MnDOT 2026 Managers’ Workshop

The Minnesota Department of Transportation (MnDOT) is requesting bids for conference services for the 2026 Managers' Workshop on Thursday, October 8, 2026, with approximately 200 attendees, with bids due July 30, 2026 at 2:00 PM Central Time through the SWIFT Supplier Portal (Event #2000018496).

Targeted group businesses (minority-owned, women-owned, disability-owned, or veteran-owned) and those located in economically disadvantaged counties certified by the State receive a 12 percent preference of total available points; DEED/DHS eligible providers receive 6 percent preference. The facility must be located within the seven-county Metro Area of the Twin Cities.

The contractor must provide lodging (up to 45 single-occupancy rooms with flexible check-in and luggage storage for early arrivals on Wednesday, October 7, 2026), meeting space (general session room accommodating 200 in banquet seating, registration area of minimum 200 square feet, mothers' room, prayer room, and dining area), catering (breakfast, lunch, afternoon break, and all-day beverages for approximately 200 attendees), audio-visual equipment with technical support staff, and parking. All facilities must be within one-quarter mile of each other or the contractor must provide shuttle service at no additional cost. Facilities must comply with the Americans with Disabilities Act, Minnesota Clean Indoor Air Act, and Hotel and Motel Fire Safety Act of 1990 requirements, including sprinkler systems and smoke detection.

The contractor must maintain comprehensive insurance including Commercial General Liability ($2 million per occurrence), Commercial Automobile Liability ($5 million for vehicles over 20-seat capacity), Workers' Compensation (statutory), Network Security and Privacy Liability ($2 million per occurrence), and Professional/Technical Errors and Omissions ($2 million per claim).

The State does not guarantee minimum attendance or room reservations and will not adjust prices if actual attendance falls below the estimate. Pricing must be submitted using the required Exhibit D Price Schedule format and must include all permits, licenses, insurance, taxes, and disposal fees. Payment terms are Net 30 days following receipt of an undisputed invoice. Bids remain firm for 180 days from submission. Questions are due July 23, 2026, at 2:00 PM Central Time to Jessica McMahon at Jessica.mcmahon@state.mn.us.