2026 Disaster Preparedness Commission Conference Hotel Facilities and Catering Service
ID: 2132974 • State: New York
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Description
Background
The New York State (NYS) Division of Homeland Security and Emergency Services (DHSES) is seeking to acquire Conference Hotel Facilities and Catering Service for its 2026 Disaster Preparedness Commission Conference.
The conference is scheduled to take place from September 15, 2026, to September 17, 2026, with the aim of enhancing disaster preparedness efforts in the state.
Work Details
The contractor will provide the following services:
1. **Conference Hotel Facilities**:
- Adequate space for approximately 300-315 participants.
- Overnight accommodations for up to 250 guests for one night before the conference and at least 300 guests for two nights during the conference.
- On-site restaurant or catering facilities capable of serving up to 300 guests.
- Provision of all meals including breakfast, lunch (Grab and Go), dinner, and refreshment breaks as detailed in the solicitation.
- Free parking for at least 300 vehicles.
- Audio and visual support including projectors, microphones, and internet access.
- A dedicated Conference Service Manager to assist with planning.
2. **Meal Requirements**:
- Breakfast options including fruit, cereals, eggs, and breakfast meats.
- Lunch options consisting of wraps, sandwiches, salads, and beverages.
- Afternoon refreshment breaks with coffee and snacks.
- Networking dinner on Day 1 with various hors d'oeuvres and a buffet-style dinner on Day 2.
3. **Meeting Room Requirements**:
- Main meeting room set up classroom style with necessary AV equipment.
- Registration area set up by specified times with required furnishings.
- Breakout rooms available for smaller sessions during the conference.
Period of Performance
The contract will commence upon approval from the Office of State Comptroller (OSC) and will cover the period from September 15, 2026, to September 17, 2026.
Place of Performance
The services must be provided within the NYS Office of the State Comptroller (OSC) Mid-Hudson Region which includes Dutchess, Orange, Putnam, Rockland, Sullivan, Ulster, and Westchester counties.
Bidder Requirements
Bidders must meet specific qualifications including:
1. The proposed facility must have a minimum AAA rating of three diamonds or higher.
2. Compliance with all mandatory requirements outlined in Section 2.2 of the solicitation document.
3. Bidders are encouraged to be certified as Service-Disabled Veteran-Owned Businesses (SDVOB), although there are no specific goals set for this contract.
The New York State (NYS) Division of Homeland Security and Emergency Services (DHSES) is seeking to acquire Conference Hotel Facilities and Catering Service for its 2026 Disaster Preparedness Commission Conference.
The conference is scheduled to take place from September 15, 2026, to September 17, 2026, with the aim of enhancing disaster preparedness efforts in the state.
Work Details
The contractor will provide the following services:
1. **Conference Hotel Facilities**:
- Adequate space for approximately 300-315 participants.
- Overnight accommodations for up to 250 guests for one night before the conference and at least 300 guests for two nights during the conference.
- On-site restaurant or catering facilities capable of serving up to 300 guests.
- Provision of all meals including breakfast, lunch (Grab and Go), dinner, and refreshment breaks as detailed in the solicitation.
- Free parking for at least 300 vehicles.
- Audio and visual support including projectors, microphones, and internet access.
- A dedicated Conference Service Manager to assist with planning.
2. **Meal Requirements**:
- Breakfast options including fruit, cereals, eggs, and breakfast meats.
- Lunch options consisting of wraps, sandwiches, salads, and beverages.
- Afternoon refreshment breaks with coffee and snacks.
- Networking dinner on Day 1 with various hors d'oeuvres and a buffet-style dinner on Day 2.
3. **Meeting Room Requirements**:
- Main meeting room set up classroom style with necessary AV equipment.
- Registration area set up by specified times with required furnishings.
- Breakout rooms available for smaller sessions during the conference.
Period of Performance
The contract will commence upon approval from the Office of State Comptroller (OSC) and will cover the period from September 15, 2026, to September 17, 2026.
Place of Performance
The services must be provided within the NYS Office of the State Comptroller (OSC) Mid-Hudson Region which includes Dutchess, Orange, Putnam, Rockland, Sullivan, Ulster, and Westchester counties.
Bidder Requirements
Bidders must meet specific qualifications including:
1. The proposed facility must have a minimum AAA rating of three diamonds or higher.
2. Compliance with all mandatory requirements outlined in Section 2.2 of the solicitation document.
3. Bidders are encouraged to be certified as Service-Disabled Veteran-Owned Businesses (SDVOB), although there are no specific goals set for this contract.
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Overview
Opportunity Type
General
Opportunity ID
2132974
Response Deadline
April 15, 2026
Past Due
Date Posted
March 18, 2026
Est. Value Range
Experimental
$500,000 - $1,500,000
(AI estimate)
Agency Distribution
High
Source
Source Notes
Must be signed in to the New York Contract Reporter to view the opportunity.
On 3/18/26 Homeland Security and Emergency Services, NYS Division of in New York issued General 2026 Disaster Preparedness Commission Conference Hotel Facilities and Catering Service with ID 2132974 due 4/15/26.
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Documents
Posted documents for 2026 Disaster Preparedness Commission Conference Hotel Facilities and Catering Service
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Classifications
Opportunity Classification
Real Property, Office, Hotel, Conferences & Meeting Space - Consulting & Other Services