Minnesota Supplier Systems #2000018679

Minnesota DOT seeks venue and services for 2027 Bridge Worker Safety and Training Workshop

The Minnesota Department of Transportation is seeking proposals for a comprehensive venue and related services to host the 2027 Bridge Worker Safety and Training Workshop. - Government Buyer: - Minnesota Department of Transportation (MnDOT) - Admin/State Procurement - OEMs and Vendors: - No specific OEMs or commercial vendors are named; open to qualified venue providers and service contractors - Products and Services Requested: - Lodging: Up to 220 single occupancy rooms for two nights, with private bathrooms within 10 feet of each room - Conference Facilities: General session room, breakout rooms, registration area, exhibitors area, mothers room, prayer room, dining room, and outdoor demonstration space (minimum 10,000 sq ft) - Audio-Visual Equipment: Large projection screens, LCD projectors, microphones, sound equipment, wireless internet, tables for AV equipment, power strips/charging hubs (one per 20 attendees) - Catering: Buffet-style breakfast, lunch, dinner, morning and afternoon breaks, beverage service, dietary accommodations for up to 220 attendees - Parking: Ample parking with minimum 8 ft clearance if in a ramp; disclosure of any parking fees - Shuttle Services: Transportation between lodging, conference, and parking facilities if not co-located - Event Setup and On-Site Technical Support: Setup and maintenance of AV equipment, technical support throughout the event - Unique or Notable Requirements: - Facility must be located in Minnesota, with preference for venues in Benton, Crow Wing, Douglas, Morrison, Stearns, or Todd counties - ADA compliance, waste and recycling practices, COVID-19 safety measures - Pricing must remain firm regardless of actual attendance; no minimum guaranteed - Private restrooms near guest rooms - Compliance with workforce and equal pay certifications - Outdoor demonstration space must be at least 10,000 square feet (100'x100') - Shuttle services required if lodging and conference facilities are not within one-quarter mile - Event setup must begin at 9:00 AM on the first day - Technical support for AV equipment throughout the conference - Contract term runs from execution through May 31, 2027, with an option to extend up to 12 months

Description

This is a formal Request for Proposal (RFP) issued by the Minnesota Department of Transportation to procure services for the 2027 Bridge Workers Safety and Training Workshop. The contract will cover organizing a conference with an estimated 220 attendees, scheduled for either April 13-15, 2027 (preferred) or April 20-22, 2027 (alternative). The contract term runs from contract execution through May 31, 2027, and the conference facility can be located statewide with preference given to certain counties in Central Minnesota. Proposals must be submitted electronically via the Supplier Portal by October 19, 2026.

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