Reissue Conf: Shaping the Future for Child Care
Closed State & local contract opportunity Posted
- Solicitation number
- 2000018568
- State
- Minnesota
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Mai N Lor mai.n.lor@state.mn.us (651) 201-2443
Updated .
About this opportunity
The Minnesota Office of the Ombuds for Family Child Care Providers is requesting proposals for venue services 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 August 14, 2026 at 2:00 PM Central Time. The venue must be located in one of five Minnesota counties: Stearns, Benton, Sherburne, Morrison, or Mille Lacs — a geographic filter that narrows available options. Questions are due August 10, 2026 by 2:00 PM CT to Mai N Lor, Buyer I, at Mai.N.Lor@state.mn.us.
Each conference requires accommodations for approximately 250 attendees. Lodging needs are 100 rooms on Thursday prior to each conference and 125 rooms for the two-night conference period (October 15–17, 2026 and October 21–23, 2027). The venue must provide a general session room for 250, six breakout rooms for approximately 45 each, a registration area of at least 1,000 square feet, an exhibitor area for 30–35 vendors, and specialized spaces including mothers' and prayer rooms. Audio-visual equipment must be supplied as specified in Exhibit C, Supplement 1. Onsite parking must be provided either free of charge or through parking vouchers at no cost to attendees. Catering includes breakfast, lunch, afternoon breaks, all-day beverage service, a Thursday evening reception (150 attendees in 2026), and Friday dinner (250 attendees) across two days, with dietary accommodations for vegan, gluten-free, halal, and other special requests.
Evaluation occurs in three phases: Phase 1 tests mandatory requirements; Phase 2 scores acceptance of state terms and conditions (100 points), cancellation policy (100 points), and cost detail (800 points), with audio-visual equipment and free parking as pass/fail criteria; Phase 2 also awards preference points up to 120 for targeted group, economically disadvantaged, and veteran-owned businesses. Phase 3 selects the finalist based on best value. All charges, including taxes, surcharges, and gratuities, must be itemized on the price schedule; unlisted services will not be paid. Respondents must state any cancellation fees on the price schedule; if none are indicated, the State will not pay cancellation charges. The contract term runs August 27, 2026, through December 31, 2027, with an option to extend up to 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 August 10, 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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