IFB_30672_2027_OIEC_Conference_Attachment_1_Bid_Form.xlsx

This is a bid form attachment for the Department of Homeland Security and Emergency Services (DHSES) solicitation IFB #30672 for hotel facilities and catering services to support the 2027 OIEC Symposium and 911 Coordinators Association Conference scheduled for Monday, May 3 through Thursday, May 6, 2027. The bid form requires responses for pre-conference hotel accommodations (50 rooms for Sunday, May 2), state and federal conference participant rooms (50 rooms for three nights), non-state and federal participant rooms (100 rooms for three nights), and various meal services including breakfast, refreshments, lunch, afternoon breaks, and dinner for approximately 170 attendees across the conference days. Additional services requested include a main meeting room for 170 people, registration area, break area, 1,500 square foot exhibit/event room, and audio-visual support with dedicated technical assistance for the four-day event. The bid release date was September 16, 2026, with bids due by October 21, 2026 at 2:00 PM ET, and bid validity extending to February 18, 2027.

Bidders must provide complete pricing for all line items in the designated fields, with all gratuity and service fees included in quoted prices. All food items must be nut-free with accommodations for gluten-free, shellfish-free, vegetarian, and vegan options, with meals varying daily and served buffet style unless otherwise specified. The bid form allows bidders to offer early payment discounts, which may be considered only in resolving tie bids and do not affect the primary award determination. Award will be made to the lowest responsive and responsible bidder based on the grand total bid price. DHSES is identified as a tax-exempt entity, guarantees no minimum or maximum quantities, and payment to the contractor will reflect only items actually received. All ancillary costs must be included in the rates bid, with certain items noted to be paid via attendee travel cards and therefore excluded from the total bid price computation.