Minnesota Supplier Systems #H5101-2000017740

Venue, Lodging, Catering, and Conference Services for 2026 MHSATS Nursing Leadership Conference

This opportunity involves the procurement of venue, lodging, catering, and conference services for the 2026 MHSATS Nursing Leadership Conference in Crow Wing County, Minnesota. - Government Buyer: - State of Minnesota, Direct Care and Treatment (DCT), Executive Board of Direct Care and Treatment - Department of Defense, Military Health System (MHS), MHS Advanced Technology and Support (MHSATS) - OEMs and Vendors Mentioned: - Grand View Lodge - YBR Properties Baxter LLC (The Lodge at Brainerd Lakes) - Breezy Point Resort - Products and Services Requested: - Lodging: 75 single occupancy rooms per night, 14 shared cabin rooms (with lockable bedrooms and bathrooms) - Meeting and conference facilities: General session and breakout rooms, registration, mothers' and prayer rooms, dining areas - Audiovisual equipment: LCD projectors, wireless presenters, microphones (table, handheld, lavalier), mixer systems, sound equipment, large screens, flipchart stands - Catering: Breakfast, lunch, dinner, morning and afternoon breaks, all-day beverage service for up to 75 attendees over 2 days - Parking: Up to 250 vehicles - Shuttle services: Provided if lodging, conference, and parking are not within 1/4 mile - Unique or Notable Requirements: - Exclusive 24-hour access to all meeting spaces during the event - Firm pricing regardless of actual attendance - Detailed cancellation policy with all potential fees stated in the price schedule - Compliance with ADA, fire safety, and COVID-19 guidelines - Special dietary accommodations for catering (vegetarian, low-fat, allergen labeling) - Proximity of lodging, conference facility, and parking within a quarter mile or shuttle service at no additional cost - Preference for venues located in Crow Wing County, MN - Estimated Contract Value: - Approximately $37,000 - Primary Locations: - Grand View Lodge (Nisswa, MN) - The Lodge at Brainerd Lakes (Baxter, MN) - Breezy Point Resort (Breezy Point, MN) - MN Direct Care and Treatment, Vadnais Heights, MN (delivery/contracting office) - Crow Wing County, MN (place of performance) - Period of Performance: - Conference dates: April 28-30, 2026 - Contract expires after obligations are fulfilled, with cancellation fees as detailed

Description

This solicitation is for a one-time contract to host the 2026 MHSATS Nursing Leadership Conference from April 28-30, 2026. The event requires exclusive use of all conference meeting rooms, including registration, general session, and exhibitor areas, 24 hours per day during the conference. The responder must be located in Crow Wing County or Cass County as per addendum. The estimated attendance is approximately 75 people, and the state does not guarantee minimum lodging or meal counts. The cancellation policy requires any fees to be stated in the price schedule, covering all associated costs if the conference is canceled for reasons other than insufficient funding.

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