2027 RBOA Conference

The New York State Office of Parks, Recreation and Historic Preservation (OPRHP) is requesting quotes for a facility to host the 2027 RBOA Conference on one or more of three optional consecutive weekday blocks — February 9–11, 2027; February 23–25, 2027; or March 2–4, 2027 — with responses due July 31, 2026 at 3:00 p.m. ET. Questions are due July 17, 2026 at 3:00 p.m. ET, with OPRHP responses posted by July 22, 2026.

The scope encompasses conference facility hosting in Saratoga Springs, New York, accommodating an estimated 175 to 320 attendees. Required services include overnight lodging for up to 75 rooms at the GSA Group Rate of $114.00 per room (double occupancy) with 250 rooms available per night; comprehensive food services including boxed lunches, buffet breakfasts, dinners, and break service across all three days; all items must be nut-free with gluten-free and vegan options provided; audio/visual and networking services; registration and main meeting space with three breakout rooms; hospitality space; and exhibit space with 25 tables. Pricing must include all ancillary costs, gratuity, and service fees within quoted rates, with a 20 percent service charge applied to food items. A dedicated Conference Service Manager is required. The conference runs from approximately 11:00 a.m. on Day One through 12:00 p.m. on Day Three, with participant arrival at 10:00 a.m. Day One and departure by 1:00 p.m. Day Three.

Award is made to the lowest responsive, responsible, and qualified bidder. Quotes must remain valid for at least 90 days. Commercial General Liability Insurance of $1.0 million per occurrence and $2.0 million general aggregate, Comprehensive Business Automobile Liability Insurance, and Workers' Compensation Insurance are required. For procurements valued at $15,000 or more, vendors must complete Non-Collusive Bidding Certification, Lobbying Law Certification, Public Officers Law certification, Executive Order 16 certification regarding Russia business operations, and Finance Law 139-L and Executive Order 177 certifications addressing sexual harassment prevention and workplace discrimination. The incumbent is Embassy Suites, Saratoga Springs, which held a substantially similar contract within the past five years.