Price_Schedule_for_2026_MNICS_Meeting.xlsx

This is a Price Schedule for the 2026 MNICS Meeting, a formal request for bid issued by the Minnesota Department of Natural Resources (DNR) for meeting and lodging services in Duluth, Minnesota. The event is scheduled for November 30, December 1-3, 2026, and is expected to accommodate approximately 100 attendees. The scope includes lodging with single and double occupancy rooms, shuttle services between facilities if required, parking, meeting rooms with audio-visual equipment, and catering services. Specific lodging requirements include 40 single-occupancy rooms for three nights starting November 30 and 70 single-occupancy rooms for two nights starting December 1, plus 3 double-occupancy rooms for three nights. Meeting space needs encompass a registration area, general session room, multiple breakout session rooms, and an exhibitor/vendor area, all equipped with specified audio-visual and technology infrastructure. Catering includes breakfast, lunch, afternoon breaks, morning breaks, dinner appetizers for a social event, and all-day beverage service for varying attendance levels across four days.

Respondents must submit all pricing for lodging, shuttle services, parking, meeting room charges, and catering on the provided spreadsheet, with all costs listed in United States currency. The contractor must ensure lodging, conference, and parking facilities are within one-quarter mile of each other, or provide shuttle services at no additional cost to the State. The price schedule includes detailed line-item entries for each service component with zero-dollar placeholders to be completed by bidders. Additionally, the schedule specifies cancellation fees applicable if the conference is cancelled for reasons other than non-appropriation, with separate fee structures for services and lodging based on notice periods ranging from 117 days to less than 24 hours prior to the event. The contractor agrees not to seek any additional costs or fees beyond those listed on the spreadsheet, and the State assumes responsibility for paying applicable cancellation fees.