Request for Quote This is NOT an Order Updated February 2026

Request for Quote Number RFQ-ALB-26-15 Page 1

Instructions to Vendors Complete all yellow-shaded areas and provide documentation if indicated as “Applicable” in the check box.

Responses must be submitted on this RFQ document, or the quote may be deemed non-responsive and disqualified from consideration.

If the quote exceeds $15,000, fill out and return the additional forms provided within this RFQ document to the Designated Contact by the due date and time indicated below.

Note: For the purposes of this RFQ, the terms “Vendor”, “Contractor” and “Bidder” are used interchangeably.

RFQ Number Description RFQ-ALB-26-15 2027 RBOA Conference

Region Contact Person Submit E-Mail Responses to Albany Claudette Hennessy & Lynda Shoemaker Bids.Purchasing@Parks.ny.gov

RFQ Timeline of Events Event Due Date Time

RFQ Release 07/10/2026 N/A Vendor Questions Due 07/17/2026 3:00 PM ET

Responses to Questions 07/22/2026 RFQ Responses Due 7/31/2026 3:00 PM ET

Detailed Scope of What is Needed:

NYS Office of Parks Recreation and Historic Preservation (OPRHP) is seeking bids for a facility to host its 2027 RBOA Conference during one of the following three-consecutive weekday periods:

• February 9-11, 2027, or

• February 23-25, 2027, or

• March 2-4, 2027

Bidders are not required to bid on all three blocks of dates. However, in the event a bidder wishes to bid more than one block of dates, they may do so in a single bid submission by completing each respective tab in the Bid Form.

The conference will begin at approximately 11:00 AM on Day One and adjourn at approximately 12:00 PM on Day Three. Participants will begin arriving on Day One at 10:00 AM and will depart on Day Three by 1:00 PM.

The 2027 RBOA Conference agenda has not been finalized; however, “Attachment 1 - 2025 Agenda” has been attached as an example of the prior years’ conference.

Alcoholic beverages shall not be included in any purchase covered by this RFQ.

General Requirements

Facilities must:

• Be conductive to conducting training for up to 175 attendees.

• Have restaurant and/or catering facilities.

• Provide for additional needs, services and equipment as outlined in this document.

• Have a central conference room capability of holding 175 attendees.

• Provide a registration area.

• Include complimentary Wi-Fi for guests and conference attendees.

mailto:Bids.Purchasing@Parks.ny.gov

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• Provide Lodging at GSA rates during the first and second nights of the conference for up to 75 rooms for overnight guests to be billed separately to everyone at NYS Travel Rates.

• Include state of the art audio visual equipment and onsite technical support.

• Include a dedicated Conference Service Manager to work with OPRHP in planning details of the event.

• Include free parking to accommodate attendees as well as overnight guests.

• Include all meals as described below, including catering and wait staff.

Location

As conference attendees will be traveling statewide to attend this event, this conference must be held in Saratoga Springs, New York.

Parking

Sufficient free parking adjacent to the facility must be available on all conference days to accommodate all conference and overnight attendees.

Overnight Accommodations

A block of 75 single/double occupancy rooms at the current county GSA rate must be available for booking until 11:59 p.m. 21 calendar days before the event so that attendees may make reservations. Any rooms not reserved by this date will be released, and any reservations taken after that date will be based on space availability. The block of rooms must be made available for early check-in to conference attendees beginning at lunchtime on Day One.

OPRHP will send a lodging list with the names of all those requiring overnight accommodations no sooner than 21 calendar days prior to day one of the event.

Either OPRHP or registered attendees will be responsible for the payment of lodging for each registered attendee.

If OPRHP pays for attendee lodging, individual room portfolios must be similarly presented. OPRHP shall not be responsible for the payment of incidental expenses.

Facilities must meet OPRHP needs of comfort and cleanliness. Guest rooms are required to be clean and in good repair and have adequate towels and supplies. Air conditioning, heat, hot water, color TV, and free Wi-Fi must be fully functional in all guest rooms. Each single room must have a private bath and a full, queen, or king bed.

Non-smoking rooms will be required.

AV Support Requirements

Facility must meet all Audio/Visual needs. In addition to any requirement specified within this RFQ, at a minimum, all meeting rooms must:

• Have a podium, projector, screen, wireless microphone, lapel microphone, and be wired for sound.

• Screen(s) should be appropriately sized for the room.

• Wi- Fi access must be provided, free of charge.

• Projectors must be operable from an HDMI hookup located at the podium.

• If multiple screens are utilized, they must be operable from a single HDMI input; any necessary splitting must be provided by the Contractor.

• OPRHP at its sole discretion reserves the right to supplement provided equipment with its own equipment and supplies.

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Registration Area

The hotel must include one (1) centrally located main registration area. The registration area must:

• Be set up by 10:00 a.m. on Day One.

• Be well lit, conveniently located to the main meeting room, and adequate in size.

• Be set up to register conference attendees, including two eight-foot tables, linens, comfortable chairs, and electrical outlets.

Main Meeting Room

The hotel must include one (1) Main Meeting Room. The room must be arranged to accommodate up to 175 participants sat banquet style. Set-up requirements include:

• Power and cables for audiovisual equipment.

• Screen(s) appropriately sized for the room.

• Table and chairs on a dais for panel presenters

• Standing podium with microphones (including tabletop, wireless, and lavaliere) as needed at the front of the room for presenters.

• A projector package.

• Pitchers of ice water (no bottled water) and cups should be provided for attendees and speaker(s).

• Access must be unrestricted.

• If this room is also utilized for meals, staff sufficient to set-up, feed, and clean up within a 75-minute window for each meal is required.

Hospitality “Store” Room

The hotel must include one (1) Hospitality “Store” Room. The room will be used by OPRHP staff only to store materials for the event. This room must be within proximity to the registration area and must be able to be secured. This room shall have two 8-foot tables, 12 chairs and have availability of electricity.

OPRHP staff must have complete access to the venue, the registration area, and other facilities at 9:00 a.m. on Day One. OPRHP staff must have limited access to the venue and complete access to the Hospitality “Store” Room at 5:00pm on the day before Day One and until 3:00 PM on Day Three.

On-Site Restaurant or Catering Capabilities

The hotel must include on-site restaurant and/or catering capabilities for up to 175 attendees for each conference day, including all the following:

Day One 11:00 AM to 10:00 PM

• Boxed Lunches

• Afternoon Break

• Buffet Dinner

Day Two 7:00 AM to 10:00 PM

• Buffet Breakfast

• Morning Break

• Buffet Lunch

• Afternoon Break

• Buffet Dinner

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Day Three 7:00 AM to 1:00 PM

• Buffet Breakfast

• Morning Break

The numbers included are estimates. Final numbers will be provided no more than seven (7) calendar days prior to the start date of the event.

Sample Meals and Refreshments

The following is a list of requested menu/food options for the conference. At a minimum, vendors must offer all the items requested below. However, Vendors may include additional items. Vendors must include a sample menu for each item below with their bid.

Actual menus will be finalized within two (2) weeks of the actual conference event.

Meals are to be approved by OPRHP and must be served at times to conform to the Conference agenda.

Acceptability of meal and break proposals is at the discretion of OPRHP. The vendor must submit a fixed price for each meal/break indicating cost per person.

All food items must be nut-free.

All meals must include a gluten free, and vegan option to meet the special dietary needs of attendees, as indicated prior to the Conference.

Buffet Breakfast

• Freshly Brewed Regular and Decaffeinated Coffee and Hot Teas

• Oatmeal Served with Brown Sugar and Raisins

• Array of Cold Cereals with Whole Milk, Skim Milk, Almond Milk and Soy Milk

• Array of Hot Items including Scrambled Eggs, Potatoes, Sausage and Bacon

• Seasonal Whole and Sliced Fruit

• Assorted Mini Danish, Muffins and Croissants Served with Fruit Preserves and Butter

• Selection of Chilled Juices such as Orange, Cranberry and Apple

Morning Break

• Soft Drinks, Freshly Brewed Coffee (regular and decaf), Tea and Water

• Assorted Muffins

• Seasonal Whole and Sliced Fruit

Afternoon Break

• Assorted Cookies and Brownies

• Seasonal Whole and Sliced Fruit

Buffet Lunch

• Seasonal Whole and Sliced Fruit

• Potato Salad and Macaroni Salad

• Tossed Salad or Caesar Salad with Croutons on the Side and selection of dressings (Salad must be prepared in a way that ensures it is Gluten Free)

• Selection of Three (3) Premade Sandwiches on choice of bread of rolls

• Assorted Cookies and Brownies

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Grab and Go / Boxed Lunch

• Beverage

• Chips

• Piece of Whole Fruit

• Cookie

• Selection of Sandwich such as Turkey, Vegan Wrap, Roast Beef or Ham

Buffet Dinner

• Two (2) Proteins

• Two (2) Seasonal Accompaniments

• Two (2) Starches

• Salad

• Dessert

Method of Award In the sole discretion of OPRHP, award of this RFQ will be made to a responsive, responsible and qualified bidder who offers the lowest quote meeting all specifications as outlined in this RFQ. A bidder will be found non-responsive if OPRHP finds that they do not have sufficient resources to provide the commodity and/or service as outlined in this RFQ.

NYS Office of Parks, Recreation and Historic Preservation’s Terms and Conditions

All RFQ responses must be valid for at least 90 days.

Quotes containing extraneous terms and conditions may be deemed non-responsive.

By submitting a quote, the Bidder agrees not to make any claim for, or have any right to, damages because of any misinterpretation or misunderstanding of the specifications, or because of any misinformation or lack of information.

OPRHP reserves the right to exercise the following:

• Change any of the scheduled dates herein;

• Amend RFQ Requirement(s) and so notify all potential Bidders;

• Withdraw the RFQ, at its sole discretion without any obligation or liability to any vendor;

• Eliminate any mandatory, non-material requirement that cannot be complied with by all of the prospective

Bidders;

• Accept and/or reject any and all bids, in whole or in part, and to waive technicalities, irregularities, and omissions if, in OPRHP’s judgement, the best interests of OPRHP will be served. In the event compliant bids are not received, OPRHP reserves the right to consider late or non-conforming bids as offers;

• Require the Bidder to demonstrate, to the satisfaction of OPRHP, any information presented as part of their proposal;

• Require clarification at any time during the procurement process and/or require correction of arithmetic;

• Disqualify any Bidder whose conduct and/or bid fails to conform to the requirements of the solicitation;

• Prior to the bid opening, determine a tie breaking mechanism for award of the Contract to serve the best interests of OPRHP and the State of New York;

• Negotiate with the successful Bidder within the scope of the RFQ to serve the best interests of OPRHP and the State of New York;

• Make an award under the RFQ in whole or in part; and

• Seek revisions of bids.

By responding to this RFQ, Vendor certifies its acceptance of the terms and conditions of Appendix A. In the event of a conflict between the purchase order document and any referenced documents contained within the purchase order, the order of precedence shall be as follows:

1) Appendix A Standard Clauses for New York State Contracts, https://ogs.ny.gov/procurement/appendix

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2) Purchase Order / Contract,

3) Any agency specific terms and conditions,

4) This RFQ,

5) Vendor’s offer / Proposal.

Vendor Responsibility Questionnaire (Required for Procurements Valued over $100,000)

If this or any other contract you have with the State of New York is valued at $100,000.00 or more, OPRHP requires that Vendor file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. However, vendors may choose to complete and submit a paper questionnaire. To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at https://osc.state.ny.us/vendrep/index.htm. For direct VendRep System user assistance, the Office of State Comptroller’s Help Desk may be reached at (866) 370-4672 or (518) 408-4672 or by email at ciohelpdesk@osc.state.ny.us. Vendors opting to file a paper questionnaire can obtain the appropriate questionnaire from the VendRep website at https://osc.state.ny.us/vendrep/index.htm or may contact OPRHP or the Office of the State Comptroller’s Help Desk for a copy of the paper form.

Vendors must provide their New York State Vendor Identification number when enrolling. To request assignment of a Vendor ID or for VendRep System assistance, contact the Office of the State Comptroller’s help desk at (866) 370–4672 or (518) 408–4672 or by e-mail at ciohelpdesk@osc.state.ny.us.

To be considered timely, questionnaires filed via the VendRep System require that a vendor certify a questionnaire no more than six months before the due date of the bid. If you are bidding on other state contracts in the future, you only have to update any changes that have occurred in the last six months or since the last time you updated your questionnaire, (you do not have to completely fill out a new questionnaire unless you have made a major change to your company).

Insurance Requirements: Applicable Not Applicable Commercial General Liability - Insurance shall be endorsed to name the “State of New York, Office of Parks, Recreation, and Historic Preservation, and their officers, employees, and agents” as an additional insured. Said policy shall cover the liability of the Contractor for bodily injury, property damage, premises liability and personal/advertising injury from all work and operations under any contract resulting from this solicitation. The limits under such policy shall not be less than the following:

• Each Occurrence limit $1,000,000.00

• General Aggregate $2,000,000.00

• Products/Completed Operations $2,000,000.00

• Personal Advertising Injury $1,000,000.00

• Damage to Rented Premises $50,000.00

• Medical Expense $5,000.00

The following ISO forms must be endorsed to the policy:

a. CG 20 10 12 19 or an equivalent – Commercial General Liability Coverage Form

b. CG 20 37 12 19 or an equivalent – Additional Insured – Owner, Lessees or Contractors (Form B)

c. Waiver of Subrogation

Comprehensive Business Automobile Liability Insurance. Such policy shall have a combined single limit for Bodily Injury and Property Damage of at least $1,000,000 each accident. Said policy shall cover liability arising out of any automobile used in connection with performance under this Agreement including owned, leased, hired, and non-owned automobiles bearing or, under the circumstances under which they are being used, required by the Motor Vehicles Law of the State of New York to bear license plates.

If the Contractor does not own, lease, or hire any automobiles used in connection with performance under this Agreement, the Contractor is not required to obtain Comprehensive Business Automobile Liability Insurance.

Workers’ Compensation and Disability Benefits Insurance - Provide OPRHP with proof of Workers’ Compensation Insurance and Disability Benefits Insurance. The following are the only acceptable means of proof; ACORD forms are NOT acceptable proof of coverage.

For more information about Workers’ Compensation and Disability insurance, log onto the Workers Compensation Board website at www.wcb.ny.gov or call them toll-free at 1-877-632-4996.

Acceptable Proof of Workers’ Compensation

CE-200 Certificate of Attestation of Exemption from NYS Workers' Compensation and/or Disability Benefits Coverage C-105.2 Certificate of Workers’ Compensation Insurance https://osc.state.ny.us/vendrep/index.htm mailto:ciohelpdesk@osc.state.ny.us mailto:ciohelpdesk@osc.state.ny.us http://www.wcb.state.ny.us/

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U-26.3 NYS Insurance Fund Certificate GSI-105.2 Certificate of Participation in Workers' Compensation Group Board - approved self-insurance SI-12 Certificate of Workers’ Compensation Self-Insurance Acceptable Proof of Disability Benefits CE-200 Certificate of Attestation of Exemption from NYS Workers' Compensation and/or Disability Benefits Coverage DB-120.1 Certificate of Disability Benefits Insurance DB-120.2 Certificate of Participation in Disability Benefits Group Self Insurance DB-155 Certificate of Disability Benefits Self-Insurance

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No Bid Form If your firm has chosen not to bid on this procurement opportunity, please use the space below to briefly explain why and return this form to: Bids.Purchasing@parks.ny.gov

Reason(s) for Not Bidding

Certification Company Name:

Doing Business As:

Address: City State Zip Code Name of Official: Title E-Mail Telephone:

mailto:Bids.Purchasing@parks.ny.gov

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Appendix B1 Specifications for Negotiated Terms and Conditions

The parties to the attached contract, license, lease, amendment or other agreement of any kind (hereinafter, "the contract" or "this contract" or “Purchase Order”) agree to be bound by the following clauses which are hereby made a part of the contract (the word "Contractor" herein refers to any party other than the State, whether a contractor, licenser, licensee, lessor, lessee or any other party):

1. Order of Precedence

In the event of any inconsistency in or conflict among the document elements of the future contract identified herein, such inconsistency or conflict shall be resolved by giving precedence to the document elements in the order set forth below:

1. Appendix A Standard Clauses for New York State Contracts,

2. Purchase Order / Contract,

3. Any agency specific terms and conditions,

4. This RFQ,

5. Vendor’s offer / Proposal

2. Applicability

The terms and conditions set forth in this Appendix B1 are expressly incorporated in and applicable to all procurements and resulting procurement contracts let by the New York State Office of Parks, Recreation and Historic Preservation (“OPRHP” or the “Agency”). Appendix B1 shall govern such procurements or contracts unless expressly modified or amended by the terms of a Bid Specification, Solicitation, or a negotiated Contract/Clarification document, if any. Captions are intended as descriptive and are not intended to limit or otherwise restrict the terms and conditions set forth herein.

3. Governing Law

This procurement, the resulting Contract and/or any Purchase Orders (herein known as “Contract”) issued hereunder shall be governed by the laws of the State of New York except where the Federal supremacy clause requires otherwise, and actions or proceedings arising from the Contract shall be heard in a court of competent jurisdiction in the State of New York.

4. Sales Tax Exemption

Purchases made by the State of New York and the Agency are exempt from New York State and local sales taxes and, with certain exceptions, federal excise taxes. to satisfy the requirements of the New York State Sales tax exemption, either the Purchase Order issued by a State Agency or the invoice forwarded to authorize payment for such purchases will be sufficient evidence that the sale by the Contractor was made to the State, an exempt organization under Section 1116(a)(1) of the Tax Law. No person, firm or corporation is, however, exempt from paying the State Truck Mileage and Unemployment Insurance or Federal Social Security taxes, which remain the sole responsibility of the Bidder/Contractor.

5. Litigation Support

In the event that the Agency becomes involved in litigation related to the subject matter of the resulting contract, the Contractor agrees to provide background support and other litigation support, including but not limited to depositions, appearances, and testimony.

6. Purchase Orders

No items or deliverables, including commodities, services, and/or technology (Product), is to be delivered or furnished by Contractor until transmittal of an official Contract or Purchase Order. Unless terminated or cancelled pursuant to the authority vested in the Agency, Purchase Orders shall be effective and binding upon the Contractor (i) in the case of formal written Purchase Orders, when placed in the mail prior to the termination of the Contract and addressed to the Contractor at the address https://ogs.ny.gov/procurement/appendix

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7. Savings/Force Majeure

A force majeure occurrence is an event or effect that cannot be reasonably anticipated or controlled and is not due to the negligence or willful misconduct of the affected party. Force majeure includes, but is not limited to, acts of God, acts of war, acts of public enemies, terrorism, embargoes, strikes, fires, explosions, actions of the elements, floods, epidemics or pandemics, quarantines, or other similar causes beyond the control of the Contractor or the Agency in the performance of the Contract where non-performance, by exercise of reasonable diligence, cannot be prevented.

The affected party shall provide the other party with written notice of any force majeure occurrence as soon as the delay is known and provide the other party with a written contingency plan to address the force majeure occurrence, including, but not limited to, specificity on quantities of materials, tooling, people, and other resources that will need to be redirected to another facility and the process of redirecting them. Furthermore, the affected party shall use its commercially reasonable efforts to resume proper performance within an appropriate period of time. Notwithstanding the foregoing, if the force majeure condition continues beyond 30 days, the parties to the Contract shall jointly decide on an appropriate course of action that will permit fulfillment of the parties’ objectives under the Contract.

The Contractor agrees that in the event of a delay or failure of performance by the Contractor under the Contract due to a force majeure occurrence:

• The Agency may purchase from other sources (without recourse to and by the Contractor for the costs and expenses thereof) to replace all or part of the Products which are the subject of the delay, which purchases may be deducted from the Contract quantities without penalty or liability to the State, or

• The Contractor will provide the Agency with access to Products first in order to fulfill orders placed before the force majeure event occurred. The Agency may accept allocated performance or deliveries during the occurrence of the force majeure event.

Neither the Contractor nor the Agency shall be liable to the other for any delay in or failure of performance under the Contract due to a force majeure occurrence. Any such delay in or failure of performance shall not constitute default or give rise to any liability for damages. The existence of such causes of such delay or failure shall extend the period for performance to such extent as determined by the Contractor and the Agency to be necessary to enable complete performance by the Contractor if reasonable diligence is exercised after the cause of delay or failure has been removed.

Notwithstanding the above, at the discretion of the Agency where the delay or failure will significantly impair the value of the Contract to the State or to the Agency, the Agency may terminate the Contract or the portion thereof which is subject to delays, and thereby discharge any unexecuted portion of the Contract or the relative part thereof.

In addition, the Agency reserves the right, in his or her sole discretion, to make an equitable adjustment in the Contract terms and/or pricing should extreme and unforeseen volatility in the marketplace affect pricing or the availability of supply. “Extreme and unforeseen volatility in the marketplace” is defined as market circumstances which meet the following criteria: (i) the volatility is due to causes outside the control of Contractor; (ii) the volatility affects the marketplace or industry, not just the particular Contract source of supply; (iii) the effect on pricing or availability of supply is substantial; and (iv) the volatility so affects Contractor’s performance that continued performance of the Contract would result in a substantial loss to the Contractor.

8. Indemnification

Contractor shall be fully liable for the actions of its agents, employees, partners or Subcontractors and shall fully defend, indemnify and hold harmless the Agency from suits, actions, proceedings, claims, losses, damages, and costs (including reasonable attorney fees) of every name and description relating to personal injury and damage to real or personal tangible property caused by any intentional act or negligence of Contractor, its agents, employees, partners or Subcontractors, which shall arise from or result directly or indirectly from this Contract, without limitation; provided, however, that the Contractor shall not be obligated to indemnify an Authorized User for any claim, loss or damage arising hereunder to the extent caused by the negligent act, failure to act, gross negligence or willful misconduct of the Agency.

The Agency shall give Contractor: (i) prompt written notice of any action, claim or threat of suit, or other suit for which Contractor is required to fully indemnify the Agency, (ii) the opportunity to take over, settle or defend such action, claim or suit at Contractor’s sole expense, and (iii) assistance in the defense of any such action, claim or suit at the expense of Contractor. Notwithstanding

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In the event that an action or proceeding at law or in equity is commenced against the Agency arising out of a claim for death, personal injury or damage to real or personal tangible property caused by any intentional or willful act, gross negligence, or negligence of Contractor, its agents, employees, partners or Subcontractors, which shall arise from or result directly or indirectly from the Products supplied under this Contract, and Contractor is of the opinion that the allegations in such action or proceeding in whole or in part are not covered by the indemnification and defense provisions set forth in the Contract, Contractor shall immediately notify the Agency and the New York State Office of the Attorney General in writing and shall specify to what extent Contractor believes it is obligated to defend and indemnify under the terms and conditions of the Contract and to what extent it is not so obligated to defend and indemnify. Contractor shall in such event protect the interests of the Authorized User and attempt to secure a continuance to permit the State and the Agency to appear and defend their interests in cooperation with Contractor, as is appropriate, including any jurisdictional defenses the State and the Agency may have. In the event of a dispute regarding the defense, the Contractor and the Attorney General shall try to reach an amicable resolution, but the Attorney General shall have the final determination on such matters.

9. Limitation of Liability

Except as otherwise set forth in the Indemnification clause and the Indemnification Relating to Infringement clause, the limit of liability shall be as follows:

1. Contractor’s liability for any claim, loss or liability arising out of, or connected with the Products provided, and whether based upon default, or other liability such as breach of contract, warranty, negligence, misrepresentation or otherwise, shall in no case exceed direct damages in: (i) an amount equal to two (2) times the charges specified in the Purchase Order for the Products forming the basis of the Agency’s claim or (ii) five hundred thousand dollars ($500,000), whichever is greater.

2. The Agency may retain such monies from any amount due Contractor as may be necessary to satisfy any claim for damages, costs and the like asserted against the Agency unless Contractor at the time of the presentation of claim shall demonstrate to the Agency’s satisfaction that sufficient monies are set aside by the Contractor in the form of a bond or through insurance coverage to cover associated damages and other costs.

Notwithstanding the above, neither the Contractor nor the Agency shall be liable for any consequential, indirect or special damages of any kind which may result directly or indirectly from such performance, including, without limitation, damages resulting from loss of use or loss of profit by the Agency, the Contractor, or by others.

10. Termination

For Cause

For a material breach that remains uncured for more than seven (7) calendar days or other longer period as specified by written notice to the Contractor, the Contract or Purchase Order may be terminated by the Agency. Neither the State nor an Authorized User shall be liable for any of Contractor’s costs arising from the failure to perform or the termination, including without limitation costs incurred after the date of termination. Such termination shall be upon written notice to the Contractor. In such event, the Agency may complete the contractual requirements in any manner it may deem advisable and pursue available legal or equitable remedies for breach.

For Convenience

This Contract may be terminated at any time by Agency for convenience as specified by written notice, without penalty or other early termination charges due. Such termination of the Contract shall not affect any project or Purchase Order that has been issued under the Contract prior to the date of such termination. If the Contract is terminated pursuant to this subdivision, the Agency shall remain liable for all accrued but unpaid charges incurred through the date of the termination. Contractor shall use due diligence and fulfill any outstanding Purchase Orders.

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Additional Forms

The following Forms are only required to be completed if the response to this RFQ is $15,000 or more.

1. Lobbying Law Certification

2. Non-Collusive Bidding Certification

3. Public Officer’s Law

4. Certification Under Executive Order No. 16. Certification Under Executive Order No. 16 Prohibiting State

Agencies and Authorities from Contracting with Businesses Conducting Business in Russia

5. NYS Finance Law §139-L and Executive Order No. 177 Certification

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Lobbying Law Certification Pursuant to State Finance Law §§139-j and 139-k, this solicitation [or use identifier that is pertinent such as “Invitation for Bid” or “Request for Proposal”, etc.] includes and imposes certain restrictions on communications between a Governmental Entity and an Offerer/bidder during the procurement process. An Offerer/bidder is restricted from making contacts from the earliest posting, on a Governmental Entity’s website, in a newspaper of general circulation, or in the procurement opportunities newsletter in accordance with article four-C of the economic development law of written notice, advertisement or solicitation of a request for proposal, invitation for bids, or solicitation of proposals, or any other method provided for by law or regulation for soliciting a response from Offerers intending to result in a Procurement Contract with a Governmental Entity through final award and approval of the Procurement Contract by the Governmental Entity and, if applicable, the Office of the State Comptroller (“Restricted Period”) [conform for pertinent government entity] to other than the Designated Contacts for the Governmental Procurement unless it is a Contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). The Designated Contact(s) for this Governmental Procurement, as of the date hereof, are identified on the first page of this solicitation [or conform to whatever location is used to identify Designated Contacts]. Governmental Entity employees [conform for pertinent government entity] are also required to obtain certain information when Contacted during the Restricted Period and make a determination of the responsibility of the Offerer/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a 4-year period, the Offerer/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found [conform for how will provide copies of the rules, regulations, guidelines or procedures].

Offerer Disclosure of Prior Non-Responsibility Determinations

New York State Finance Law §139-k(2) obligates a Governmental Entity to obtain specific information regarding prior non-responsibility determinations with respect to State Finance Law §139-j. This information must be collected in addition to the information that is separately obtained pursuant to State Finance Law §163(9). In accordance with State Finance Law §139-k, an Offerer must be asked to disclose whether there has been a finding of non-responsibility made within the previous four (4) years by any Governmental Entity due to: (a) a violation of State Finance Law §139-j or (b) the intentional provision of false or incomplete information to a Governmental Entity. The terms “Offerer” and “Governmental Entity” are defined in State Finance Law § 139-k(1). State Finance Law §139-j sets forth detailed requirements about the restrictions on Contacts during the procurement process. A violation of State Finance Law §139-j includes, but is not limited to, an impermissible Contact during the restricted period (for example, contacting a person or entity other than the designated contact person, when such Contact does not fall within one of the exemptions).

As part of its responsibility determination, State Finance Law §139-k(3) mandates consideration of whether an Offerer fails to timely disclose accurate or complete information regarding the above non-responsibility determination. In accordance with law, no Procurement Contract shall be awarded to any Offerer that fails to timely disclose accurate or complete information under this section, unless a finding is made that the award of the Procurement Contract to the Offerer is necessary to protect public property or public health safety, and that the Offerer is the only source capable of supplying the required Article of Procurement within the necessary timeframe. See State Finance Law §§139-j (10)(b) and 139-k(3).

Instructions

The Governmental Entity reserves the right to terminate this contract in the event it is found that the certification filed by the Offerer in accordance with New York State Finance Law §139-k was intentionally false or intentionally incomplete. Upon such finding, the Governmental Entity may exercise its termination right by providing written notification to the Offerer in accordance with the written notification terms of this contract.

The Office of State Parks, Recreation and Historic Preservation (OPRHP) includes this disclosure request regarding prior non-responsibility determinations in accordance with State Finance Law §139-k in its solicitation of proposals or bid documents or specifications or contract documents, as applicable, for procurement contracts. The attached form is to be completed and submitted by the individual or entity seeking to enter into a Procurement Contract. It shall be submitted to OPRHP unit conducting the Governmental Procurement.

1. Has any Governmental Entity made a finding of non-responsibility regarding the individual or entity seeking to enter into the Procurement Contract in the previous four years? (Please mark):

No Yes - If yes, please answer the next questions:

Updated February 2026

Request for Quote Number RFQ-ALB-26-15 Page 14

2. Was the basis for the finding of non-responsibility due to a violation of State Finance Law §139-j (Please mark):

No Yes

3. Was the basis for the finding of non-responsibility due to the intentional provision of false or incomplete information to a

Governmental Entity? (Please mark):

No Yes

4. If you answered yes to any of the above questions, please provide details regarding the finding of non-responsibility below.

Governmental Entity Date of Finding of Non-Responsibility

Basis of Finding of Non-Responsibility

(attach additional pages as necessary)

5. Has any Governmental Entity or other governmental agency terminated or withheld a Procurement Contract with the above-named individual or entity due to the intentional provision of false or incomplete information? (Please mark):

No Yes - If yes, please provide details below.

Governmental Entity Date of Finding of Non-Responsibility

Basis of Finding of Non-Responsibility

(attach additional pages as necessary)

Lobbying Affirmation and Vendor Certification Offerer affirms that it understands and agrees to comply with the procedures of the OPRHP relative to permissible Contacts as required by State Finance Law §139-j(3) and §139-j(6)(b). Offerer certifies that all information provided to the Governmental Entity with respect to State Finance Law §139-k, §139-j(3) and §139-j(6)(b), §139-k(5) is complete, true and accurate.

Company Name:

Doing Business As:

Address: City

State Zip Code

Signature Date

Updated February 2026

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Non-Collusive Bidding Certification This form is relevant to transactions with an annualized value in excess of $15,000.

By submission of this bid, each bidder and each person signing on behalf of any other bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his or her knowledge and belief:

· The prices of this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

· Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

· No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

Vendor Certification

The undersigned has carefully examined the RFQ and agrees to provide all goods and / or services, labor, material and equipment necessary for this RFQ. In addition, the bidder certifies that all information submitted regarding the Procurement Lobbying Law is complete, true and accurate. If such information is found to be intentionally false or intentionally incomplete, OPRHP reserves the right to terminate the resulting contract.

Company Name:

Doing Business As:

Address:

City

State Zip Code

Unless otherwise requested by OPRHP, please sign in ink as electronic signatures are not acceptable. A scanned copy of the original ink signature is acceptable

February 2025

Updated February 2026

Request for Quote Number RFQ-ALB-26-15 Page 16

Public Officers Law The following prohibitions pertain to the sale of goods and services by State employees to New York State Agencies pursuant to the NYS Public Officer’s Law § 73(4).

Current State Employees - Current employees of New York State cannot sell goods or services valued at $25 or more to any state agency, either as a private contractor or through a company in which that employee holds ownership of at least 10%, unless the procurement opportunity is first advertised in the NYS Contract Reporter and competitively bid.

Former OPRHP State Employees - Former employees of the New York State Office of Parks, Recreation and Historic Preservation (OPRHP) cannot sell goods or services to OPRHP under any circumstance for two (2) years following the date they leave OPRHP’s employ. This applies only to OPRHP and OPRHP’s employees, and does not preclude a former employee of another state agency from selling goods or services to OPRHP within two years following the last date of that person's state employment.

Please check (X) as appropriate, sign and date.

I am currently a state employee, and:

am a private contractor own at least 10% of the company that is being asked to provide goods or services to OPRHP.

I am a former OPRHP employee, and my service with OPRHP ended less than two (2) years prior to the date of my signature below.

None of the above apply.

Vendor Certification

Doing Business As:

Please complete this form and return it with your Quote

July 2021

Updated February 2026

Request for Quote Number RFQ-ALB-26-15 Page 17

Certification Under Executive Order No. 16 Prohibiting State Agencies and Authorities from Contracting with

Businesses Conducting Business in Russia Vendor Name:

https://ogs.ny.gov/EO-16 Executive Order No. 16 provides that “all Affected State Entities are directed to refrain from entering into any new contract or renewing any existing contract with an entity conducting business operations in Russia.” The complete text of Executive Order No. 16 can be found here.

The Executive Order remains in effect while sanctions imposed by the federal government are in effect. Accordingly, vendors who may be excluded from award because of current business operations in Russia are nevertheless encouraged to respond to solicitations to preserve their contracting opportunities in case the sanctions are lifted during a solicitation or even after award in the case of some solicitations.

As defined in Executive Order No. 16, an “entity conducting business operations in Russia” means an institution or company, wherever located, conducting any commercial activity in Russia or transacting business with the Russian Government or with commercial entities headquartered in Russia or with their principal place of business in Russia in the form of contracting, sales, purchasing, investment, or any business partnership.

Is Vendor an entity conducting business operations in Russia, as defined above? Please answer by checking one of the following boxes:

1. No, Vendor does not conduct business operations in Russia within the meaning of Executive Order No. 16.

2.a. Yes, Vendor conducts business operations in Russia within the meaning of Executive Order No. 16 but has taken steps to wind down business operations in Russia or is in the process of winding down business operations in Russia. (Please provide a detailed description of the wind down process and a schedule for completion.)

2.b. Yes, Vendor conducts business operations in Russia within the meaning of Executive Order No. 16 but only to the extent necessary to provide vital health and safety services within Russia or to comply with federal law, regulations, executive orders, or directives. (Please provide a detailed description of the services being provided or the relevant laws, regulations, etc.)

3. Yes, Vendor conducts business operations in Russia within the meaning of Executive Order No. 16.

The undersigned certifies under penalties of perjury that they are knowledgeable about the Vendor’s business and operations and that the answer provided herein is true to the best of their knowledge and belief.

Certification

Doing Business As:

June 2022 https://ogs.ny.gov/EO-16

Updated February 2026

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NYS Finance Law §139-L and Executive Order No. 177 Certification

State Finance Law § 139-L Certification By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one-g of the labor law.

Executive Order No. 177 Certification The New York State Human Rights Law, Article 15 of the Executive Law, prohibits discrimination and harassment based on age, race, creed, color, national origin, sex, pregnancy or pregnancy-related conditions, sexual orientation, gender identity, disability, marital status, familial status, domestic violence victim status, prior arrest or conviction record, military status or predisposing genetic characteristics. The Human Rights Law may also require reasonable accommodation for persons with disabilities and pregnancy-related conditions. A reasonable accommodation is an adjustment to a job or work environment that enables a person with a disability to perform the essential functions of a job in a reasonable manner. The Human Rights Law may also require reasonable accommodation in employment on the basis of Sabbath observance or religious practices.

Generally, the Human Rights Law applies to:

• all employers of four or more people, employment agencies, labor organizations and apprenticeship training programs in all instances of discrimination or harassment;

• employers with fewer than four employees in all cases involving sexual harassment; and,

• any employer of domestic workers in cases involving sexual harassment or harassment based on gender, race, religion or national origin.

In accordance with Executive Order No. 177, the Bidder hereby certifies that it does not have institutional policies or practices that fail to address the harassment and discrimination of individuals on the basis of their age, race, creed, color, national origin, sex, sexual orientation, gender identity, disability, marital status, military status, or other protected status under the Human Rights Law.

Executive Order No. 177 and this certification do not affect institutional policies or practices that are protected by existing law, including but not limited to the First Amendment of the United States Constitution, Article 1, Section 3 of the New York State Constitution, and Section 296(11) of the New York State Human Rights Law.

Vendor Certification By signing, you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of the above certifications and that all information provided is complete, true and accurate.

Company Name:

Doing Business As:

Address:

City

State

Zip Code

Revised August 2022

Request for Quote Number RFQ-ALB-26-15 Page 19

Attachment 1 – 2025 Agenda

Day 1 Tuesday; February 11th, 2025

12:00pm Registration/Boxed Lunch – Embassy Suites Hotel

12:30pm-12:45pm Welcome – Molly Reilly

12:45pm – 1:30pm Intranet Review (Where can I find it?)

Orientation Check List (Mock Orientation) Carly Little, Sheilah Rivers

1:30pm – 2:30pm Payroll 101 and Transaction Processing Jennifer Ingham, Amy Cebik

2:30pm – 3:00pm Break

3:00pm – 4:00pm

Everything Seasonal Employee Presentation Seasonal Rehire Best Practices from Regional Perspective, Health Insurance and Attendance & Leave Eligibility LI RBO, Central RBO, Finger Lakes RBO, Susan Matthews, Sheilah Rivers

4:00pm – 5:00pm Recruiting Best practices from Regional Perspective Long Island, New York City, Niagara, Saratoga, Thousand Islands RBO’s, Brian Lee and Staffing Team

5:00pm Check-in to Hotel (for those staying)

6:30pm Dinner

7:30pm Parks Jeopardy (optional for those who are staying)

Request for Quote Number RFQ-ALB-26-15 Page 20

Day 2 Wednesday; February 12th, 2025

9:00am – 10:15am Business Innovation Training PTP’s, Global Address listing & Shared Mailboxes Marvin Mattingly, Arnold Abate

10:15am – 10:30am

Break

10:30am – 12:00pm

Purchasing and Contracts Training How can I best support my region’s needs via procurement? How can I make procurement more streamlined? Ensuring Diversity Compliance as part of procurement process.

Theresa Boulanger, Guen Palmatier, Brian MacMartin, Aggie Michael, Elizabeth Strohbeck

12:00am – 1:00pm

Lunch

1:00pm – 2:15pm

Budget Training Funding Tracking/SFS Reporting/ What to do with my monthly spending reports/Breakdown of funding sources Jen Spierre, Megghan Holz

2:15pm– 2:30pm

Break

2:30pm – 4:00pm Accounts Payable and Procurement Card Training General Overview EmilyRose Noonan, Angie Merritt, Amanda Stafford

4:00pm – 5:00pm

Financial Round Robin Financial topics that are of concern to the regions and how best to mitigate them, Q&A Finance, meeting regional counterparts and Albany HQ Finance team.

Liz Seward

6:30pm Dinner

Request for Quote Number RFQ-ALB-26-15 Page 21

Day 3 Thursday; February 13th, 2025

9:00am – 10:30am Reasonable Accommodations and Accessibility in Parks Owen Gilbo

10:30am –…