2024 Threat Assessment and Management Team Summit (TAM)

*** Addendum 1  provides for lodging clarification, scope change, and new bid sheet. *

*** Addendum 2, Question and Answers ***

The Division of Homeland Security and Emergency Services (DHSES) is seeking one vendor to provide Hotel services for the 2024 DHSES Threat Assessment and Management Team Summit (TAM) Conference, from 9/30/24 to 10/3/24 in the Albany NY area. 

Scope of Work: 

One vendor must be able to provide all accommodations/lodging, meeting space, banquet room, catering services, parking and *audio-visual services.

Lodging - The Room Block for 9/30/24, DHSES will require five (5) single /double occupancy rooms; on 10/1/24 the room block is 160 single/double rooms, and 10/2/24 the room block is 160 single/double rooms totaling 325 single/double rooms for this three (3) day period. The rooms reserved for the Group should be reserved via a booking link. The rooming list shall be DHSES responsibility. As a State Agency, the not-to-exceed GSA rate of $114.00 per room is applicable, however, your bid can be a lower rate.

Meeting Space – Include one (1) room for meeting space for 10/1/24, 10/2/24, and 10/3/24. The meeting space shall include round tables of 10 for 275 attendees.

Catering – The estimated attendees for 10/1/24, 10/2/24, and 10/3/24 is 275 attendees.

9/30/24 – No catering requirements.

10/1/24 – Beverage package:  coffee, tea, water – AM service and PM service, refresh as needed.

10/2/24 – Beverage package - AM and PM; Breakfast – hot or cold; Lunch – hot or cold box; Dinner – hot or cold.

10/3/24 – Beverage package – AM and PM; Breakfast – hot or cold.

Parking – Availability at the location and local street parking.

*Audio Visual – The Hotel shall provide their in-house audio-visual staff to meet the Agency’s requirements. The main room must include a podium, projector, screen, wireless microphone, lapel microphone, risers, and be wired for sound.

Although A/V is part of the scope of work, pricing for Hotel’s A/V shall be addressed/negotiated separate from this solicitation.

Submission - Since menu selections can vary in cost, a complete bid should contain only one pricing for the proposed menu selection. A bidder can submit more than one bid if you want to offer different menu offering. If multiple bids are submitted, to be deemed responsive, the first bid submission must be complete will all required documents, and the second bid must be complete with all required documents too.

Submitted bids must include completed documents: Pricing spreadsheet -Excel, blue cells; Substitute W-9; signed Appendix A and Lobbying Form.  Pricing must be all inclusive (except A/V). Proof of tax exemption will be provided to the final awardee. Vendor(s) must accept a NYS issued Purchase Order for payment.

 Award – This is a best price bid (award based on lowest price), whereby submission must be all inclusive of the scope of work pricing (except A/V).

DHSES reserves the right to: award one contract pursuant to this solicitation, or to cancel this solicitation; seek clarifications and revisions of best price bids; amend the scope of work prior to bid opening; waive any requirements that are not material; negotiate with the successful bidder within the scope of work in the best interests of the State; in the event of unsuccessful negotiations with the 1st low bidder, conduct contract negotiations with the next responsive and responsible bidder; clarify and/or correct arithmetic or apparent errors assuring a full and complete understanding of a vendor’s bid and/or to determine a vendor’s compliance with the requirements of the solicitation.

If you have any questions, submit your questions by noon, 7/26/24; Answers will be uploaded to the Contract Reporter by COB, 8/7/24. Bids are due noon, 8/12/24.