Adirondack Planning Forum 2027

The New York State Adirondack Park Agency is requesting bids for a two-day conference facility to host the Adirondack Planning Forum on May 12–13, 2027, with sealed bids due October 26, 2026 at 3:00 PM and anticipated award notification by November 9, 2026. The facility must accommodate approximately 275 attendees and be located within a 20-mile radius of Agency headquarters in Ray Brook, New York.

MWBE contracting goals of 30 percent overall and SDVOB goals of 8 percent apply to this procurement.

The selected facility must provide mandatory infrastructure: a 200-square-foot centralized registration area, an evening welcome reception area for 200 persons, a main meeting room with 200-person classroom-style capacity, two breakout rooms (125-person and 100-person respectively), exhibitor space for 15–20 vendors, a 1,500-square-foot resource room, a luncheon area for 275 persons, and a minimum of 100 lodging rooms at or below GSA rates. All spaces must meet ADA accessibility requirements and be within 0.1-mile radius of the luncheon area.

The conference runs Wednesday, May 12, 2027, 2:00 PM to 5:00 PM (with an Evening Welcome Reception at 4:00 PM) and Thursday, May 13, 2027, 7:00 AM to 6:00 PM. The contract term is limited to the two-day event with no renewal options.

Pricing must include per-attendee conference fees (with a $5 reserve for Day One ancillary expenses), lodging at or below GSA rates, individual lunch purchase options, and all on-site catering (breakfasts, breaks, lunch with beverages and desserts). Gratuity must be included in quoted prices. Late registrations after April 28, 2027 incur an additional $35 charge retained by the vendor. Commercial exhibitor fees are $300 per exhibitor covering up to two lunches. The Agency will not provide advance deposits but permits attendee deposits not exceeding 25 percent. The vendor receives 30 complimentary conference passes for guests and presenters.

Award will be determined on a "Best Value" basis, which equates to lowest price given pass-fail qualification review. Bidders must submit completed Vendor Responsibility Questionnaires, non-collusive bidding certifications, MacBride Fair Employment Principles forms, workers' compensation documentation, and New York State procurement compliance certifications. The Agency reserves the right to conduct a site visit upon tentative award to verify mandatory requirement compliance.