Minnesota Supplier Systems #2000018562

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

This opportunity is for venues and service providers in central Minnesota to host the 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) - Scope of Work: - Host two annual conferences for 350-420 attendees each - Venue must be in Stearns, Crow Wing, Mille Lacs, Douglas, Kandiyohi, or Cass Counties - Provide lodging (hotel-style rooms and multi-bedroom condos/cabins), conference facilities, meals, and all related services - Products and Services Requested: - Lodging: 75 rooms the day before, 360 rooms on Day 1 and Day 2 (minimum 150 hotel-style per day), with multi-bedroom units accepted for the remainder - Conference facilities: General session room (420 capacity), seven breakout rooms, registration area, office hours room, lactation/prayer room, dining room - Meals: Buffet-style breakfast, lunch, and breaks for three days, with dietary accommodations and allergen labeling - Audio-visual equipment: Microphones, projectors, screens, cords, and on-site technical support - Event setup and management: Registration, room setup, secure storage, and technical support - Shuttle services if overflow lodging is required within 10 miles - Parking for attendees - Notable Requirements: - Firm pricing regardless of actual attendance - Detailed cancellation policy - Compliance with Minnesota diversity and inclusion goals - All facilities must be accessible and provide privacy for designated rooms - No specific OEMs or vendors are named; the solicitation is open to qualified venues and service providers in the specified counties

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 number of attendees is an estimate, and prices submitted are firm regardless of actual attendance. The contract term is anticipated from October 1, 2026, to December 31, 2028, with an option to extend up to 12 months.

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