Minnesota Supplier Systems #2000018518

Minnesota MPCA seeks venue and event services for 2027 & 2028 Wastewater Operators Conferences

Minnesota Pollution Control Agency (MPCA) is seeking a venue and comprehensive event services for its 2027 and 2028 Wastewater Facility and Collection System Operators Conferences, targeting up to 675 attendees per event. - Government Buyer: - Minnesota Pollution Control Agency (MPCA), Office of State Procurement - Products and Services Requested: - Lodging: 100 single and 25 double occupancy rooms per year, plus 5 single rooms free for program staff - Meeting rooms: General session (minimum 8,000 sq ft), breakout rooms, exhibitor/vendor area, dining room, registration, and pre-conference planning rooms - Audio-visual equipment: Projectors, screens, microphones (table, floor, handheld, lavalier), mixer systems, sound equipment, Wi-Fi, technical support - Catering: Continental and hot breakfasts, lunches, afternoon breaks, all-day beverage service for up to 675 attendees per day - Parking: Accommodations for oversized vehicles (13-foot clearance, within 0.1 mile of venue) - Shuttle services: Provided if lodging, conference, and parking are not co-located - Event setup and coordination: Pre-conference setup, technical support, ADA compliance, COVID-19 protocols - Unique/Notable Requirements: - Venue must be within 25 miles of MPCA's St. Paul office - Responders must submit both a la carte and package pricing for each year - Strict cancellation fee disclosures, compliance with Minnesota diversity and equal pay certifications, and detailed cost breakdowns - No minimum guarantees on lodging or meals - ADA and COVID-19 compliance required - OEMs and Vendors: - No specific OEMs or commercial vendors are named; solicitation is open to qualified venues and event service providers - Quantities and Line Items: - Lodging: 125 rooms per night for 3 nights per event - Meeting room furniture and AV: Multiple items (see detailed line items) - Catering: Up to 1,350 servings per item (breakfast, lunch, beverage, etc.) - Shuttle and parking services as needed - Contract Term: - From contract execution through December 31, 2028, with an option to extend up to 12 months - Estimated Contract Value: - Likely range: $250,000 to $500,000 for both years, based on comparable event services and attendee volume

Description

This solicitation is to establish a contract for the Minnesota Pollution Control Agency (MPCA) for the 2027 and 2028 Wastewater Facility and Collection System Operators Conference. The conference is estimated to have up to 675 attendees including organizers and committee members. The venue must be within 25 miles of the MPCA Office at 520 Lafayette Road N., St. Paul, MN 55155, and accommodate parking for oversized vehicles with a clearance of 13 feet within 1/10 of a mile from the venue. The contract term is from the date of contract execution through December 31, 2028. Responders must provide both a la carte and package pricing for each contract year to be considered for award.

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