Minnesota Supplier Systems #T7901-2000017990

MnDOT Solicitation for 2026 LRRB RIC Summer Meeting Venue, Lodging, Catering, and AV Services

The Minnesota Department of Transportation (MnDOT) is seeking a venue and related services for the 2026 LRRB RIC Summer Meeting, accommodating approximately 35 attendees. - Government Buyer: - Minnesota Department of Transportation (MnDOT), LRRB RIC - Vendors Responding: - Maddens Bros Inc (Madden's on Gull Lake) - Legacy Resort LLC (Craguns) - Chase on the Lake Management Inc - Products/Services Requested: - Lodging: 35 single-occupancy rooms for 2 nights - Catering: Breakfast, lunch, dinner, morning and afternoon breaks, and all-day beverage service for 35 attendees - Meeting Rooms: General session and breakout rooms with tables, chairs, instructor tables, and exhibitor/vendor areas - Audio/Visual Equipment: LCD projectors with wireless presenters, microphones (handheld and lavalier), mixer systems, sound equipment, large screens, Wi-Fi, and electrical access - Parking: 35 parking spots, free of charge - Unique or Notable Requirements: - Venue must be within 40 miles of Brainerd, MN - Lodging, conference, and parking facilities must be within a quarter mile of each other or provide free shuttle service - Firm pricing required regardless of actual attendance; no minimum guaranteed rooms or meals - All charges must be itemized in the price schedule - Cancellation policies and attrition fees apply - Award will be made on an all-or-none basis - Estimated Contract Value: - Bids range from approximately $15,000 to $25,000 based on submitted price schedules - Place of Performance and Delivery: - Primary event location: Brainerd, MN area (including Madden's on Gull Lake, Craguns, Chase on the Lake) - Delivery location for documentation: MNDOT Library, Transportation Building, St Paul, MN

Description

This solicitation is a Request for Bids (RFB) issued by the Minnesota Department of Transportation to establish a contract for the 2026 LRRB RIC Summer Meeting scheduled for June 15 and 16, 2026. The event is expected to host approximately 35 attendees, with services including lodging, catering, and audio/visual meeting rooms. The conference must be held within 40 miles of Brainerd, MN, and bidders must complete and submit specified attachments including price schedule worksheets. Pricing is firm regardless of actual attendance, and the award is all or none.

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