The purpose of this Solicitation is to establish a Contract for a conference as detailed in Exhibit C, including Exhibit C – Supplement 1, of the Sample Contract. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. The contract prices shall not be adjusted if the number of attendees falls below the estimate. The State reserves the right to award this conference to a facility that is clean, well maintained, provides adequate space, and is located in the State of Minnesota. If a geographic area for the conference is defined, distance will be measured using Google Maps™. The Department of Transportation, District 6 office is holding its biennial meeting on one of the following dates, June 2, 2026 from 8am to 2:30pm. This meeting needs to be held within the Rochester, MN city limits. The district is looking to procure a space on one of those dates that can provide the following space and services: • Banquet room for up to 460 people, with six people per round banquet table as the preferred set up. Eight people per round table maximum. • Catered Breakfast and catered lunch. Morning break at 9:30 am; Coffee (decaf and regular); Milk; Orange juice; Fruit; Bagels; Pastries; Donuts; Lunch break at 12:00 pm (Noon) breakfast buffet style with six lines; Two hot entrees (scrambled eggs, omelet, breakfast burrito); Toppings (Cheese, sour cream, chives); Choice of meat (sausage links, sausage patties, bacon); Choice of potato (hash browns, breakfast potatoes); Fresh choice (yogurt, fruit bowl, salad); Baked Goods (croissants, muffins, Danish); Dessert (coffee cake, cinnamon rolls, caramel rolls, cookies); Assorted beverages (water, coffee, apple juice, orange juice, milk); Individual vegetarian, dairy free, and gluten free options specifically ordered; After Lunch 1 pm to 2:30 pm; Water; Coffee; Milk • Reception/Lobby area. • Raised stage – approximately 32’ wide by 12’ deep with two skirted tables for speakers/presenters. State must be accessible. • Electric outlets in both the lobby and banquet area. • Access to the room 24 hours in advance to setup MnDOT -provided audio/visual equipment. • Provide projectors, screens, speakers, podium, etc. • Parking * parking available for 200 vehicles, some are larger vehicles. Include in cost if not free.
