IFB_30488_2026_TAM_Team_Summit_Attachment_1-Bid_Form.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- 2136715
- Issued by
- Albany County, New York
About this file
This is a bid form for an Invitation for Bid (IFB) issued by the New York State Division of Homeland Security and Emergency Services (DHSES) for the 2026 Threat Assessment and Management (TAM) Team Summit. The solicitation seeks meeting space, hotel facilities, and catering services for a three-day conference scheduled for October 27-29, 2026, with the summit beginning at 1:00 p.m. on Tuesday and concluding at 12:00 p.m. on Thursday. The bid form requests pricing for 25 guest speaker overnight rooms (3 nights: Monday-Wednesday), 180 conference participant rooms (2 nights: Tuesday-Wednesday), meals including breakfasts, refreshment breaks, coffee service, grab-and-go lunches, and two networking dinners for 300 attendees, as well as multiple meeting spaces including a main meeting room, registration area, three breakout rooms, a break area, and audio-visual equipment with a dedicated AV technician for the three-day period. The bid release date was July 1, 2026, with a written questions deadline of July 10, 2026 and estimated responses by July 16, 2026. Bids are due on July 22, 2026, at 2:00 p.m. ET, with bid validity extending to November 19, 2026. The anticipated contract start date is upon Office of the State Comptroller (OSC) approval.
The bid form is structured to capture all-inclusive pricing with gratuity and service fees embedded in quoted rates; bidders are strongly encouraged to propose room rates at or below applicable GSA Per Diem Rates. All meals must vary daily and accommodate gluten-free, shellfish-free, vegetarian, and vegan options. The form specifies that early payment discounts may be offered but do not affect bid amounts or award decisions except in tie-breaking scenarios. Award will be made to the lowest responsive and responsible vendor based on the grand total bid price; DHSES provides no minimum or maximum quantity guarantees, and payment reflects only items actually received. Previous contract awardees include 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). There are no stated contracting goals for Service-Disabled Veteran-Owned Businesses, Minority/Women Business Enterprises, or Disadvantaged Business Enterprises, all set at 0.00%.
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Attachment 1-Bid Proposal
| Attachment 1 Bid Proposal Form | ||||||||||||
| Solicitation #: | IFB# 30488 | Bid Release Date: | 7/1/26 | |||||||||
| Description: | 2026 Threat Assessment and Management (TAM) Summit | Bid Due Date: | 7/22/26 | |||||||||
| Schedule: | October 27 - October 29, 2026 | Bid Due Time: | 2:00 PM ET | |||||||||
| Location: | Town/City, County | Bid Validity: | 11/19/26 | |||||||||
| 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, Oct 26 - Wed, Oct 28 | 25 | Each | 3 | $0.00 | $0.00 | |||||||
| 2 | Conference Participants | |||||||||||
| Tue, Oct 27 - Wed, Oct 28 | 180 | Each | 2 | $0.00 | $0.00 | |||||||
| Hotel Room Total | $0.00 | |||||||||||
| II | Meals | |||||||||||
| 1 | Breakfast |
Wed, Oct 28 - Thu Oct 29
| 300 | Each | 2 | $ - 0 | $ - 0 | $0.00 | ||||
| 2 | Morning Refreshment Break | ||||||||
| Tue, Oct 27 - Thu, Oct 29 | 300 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 3 | Coffee | ||||||||
| Tue, Oct 27 - Thu, Oct 29 | 10 | Gallon | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 4 | Grab and Go- Lunch | ||||||||
| Tue, Oct 27 - Thu, Oct 29 | 300 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 2 | Afternoon Refreshment Break | ||||||||
| Tue, Oct 27 - Wed, Oct 28 | 300 | Each | 2 | $ - 0 | $ - 0 | $0.00 | |||
| 5 | Networking Dinner Buffet | ||||||||
| Tue, Oct 27 | 300 | Each | 1 | $ - 0 | $ - 0 | $0.00 | |||
| 6 | Networking Dinner Light Fare | ||||||||
| Wed, Oct 28 | 300 | Each | 1 | $ - 0 | $ - 0 | $0.00 | |||
| Meal Total | $0.00 | ||||||||
| III | Meeting Rooms | ||||||||
| 1 | Main Meeting Room | ||||||||
| Tue Oct 27 - Thu, Oct 29 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| Can this room be avilable Mon, Oct 26 after 5 PM for setup? | 1 | $ - 0 | $ - 0 | $0.00 | |||||
| 2 | Registration | ||||||||
| Tue, Oct 27 - Thu, Oct 29 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 3 | Breakout Rooms |
Tue, Oct 27 - Thu, Oct 29
| 3 | Each | 3 | $ - 0 | $ - 0 | $0.00 |
| 4 | Break Area |
Tue, Oct 27 - Thu, Oct 29
| 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | ||
| Meeting Room Total | $0.00 | ||||||
| IV | Audio and Visual Equipment | ||||||
| 1 | Main Meeting Room | ||||||
| Tue, Oct 27- Thu, Oct 29 | 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |
| 2 | Breakout Rooms |
Tue, Oct 27- Thu, Oct 29
| 1 | Each | 3 | $ - 0 | $ - 0 | $0.00 | |||
| 3 | Dedicated AV Tech Assistant | |||||||
| Tue, Oct 27 - Thu, Oct 29 | 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. |
Total Bid Price in Green are not included in the Total Bid Price Computation. These will be paid via attendees travel card.
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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