3_Price_Schedule_Form_October_2026.xlsx

This is a Price Schedule Form for the Minnesota Department of Transportation (MnDOT) Fall Screening Board Meeting, a Request for Bid (RFB) for lodging, meeting space, catering, and audio-visual services scheduled for October 27-29, 2026. The solicitation requires vendors to provide accommodations within a 30-mile radius of Brainerd, Grand Rapids, or Alexandria, Minnesota. The lodging component includes two separate groups with up to 40 rooms needed each night: the first group checking in October 27 and checking out October 28, and the second group checking in October 28 and checking out October 29. Meeting space requirements include one general session room for 2.5 days (all day October 27-28 and morning of October 29) configured for up to 40 attendees with tables and chairs set classroom or crescent-round style, along with large white screens, electrical access, and Wi-Fi. Catering services include hot lunch and dinner buffets on October 27-28, hot breakfast buffets on October 28-29, and beverage breaks (afternoon pop and water, morning coffee and water). Audio-visual items may include a whiteboard, AV cart, and projector. Responses must be submitted online through the SWIFT Supplier Portal before the event due date, with questions due to Thomas.buse@state.mn.us by June 9, 2026 at 2:00 PM Central Daylight Savings Time. Award will be delayed until after July 1, 2026 due to funding availability.

The price schedule form requires vendors to provide detailed pricing for all room charges including applicable taxes, meeting room charges and surcharges, catering costs per person with gratuity and tax, and any additional line items. All charges must be itemized on the provided spreadsheet, with vendors able to add lines as necessary. The State will not reimburse for any services not listed on the spreadsheet. Vendors must also complete a cancellation policy section specifying fees for conference cancellations at various notice intervals (ranging from 117 days prior to less than 24 hours) for both general services and lodging separately. The contractor agrees not to seek additional costs or fees beyond those specified, and the State agency assumes responsibility for paying cancellation fees should the conference be cancelled for reasons other than non-appropriation. Responder Declarations must be completed and attached to all responses.