Specifications include, but are not limited to: The purpose of the Solicitation is to receive responses and award a contract with a vendor(s) for the Department of Public Safety (DPS) 22024 Minnesota Office of Justice Programs Annual Conference on Crime and Victimization; The Conference is scheduled for May 21 - 22, 2024 with alternative dates of May 22 -23, 2024. DPS anticipates approximately 350 - 400 attendees at the Conference. 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 shall not be adjusted if the number of attendees falls below the estimate. Limitations of geographic location: The facility must be located within the eleven-county metro area, including the counties of Anoka, Carver, Chisago, Dakota, Hennepin, Isanti, Ramsey, Scott, Sherburne, Washington, or Wright. Room Block. The contractor will provide a room block of room for 200 attendees until at least thirty (30) calendar days prior to the conference date with rooms for 60 attendees out of the 200 being additionally available until at least fifteen (15) calendar days prior to the conference date. The Contractor must 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. 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™.
