RFP_Price_Schedule.xlsx

This is a price schedule for a Request for Proposal (RFP) issued by the State of Minnesota's Office of Mental Health and Disability Services (OMHDD) for the 2026 All Staff Business Meeting. The solicitation seeks a contractor to provide comprehensive conference services including lodging, meeting facilities, catering, shuttle services, and parking. The conference is scheduled for either September 14-17, 2026 (preferred) or September 21-24, 2026 (alternate), with an anticipated contract term from August 1, 2026, through July 31, 2027. The event requires six single-occupancy rooms for three nights and twenty-four single-occupancy rooms for two nights, along with general session meeting space, a mother's room, and a prayer room equipped with standard audio-visual and technology amenities. Catering services are required for breakfast (27 attendees across 2 days), lunch (30 attendees for 1 day), and dinner (27 attendees across 2 days), with beverage service on Days 2, 3, and 4. Questions must be submitted in writing to Trevor Caldwell at trevor.t.caldwell@state.mn.us by July 21, 2026, at 2 p.m. Central Time, and all responses must be submitted through the SWIFT Supplier Portal.

The price schedule specifies that all charges must be itemized on the spreadsheet provided, and the State will not pay for any services not listed. Contractors must ensure that lodging facilities, conference facilities, and parking are located within one-quarter mile of each other or provide complimentary shuttle services; if shuttle services are charged, costs must be specified per attendee per day. The price schedule includes blank fields for contractors to enter room charges, taxes, catering costs with gratuity and tax components, and parking fees. A detailed cancellation fee structure is outlined separately for conference services and lodging, with fees applicable based on notice periods ranging from 117 days prior to less than 24 hours before the conference date, though no specific dollar amounts are prescribed in the template. Contractors must acknowledge that they will not seek additional costs or fees beyond those stated, and the State agency assumes responsibility for all applicable cancellation fees if the conference is cancelled for any reason other than non-appropriation.