IFB_30488-2_2026_TAM_Team_Summit_Attachment_1-Bid_Form-Revised-Updated.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- 2138011
- Issued by
- New York
About this file
This is a Bid Proposal Form for the New York State Division of Homeland Security and Emergency Services (DHSES) seeking hotel facilities, meeting space, and catering services for the 2026 Threat Assessment and Management (TAM) Team Summit scheduled for December 8-10, 2026 in an unspecified Town/City location in New York. The solicitation (IFB #30488-2) was released on August 12, 2026, with a bid deadline of September 2, 2026 at 2:00 PM ET. The summit begins at 1:00 PM on Tuesday, December 8 and concludes at 12:00 PM on Thursday, December 10. Required services include overnight accommodation for 20 guest speaker participants (3 nights), 30 conference attendees (2 nights), and 5 post-conference guests (1 night); meals including breakfasts, refreshment breaks, coffee service, grab-and-go lunches, and two networking dinners serving approximately 300 attendees each; multiple meeting rooms including a main meeting room, auxiliary room, registration area, lactation room, and break area for three days; and audio-visual equipment with a dedicated technician for the main and auxiliary meeting rooms. The contract is anticipated to begin upon New York State Office of State Comptroller (OSC) approval, with a bid validity period through December 31, 2026.
Pricing must be provided for all items with all gratuity and service fees included in the bid amounts. Bidders are strongly encouraged to propose room rates at or equal to applicable GSA Per Diem rates. Hotel room overnight accommodation costs are excluded from the total bid price computation and will be paid directly by attendees via travel card at check-in. All ancillary costs must be incorporated into the rates bid. The method of award is based on the lowest responsive and responsible bid, though early payment discounts may be considered in tie-break situations. DHSES is a tax-exempt entity. Previous contract awards for substantially similar procurements have been made to AWH Lake Placid Hotel LLC (dba High Peaks Resort), Corning Hotel Owners LLC, Saratoga Springs Hotel Management LLC (dba Holiday Inn), and NFNY Hotel Management LLC (dba Sheraton Niagara Falls) within the past five years. DHSES guarantees no minimum or maximum quantities, and actual payment will reflect only items received.
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Attachment 1-Bid Proposal
| Attachment 1 Bid Proposal Form | ||||||||||||
| Solicitation #: | IFB# 30488-2 | Bid Release Date: | 8/12/26 | |||||||||
| Description: | 2026 Threat Assessment and Management (TAM) Summit | Bid Due Date: | 9/2/26 | |||||||||
| Schedule: | December 8 - December 10, 2026 | Bid Due Time: | 2:00 PM ET | |||||||||
| Location: | Town/City, County | Bid Validity: | 12/31/26 | |||||||||
| Company Name: | Bidder Contact Name: | |||||||||||
| Doing Business As (DBA) Name: | Contact Phone and Email: | |||||||||||
| Item # | Item Description | Quantity | UOM | No. of Days | List Price | Bid Price | Calculated Percent Discount | Percent Service Charge | Calculated Service Charge | Final Bid Price | Total Bid Price | |
| I | Hotel Room - Overnight Accommodation | |||||||||||
| 1 | Guest Speaker Participants | |||||||||||
| Mon, Dec 7 - Wed, Dec 9 | 20 | Each | 3 | $0.00 | $0.00 | |||||||
| 2 | Overnight Conference Attendees | |||||||||||
| Tue, Dec 8 - Wed, Dec 9 | 30 | Each | 2 | $0.00 | $0.00 | |||||||
| 3 | Post Conference Guests | |||||||||||
| Thur, Dec 10 | 5 | Each | 1 | $0.00 | $0.00 | |||||||
| Hotel Room Total | $0.00 | |||||||||||
| II | Meals | |||||||||||
| 1 | Breakfast |
Wed, Dec 9 - Thur, Dec 10
| 300 | Each | 2 | $ - 0 | $ - 0 | $0.00 | ||||
| 2 | Morning Refreshment Break | ||||||||
| Wed, Dec 9 - Thur, Dec 10 | 300 | Each | 2 | $ - 0 | $ - 0 | $0.00 | |||
| 3 | Coffee | ||||||||
| Tue, Dec 8 - Thur, Dec 10 | 10 | Gallon | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 4 | Grab and Go- Lunch | ||||||||
| Wed, Dec 9 | 300 | Each | 1 | $ - 0 | $ - 0 | $0.00 | |||
| 2 | Afternoon Refreshment Break | ||||||||
| Tue, Dec 8 - Wed, Dec 9 | 300 | Each | 2 | $ - 0 | $ - 0 | $0.00 | |||
| 5 | Networking Dinner Buffet | ||||||||
| Tue, Dec 8 | 300 | Each | 1 | $ - 0 | $ - 0 | $0.00 | |||
| 6 | Networking Dinner Light Fare | ||||||||
| Wed, Dec 9 | 300 | Each | 1 | $ - 0 | $ - 0 | $0.00 | |||
| Meal Total | $0.00 | ||||||||
| III | Meeting Rooms | ||||||||
| 1 | Main Meeting Room | ||||||||
| Tue, Dec 8 - Thur, Dec 10 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| Can this room be avilable Mon, Dec 7 after 5 PM for setup? | 1 | $ - 0 | $ - 0 | $0.00 | |||||
| 2 | Auxiliary Room | ||||||||
| Tue, Dec 8 - Thur, Dec 10 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 3 | Registration | ||||||||
| Tue, Dec 8 - Thur, Dec 10 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 4 | Lactation Room |
Tue, Dec 8 - Thur, Dec 10
| 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 |
| 5 | Break Area |
Tue, Dec 8 - Thu, Dec 10
| 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | ||
| Meeting Room Total | $0.00 | ||||||
| IV | Audio and Visual Equipment | ||||||
| 1 | Main Meeting Room | ||||||
| Tue, Dec 8- Thur, Dec 10 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |
| 2 | Auxiliary Room |
Tue, Dec 8- Thur, Dec 10
| 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 3 | Dedicated AV Tech Assistant | |||||||
| Tue, Dec 8 - Thur, Dec 10 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | ||
| Audio and Visual Equipment Total | $0.00 | |||||||
| V | Conference Total | |||||||
| 1 | Overnight rooms | $0.00 | ||||||
| 2 | Meals | $0.00 | ||||||
| 3 | Meeting Room | $0.00 | ||||||
| 4 | Audio and Visual Equipment | $0.00 | ||||||
| Total Bid Price | $0.00 | |||||||
| Early Payment Discount | ||||||||
| If your company offers an early payment discount for payments made in less than 30 days after receipt of a proper invoice, please detail the discount by providing the percentage of discount and the specific number of days within which the payment must be made for the discount to apply. If Bidder offers multiple discounts, please provide the details for each discount offered (for example: 2%/15 days; 1%/20 days). | ||||||||
| A discount for early payment does not affect bid amounts nor is it considered in making awards, except that a discount may be considered in resolving tie bids. | No of Days | % Discount |
| Bidder is strongly encouraged to propose room rates at or below the applicable GSA Per Diem Rate |
| Important Instructions to Bidders |
| Complete Gold Fields Only. Bidders must provide pricing (or identify no charge) for all items. Bidders may not modify or change this Bid Form. Doing so may render the bid non-responsive and may result in it being eliminated from further evaluation. Any pricing or add-on costs that do not conform to the presentation within will not be evaluated, will be disregarded as extraneous, and will not be considered. Gratuity and services fees must be included in the price shown on the bid response form. |
The Hotel Room - Overnight Accommodation Total Bid Prices highlighted in Green are not included in the Total Bid Price Computation. These expenses will be paid via attendees travel card at check in.
Gluten-free, shellfish-free, vegetarian and vegan option shall be accommodated.
Meals must vary daily.
| DHSES Is A Tax-Exempt Entity |
| Method of Award is based on the lowest Grand Total Bid from a responsive and responsible vendor. The figures shown above represent DHSES’s best estimate, included for bidding purposes. DHSES guarantees no minimum or maximum quantities. Payment to awarded contractor will reflect only items received. All ancillary costs must be included in rates bid. To submit a bid, please enter your price(s) above, being mindful of any required mathematical extensions (e.g. multiplied by quantities/frequency, etc.). All figures must be rounded to two decimal places. |
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