Albany Lodging Requirements.pdf

Albany Area Lodging July 23, 2026 – July 31, 2027

The New York State Police (NYSP) is soliciting quotes for lodging, in the Albany area, from July 23, 2026 through July 31, 2027. Secondary to our existing lodging contract with First Colonie Company, the NYSP anticipates awarding Purchase Orders, based on lowest cost (not to exceed the current GSA rate of $117 per night), to approximately 6 bidders. Typically, NYSP requires an estimated 32 rooms per week.

Vendors will be utilized based on lowest cost, until the necessary number of rooms is met for the week however, payments to each vendor cannot exceed $150,000.00 over the term of the Purchase Order. In the event of a tie for lowest total cost, the bidder within closest proximity to the New York State Police Academy will be ranked higher.

Please review the below Requirements and attached Cost Page documents in their entirety.

Mandatory Requirements:

1. Facility must be located within 10 miles of the New York State Police Academy, Bldg. 24, 1220 Washington Ave., Albany, NY 12226.

2. Facility must have at least an APPROVED American Automobile Association (AAA) rating on the AAA website (www.aaa.com), or meet the following requirements:

A. Cleanliness and Condition All facilities associated with property are clean and well maintained throughout.

At a minimum, each guest unit is thoroughly cleaned, with complete bed and bath linens changed between guest stays.

Basic housekeeping services and supplies are available on request.

All indoor areas are properly heated, air-conditioned and/or ventilated to ensure guest comfort.

Facilities should be free of infestations and any openings to the outside should be protected to help prevent infestations.

B. Management and Style of Operation Businesses will:

Cater primarily to transient rather than residential guests.

Maintain compliance with local, state and federal codes.

At a minimum, take the following steps regarding infestations:

o Train staff how to spot signs of pests, including bed bugs and rodents, in addition to following strict cleaning and waste disposal procedures.

o Train staff on protocols if an infestation occurs.

o Take any rooms affected by bed bugs out of service until an inspection and treatment can be conducted by pest management professionals. Inspection and treatment are expected to be completed within five (5) calendar days.

o Notify NYSP lodged guests of any infestations that occur during their stay.

o Provide written documentation to the NYSP contracts unit of any infestation findings in any hotel rooms as well as the steps that were taken for a resolution.

Owners/Operators will:

Assist in the resolution of guest complaints.

Conduct business in a professional and ethical manner – providing attentive, conscientious service to guests.

Provide a responsible representative readily accessible at all times to address guest needs or requests.

Provide guests 24-hour access to communications for emergency or critical information.

C. Exterior and Public Areas Businesses will have:

Accurate, legible signage in appropriate areas (e.g., entry, corridors, walkways, stairways, landings, parking areas).

Good illumination in all public areas (e.g., entry, corridors, walkways, stairways, landings, parking areas).

Procedures in place to ensure all facilities associated with property and available for guest use (e.g., restaurant, health club, gift shop, recreational facilities) meet all requirements listed herein.

Controlled access to the building.

D. Guest Rooms Each guest unit will have:

A clean and comfortable bed with a mattress pad, two sheets, two pillows with pillowcases, and an appropriate bed covering.

A nightstand or equivalent by each bed, a chair, a waste container, drawers/ shelving, and a clothes-hanging area.

Adequate shades, drapes, blinds or treatments to cover all windows and other transparent areas to provide guest privacy.

An adequate level of soundproofing to muffle exterior sounds.

An active light switch at the main entry.

Good overall illumination to include direct lighting at a chair, stationary writing surface (if present) and at each bed.

Exterior/ hallway facing door(s) equipped with a functional primary lock and a secondary deadbolt lock.

o Primary lock is a keyed mechanism that allows the door to be locked from the outside.

Passkeys are strictly controlled and available only to recognized guests and essential associated for routine room access (e.g., management, housekeeping/ maintenance staff, security).

o Secondary lock is a mortised, deadbolt-locking mechanism with a one-inch throw extending from the edge of the door into the door frame. Master keys for secondar locks are available only to essential associates and only for emergency purposes (e.g., management or security).

Working deadbolt lock(s) on each door to connecting guest units or maintenance corridors (if applicable).

A viewport or window (convenient to the door) for each entry door.

A working lock for each window in a ground floor unit.

A working smoke detector.

E. Guest Bathrooms Each guest unit will have:

A private bathroom solely dedicated for use by the guest(s).

A toilet, sink with adequate shelf space, mirror, convenient electrical outlet and a tub/ shower with a non-slip surface.

Good overall illumination to include direct lighting at the mirror(s).

Two bath towels, two hand towels, two face cloths and two cups/ glasses.

Toilet tissue, a cloth bathmat, and two bars of soap or equivalent.

Non-porous surfaces (e.g., floors, walls, baseboards) in all toilet areas.

3. Each room must be equipped with the following items in good working condition:

Cable Television Wireless Internet at no charge Refrigerator

4. Facility must be equipped with the following items in good working condition, either in each room or located in a common area:

Microwave Ice Machine

5. Facility must be able to provide individual receipts for each traveler at checkout.

6. Facility must have adequate parking per occupied room, at no charge.

7. At no time shall the daily overnight lodging rate exceed the current Federal Government’s General Services

Administration (GSA) hotel per-diem rate of $117 per night: http://www.gsa.gov/travel/plan-book/per-diem-rates.

8. Bid price of rooms shall be inclusive of all costs associated with providing the service as specified, including but not limited to labor, materials, parts, supplies, licenses, insurance, administrative, ancillary costs, complementary services, and/ or miscellaneous charges incurred by the hotel such as any applicable taxes or fees. NYSP is not responsible for any additional charges incurred by hotel guests including, but not limited to, phone services, entertainment, food, beverages, deposits, and incidental charges.

9. Facility must allow for free cancellation with notice provided at least 48-hours prior to the lodging.

When lodging is required, all efforts will be made to notify the hotel of the names of the NYSP employees four (4) days prior to the start of the lodging. Changes in lodging, names, numbers, including cancellations, will be communicated to the hotel as soon as reasonably possible.

The NYSP reserves the right to:

1. Visit bidder’s establishment prior to making an award, and at its sole discretion, will determine whether or not the bidder’s establishment meets the mandatory requirements as outlined herein. In the event that the Agency determines its requirements are not met, the bid will be rejected.

Billing Requirements:

Invoices must include the following:

Unique invoice number PO number/ line description Guest names and corresponding room numbers Check-in and Check-out dates

Invoices for payment shall be submitted to the OGS Business Services Center (BSC) Accounts Payable Unit at Accountspayable@ogs.ny.gov on a company invoice upon completion of services.