REBID - FY26 DDHHS All-Staff Meeting

The Minnesota Department of Human Services, Deaf, DeafBlind, and Hard of Hearing State Services Division (DDHHS) is soliciting competitive bids for comprehensive conference services for the FY26 All-Staff Meeting, a formal procurement identified as Solicitation ID 2000018358. The procured services include conference space, lodging accommodations, catering, audio-visual equipment, and shuttle services for an event scheduled for June 22-23, 2026, in the Moorhead, Minnesota area, with approximately 33 attendees. Specific deliverables include 30 single-occupancy lodging rooms for June 22 with check-out on June 23, one general session meeting room configured with U-shaped seating for 33 people equipped with large screens, electrical access, and Wi-Fi, breakfast service on June 23, lunches on both days (taco buffet and wrap sandwiches), morning and afternoon snacks with beverages, business center amenities, and parking facilities. All facilities and lodging must be located within one-quarter mile of each other, or the contractor must provide complimentary shuttle services. The contractor must maintain Commercial General Liability insurance of $2,000,000 per occurrence, Commercial Automobile Liability of $5,000,000, and Workers' Compensation Insurance, and must comply with the Americans with Disabilities Act, Minnesota Clean Indoor Air Act, Hotel and Motel Fire Safety Act of 1990, and CDC/Minnesota Department of Health COVID-19 guidance. Bids must be submitted electronically through the SWIFT Supplier Portal no later than 4:30 PM Central Time on May 27, 2026, with a question deadline of 12:30 PM Central Time on May 22, 2026; the contract term runs from June 15, 2026, through August 31, 2026. Evaluation will award the contract to the lowest responsible bidder meeting all specifications and contract terms and conditions, with the State reserving the right to award items separately, by grouping, or by total amount as deemed most advantageous.

The State of Minnesota is committed to diversity and inclusion in procurement and encourages responses from Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities; additional information is available through the Office of Equity in Procurement at 651.201.2402 or https://mn.gov/admin/business/vendor-info/oep/. All responses must include completed Responder Declarations and comply with Minnesota's Commitment to Diversity requirements. Vendors initially registered only as bidders in the system must complete supplier registration prior to receiving a notice of intent to award. Pricing must be itemized in United States currency with specific line items for room charges, taxes, parking, meeting room services, all catering components including food, gratuity, and taxes; cancellation fees must be stated as fixed dollar amounts with separate structures based on notice periods. The solicitation does not specify a budget range or estimated award value, and no incumbent vendors or current contractors are identified. Contractors requiring assistance with registration or portal submission may contact the SWIFT Contractor Assistance Helpdesk at 651.201.8100, Option 1. The State reserves the right to conduct facility inspections prior to award and may reject responses based on facility condition, cleanliness, maintenance, or other deficiencies, and reserves the right to cancel the event without penalty with 30 days' notice or immediately for breach or insufficient funding.