IFB_30672_2027_OIEC_Conference_Addendum_1.pdf
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- Solicitation number
- 2139120
- Issued by
- New York
About this file
This Addendum #1 is issued by the New York State Division of Homeland Security and Emergency Services (DHSES) in response to bidder questions for Invitation for Bid #30672 regarding hotel facilities and catering services for the 2027 OIEC Symposium & New York State 911 Coordinators Association Conference scheduled for May 3-6, 2027. The addendum clarifies key requirements including confirmation that the room block is 150 rooms for May 3, 4, and 5 (with approximately 170 total conference participants), that alternative conference dates will not be considered, and that the State will accept flexibility on room configurations, space utilization, and setup timing. Each guest will present an individual ST-129 tax-exempt form at check-in. Bidders must use IFB 30672-specific forms and may include pricing disclosures regarding administrative and event fees within their proposals, provided all such fees are clearly disclosed and align with solicitation pricing terms. The bid due date remains October 21, 2026, at 2:00 p.m., and this addendum must be signed, dated, and attached to the proposal.
The addendum addresses regulatory compliance regarding administrative charges for banquets under 12 NYCRR 146-2.19, clarifying that while DHSES declined to modify the agreement language to include hotel-specific contractual language, bidders may include mandatory disclosure statements within their proposals if administrative charges are applied. All pricing for State of New York purchases is exempt from sales tax per Solicitation Section 6.22. Prior awardees for this type of procurement include Corning Hotel Owners, Holiday Inn Saratoga Springs, Sheraton Niagara Falls, and Westchester Marriott. Evaluation criteria remain 100 percent based on financial merit, with the award going to the lowest responsive and responsible bidder.
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KATHY HOCHUL
Governor
TERENCE O'LEARY
Commissioner
ADDENDUM #1
INVITATION FOR BID # 30672
2027 DHSES OIEC Symposium & New York State 911 Coordinators Association Conference Hotel Facilities and Catering Service
Date: 10/13/2026 Bid Due Date: October 21, 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 May we reuse the same documents from previous bids, provided they are applicable?
IFB documents are unique to their respective procurements.
Please use the forms designated for IFB 30672 for your bid.
The documents for IFB 30672 can be found on the New York State Contract Reporter at this link: 2027 DHSES OIEC Symposium
2 Is the requirement 170 rooms? The Bid Form is set to 150 rooms for May 3, 4 & 5.
The 150 rooms for May 3, 4 & 5 is accurate. There will be an estimated 170 participants for this conference. Not all participants will be overnight guests.
• Could you please confirm whether each guest paying upon arrival will present an individual ST-129 form at check-in?
• Are the individuals who are paying their rooms tax exempt? If so, they will each need to present an ST-129 form upon check-in.
Yes, each guest will come with their own ST-129 form for check-in.
Would you be open to using the same space for both the Break Area and Dining Room Area? Yes, we are open to that.
Is it acceptable for the Exhibit or Event Room to be in an open space rather than a closed meeting room?
Yes, we are open to that, just be advised there are a lot of individuals who attend and vendors showcasing their equipment.
If requested week is not available, will other dates be considered? Ex. May 10-13, May 24-27, April 19-22, April 5-8
Per Solicitation Section 2.1 the dates for this conference are May 3 - May 6, 2027. Alternative dates are not being considered.
Hotel has rooms with 1 king and 2 double beds, no pull out sofas. Is that ok? Yes, that is okay.
Should there be another group booked on Sunday and the main meeting room is not available by 5pm for setup, would 6-7pm be ok?
Yes – 6-7pm is acceptable, Earliest possible availability is preferred.
REQUESTED ADDITION: Hotel requests that the following language be included in the agreement. This disclosure is included in our contracts and proposals in accordance with applicable New York State law and regulations governing administrative charges for banquets and special functions, including 12 NYCRR § 146-2.19.New York State regulations require that
DHSES declines to modify the agreement language to include the requested hotel-specific clause.
However, we acknowledge the regulatory requirements under 12 NYCRR § 146-2.19 regarding administrative charges for banquets and special functions. To the extent applicable, the bidder may include this mandatory disclosure within their bid proposal, provided that all such fees are fully and clearly https://www.nyscr.ny.gov/Ads/Details/2139120?crumbs=%5B%7B%22Url%22%3A%22%2FAds%2FMyAds%3FGovernmentId%3D2495%5Cu0026AssigneeId%3D446ba8dd-f134-4fc0-a015-4659f92eaf83%5Cu0026Status%3DOpen%22,%22Title%22%3A%22My%20Open%20Ads%22%7D%5D https://www.nyscr.ny.gov/Ads/Details/2139120?crumbs=%5B%7B%22Url%22%3A%22%2FAds%2FMyAds%3FGovernmentId%3D2495%5Cu0026AssigneeId%3D446ba8dd-f134-4fc0-a015-4659f92eaf83%5Cu0026Status%3DOpen%22,%22Title%22%3A%22My%20Open%20Ads%22%7D%5D customers be clearly notified in the contract or agreement when an administrative charge is not a gratuity and will not be distributed to employees as a gratuity.
Accordingly, Hotel requests inclusion of its standard disclosure language below: “All prices are subject to a taxable Administrative Fee at 24% and a taxable Event Fee of 4% on food and beverage charges. The Administrative and Event Fees are not a gratuity and are retained by the Hotel to cover administrative or other costs. Tax and Administrative Fee are subject to change.
NO CHARGES OR FEES ON THIS CONTRACT,
INCLUDING THE 24% ADMINISTRATIVE FEE AND
4% EVENT FEE, ARE PURPORTED OR INTENDED
TO BE A GRATUITY FOR THE EMPLOYEES WHO
PROVIDE SERVICES TO THE GUESTS AT THE
EVENT. NO CHARGES OR FEES WILL BE
DISTRIBUTED TO THE EMPLOYEES WHO
PROVIDE SERVICES TO THE GUESTS AT THE
EVENT AS A GRATUITY.”
disclosed in the bidder's proposal and align with the pricing terms of the solicitation.
Please note, purchases by the State of New York are not subject to sales tax. See Solicitation Section 6.22.
If submitting a bid, this Addendum #1 for IFB# 30672 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:
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| Address include City State Zip 1: |
| Address include City State Zip 2: |
| Address include City State Zip 3: |
| Address include City State Zip 5: |
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