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
NAICS Category:
  • 541430 - Graphic Design Services
  • 611430 - Professional and Management Development Training
Posted Date: Mar 13, 2024
Due Date: Mar 22, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
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

Q&A

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)
1
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)
2
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)
3

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