Minnesota Supplier Systems #2000018878

Minnesota MDVA South Spring Conference venue, lodging, catering, and event support

The State of Minnesota is seeking a venue and event services for the Minnesota Department of Veterans Affairs’ South Spring Conference. - Government buyer: State of Minnesota, Minnesota Department of Veterans Affairs (MDVA), MDVA Central Office Finance; the documents also identify Ron Quade, Director of Veterans Affairs. - Event and attendance: South Spring Conference / CVSO Spring Conference South, planned for approximately 100 attendees; catering estimates use 110 attendees. No minimum room or meal quantities are guaranteed. - Venue and location: Provide a clean, well-maintained, accessible Minnesota facility. The solicitation says it must be within 15 miles of Bemidji Regional Airport, while one attachment describes the event as being in the New Ulm area; this location information is inconsistent and should be clarified. - Lodging: 45 single-occupancy rooms and 10 suites/condos, with room-night details and pricing to be completed by the bidder. - Meeting space and equipment: Classroom-style seating for 80 guests plus tables for 20 staff; provide meeting rooms, attendee tables and chairs, instructor table, podium, projectors with wireless presenters, large screens, microphones, and Wi-Fi. Equipment quantities are listed below. - Food and beverage: Morning and afternoon breaks, lunch, and half-day/all-day beverage service for estimated groups of about 110. Sample menus include breakfast items, snacks, and a buffet taco lunch. - Other services and requirements: Provide parking and state availability and per-car charges. If lodging, meeting facilities, and parking are more than one-quarter mile apart, provide shuttle service at no added cost or quote a per-attendee, per-day charge. Provide audiovisual setup, testing, and troubleshooting support. - OEMs and vendors: No product manufacturers, OEMs, or contractor vendors are named in the documents.

Description

The Minnesota Department of Veterans Affairs seeks a contract for its South Spring Conference, scheduled for April 12–15, 2027, for approximately 100 attendees. The work involves providing conference facilities and related lodging and meals; attendance is an estimate, and the State does not guarantee a minimum number of rooms or meals. The facility must be clean and well maintained and, according to the event description, located within 15 miles of Bemidji Regional Airport. Submitted prices are firm and will not be adjusted if attendance is below the estimate.

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