2025 Threat Assessment and Management Team Summit (TAM)

 ** Question and Answer - DHSES has not received any questions for this solicitation. **

The Division of Homeland Security and Emergency Services (DHSES) is seeking one vendor to provide Hotel services for the 2025 DHSES Threat Assessment and Management Team Summit (TAM) Conference, from 10/06/25 to 10/9/25 in the Albany, NY area.

Scope of Work:

One vendor must be able to provide lodging, meeting space, banquet room/catering services, parking, and audio-visual services.

Lodging - The Room Block for single/double occupancy rooms shall be as followed: 10/06/25, DHSES will require three (3) rooms; 10/07/25 the room block is 75; 10/08/25 the room block is 75; 10/09/25 the room block is 75, totaling 228 single/double rooms for this four (4) day period. The rooms reserved for the Group should be reserved via a booking link. The rooming list shall be DHSES responsibility. As a State Agency, the current not-to-exceed GSA rate of $117.00 per room is applicable, however, if you want your bid to be more competitive, you have the option to bid lower than GSA rate.

Meeting Space 1 (main room) - Include one (1) room for meeting space for 10/07/25, 10/08/25, and 10/09/25. The meeting space shall accommodate round tables of 10 for a total of 350 persons from 10/07/25 to 10/09/25

Meeting Space 2 - Smaller meeting room, on the same floor (near main room) to accommodate 10 persons from 10/07/25 to 10/09/25.

Catering - The estimated attendees for 10/07/25 to 10/09/25 is a total 350 daily attendees.

Monday, 10/06/25 - No catering requirements.

Tuesday, 10/07/25 – AM and PM Beverage package: coffee, tea, water; No catered meals required

Wednesday,10/08/25 – AM and PM Beverage package; Breakfast – Hot Breakfast Buffet; Lunch - hot or cold option; Dinner - hot or cold option

Thursday, 10/09/25 - AM Beverage package; Breakfast - hot or cold option

Parking - Availability at the location and/or adequate local street parking.

Audio Visual - The Bidder shall provide pricing for their preferred audio-visual firm to meet DHSES’ requirements. The main room must include a one (1) podium, two (2) projectors and two (2) audience screens, six (6) microphones - wireless and lapel, risers, and wired for sound. The A/V quote should identify the equipment rental, labor, and other related A/V costs, for services from 10/07/25 to 10/09/25.

In the event A/V services are provided by a preferred 3^rd party vendor, then the primary bidder must obtain an A/V quote and include the A/V costs in your submission. An overall cost for A/V is required.

 Award – DHSES intends to award this best price solicitation to one (1) responsive, qualified, best price bidder (low bid).

 Incomplete submissions may be deemed non-responsive; omissions will not be negotiated after award.

 Submission package – A Bidder may submit more than one bid (for catering options), however, each submission must be complete in its own entirety to be deemed responsive.

 Submitted bids must include the following addressed documents to be deemed a responsive submission: Pricing spreadsheet -Excel, completed green cells; Substitute W-9; signed Appendix A, current proof of Workers Compensation/Disability Insurance, Procurement Lobbying Form, and if applicable, an Audio-Visual quote from the preferred 3rd party vendor. Bids must be all-inclusive with all related fees. Proof of DHSES' tax exemption will be provided to the awardee. Bidders must accept a NYS issued Purchase Order for payment.

DHSES reserves the right to: award one (1) contract pursuant to this solicitation, or to not award/cancel this solicitation; seek clarifications and revisions of best price bids; amend the scope of work prior to bid opening; waive any requirements that are not material; negotiate with the successful bidder within the scope of work in the best interests of the State; in the event of unsuccessful negotiations with the 1^st lowest bidder, then DHSES reserves the right to conduct contract negotiations with the 2nd low bidder…etc..; clarify and/or correct arithmetic or apparent errors assuring a full and complete understanding of scope requirements of the vendor's bid and/or to determine a vendor's compliance with the requirements of the solicitation.

If you have any questions, submit your questions by noon, 05/12/2025 to dhses.sm.purchasing@dhses.ny.gov; Answers will be uploaded to the Contract Reporter by COB, 05/19/2025. Submission due date is noon, 05/27/2025.