CVSO_Spring_Conference_North_2027_Bid_Worksheet.xlsx

This is a bid worksheet for the Minnesota Department of Veterans Affairs (MDVA) North Spring Conference 2027, scheduled for March 2-4, 2027, in a location within a fifteen-mile radius of Bemidji Regional Airport in Bemidji, Minnesota. The solicitation seeks comprehensive conference services for approximately 100 attendees, including lodging, meeting facilities, catering, and shuttle services. The bid worksheet specifies lodging requirements of 30 single-occupancy rooms for March 1-4, 2027, and 12 single-occupancy rooms for March 2-4, 2027, plus 8 suites or condos total. Meeting space requirements include a classroom-style general session room for 80 guests with tables for 20 staff, equipped with instructor tables, podiums, microphones, LCD projectors, large screens, and Wi-Fi access. Catering services are required for morning breaks, afternoon breaks, lunch, and beverage service across the three-day conference period. The deadline for submitting questions was November 19, 2026, at 12:00 PM Central Time, with inquiries directed to Ivette Valdes@state.mn.us. Shuttle services between lodging, conference, and parking facilities are required if properties are not within one-quarter mile of each other, with the State preferring free shuttles but permitting charges at specified rates per attendee per day.

Bidders must provide all pricing information on the worksheet, including nightly room charges with applicable taxes for single-occupancy and suite/condo options, parking costs, and per-person catering costs with gratuities and taxes itemized by service type and date. The worksheet requires detailed cancellation fee schedules in United States currency for both conference services and lodging, with separate notice period thresholds for hotel and condo cancellations. The State notes that the estimated attendance of 100 is not guaranteed, and pricing must remain firm regardless of actual attendance falling below estimates. The State of Minnesota reserves the right to conduct the conference at any facility meeting cleanliness and maintenance standards within the specified geographic radius of Bemidji Regional Airport. Contractors must agree not to seek additional costs or fees beyond those listed, and the State assumes responsibility for any cancellation fees if the conference is cancelled for reasons other than non-appropriation.