Minnesota Supplier Systems #2000018257

MnDOT Solicitation for 2026 Maintenance Supervisor Conference Venue, Lodging, Catering, and AV Services

The Minnesota Department of Transportation (MnDOT) is seeking a venue and related services for its 2026 Maintenance Supervisor Conference, to be held in the Redwood Falls/Morton, MN area. - Government Buyer: - Minnesota Department of Transportation (MnDOT) - Key contacts: Jessie Cash (Transportation Department), Daniel Meinen (Transportation Operations Supervisor) - Products and Services Requested: - Lodging: Approximately 140 single-occupancy rooms for conference attendees - 10 rooms on the first night, 55 rooms on each of the next two nights - Conference Facilities: 3 conference rooms or general session/dining rooms for up to 100 attendees - Must be within one-quarter mile of lodging or provide shuttle service at no extra cost - Meeting rooms must have internet access and AV support - Audio/Visual Equipment and Support: 3 sets of AV equipment and podiums, with on-site technical support for setup and testing - State may provide its own equipment if desired - Catering: Buffet-style meals, snacks, and beverages for approximately 100 attendees - Includes breakfast, lunch, and refreshment breaks - Must accommodate dietary restrictions and label allergens - Shuttle Services: Required if lodging, conference, and parking are not within one-quarter mile of each other - Unique or Notable Requirements: - Facility must be clean, well-maintained, and ADA compliant - All services must be provided within 30 miles of Redwood Falls or 50 miles of Morton, MN - Electronic invoicing is preferred - Pricing is firm regardless of actual attendance - Strict adherence to the provided price schedule worksheet - Compliance with safety regulations and dietary accommodations - No specific OEMs or commercial vendors are named in the solicitation - No NAICS, NIGP, or UNSPSC codes are specified

Description

The Minnesota Department of Transportation (MnDOT) is soliciting bids for the 2026 Maintenance Supervisor Conference scheduled for September 13-16, 2026, near Redwood Falls, MN. The contract includes providing approximately 140 lodging rooms, 3 conference rooms, audio/visual equipment and podiums, and meals/snacks/beverages for about 100 attendees. The event requires a clean, well-maintained facility within 30 miles of Redwood Falls, and bidders must complete and submit detailed price schedules and declarations. Electronic invoicing is preferred.

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