RFP_Price_Schedule_Exhibit_D.xlsx

This is a Price Schedule Exhibit for the Office of Traffic Safety DRE Conference, a formal request for proposal issued by the State of Minnesota. The solicitation seeks a contractor to plan and execute a three-day conference with flexible scheduling options: September 22-24, 2026 (preferred), September 29-October 1, 2026 (alternate), or October 27-29, 2026 (alternate). The contract term runs from August 1, 2026, through July 31, 2027. The conference requires lodging accommodations with 90 single-occupancy rooms for night one and 350 single-occupancy rooms for night two, a general session room with staging and audio-visual equipment for approximately 385 attendees, a registration area, and comprehensive food and beverage services including breakfasts, lunches, breaks, and all-day beverage service across the three-day event. The contractor must ensure the lodging facility, conference facility, and parking are within one-quarter mile of each other or provide shuttle services at no additional cost. Questions regarding the solicitation must be submitted by July 14, 2026, at 3:00 p.m. Central Time to Trevor Caldwell at trevor.t.caldwell@state.mn.us, and responses must be submitted electronically through the SWIFT Supplier Portal by the specified deadline.

All pricing for services and accommodations must be itemized on the price schedule spreadsheet, with the State making clear that no charges not listed on the document will be reimbursed. The contractor may add line items as necessary to capture all proposed costs. A cancellation policy must be submitted specifying dollar amounts for service cancellations based on notice periods ranging from 117 days to zero days prior to the conference, as well as separate lodging cancellation fees with notice periods ranging from 30 days to less than 24 hours. The contractor must state all cancellation fees in United States currency; any fees expressed as formulas, percentages, or other non-specific formats will be treated as zero. The contractor agrees not to seek additional costs or fees beyond those specified, and the State agency assumes responsibility for paying applicable cancellation fees should the conference be cancelled for reasons other than non-appropriation.