CONF__2024_DPS_Office_of_Justice_Programs_Confer.pdf

Event Description PURPOSE. The purpose of the Solicitation is to receive responses and award a contract with a vendor(s) for the Department of Public Safety (DPS) 22024 Minnesota Office of Justice Programs Annual Conference on Crime and Victimization

The Conference is scheduled for May 21 - 22, 2024 with alternative dates of May 22 -23, 2024. DPS anticipates approximately 350 - 400 attendees at the Conference. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices listed on the pricing pages are firm and shall not be adjusted if the number of attendees falls below the estimate.

Limitations of geographic location: The facility must be located within the eleven-county metro area, including the counties of Anoka, Carver, Chisago, Dakota, Hennepin, Isanti, Ramsey, Scott, Sherburne, Washington, or Wright.

SUBMITTING QUESTIONS: Questions must be submitted in writing to the Buyer listed in the RFP. All questions received by the cutoff date of March 28, 2024, will be responded to via an addendum to official solicitation holders.

SWIFT HELP DESK. Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1.

Note: You must submit all responses electronically through the SWIFT portal. OSP does not accept email or faxed responses. Please be aware there are attachments included in this event. The responder is responsible for reviewing all solicitation documents.

General Comments

- Review the following documents prior to submitting a response:

1. Event Details

2. Event No. 15549 Solicitation Content

3. Event No. 15549 Solicitation Attachments

4. Event No. 15549 Sample Contract & Exhibits

5. Event No. 15549 Exhibit D Price Schedule

Complete and upload the following completed documents as a part of your response:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State’s Terms and Conditions, if applicable

3. Attachment D: Responder Forms - Workforce and Equal Pay Declaration Page

4. Attachment E: Responder Information Form

5. Exhibit D: Price Schedules

Note: Please attach each document only once.

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

Event Details

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 1 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 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.

And:

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 Attachments A, B, D and E attachments here.

Addendums may be attached here if applicable.

ATTACHMENT A: RESPONDER DECLARATIONS

ATTACHMENT B: EXCEPTIONS TO STATE’S TERMS AND

CONDITIONS

ATTACHMENT D: RESPONDER FORMS

- VETERAN-OWNED PREFERENCE FORM

- WORKFORCE & EQUAL PAY DECLARATION PAGE

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 2 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No

ATTACHMENT E: ADDITIONAL INFORMATION

A file attachment is required to satisfy this question.

Response Comments

Upload Exhibit D - Price Schedule here.

A file attachment is required to satisfy this question.

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: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 3 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Line Details

Line: 1 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1

Reserve Price: No

Description: Conference: Meeting Rooms, Catering and Lodging

Question Response Upload the Event No. 14925 Exhibit D: 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 bid price. Enter in $0.01.

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 4 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 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: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 5 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 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: EACH Description: Conference: Meeting Rooms, Catering and Lodging

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:

Quantity: 1 Due Date: 03/25/2024 Freight Terms:

Ship Via:

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 6 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 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: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000015549 Sell RFx 7 Event Round Version 1 1 Event Name CONF: 2024 DPS Office of Justice Programs Confer Start Time Finish Time 03/15/2024 13:00:00 04/09/2024 15:00:00

Event Currency: US Dollar Bids allowed in other currency: No