New York State Contract Reporter #IFB# 30488

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 - Event Location and Scope: - Facility must be located in one of several specified New York State counties - Must have a minimum AAA three-diamond rating - Event for 300-315 participants, spanning three days - Products and Services Requested: - Hotel accommodations: - 25 rooms for guest speakers (3 nights) - 180 rooms for conference participants (2 nights) - Meeting and event spaces: - Main meeting room, registration room, three breakout rooms, break area, auxiliary and lactation rooms - Catering: - Daily breakfast (2 days), grab-and-go lunch (3 days), morning and afternoon refreshment breaks, coffee (10 gallons over 3 days), networking dinner buffet (1 day), and networking dinner light fare (1 day) - Special dietary accommodations required (gluten-free, shellfish-free, vegetarian, vegan) - Audio/Visual Support: - AV equipment for main and breakout rooms (podium, projector, microphones, sound, HDMI, Wi-Fi) - Dedicated on-site AV tech assistant - Event Management: - Dedicated Summit Service Manager - Parking for large utility vehicles - Compliance with OSHA and other safety requirements - Notable Requirements: - All-inclusive pricing (no minimum or maximum quantities guaranteed) - Facility must be within specified counties and meet AAA rating - No MWBE, SDVOB, or DBE goals set - Past business enterprises listed as examples include: AWH Lake Placid Hotel, LLC dba High Peaks Resort; Corning Hotel Owners, LLC; Saratoga Springs Hotel Management LLC dba Holiday Inn; NFNY Hotel Management LLC dba Sheraton Niagara Falls - OEMs: No specific OEMs; primary vendors are hotel and conference facility operators

Description

The New York State Division of Homeland Security and Emergency Services (DHSES) is soliciting bids to acquire meeting space, hotel facilities, and catering services for the 2026 Threat Assessment and Management (TAM) Team Summit. The event is scheduled for October 27-29, 2026, with the summit starting at 1:00 p.m. on October 27 and ending at 12:00 p.m. on October 29. The solicitation includes requirements for hotel rooms, meals, meeting rooms, audio and video support, and staffing. The contract term is upon OSC approval and terminates no later than November 31, 2026.

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