MNDOTFall Screening Board Meeting 2026

The Minnesota Department of Transportation (MnDOT) is requesting bids for lodging, meeting space, catering, and audio-visual services for the State Aid Screening Board Fall meeting, October 27–29, 2026, with responses due June 12, 2026 through the SWIFT Supplier Portal.

Minority-owned, women-owned, veteran-owned, and small disadvantaged businesses certified by the State receive a 12% preference of total available points; eligible DEED/DHS providers receive an additional 6% preference. The facility must be located within a 30-mile radius of Brainerd, Grand Rapids, or Alexandria, Minnesota, with lodging, meeting, and catering facilities within one-quarter mile of each other or free shuttle service provided.

The scope includes up to 40 single-occupancy rooms for two nights (October 27–28 and October 28–29), one general session room configured for up to 40 attendees for 2.5 days (all-day October 27–28, morning October 29) with classroom or crescent-round setup, tables, chairs, large white screens, electrical access, and Wi-Fi. Catering comprises hot lunch and dinner buffets October 27–28, hot breakfast buffets October 28–29, and beverage breaks (afternoon pop and water, morning coffee and water). Audio-visual items may include whiteboard, AV cart, and projector. The State will pay only for occupied rooms and actual meals served, with final meal count determined 10 days prior.

Contract term runs July 1 through October 29, 2026. The contractor must provide proof of Commercial General Liability ($2 million per occurrence), Commercial Automobile Liability ($5 million per occurrence), and Workers' Compensation coverage. The State reserves the right to cancel reservations without penalty until October 19, 2026, and retains the right to inspect facilities prior to award. Award is delayed pending legislative funding appropriation after July 1, 2026. Questions are due June 9, 2026 at 2:00 PM Central Daylight Savings Time to Thomas.buse@state.mn.us.