OCA-DFM-289: 2024 Summer Judicial Seminar Exhibit A – Pricing Sheet (Excel) Exhibit B – Scope of Service (PDF)

Agency:	New York State Unified Court System
State:	New York
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment R - Professional, Administrative and Management Support Services
Posted:	Mar 1, 2024
Due:	Mar 22, 2024
Publication URL:	To access bid details, please log in.

rfb/rfp description

pre-bid conference

bids due

addenda

OCA-DFM-289:
2024 Summer Judicial Seminar

Exhibit A – Pricing Sheet (Excel)

Exhibit B – Scope of Service (PDF)

03/22/24
2:00 PM

Attachment I

Attachment III

Attachment IV

Attachment Preview

STATE OF NEW YORK

JUDICIARY

CREQUEST FOR BIDC

(This is not an order)

BID MUST BE MADE ON THIS SHEET

OR AS OTHERWISE SPECIFIED

Bid Number:

RFB# OCA/DFM-289

Opening Date: 03/22/2024

Time:

2:00p.m.

Issue Date: 03/01/2024

Commodity Group:

Commodity Name:

2024 Summer Judicial

Seminars

NYS OFFICE OF COURT ADMINISTRATION

DIVISION OF FINANCIAL MANAGEMENT

4 ESP, Suite 2001 – 19th Floor

Albany, NY 12223-1450

Direct Inquiries to: Kyle Van Zutphen

E-mail: DFM-Fiscal@nycourts.gov

Price to include delivery to (describe exact location and method

of delivery) All prices to be net and inclusive of all services

specified herein unless otherwise specified.

OFFICE OF GENERAL SERVICES AGENERAL SPECIFICATIONS@ (APRIL 2016) ARE FULLY INCORPORATED HEREIN.

Agency=s Specification of item(s) Required

(include quantities)

UCS ATTACHMENT I , III, and IV ATTACHED &

INCORPORATED HEREIN.

Bidder=s Quotation and Specific Description

of Item Offered

ALL BID RESPONSES MUST BE ENTERED ON THE

ENCLOSED BID RESPONSE FORM UNLESS SPECIFIED

OTHERWISE HEREIN.

NOTICE TO BIDDERS

Pursuant to the Rules and Regulations of the Chief Administrator

for the Courts, sealed bids for furnishing the item(s) in this Request

for Bid will be received at the above address. When submitting a

bid, you must:

1. Complete this form in its entirety using ink or typewriter and

return with all other documents.

2. Explain any deviations or qualifications if your bid deviates from

the specifications. If necessary, attach a separate sheet setting

forth such explanations.

3. Sign the bid. The bid must be completed in the name of the

bidder (corporate or other) and must be fully and properly executed

by an authorized person.

4. INDICATE THE BID NUMBER, THE BID OPENING DATE AND

TIME ON THE ENVELOPE CONTAINING THE SEALED BID.

5. Mail the bid to the above agency address in sufficient time for it

to be received before the specified bid opening. LATE BIDS WILL

BE REJECTED.

BIDDER HEREBY CERTIFIES THAT THE ABOVE QUOTED (OR OTHERWISE NOTED) PRICES ARE APPLICABLE TO ALL CUSTOMERS

FOR COMPARABLE QUANTITIES, QUALITY, STYLES OR SERVICES.

BIDS MUST BE SIGNED

Bidder=s Firm Name:

Address

Street

Bidder=s Signature

Employer=s Federal Identification Number:

NYS Vendor ID Number:

City

Official Title

State

Zip

Printed or Typed Copy of Signature

Area Code/

Telephone Number

E-mail:

UCS RFB.001.Cover.(Rev.7.19)

RFB# OCA/DFM-289

2024 Summer Judicial Seminars

BID OPENING DATE: March 22, 2024

BID OPENING TIME: 2:00 PM EST

TABLE OF CONTENTS

DOCUMENT ENCLOSURE CHECKLIST (2 pages) ......................................................................................... 1

I. OVERVIEW ....................................................................................................................... 3

II. MINIMUM QUALIFICATIONS ........................................................................................... 3

III. AWARD ............................................................................................................................ 4

IV. PRICING ........................................................................................................................... 5

V. SCOPE OF WORK/SERVICES ............................................................................................. 5

VI. BID RESPONSE DOCUMENTS.......................................................................................... 11

VII. BID SUBMISSION PROCEDURES…………………………………………………………………………………14

VIII. GENERAL BID REQUIREMENTS....................................................................................... 16

IX. CONTRACT TERMS AND REQUIREMENTS ...................................................................... 19

X. EXHIBIT A: PRICING SHEET – Separate Document ......................................................... 23

UCS RFB.001 (Rev.7.19)

RFB# OCA/DFM-289

2024 Summer Judicial Seminars

BID OPENING DATE: March 22, 2024

BID OPENING TIME: 2:00 PM EST

DOCUMENT ENCLOSURE CHECKLIST (2 pages)

____________ Pricing Sheet: Exhibit A: Pricing Sheet must be fully executed and included in

bidder=s proposal. Failure to do so may disqualify bidder=s response.

The following forms must be fully executed and included in bidder=s proposal. Failure to do so may

disqualify bidder=s response:

____________ UCS Request for Bid/Proposal Form (rfb1.frm) and complete bid response with

original signature

____________ Attachment I - Standard Request for Bid Clauses & Forms

Qp.3 - Non-Collusive Bidding Certificate

Qp.4 – Acknowledgment of Individual or Corporation

Attachment II - Not Applicable

___________ Attachment III - Vendor Responsibility Questionnaire

 Questionnaire filed online via OSC VendRep System and certified

within 6 months of the bid opening due date, or

 Paper questionnaire

____________ Attachment IV - Procurement Lobbying forms

 Disclosure of Prior Non-Responsibility Determination (UCS 420)

Affirmation of Understanding and Agreement (UCS 421)

____________Certificates of NYS Worker’s Compensation and NYS Disability Benefits

Insurance, or Certificate of Attestation of Exemption. Please see

paragraph “Insurance Requirements” for a list of accepted forms.

____________ Copies of bidder’s certificate(s) of insurance or other adequate proof

evidencing the insurance coverages required by the bid specifications.

____________ Three (3) complete photocopies of original bid response

____________ Signed Document Enclosure Checklist

____________ Proprietary information in separate folder from bid response, if applicable

In addition, bidder shall provide (See: Item VI., A., below):

____________ 1. Narrative Description – Organizational Experience/Capacity

____________ 2. Listing of References

____________ 3. Bidder’s Contact Information

____________ 4. Food and Beverage Descriptions

____________ 5. “Breakout Room” Space Subdivision Description (only if applicable)

UCS RFB.001 (Rev.7.19)

RFB# OCA/DFM-289

2024 Summer Judicial Seminars

BID OPENING DATE: March 22, 2024

BID OPENING TIME: 2:00 PM EST

IMPORTANT:

1. All documents requiring an original signature must bear the BLUE INK signature of the same

authorized individual. Signatory notarization must be that of the person whose signature is

affixed to all required documents.

2. Exhibit A: Pricing Sheet and the other forms listed above must all have the SAME

COMPANY NAME AND TAX ID NUMBER in order for a purchase order or contract to be

approved by the NYS Comptroller.

3. Do not alter this solicitation in any manner. Any changes, deletions, or additions

(including the addition of supplemental terms and conditions) to this RFB or to any

exhibits or appendices to this RFB, including Exhibit A: Pricing Sheet, may result in the

rejection of the bid as non-responsive.

4. Please note that the terms and conditions of this RFB will form the basis of the contract with

the Awarded Contractor (defined below).

5. Bidder Contact Information

Bidder’s Primary Contact for Bid Matters:

Name:

________________________________________________

Street:

City

State Zip

________________________ __________________________ ______ ___________

Telephone Number:

Email:

____________________________

_________________________________

6. Verification:

Authorized representative of Bidder must complete and sign below to verify submission

of all documents required per the Document Enclosure Checklist:

COMPANY NAME:

______________________________________________________________________________

AUTHORIZED OFFICER’S NAME AND TITLE:

______________________________________________________________________________

SIGNATURE: __________________________________________ DATE: _________________

UCS RFB.001 (Rev.7.19)

RFB# OCA/DFM-289

2024 Summer Judicial Seminars

I. OVERVIEW

BID OPENING DATE: March 22, 2024

BID OPENING TIME: 2:00 PM EST

Purpose and Scope

The New York State Unified Court System “(UCS”), Office of Court Administration ("OCA") is

soliciting sealed bids for hotel accommodations and conference services for approximately 525

attendees at each of the two seminars to be held in New York State on the dates below.

Bidder must bid on both seminars.

Seminar Dates

Seminar #1: Sunday, June 23 – Thursday, June 27, 2024 (5 nights)

Seminar #2: Monday, July 8 – Thursday, July 11, 2024 (4 nights)

** See ARTICLE V BELOW, SCOPE OF WORK for detailed specifications. **

Key Bid Dates*

EVENT

Bid Issue Date

DATE

Friday, 03/01/2024

Bid Question Due Date

Bid Submission Deadline Date

Thursday, 03/07/2024 at 2:00 p.m.

Friday, 03/22/2024 at 2:00 p.m.

Estimated Issuance of Purchase Order Friday, 05/31/2024

*OCA reserves the right to modify any Key Bid Date as it may deem appropriate.

II. MINIMUM QUALIFICATIONS

Location

Due to the concentration of UCS staff operating out of the UCS Judicial Institute, the hotel must

be located in Westchester County.

Quality of Hotel

The location, design, furnishings, features, organization of space, cleanliness and

professionalism of staff of the bidder’s hotel must be of the quality appropriate for professionals

at the top corporate executive level. Hotel and conference facilities must be accessible to people

with disabilities.

UCS RFB.001 (Rev.7.19)

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OCA-DFM-289: 2024 Summer Judicial Seminar Exhibit A – Pricing Sheet (Excel) Exhibit B – Scope of Service (PDF)

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