Minnesota Supplier Systems #G0210-2000018740

Minnesota DNR Round Table Conference Venue and Event Services

Minnesota is seeking a venue and event-support provider for the DNR Round Table Conference, planned for an estimated 400 attendees. - Government buyer: State of Minnesota, Department of Administration, Office of State Procurement, on behalf of the Minnesota Department of Natural Resources (DNR). The materials name Trevor Terry Caldwell in connection with the DNR Administration Department. - OEMs and vendors: No product OEMs, venue vendors, or other commercial suppliers are named. The selected provider will supply the venue, equipment, and services. - Venue and rooms: Provide a clean, well-maintained facility in Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, or Washington County. Required spaces include a general session room for up to 400, four separate breakout rooms for up to 140 each, registration and foyer areas, and exhibitor, staff, accommodation, lactation, media, and young-professionals rooms. The general session room cannot count as one of the breakout rooms. - Parking and event setup: Accommodate up to 400 parked vehicles per day and provide requested room furnishings, stages, podiums, risers, tables, chairs, coat racks, electrical access, Wi-Fi, and wired internet where specified. - Audiovisual: Supply computers, projectors and screens, wireless presenters, microphones, mixers, confidence monitor, and related equipment. Provide one AV staff member for the general session and one in each breakout room, plus a 2–3-hour closed-captioning test session about a week before the event. Support audio transmission through Teams for live captioning and coordinate with the State’s captioning vendor. - Meals and refreshments: Price breakfast for 250; lunch and afternoon break refreshments for up to 400 each; all-day beverage service for up to 400; and a reception for up to 350. Menus must accommodate applicable dietary needs, including vegan, vegetarian, gluten-free, low-fat/low-cholesterol, and low-carbohydrate choices; no nuts or pork are allowed. - Additional services and notable requirements: Provide two event security personnel, event setup and organizer access beginning the prior day, locked storage, registration/facility support, business-center and printing access, waste and recycling, and parking or shuttle arrangements as required. Attendance, meals, and lodging quantities are estimates rather than guaranteed minimums. A cancellation-fee schedule is required, with no additional fees beyond the agreed cancellation charges. - Term information: The solicitation materials give inconsistent anticipated contract-term periods. They describe a conference of one event day, an AV captioning test beforehand, and a possible extension of up to 12 months; the term discrepancy should be clarified with the buyer.

Description

The State of Minnesota is seeking proposals to establish a contract for the DNR 2027 Round Table Conference. The scope includes providing a suitable conference facility in Minnesota, with meeting and breakout rooms, audiovisual equipment, event-related services, meals, and other items detailed in the solicitation’s specifications and price schedule. The conference is scheduled for January 29 or February 5, 2027, and the solicitation requires responses and supporting documents to be submitted through the SWIFT Supplier Portal. The event line requires a $0.01 entry in the unit bid price field, and responders must also submit the required price schedule.

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