DNR_-_2024_Parks_and_Trails_(PAT)_Winter_Meeting.pdf
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- 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 Request for Proposal (RFP) issued by the Minnesota Department of Natural Resources (DNR) for the 2024 Parks & Trails (PAT) Winter Meeting. The purpose of this solicitation is to receive proposals and award a contract for conference planning, event space, catering, audio/visual equipment, and lodging for the PAT Winter Meeting, which is expected to have approximately 360 attendees. The preferred dates for the conference are December 3-5, 2024, with alternative dates of December 4-6, 2024, November 19-21, 2024, or November 20-22, 2024. The contract term will be from the date of contract execution through March 31, 2025. Responses must be submitted electronically through the SWIFT Supplier Portal by September 3, 2024, at 2:00 PM Central Time.
The pricing for this event is to be provided on the Exhibit D: Price Schedule, and the prices listed will be firm and will not be adjusted based on the final number of attendees. The conference venue must be located in one of the specified counties in Minnesota. Respondents must submit the required documentation, including the Responder Declarations, Exceptions to State's Standard Terms and Conditions, and other forms as outlined in the RFP.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachments___Declarations_16064.pdf | ||
| Sample_Contract___Exhibits_16064.pdf | ||
| Request_for_Proposal_16064.pdf | ||
| Conference_RFP_PriceSchedule_16064.xlsx | XLSX spreadsheet |
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Text version
Event Description ***THIS IS A FORMAL REQUEST FOR PROPOSAL (RFP). Fax responses and non-electronic responses will NOT be accepted. All responses must be submitted on-line through the SWIFT Supplier Portal before the Event Due Date and Time. Late responses will not be accepted.
PURPOSE: The purpose for this Solicitation (RFP) is to receive responses and award a contract with a Contractor to provide conference planning, event space, catering services, audio/visual equipment, and lodging for the 2024 Parks & Trails (PAT) Winter Meeting, Department of Natural Resources.
DATES: The dates for the conference will be one option from the following selected dates: Preferred Dates are December 3-5, 2024; Alternative Dates are December 4-6, 2024, November 19-21, 2024, or, November 20-22, 2024.
The estimated number of attendees in 360. The State does not guarantee a minimum number of attendees, lodging rooms or meals. Prices listed on the pricing pages are firm and will not be adjusted if the number of attendees falls below the estimate.
GEOGRAPHICAL LIMITATIONS: The Conference venue must be located in one of the following counties: Cass, Crow Wing, Stearns, Benton, Sherburne, St. Louis, Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, Washington, or Wright.
CONTRACT TERM. The Contract Term will be from the date of contract execution through March 31, 2025.
SUBMITTING QUESTIONS. The deadline for submitting questions is August 26, 2024, at 2:00 PM, Central Time.
Questions must be submitted in writing to Staci Stoerzinger at staci.stoerzinger@state.mn.us. All questions received by the cutoff date and time will be responded to via an addendum.
SWIFT HELP DESK. Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option #1, then again Option #1.
Responders need to submit all requested documentation, including, but not limited to, the following documents:
1. Attachment A: Responder Declarations
2. Attachment B: Exceptions to State's Standard Terms and Conditions
3. Attachment D: Responder Forms
a. Veterans Preference Form (If Applicable)
b. Workforce Certification
4. Attachment E: Additional Information
5. Exhibit D: Price Schedule
General Comments
- Attachments:
1.) Request for Proposal Content 2.) Sample Contract & Exhibits 3.) Attachments & Declarations 4.) Exhibit D: Price Schedule 5.) Event Detail
Event Details
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Stoerzinger,Staci L Phone: 651/201-2451
Email: Staci.Stoerzinger@state.mn.us
Event ID Format Type Page G0210-2000016064 Sell RFx 1 Event Round Version 1 1 Event Name DNR - 2024 Parks and Trails (PAT) Winter Meeting Start Time Finish Time 08/13/2024 14:00:00 09/03/2024 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Stoerzinger,Staci L Phone: 651/201-2451
Email: Staci.Stoerzinger@state.mn.us
Event ID Format Type Page G0210-2000016064 Sell RFx 2 Event Round Version 1 1 Event Name DNR - 2024 Parks and Trails (PAT) Winter Meeting Start Time Finish Time 08/13/2024 14:00:00 09/03/2024 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line Details
Line: 1 Item ID: Line Qty: 1 UOM: LOT Bid Qty: 1
Reserve Price: No
Description: Upload the Event Price Schedule as instructed.
2024 Parks & Trails Winter Meeting (per Exhibit C, Supplement 1, of the Sample Contract.)
Question Response Note: This solicitation Event is utilizing a price schedule. However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item bid price. Enter in $0.01.
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Stoerzinger,Staci L Phone: 651/201-2451
Email: Staci.Stoerzinger@state.mn.us
Event ID Format Type Page G0210-2000016064 Sell RFx 3 Event Round Version 1 1 Event Name DNR - 2024 Parks and Trails (PAT) Winter Meeting Start Time Finish Time 08/13/2024 14:00:00 09/03/2024 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Stoerzinger,Staci L Phone: 651/201-2451
Email: Staci.Stoerzinger@state.mn.us
Event ID Format Type Page G0210-2000016064 Sell RFx 4 Event Round Version 1 1 Event Name DNR - 2024 Parks and Trails (PAT) Winter Meeting Start Time Finish Time 08/13/2024 14:00:00 09/03/2024 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LOT Description: Upload the Event Price Schedule as instructed.
2024 Parks & Trails Winter Meeting (per Exhibit C, Supplement 1, of the Sample Contract.)
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT
112 ADMINISTRATION BLDG
50 SHERBURNE AVE
ST PAUL MN 55155-1402
United States
Quantity: 1 Due Date: 11/30/2024 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Stoerzinger,Staci L Phone: 651/201-2451
Email: Staci.Stoerzinger@state.mn.us
Event ID Format Type Page G0210-2000016064 Sell RFx 5 Event Round Version 1 1 Event Name DNR - 2024 Parks and Trails (PAT) Winter Meeting Start Time Finish Time 08/13/2024 14:00:00 09/03/2024 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix B - Terms & Conditions
1. Please review the attached Terms and Conditions attached to the event.
Last Updated: 12/24/2018
Event Details (cont.)
PUBLIC EVENT DETAILS
Submit To: Admin/State Procurement Contact: Stoerzinger,Staci L Phone: 651/201-2451
Email: Staci.Stoerzinger@state.mn.us
Event ID Format Type Page G0210-2000016064 Sell RFx 6 Event Round Version 1 1 Event Name DNR - 2024 Parks and Trails (PAT) Winter Meeting Start Time Finish Time 08/13/2024 14:00:00 09/03/2024 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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