Minnesota Supplier Systems #2000018769

Venue, lodging, catering, and conference services for two Minnesota BCA investigative conferences

Minnesota is seeking a venue and complete hospitality package for two Bureau of Criminal Apprehension conferences on death and missing persons investigations. - Government buyer: State of Minnesota, Department of Administration, Office of State Procurement, on behalf of the Minnesota Department of Public Safety’s Bureau of Criminal Apprehension (BCA). The sample contract names Kaleigh Stevens, Acquisition Management Specialist Senior. - Procurement: Conference venue, lodging, meeting facilities, catering, audiovisual support, parking, and possible shuttle service for the BCA’s 2027 and 2028 Death and Missing Persons Investigative Conferences. - Attendance and lodging: Planning assumes approximately 350–355 attendees. For each conference, the schedule lists 350 single-occupancy rooms for the main lodging period and 5 rooms for earlier check-in, totaling 355 room bookings per event. - Meeting setup and equipment: Each event requires a three-day general session and meeting setup, including seating for 350 attendees, a stage, podium and risers, instructor table, two LCD projectors with wireless presenters, two large screens, one handheld microphone, two lavalier microphones, a mixer and sound equipment, Wi-Fi, and electrical access. Registration setup includes three skirted 8-foot tables and six chairs. The two-day exhibitor area includes two skirted 8-foot tables, four chairs, linens, Wi-Fi, and electrical access. Dining setup lists 45 tables and 355 chairs. Lactation, prayer, and dining rooms are also required. - Catering: Provide breakfasts, morning and afternoon breaks, lunch, dinners, and all-day beverages. The schedule includes meals and refreshments for as many as 355 attendees; one breakfast is listed for 5 attendees. - Location and operating requirements: The venue must be in Minnesota, within 35 miles of the Brainerd Post Office at 422 Laurel Street, and cannot be a casino. The facility must be clean, well maintained, and large enough for the required spaces. Lodging, the conference facility, and parking must be within one-quarter mile of one another, or shuttle transportation must be provided at no additional cost to the State. - Pricing and attendance conditions: The State does not guarantee minimum attendance, room bookings, or meals. Prices are expected to remain firm even if actual attendance is lower than estimated. - OEMs and named vendors: No product OEMs, venue providers, or other vendors are identified. No manufactured products or product part numbers are requested; the specified equipment is part of the venue-services package.

Description

The State of Minnesota seeks proposals to establish a contract for the Bureau of Criminal Apprehension’s 2027 and 2028 Death and Missing Persons Conference. The 2027 conference is scheduled for April 28–30 or May 12–14, 2027, and the 2028 conference for April 5–7, 2028; approximately 350 attendees are anticipated. The contractor must provide a suitable conference facility within 35 miles of the Post Office at 422 Laurel Street, Brainerd, Minnesota, measured using Google Maps, and the facility cannot be a casino. Responses must include the completed Exhibit D price schedule and be submitted through the SWIFT Supplier Portal; non-electronic and email responses will not be accepted.

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