Minnesota Supplier Systems #2000018834

Minnesota MDH seeks meeting venue, lodging, AV, and catering for 2027 Drinking Water Protection Section meeting

The Minnesota Department of Health is seeking a Minnesota venue and hospitality services for its Drinking Water Protection Section meeting in 2027. - Government buyer: Minnesota Department of Health (MDH), Environmental Health Division, Drinking Water Protection Section. The procurement contact named in the documents is James Cole, Buyer 2. - OEMs and vendors: No OEMs, product manufacturers, or prospective vendors are named. No branded products or part numbers are specified. - Services requested: A venue in Cass, Crow Wing, or Douglas County for approximately 170 attendees, including approximately 170 single-occupancy guest rooms for two nights; registration space; a general session room; four breakout rooms; dining space; a mothers’ room; a prayer room; and secured storage with 24-hour access. - Meeting and AV setup: The general session must accommodate 170 people, and each breakout room must accommodate 25–50. Provide room setup, tables, chairs, podiums, projectors, screens, microphones, sound equipment, electrical access, and Wi-Fi. AV equipment must be itemized and priced; the State may provide its own equipment without a price penalty. - Meals and breaks: Provide buffet breakfast and morning breaks on two days, plus lunch, an afternoon break, and dinner on one day, for approximately 170 attendees. Accommodate dietary needs, offer vegetarian/vegan choices where applicable, and do not provide bottled water. - Location and access requirements: Lodging, meeting facilities, and parking must be within one-quarter mile of one another; otherwise, provide shuttle transportation between them at no additional cost. The pricing worksheet also requests parking capacity and daily rates. - Notable conditions: Attendance is an estimate, and the State does not guarantee a minimum number of rooms or meals. The facility must be in Minnesota, clean, well maintained, and provide adequate space. The event is expected in February 2027, with an alternate January 2027 schedule also referenced. - Period of performance: The anticipated contract period runs from November 2026 through June 2027, approximately eight months; the event and associated lodging are planned for February 2027.

Description

The Minnesota Department of Health is seeking an external conference venue for its Drinking Water Protection Section meeting, February 2–4, 2027. The venue must provide conference space and single-occupancy lodging for approximately 170 people, along with audio/visual equipment and catering. The location must be in Cass, Crow Wing, or Douglas County. Bids must be submitted electronically through the Supplier Portal, and award is to the lowest responsible bidder meeting the specifications and terms.

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