MnDOT State Aid All-staff Annual Meeting

The Minnesota Department of Transportation is requesting bids on lodging and conference services for its State Aid All-Staff Annual Meeting, with responses due August 17, 2026 at 2:00 p.m. Central Time through the SWIFT Supplier Portal. The facility must be a resort or similar location within 30 miles of Brainerd, Minnesota, accommodating approximately 80 attendees for a November 4–5, 2026 event.

MnDOT encourages participation from Minnesota-based small businesses and minority-owned, women-owned, disabled-owned, and veteran-owned enterprises. Certified Targeted Group, Economically Disadvantaged, and Veteran-Owned businesses receive a 12 percent preference in points; eligible DEED/DHS providers receive a 6 percent preference.

The scope includes lodging for up to 80 single-occupancy rooms for one night (November 4–5), a private general session room configured for classroom or crescent-round seating, dining facilities, meals (lunch and dinner on November 4; breakfast on November 5), refreshment breaks on the afternoon of November 4 and morning of November 5, parking within one-quarter mile, business center access, and audio-visual technical support. Meeting rooms must include white screens, electrical access, and Wi-Fi connectivity. The State reserves the right to cancel room reservations until October 28, 2026.

Respondents must submit all pricing on the provided Exhibit D Price Schedule with line-item costs for lodging, meeting room charges, and catering; freight costs must be included. Respondents must establish tiered cancellation fees based on notice periods from 117 days through less than 24 hours prior to the event. The contractor must carry commercial general liability coverage of $2 million per occurrence, commercial automobile liability of $2 million (or $10 million for larger vehicles), and workers' compensation. The anticipated contract term runs from September 2026 through June 2027, with Net 30 prompt payment terms.

Questions are due August 12, 2026 at 2:00 p.m. Central Time to Marcia.Guerra@state.mn.us. All responses must be submitted electronically; late and non-electronic responses will not be accepted. Responder Declarations must be completed and attached to each response.