estimated 45 attendees, with 25 single occupancy and 15 double occupancy rooms. Key deliverables include providing fully equipped event spaces, meals, and necessary technological infrastructure to support the strategic planning session. The solicitation requires vendors to submit detailed pricing through the SWIFT Supplier Portal by April 17, 2024, at 3:00 PM Central Time, with a questions submission deadline of April 12, 2024. Evaluation criteria will focus on acceptance of contract terms, cancellation policy, cost structure, and overall responsiveness to the RFP requirements. The contract term is anticipated to run from May 1, 2024, to June 30, 2024, with potential extension options for up to an additional 12 months.
The state has implemented preference points for targeted group businesses, economically disadvantaged enterprises, and veteran-owned businesses, suggesting opportunities for diverse vendors to compete. While no specific incumbent vendors are mentioned, the procurement process indicates potential for multiple award scenarios, with the state reserving the right to negotiate with highest-scoring respondents. The pricing structure requires firm quotes that will not be adjusted based on actual attendance, and vendors must clearly outline any potential cancellation fees in their proposal. Responders needing technical assistance can contact the Vendor Assistance Helpdesk at 651-201-8100 for registration and system navigation support. Though specific budget ranges are not explicitly stated, the comprehensive nature of the event services suggests a potentially substantial contract value. Vendors must be prepared to meet specific accessibility requirements and provide detailed event management capabilities to successfully compete for this contract opportunity.
Opportunity text
*Addendum 1 to correct the SWIFT event description estimated room numbers to match the rest of the RFP documents* End of Addendum 1 The purpose of this solicitation is to establish a Contract for the Minnesota Council on Disability (MCD) Strategic Planning Retreat. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices submitted in response are firm and will not be adjusted if the number of attendees falls below the estimate. This event requires a location within 35 miles of Brainerd City Hall, 501 Laurel St, Brainerd, MN 56401 Event Dates: Thursday, May 30 to Sunday, June 2, 2024 Single Occupancy Estimated Number of Rooms: 25 Double Occupancy Estimated Number of Rooms: 15 Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is cancelled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedule, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms. If the conference is cancelled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor. Submitting Questions. The deadline for submitting questions is April 12, 2024, at 3:00 PM Central Time. Questions must be submitted in writing to Erin Snaza at erin.snaza@state.mn.us. All questions received by the cut-off date and time will be responded to via an addendum. Responders needing help with registration and/or assistance with navigating the SWIFT System may contact the Vendor Assistance Helpdesk at: 651-201-8100, Option #1, then Option #1 again.
Files
| File | Type | Posted |
|---|---|---|
| Price_Schedule_.xlsx | XLSX spreadsheet | |
| RFP_Request_for_Proposal.pdf | ||
| Attachments.pdf | ||
| Sample_Contract__and__Exhibits.pdf | ||
| MCD_Strategic_Planning_Retreat.pdf |
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