Copy_of_Price_Schedule_2026_LRRB_RIC_Summer__-_Copy.xlsx

This is a Price Schedule document for the Minnesota Department of Transportation's 2026 Summer LRRB/RIC Meeting, scheduled for June 14-16, 2025 (with program dates June 15-16, 2026). The conference will accommodate approximately 35 attendees and requires lodging with single occupancy rooms (35 rooms), meeting facilities, catering, parking, and shuttle services if necessary. Required services include a registration area, general session room with audio-visual equipment and seating for 35 attendees across two days, breakout session rooms with instructor tables and presentation equipment, and an exhibitor/vendor area. Catering services must be provided for breakfast (2 days), morning break (2 days), lunch (2 days), afternoon break (1 day), and all-day beverage service (2 days) for 35 attendees. The facility must be located within 40 miles of Brainerd, Minnesota city limits, with lodging, conference facilities, and parking within one-quarter mile of each other or shuttle services provided at no additional cost.

All pricing must be itemized on the spreadsheet with specific line-item costs for room charges, taxes, parking, equipment rental, food, beverages, and gratuity. The State will not reimburse any charges not listed on the price schedule. Contractors must establish cancellation fee structures for both all services except lodging and lodging separately, with specific dollar amounts required for notice periods ranging from 117 days prior to less than 24 hours before the conference. The contract is an all-or-none award with firm pricing that will not be adjusted if attendance falls below the 35-person estimate. Respondents must complete Attachments A, B, C, D and Exhibit E Price Schedule Worksheet to be considered for the contract.