Minnesota Supplier Systems #R2901-2000018014

Comprehensive Event Services for Minnesota DNR 2026 Summer Supervisors Meeting

The Minnesota Department of Natural Resources (DNR) is procuring comprehensive event services for its 2026 Summer Forestry Supervisors Meeting. - Government Buyer: - Minnesota Department of Natural Resources (DNR) - Primary contacts: Shannon Jensen, Sheri Karpenko - Vendors and OEMs: - Awarded vendor: YBR Properties Baxter LLC (The Lodge at Brainerd Lakes) - No specific OEMs named for AV equipment; The Lodge at Brainerd Lakes is the primary provider for all services - Products and Services Requested: - Lodging: Up to 75 single-occupancy rooms per night for three nights (July 27-29) - Meeting Facilities: General session room for 75 attendees, up to 8 breakout rooms for 12 people each, registration area, secure storage, exhibitors area, mothers room, prayer room, dining room - Audio-Visual Equipment: LCD projectors, microphones (handheld, lavalier), sound equipment, Wi-Fi access, technical support - Catering: Breakfast, lunch, dinner, morning and afternoon breaks, all-day beverage service for up to 75 attendees - Shuttle Service: Provided if lodging, conference, and parking facilities are not within a quarter mile (at no additional cost) - Unique/Notable Requirements: - All facilities must be ADA compliant and meet safety regulations - Lodging, conference, and parking must be within a quarter mile or shuttle service provided - All pricing must include taxes, service fees, and gratuity; strict adherence to the price schedule - Cancellation policies and secure storage for event materials - Place of Performance and Delivery: - Event location: The Lodge at Brainerd Lakes, 6967 Lake Forest Rd, Baxter, MN 56425 - Eligible counties: Crow Wing, Beltrami, Carlton, or Itasca County, Minnesota - DNR headquarters: 500 Lafayette Road, St Paul, MN 55155 - Estimated Contract Value: - Based on price schedule and quantities, estimated range: $30,000 - $60,000

Description

The State of Minnesota Department of Natural Resources (DNR) is procuring lodging, facility and AV equipment, and meals for the 2026 Summer Supervisors Meeting scheduled for July 28-30, 2026. The event will be held within Crow Wing, Beltrami, Carlton, or Itasca County, Minnesota. The solicitation requires bidders to submit pricing using the attached Exhibit D Price Schedule, including all applicable taxes, service fees, and gratuity. Responses must be submitted via the Minnesota Supplier Systems portal by March 10, 2026, at 2:00 PM Central Time.

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