MPCA - Conference Facilities - June 1-4, 2026

The Minnesota Pollution Control Agency (MPCA) has issued a Request for Bid (RFB) for comprehensive conference facilities to support a Type IV Basic wastewater treatment training event scheduled for June 1-4, 2026. The venue must be located within 25 miles of St. Cloud, Baxter, or Brainerd, Minnesota, with distances measured via Google Maps. The procurement requires a single contractor to provide room rental, catering, audio-visual equipment rental, and lodging accommodating approximately 62 attendees (55 participants plus 7 staff members), including 35 single-occupancy hotel rooms for three nights, a minimum 1,800 square-foot general session room with classroom seating for 55 attendees during training and 100 attendees during examinations, registration and breakout session areas, parking for a minimum of 100 vehicles with 13-foot clearance for oversized vehicles, continental breakfast, buffet lunch, all-day beverage service, secured luggage storage, and shuttle services if facilities are not within one-tenth mile of each other. The contractor must possess appropriate insurance certifications including Commercial General Liability ($2,000,000 per occurrence), Commercial Automobile Liability ($5,000,000 standard/$10,000,000 for vehicles exceeding 20-passenger capacity), and Workers' Compensation insurance prior to commencing work. All responses must be submitted electronically through the SWIFT Supplier Portal with a deadline of February 3, 2026 at 2:00 p.m. Central Time; questions regarding the solicitation must be submitted by January 26, 2026 at 2:00 p.m. Central Time to Dawn Kochan at dawn.kochan@state.mn.us. The State reserves the right to inspect the facility prior to award and may reject responses based on facility condition, cleanliness, maintenance, or space adequacy, and evaluation will consider targeted group business preferences, economically disadvantaged business preferences, and veteran-owned business preferences.

Targeted group businesses, economically disadvantaged businesses, and veteran-owned businesses certified by the State receive preference points equal to 12 percent of total available points, while eligible DEED/DHS providers receive 6 percent preference points. The MPCA encourages participation from businesses meeting Minnesota's small business size standards and disadvantaged business enterprises, including those majority-owned and operated by racial minorities, women, individuals with substantial physical disabilities, or veterans; prospective bidders qualifying for the State's Small Business Procurement Program certification can contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402. No incumbent vendors or existing infrastructure requirements are identified in the solicitation documents. All contract pricing must be all-inclusive, quoted in United States currency, and cover all inherent costs including fees, permits, licenses, taxes, overhead, and profit; the State will pay only for lodging rooms for the seven staff members, with attendees booking their own rooms individually. Bidders must submit detailed pricing on the provided Price Schedule (Exhibit D), including itemized room rates, taxes, catering costs, parking fees, shuttle service charges, and cancellation fees across specified time windows. The contract term runs from June 1, 2026 through June 4, 2026, with payment due within 30 days of receipt of an undisputed invoice, though no specific budget range or estimated contract value is disclosed in the solicitation documents.