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| Name of the Conference: | 2023 BCA Human Trafficking Conference |
| Date(s) of the Conference: | November 15-17, 2023 |
| Responding Company Name: | |
| SEE EXHIBIT C AND EXHIBIT C - ATTACHMENT 1 FOR DETAILS | | |
| LODGING | | |
| Check-in Date: | November 14, 2023 |
| Check-out Date: | November 17, 2023 |
| Single Occupancy | | | |
| Number of Rooms | 25 | Dates |
(check the date(s) being bid)
| PRICE | |
| Room Charge (per room/night) | | (preferred) |
| Tax (per room/night) | | (alternate) |
| Total Cost (per room/night) | $0.00 | |
| LODGING | | |
| Check-in Date: | November 15, 2023 |
| Check-out Date: | November 17, 2023 |
| Single Occupancy | | | |
| Number of Rooms | 325 | |
| | | PRICE |
| Room Charge (per room/night) | | |
| Tax (per room/night) | | |
| Total Cost (per room/night) | | $0.00 |
| Double Occupancy | | | |
| Number of Rooms | 25 | |
| | | PRICE |
| Room Charge (per room/night) | | |
| Tax (per room/night) | | |
| 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 Responder 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 | 6 | | 3 | 1 | $0.00 |
| 4 | Electrical Access | 1 | | 3 | 1 | $0.00 |
| 5 | Wi-Fi Access | 1 | | 3 | 1 | $0.00 |
| 6 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 7 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 8 | 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 | Instructor Table | | 1 | | 3 | 1 | $0.00 |
| 5 | LCD Projector with Wireless Presenter | | 1 | | 3 | 1 | $0.00 |
| 6 | Large Screen | | 2 | | 3 | 1 | $0.00 |
| 7 | Microphone (with Table Stand) | | 1 | | 3 | 1 | $0.00 |
| 8 | Microphone (with Floor Stand) | | 1 | | 3 | 1 | $0.00 |
| 9 | Microphone (Handheld) | | 1 | | 3 | 1 | $0.00 |
| 10 | Microphone (Lavalier) | | 3 | | 3 | 1 | $0.00 |
| 11 | Mixer System | | 1 | | 3 | 1 | $0.00 |
| 12 | Sound Equipment | | 1 | | 3 | 1 | $0.00 |
| 13 | Easel for Signage | | 2 | | 3 | 1 | $0.00 |
| 14 | Electrical Access | | 1 | | 3 | 1 | $0.00 |
| 15 | Wi-Fi Access | | 1 | | 3 | 1 | $0.00 |
| 16 | Room Charge | | 1 | | 3 | 1 | $0.00 |
| 17 | Surcharge | | 1 | | 3 | 1 | $0.00 |
| 18 | Taxes | | 1 | | 3 | 1 | $0.00 |
| | | | | | TOTAL | $0.00 |
| 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 | |
| Breakout Session Room(s) | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Standing Podium | 1 | | 3 | 4 | $0.00 |
| 2 | Instructor Table | 1 | | 3 | 4 | $0.00 |
| 3 | Rear Table for Handouts | 1 | | 3 | 4 | $0.00 |
| 4 | LCD Projector with Wireless Presenter | 1 | | 3 | 4 | $0.00 |
| 5 | Large Screen | 1 | | 3 | 4 | $0.00 |
| 6 | Flipchart Stand | 1 | | 3 | 4 | $0.00 |
| 7 | Microphone (with Table Stand) | 1 | | 3 | 4 | $0.00 |
| 8 | Microphone (with Floor Stand) | 1 | | 3 | 4 | $0.00 |
| 9 | Microphone (Handheld) | 2 | | 3 | 4 | $0.00 |
| 10 | Microphone (Lavalier) | 2 | | 3 | 4 | $0.00 |
| 11 | Mixer System | 1 | | 3 | 4 | $0.00 |
| 12 | Sound Equipment | 1 | | 3 | 4 | $0.00 |
| 13 | Easel for Signage | 1 | | 3 | 4 | $0.00 |
| 14 | Electrical Access | 1 | | 3 | 4 | $0.00 |
| 15 | Wi-Fi Access | 1 | | 3 | 4 | $0.00 |
| 16 | Room Charge | 1 | | 3 | 4 | $0.00 |
| 17 | Surcharge | 1 | | 3 | 4 | $0.00 |
| 18 | Taxes | 1 | | 3 | 4 | $0.00 |
| | | | | TOTAL | $0.00 |
| Exhibitor/Vendor Area | | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Tables (8' Skirted) | | 5 | | 3 | 1 | $0.00 |
| 2 | Chairs (per Table) | | 10 | | 3 | 1 | $0.00 |
| 3 | Linens for Tables | | 5 | | 3 | 1 | $0.00 |
| 4 | Piping and Draping | | 0 | | 0 | 0 | $0.00 |
| 5 | Electrical Access | | 1 | | 3 | 1 | $0.00 |
| 6 | Wi-Fi Access | | 1 | | 3 | 1 | $0.00 |
| 7 | Room Charge | | 1 | | 3 | 1 | $0.00 |
| 8 | Surcharge | | 1 | | 3 | 1 | $0.00 |
| 9 | Taxes | | 1 | | 3 | 1 | $0.00 |
| | | | | | TOTAL | $0.00 |
| CATERING | | | | | | | |
| Breakfast- Day 1 | | | | Afternoon Break- Day 1 and Day 2 | | | |
| Number of Attendees | | 25 | | Number of Attendees | | 350 | |
| Number of Days | | 1 | | Number of Days | | 2 | |
| Breakfast- Day 2 and 3 | | | Per Person |
| Number of Attendees | 350 | Food | |
| Number of Days | 2 | Gratuity | |
| | Per Person | Tax | |
| Food | | | | |
| Gratuity | | | | |
| Tax | | | | |
| Total | | $0.00 | Total | $0.00 |
| Morning Break- Day 2 and Day 3 | | | Dinner- Day 1 and Day 2 | | |
| Number of Attendees | 350 | | Number of Attendees | 350 | |
| 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- Day 2 | | | All-Day Beverage Service | | |
| Number of Attendees | 350 | | Number of Attendees | 350 | |
| 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. Responder must state below, in dollar amounts, any charges that could be applied if the conference is cancelled for any reason other than non-appropriation. Please note: This amount will be taken into consideration for the award. If no charge is indicated below, the State will determine that the Responder 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. The Responder will receive the full points allowed for zero cancellation fees.
| Date Cancellation Notice | | |
| 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 | $ |
The Responder agrees that it will not seek any additional costs or fees. The Responder understands that in the event that the conference is cancelled, the State agency is responsible for paying the cancellation fees.
&"-,Bold"Exhibit D - Attachment 1 Cost Proposal
&10RFP Conf Cost Proposal (12.04.2019)
| Name of the Conference: | 2025 BCA ICAC and Human Trafficking Conference |
| Date(s) of the Conference: | December 10-12, 2025 |
| Responding Company Name: | |
| SEE EXHIBIT C AND EXHIBIT C - ATTACHMENT 1 FOR DETAILS | | |
| LODGING | | |
| Check-in Date: | December 9, 2025 |
| Check-out Date: | December 12, 2025 |
| Single Occupancy | | | |
| Number of Rooms | 5 | |
| | | PRICE |
| Room Charge (per room/night) | | |
| Tax (per room/night) | | |
| Total Cost (per room/night) | | $0.00 |
| LODGING | | |
| Check-in Date: | December 10, 2025 |
| Check-out Date: | December 12, 2025 |
| Single Occupancy | | | |
| Number of Rooms | 330 | |
| | | PRICE |
| Room Charge (per room/night) | | |
| Tax (per room/night) | | |
| Total Cost (per room/night) | | $0.00 |
| Double Occupancy | | | |
| Number of Rooms | 10 | |
| | | PRICE |
| Room Charge (per room/night) | | |
| Tax (per room/night) | | |
| 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 Responder 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 | 6 | | 3 | 1 | $0.00 |
| 4 | Electrical Access | 1 | | 3 | 1 | $0.00 |
| 5 | Wi-Fi Access | 1 | | 3 | 1 | $0.00 |
| 6 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 7 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 8 | 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 | Instructor Table | | 1 | | 3 | 1 | $0.00 |
| 5 | LCD Projector with Wireless Presenter | | 1 | | 3 | 1 | $0.00 |
| 6 | Large Screen | | 2 | | 3 | 1 | $0.00 |
| 7 | Microphone (with Table Stand) | | 1 | | 3 | 1 | $0.00 |
| 8 | Microphone (with Floor Stand) | | 1 | | 3 | 1 | $0.00 |
| 9 | Microphone (Handheld) | | 1 | | 3 | 1 | $0.00 |
| 10 | Microphone (Lavalier) | | 3 | | 3 | 1 | $0.00 |
| 11 | Mixer System | | 1 | | 3 | 1 | $0.00 |
| 12 | Sound Equipment | | 1 | | 3 | 1 | $0.00 |
| 13 | Easel for Signage | | 2 | | 3 | 1 | $0.00 |
| 14 | Electrical Access | | 1 | | 3 | 1 | $0.00 |
| 15 | Wi-Fi Access | | 1 | | 3 | 1 | $0.00 |
| 16 | Room Charge | | 1 | | 3 | 1 | $0.00 |
| 17 | Surcharge | | 1 | | 3 | 1 | $0.00 |
| 18 | Taxes | | 1 | | 3 | 1 | $0.00 |
| | | | | | TOTAL | $0.00 |
| 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 | |
| Breakout Session Room(s) | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Standing Podium | 1 | | 3 | 4 | $0.00 |
| 2 | Instructor Table | 1 | | 3 | 4 | $0.00 |
| 3 | Rear Table for Handouts | 1 | | 3 | 4 | $0.00 |
| 4 | LCD Projector with Wireless Presenter | 1 | | 3 | 4 | $0.00 |
| 5 | Large Screen | 1 | | 3 | 4 | $0.00 |
| 6 | Flipchart Stand | 1 | | 3 | 4 | $0.00 |
| 7 | Microphone (with Table Stand) | 1 | | 3 | 4 | $0.00 |
| 8 | Microphone (with Floor Stand) | 1 | | 3 | 4 | $0.00 |
| 9 | Microphone (Handheld) | 2 | | 3 | 4 | $0.00 |
| 10 | Microphone (Lavalier) | 2 | | 3 | 4 | $0.00 |
| 11 | Mixer System | 1 | | 3 | 4 | $0.00 |
| 12 | Sound Equipment | 1 | | 3 | 4 | $0.00 |
| 13 | Easel for Signage | 1 | | 3 | 4 | $0.00 |
| 14 | Electrical Access | 1 | | 3 | 4 | $0.00 |
| 15 | Wi-Fi Access | 1 | | 3 | 4 | $0.00 |
| 16 | Room Charge | 1 | | 3 | 4 | $0.00 |
| 17 | Surcharge | 1 | | 3 | 4 | $0.00 |
| 18 | Taxes | 1 | | 3 | 4 | $0.00 |
| | | | | TOTAL | $0.00 |
| Exhibitor/Vendor Area | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Tables (8' Skirted) | 5 | | 3 | 1 | $0.00 |
| 2 | Chairs (per Table) | 10 | | 3 | 1 | $0.00 |
| 3 | Linens for Tables | 5 | | 3 | 1 | $0.00 |
| 4 | Piping and Draping | 0 | | 0 | 0 | $0.00 |
| 5 | Electrical Access | 1 | | 3 | 1 | $0.00 |
| 6 | Wi-Fi Access | 1 | | 3 | 1 | $0.00 |
| 7 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 8 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 9 | Taxes | 1 | | 3 | 1 | $0.00 |
| | | | | TOTAL | $0.00 |
| Mother's Room/ Prayer Room | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 2 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 3 | Taxes | 1 | | 3 | 1 | $0.00 |
| | | | | TOTAL | $0.00 |
| Dining Room- Semi Private, Not Poolside | | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Room Charge | | 1 | | 3 | 1 | $0.00 |
| 2 | Surcharge | | 1 | | 3 | 1 | $0.00 |
| 3 | Taxes | | 1 | | 3 | 1 | $0.00 |
| | | | | | TOTAL | $0.00 |
| Breakfast- Day 1 | | | | Afternoon Break- Day 1/Day 2 | | | |
| Number of Attendees | | 5 | | Number of Attendees | | 350 | |
| Number of Days | | 1 | | Number of Days | | 2 | |
| Breakfast- Day 2 and 3 | | | Per Person |
| Number of Attendees | 350 | Food | |
| Number of Days | 2 | Gratuity | |
| | Per Person | Tax | |
| Food | | | | |
| Gratuity | | | | |
| Tax | | | | |
| Total | | $0.00 | Total | $0.00 |
| Morning Break- Day 2/Day 3 | | | Dinner- Day 1 and Day 2 | | |
| Number of Attendees | 350 | | Number of Attendees | 350 | |
| 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- Day 2 | | | All-Day Beverage Service with 1/2 on Friday | | |
| Number of Attendees | 350 | | Number of Attendees | 350 | |
| 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. Responder must state below, in dollar amounts, any charges that could be applied if the conference is cancelled for any reason other than non-appropriation. Please note: This amount will be taken into consideration for the award. If no charge is indicated below, the State will determine that the Responder 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. The Responder will receive the full points allowed for zero cancellation fees.
| Conference Date Cancellation Notice | | |
| 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