Minnesota Supplier Systems #2000018654

MPCA Type IV Refresher conference venue, lodging, catering, and AV services

The Minnesota Pollution Control Agency is seeking a venue and event services for a one-day Type IV Refresher conference for about 87 people. - Government buyer: State of Minnesota, Minnesota Pollution Control Agency (MPCA). The solicitation identifies buyer Sean Jones; another attachment names Sean Douglas Jones. - OEMs and vendors: No commercial OEMs, brands, or prospective vendors are named. No branded products or part numbers are specified. - Requested services: Conference facilities, audiovisual equipment and support, lodging, parking, breakfast, lunch, and all-day beverage service. - Venue and event requirements: The venue must be within 25 miles of St. Cloud, Forest Lake, or Duluth City Hall. The general session must accommodate 80 attendees, with a separate IBP training breakout room for 25. Internet/Wi-Fi and electrical access are required. - Equipment and setup: A registration area requires 2 tables and 2 chairs. The general session requires a podium, seating for 80, 4 instructor tables, a large screen, handheld microphone, mixer, and sound equipment. The breakout room requires a podium, seating for 25, 4 instructor tables, an LCD projector with wireless presenter, a large screen, handheld microphone, mixer, and sound equipment. Both rooms require electrical access and Wi-Fi. - Lodging and parking: The price schedule lists 47 single-occupancy rooms and parking for 87 vehicles per day. Another event line item specifies 7 rooms, while the contract scope describes 47 rooms, including 7 staff rooms and 40 attendee rooms; bidders should clarify the lodging quantity and booking arrangement. Parking must accommodate up to 87 attendees; free parking is preferred, and parking ramps must provide at least 13 feet of vehicle clearance. - Catering: Continental breakfast, lunch, and all-day beverages are requested for 87 attendees. Catering details include buffet meals and regular and decaffeinated coffee, water, lemonade, and hot and iced tea. - Proximity and support: Lodging, conference facilities, and parking must be within one-tenth mile of each other, or shuttle service must be provided at no additional cost. The venue must provide technical setup, testing, and troubleshooting support for audiovisual equipment. - Estimated value: Approximately $10,000–$30,000; this is an analytical estimate, not a stated solicitation value.

Description

The Minnesota Pollution Control Agency is seeking conference facilities for a Type IV Refresher scheduled for May 25, 2027. The procurement includes conference room rental, audio-visual equipment rental, food and catering, and lodging. The venue must be within 25 miles of St. Cloud, Forest Lake, or Duluth City Hall, measured using Google Maps. Responses must be submitted online through the SWIFT Supplier Portal by October 30, 2026; late or non-electronic submissions will not be accepted.

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