MPCA - Conference Facilities - May 4-6, 2027

The Minnesota Pollution Control Agency (MPCA) is requesting bids for conference facilities to host a Stabilization Pond Seminar on May 4–6, 2027, with bids due October 28, 2026 through the SWIFT Supplier Portal and questions due October 19, 2026. The venue must be located within 25 miles of one of four specified Minnesota cities — Mankato, Rochester, New Ulm, or New Prague — as measured by Google Maps.

The MPCA offers a 12 percent preference to certified targeted group, economically disadvantaged, and veteran-owned businesses, and a 6 percent preference to eligible DEED/DHS providers under Minnesota Statutes.

The scope includes lodging (20 single-occupancy rooms for May 3–6, 2027 with the State paying for 5 staff rooms only), conference facilities for approximately 50 attendees, meals (continental breakfast and lunch for 40 attendees over three days, plus all-day beverage service), audio-visual equipment with technical staff, and parking for up to 50 vehicles with minimum 13-foot clearance height if in a ramp. The general session room must be at least 1,800 square feet. The contractor must provide reusable serviceware and environmentally conscious practices where feasible, ensure ADA compliance and Minnesota Clean Indoor Air Act adherence, and comply with the Hotel and Motel Fire Safety Act of 1990. If lodging, conference facilities, and parking are not co-located within one-tenth mile, the contractor must provide shuttle services at no additional cost.

The contract term runs April 1, 2027 through June 30, 2027. The contractor is responsible for all costs including permits, licenses, sales and use tax (the State's direct pay permit does not apply), insurance, and disposal fees. Required insurance includes $2,000,000 commercial general liability and $5,000,000–$10,000,000 commercial automobile liability. Payment is Net 30 days. The State reserves the right to inspect facilities prior to award and may reject venues for cleanliness, maintenance, odors, damaged furnishings, or sanitary concerns. Bidder offers must remain firm for 180 days from submission. Responses must include completed Exhibit D Price Schedule with itemized line-item pricing, cancellation fee schedules, scaled room diagrams with dimensions and seating configurations, and required declarations.