New York State Contract Reporter #29685-2

Conference Hotel Facilities and Catering for 2026 Disaster Preparedness Commission Conference

This opportunity is for hotel and conference service providers to host the 2026 Disaster Preparedness Commission Conference for the New York State Division of Homeland Security and Emergency Services (DHSES). - Government Buyer: - New York State Division of Homeland Security and Emergency Services (DHSES), Office of Emergency Management - Products and Services Requested: - Hotel room accommodations: - 250 overnight rooms for pre-conference participants - 300 overnight rooms for conference participants (two nights) - Rooms must be at or below GSA rates, non-smoking, with private baths and queen/king/full beds - Catering and meal services: - Breakfast, lunch (grab-and-go), afternoon refreshments, networking dinner, buffet dinner, and coffee for up to 300 participants over three days - Special dietary needs (e.g., gluten-free) must be accommodated - All gratuity and service fees included in pricing - Meeting and event facilities: - Main meeting room (classroom style for up to 300 attendees) - Three breakout rooms (100 attendees each) - Registration area and break area - On-site dining facilities separated from public dining - Free or validated parking for at least 300 vehicles, including large utility vehicles, within a five-minute walk - Audio-visual equipment and support: - Podium, projector, screen, wireless/lapel microphones, wired internet for presenters, and free Wi-Fi for attendees - AV for both main and breakout rooms - Conference service management: - Dedicated conference service manager to coordinate event details - Unique or Notable Requirements: - Facility must be located in one of the following NYS OSC Mid-Hudson Region counties: Dutchess, Orange, Putnam, Rockland, Sullivan, Ulster, or Westchester - Facility must have a minimum AAA rating of three diamonds - All ancillary costs must be included in bid rates; contract is tax-exempt - No minimum or maximum quantity guarantees; pricing must remain valid for 120 days after bid due date - Past business enterprises listed as examples include High Peaks Resort, Holiday Inn Saratoga Springs, Sheraton Niagara Falls, and Corning Hotel Owners, LLC - No specific OEMs are required; vendors must provide hotel, catering, and AV services as specified

Description

The New York State Division of Homeland Security and Emergency Services (DHSES) is soliciting bids to acquire conference hotel facilities and catering services for the 2026 Disaster Preparedness Commission Conference. The event is scheduled for September 15-17, 2026, with the conference starting at 10:00 a.m. on the first day and adjourning at 2:00 p.m. on the third day. The contract term is one year from OSC approval, and the service locations include Dutchess, Orange, Putnam, Rockland, Sullivan, Ulster, and Westchester counties. Bidders must submit their proposals by May 21, 2026, at 2:00 PM ET.

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