Specifications include, but are not limited to: Hotel and Lodging Requirements Overnight Lodging Requirements (if applicable): Facilities must meet the basic needs of comfort and cleanliness. Single occupancy guest rooms are required; each room must be clean and in good repair. Non-smoking rooms are required. Each room must have a private bath; a full, queen, or king bed; and adequate towels and supplies. Air conditioning, heat, running hot and cold water, color TV, and cable must be fully functional in each guest room. Each room must have a direct dial touch tone phone, no service charge for 800 #'s, and modular phone jacks. Parking must be on site, and any parking fees must be included in the daily room rate. Ideally, costs will be below New York State’s per diem; however, costs at the per diem will be considered. B. Food Requirements. The Department wants its employees to be provided with choices of healthy food. Entrees are expected to be fresh and not pre-packaged frozen foods (Frozen vegetables are acceptable). It is preferred that lunch is served in a room separate from the meeting rooms and at times to conform to meeting needs. Lunch must be available for at least a one hour timeframe. Quotes that deviate from this specification will be considered only if the Department determines that the proposed setup does not interfere with or detract from the training sessions being conducted. Such determination shall be made at the sole discretion of the Department. 1. Lunch must be as follows: A sit-down type lunch or buffet style with choice of beverage (should include but not be limited to coffee [regular & decaf], tea [regular & herbal], soda including diet & decaffeinated, and water. - A soup - fresh salad with choice of dressings - 3-4 protein based entrees – must include at least 1 baked or broiled fish and 1 chicken dish (not fried) - 2 types of grains and/or starches (not including French fries) - choice of cooked vegetables 2. Specialty meals such as Kosher, Halal, gluten-free, and vegetarian must be available upon request. C. Gratuity must be included in the price shown on Quote Response form. D. The Department of Taxation & Finance cannot pay deposit fees or cancellation charges. E. Save Harmless Clause The selected vendor agrees and stipulates that it will assume all risks of liability in the performance of services to be provided under this proposal and that it will be solely responsible and liable for damages resulting from all accidents and injuries to person(s) or property. The selected vendor agrees to indemnify, keep and hold harmless the State of New York, its officers and employees for any and all claims for injury or damage to persons or property, arising out of the service to be performed under this proposal, including negligence, active or passive, or wrongful or improper conduct of the selected vendor, its agents or employees. F. Invariable Provisions 1. The vendor will accept Appendix A (Standard Clauses for NYS Contracts), which will be incorporated as part of the contract without revision. 2. All outstanding tax liabilities, if any, against the vendor in favor of the State of New York must be satisfied prior to contract execution or a payment schedule for their speedy satisfaction. G. Please use the attached Quote Response Form for your response.
