Price_Schedule_E139842.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- DNR 2026 IMT3 Preseason Meeting
- Solicitation number
- 2000017923
- Issued by
- Dakota County, Minnesota
About this file
This is a Price Schedule (Exhibit D) for a conference services procurement issued by the Minnesota Department of Natural Resources for the IMT3 Preseason Meeting scheduled for March 10-11, 2026, in the Brainerd/Baxter/Nisswa area. The State is requesting lodging accommodations for approximately 60 attendees, with 10 rooms needed for March 9-11, 2026 (2 nights) and 50 rooms needed for March 10-11, 2026 (1 night). The RFB requires bidders to provide general session and breakout meeting room space configured with specific audio-visual equipment including LCD projectors, large screens, microphones, sound systems, and wireless internet access. Catering services must include morning and afternoon breaks for 60 attendees on one day and all-day beverage service for 60 attendees across two days. The vendor must ensure the lodging facility, conference facility, and parking are located within one-quarter mile of each other or provide complimentary shuttle services. Submissions must be made electronically through the SWIFT portal, and the State will issue only one purchase order per vendor with payment made after all items are received and approved.
The price schedule requires bidders to itemize all costs in United States currency on the provided spreadsheet, with all charges subject to State approval and no payment authorized for items not included on the submitted schedule. Bidders may propose cancellation fees in specific dollar amounts for conference cancellations at various notice intervals (ranging from 14 days to less than 24 hours prior to the event) and for lodging cancellations (between 30 days and less than 24 hours notice), provided all fees are stated as fixed amounts rather than percentages or formulas. The vendor is responsible for reviewing all attachments and exhibits, including Exhibit C and Exhibit C, Supplement 1, which contain additional details regarding specifications and requirements. The State explicitly reserves the right to determine whether vendors meet specifications and reserves the right to reject bids that fail to respond to the latest event version.
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Text version
Sheet1
| Name of the Conference: | IMT3 Preseason Meeting | ||
| Date(s) of the Conference: | March 10-11, 2026 | ||
| Responding Company Name: | |||
| SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS | |||
| LODGING | |||
| Check-in Date: | 10 on March 9 and up to 50 on March 10, 2026 | ||
| Check-out Date: | March 11, 2026 |
| Single Occupancy - March 9, 2026 these will need 2 nights lodging | |||
| Number of Rooms | 10 | Dates |
(check the date(s) being bid)
| Number of nights | 2 | ||
| PRICE | |||
| Room Charge (per room/night) | (preferred) | ||
| Tax (per room/night) | (alternate) | ||
| Total Cost (per room/night) | $0.00 |
| Single Occupancy - March 10, 2026 | |||
| Number of Rooms | 50 | ||
| 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
| General Session Room | (capacity for 80 attendees) | Quantity | Price Per Day | # Days | # Rooms | Extended Price | |
| 2 | Standing Podium | 1 | 2 | 1 | $0.00 | ||
| 5 | Instructor Table | 1 | 2 | 1 | $0.00 | ||
| 6 | LCD Projector with Wireless Presenter | 1 | 2 | 1 | $0.00 | ||
| 7 | Large Screen (8' to 10') | 1 | 2 | 1 | $0.00 | ||
| 10 | Microphone (Handheld) | 1 | 2 | 1 | $0.00 | ||
| 12 | Mixer System | 1 | 2 | 1 | $0.00 | ||
| 13 | Sound Equipment | 1 | 2 | 1 | $0.00 | ||
| 14 | Easel for Signage (Flipcharts and stands) | 1 | 2 | 1 | $0.00 | ||
| 15 | Electrical Access | 1 | 2 | 1 | $0.00 | ||
| 16 | Wi-Fi Access | 1 | 2 | 1 | $0.00 | ||
| 17 | Room Charge | 1 | 2 | 1 | $0.00 | ||
| 18 | Surcharge | 1 | 2 | 1 | $0.00 | ||
| 19 | Taxes | 1 | 2 | 1 | $0.00 | ||
| TOTAL | $0.00 | ||||||
| The General Session Room MAY 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) Need 4 total (afternoon of day 1 and morning of Day 2 with capacity 20 people each room) | Quantity | Price Per Day | # Days | # Rooms | Extended Price | |
| 5 | LCD Projector with Wireless Presenter | 1 | 1 | 2 | $0.00 | |
| 6 | Large Screen (8' to 10') | 1 | 1 | 2 | $0.00 | |
| 15 | Electrical Access | 1 | 1 | 2 | $0.00 | |
| 16 | Wi-Fi Access | 1 | 1 | 2 | $0.00 | |
| 17 | Room Charge | 1 | 1 | 2 | $0.00 | |
| 18 | Surcharge | 1 | 1 | 2 | $0.00 | |
| 19 | Taxes | 1 | 1 | 2 | $0.00 | |
| TOTAL | $0.00 |
| CATERING | |||||
| Morning Break | Afternoon Break | ||||
| Number of Attendees | 60 | Number of Attendees | 60 | ||
| Number of Days | 1 | Number of Days | 1 | ||
| Per Person | Per Person | ||||
| Food | Food | ||||
| Gratuity | Gratuity | ||||
| Tax | Tax | ||||
| Total | $0.00 | Total | $0.00 |
| All-Day Beverage Service | ||
| Number of Attendees | 60 | |
| Number of Days | 2 | |
| Per Person | ||
| Beverage | ||
| 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
&10RFB Exhibit D Price Schedule (Rev. 11.05.2021)
File details come from the government source that posted it. Updated .