2027 DHSES OIEC Symposium & New York State 911 Coordinators Association Conference Hotel Facilities and Catering Service

The New York State Division of Homeland Security and Emergency Services (DHSES) is requesting bids for conference hotel facilities and catering services for the 2027 OIEC Symposium & New York State 911 Coordinators Association Conference, scheduled May 3–6, 2027, with bids due October 21, 2026 at 2:00 p.m. ET and bidder questions due September 29, 2026. The facility must be located within New York State Office of the State Comptroller Economic regions covering the Capital District, Mid-Hudson, and Mohawk Valley regions (21 specified counties) and maintain a minimum three-diamond American Automobile Association rating.

The scope encompasses overnight accommodations for up to 170 guests across three nights, comprehensive meal service (breakfast, lunch, dinner, and morning and afternoon refreshment breaks) with nut-free, gluten-free, shellfish-free, vegetarian, and vegan accommodations; 200 free parking spaces; audio-visual support with dedicated technical assistance; complimentary Wi-Fi; a dedicated Conference Service Manager; and multiple meeting spaces including a main conference room accommodating 170 in classroom style, registration area, 1,500-square-foot exhibit space, and break areas. All meals must be nut-free and vary daily, served buffet style unless otherwise specified.

Bidders must submit all-inclusive pricing on a fixed, per-person basis for each meal and break service, with room rates encouraged to match applicable GSA Per Diem Rates. Evaluation is 100% on financial merit; award goes to the lowest responsive and responsible bidder based on Grand Total Bid amount. The State reserves the right to reduce room blocks by up to 20% without penalty and cancel up to five rooms with 24-hour notice.

Contractors must meet MWBE participation goals of 30% overall (15% MBE and 15% WBE), maintain Commercial General Liability insurance of $2 million per occurrence and Business Automobile Liability of $1 million per accident, comply with New York State prevailing wage laws and Vendor Responsibility requirements, and certify compliance with Gender-Based Violence and the Workplace policies. The contract commences upon Office of the State Comptroller approval and terminates June 30, 2027, or at conference conclusion, whichever is later. Prior awardees include Corning Hotel Owners, Holiday Inn Saratoga Springs, Sheraton Niagara Falls, and Westchester Marriott.