DNR - Lodging Grand Rapids Sept 22-24, 2025

The Minnesota Department of Natural Resources is soliciting sealed bids to provide single-occupancy lodging for up to 30 attendees during the Timber Appraisal and Design Meeting scheduled for September 22-24, 2025, near Grand Rapids, MN. Responses must be submitted exclusively through the SWIFT Supplier Portal by September 16, 2025, with questions due by September 15, 2025. The contract, anticipated to run from September 15, 2025, through June 30, 2026, emphasizes compliance with detailed specifications outlined in the attached sample contract, including requirements for lodging within 15 miles of the specified address, with all services performed at or near the designated location. The procurement encourages participation from diverse and small business entities, offering preference points for certified minority, women, veteran, or disability-owned businesses, and mandates submission of all response materials, including pricing, via designated forms. The contractual framework incorporates multiple exhibits—namely, contract terms, insurance requirements, scope of work, and pricing schedules—none of which reference federal FAR clauses but instead rely on Minnesota statutes and state-specific provisions. Key contractual provisions include strict adherence to timelines, non-assignability without prior approval, detailed invoicing procedures, and compliance with applicable safety and health standards. Inspection and acceptance of lodging services are conducted on-site by the State, which reserves the right to reject facilities based on cleanliness, safety, or condition issues. The award will be based on responsiveness, compliance with specifications, facility suitability, and price, with no explicit weighting scheme provided, and may be awarded to one or multiple responders in the best interest of the State. Payment terms are net 30 days following receipt of undisputed invoices, and the contractor must accept purchase orders and purchasing cards, with a maximum single purchase limit of $5,000 unless mutually agreed otherwise. Overall, the contract emphasizes strict compliance with all specifications, timely performance, and adherence to state procurement policies, with detailed instructions for proposal submission and response requirements clearly outlined.