Minnesota Supplier Systems #2000018378

MnDOT Solicits Facility, Lodging, Catering, and AV Services for 2026 OSRC Biannual Workshop

The Minnesota Department of Transportation (MnDOT) is seeking a qualified facility to host the 2026 Office of Statewide Radio Communication (OSRC) Biannual Workshop. - Government Buyer: - Minnesota Department of Transportation (MnDOT), Office of Statewide Radio Communications - Products and Services Requested: - Lodging: Approximately 85 rooms (80 single, 5 double occupancy) for one night - Catering: Buffet-style meals and refreshment breaks for up to 100 attendees, including dinner, breakfast, lunch, and all-day beverage service - Conference Facilities: General session room, breakout rooms, dining room, prayer room, and related meeting spaces for up to 100 attendees - Audio-Visual Equipment: LCD projectors, wireless presenters, large screens, microphones (table and handheld), mixer system, sound equipment, easels, electrical access, Wi-Fi, and technical support - Shuttle Services: Transportation between lodging, conference facility, and parking if not co-located (within one-quarter mile), included at no extra cost unless specified - Parking: Spaces for attendees, with daily rates specified - Unique or Notable Requirements: - Facility must be within 15 miles of either the MnDOT Training Facility in St. Cloud or Baxter, Minnesota - All services must be provided at a clean, well-maintained, ADA-compliant, and fire-safe facility - Strict all-or-none award; no guarantee of minimum rooms or meals - Firm pricing required; no additional charges outside the submitted price schedule - Compliance with COVID-19 guidelines and electronic invoicing preferred - No specific OEMs or vendors are named in the solicitation - All required attachments must be completed for bid consideration

Description

This solicitation is a Request for Bid (RFB) issued by the Minnesota Department of Transportation to establish a contract for hosting the 2026 Office of Statewide Radio Communication Biannual Workshop. The event will be held on October 21-22, 2026, requiring approximately 85 rooms, meals, and conference space with audio-visual capabilities. The state does not guarantee a minimum number of lodging rooms or meals, and prices listed are firm regardless of attendance. The conference location must be within 15 miles of specified MNDOT training facilities in St. Cloud or Baxter, Minnesota. Responders must complete and attach Attachments A, B, C, D, and Exhibit E (Price Schedule Worksheet) to their response to be considered.

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