Minnesota Supplier Systems #G0210-2000018628

Minnesota Seeks Venue and Hospitality Services for MMCAP National Member Conference 2027 & 2028

Minnesota's Department of Administration, Office of State Procurement, is seeking proposals for venue and hospitality services to host the MMCAP National Member Conference in 2027 and 2028 near Minneapolis-St. Paul Airport. - Government Buyer: - State of Minnesota, Department of Administration, Office of State Procurement - Contact: Erin Snaza - OEMs and Vendors: - No specific OEMs or manufacturers are named; procurement is for venue and hospitality services - Products/Services Requested: - Lodging rooms: up to 180 rooms per night (single occupancy) - Meeting spaces: general session room (200 attendees), breakout rooms (up to 5), exhibitor/vendor area (60 tables), registration area, lactation/prayer room, dining room, and boardroom - Catering: breakfast, lunch, dinner, refreshment breaks, and all-day beverage service for up to 350 attendees - Event amenities: AV equipment (projectors, microphones, sound system, Wi-Fi), business center access, parking, shuttle services - Venue management and event coordination: setup, teardown, on-site support - Unique/Notable Requirements: - Venue must be within 15 miles of MSP Airport - All services (lodging, meals, meeting rooms) must be provided in one location - Firm pricing regardless of attendance fluctuations; no minimum guarantees for rooms or meals - Defined cancellation policy with fees stated in US dollars - Emphasis on diversity and inclusion in vendor participation - Venue must meet cleanliness, maintenance, and amenity standards - Proposals submitted via SWIFT Supplier Portal - Contract Term: - November 1, 2026, to June 30, 2028, with option to extend up to 12 months

Description

This solicitation aims to establish contracts for the MMCAP National Member Conference for the years 2027 and 2028. The event requires a venue within 15 miles of Minneapolis-St. Paul (MSP) Airport that can accommodate approximately 200 guests for three days and 350 guests for one day, providing meals, lodging, and meeting rooms in one location. The contract term is anticipated from November 1, 2026, to June 30, 2028, with an option to extend up to 12 months. The State does not guarantee a minimum number of lodging rooms or meals, and prices submitted are firm regardless of attendance. The solicitation includes detailed requirements and evaluation criteria, including cancellation policies and amenities.

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