RFP_Price_Schedule_-_Addendum_1.xlsx

This is a Price Schedule Addendum for a Request for Proposal issued by the State of Minnesota Department of Administration on behalf of the Minnesota Office of Ombudsman for Mental Health and Developmental Disabilities (OMHDD) for the 2026 All Staff Business Meeting. The solicitation seeks hotel accommodations, conference facilities, and catering services for approximately 30 attendees across one of four conference dates in September 2026 (September 14-17, 21-24, 22-25, or 28-October 1). The conference requires six single-occupancy rooms for three nights and twenty-four single-occupancy rooms for two nights; one general session room configured U-shaped with thirty tables and chairs; a mothers' room; a prayer room; and comprehensive audio-visual equipment including LCD projector, large screen, sound system, microphone, and Wi-Fi access. Catering services must include breakfasts for 27 attendees over two days, lunches for 30 attendees over one day, dinners for 27 attendees over two days, and beverage service for 30 attendees spanning Days 2-4 with varying hours. Parking, shuttle services (at no additional cost if facilities are within one-quarter mile, or complimentary if not), and business center facilities are also required. Proposals were due July 29, 2026, and the contract term extends from August 1, 2026, through July 31, 2027.

All pricing must be itemized on the price schedule spreadsheet with charges listed separately for room rates, taxes, surcharges, food, gratuity, and beverages; the State will not pay for services not included on the spreadsheet. Contractors may propose cancellation fees tiered by notice period, ranging from 117 to zero days prior to the conference for all services except lodging, and from 30 days to less than 24 hours for lodging specifically, with all fees stated in United States currency. The State does not guarantee minimum room or meal numbers and will not adjust pricing if actual attendance falls below estimates. Evaluation criteria allocate 100 points for acceptance of State terms, 100 points for cancellation policy, and 800 points for cost detail, with up to 120 additional preference points available for certified targeted-group, economically disadvantaged, and veteran-owned businesses. All pricing is firm for the contract term, and contractors must provide proof of insurance with commercial general liability coverage of $2 million per occurrence prior to contract execution.