New York State Contract Reporter #30488-2

NY State Seeks Hotel, Meeting Space, Catering, and AV 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: - Hotel accommodations: 125 total room nights for guest speakers, attendees, and post-conference guests - 20 rooms for guest speakers (3 nights) - 30 rooms for attendees (2 nights) - 5 rooms for post-conference guests (1 night) - Meeting and event space: - Main meeting room (3 days, plus setup) - Registration area (3 days) - Three breakout rooms (3 days) - Break area and auxiliary/lactation rooms - Catering services for up to 300 participants: - Breakfast (2 days) - Morning and afternoon refreshment breaks (2-3 days) - Grab-and-go lunches (3 days) - Networking dinner buffet and light fare (2 evenings) - Coffee service (10 gallons over 3 days) - All meals must accommodate dietary restrictions (gluten-free, shellfish-free, vegetarian, vegan) - Audio-visual support: - AV equipment for main and breakout rooms (podium, projector, screen, microphones, sound, HDMI, Wi-Fi) - Dedicated on-site AV technical assistant (3 days) - Unique/Notable Requirements: - Facility must be located within specified New York State counties - Minimum AAA hotel rating of three diamonds or higher - Parking for attendees - Facility walkthrough prior to event - Tax-exempt status applies - No specific OEMs are named; past venues include High Peaks Resort, Holiday Inn Saratoga Springs, Sheraton Niagara Falls, and Corning Hotel Owners, LLC.

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 December 8 to December 10, 2026, starting at 1:00 p.m. on the first day and ending at 12:00 p.m. on the third day. The contract term begins upon OSC approval and terminates no later than January 31, 2027. The solicitation includes requirements for hotel accommodations, meals, meeting rooms, audio-visual equipment, and staffing.

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