conference_alprfb_priceschedule_North_2025.xlsx

XLSX spreadsheet 23 KB Posted Dec 31, 2024

Attached to: MDVA 2025 NORTH SPRING CONFERENCE
Solicitation number: 2000016564
Issued by: Big Stone County, Minnesota

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Written by GovTribe AI · Jan 1, 2025

This is a price schedule spreadsheet for the North MDVA Spring Conference to be held March 3-6, 2025, in Bemidji, Minnesota. The conference requires accommodations for 50 single-occupancy rooms and 3 suites/condos for March 4-6, with a smaller block of 15 rooms and 3 suites for March 3. The venue must be within a 10-mile radius of the Bemidji Regional Airport, with meeting space requirements including one general session room to accommodate 100 attendees and multiple breakout rooms. The conference agenda runs from noon to 5:00 PM on March 4, 8:00 AM to 5:00 PM on March 5, and 8:00 AM to noon on March 6.

The price schedule details requirements for meeting room equipment (LCD projectors, screens, wireless microphones), beverage service for 100 attendees, and catering needs including breaks and lunch. If shuttle services are needed due to facility locations being more than quarter-mile apart, costs must be specified per attendee per day. The document includes sections for detailed pricing of room charges, taxes, audiovisual equipment, catering services, and cancellation fees for both the conference services and lodging, with specific cancellation timeframes ranging from 117 days to less than 24 hours before the event.

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Other files

File	Type	Posted
MDVA_2025_NORTH_SPRING_CONFERENCE.pdf	PDF	Dec 31, 2024
conference_alprfb_North_2025.pdf	PDF	Dec 31, 2024
conf_alprfb_samplecontract_exhibits.docx	DOCX document	Dec 31, 2024
Tentative_Agenda_North_Conf_2025.pdf	PDF	Dec 31, 2024

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Sheet1

	Name of the Conference:	North MDVA Spring Conference
	Date(s) of the Conference:	March 3-6, 2025	Training Agenda
	Responding Company Name:		March 4 12:00 - 5:00
			March 5 8 - 5:00
SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS			March 6 8 - 12:00

LODGING
	Check-in Date:	3-Mar-25	With-in a 10 mile radius of the Bemidji regional Airport
	Check-out Date:	6-Mar-25	3824 Moberg Drive NW,Bemidji, MN 56601

Single Occupancy - March 3, 2025			Single Occupancy - March 4-6, 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		100		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	100	Number of Attendees	100	Number of Attendees	100
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
4-Mar-25				5-Mar-25				6-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	100		Number of Attendees	80
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	100		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	100		Number of Attendees	100		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.

&"-,Bold"Exhibit D, Price Schedule

&10RFB Exhibit D Price Schedule (Rev. 11.05.2021)

File details come from the government source that posted it. Updated Jan 1, 2025.