Minnesota Supplier Systems #2000018223

Minnesota DHS Solicitation for Conference Space, Lodging, AV, and Catering for FY26 DDHHS All-Staff Meeting

Minnesota's Department of Human Services is seeking bids for a comprehensive conference solution for the FY26 Deaf, DeafBlind, and Hard of Hearing State Services Division All-Staff Meeting. - Government Buyer: - State of Minnesota, Department of Human Services (DHS), Deaf, DeafBlind, and Hard of Hearing State Services Division - Products and Services Requested: - Lodging: 30 single occupancy rooms for one night, within 25 miles of Moorhead, MN - Conference Facilities: General session room (U-shape seating for 33), breakout rooms, exhibitors area, mothers room, prayer room, dining room - Audio-Visual Equipment: LCD projector, presenter, large screen, technical support, equipment setup; Wi-Fi and hardwired internet for presenters and attendees - Catering: Buffet breakfast, themed buffet lunches, snack break, beverage service for 33 attendees over two days - Shuttle Services: Required if lodging, conference facility, and parking are not within 1/4 mile - Business Center Access, event setup starting 5 PM day before conference - Unique/Notable Requirements: - Facility must be clean, well maintained, and ADA compliant - Strict adherence to Minnesota's diversity and inclusion goals - Prohibition of certain substances (PFAS, triclosan, coal tar, PBDEs) in supplied goods - Compliance with fire safety and COVID-19 requirements - Electronic bid submission via SWIFT Supplier Portal; pricing must use provided Price Schedule - State may provide own AV equipment at no charge - No specific OEMs or vendors are named; opportunity is open to all qualified suppliers - Delivery and performance locations include Moorhead, MN and Lafayette Dock Receiving in St. Paul, MN - Contract awarded to lowest responsible bidder meeting all specifications

Description

This solicitation is for conference space, lodging, audio-visual equipment, and catering services for a conference scheduled in June 2026 in Moorhead, Minnesota. The event is a formal Request for Bid (RFB) issued by the Minnesota Department of Human Services. Bidders must submit their proposals electronically via the Supplier Portal by April 29, 2026. The contract term is from June 1, 2026, to August 31, 2026, and the award will be made to the lowest responsible bidder meeting all specifications and terms.

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