Conference_alprfb_priceschedule_HIB_10.2026_(3).xlsx

This is a price schedule document for a conference bid submission by the Minnesota Department of Health's Health Improvement Bureau for an all-staff meeting scheduled for October 6, 2026. The solicitation requests bids from vendors to provide comprehensive conference services including meeting room capacity for 300+ attendees, parking facilities, three breakout session rooms accommodating 100 individuals each, audiovisual equipment rental, and catering services. The conference requires a general session room equipped with standing podiums, large screens, microphones (handheld and lavalier), sound equipment, electrical access, Wi-Fi access, and technology support. Three breakout session rooms must be configured with tables, chairs, LCD projectors with wireless presenters, large screens, microphones, sound equipment, electrical access, and Wi-Fi. The state reserves the right to hold the conference within 20 miles of the Minnesota Capital Building at 75 Rev. Dr. Martin Luther King Jr. Blvd., St. Paul, MN 55155 to minimize attendee travel costs and time commitments. The deadline for submitting questions is Friday, August 21, 2026, at 3:00 p.m. central time, directed to Sherry Otto at Sherry.otto@state.mn.us, with all responses provided via addendum. Responses must be submitted through the SWIFT Supplier Portal by the specified due date and time, with no electronic or email submissions accepted.

The pricing schedule requires vendors to submit firm prices for parking (300 spots available), general session room rental with all equipment and services, breakout session rooms, lunch service for 300 attendees for one day, and all-day beverage service. The document stipulates that all charges must be itemized on the spreadsheet, and the state will not pay for services not included in the submission; vendors may add line items as necessary. The state does not guarantee a minimum number of meals, and prices listed are firm and shall not be adjusted if actual attendance falls below the 300-person estimate. A cancellation policy section requires vendors to specify dollar amounts for cancellation fees in United States currency based on notice timing (ranging from 117+ days prior to less than 24 hours for both services and lodging), with any fees stated as formulas, percentages, or non-currency amounts recognized as zero by the state. The contractor must agree not to seek additional costs or fees beyond those specified, and the state agency assumes responsibility for paying cancellation fees if the conference is cancelled.