MPCA Conference Facilities May 4-7, 2026

The Minnesota Pollution Control Agency (MPCA) issued a Request for Bid (RFB) for conference facilities to host a Stabilization Pond Seminar scheduled for May 4-7, 2026. The venue must be located within 25 miles of either Brainerd City Hall (501 Laurel Street, Brainerd, MN 56401) or Baxter City Hall (13190 Memorywood Drive, Baxter, MN 56425), with distances measured using Google Maps. The procurement encompasses comprehensive conference services including lodging for 37 single-occupancy hotel rooms with a three-night stay (check-in May 4, check-out May 7), conference room rental for three days, audiovisual equipment rental with technical support, and full catering services for up to 67 attendees. Required facilities include a General Session Room with a minimum 1,800 square feet accommodating 60 people with round table seating, a Registration Area, breakout session rooms, and a dining room equipped with internet access and audiovisual capabilities. Catering services must include continental breakfast (7:30 a.m. to 10:30 a.m.), lunch (buffet at 12:00 p.m. or 11:30 a.m.), all-day beverage service (7 a.m. to 5 p.m.), and refreshment breaks across three days. Bidders must submit detailed facility diagrams showing registration areas, general session room seating arrangements, and exam room specifications; all responses must be submitted electronically through the SWIFT Supplier Portal no later than 2:00 p.m. Central Time on January 27, 2026, with a questions deadline of 2:00 p.m. Central Time on January 15, 2026 (directed to cari.larose@state.mn.us). All pricing must be provided in United States currency on the designated Price Schedule, with contractors unable to seek additional costs beyond those quoted. The State reserves the right to inspect facilities prior to award and may reject responses based on facility condition issues such as odors, damaged furniture, stained carpeting, mold, or unsanitary conditions.

Businesses certified as Targeted Group, Economically Disadvantaged, or Veteran-Owned enterprises will receive a 12 percent preference in scoring, while eligible DEED/DHS providers will receive a 6 percent preference. Respondents must also be eligible for the state's Small Business Procurement Program and complete diversity and inclusion questions regarding Minnesota-based small business status and ownership by minorities, women, individuals with disabilities, or veterans. All responses must remain firm for 180 days unless otherwise approved in writing by the State. No incumbent vendors or current contractors are identified in the solicitation, and no set-aside designations or specific funding sources are listed. Insurance requirements include Commercial General Liability coverage of $2,000,000 per occurrence, Commercial Automobile Liability coverage of $5,000,000 to $10,000,000 depending on vehicle capacity, and Workers' Compensation coverage, with certificates of insurance required prior to work commencement. The contract will pay only for the seven staff rooms, with individual attendees booking their own rooms; the State does not guarantee a minimum number of lodging rooms or meals, and contract prices shall not be adjusted if attendance falls below estimates. Payment terms are Net 30 days following receipt of an undisputed invoice. No specific budget range or award value is disclosed in the solicitation documents.