2024_MMCAP_Infuse_Mid-Year_Advisory_Board_Meeting.pdf
PDF 27 KB Posted
- Solicitation number
- 2000015772
- Issued by
- Hennepin County, Minneapolis City, Minnesota
About this file
This document is a Request for Proposals (RFP) issued by the State of Minnesota for a contract to provide lodging, meals, and meeting space for the 2024 MMCAP Infuse Mid-Year Advisory Board Meetings. The event requires lodging for 15 single occupancy rooms for 3 nights, as well as a private boardroom for approximately 25 attendees, with specified meal and set-up requirements. The event dates are scheduled for October 6-9, 2024, or October 20-23, 2024, and the location must be within 15 miles of the Minneapolis-St. Paul Airport. Respondents must submit their proposals electronically through the SWIFT portal by June 27, 2024 at 3:00 PM Central Time. The State reserves the right to reschedule the event upon mutual agreement with the selected contractor if the event is cancelled.
The RFP requires respondents to submit a price schedule detailing any cancellation fees that could be applied if the event is cancelled for reasons other than insufficient funding. Prices submitted are considered firm and will not be adjusted based on the actual number of attendees. This RFP is open to all registered bidders and suppliers, and the State encourages participation from businesses located in Minnesota and those certified as small businesses, women-owned, minority-owned, veteran-owned, service-disabled veteran-owned, or located in economically disadvantaged counties.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachments__A_thru_F.pdf | ||
| Price_Schedule_2024.xlsx | XLSX spreadsheet | |
| Conference_RFP.pdf | ||
| Sample_Contract_And_Exhibits.pdf |
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Text version
Event Description The purpose of this solicitation is to establish a Contract for the 2024 MMCAP Infuse Mid-Year Advisory Board Meetings.
Required Date(s): October 6-9, 2024, or October 20-23, 2024.
Lodging: 15 single occupancy lodging rooms for 3 nights.
Set up: Private boardroom for approximately 25 attendees, meals and set up as specified in the Sample Contract and Exhibits, Exhibit C, Supplement 1.
The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices submitted in response are firm and will not be adjusted if the number of attendees falls below the estimate.
This event requires a location within 15 miles from the Minneapolis-St. Paul (MSP) Airport
Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is cancelled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedule, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms. If the conference is cancelled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor.
Submitting Questions. The deadline for submitting questions is Friday, June 14, at 3:00 PM Central Time.
Questions must be submitted in writing to Erin Snaza at erin.snaza@state.mn.us. All questions received by the cut-off date and time will be responded to via an addendum.
Responders needing help with registration and/or assistance with navigating the SWIFT System may contact the Vendor Assistance Helpdesk at: 651-201-8100, Option #1, then Option #1 again.
General Comments
- **ATTENTION RESPONDERS**
You must submit all responses electronically through the SWIFT portal. See line items for specifications. OSP does not accept email or faxed responses. Please be aware there are attachments included in this event. The supplier is responsible for reviewing all RFP Documentation.
DOCUMENTS INCLUDED WITH THIS SOLICITATION:
1. Conference Request for Proposals (RFP)
2. Sample Contract and Exhibits
3. RFP Attachments A-F
4. Exhibit D Price Schedule 2024
General Questions Question Response
DIVERSITY AND INCLUSION
Is your business based in Minnesota and considered small according to the OSP small business size standards? The link below provides size standard requirements. Please note (all web addresses can be copied and pasted into a web browser for further review) https://mn.gov/admin/business/vendor-info/oep/sbcp/size
And:
Event Details
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 1 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.
Is your business a for-profit business that is majority owned, operated and controlled by:
• a racial minority,
• a woman,
• a person with a substantial physical disability,
• a veteran or service-disabled veteran, or is your business
• located in, or the owner lives in, an economically disadvantaged county?
http://mn.gov/admin/business/vendor-info/oep/sbcp/ed/co unties )
If your company meets these basic criteria, it may be eligible for certification in the state’s Small Business Procurement Program. For more information on eligibility requirements please visit https://sbcp.mn.gov/. You can also contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for further information.
• Do you believe your company meets the criteria listed above?
• Your response to this question is for informational purposes only. If you select YES, and are not certified, a member of the Office of Equity in Procurement will contact you to provide additional information regarding the State’s Small Business Procurement Program. (Responders must select Yes or No to continue submitting their response.)
Yes
Response Comments
Upload all required or requested attachments here.
A file attachment is required to satisfy this question.
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 2 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
If you fail to upload attachments requested in the solicitation, your response may be disqualified. Have you uploaded the required or requested attachments?
(Yes / No)
Yes
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 3 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line Details
Line: 1 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Price Schedule
Question Response Upload the Price Schedule as instructed. Note:
This solicitation Event is utilizing a price schedule. However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item price.
Enter in $0.01.
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 4 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 5 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LOT Description: Price Schedule
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 06/12/2024 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 6 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix B - Terms & Conditions
1. Please review the attached Terms and Conditions attached to the event.
Last Updated: 12/24/2018
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Snaza,Erin Elizabeth Phone: 651/201-3123
Email: Erin.Snaza@state.mn.us
Event ID Format Type Page G0210-2000015772 Sell RFx 7 Event Round Version 1 1 Event Name 2024 MMCAP Infuse Mid-Year Advisory Board Meeting Start Time Finish Time 06/06/2024 09:20:00 06/27/2024 15:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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