Reissue Conf: Shaping the Future for Child Care
Closed State & local contract opportunity Posted
- Solicitation number
- 2000018501
- State
- Minnesota
- Responses due
Opportunity facts
- Point of contact
-
- Mai N Lor mai.n.lor@state.mn.us (651) 201-2443
Updated .
About this opportunity
The State of Minnesota Office of the Ombuds for Family Child Care Providers is soliciting proposals for a conference venue to host the Reissue Conference: Shaping the Future for Family Child Care Providers on October 16–18, 2026, and October 22–24, 2027, with proposals due July 31, 2026 at 2:00 PM CT and questions due July 27, 2026.
The venue must be located in one of five Minnesota counties: Stearns, Benton, Sherburne, Morrison, or Mille Lacs. Targeted group businesses, economically disadvantaged businesses, and veteran-owned businesses certified by the State may receive preference points equal to 12 percent of total available points.
The scope requires lodging for approximately 100 guests on the Thursday prior to each conference and 125 guests for Friday and Saturday nights; meeting facilities including a general session room for 250 attendees, six breakout rooms for approximately 45 attendees each, registration area (minimum 1,000 square feet), exhibitors' area for 30–35 vendors, mothers' room, and prayer room; full catering including breakfast, lunch, dinner, and afternoon breaks with vegan, gluten-free, and halal meat options; audio-visual equipment (mounted projectors, screens, microphones, Wi-Fi) in all presentation rooms; and onsite parking either free or via vouchers. Lodging, conference facilities, and parking must be within one-quarter mile of each other or connected by free shuttle services.
Evaluation occurs in three phases: Phase 1 assesses responsiveness and mandatory requirements on a pass/fail basis; Phase 2 evaluates acceptance of terms and conditions (100 points), cancellation policy (100 points), cost detail (800 points), audio-visual equipment (pass/fail), free parking (pass/fail), and applicable preference points (up to 120 points); Phase 3 selects the finalist based on best value. Responders must itemize all costs on the provided price schedule and state cancellation charges in specific dollar amounts for various notice periods; if no charge is indicated, the State will not pay any cancellation fee. The contract runs August 21, 2026, through December 31, 2027, with an option to extend up to an additional 12 months. Selection is anticipated by August 7, 2026. Responses must be submitted through the SWIFT Supplier Portal and include a Workforce and Equal Pay Declaration unless the responder employed fewer than 40 employees during the prior 12 months.
Opportunity text
The purpose of this Solicitation is to establish a Contract for the Office of the Ombuds for Family Child Care Providers, Reissue Conference: 2026 and 2027 Shaping the Future for Family Child Care Providers. Venue must be located in one of the following Minnesota counties: Stearns, Benton, Sherburne, Morrison, or Mille Lacs. Venue must provide Audio-Visual Equipment as requested in Exhibit C, Supplement 1 Specifications and 2026 & 2027 Exhibit D Price Schedules. Venue must provide onsite parking either free of charge or provide parking vouchers for both event years. Dates: October 16-18, 2026 Approximate number of attendees: 250 Lodging is needed for 100 on Thursday, October 15, 2026 and 125 on October 16-17, 2026. Check out on Sunday, October 18, 2026. Dates: October 22-24, 2027 Approximate number of attendees: 250 Lodging is needed for 100 on Thursday, October 21, 2026 and 125 on October 22-23, 2026. Check out on Sunday, October 24, 2026. QUESTIONS/CLARIFICATIONS. Any questions and/or clarifications in regard to the solicitation response must be made in writing to Mai N Lor, Buyer I, via email at Mai.N.Lor@state.mn.us by July 27, 2026, no later than 2:00 PM CT. If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the RFP, they must immediately notify the Buyer in writing of such error and request modification or clarification of the document. Responders are not to contact anyone within any other State Agency regarding this solicitation. The State is not obligated to answer questions submitted after the questions/clarifications due date and time. Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is canceled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedules, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms. If the conference is canceled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor. **ATTENTION RESPONDERS** You must submit all responses electronically through the SWIFT portal. See line items for specifications. OSP does not accept email or faxed responses. Please be aware there may be attachments included in this event. The supplier is responsible for reviewing all attachments, including the Event Details and the Responders Declarations Documents. DOCUMENTS INCLUDED WITH THIS SOLICITATION: 1. Reissue Request for Proposal (RFP) 2. Reissue Sample Contract and Exhibits 3. Reissue RFP Attachments 4. 2026 Exhibit D Price Schedule 5. 2027 Exhibit D Price Schedule If you need assistance, please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1 again.
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