Rev. 05.24.2022

State of Minnesota Contract

SWIFT Contract No.:

This Contract is between the State of Minnesota, acting through its Commissioner of Department of Natural Resources (“State”) and [Contractor] whose designated business address is [Contractor’s business address] (“Contractor”). State and Contractor may be referred to jointly as “Parties.”

Recitals

1. State issued a solicitation identified as SWIFT Event No. 2000017890 on January 21, 2026, for the

Department of Natural Resources DNR Tribal Training March 26 and 27, 2026, for up to 120 rooms (10 rooms March 25 for two nights and up to 110 rooms for March 26) within Bemidji Minnesota, as detailed in the attached Exhibit C, including Exhibit C, Supplement 1 (“Solicitation”);

2. Contractor provided a response to the Solicitation indicating its interest in and ability to provide the goods or services requested in the Solicitation; and

3. Subsequent to an evaluation in accordance with the terms of the Solicitation, the Parties desire to enter into a contract.

Accordingly, the Parties agree as follows:

Contract

Term of Contract

Effective date. March 1, 2026, or the date the State obtains all required signatures under Minn. Stat. § 16C.05, subd. 2, whichever is later. The Contractor must not begin work under this Contract until this Contract is fully executed and the Contractor has been notified by the State’s Authorized Representative to begin the work.

Expiration date. June 30, 2026, or until all obligations have been satisfactorily fulfilled.

Contractor’s Duties The Contractor shall perform all duties described in this Contract to the satisfaction of the State.

Representations and Warranties

Under Minn. Stat. §§ 15.061 and 16C.03, subd. 3, and other applicable law the State is empowered to engage such assistance as deemed necessary.

Contractor warrants that it is duly qualified and shall perform its obligations under this Contract in accordance with the commercially reasonable standards of care, skill, and diligence in Contractor’s industry, trade, or profession, and in accordance with the specifications set forth in this Contract, to the satisfaction of the State.

Contractor warrants that it possesses the legal authority to enter into this Contract and that it has taken all actions required by its procedures, by-laws, and applicable laws to exercise that authority, and to lawfully authorize its undersigned signatory to execute this Contract, or any part thereof, and to bind Contractor to its terms.

Time The Contractor must comply with all the time requirements described in this Contract. In the performance of this Contract, time is of the essence.

Compensation and Conditions of Payment

Compensation. The State will pay for performance by the Contractor under this Contract in accordance with the breakdown of costs as set forth in Exhibit D which is attached and incorporated into this Contract.

Conditions of Payment. All duties performed by the Contractor under this Contract must be performed to the State’s satisfaction and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations including business registration requirements of the Office of the Secretary of State.

The Contractor will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state, or local law.

Authorized Representative

State’s Authorized Representative. The State's Authorized Representative, or his/her successor or delegate, and has the responsibility to monitor the Contractor’s performance and the authority to accept the services delivered or goods received under this Contract. If the services are satisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment.

Contractor’s Authorized Representative. The Contractor's Authorized Representative is [name, title] at the following business address and telephone number: [insert business address and telephone number], or his/her successor. If the Contractor’s Authorized Representative changes at any time during this Contract, the Contractor must immediately notify the State.

Exhibits The following Exhibits are attached and incorporated into this Contract. In the event of a conflict between the terms of this Contract and its Exhibits, or between Exhibits, the order of precedence is first the Contract, and then in the following order:

Exhibit A: Contract Terms Exhibit B: Insurance Terms Exhibit C: Specifications, Duties, and Scope of Work Exhibit D: Pricing

1. State Encumbrance Verification Individual certifies that funds have been encumbered as required by Minn. Stat. §§ 16A.15 and 16C.05

3. State Agency With delegated authority

Print name: Print name:

Signature: Signature:

Title: Date: Title: Date:

SWIFT Contract No.:

2. Contractor The Contractor certifies that the appropriate person(s) have executed the Contract on behalf of the Contractor as required by applicable articles, bylaws, resolutions, or ordinances.

4. Commissioner of Administration As delegated to The Office of State Procurement

Print name: Print name:

Signature: Signature:

Title: Date: Title: Date:

Exhibit A: Contract Terms

Prompt Payment and Invoicing.

Prompt Payment. The State will pay the Contractor pursuant to Minn. Stat. § 16A.124, which requires payment within 30 days following receipt of an undisputed invoice, or merchandise or service, whichever is later.

Terms requesting payment in less than 30 days will be changed to read “Net 30 days.” Notwithstanding the foregoing, the State may pay the Contractor in advance for purchases as allowed pursuant to Minn. Stat. §16A.065.

The payment for each order will only be made for goods received or services actually performed that have been accepted by the ordering entity, and meet all terms, conditions, and specifications of the Contract and the ordering document.

Invoicing. At a minimum the invoice must meet the requirements found on Exhibit D which provides a list of minimum invoice requirements.

Assignment, Amendments, Waiver, and Contract Complete.

Assignment. The Contractor may neither assign nor transfer any rights or obligations under this Contract without the prior consent of the State and a fully executed assignment agreement, executed and approved by the authorized parties or their successors.

Amendments. Any amendment to this Contract must be in writing and will not be effective until it has been executed and approved by the authorized parties or their successors.

Waiver. If the State fails to enforce any provision of this Contract, that failure does not waive the provision or its right to enforce it.

Contract Complete. This Contract contains all negotiations and agreements between the State and the Contractor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.

Termination.

Termination for Convenience. The State or Commissioner of Administration may cancel this Contract at any time, with or without cause, upon 30 days’ written notice to the Contractor. Upon termination for convenience, the Contractor will be entitled to payment, determined on a pro rata basis, for services or goods satisfactorily performed or delivered.

Termination for Breach. If the Contractor fails to perform according to the contract terms and conditions, the State is authorized to immediately cancel the Contract or purchase order, or any portion of it, and may obtain replacement goods or services and charge the difference of costs to the defaulting Contractor. In the event of default, the State reserves the right to pursue any other remedy available by law. A Contractor may be removed from the vendors list, suspended or debarred from receiving a Contract for failure to comply with terms and conditions of the Contract, or for failure to pay the State for the cost incurred on the defaulted Contract.

Termination for Insufficient Funding. The State may immediately terminate this Contract if it does not obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be continued at a level sufficient to allow for the payment of the services addressed within this Contract. Termination must be by written notice to the Contractor. The State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Contractor will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that dedicated funds are available. The State will not be assessed any penalty if the Contract is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. The State must provide the Contractor notice of the lack of funding. This notice will be provided within a reasonable time of the State’s receiving notice.

Force Majeure.

Neither party shall be responsible to the other or considered in default of its obligations within this Contract to the extent that performance of any such obligations is prevented or delayed by acts of God, war, riot, disruption of government, or other catastrophes beyond the reasonable control of the party unless the act or occurrence could have been reasonably foreseen and reasonable action could have been taken to prevent the delay or failure to perform. A party relying on this provision to excuse performance must provide the other party prompt written notice of the inability to perform and take all necessary steps to bring about performance as soon as practicable.

Indemnification.

In the performance of this Contract, the Indemnifying Party must indemnify, save, and hold harmless the State, its agents, and employees, from any claims or causes of action, including attorney’s fees incurred by the State, to the extent caused by Indemnifying Party’s:

• Intentional, willful, or negligent acts or omissions; or

• Actions that give rise to strict liability; or

• Breach of contract or warranty.

The Indemnifying Party is defined to include the Contractor, Contractor’s reseller, any third party that has a business relationship with the Contractor, or Contractor’s agents or employees, and to the fullest extent permitted by law.

The indemnification obligations of this section do not apply in the event the claim or cause of action is the result of the State’s sole negligence. This clause will not be construed to bar any legal remedies the Indemnifying Party may have for the State’s failure to fulfill its obligation under this Contract.

Nothing within this Contract, whether express or implied, shall be deemed to create an obligation on the part of the State to indemnify, defend, hold harmless or release the Indemnifying Party. This shall extend to all agreements related to the subject matter of this Contract, and to all terms subsequently added, without regard to order of precedence.

Governing Law, Jurisdiction, and Venue.

Minnesota law, without regard to its choice-of-law provisions, governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota.

Risk of Loss.

The State is relieved of all risks of loss or damage to the goods and equipment during periods of transportation, installation by the Contractor, or while in the possession of the Contractor or its agent.

Purchase Orders and Purchasing Cards.

The parties agree that there is no minimum order requirements or charges to process an individual purchase order unless otherwise stated in the Contract. The Purchase Order number must appear on all documents (e.g., invoices, packing slips, etc.).

The Contractor must accept a purchasing card for order placement in addition to accepting a purchase order, without passing the processing fees for the purchasing card back to the State. The State’s single purchase maximum on the Contract is $5,000 on the purchasing card, but it may be increased with the State’s and the Contractor’s approval.

Equipment Specifications.

All equipment must meet the contract specifications and all federal and State safety codes and regulations in effect at the date of manufacture. All equipment must be Original Equipment Manufacturer (OEM) equipment unless otherwise stated in the contract.

Subcontracting.

This Contract may not be subcontracted in whole or in part.

Data Disclosure.

Under Minn. Stat. § 270C.65, subd. 3 and other applicable law, the Contractor consents to disclosure of its social security number, federal employer tax identification number, and Minnesota tax identification number, already provided to the State, to federal and state agencies, and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state laws which could result in action requiring the Contractor to file state tax returns, pay delinquent state tax liabilities, if any, or pay other state liabilities.

Government Data Practices.

The Contractor and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, (or, if the State contracting party is part of the Judicial Branch, with the Rules of Public Access to Records of the Judicial Branch promulgated by the Minnesota Supreme Court as the same may be amended from time to time) as it applies to all data provided by the State under this Contract, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Contractor under this Contract. The civil remedies of Minn. Stat. § 13.08 apply to the release of the data governed by the Minnesota Government Practices Act, Minn. Stat. Ch. 13, by either the Contractor or the State.

If the Contractor receives a request to release the data referred to in this clause, the Contractor must immediately notify and consult with the State’s Authorized Representative as to how the Contractor should respond to the request. The Contractor’s response to the request shall comply with applicable law.

Intellectual Property Rights.

Definitions. For the purpose of this Section, the following words and phrases have the assigned definitions:

“Documents” are the originals of any databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, disks, or other materials, whether in tangible or electronic forms, prepared by the Contractor, its employees, agents, or subcontractors, in the performance of this Contract.

“Pre-Existing Intellectual Property” means intellectual property developed prior to or outside the scope of this Contract, and any derivatives of that intellectual property.

“Works” means all inventions, improvements, discoveries (whether or not patentable), databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, and disks conceived, reduced to practice, created or originated by the Contractor, its employees, agents, and subcontractors, either individually or jointly with others in the performance of this Contract. “Works” includes Documents.

Ownership. The State owns all rights, title, and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in the Works and Documents created and paid for under this Contract. The Documents shall be the exclusive property of the State and all such Documents must be immediately returned to the State by the Contractor upon completion or cancellation of this Contract. To the extent possible, those Works eligible for copyright protection under the United States Copyright Act will be deemed to be “works made for hire.” The Contractor assigns all right, title, and interest it may have in the Works and the Documents to the State. The Contractor must, at the request of the State, execute all papers and perform all other acts necessary to transfer or record the State’s ownership interest in the Works and Documents.

Pre-existing Intellectual Property. Each Party shall retain ownership of its respective Pre-Existing Intellectual Property. The Contractor grants the State a perpetual, irrevocable, non-exclusive, royalty free license for Contractor’s Pre-Existing Intellectual Property that are incorporated in the products, materials, equipment, deliverables, or services that are purchased through the Contract.

Obligations.

Notification. Whenever any invention, improvement, or discovery (whether or not patentable) is made or conceived for the first time or actually or constructively reduced to practice by the Contractor, including its employees and subcontractors, in the performance of this Contract, the Contractor will immediately give the State’s Authorized Representative written notice thereof, and must promptly furnish the State’s Authorized Representative with complete information and/or disclosure thereon.

Representation. The Contractor must perform all acts, and take all steps necessary to ensure that all intellectual property rights in the Works and Documents are the sole property of the State, and that neither Contractor nor its employees, agents, or subcontractors retain any interest in and to the Works and Documents. The Contractor represents and warrants that the Works and Documents do not and will not infringe upon any intellectual property rights of other persons or entities.

Indemnification. Notwithstanding any other indemnification obligations addressed within this Contract, the Contractor will indemnify; defend, to the extent permitted by the Attorney General; and hold harmless the State, at the Contractor’s expense, from any action or claim brought against the State to the extent that it is based on a claim that all or part of the Works or Documents infringe upon the intellectual property rights of others. The Contractor will be responsible for payment of any and all such claims, demands, obligations, liabilities, costs, and damages, including but not limited to, attorney fees. If such a claim or action arises, or in the Contractor’s or the State’s opinion is likely to arise, the Contractor must, at the State’s discretion, either procure for the State the right or license to use the intellectual property rights at issue or replace or modify the allegedly infringing works or documents as necessary and appropriate to obviate the infringement claim. This remedy of the State will be in addition to and not exclusive of other remedies provided by law.

Copyright.

The Contractor shall save and hold harmless the State of Minnesota, its officers, agents, servants and employees, from liability of any kind or nature, arising from the use of any copyrighted or noncopyrighted compositions, secret process, patented or nonpatented invention, article or appliance furnished or used in the performance of the Contract.

Assignment of Antitrust Rights.

Upon the request of the State of Minnesota, Contractor will irrevocably assign to State any state or federal antitrust claim or cause of action that the Contractor now has or which may accrue to the Contractor in the future, in connection with any goods, services, or combination provided by Contractor under the terms of this Contract.

Contractor’s Documents.

Any licensing and maintenance agreement, or any order-specific agreement or document, including any pre-installation, linked or “click through” agreement that is allowed by, referenced within or incorporated within the Contract whenever the Contract is used for a State procurement, whether directly by the Contractor or through a Contractor’s agent, subcontractor or reseller, is agreed to only to the extent the terms within any such agreement or document do not conflict with the Contract or applicable Minnesota or Federal law, and only to the extent that the terms do not modify, diminish or derogate the terms of the Contract or create an additional financial obligation to the State. Any such agreement or document must not be construed to deprive the State of its sovereign immunity, or of any legal requirements, prohibitions, protections, exclusions or limitations of liability applicable to this Contract or afforded to the State by Minnesota law. A State employee’s decision to choose “accept” or an equivalent option associated with a “click-through” agreement does not constitute the State’s concurrence or acceptance of terms, if such terms are in conflict with this section.

State Audits.

Under Minn. Stat. § 16C.05, subd. 5, the Contractor’s books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by the State, the State Auditor, or Legislative Auditor, as appropriate, for a minimum of six years from the expiration or termination of this Contract.

Publicity and Endorsement.

Publicity. Any publicity regarding the subject matter of this Contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State’s Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, information posted on corporate or other websites, research, reports, signs, and similar public notices prepared by or for the Contractor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

Endorsement. The Contractor must not claim that the State endorses its products or services.

Debarment by State, its Departments, Commissions, Agencies, or Political Subdivisions.

Contractor certifies that neither it nor its principals is presently debarred or suspended by the Federal government, the State, or any of the State’s departments, commissions, agencies, or political subdivisions. Contractor’s certification is a material representation upon which the Contract award was based. Contractor shall provide immediate written notice to the State’s Authorized Representative if at any time it learns that this certification was erroneous when submitted or becomes erroneous by reason of changed circumstances.

Contingency Fees Prohibited.

Pursuant to Minn. Stat. § 10A.06, no person may act as or employ a lobbyist for compensation that is dependent upon the result or outcome of any legislation or administrative action.

Certification of Nondiscrimination (in accordance with Minn. Stat. § 16C.053).

If the value of this Contract, including all extensions, is $50,000 or more, Contractor certifies it does not engage in and has no present plans to engage in discrimination against Israel, or against persons or entities doing business in Israel, when making decisions related to the operation of the vendor's business. For purposes of this section, "discrimination" includes but is not limited to engaging in refusals to deal, terminating business activities, or other actions that are intended to limit commercial relations with Israel, or persons or entities doing business in Israel, when such actions are taken in a manner that in any way discriminates on the basis of nationality or national origin and is not based on a valid business reason.

Non-discrimination (in accordance with Minn. Stat. § 181.59).

The Contractor will comply with the provisions of Minn. Stat. § 181.59.

Survival of Terms.

The following clauses survive the expiration or cancellation of this Contract: Indemnification; State Audits; Government Data Practices; Intellectual Property; Publicity and Endorsement; Governing Law, Jurisdiction, and Venue; and Data Disclosure. Any other Contract term that expressly states or by its nature shall survive, shall survive.

Exhibit B: Insurance Requirements

There are no insurance requirements for this lodging.

Exhibit C: Specifications, Duties, and Scope of Work

Lodging

Room Block. The State will provide the Contractor final confirmation of rooms at least two weeks prior to the conference date. The Contractor should provide written notification to the State seven (7) calendar days prior to releasing the room block. After providing written notice and the expiration of the final room confirmation deadline, the Contractor may release the rooms and will no longer be responsible to hold the block of rooms.

Check-In. If rooms are not available for the required check-in time, the Contractor must provide a secure room to store luggage until the rooms are ready.

Check-Out. The Contractor must provide a secure room for conference attendees to store luggage in between check-out and the end of the conference activities. After awarding the contract, the Contractor and the State may agree to a late checkout.

Conference Facilities Not applicable this solicitation only for lodging

The Contractor must be able to provide all items detailed on the price schedule for conference participants or submit a response that includes subcontracting for these services. If a geographic area for the conference is defined, distance will be measured using Google Maps™.

Location. 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 included on the Price Schedule.

Parking Facilities. The Contractor must provide ample room for attendees to park. The State prefers that the Contractor provide parking onsite either free of charge or provide parking vouchers. If the Contractor does charge for parking, the cost, per vehicle, per day, must be included on the Price Schedule. If main parking is in a ramp, clearance must allow a minimum height of 7 feet.

Business Center. The Contractor must provide the State and conference attendees with access to a computer, internet, a printer, copying equipment, and a fax machine, on the lodging premises.

Event Set Up – Not applicable this solicitation only for lodging.

The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 PM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor.

Meeting Room Requirements – Not applicable this solicitation only for lodging If requested by the State on Exhibit C, Supplement 1, the Contractor must provide meeting rooms that meet the following requirements. Meeting rooms must be located in a private or semi-private area as indicated in the contract.

The State has the sole discretion to determine whether the privacy of a room is acceptable.

Registration Area. The Contractor must provide a large foyer area for registration. The registration area should be central in proximity to the meeting rooms and in a place that is easily accessible to the conference attendees.

This area must have ample storage room for conference materials. The Contractor must provide a secure room that can be locked and is located close to the registration area and meeting rooms.

General Session Room. The Contractor must provide the State with a General Session Room as described in Exhibit C, Supplement 1.

Breakout Session Rooms. The Contractor must provide the State with Breakout Session Room(s) as described in Exhibit C, Supplement 1. Breakout Session Rooms must be within proximity of each other and have limited sound transfer to adjacent rooms when microphones are in use. The Contractor must have either a Wi-Fi or hardwired internet connection.

Exhibitors’ Area. The Contractor must provide the State with an Exhibitors’ Area as described in Exhibit C, Supplement 1. This area must be within proximity of the meeting rooms.

Mothers’ Room. The Contractor must provide the State with a Mothers’ Room as described in Exhibit C, Supplement 1. This area must be within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees. This room must be in a private space that is not a restroom, with a lockable door, a comfortable chair, and an electrical outlet.

Prayer Room. The Contractor must provide the State with a Prayer Room as described in Exhibit C, Supplement 1. This area must be private and within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees.

Dining Room. The Contractor must provide the State with a Dining Room as described in Exhibit C, Supplement

1. This area must be within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees.

Meals and Refreshment Breaks – Not applicable this solicitation only for lodging.

The Contractor must provide the State with meals and breaks as described in Exhibit C, Supplement 1. All food and drink examples provided detail minimum standards regarding substance and menu offerings and shall be better defined after the contract is awarded. The Contractor agrees to meet or exceed the provided menu examples and standards. The State has the sole discretion to determine whether a menu offered meets or exceeds the provided examples.

All entrees must be labeled, and any foods containing peanuts, tree nuts, or other common food allergens must be clearly labeled.

A low-fat/low-cholesterol and a vegetarian option must be included with all meals. The State may require the Contractor to meet reasonable special food requests (e.g., diabetic, gluten free, or dairy free). Special food requests will be submitted by the State no later than one week prior to the conference. The Contractor must contact the agency contact to initiate this process.

All meals that are set as a buffet style must include the option of people revisiting the line multiple times at no additional cost or head count.

Audio Visual Equipment and On-Site Technical Support - Not applicable this solicitation only for lodging.

The State reserves the right to provide its own audio visual (AV) equipment. In the conference the State provides its own equipment, the Contractor may not charge any associated fee or penalty.

The Contractor is responsible for setting up all equipment unless otherwise directed by the State. While the equipment is not in use by the State, including during breaks, meals, and overnight, the Contractor is solely responsible for the care, custody, and control of all AV equipment, including AV equipment provided by the State.

The Contractor must check all conference rooms no later than thirty (30) minutes prior to the onset of each day’s meeting activity during the conference to ensure that all audio-visual equipment has been tested and is fully functional. Technical support must be available for troubleshooting throughout the duration of the conference.

If requested by the State, the Contractor must provide a price list for all AV equipment with their response.

Each item should be individually identified and priced.

Right to Inspect The State reserves the right to inspect the facility for issues including, but not limited to odors in the facilities, damaged furniture, stained carpeting, dirty linens, mold, damaged facilities or fixtures, unsanitary conditions, facility renovation, or lack of dedicated space such that conference activities could be disrupted. If the State determines, after an inspection, that there are issues with the facility that could result in the disruption of conference activities, the State may cancel the event without penalty or providing Contractor an opportunity to cure. The State reserves the right to request a facility’s most recent health inspection report.

Alcoholic Beverage Consumption The State is not responsible for any alcohol-related charges.

The sale and service of alcoholic beverages is regulated by the Minnesota State Liquor Commission. As a licensee, the Contractor is responsible for the administration of these regulations and as duly licensed by the State. Consumption of alcoholic beverages is restricted to persons of legal age as determined by the State and the Contractor reserves the right to challenge the age or identification of any individual. The Contractor and subcontractors reserve the right to refuse service of alcoholic beverages to any individual deemed to be intoxicated.

Americans with Disabilities The Contractor represents that in accordance with the compliance dates established or required under Title III of the Americans with Disabilities Act (ADA) and the regulation promulgated thereunder, any hotel facilities being used by the State under the contract, its guest rooms and common areas will be in compliance with the public accommodation requirements of the ADA.

Elevators must be located in all main areas if there is more than one floor being used for the conference or lodging and they must be accessible for wheelchairs and other ADA equipment requirements. At no time can a freight elevator be utilized as the main elevator for individuals with disabilities.

Minnesota Clean Indoor Air Act The Contractor must comply with the Minnesota Clean Indoor Air Act, Minn. Stat. §§ 144.411-144.417. This Act protects employees and the general public from the hazards of secondhand smoke and involuntary exposure to aerosol or vapor from electronic delivery devices by eliminating smoking in public places, places of employment, public transportation, and at public meetings.

US Fire Administration Codes on Hotel and Motel Safety The Contractor must be code compliant according to law, including the Hotel and Motel Fire Safety Act of 1990 (PL101- 391), which was passed into law by Congress to save lives and protect property by promoting fire and life safety in hotels, motels and other places of public accommodation. The law mandates that federal employees on travel must stay in public accommodations that adhere to the life safety requirements in the legislation guidelines. PL101-391 also states that federally funded meetings and conferences cannot be held in properties that do not comply with the law.

PL101-391 is applicable to all places of public accommodation and requires that such properties are equipped with:

Hard-wired, single-station smoke detectors in each guestroom in accordance with the National Fire Protection Association (NFPA) standard 72; an automatic sprinkler system, with a sprinkler head in each guest room in compliance with NFPA standards 13 or 13R. Properties three stories or lower in height are exempt from the sprinkler requirement.

The United States Fire Administration (USFA) has been charged with carrying out FEMA's responsibilities with respect to the Hotel and Motel Fire Safety Act of 1990. In addition to compiling, maintaining and publishing the National Master List, USFA is also responsible for taking steps to encourage states to promote the use of automatic sprinkler systems and automatic smoke detection systems.

Third Party Agreements The Contractor must coordinate all phases of the lodging, meals, and meeting rooms being requested (e.g., obtain the services, reserve the required space, and provide pricing for all services being requested). The provisions of the contract will apply with equal force and effect to all subcontractors engaged by the Contractor. No subcontract will terminate or in any way affect the primary legal responsibility of the Contractor for timely and satisfactory performance of the contractual obligations.

The State reserves the right to request at any time a copy of any third-party document, including any agreement for lodging, space rental, or equipment rental.

Cancellation Policy State on the Price Schedule in dollar amounts any charges that could be applied if the conference is cancelled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedule, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms.

Insurance The Contractor must provide a Certificate of Insurance that meets the insurance requirements at the time of contract award. If your response requires shuttle services, you must comply with the attached Auto Insurance Requirements (Shuttle Services).

Attendee Responsibility An attendee is responsible for its own acts and behavior and the results thereof.

Covid-19 Requirements.

The Contractor must adhere to social distancing and other guidance provided by the Minnesota Department of Health (MDH) and Centers for Disease Control and Prevention (CDC) in an effort to reduce the spread of COVID-19 (https://www.health.state.mn.us/diseases/coronavirus/index.html). These requirements may change; the Contractor is responsible for meeting the requirements in effect at the time of the Event.

https://www.health.state.mn.us/diseases/coronavirus/index.html https://www.health.state.mn.us/diseases/coronavirus/index.html

Exhibit C, Supplement 1

The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms. The contract prices shall not be adjusted if the number of attendees falls below the estimate. DNR has the right to increase or decrease this award as budget allows.

Purpose and Background

Agency: Natural Resources

Conference Name: DNR Tribal Training

Date(s): March 25 and 26, 2026 (lodging)

Alternative date(s) (if any): None

Approximate number of attendees: up to 120

Limitations on geographic location: Bemidji Minnesota.

Lodging (all attendees will pay on their own using a purchasing card)

Dates: March 25 and 26, 2026

Number of rooms per night: up to 120

2.1.1.1 Number of single occupancy rooms: 120

2.1.1.2 Number of double occupancy rooms: 0

Number of nights: 2 nights for 10 people 1 night for 110 people

Check in: March 25, 2026, for 10 people, and March 26, 2026, for 110 people, Check out: March 27, 2026

Event Schedule – Not applicable

Audio/Visual Needs – Not applicable

Meeting Room Requirements – Not applicable

Meals and Refreshment Breaks – Not applicable

Billing

All individuals will pay for room rental on their own, this RFB is to establish a room per night rate.

All charges incurred for room rental, room service, food and beverage charges to the room, all phone charges from the room, gratuity, any service charges, tax, etc., associated with the room rental shall be the sole responsibility of the individual incurring said charges. The Contractor shall be responsible for billing for these charges. The State of Minnesota shall not be responsible for any costs incurred as stated above

Contact person for Room Block:

Name: James Clark Mailing Address: 15066 Kathio State Park Road, Onamia, MN 56359 Email Address: james.clark@state.mn.us mailto:james.clark@state.mn.us

Exhibit D: Pricing

Contract Pricing.

In General. Prices listed take into consideration all inherent costs of providing the requested goods and services. The Contractor agrees to pay any and all fees, including, but not limited to: duties, custom fees, permits, brokerage fees, licenses and registrations, government taxes, overhead, profit, parking permits, proper disposal of materials, insurance payments. The State will not pay any additional charges beyond the price(s) listed, unless otherwise provided for by law or expressly allowed by the Contract. Prices listed within Exhibit D are maximum prices. These maximum prices shall remain firm for the initial term of the Contract. The Price List may not include any additional terms or conditions. A unit price and a total for the quantity must be stated for each item quoted.

Prices must be quoted in United States currency. Any increase to Contract pricing requires a duly executed amendment to this Contract. Contractor may provide lower pricing at its discretion without requiring a duly executed amendment to the Contract.

Price Schedule. The attached price schedule is hereby attached and incorporated into this Exhibit D.

Prompt Payment Terms.

Contractor’s payment terms are net 30 or better. Bidders fill out page 4 of Solicitation Attachments

Taxes.

Contract price and quoted price must include taxes, fees, gratuities, and service charges.

Invoice Requirements.

Contractor hereby waives the right to enforce any term which contradicts or modifies any term of the solicitation or any Contract that may result, including subsequent amendments to the Contract, or would result in an unencumbered expense if enforced against the state. Contract quote and invoice must contain, at a minimum:

• Customer name,

• State PO number,

• Item/service description,

• Item quantity or service hours, and

• Contract price.