Project Overview Minnesota State is seeking proposals from qualified vendors to provide conference and hotel accommodations for the ASA and ITS teams. The selected vendor will enter into a two-year fixed agreement to host annual conferences that accommodate approximately 600 attendees. The event will require lodging, meals, meeting spaces, vendor exhibition areas, and various support services. The facility must be located in Northern Minnesota. The purpose of this RFP is to identify a facility capable of delivering a comprehensive and coordinated conference experience that meets the logistical, technological, and accessibility needs of Minnesota State institutions. Technical/Functional Requirements Contract and Payment Facility must accept purchase orders from multiple Minnesota State institutions. Pricing must remain valid for the full two-year contract term. Lodging and Meals Three nights of food and lodging for all attendees. Guest rooms for up to: 450 Minnesota State attendees 150 vendors Meal space and service for up to 600 individuals. See attached pricing form for more details. Conference and Meeting Spaces Reception space for attendee check-in. Conference space to accommodate up to 75 vendor tables (150 vendors). Minimum of 10 breakout rooms, each accommodating at least 60 guests. All conference spaces must be within a 10-minute walking distance from guest rooms; shuttle service may be provided as an alternative. Athletic/recreation area available for attendee use. Technology and Connectivity Breakout rooms must include audio and video technology. Wireless network coverage throughout all meeting rooms, vendor show space, and meal areas. Minimum 100 MB Wi-Fi in large conference and breakout rooms. No-cost Wi-Fi in guest rooms with minimum speeds of 10 MB. On-site support for meeting technology (audio, video, and wireless). Accessibility and Parking Facility must be ADA accessible. Sufficient handicapped parking located near facility entrances. Free onsite parking for all attendees. Location Facility must be located in northern Minnesota. Conference Coordination The hotel shall assume responsibility for coordinating and executing all conference-related services, including: Attendee registration and check-in Payment collection Signage placement General event logistics Dates of conference Two-year time frame with availability for at least one of these dates each year: 5/19-21, 2026 or 5/26-29 Tues-Thurs 5/18-20, 2027 or 5/25-27 Tues-Thurs Selection Process The selection process includes CIOs and ASA Members across Minnesota State. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 10 Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. 20 Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 50 Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 10 Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 5 Accessibility A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 5 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms An on-site visit may be conducted by the committee prior to awarding a contract. Minnesota State desires to enter into a contract with the successful Respondent(s) effective January 1, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be two years. If Minnesota State and Respondent are unable to negotiate and sign a contract by December 1, 2025, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.
