# New York State Contract Reporter #IFB 30672

Solicitation for Hotel Facilities, Catering, and AV Services for 2027 DHSES OIEC Symposium & NYS 911 Coordinators Association Conference

**Posted:** September 16, 2026
**Respond By:** October 21, 2026
**Identifier:** IFB 30672
**NAICS:** 721110, 722320, 541921

The New York State Division of Homeland Security and Emergency Services (DHSES) is seeking bids for hotel facilities and catering services to support the 2027 OIEC Symposium and NYS 911 Coordinators Association Conference.
- Government Buyer:
  - New York State Division of Homeland Security and Emergency Services (DHSES)
  - Office of Interoperable and Emergency Communications
- OEMs and Vendors Mentioned:
  - Corning Hotel Owners, LLC
  - Saratoga Springs Hotel Management LLC dba Holiday Inn
  - NFNY Hotel Management LLC dba Sheraton Niagara Falls
  - Merritt Hospitality, LLC dba Westchester Marriott
- Products/Services Requested:
  - Guaranteed GSA group rate overnight accommodations (double occupancy, single, triple occupancy options)
    - 50 pre-conference rooms (1 night)
    - 150 conference participant rooms (3 nights)
    - Up to 170 total guest rooms
  - Catering services for 170 attendees:
    - Buffet-style breakfast (3 days)
    - Morning refreshment breaks (3 days)
    - Lunch (deli buffet, hot buffet)
    - Afternoon breaks (3 days)
    - Dinner buffet (1 day)
    - Coffee service (up to 10 gallons per day)
    - Nut-free, gluten-free, shellfish-free, vegetarian, and vegan options required
  - Meeting and event spaces:
    - Main meeting room (classroom style, 170 attendees, power outlets, podium, wired internet, AV support)
    - Registration area (table, chairs, electrical outlets)
    - Exhibit/event room (1,500 sq. ft., tables, chairs, internet, electrical outlets)
    - Break area
    - On-site dining facilities
    - Free or validated parking for at least 200 vehicles (220 spaces required on Day 3)
  - Audio-visual support:
    - Podium, projector, screen, microphones, wired sound, HDMI hookup, Wi-Fi
    - Dedicated AV tech assistant
    - Conference Service Manager
    - Facility walkthrough for DHSES personnel
- Unique/Notable Requirements:
  - Facility must have a minimum AAA rating of three diamonds or higher
  - All meals must accommodate multiple dietary restrictions
  - Dedicated AV technician and Conference Service Manager required
  - Facility walkthrough post-contract award
  - Contract terminates no later than June 30, 2027

### Description

The New York State Division of Homeland Security and Emergency Services (DHSES) is soliciting bids for conference hotel facilities and catering services for the 2027 DHSES Office of Interoperable and Emergency Communications Symposium and the New York State 911 Coordinators Association Conference. The event is scheduled from May 3 to May 6, 2027, with the conference starting at noon on May 3 and ending at noon on May 6. The solicitation includes requirements for hotel rooms, meals, meeting rooms, and audio-visual support across multiple counties in New York State. Bids are due by October 21, 2026, at 2:00 PM ET, and the contract term will begin upon Office of the State Comptroller approval and terminate no later than June 30, 2027.

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