IFB_30488_2026_TAM_Team_Summit_Addendum 1.pdf

KATHY HOCHUL

Governor

TERENCE O'LEARY

Commissioner

ADDENDUM #1

INVITATION FOR BID # 30488

2026 Threat Assessment and Management (TAM) Team Summit Date: July 15, 2026 Bid Due Date: July 22, 2026, at 2:00 pm To Prospective Proposers: This addendum is being issued to provide response to the questions received for this Solicitation.

Item # Bidder Questions DHSES Response

1 Are you able to eat in the main meeting space or do you need separate space for meals?

Yes, we can eat in the main meeting space but prefer to have the food service and set-up space separate from the main meeting area to minimize noise and distraction for event attendees.

2 Are your dates flexible at all?

Please see General Scope Summary Section 2.1 of the solicitation, the dates for this conference are:

October 27, 2026 – October 29, 2026.

We are attached to a Convention Center via an indoor skywalk. Based on their availability, can the events be held in their spaces? If so, can we forward the bid to them?

Please see Subcontractors Section 6.7 of the solicitation “The State will contract only with the successful Bidder who is the Prime Contractor.”

You are able to use a convention center as a sub-contractor. Bids submitted should only come from one bidder who will be responsible as the ‘Prime Contractor’ of the agreement.

The New York State Contract Reporter is a public website; this solicitation can be shared with any interested party. Bids should have one Prime Contractor and list all sub- contracting parties.

Can we provide the RFP to our City's Visitor Bureau (CVB). We can provide 50% of the guestrooms (up to 90), however we will need to utilize nearby hotels. The CVB can assist with finding accommodations for the remaining 50%.

Please see Partner Hotel Section 6.8 of the solicitation “If the bidder’s proposed hotel cannot accommodate the estimated number of guest rooms per day as specified in this IFB, bidder must partner with one hotel of equal or better quality which must be located within reasonably close proximity to the awarded hotel, as determined by DHSES in its sole discretion, for DHSES approval as a Partner Hotel.

Partner Hotel shall be used for overnight accommodations and parking only, must meet the minimum qualifications listed in Section 2.2.3 Hotel Room Requirements to accommodate the total number of guests staying at Partner Hotel, and must be offered on the same terms and conditions (except for the addition of transportation as described below), including pricing. The Awarded Contractor will be responsible for making all arrangements with the Partner Hotel. The Partner Hotel shall be a subcontractor of the Awarded Contractor and shall be subject to all terms and conditions set forth in Section 6.7 Subcontractors.”

The New York State Contract Reporter is a public website; this solicitation can be shared with any interested party. Bids should have one Prime Contractor and list all sub- contracting parties.

Is there a tentative Agenda or Schedule we can review to ensure flow of space works for the group with our facilities?

We have included an example of last year’s agenda outline which will closely align to this year’s agenda.

Please find the sample agenda herein on pages 3-4 of this document.

Is the group flexible to crescent round tables with everyone facing forwards rather than classroom style set-up?

Yes

Define Break Area needs, specifically "in proximity to the main meeting area"

Break area means a space that does not have to be in the same building or room, but it should be close enough (e.g., on the same floor, in an adjacent building, or within a short walk) so that people can easily move between the break area and the main meeting room without significant travel time. The space should be designed to accommodate people during breaks, possibly with seating and tables to avoid congestion in main meeting space and help with meeting flow.

For awareness, our property can accommodate a group of this size, but with limitations. We can accommodate formal meals in the main meeting room, but it would require the group to be flexible to crescent rounds vs. classroom.

Informal meals would be split between our indoor ballroom & its adjoining lobbies.

We also require a 2-hour turnaround between when the main meeting session would end & the dinners would begin. Is this possible with the group?

Our event will require an informal dinner only on the first day and an informal networking session with hors d'oeuvres on the second day. However, if a property requires a 2-hour turnaround following the end of the main meeting session (approx. 5pm) to set these up then this would most likely not be an option for this group.

Is it possible to submit further questions after our legal team and leadership have been able to more thoroughly evaluate?

The Question-and-Answer period ended on July 10, 2026.

The Question-and-Answer period will not be extended at this time.

A revised Solicitation was posted to the contract reporter on July 2nd that corrects information in Section 2.2.4

Meal Requirements. All other terms and conditions remain unchanged. Please see below a copy of last year’s agenda.

If submitting a proposal, this Addendum #1 for IFB# 30488 must contain an original signature, be dated, attached to, and made a part of your proposal.

Company Name:

Address (include City, State, Zip)

Bidders Name (please print)

Title:

Signature:

Date: