Bid_Worksheets_FY2025_(1).xlsx

XLSX spreadsheet 43 KB Posted Jan 30, 2025

Attached to: ALL STAFF TRAINING
Solicitation number: 2000016641
Issued by: Beltrami County, Minnesota

About this file

Written by GovTribe AI · Feb 3, 2025

This is a bid worksheet file from the Minnesota Department of Veterans Affairs (MDVA) detailing requirements for three conferences in 2025: the North MDVA Spring Conference (March 11-13 in Bemidji), South Central MDVA Spring Conference (April 7-9), and All Staff Training (June 24-26 in Brainerd/Baxter area). The conferences require meeting spaces for 115, 110, and 135 attendees respectively, with classroom-style setups, AV equipment including LCD projectors, screens, and microphones. Each conference requires lodging accommodations ranging from 50-135 rooms per night, including some suites/condos, and meeting facilities must be within a quarter mile of lodging or include shuttle service.

The bid worksheets include detailed pricing tables for room rates, meeting space rental, catering services (including breakfast, lunch, breaks, and all-day beverage service), and parking. Specific requirements include Wi-Fi access, breakout rooms, and various AV equipment. The documents include cancellation policy sections requiring bidders to specify cancellation fees in U.S. currency for different notice periods. All venues must accommodate specific setup requirements and timing for meals, breaks, and conference sessions as detailed in referenced Exhibit C and Exhibit C, Supplement 1.

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Other files

File	Type	Posted
Conference_RFB_Contract_I.docx	DOCX document	Jan 30, 2025
ALL_STAFF_TRAINING.pdf	PDF	Jan 30, 2025
Sample_RFB_Contract_BID_II___ES.docx	DOCX document	Jan 30, 2025

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Spring March

	Name of the Conference:	North MDVA Spring Conference
	Date(s) of the Conference:	March 11-13, 2025	Training Agenda
	Responding Company Name:		March 11 12:00 - 5:00
			March 12 8 - 5:00
SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS			March 13 8 - 12:00

LODGING
	Check-in Date:	10-Mar-25	With-in a 10 mile radius of the Bemidji regional Airport
	Check-out Date:	13-Mar-25	3824 Moberg Drive NW,Bemidji, MN 56601

Single Occupancy - March 10, 2025			Single Occupancy - March 11-13, 2025
	Number of Rooms	15		Number of Rooms	50

Suites/Condos 3 Suites/Condos 3

	PRICE	Dates
		(check the date(s) being bid)
single Occupancy Room Charge (per room/night)		(preferred)
Tax (per room/night)		(alternate)
Total Cost (per room/night)

Condo/suite Room Charge (per room/night)

Tax (per room/night)

Total Cost (per room/night)

SHUTTLE SERVICES

The lodging facility, conference facility, and parking must be within one-quarter (¼) mile of each other or the Contractor must be able to provide shuttle services to and from the sites at no additional cost to the State. If shuttle services are required, the State prefers that the Contractor provide shuttles free of charge, but if the Contractor does charge for shuttles, the cost, per attendee, per day, must be listed below.

Are Shuttle Services Required?

Yes

If yes, price per attendee/day

ADDITIONAL PROPERTIES

Please list here the addresses of any additional properties or facilities included in offer. Add additional lines if necessary.

PARKING
	Number of spots/day available

Price per day per car $0.00

MEETING ROOMS

General Session Room			Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables and Chairs for Attendees		115		3	1	ERROR:#VALUE!
2	Instructor Table	Podium/3 wirless microphones	3				ERROR:#VALUE!	Classroom Set up
3	LCD Projector with Wireless Presenter		2				ERROR:#VALUE!
4	Large Screens		2				ERROR:#VALUE!
5	Wi-Fi Access		1				ERROR:#VALUE!
6	Room Charge
7	Surcharge
8	Taxes						$0.00
						TOTAL
	The General Session Room MAY or MAY NOT be used towards the total of Breakout Session Room(s) needed.
		If allowed, the General Session Room will count for:				# of Breakout Session Rooms	0

Breakout Session Room(s)		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables and Chairs for Attendees	0		0	0	ERROR:#VALUE!
2	LCD Projector with Wireless Presenter	0				ERROR:#VALUE!
3	Large Screen	0				ERROR:#VALUE!
4	Wi-Fi Access	0				ERROR:#VALUE!
5	Room Charge	0				ERROR:#VALUE!
6	Surcharge	0				ERROR:#VALUE!
7	Taxes	0				ERROR:#VALUE!
					TOTAL	ERROR:#VALUE!

1/2 day Beverage Service		All-Day Beverage Service		1/2 day Beverage Service
Water, Soda, Coffee, Tea 11:30am		Water, Soda, Coffee, Tea 7:15am		Water, Soda, Coffee, Tea 7:15
Number of Attendees	115	Number of Attendees	115	Number of Attendees	115
Number of Days	1/2 Day Noon-5:00pm	Number of Days	1 full day	Number of Days	1/2 day 7:45am -11:30am

Beverage	Beverage	Beverage
Gratuity	Gratuity	Gratuity
Tax	Tax	Tax
Total	Total	Total

CATERING				CATERING				CATERING
11-Mar-25				12-Mar-25				13-Mar-25
	AM Breakfast				AM Breakfast				AM Breakfast
	Number of Attendees	0			Number of Attendees	0			Number of Attendees	0
	Number of Days	0			Number of Days	0			Number of Days	0
			Per Person				Per Person				Per Person
	Food				Food				Food
	Gratuity				Gratuity				Gratuity
	Tax				Tax				Tax
	Total				Total				Total

Morning Break			Morning Break (Light)			Morning Break
Number of Attendees	0		Number of Attendees	115		Number of Attendees	115
Number of Days	0		Number of Days			Number of Days
		Per Person			Per Person
Food			Food			Food
Gratuity			Gratuity			Gratuity
Tax			Tax			Tax
Total			Total			Total

12:00 PM Lunch			12:00 PM Lunch (Taco Bar) 2 lines			12:00 PM Lunch
Number of Attendees	0		Number of Attendees	115		Number of Attendees	0
Number of Days	0		Number of Days			Number of Days	0
		Per Person			Per Person			Per Person

Gratuity	Gratuity	Gratuity
Tax	Tax	Tax
Total	Total	Total

2:00pm Afternoon Break			2:00pm Afternoon Break			Afternoon Break
Number of Attendees	115		Number of Attendees	115		Number of Attendees	0
Number of Days			Number of Days	0		Number of Days	0
		Per Person			Per Person			Per Person
Food			Food			Food
Gratuity			Gratuity			Gratuity
Tax			Tax			Tax
Total			Total			Total

CANCELLATION POLICY. Stated below, in dollar amounts, are any charges that could be applied if the conference is cancelled for any reason other than non appropriation. If no charge is indicated below, the State will determine that the Contractor will not charge the cancellation fee.

Any fee stated must be stated in United States currency. The State will realize as a zero amount any fee stated as a formula or percentage or other fee not specifically stated in United States currency.

Conference Date Cancellation Notice (all services except lodging)
	Received Prior to First Program Dates	Cancellation Fee
	Between 117 and 60 days	$
	Between 59 and 46 days	$
	Between 45 and 31 days	$
	Between 30 and 15 days	$
	Between 14 days and 0 days

Lodging Cancellation Notice
State below your cancellation fee, per reservation, if the conference is cancelled for any reason other than non appropriation.
	Received Prior to First Program Dates	Cancellation Fee Hotels	Cancellation Fee Condos
	Between 30 and 15 days
	Between 14 and 3 days
	Between 72 and 48 hours
	Between 48 and 24 hours
	Less than 24 hours

The Contractor agrees that it will not seek any additional costs or fees. The Contractor understands that in the event that the conference is cancelled, the State agency is responsible for paying the cancellation fees.

Spring April

	Name of the Conference:	South Central MDVA Spring Conference
	Date(s) of the Conference:	April 7-9, 2025	Training Agenda
	Responding Company Name:		April 7 12:00 - 5:00
			April 8 - 8:00 - 5:00
SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS			April 9 8 - 12:00

LODGING
	Check-in Date:	7-Apr-25	With-in a 10 mile Radius of City Hall
	Check-out Date:	9-Apr-25

Single Occupancy - April 7-9, 2025			Single Occupancy April 6, 2025
	Number of Rooms	40		10
					Specifics to Venue
Suites/Condos		2		0	light rail stop and public transportation options
					Unique on-site or short walk for after hours entertainment options for networking and team building

	PRICE	Dates
		(check the date(s) being bid)
single Occupancy Room Charge (per room/night)		(preferred)
Tax (per room/night)		(alternate)
Total Cost (per room/night)

Condo/suite Room Charge (per room/night)

Tax (per room/night)

Total Cost (per room/night)

SHUTTLE SERVICES

Are Shuttle Services Required?

Yes

If yes, price per attendee/day

ADDITIONAL PROPERTIES

Please list here the addresses of any additional properties or facilities included in offer. Add additional lines if necessary.

PARKING
	Number of spots/day available

Price per day per car $0.00

MEETING ROOMS	Classroom Style Set up for 80 guests
	Tables in the back for 20 Staff

General Session Room			Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables and Chairs for Attendees		110		3	1	ERROR:#VALUE!
2	Instructor Table	Podium 3 Microphones	2				ERROR:#VALUE!
3	LCD Projector with Wireless Presenter		2				ERROR:#VALUE!
4	Large Screen		2				ERROR:#VALUE!
5	Wi-Fi Access		1				ERROR:#VALUE!
6	Room Charge
7	Surcharge
8	Taxes						$0.00
						TOTAL
	The General Session Room MAY or MAY NOT be used towards the total of Breakout Session Room(s) needed.
		If allowed, the General Session Room will count for:				# of Breakout Session Rooms	0

Breakout Session Room(s)		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables and Chairs for Attendees	0				ERROR:#VALUE!
2	LCD Projector with Wireless Presenter	0				ERROR:#VALUE!
3	Large Screen	0				ERROR:#VALUE!
4	Wi-Fi Access	0				ERROR:#VALUE!
5	Room Charge	0				ERROR:#VALUE!
6	Surcharge	0				ERROR:#VALUE!
7	Taxes	0				ERROR:#VALUE!
					TOTAL	ERROR:#VALUE!

1/2 day Beverage Service		All-Day Beverage Service		1/2 day Beverage Service
Water, Soda, Coffee, Tea		Water, Soda, Coffee, Tea		Water, Soda, Coffee, Tea
Number of Attendees	110	Number of Attendees	110	Number of Attendees	110
Number of Days	1/2 Day Noon-5:00pm	Number of Days	1 full day	Number of Days	1/2 day 7:45am -11:30am

Beverage	Beverage	Beverage
Gratuity	Gratuity	Gratuity
Tax	Tax	Tax
Total	Total	Total

CATERING

7-Apr-25

8-Apr-25

9-Apr-25

AM Breakfast

AM Breakfast 7:30-8:30

AM Breakfast

7:30-8:30

Number of Attendees

110

Number of Attendees

110

Number of Days

Per Person

Food

Gratuity

Tax

Total

Morning Break			Morning Break		Morning Break
Number of Attendees	0		Number of Attendees		Number of Attendees
Number of Days	0		Number of Days		Number of Days
		Per Person		Per Person		Per Person
Food			Food		Food
Gratuity			Gratuity		Gratuity
Tax			Tax		Tax
Total			Total		Total

Lunch			12:00 PM Lunch			Lunch
Number of Attendees	0		Number of Attendees	110		Number of Attendees	0
Number of Days	0		Number of Days			Number of Days	0
		Per Person			Per Person			Per Person

Gratuity	Gratuity	Gratuity
Tax	Tax	Tax
Total	Total	Total

2:00pm Afternoon Break			2:00pm Afternoon Break Cookies			Afternoon Break
Number of Attendees	110		Number of Attendees	110		Number of Attendees	0
Number of Days			Number of Days			Number of Days	0
		Per Person			Per Person			Per Person
Food			Food			Food
Gratuity			Gratuity			Gratuity
Tax			Tax			Tax
Total			Total			Total

Conference Date Cancellation Notice (all services except lodging)
	Received Prior to First Program Dates	Cancellation Fee
	Between 117 and 60 days	$
	Between 59 and 46 days	$
	Between 45 and 31 days	$
	Between 30 and 15 days	$
	Between 14 days and 0 days

Lodging Cancellation Notice
State below your cancellation fee, per reservation, if the conference is cancelled for any reason other than non appropriation.
	Received Prior to First Program Dates	Cancellation Fee Hotels	Cancellation Fee Condos
	Between 30 and 15 days
	Between 14 and 3 days
	Between 72 and 48 hours
	Between 48 and 24 hours
	Less than 24 hours

All Staff

	Name of the Conference:	All Staff Training
	Date(s) of the Conference:	June 24-26, 2025	Training Agenda
	Responding Company Name:		June 24, 12:00-5:00pm
			June 25, 8:00am - 4:30pm
SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS

LODGING
	Check-in Date:	June 24-26	Brainerd/Baxter Area 25 miles
	Check-out Date:	June 24-26	3 week Bid peroid

Single Occupancy - June 24-25,2025				Single Occupancy June 25-26			06/24/25	6/25/25	6/25/25
	Number of Rooms	135			135		Room Access 10am	Room Access 7:00 am	Room Access 7:00am
							Training Starts 1:00pm	Breakfast 7:00am - 8:00am	Breakfast 7:00-8:00am
Suites/Condos		7 (optional)			7(Optional)		Training ends 5:00pm	Lunch 12:00pm - 1:00pm	Morning Break 10:00am
								Training Starts 1:00pm	Training ends 12:00pm
								Training ends 5:00pm
			PRICE			Dates
						(check the date(s) being bid)
	single Occupancy Room Charge (per room/night)					(preferred)
	Tax (per room/night)					(alternate)
	Total Cost (per room/night)

Condo/suite Room Charge (per room/night)

Tax (per room/night)

Total Cost (per room/night)

SHUTTLE SERVICES

Are Shuttle Services Required?

Yes

If yes, price per attendee/day

ADDITIONAL PROPERTIES

Please list here the addresses of any additional properties or facilities included in offer. Add additional lines if necessary.

PARKING
	Number of spots/day available

Price per day per car $0.00

MEETING ROOMS	Classroom Style Set up for 135 guests
	Tables in the back for 20 Staff

General Session Room			Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables and Chairs for Attendees		135		2	1	ERROR:#VALUE!
2	Instructor Table	Podium 3 Microphones	2				ERROR:#VALUE!
3	LCD Projector with Wireless Presenter		2				ERROR:#VALUE!
4	Large Screen		2				ERROR:#VALUE!
5	Wi-Fi Access		1				ERROR:#VALUE!
6	Room Charge
7	Surcharge
8	Taxes						$0.00
						TOTAL
	The General Session Room MAY or MAY NOT be used towards the total of Breakout Session Room(s) needed.
		If allowed, the General Session Room will count for:				# of Breakout Session Rooms	0

Breakout Session Room(s)		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables and Chairs for Attendees	0				ERROR:#VALUE!
2	LCD Projector with Wireless Presenter	0				ERROR:#VALUE!
3	Large Screen	0				ERROR:#VALUE!
4	Wi-Fi Access	0				ERROR:#VALUE!
5	Room Charge	0				ERROR:#VALUE!
6	Surcharge	0				ERROR:#VALUE!
7	Taxes	0				ERROR:#VALUE!
					TOTAL	ERROR:#VALUE!

1/2 day Beverage Service		All-Day Beverage Service		1/2 Day Beverage Service
Water, Soda, Coffee, Tea		Water, Soda, Coffee, Tea		Water, Soda, Coffee, Tea
Number of Attendees	135	Number of Attendees	135	Number of Attendees	135
Number of Days	1/2 Day 1:00pm-5:00pm	Number of Days	1 full day	Number of Days	1/2 day 7:00-12:00

Beverage	Beverage	Beverage
Gratuity	Gratuity	Gratuity
Tax	Tax	Tax
Total	Total	Total

CATERING				CATERING				CATERING
24-Jun-25				25-Jun-25				6/26/2025
	AM Breakfast				AM Breakfast				AM Breakfast
	Number of Attendees	0			Number of Attendees	135			Number of Attendees	135
	Number of Days	0			Number of Days	0			Number of Days	0
			Per Person				Per Person
	Food				Food				Food
	Gratuity				Gratuity				Gratuity
	Tax				Tax				Tax
	Total				Total				Total

Morning Break			Morning Break			Morning Break
Number of Attendees	0		Number of Attendees	0		Number of Attendees	0
Number of Days	0		Number of Days			Number of Days	0
		Per Person			Per Person
Food			Food			Food
Gratuity			Gratuity			Gratuity
Tax			Tax			Tax
Total			Total			Total

12:00 - 1:00 PM Lunch			12:00 PM Lunch			12:00 PM Lunch
Number of Attendees	0		Number of Attendees	135	Buffet Style	Number of Attendees	0
Number of Days	0		Number of Days			Number of Days	0
		Per Person			Per Person

Gratuity	Gratuity	Gratuity
Tax	Tax	Tax
Total	Total	Total

2:00pm Afternoon Break			2:00pm Afternoon Break			2:00pm Afternoon Break
Number of Attendees	135		Number of Attendees	125	(Cake and Ice cream?)	Number of Attendees	0
Number of Days			Number of Days			Number of Days	0
		Per Person			Per Person			Per Person
Food			Food			Food
Gratuity			Gratuity			Gratuity
Tax			Tax			Tax
Total			Total			Total

Conference Date Cancellation Notice (all services except lodging)
	Received Prior to First Program Dates	Cancellation Fee
	Between 117 and 60 days	$
	Between 59 and 46 days	$
	Between 45 and 31 days	$
	Between 30 and 15 days	$
	Between 14 days and 0 days

Lodging Cancellation Notice
State below your cancellation fee, per reservation, if the conference is cancelled for any reason other than non appropriation.
	Received Prior to First Program Dates	Cancellation Fee Hotels	Cancellation Fee Condos
	Between 30 and 15 days
	Between 14 and 3 days
	Between 72 and 48 hours
	Between 48 and 24 hours
	Less than 24 hours

File details come from the government source that posted it. Updated Feb 3, 2025.