Minnesota Supplier Systems #2000018358

Minnesota DHS Seeks Venue, Lodging, AV, and Catering for FY26 DDHHS All-Staff Meeting

The Minnesota Department of Human Services, specifically the Deaf, DeafBlind, and Hard of Hearing State Services Division, is seeking a vendor to provide comprehensive event services for the FY26 DDHHS All-Staff Meeting in the Moorhead/Hawley, MN area. - Government Buyer: - State of Minnesota Department of Human Services, Deaf, DeafBlind, and Hard of Hearing State Services Division - Products and Services Requested: - Conference space rental, including general session and breakout rooms with AV and Wi-Fi - Lodging: 30 single-occupancy rooms for one night within 25 miles of Hawley, MN - Audio-visual equipment: LCD projector, presenter, large screen, technical support - Catering: Buffet breakfast, themed buffet lunches, snack break, and beverage service for up to 33 attendees - Parking for attendees - Shuttle services if lodging, conference, and parking are not within a quarter mile - Special rooms: Exhibitors area, mothers room, prayer room, accessible dining area - Business center access - Unique or Notable Requirements: - All facilities and services must comply with ADA and safety codes - Conference and lodging facilities must be within 25 miles of 305 Front St, Hawley, MN - Shuttle service required if facilities are not co-located - Electronic bid submission only via the Supplier Portal - Compliance with Minnesota diversity and inclusion goals - Strict adherence to cancellation, pricing, and payment policies - No specific OEMs or named vendors are required; open to all qualified providers - Delivery and coordination may involve Lafayette Dock Receiving in St Paul, MN, and other state facilities

Description

This solicitation is for conference space, lodging, audio-visual equipment, and catering for a conference to be held in June 2026 in Moorhead, Minnesota. The event is a formal solicitation requiring electronic bid submission through the Supplier Portal; no email or non-electronic responses will be accepted. The contract term is anticipated from June 15, 2026, to August 31, 2026. The State of Minnesota reserves the right to award items separately, by grouping, or by total, whichever is most advantageous.

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