APPLICATION FOR THE OPERATION OF THE EMPIRE ROOM BAR AND PATIO AT THE NEW YORK STATE FAIR (SPACE #118)

The New York State Department of Agriculture and Markets, Division of The State Fair (“the Department”) is seeking applications for the operation of the Empire Room bar and adjacent patio area at the New York State Fairgrounds for the 2026 Great New York State Fair (“State Fair”). The 2026 State Fair will be held August 26, 2026 through September 7, 2026. LICENSED SPACE, EQUIPMENT, SUPPLIES, AND LICENSE FEE The licensed space (Art & Home Center, Space #118) is approximately 5,252 square feet and includes a 1056 square foot bar area (“Empire Room Bar”), a 3600 square foot outdoor patio area (“Empire Patio”), a 300 square foot office space, a 96 square foot walk-in cooler, and a 200 square foot outdoor entertainment area (“Entertainment Area”), (together collectively referred to as the “Licensed Space”). OPERATIONAL REQUIREMENTS The Licensed Space is designated as an area that must sell alcoholic beverages and may also sell non-alcoholic beverages if desired. Prepared food cannot be sold at this location, however, manufacturer packaged foods (chips, pretzels, etc.) may be sold. Cooking is not permitted in the Licensed Space. The selected Applicant will also have the option to use a 200 square foot outdoor Entertainment Area across from the Empire Patio to bring in bands and other entertainment, if the Applicant chooses to have entertainment available. The selected Applicant will be responsible for the cost of renting a tent from one of the Department’s approved tent rental providers. During the State Fair, the Department will host a variety of events in the Empire Room banquet area (“Empire Room Banquet Area”) which is located adjacent to the Empire Room Bar Area. The selected Applicant will be permitted to remain open and serve patrons during these scheduled events. The Department will provide a list of scheduled programming in the Empire Room Banquet Area to the selected Applicant by July 15, 2026. The Department will be responsible for the management, cleaning, and maintenance of the Empire Room Banquet Area. The selected Applicant will be responsible for cleaning and maintenance of all of the areas included in the Licensed Space. For reference, the Empire Room Banquet Area can hold up to 400 guests, and the Empire Patio can accommodate up to 130 guests. The selected Applicant must provide all staff, equipment, and supplies (other than those provided by the Department) necessary to operate the Licensed Space during the 2026 State Fair. The Empire Room Bar and Empire Patio must be open from 10am – 9pm each day of the 2026 State Fair. The selected Applicant will have the option to stay open until 10:30pm. The Applicant must indicate their operational hours on their application. OPTIONAL SITE VISITS Two non-mandatory tours of the Licensed Space will be made available to prospective applicants on April 7, 2026 at 10:00 a.m. (local time) and April 9, 2026 at 1:00 p.m. (local time). Prospective Applicants are encouraged to attend at least one tour and are invited to attend more than one tour. To RSVP for a tour, please email [email protected] no later than 3:00 p.m. (local time) at least one day prior to the tour. No substantive questions may be asked during the tour. All questions must be submitted in writing. CONTRACT REQUIREMENTS The selected Applicant will be required to execute a contract with the Department. SUBMISSION REQUIREMENTS AND SCORING/SELECTION CRITERIA Applications will be reviewed, and selection will be made based on the following criteria and the Department’s desire to enhance the diversity and entertainment value of the State Fair. (NOTE: Incomplete applications will not be considered and will be removed from the selection process. Ensure you attach all relevant and correct documents requested in the application.) (i) Rendering and Description of Licensed Space Concept (Maximum 5 Points) · Provide a detailed description and rendering of your proposed layout for the Empire Room Bar Area, Empire Patio, and Entertainment Area. Renderings will be evaluated based on the visual concept and written descriptions of how your use of the Licensed Space will best drive up area traffic, serve Fairgoers efficiently, and create an aesthetic/professional environment. · Attach a color photo or professional sketch of your proposed set-up. Renderings should be professional and concise, including any layouts, dimensions, seating arrangements, entertainment spaces, and service areas of the proposed design. Please attach pictures of your concept to the application where indicated. · Provide a detailed description of how your proposed design will allow for flow, be visually appealing, provide unique or signature offerings, and create a unique experience or atmosphere for Fairgoers. Include product offerings and pricing, descriptions regarding your proposed staffing for peak service hours, and how you will quickly and effectively serve customers during heavy traffic times. (ii) Entertainment offerings (Maximum 5 points) · Entertainment for Fairgoers is an essential way to drive business to your location and add to the overall experience of the State Fair. o Indicate whether Applicant will use the outdoor 200 square foot Entertainment Area. Provide a description of the type of entertainment the Applicant will provide during the 2026 State Fair. Loud musical or entertainment acts cannot begin before 5:00 pm during the State Fair given the proximity of the Licensed Space to the sensory room. Other entertainment acts that will not disturb or interfere with the use of the sensory room will be permitted, subject to Department approval. o Entertainment acts must be appropriate for all Fair attendees. o Other forms of entertainment (e.g. Visual acts, interactive activities) are permitted, but a full list of activities must be approved by the Department by July 17, 2026, for final approval o Points will be awarded based on the variety and uniqueness of entertainment offered. (iii) References (Maximum 2 points) · Provide two references who can attest to the applicant’s ability to run an operation of this scale, including those of other fairs, events, and shows. · References should include contact information including name, phone number, email, job title, and a description of the services provided. · New York State Fair staff cannot be used as a valid reference. · To receive a point per reference, each listed reference must be reachable by phone or email using the information provided by the Applicant. If references cannot be immediately reached with the information provided, they will have five (5) business days to respond to the evaluation committee’s request for information. If they cannot be reached, or five (5) business days pass without a response from the reference, no points will be awarded. The Department will contact the references to verify the information and quality of service provided. (iv) New York State based business and New York Food Products (Maximum 2 point) · Indicate whether Applicant is a New York State business. Businesses based and operating in New York State will receive one (1) point. · Indicate whether Applicant will sell pre-packaged food items that are grown, produced, or processed in New York State. Businesses committing to sell pre-packaged food items that are grown, produced, or processed in New York State will receive one (1) point. o This point does not include sale of alcoholic beverages; the selected Applicant must comply with the requirements set forth in Appendix G of the contract during the State Fair (See Exhibit 4 for sample contract). (v) Years of Experience presenting product or show (Maximum 2 Points) · Applicants who have continually participated in the NYS Fair for 1-9 years will receive one (1) point. · Applicants who have continually participated in the NYS Fair for 10+ years will receive two (2) points. (vi) M/WBE (Minority and Women-owned Business Enterprise) and/or SDVOB (Service-Disabled Veteran-Owned Business) (Maximum 2 Points) · Indicate whether the Applicant is a registered M/WBE or SDVOB. One (1) point will be allotted for each designation. (vii) Variety of products and attractions available for Fairgoers (Maximum 5 Points) · Describe how the Applicant will attract Fairgoers to your space, including any specialty beverages (both alcoholic and non-alcoholic) or services that will be offered at the Licensed Space. · Include a drink list with anticipated beverage offerings. Include the specific beers, wines, ciders, distilled spirits, and mixed beverages you intend to offer. The final list of beverages must be approved by the Department by July 15, 2026. Any changes to this final list due to changes in wholesaler availability must be approved by the Department. In the event of a tie score during the evaluation process, the application that is submitted first will be awarded the contract. The submission time will be determined based on the timestamp recorded upon receipt of the applications. Interested parties must complete the application available here: https://nysfair.ny.gov/vendors/empire-room-application/ Communication with respect to this procurement initiated by or on behalf of an interested vendor through other than the “Designated Contact Person(s)” identified below may constitute an “impermissible contact” under state law with respect to Procurement Lobbying, and could result in disqualification of that vendor. Any updates or changes will be posted to the Departments website at the link above. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%