Conference_RFP_PriceSchedule_16064.xlsx
XLSX spreadsheet 25 KB Posted
- Attached to
- DNR - 2024 Parks and Trails (PAT) Winter Meeting
- Solicitation number
- 2000016064
- Issued by
- Cass County, Minnesota
About this file
This document is a Price Schedule for the 2024 PARKS AND TRAILS (PAT) WINTER MEETING, a state and local contract opportunity. The preferred conference dates are December 3-5, 2024, with alternative dates of December 4-6, 2024, November 19-21, 2024, or November 20-22, 2024. The solicitation requests pricing for lodging, shuttle services, meeting rooms, catering, and any applicable cancellation fees. The meeting is expected to have 360 attendees, and the detailed pricing schedule outlines the quantities and unit prices for various meeting room setups, equipment, and catering services.
Regarding pricing, the document states that all charges must be listed on the provided spreadsheet, and the state will not pay for anything not included. The cancellation policy is detailed, with varying fees based on the timing of the cancellation notice. The contractor agrees not to seek any additional costs or fees beyond what is specified in the Price Schedule.
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Sheet1
| Name of the Conference: | 2024 PARKS AND TRAILS (PAT) WINTER MEETING | ||
| Preferred Date(s) of the Conference: | December 3-5, 2024 | ||
| Alternative Date(s) of the Conference: | December 4-6, 2024; November 19-21, or November 20-22, 2024 | ||
| Responding Company Name: | |||
| SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS | |||
| LODGING | Dates |
(check the date(s) being proposed)
| Check-in Date: | December 3, 2024 | (preferred) December 3-5, 2024 | ||
| Check-out Date: | December 5, 2024 | (alternate) December 4-6, 2024 | ||
| (alternate) November 19-21, 2024 | ||||
| Single Occupancy - December 2nd | (alternate) November 20-22, 2024 | |||
| Number of Rooms | 25 | |||
| PRICE | ||||
| Room Charge (per room/night) | ||||
| Tax (per room/night) | ||||
| Total Cost (per room/night) | $0.00 |
| Single Occupancy - December 3rd and 4th | Double Occupancy - December 3rd and 4th | ||||||
| Number of Rooms | 335 | Number of Rooms | 25 | ||||
| PRICE | PRICE | ||||||
| Room Charge (per room/night) | Room Charge (per room/night) | ||||||
| Tax (per room/night) | Tax (per room/night) | ||||||
| Total Cost (per room/night) | $0.00 | Total Cost (per room/night) | $0.00 |
| 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 |
| No |
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 |
MEETING ROOMS
| Registration Area | Quantity | Price Per Day | # Days | # Rooms | Extended Price | |
| 1 | 8' Skirted Tables | 4 | 3 | 1 | $0.00 | |
| 2 | Chairs | 8 | 3 | 1 | $0.00 | |
| 3 | Electrical Access | 1 | 3 | 1 | $0.00 | |
| 4 | Wi-Fi Access | 1 | 3 | 1 | $0.00 | |
| 5 | Room Charge | 1 | 3 | 1 | $0.00 | |
| 6 | Surcharge | 1 | 3 | 1 | $0.00 | |
| 7 | Taxes | 1 | 3 | 1 | $0.00 | |
| TOTAL | $0.00 |
| General Session Room | Quantity | Price Per Day | # Days | # Rooms | Extended Price | |
| 1 | Stage | 1 | 3 | 1 | $0.00 | |
| 2 | Standing Podium | 1 | 3 | 1 | $0.00 | |
| 3 | Risers for Podium | 1 | 3 | 1 | $0.00 | |
| 4 | Tables and Chairs for Attendees | 360 |
tc={7C62009B-1F8E-48E0-AA70-A2105355A9D9}: [Threaded comment]
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Comment:
| Lynda - this was originally set to a quantity of 1; I changed to 360, as you will likely want enough tables and chairs for 360 attendees. Can you please confirm? | 3 | 1 | $0.00 | |||||
| 5 | Instructor Table | 1 | 3 | 1 | $0.00 | |||
| 6 | LCD Projector with Wireless Presenter | 1 | 3 | 1 | $0.00 | |||
| 7 | Large Screen | 1 | 3 | 1 | $0.00 | |||
| 8 | Microphone (with Table Stand) | 1 | 3 | 1 | $0.00 | |||
| 9 | Microphone (with Floor Stand) | 1 | 3 | 1 | $0.00 | |||
| 10 | Microphone (Handheld) | 1 | 3 | 1 | $0.00 | |||
| 11 | Microphone (Lavalier) | 1 | 3 | 1 | $0.00 | |||
| 12 | Mixer System | 1 | 3 | 1 | $0.00 | |||
| 13 | Sound Equipment | 1 | 3 | 1 | $0.00 | |||
| 14 | Easel for Signage | 1 | 3 | 1 | $0.00 | |||
| 15 | Electrical Access | 1 | 3 | 1 | $0.00 | |||
| 16 | Wi-Fi Access | 1 | 3 | 1 | $0.00 | |||
| 17 | Room Charge | 1 | 3 | 1 | $0.00 | |||
| 18 | Surcharge | 1 | 3 | 1 | $0.00 | |||
| 19 | Taxes | 1 | 3 | 1 | $0.00 | |||
| TOTAL | $0.00 | |||||||
| The General Session Room MAY be used towards the total of Breakout Session Room(s) needed. | ||||||||
| If allowed, the General Session Room will count for: | # of Breakout Session Rooms |
| Breakout Session Room(s): 2-3 Large Rooms | Quantity | Price Per Day | # Days | # Rooms | Extended Price | |
| 1 | Standing Podium | 1 | 3 | 2 | $0.00 | |
| 2 | Instructor Table | 1 | 3 | 2 | $0.00 | |
| 3 | Rear Table for Handouts | 1 | 3 | 2 | $0.00 | |
| 4 | Tables and Chairs for Attendees | 140 | 3 | 2 | $0.00 | |
| 5 | LCD Projector with Wireless Presenter | 1 | 3 | 2 | $0.00 | |
| 6 | Large Screen | 1 | 3 | 2 | $0.00 | |
| 7 | Flipchart Stand | 1 | 3 | 2 | $0.00 | |
| 8 | Microphone (with Table Stand) | 1 | 3 | 2 | $0.00 | |
| 9 | Microphone (with Floor Stand) | 1 | 3 | 2 | $0.00 | |
| 10 | Microphone (Handheld) | 1 | 3 | 2 | $0.00 | |
| 11 | Microphone (Lavalier) | 1 | 3 | 2 | $0.00 | |
| 12 | Mixer System | 1 | 3 | 2 | $0.00 | |
| 13 | Sound Equipment | 1 | 3 | 2 | $0.00 | |
| 14 | Easel for Signage | 1 | 3 | 2 | $0.00 | |
| 15 | Electrical Access | 1 | 3 | 2 | $0.00 | |
| 16 | Wi-Fi Access | 1 | 3 | 2 | $0.00 | |
| 17 | Room Charge | 1 | 3 | 2 | $0.00 | |
| 18 | Surcharge | 1 | 3 | 2 | $0.00 | |
| 19 | Taxes | 1 | 3 | 2 | $0.00 | |
| TOTAL | $0.00 |
| Breakout Session Room(s): 6-8 Moderate Rooms | Quantity | Price Per Day | # Days | # Rooms | Extended Price | |
| 1 | Standing Podium | 1 | 3 | 8 | $0.00 | |
| 2 | Instructor Table | 1 | 3 | 8 | $0.00 | |
| 3 | Rear Table for Handouts | 1 | 3 | 8 | $0.00 | |
| 4 | Tables and Chairs for Attendees | 40 | 3 | 8 | $0.00 | |
| 5 | LCD Projector with Wireless Presenter | 1 | 3 | 8 | $0.00 | |
| 6 | Large Screen | 1 | 3 | 8 | $0.00 | |
| 7 | Flipchart Stand | 1 | 3 | 8 | $0.00 | |
| 8 | Microphone (with Table Stand) | 1 | 3 | 8 | $0.00 | |
| 9 | Microphone (with Floor Stand) | 1 | 3 | 8 | $0.00 | |
| 10 | Microphone (Handheld) | 1 | 3 | 8 | $0.00 | |
| 11 | Microphone (Lavalier) | 1 | 3 | 8 | $0.00 | |
| 12 | Mixer System | 1 | 3 | 8 | $0.00 | |
| 13 | Sound Equipment | 1 | 3 | 8 | $0.00 | |
| 14 | Easel for Signage | 1 | 3 | 8 | $0.00 | |
| 15 | Electrical Access | 1 | 3 | 8 | $0.00 | |
| 16 | Wi-Fi Access | 1 | 3 | 8 | $0.00 | |
| 17 | Room Charge | 1 | 3 | 8 | $0.00 | |
| 18 | Surcharge | 1 | 3 | 8 | $0.00 | |
| 19 | Taxes | 1 | 3 | 8 | $0.00 | |
| TOTAL | $0.00 |
| CATERING | |||||
| Breakfast | Afternoon Break (To be Determined) | ||||
| Number of Attendees | 360 | Number of Attendees | 360 | ||
| Number of Days | 2 | Number of Days | 2 | ||
| Per Person | Per Person | ||||
| Food | Food | ||||
| Gratuity | Gratuity | ||||
| Tax | Tax | ||||
| Total | $0.00 | Total | $0.00 |
| Morning Break (To be Determined) | Dinner | ||||
| Number of Attendees | 360 | Number of Attendees | 360 | ||
| Number of Days | 2 | Number of Days | 2 | ||
| Per Person | Per Person | ||||
| Food | Food | ||||
| Gratuity | Gratuity | ||||
| Tax | Tax | ||||
| Total | $0.00 | Total | $0.00 |
| Lunch | All-Day Beverage Service | ||||
| Number of Attendees | 360 | Number of Attendees | 360 | ||
| Number of Days | 1 | Number of Days | 3 | ||
| Per Person | Per Person | ||||
| Food | Beverage | ||||
| Gratuity | Gratuity | ||||
| Tax | Tax | ||||
| Total | $0.00 | Total | $0.00 |
All charges must be listed on this spreadsheet. The State will NOT pay for anything that is not included on this spreadsheet. Responder can add lines to this spreadsheet if necessary
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 | |
| 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
&10RFP Exhibit D Price Schedule (Rev. 11.05.2021)
File details come from the government source that posted it. Updated .