New York State Contract Reporter #30488

NY DHSES Seeks Hotel, Meeting Space, Catering, and AV Services for 2026 TAM Team Summit

The New York State Division of Homeland Security and Emergency Services (DHSES) is seeking bids for comprehensive event services for the 2026 Threat Assessment and Management (TAM) Team Summit. - Government Buyer: - New York State Division of Homeland Security and Emergency Services (DHSES) - Office of Counter Terrorism, State Finance Office - Products and Services Requested: - Meeting space for 300-315 participants, including main meeting room, breakout rooms, registration area, break area, auxiliary room, and lactation room - Hotel accommodations: - 25 guest speaker rooms for three nights - 180 participant rooms for two nights - On-site catering for up to 300 attendees per day: - Breakfast (2 days) - Morning and afternoon refreshment breaks (3 and 2 days, respectively) - Grab-and-go lunches (3 days) - Networking dinner buffet (1 day) and light fare (1 day) - Coffee service (10 gallons over 3 days) - Special dietary accommodations (gluten-free, shellfish-free, vegetarian, vegan) - Daily meal variety required - Audio-visual equipment for all meeting spaces, including podium, projector, microphones, Wi-Fi, and a dedicated AV technical assistant - Parking for large utility vehicles - Dedicated Summit Service Manager - Unique or Notable Requirements: - Facility must be located in one of several specified New York State counties - Minimum AAA three-diamond hotel rating required - Compliance with OSHA, insurance, and New York State certifications - All ancillary costs must be included in the bid - No specific OEMs or branded products are mentioned; eligible vendors are hotel and conference facility operators capable of meeting all requirements.

Description

The New York State Division of Homeland Security and Emergency Services (DHSES) is seeking bids to provide meeting space, hotel facilities, and catering services for the 2026 Threat Assessment and Management (TAM) Team Summit. The event is scheduled from October 27 to October 29, 2026, with the summit starting at 1:00 p.m. on the first day and ending at 12:00 p.m. on the third day. The solicitation includes requirements for hotel accommodations, meals, meeting rooms, audio and video support, and other related services. Bidders must comply with mandatory requirements and submit bids by July 22, 2026, at 2:00 PM ET.

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