MPCA-Conference Facilities-May 19, 2026

The Minnesota Pollution Control Agency (MPCA) is issuing a Request for Bid (RFB) for comprehensive conference facilities to host a Type IV Basic refresher training event on May 19, 2026. The procurement encompasses room rental, catering, audiovisual equipment rental, and lodging services for approximately 88 attendees (80 participants and 8 staff members). Eligible facilities must be located within 25 miles of one of three specified Minnesota cities: Rochester, New Ulm, or Mankato, with distances measured using Google Maps. Required deliverables include a general session room (minimum 1,800 square feet) configured for 80 people in classroom style, one breakout session room accommodating up to 20 people, lodging for 48 single-occupancy rooms with check-in on May 18, 2026, and check-out on May 19, 2026, continental breakfast and all-day beverage service, lunch service, audiovisual equipment rental, parking for 88 vehicles, shuttle services if applicable, and a registration area with secured storage. The bid submission deadline is January 27, 2026, at 2:00 PM Central Time, with a questions deadline of January 20, 2026, at 2:00 PM Central Time; all responses must be submitted electronically through the SWIFT Supplier Portal, and late submissions will not be accepted. The State reserves the right to inspect the facility prior to award and may reject responses based on facility condition, cleanliness, maintenance, or other quality standards. Bidders must submit a completed pricing schedule with itemized costs for all services, detailed facility diagrams showing room measurements and seating arrangements, Responder Declarations, a Bid Compliance Checklist, and proof of required insurance coverage.

Businesses certified as Targeted Group, Economically Disadvantaged, or Veteran-Owned by the State will receive a 12 percent preference in scoring, while eligible DEED/DHS providers receive a 6 percent preference. All responses remain nonpublic during the evaluation process and will not be disclosed except to personnel with official duties requiring such knowledge. The contractor must provide Commercial General Liability Insurance with minimum limits of $2,000,000 per occurrence and $2,000,000 annual aggregate, Commercial Automobile Liability Insurance with minimum limits of $5,000,000 per occurrence for passenger vehicles with 20 or fewer capacity, and Workers' Compensation Insurance per Minnesota statutory requirements. Pricing must include all applicable taxes, fees, and tariffs, and payment terms require Net 30 days following receipt of an undisputed invoice. The State does not guarantee a minimum number of lodging rooms or meals to be purchased and will pay only for rooms and services actually utilized. Contractor responses are binding for 180 days unless otherwise approved in writing by the State, and the contract is subject to Minnesota law and may be terminated for convenience with 30 days' notice or for breach.