Minnesota Supplier Systems #2000018233

Minnesota Solicits Venue and Event Services for BWSR Academy Conferences 2027-2028

This opportunity seeks a venue and comprehensive event services for the Minnesota Board of Water and Soil Resources (BWSR) Academy conferences in 2027 and 2028. - Government Buyer: - State of Minnesota, Commissioner of Administration, Office of State Procurement, on behalf of the Board of Water and Soil Resources (BWSR) - Venue and Service Requirements: - Venue must be located in Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi, or Cass Counties - Must accommodate 350-420 attendees per day - Lodging: - 75 rooms the day before the conference (minimum 50 hotel-style) - 360 rooms on Day 1 and Day 2 (minimum 150 hotel-style each day; remainder can be multi-bedroom condos/cabins) - Overflow lodging within 10 miles with shuttle service if needed - Meeting Spaces: - General session room for 420 attendees with stage, AV, and technical support - Seven breakout rooms with various seating styles and AV equipment - Private lactation/prayer room with lockable door and amenities - Office hours space - Meals: - Buffet-style breakfast, lunch, and breaks for three days - Dietary accommodations (low-fat, vegetarian, special requests), allergen labeling - Amenities: - Wi-Fi, AV equipment, on-site technical support, signage, and parking - Shuttle service if lodging or parking is not within 1/4 mile - Compliance with ADA and safety codes - Pricing: - Firm pricing for the contract term, regardless of actual attendance - Cancellation policies must be stated in US dollars - Diversity and Inclusion: - Encourages participation from small, minority, women, veteran, and disabled-owned businesses - No specific OEMs or vendors are named; open to qualified venues and service providers in the specified counties - Contract covers two events (2027 and 2028), with a possible 12-month extension

Description

This solicitation aims to establish a contract for the 2027 and 2028 Board of Water and Soil Resources (BWSR) Academy. The event requires a venue located within Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi, or Cass Counties in Minnesota. The venue must accommodate all aspects of the event, including meals, lodging rooms, and meeting rooms for approximately 350-420 guests. The event dates are October 26-28 or 27-29, 2027 and October 24-26 or 25-27, 2028, with alternative dates provided. Prices submitted are firm and will not be adjusted if attendance falls below estimates.

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