Price_Schedule_for_Spring_Statewide_Interpretive_Team_Mtg.xlsx

XLSX spreadsheet 22 KB Posted Feb 21, 2025

Attached to: DNR - Spring Statewide Int. Team Meeting - Mankato
Solicitation number: 2000016766
Issued by: Blue Earth County, Minnesota

About this file

Written by GovTribe AI · Feb 26, 2025

This is a price schedule spreadsheet for the Spring Statewide Interpretive Team Meeting to be held April 1-3, 2025. The document outlines requirements for accommodating approximately 60 attendees, including lodging for two nights (with some possible early arrivals on March 31), meeting spaces, and catering services. The venue requirements include a registration area, general session room, breakout session rooms, and an exhibitor/vendor area, all needing to be equipped with standard conference amenities such as tables, chairs, audio-visual equipment, Wi-Fi, and electrical access.

The pricing structure requires detailed cost breakdowns for lodging (single and double occupancy), shuttle services if facilities are more than quarter-mile apart, parking, meeting room rentals and equipment, and catering services for breakfast, lunch, and breaks. The document includes a cancellation fee schedule for both conference services and lodging, with varying notice periods. All charges must be listed on the spreadsheet, with no additional costs permitted beyond what is documented. References to Exhibit C and Exhibit C Supplement 1 are made for additional details regarding the responding company requirements.

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Other files

File	Type	Posted
Solicitation_Content_16766.pdf	PDF	Feb 21, 2025
DNR_-_Spring_Statewide_Int._Team_Meeting_-_Mankato.pdf	PDF	Feb 21, 2025
SAMPLE_Contract_16766.pdf	PDF	Feb 21, 2025
Solicitation_Attachments_16766.pdf	PDF	Feb 21, 2025

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Sheet1

		Name of the Conference:	Spring Statewide Interpretive Team Meeting
		Date(s) of the Conference:	April 1-3, 2025
		Responding Company Name:
SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS
LODGING
	Check-in Date:	April 1, 2025 (possibly a few March 31)
	Check-out Date:	April 3, 2025

Single Occupancy (two nights with some prior night)
	Number of Rooms	60	Dates

(check the date(s) being bid)

	PRICE
Room Charge (per room/night)		April 1-3, 2025
Tax (per room/night)
Total Cost (per room/night)	$0.00

Double Occupancy
	Number of Rooms
		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

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	1		1	1	$0.00
2	Chairs	3		1	1	$0.00
4	Electrical Access					$0.00
5	Wi-Fi Access	1		1	1	$0.00
6	Room Charge	1		1	1	$0.00
7	Surcharge	1		1	1	$0.00
8	Taxes	1		1	1	$0.00
					TOTAL	$0.00

General Session Room		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Stage					$0.00
2	Standing Podium					$0.00
3	Risers for Podium					$0.00
4	Tables and Chairs for Attendees	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	1		2	1	$0.00
8	Microphone (with Table Stand)					$0.00
9	Microphone (with Floor Stand)					$0.00
10	Microphone (Handheld)	1		2	1	$0.00
11	Microphone (Lavalier)					$0.00
12	Mixer System	1		2	1	$0.00
13	Sound Equipment	1		2	1	$0.00
14	Flipcharts and stands	2		2	1	$0.00
15	Electrical Access					$0.00
16	Wi-Fi Access for all	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 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					$0.00
2	Instructor Table					$0.00
3	Rear Table for Handouts					$0.00
4	Tables and Chairs for Attendees					$0.00
5	LCD Projector with Wireless Presenter					$0.00
6	Large Screen					$0.00
7	Flipchart Stand					$0.00
8	Microphone (with Table Stand)					$0.00
9	Microphone (with Floor Stand)					$0.00
10	Microphone (Handheld)					$0.00
11	Microphone (Lavalier)					$0.00
12	Mixer System					$0.00
13	Sound Equipment					$0.00
14	Easel for Signage					$0.00
15	Electrical Access					$0.00
16	Wi-Fi Access					$0.00
17	Room Charge					$0.00
18	Surcharge					$0.00
19	Taxes					$0.00
					TOTAL	$0.00

Exhibitor/Vendor Area		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables (8' Skirted)					$0.00
2	Chairs (per Table)					$0.00
3	Linens for Tables					$0.00
4	Piping and Draping					$0.00
5	Electrical Access					$0.00
6	Wi-Fi Access					$0.00
7	Room Charge					$0.00
8	Surcharge					$0.00
9	Taxes					$0.00
					TOTAL	$0.00

CATERING
Breakfast if no free continental available			Afternoon Break
Number of Attendees	60		Number of Attendees	60
Number of Days	2		Number of Days	2
		Per Person			Per Person
Food			Food
Gratuity			Gratuity
Tax			Tax
Total		$0.00	Total		$0.00

Morning Break			Dinner
Number of Attendees	60		Number of Attendees
Number of Days	1		Number of Days
		Per Person		Per Person
Food			Food
Gratuity			Gratuity
Tax			Tax
Total		$0.00	Total	$0.00

Lunch			All-Day Beverage Service
Number of Attendees	60		Number of Attendees
Number of Days	1		Number of Days
		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. 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)

File details come from the government source that posted it. Updated Feb 26, 2025.