IFB_30488_Addendum_2.pdf

KATHY HOCHUL

Governor

TERENCE O'LEARY

Commissioner

ADDENDUM #2

INVITATION FOR BID # 30488-2

2026 Threat Assessment and Management (TAM) Team Summit Date: August 27, 2026 Bid Due Date: September 2, 2026 at 2:00 PM ET To Prospective Proposers: This addendum is being issued to provide response to questions sent prior to the Q&A deadline. Due to an external email issue, the questions were not received or identified as not being received until after Addendum #1 had posted.

Item # Bidder Questions DHSES Response

1 Is a sample agenda available?

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.

• Will the meals all have 300 participants, or will there be less in attendance for dinners/evening events with the majority of guests not staying overnight?

• Will this fluctuate meal/meeting room counts? Are rooms required going to house multiple attendees?

It is expected that Conference participants will be in attendance for dinner and evening events.

Bids are based on the quantity provided on the Bid Form.

Per an update on Addendum 1, Section 2.2.4 Meal requirements are:

DHSES will provide a final total of attendees ten

(10) days prior to the start of the summit.

Is the group willing to pay any advance deposits on the event?

DHSES respectfully declines this request.

4 How long after an invoice is submitted until payment would be received by the venue?

Per section 5.5.1 of the Solicitation, services shall be invoiced after the completion of the last day of the event.

Per the prompt payment provisions of Article XI-A of the New York State Finance Law, payment would be received within 30 days of a proper invoice submission.

Please clarify what specific types of "private information" or private data elements DHSES anticipates providing or requiring contractor to receive, store, transmit, etc.

DHSES respectfully declines this request.

Which vendors are considered subcontractors requiring the Section 6.7 approval process?

Any Vendor that you contract with to provide services for this IFB.

For any such subcontractors, please confirm the required process and timing for DHSES approval, including the specific documentation, insurance certificates/endorsements, Vendor Responsibility requirements

Per section 6.14 of the Solicitation, any subcontractor performing services exceeding or equal to $100,000 under the contract must complete a VRQ.

Please clarify whether the Contractor may utilize qualified third-party vendors that were not identified at the time of bid submission, provided that the Contractor obtains DHSES approval and submits all required documentation prior to the vendor commencing work. If permitted, please identify the minimum lead time and documentation required for such post-award subcontractor approvals.

Subcontractors known at the time of the bid should be submitted as part of the bid.

Section 6.8 identifies a Partner Hotel as a subcontractor of the Awarded Contractor and states that the Partner Hotel is subject to all terms and conditions set forth in Section 6.7.

Please clarify whether the Partner Hotel is required to provide the same subcontractor documentation, insurance certificates/endorsements, Vendor Responsibility documentation, and other compliance documentation required of other subcontractors. Additionally, please clarify whether DHSES approval of the Partner Hotel must be obtained prior to bid submission or may be obtained following award.

Per section 6.7 of the Solicitation, DHSES will contract only with the successful Bidder who is the Prime Contractor.

DHSES will contract with the successful Bidder submitting the bid, not with the Partner Hotel.

Can an extension be granted on the documents due, as our property is currently working through these lists. If some can & some can't be extended, please clarify/outline.

Per section 1.3 of the Solicitation, the bid due date is September 2, 2026 at 2 PM ET. Extensions are not being given at this time.

To submit a bid for this IFB please review Section

3.3.1 Completed Forms Due with Bid of the

Solicitation and submit all items to the 304888bids@dhses.ny.gov mailbox by the Bid Due Date

Please see below a copy of last year’s agenda.

mailto:304888bids@dhses.ny.gov

If submitting a proposal, this Addendum #2 for IFB# 30488-2 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: