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Sheet1
| | Name of the Conference: | 2028 Board of Water and Soil Resources BWSR Academy |
| | Date(s) of the Conference: | Oct 24-26, 2028 or Oct 25-27, 2028 |
| | Responding Company Name: | |
| SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS | | | |
| LODGING | | | |
| Check-in Date: | Day before conference | |
| Check-out Date: | Last day of conference | |
DAY Before Conference
| Hotel Style Rooms | | | |
| Number of Rooms | 50 | Dates |
(check the date(s) being proposed)
| | | PRICE | |
| Room Charge (per room/night) | | | Oct 24-26, 2028 (preferred) |
| Tax (per room/night) | | | Oct 25-27, 2028 (preferred) |
| Total Cost (per room/night) | | $0.00 | Oct 17-19, 2028 (alternate) |
| | | | Oct 18-20, 2028 (alternate) |
| Multi-bedroom condo/cabin | | | | |
| Number of Rooms | 25 | | |
| | | PRICE | |
| Room Charge (per room/night) | | | |
| Tax (per room/night) | | | |
| Total Cost (per room/night) | | $0.00 | |
DAY 1 & 2 of Conference
| Hotel Style Rooms | | | |
| Number of Rooms | 150 | |
| | | PRICE |
| Room Charge (per room/night) | | |
| Tax (per room/night) | | |
| Total Cost (per room/night) | | $0.00 |
| Multi-bedroom condo/cabin | | | |
| Number of Rooms | 210 | |
| | | 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 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 | 3 | | 3 | 1 | $0.00 |
| 2 | Chairs | 8 | | 3 | 1 | $0.00 |
| 3 | Easel for Signage | 2 | | 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 | LCD Projector with Wireless Presenter | 1 | | 3 | 1 | $0.00 |
| 4 | Large Screen | 1 | | 3 | 1 | $0.00 |
| 5 | Microphone (Handheld) | 1 | | 3 | 1 | $0.00 |
| 6 | Microphone (Lavalier) | 1 | | 3 | 1 | $0.00 |
| 7 | Table and Chairs for attendees | 1 | | 3 | 1 | $0.00 |
| 8 | Table | 1 | | 3 | 1 | $0.00 |
| 9 | Mixer System | 1 | | 3 | 1 | $0.00 |
| 10 | Sound Equipment | 1 | | 3 | 1 | $0.00 |
| 11 | Electrical Access | 1 | | 3 | 1 | $0.00 |
| 12 | Wi-Fi Access | 1 | | 3 | 1 | $0.00 |
| 13 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 14 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 15 | 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. | | | | | |
| Breakout Session Room(s) | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Stage | 1 | | 3 | 2 | $0.00 |
| 2 | Standing Podium | 1 | | 3 | 7 | $0.00 |
| 3 | Instructor Table and chair | 1 | | 3 | 7 | $0.00 |
| 4 | Rear Table for Handouts | 1 | | 3 | 7 | $0.00 |
| 5 | Tables and Chairs for Attendees | 1 | | 3 | 7 | $0.00 |
| 6 | LCD Projector with Wireless Presenter | 1 | | 3 | 7 | $0.00 |
| 7 | Large Screen | 1 | | 3 | 7 | $0.00 |
| 8 | Flipchart Stand and flipchart paper | 1 | | 3 | 7 | $0.00 |
| 9 | Flipchart Markers | 2 | | 3 | 7 | $0.00 |
| 10 | Microphone (Handheld) | 1 | | 3 | 7 | $0.00 |
| 11 | Microphone (Lavalier) | 1 | | 3 | 7 | $0.00 |
| 12 | Mixer System | 1 | | 3 | 7 | $0.00 |
| 13 | Sound Equipment | 1 | | 3 | 7 | $0.00 |
| 14 | Session Signage outside of each session room as to session title and date/times | 1 | | 3 | 7 | $0.00 |
| 15 | Electrical Access | 1 | | 3 | 7 | $0.00 |
| 16 | Wi-Fi Access | 1 | | 3 | 7 | $0.00 |
| 17 | Room Charge | 1 | | 3 | 7 | $0.00 |
| 18 | VGA Cords | 1 | | 3 | 7 | $0.00 |
| 19 | Surcharge | 1 | | 3 | 7 | $0.00 |
| 20 | Taxes | 1 | | 3 | 7 | $0.00 |
| | | | | TOTAL | $0.00 |
| Office Hours Room | | Quantity | Price Per Day | # Days | # Rooms | |
| 1 | 3-4' table | 2 | | 3 | 1 | $0.00 |
| 2 | Chairs | 8 | | 3 | 1 | $0.00 |
| 3 | Wi-Fi Access | 1 | | 3 | 1 | $0.00 |
| 4 | Signage for outside of door | 1 | | 3 | 1 | $0.00 |
| 5 | Electrical 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 |
| Lactation/ Prayer Room | | Quantity | Price Per Day | # Days | # Rooms | |
| 1 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 2 | Comfortable chair | 1 | | 3 | 1 | $0.00 |
| 3 | Electrical access | 1 | | 3 | 1 | $0.00 |
| 4 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 5 | Taxes | 1 | | 3 | 1 | $0.00 |
| | | | | TOTAL | $0.00 |
| Breakfast (Day 1) | | | Breakfast (Days 2 & 3) | | |
| Number of Attendees | 75 | | Number of Attendees | 420 | |
| Number of Days | 1 | | Number of Days | 2 | |
| | Per Person | | | Per Person |
| Food | | | Food | | |
| Gratuity | | | Gratuity | | |
| Tax | | | Tax | | |
| Total | | $0.00 | Total | | $0.00 |
| Morning Break | | | Afternoon Break | | |
| Number of Attendees | 420 | | Number of Attendees | 420 | |
| Number of Days | 3 | | Number of Days | 2 | |
| | Per Person | | | Per Person |
| Food | | | Food | | |
| Gratuity | | | Gratuity | | |
| Tax | | | Tax | | |
| Total | | $0.00 | Total | | $0.00 |
| Lunch | | |
| Number of Attendees | 420 | |
| Number of Days | 3 | |
| | Per Person |
| Food | | |
| Gratuity | | |
| Tax | | |
| 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)