Specifications include, but are not limited to: The State of Minnesota Department of Natural Resources (DNR) intends to procure single occupancy lodging for up to 25 attendees for October 14-17, 2024 within 15 miles of 1201 E Hwy 2, Grand Rapids, MN 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 just 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 just 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.
