Minnesota Supplier Systems #2000018463

MnDOT Solicits Facility, Lodging, Catering, and AV Services for 2026 Maintenance Supervisor Conference

The Minnesota Department of Transportation (MnDOT) is seeking a facility and related services to host the 2026 Maintenance Supervisor Conference near Redwood Falls, MN. - Government Buyer: - Minnesota Department of Transportation (MnDOT) - Key contacts: Daniel Meinen (Transportation Operations Supervisor), Jessie Cash (Transportation Department) - Products and Services Requested: - Lodging: - 20 rooms for September 13 - 75 rooms for September 14-15 (or September 15-16, per different documents) - Conference Facilities: - General session room for 100 attendees with internet and AV equipment - Meeting rooms and business center access - Ample onsite parking or shuttle service if facilities are not within a quarter mile - Catering: - Buffet lunch for 100 attendees with multiple protein, salad, starch, vegetable, gluten-free, and vegetarian options - Morning and afternoon refreshment breaks with snacks and beverages - All-day beverage service - Audio/Visual Equipment and Support: - AV equipment setup, testing, and on-site technical support - Podium and presentation equipment - Additional Requirements: - Facility must be clean, well maintained, and within 50 miles of Redwood Falls, MN - ADA, safety, and COVID-19 compliance required - Firm pricing for contract term; no guaranteed minimums for rooms or meals - Detailed invoicing required - All services must be provided by the facility; no specific OEMs or vendors are named - Notable Requirements: - All-in-one facility or shuttle service if lodging, conference, and parking are not within a quarter mile - Business center access for attendees - Contract awarded on an all-or-none basis - No option years or recurring subscription; event-specific contract

Description

This solicitation is a rebid to establish a contract for the Minnesota Department of Transportation's 2026 Maintenance Supervisor Conference scheduled for September 13-16, 2026. The procurement includes lodging for 20 rooms on September 13 and 75 rooms on September 15 and 16, catering, and audio, visual, and podium services. The state does not guarantee a minimum number of lodging rooms or meals, and prices are firm regardless of attendance. The conference facility must be clean, well maintained, and located within 50 miles of Redwood Falls, MN city limits.

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