New York State Contract Reporter #2139120

Hotel, catering, meeting space, and AV services for DHSES OIEC symposium and 911 coordinators conference

New York State DHSES is seeking a hotel, catering, meeting-space, and audiovisual package for a four-day emergency communications symposium and 911 coordinators conference. - Government buyer: New York State Division of Homeland Security and Emergency Services (DHSES), Office of Interoperable and Emergency Communications (OIEC); the solicitation also identifies the State Finance Office and contact Amber Burke. - OEMs and vendors: No commercial OEMs, manufacturers, or prospective vendors are named. No branded products or part numbers are specified. - Requested services and estimated quantities: - 50 pre-conference hotel rooms for one night, plus 150 conference rooms per night for three nights: 50 for state and federal participants and 100 for other participants. Approximately 170 people are expected, and not all will stay overnight. - Meals and refreshments for approximately 170 attendees: breakfast and morning breaks for three days; lunch for two days (one deli buffet and one hot buffet); afternoon breaks for three days; and one buffet dinner. - A main meeting room for 170 attendees, registration area, break area, and a 1,500-square-foot exhibit or event space; each is requested for one event space arrangement, with the meeting and support spaces used across four days and exhibit/event space for one day. - Audiovisual support and a dedicated AV technician for four days; coffee service in the conference room for four days, up to 10 gallons per day. - Parking for at least 200 vehicles, with 220 spaces required on the exhibit/event day. - Notable requirements: Proposed hotel and conference facility must have at least a three-diamond AAA rating. Food must be nut-free and accommodate gluten-free, shellfish-free, vegetarian, and vegan diets; menus should vary daily and meals are generally buffet-style. The break area and dining room may share space, and the exhibit/event space may be open-plan. Alternative event dates are not accepted. - Performance period: One-time event services in May 2027; contract begins upon required state approval and ends after the event, subject to the solicitation's stated term limit. No option years or annual subscription are indicated.

Description

The New York State Division of Homeland Security and Emergency Services seeks hotel facilities and catering services for the 2027 DHSES OIEC Symposium and New York State 911 Coordinators Association Conference. The conference is scheduled for May 3–6, 2027, in the stated New York service-area counties, and includes hotel rooms, meals, meeting spaces, and audio-visual support. The bid form estimates accommodation for 150 overnight rooms on May 3–5 and services for an estimated 170 participants; the source notes DHSES guarantees no minimum or maximum quantities. Bids are due October 21, 2026, at 2:00 PM ET, and late submissions will not be considered.

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