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) has issued Invitation for Bid 30672 to secure conference hotel facilities and catering services for the 2027 Office of Interoperable and Emergency Communications Symposium and the New York State 911 Coordinators Association Conference. The event is scheduled to take place from May 3 to May 6, 2027, beginning at 12:00 p.m. on the first day and concluding at 12:00 p.m. on the fourth day. The scope of work includes providing overnight accommodations for up to 170 guests, comprehensive catering services including breakfast, lunch, dinner, and refreshment breaks, meeting and registration spaces, audio-visual support, complimentary Wi-Fi, and 200 free parking spaces. The selected facility must be located within the Capital District, Mid-Hudson, or Mohawk Valley economic regions and must maintain a minimum AAA three-diamond rating. Bidders must submit their proposals in PDF format via email by the deadline of October 21, 2026, at 2:00 PM ET. The submission must include an administrative proposal containing bidder certifications, required state forms, and a proposed menu, as well as a completed bid form detailing pricing for all requested services. All bid prices must be inclusive of labor, travel, insurance, and overhead, and the contractor must guarantee that rates provided to DHSES are equal to or lower than those offered to other customers. Evaluation will involve an administrative completeness review and a suitability review, which may include site visits. The contract will be subject to standard New York State legal clauses, including non-discrimination, non-collusive bidding, and compliance with prevailing wage laws.