Minnesota Supplier Systems #2000018394

MnDOT Seeks Lodging, Meeting Space, Catering, and AV Services for 2026 Fall Screening Board Meeting

The Minnesota Department of Transportation (MnDOT) is seeking bids for comprehensive event services to support the Fall Screening Board Meeting in 2026. - Government Buyer: - Minnesota Department of Transportation (MnDOT), State Aid Office - Contact: Thomas M. Buse - Products and Services Requested: - Lodging: Up to 40 single occupancy rooms per night for two nights (totaling up to 80 room nights) - Meeting Space: General session meeting room for up to 40 attendees, with classroom or crescent rounds seating, break/beverage table, and additional spaces (registration, exhibitors, mothers room, prayer room, dining room) - Catering: Breakfast, lunch, dinner buffets, and beverage breaks for up to 40 attendees each day, with requirements for gluten-free and vegetarian options - Audiovisual Equipment: Projector, AV cart, whiteboard, Wi-Fi, electrical access, and on-site technical support - Event Setup: Facilities available starting 5:00 PM the day before the conference; shuttle services if needed - Unique or Notable Requirements: - Event location must be within a 30-mile radius of Brainerd, Grand Rapids, or Alexandria, MN - ADA compliance, insurance, and COVID-19 protocols required - Emphasis on small business participation and diversity inclusion - Detailed requirements for meal types, beverage options, and facility standards - Flexible cancellation and room block policies - No specific OEMs or vendors are named; all qualified hotels, conference centers, and event service providers in the specified area are eligible to bid.

Description

This solicitation is a Request for Bid (RFB) issued by the Minnesota Department of Transportation for the Fall Screening Board Meeting in 2026. The procurement includes lodging, meeting space, catering, and audiovisual services for the State Aid screening board from October 27 to 29, 2026. The contract term is from July 1, 2026, to October 29, 2026, with a delayed award and encumbrance after July 1, 2026, due to funding availability. Bids must be submitted online through the SWIFT Supplier Portal by June 12, 2026, and questions must be submitted by June 9, 2026.

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