State of Minnesota s6

INSTRUCTIONS

PLEASE READ CAREFULLY THIS IS A NEW FORM WITH REVISED INSTRUCTIONS

REQUEST FOR BID (RFB) FORM The RFB form must be used if Administration’s Materials Management Division (MMD) will be posting the solicitation for a conference. The RFB or Request for Bid (RFB) form may be used if the agency will be posting the solicitation for a conference. This document will be used as the Special Terms and Conditions and attached to the SWIFT event as Attachment A. Agencies must fill in their requirements where indicated on the form under SPECIAL TERMS AND CONDITIONS. Requirements must be based on business needs not wants. Requirements cannot be written to restrict or eliminate competition. All details must be included in this attachment AND NOT REPEATED IN THE PRICING, ATTACHMENT B. Instructions for filling out the form that appear in RED MUST be deleted prior to attaching the document in SWIFT or sending it to MMD to process. Blue ******* indicate where details should be filled in.

Review Policy 33 to assure compliance with policies, procedures and bidding requirements. Be aware of any conflicts of interest that may apply to anyone involved with any part of the planning, bidding or award process. Forms and Policies can be found on the MMD website at www.mmd.admin.state.mn.us.

DO NOT include tables in this form.

Forms that are not completed according to the instructions will be returned to the agency for correction.

Providing alcoholic beverages or a “cash bar” is prohibited. The use of state funds for a bar or costs associated with a bar, including but not limited to, bartenders, wait staff, and security is prohibited. This prohibition extends to providing state-paid space as a location for another organization or entity to provide a bar or serve alcoholic beverages.

This CHECKLIST is intended to give you a basic list of forms or paperwork that should be included in your purchasing file or sent to MMD. Additional requirements can be found in Policy 33 and the ALP (Authority for Local Purchasing) manual, which is provided on the MMD website: http://www.mmd.admin.state.mn.us/alp.htm

___ This form completed and attached to SWIFT Event or sent to Lea Halverson if MMD will process.

___ Conference Pricing Attachment B completed according to the instructions and attached to SWIFT Event or sent to Lea Halverson if MMD will be processing the Event. If the agency will be processing the bid they can use the pricing sheet or create their own pricing sheet.

___ Required forms must be attached to SWIFT Event or included in the agency purchasing file. Forms may include but are not limited to: ___ Non- P/T Service Certification form must be completed, regardless of the dollar amount, signed and processed according to the instructions on the form. The completed and signed form must be attached to SWIFT Event. Do not post the bid until the certification form is completed. If MMD will process the event the Service Cert Form must be sent to Lea Halverson.

___ Written justification from your Agency Head for not including Casinos, Resorts, or requesting a facility that is completely smoke free. The justification must be attached to the SWIFT Event- DO NOT DISPLAY JUSTIFICATION TO BIDDER.

If you have any questions please contact Lea Halverson at 651-201-2444 or [email protected]. *AGENCIES MUST FILL IN INFORMATION TO REFLECT THE TERMS, CONDITIONS AND SCHEDULE FOR THEIR CONFERENCE ALL THE DETAILS SHOULD BE INCLUDED IN THIS ATTACHMENT AND NOT REPEATED ON THE PRICING ATTACHMENT SPECIAL TERMS, CONDITIONS, AND SPECIFICATIONS

PREFACE STATEMENT. THE INFORMATION CONTAINED BELOW DESCRIBES THE SPECIAL TERMS, CONDITIONS AND SPECIFICATIONS APPLICABLE TO THE REQUEST FOR BID (RFB/SOLICITATION) AND SUBSEQUENT CONTRACT, AND IS IN ADDITION TO THE GENERAL TERMS AND CONDITIONS.

PURPOSE AND BACKGROUND. The purpose of this RFB is to establish a Contract for the ****************************** conference to be held on ***************, for approximately *** to **** attendees. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices listed on the pricing pages are firm and will not be adjusted if the number of attendees falls below the estimate.

AWARD. The award of this solicitation will be made to the lowest responsible vendor meeting the specifications and all terms and conditions. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State. The State reserves the right to visit any site being considered for an award to assure that all specifications, terms, and conditions can be met prior to the award. If this RFB covers more than one year or more than one event, the State reserves the right to award to more than one vendor if it is in the best interest of the State.

SUBCONTRACTING. The State reserves the right to accept or reject any facility that wishes to partner with another facility or conference center for the services being requested in this RFB. It shall be the responsibility of the Vendor responding to this RFB to coordinate all phases of the lodging/meals/meeting rooms being requested, (e.g., obtain the services, reserve the required space and provide pricing for all services being requested). The State will not enter into separate Contracts for this service. Responder must list the facilities or vendors they will subcontract with on the lodging worksheet of the pricing pages.

FUNDING OUT CLAUSE. The State may immediately terminate this Contract if it does not obtain funding from the Minnesota Legislature beyond June 30, or another funding source; if funding cannot be continued at a level sufficient to allow for the payment of the goods or services in the Contract, or if operations of the paying entity are being discontinued. Termination will be written or by fax notice to the Contract Vendor. The State is not obligated to pay for any goods or service accepted or provided after notice and effective date of termination. However, the Contract Vendor will be entitled to payment for goods and services accepted or satisfactorily performed up until the effective date of the cancellation. The State will not be assessed any penalty if the Contract is terminated in accordance with this section. The State must provide the Contract Vendor with notice within a reasonable time after the decision is made to cancel the Contract.

PRICING OFFERED IN RESPONSE. Prices listed in your response to this solicitation must take into consideration all inherent costs of providing the requested goods and/or services including Federal, State and local taxes. The Responder agrees to pay any and all fees, including, but not limited to: duties, custom fees, permits, brokerage fees, licenses, and registrations. The State will not pay any additional charges beyond the price(s) listed on the pricing pages, unless otherwise provided for by law or expressly allowed by the terms of the solicitation.

VENDOR TO CHARGE SALES TAX. The Contract Vendor will charge sales tax to the State on the purchase orders for the goods or services offered in this Contract. The State’s Direct Pay permit will not apply for orders against this Contract.

CONFERENCE FACILITIES. The State of Minnesota reserves the right to hold this conference in a facility that is clean, well maintained and located within ******************************. Responders shall either provide adequate facilities for requested lodging, meals and parking for conference participants, or submit a proposal that includes subcontracting between the responder and a convention facility, caterer or hotel. If a collaborative Bid is submitted the lodging facility must be within (****** city blocks) or (****** miles) of the conference facility and the responder must be able to provide free shuttle services to and from the sites. The State of Minnesota reserves the right to award this conference to a responder that can provide all requirements in one facility if it is in the best interest of the State. Agency should insert their requirements,

IF THE AGENCY HAS DOCUMENTATION IN WRITING FROM THEIR AGENCY HEAD TO JUSTIFY WHY CASINOS WILL NOT BE CONSIDERED FOR AWARD USE THE FOLLOWING LANGUAGE: That State has determined that Casinos will not be considered for an award for this conference. REMOVE THIS PARAGRAPH IF YOU DO NOT HAVE THE JUSTIFICATION. IF THE AGENCY HAS DOCUMENTATION IN WRITING FROM THEIR AGENCY HEAD TO JUSTIFY WHY RESORTS WILL NOT BE CONSIDERED FOR AWARD USE THE FOLLOWING LANGUAGE: That State has determined that Resorts will not be considered for an award for this conference. REMOVE THIS PARAGRAPH IF YOU DO NOT HAVE THE JUSTIFICATION.

IF THE AGENCY HAS DOCUMENTATION IN WRITING FROM THEIR AGENCY HEAD TO JUSTIFY WHY THE FACILITY MUST BE COMPLETELY SMOKE FREE USE THE FOLLOWING LANGUAGE: The State of Minnesota reserves the right to hold this conference in a facility that is completely smoke-free. REMOVE THIS PARAGRAPH IF YOU DO NOT HAVE THE JUSTIFICATION.

ROOM BLOCK. Final confirmation of rooms will be ONE MONTH prior to the conference date. After that date, the Contract Vendor may release the rooms and will no longer be responsible to hold the block of rooms. Date(s):****************, #***** of single occupancy rooms, #***** of double occupancy rooms. Date(s):****************, #***** of single occupancy rooms, #***** of double occupancy rooms.

Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely.

CHECK-IN. Check-in time for committee members will be the day before the conference begins. The participants will check-in the day the conference starts. Check in time for attendees shall be ************. If rooms are not available for this check-in time a secure room to store luggage until the rooms are ready is required. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely.

CHECK-OUT. Check-out will be approximately Noon on the last day of the conference. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely.

BILLING. All charges incurred by the individual attendee for room rental including 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 attendee. The Contract Vendor shall be responsible for billing the attendee for these charges. The State of Minnesota shall not be responsible for any costs incurred as stated above.

All lodging charges (excluding room service, food and beverage charges to the room, all phone charges from the room and gratuity) for the (insert agency) employees, committee members, participants, and breaks, meals, meeting room rental and audio visual equipment shall be placed on a master bill. The Contract Vendor shall send an itemized invoice of all services billed. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely. Do not include contact information in this paragraph.

CONTACT PERSON. The Contract Vendor shall provide one contact person to handle any needs required by this RFB.

CUSTOMER RESPONSIBILITY. The customer will be responsible for its own acts and behavior and the results thereof. The customer’s liability is governed by the Minnesota Tort Claims act, Minn. Stat. § 3.736.

AMERICANS WITH DISABILITIES. The conference site represents and the group acknowledges 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, the hotel facilities being used by the group under this agreement, 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.

VENDOR AGREEMENTS. Responders are instructed to include with their response any space rental, equipment rental or other agreements, or any other documents pertinent to this conference. Review and approval by the State will be required prior to final award. The State reserves the right to reject a response if the State and the Responder cannot come to an agreement on the alternate language. Failure to provide any of the pertinent documents with your response may result in the State not agreeing to sign any additional documents, rejecting your response, and/or cancelling the award to your company without penalty.

PARKING. The Contract Vendor must provide ample room for attendees to park (free of charge?). Some attendees have large pickups or vans with mounted light bars and multiple antennas. Some open space parking is necessary. If main parking is in a ramp, clearance must allow a minimum height of 7 feet. Parking must be on site or within ******* blocks from the conference/lodging facilities. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely.

AUDIO VISUAL EQUIPMENT. The State reserves the right to provide our own AV equipment without price penalty. The main general session room will be set up with large projection screen(s), podium with microphone and lavaliere microphones. All breakout rooms are capable of being set up with the following equipment: projection screens, podiums, lavaliere microphones, overhead projectors, Internet access (wireless preferred) as well as a table in the front of the room for other audio visual equipment set-up and a rear table for handouts. Responder will be responsible for setting up all equipment. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely. Responder shall provide their price list for all audio visual equipment with their response. Each item must be individually identified and priced.

(AGENCIES SHOULD NOTE THAT Audio Visual equipment is available to rent through Contract Release A-203(5) and delete this sentence before the bid is advertised)

REGISTRATION AREA. The Contract Vendor shall provide a large (at least ***size**** area) foyer area for registration each day of the conference. 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 shall have ample storage room for conference materials. The Contract Vendor shall provide a secure room that can be locked and that shall be made available at any time throughout the conference (24-hours a day), close to the registration area and meeting rooms. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely.

EVENT SCHEDULE. The Contract Vendor shall note that the conference organizers will need to bring materials to the conference site the afternoon prior to the first day of the conference. The first day of the conference will begin with *******. The second day of the conference will begin with ***********, and then a minimum of ****** to ******** concurrent breakout sessions, morning break, lunch, and then a minimum of ****** to ***** concurrent breakout sessions, afternoon break followed by dinner. The third day of the conference will begin with *********and have a minimum of ***** to ***** concurrent breakout sessions, a morning break, lunch, and will close with *********** for up to ********* people. This information is provided to give the responder an overview of what will happen each day of the conference. Include schedule information on each day of the conference. DO NOT include a table on this attachment.

MEETING ROOMS. Meeting rooms must be within a close proximity of each other and wireless computer access is preferred. Meeting rooms must have limited sound transfer to adjacent rooms when microphones are in use.

EXHIBITORS AREA/VENDOR FAIR. The exhibitor’s area must be large enough to accommodate a minimum of ****** exhibitors (approximately 10' x 10' space per exhibitor). This area must be in a private or semi-private area within close proximity of the meeting rooms. This exhibitor area may be used for morning and afternoon breaks and lunch may be held in this room for approximately ******* people. Agency should insert their requirements, delete requirements that are not needed or delete this paragraph completely.

FOOD EXAMPLES. All food and drink examples provided herein detail minimum standards with regard to substance and menu offerings and shall be better defined once the Contract is awarded. By submitting a response, the responder agrees to meet or exceed the menu examples and standards detailed herein. The State will be the sole judge in determining if a menu offered meets the examples provided herein.

BREAKFAST. Shall be served on the ********* and ********* days of the conference from approximately ****** p.m. to ****** p.m. (exact times to be better defined once the Contract has been awarded) and should consist of eggs, bacon, sausage, pancakes or waffles, and/or other traditional breakfast foods to be agreed upon by the State. Number of attendees: ******* Room setup: for example: set in rounds of 8-10 Service style: for example: Buffet or plated Agency should insert their examples. Meals can be listed individually or combined, whatever works best for your conference LUNCHES. Shall be served the ********* and ********* days of the conference from approximately ****** p.m. to ******* p.m. (exact times to be better defined once the Contract has been awarded) and should consist of a mixture of hot and/or cold food items. Agency should insert their examples. Meals can be listed individually or combined, whatever works best for your conference Example for day 1: Buffet style to include: tossed salad with dressings or coleslaw, choice of two meats (e.g., beef, turkey, pork, chicken, fish, etc.), choice of potatoes, two vegetables, rolls and butter, dessert (cake or pie such as, chocolate cake, cheese cake or carrot cake, etc.) and beverage. Example for day 2: Buffet style to include choice of two meats, (e.g., burgers, sloppy joes, brats, chicken, lemon pepper cod, etc.), potato salad, pasta salad options, baked beans, chips, dessert (cake or pie such as chocolate cake, cheese cake or carrot cake, etc.) and beverage. These are examples of lunches that can be provided by the Contract Vendor as agreed upon by the State and shall be better defined once the Contract is awarded. Number of attendees: ******* Room setup: for example: set in rounds of 8-10 Service style: for example: Buffet or plated

DINNERS. Shall be served the ********* and ********* days of the conference from approximately ****** p.m. to ******* p.m. (exact times to be better defined once the Contract has been awarded) Agency should insert their examples. Meals can be listed individually or combined, whatever works best for your conference. Conference dinners shall be served buffet style on the first evening of the conference from 6:00 p.m. to 7:30 p.m. (exact time to be better defined once the Contact has been awarded) and should consist of a mixture of hot and/or cold food items. Example of Dinner: Buffet style to include tossed salad with dressings or coleslaw, choice of two meats, (e.g., beef, turkey, pork, chicken, fish, etc.), choice of potatoes, two vegetables, rolls and butter, dessert (cake or pie such as chocolate cake, cheese cake or carrot cake, etc.) and beverage. Number of attendees: ******* Room setup: for example: set in rounds of 8-10 Service style: for example: Buffet or plated

This is an example of a dinner that can be provided by the Contract Vendor as agreed upon by the State and shall be better defined once the Contract is awarded. This area must be provided in an area away from the meeting rooms.

Please note that a low-fat/low-cholesterol and a vegetarian option must be included with all meals. Reasonable special food requests (e.g., diabetic) shall be submitted to the Contract Vendor no later than one week prior to the conference.

BREAKS. The Contract Vendor shall provide regular and decaffeinated coffee from 7:00 a.m. and refreshed throughout the day as needed. Ice water must be available in all meeting rooms from 7:00 a.m. and refreshed throughout the day. Refreshment breaks will be served in close proximity or in the same room as the vendor displays.

MORNING BREAKS. The Contract Vendor shall provide coffee (regular and decaffeinated), tea, and water on the first and second days of the conference. Number of attendees: ******* Room setup: for example: set in rounds of 8-10 Service style: for example: Buffet or plated

Agency should insert their examples. Breaks can be listed individually or combined, whatever works best for your conference

AFTERNOON BREAKS. The Contract Vendor shall provide coffee (regular and decaffeinated) tea and water for the afternoon break on the first day of the conference. Number of attendees: ******* Room setup: for example: set in rounds of 8-10 Service style: for example: Buffet or plated

Agency should insert their examples. Breaks can be listed individually or combined, whatever works best for your conference

****Agency MUST complete the Excel worksheets to be used for pricing if MMD will be processing the SWIFT Event.