Price_Schedule_for_Wildlife_Research_Meeting.xlsx

This is a price schedule spreadsheet for the Minnesota Department of Natural Resources (DNR) Wildlife Research Meeting solicitation, detailing lodging, meeting facilities, catering, and ancillary services required for a conference in Bemidji, Minnesota. The conference is scheduled for March 31-April 2, 2026, with an alternative date of April 7-9, 2026, and will accommodate up to 50 attendees. The facility must be located within 15 miles of 2115 Birchmont Beach Road NE, Bemidji, MN. Lodging requirements include 50 single-occupancy rooms for March 31 and 25 rooms for April 1, with check-in on March 31 and check-out on April 2. The scope includes meeting rooms for registration, a general session with audiovisual equipment, multiple breakout session rooms, and an exhibitor/vendor area. Shuttle services between the lodging facility, conference facility, and parking are required if these sites are not within one-quarter mile of each other, and must be provided at no additional cost to the State or at the contractor's stated price per attendee per day. Prospective bidders must submit questions in writing to sheri.karpenko@state.mn.us no later than February 9, 2026, at 2:00 PM CT, and responses must be submitted through the Supplier Portal by the deadline specified in the event details.

The price schedule requires contractors to itemize all costs including room charges, taxes, catering (breakfast, lunch, dinner, and beverage service), audiovisual equipment rental, tables, chairs, linens, electrical access, Wi-Fi, and any applicable surcharges and gratuities. All charges must be listed on the spreadsheet; the State will not pay for any services not included on the pricing document. Contractors must also provide a detailed cancellation policy with specific dollar amounts in United States currency for different notice periods, ranging from 117 to zero days prior to the conference date for both lodging and all other services. The contractor agrees not to seek additional costs or fees beyond those stated, and understands that the State agency is responsible for paying any applicable cancellation fees. Responding company names and detailed specifications should reference Exhibit C and Exhibit C Supplement 1 of the contract document.