Mdva cvso north spring conference 2027

The Minnesota Department of Veterans Affairs is soliciting bids for the MDVA CVSO North Spring Conference 2027, a contract for lodging, meeting space, meals, shuttle, and audio-visual services for approximately 100 attendees on March 2-4, 2027, with questions due November 19, 2026 at 12:00 p.m. Central Time and bids due November 23, 2026 at 12:00 p.m. Central Time. The State will consider certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses for a 12-percent preference in scoring, and eligible DEED/DHS providers for a 6-percent preference. Bidders are encouraged to determine whether they meet the State's Small Business Procurement Program criteria, such as minority, women, disability, or veteran ownership, or location in economically disadvantaged counties.

The facility must be clean and well maintained and located within a fifteen-mile radius of Bemidji Regional Airport in Bemidji, Minnesota, and the State may inspect facilities before award. The bid worksheet specifies 30 single-occupancy rooms for March 1-4 and 12 for March 2-4, plus 8 suites or condos. It requires a classroom-style general session room with instructor tables, podiums, microphones, LCD projectors, large screens, and Wi-Fi, sized at 80 guests in the worksheet and 100 in the sample contract. The sample contract also calls for two projectors with wireless presenters, two large screens, three podium microphones, breakout rooms, registration, a mothers' room, a prayer room, and an exhibitors' area. Catering covers breaks, lunch, and beverages, served buffet style with low-fat, low-cholesterol, and vegetarian options and clear allergen labeling. Shuttles are required if properties are not within one-quarter mile of each other, with free shuttles preferred. Facilities must comply with the Hotel and Motel Fire Safety Act of 1990, the Americans with Disabilities Act, the Minnesota Clean Indoor Air Act, and current COVID-19 guidance. Required insurance includes commercial general liability of $2,000,000 per occurrence and $2,000,000 aggregate and commercial automobile liability of $5,000,000 per occurrence.

The contract term runs from December 1, 2026 through May 1, 2027. The State does not guarantee minimum rooms or meals, and prices must remain firm if attendance falls below the estimate of 100. Payment is Net 30 on undisputed invoices through an itemized master bill. The State assumes cancellation fees if the conference is cancelled for reasons other than non-appropriation. Prices must be inclusive of permits, licenses, insurance, and parking permits, with no additional charges beyond those listed unless authorized by contract amendment.

Questions go to Ivette Valdes at ivette.valdes@state.mn.us. Bids must be submitted through the SWIFT portal, with email and fax not accepted, and late responses will not be considered. The RFP summary lists the price schedule (Exhibit D) as due December 5, 2026. The agenda runs from 1:00 p.m. on March 2 to 12:00 p.m. on March 4, with attendees responsible for lunch on Day 1 and all dinners.