OCA-DGCP-089 - ISSUED 11/06/2026

STATE OF NEW YORK
NYS OFFICE OF COURT ADMINISTRATION
2500 Pond View, Suite 104
JUDICIARY
Castleton-on-Hudson, NY 12033
Direct Inquiries to: Abdul Ibrahim
REQUEST FOR BID
E-mail: AIbrahim@nycourts.gov
(This is not an order)
BID MUST BE MADE ON THIS SHEET Price to include delivery to (describe exact location and method of
OR AS OTHERWISE SPECIFIED delivery) All prices to be net and inclusive of all services
specified herein unless otherwise specified.
Bid Number: RFB# OCA-DGCP-089
Commodity Group: Judicial Institute
Commodity Name: Hotel Lodging and Transportation for UCS
January 2027 Seminar
Issue Date: Friday, November 6, 2026
Due Date: Friday, December 4, 2026
Time: 2:00pm Eastern
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 3. Sign the bid. The bid must be completed in the name of the bidder
Courts, sealed bids for furnishing the item(s) in this Request for Bid will (corporate or other) and must be fully and properly executed by an
be received at the above address. When submitting a bid, you must: authorized person.
1. Complete this form in its entirety using ink or typewriter and return 4. INDICATE THE BID NUMBER, THE BID OPENING DATE AND
with all other documents. TIME ON THE ENVELOPE CONTAINING THE SEALED BID.
2. Explain any deviations or qualifications if your bid deviates from the 5. Mail the bid to the above agency address in sufficient time for it to be
specifications. If necessary, attach a separate sheet setting forth such received before the specified bid opening. LATE BIDS MAY BE
explanations. 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: Employer's Federal Identification Number:
NYS Vendor ID Number:
Address
Street City State Zip
Bidder's Signature Official Title
Printed or Typed Copy of Signature Area Code/Telephone Number
Email
UCS RFB.001.Cover.(Rev.4.22)

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
CONTENTS
BIDDER'S RESPONSE DOCUMENT ENCLOSURE CHECKLIST
BID CONTENTS
Article Subject
I. OVERVIEW
II. MINIMUM QUALIFICATIONS
III. AWARD
IV. PRICING
V. BID RESPONSE DOCUMENTS
VI. BID SUBMISSION PROCEDURES
VII. GENERAL BID REQUIREMENTS
VIII. CONTRACT TERMS AND REQUIREMENTS
Attachments
Attachment I: Standard Request for Bid Clauses & Forms
Attachment III: Vendor Responsibility Questionnaire
Attachment IV: Procurement Lobbying forms
Exhibits
Exhibit A: Pricing Sheet
Exhibit B: Scope of Work
Exhibit C: Summary Overview Chart
UCS RFB.002 (Rev. 7.20)

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
BIDDER'S RESPONSE DOCUMENT ENCLOSURE CHECKLIST (2 pages)
Failure to provide all items below may disqualify bidder's response.
The following forms must be fully executed, completed, and included in Bidder's proposal. Please
supply the below documents in the order presented in this Document Enclosure Checklist.
Pricing Sheet: Exhibit A/Pricing Sheet
Cover page: UCS Request for Bid/Proposal Form (rfb1.frm)
Completed and Signed Document Enclosure Checklist
Attachment I - Standard Request for Bid Clauses & Forms:
p.3 - Non-Collusive Bidding Certificate
p.4 - Acknowledgment of Individual or Corporation
Attachment II - Not Applicable
Attachment III - Vendor Responsibility Questionnaire (choose one):
Questionnaire filed online via OSC VendRep System and certified within 6 months of
the bid opening due date, or
Paper questionnaire (please attach to your bid response)
Attachment IV - Procurement Lobbying forms:
Disclosure of Prior Non-Responsibility Determination (UCS 420)
Affirmation of Understanding and Agreement (UCS 421)
In addition, bidder shall provide:
One of the following: (i) copies of Bidder's certificate(s) of insurance or other adequate proof
evidencing the insurance coverages required by the bid specifications; or (ii) correspondence
affirming that Bidder will supply such certificate(s) or proof upon notification of award and no
later than five (5) business days prior to commencement of the contract resulting from this
Request for Bids (RFB).
Please see paragraph "Insurance Requirements for Awarded Contractor" for a list of
accepted forms and required insurance coverages.
One (1) original bid response
Proprietary information in separate folder from bid response, if applicable
Bidders' contact information and verification of the submission of all documents required
(Items 5 and 6, below)
Narrative Description - Organizational Experience/Capacity, Transportation and Parking
Descriptions
UCS RFB.002 (Rev. 7.20) 2

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
Narrative Description - Subcontracting (if applicable, for either shuttle transportation or
Overflow Hotel)
IMPORTANT:
1. All documents requiring an original signature must bear the BLUE INK signature of the same
authorized individual verified in #6 below. 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 (such term defined below).
5. Bidder Contact Information
Bidder's Primary Contact for Bid Matters:
Name and Title:
Street:
City: State: Zip:
Telephone Number: Email:
6. Bidder 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.002 (Rev. 7.20) 3

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
I. OVERVIEW
Purpose and Scope
The New York State Unified Court System ("UCS"), Office of Court Administration ("OCA") is
soliciting sealed bids for hotel lodging, parking, and shuttle transportation services for guests
attending a January 2027 seminar (the "Seminar") in White Plains, New York, as described herein.
The hotel lodging and parking is required for the nights of Sunday, January 3, 2027 through
Thursday, January 7, 2027 (check-out Friday, January 8, 2027), and shuttle transportation services
are required for Monday, January 4, 2027 through Friday, January 8, 2027.
** See EXHIBIT B, SCOPE OF WORK for detailed specifications. **
Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem
appropriate.)
EVENT DATE
Bid Issue Date Friday, November 6, 2026
Bid Question Due Date Friday, November 20, 2026 at 2:00PM Eastern
Bid Submission Deadline Date Friday, December 4, 2026 at 2:00PM Eastern
Estimated Contract Start Date January 3, 2027
Designated Contact
The designated contact for this Request for Bid (RFB) is:
Abdul Ibrahim
aibrahim@nycourts.gov
IMPORTANT: All communication regarding this solicitation must be in writing by email and
directed solely to the attention of the above designated person. Contact by any prospective bidder,
or any representative thereof, with any other personnel of the UCS in connection with this RFB
may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will jeopardize the
respective bidder's standing and may cause rejection of its proposal.
Questions
Any and all questions bidders may have in connection with this solicitation are to be directed by
email only to the designated contact listed above.
Please indicate in "Subject" field: "RFB# OCA-DGCP-089 - Question(s)."
The deadline to submit questions is on Friday, November 20, 2026 at 2:00PM Eastern
at 2:00PM Eastern. A written response to all submitted questions in the form of a Questions &
Answers ("Q&A") sheet will be posted on the UCS website at https://www.nycourts.gov/grants-
contracts-procurement/current-solicitations under RFB# OCA-DGCP-089 shortly thereafter.
UCS RFB.002 (Rev. 7.20) 4

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
Pre-Bid Conference
There is no pre-bid conference for this RFB.
II. MINIMUM QUALIFICATIONS
Location
The hotel must be no more than six (6) miles from the Seminar, which is located at the New York
State Judicial Institute, 84 North Broadway, White Plains, New York 10603. Hotels located more
than six (6) miles from the Seminar location will be deemed non-responsive.
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 shall be in full compliance with all applicable governmental laws and
regulations during the specified dates, including but not limited to, all applicable fire, health and
safety codes and regulations. Hotel shall be in full compliance with all public accommodation
requirements of the Americans with Disabilities Act ("ADA"), as necessary to provide goods and
services to disabled individuals.
Pre-Award Site Visit
The UCS/OCA reserves the right to conduct a site visit as part of its bid response evaluation to
verify that bidder's hotel meets all the requirements stated in the RFB specifications.
Post-Award Site Visit
The UCS/OCA reserves the right to conduct one or more site visits to the awarded contractor's
hotel between the award of the contract and the beginning of the stay at the hotel to ensure that the
quality of services and the physical condition of the hotel/facility is the same or better at the time
of performance as at the date of award.
Right of Cancellation
The UCS/OCA reserves the right to, at any time, terminate awarded contract and cancel the
booking and use of the awarded contractor's hotel, in whole or in part, without the imposition of
cancellation fees or any other liability, if the awarded contractor's hotel is not in material
compliance with the requirements and specifications set forth herein, including, but not limited to,
if UCS/OCA determines that the quality of the hotel has deteriorated between the award of
the contract and the beginning of the stay at the hotel.
Right of Room Reduction
UCS RFB.002 (Rev. 7.20) 5

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
UCS/OCA shall have the right to reduce the total number of room nights awarded to any bidder
for any reasons or no reason by up to twenty percent (20%) without penalty.
Please note: Third-party travel management companies are not permitted to submit bids and will
be deemed non-responsive.
III. AWARD
Term of Award
A single estimated quantity term contract ("Contract") will be awarded to the successful bidder
("Awarded Contractor") for the period of January 3, 2027 through January 8, 2027. The Contract
is subject to the approval of the NYS Attorney General and the NYS Comptroller.
Method of Award
One contract will be awarded to the lowest dollar cost, responsible bidder determined to be in
compliance with this RFB and specifications. Lowest dollar cost is defined as the lowest Grand
Total cost as indicated in the Exhibit A/Pricing Sheet.
Tie Result
In the event that the lowest dollar cost, responsible bid is a tied result between two or more
responsible bidders, UCS reserves the right to make the award based upon location, design,
furnishings, features, organization of space, cleanliness and professionalism of staff.
Bid Protest Procedure
The bid protest procedures for this RFB may be found in Attachment I.
IV. PRICING
A. Bid Submission
The bidders' price quotes shall indicate all costs associated with the overnight accommodations,
hotel parking, and shuttle transportation to and from the Seminar location. Fees associated with
no shows and late check-outs shall also be indicated where appropriate on Exhibit A/Pricing Sheet.
If any of the aforementioned fees are complimentary, it must be indicated with a zero dollar amount
on the Pricing Sheet.
All pricing submitted pursuant to the solicitation shall be net f.o.b. destination unless otherwise
expressly specified herein. Pricing must include all service and administrative charges.
Other than the pricing submitted on Exhibit A/Pricing Sheet, there shall be no other fee, tax, charge,
cost, reimbursement, or expense of any kind payable by UCS in connection with or arising from
UCS RFB.002 (Rev. 7.20) 6

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
Awarded Contractor's performance of the goods and services set forth herein. Awarded Contractor
shall be solely responsible for all costs and expenses incurred in connection with the performance of
such services. It is understood that incidentals are to be paid by individual guests (not by UCS) and
therefore do not need to be added to the Exhibit A/Pricing Sheet.
Pricing shall be submitted only on, and in the format prescribed by, Exhibit A/Pricing Sheet.
Bidder must quote pricing on a cost per unit basis (ex: price per hotel room per night, price per
parking space per day, price per individual being transported per day).
In the event of a miscalculation, the unit price will prevail. UCS reserves the right to make
mathematical corrections based on unit price(s). Pricing in the awarded contract for amounts in
increments not equal to pricing units indicated in the Pricing Sheet will be prorated accordingly.
Please note that UCS is a tax-exempt governmental entity.
B. Awarded Contractor's Bid Submission Pricing
Awarded Contractor's bid submission will establish contract pricing for the awarded contract.
C. Awarded Contractor's Payment
The Awarded Contractor must provide a master bill (invoice) for all charges. The bill must itemize
the charges for each of the dates for the duration of the contract. No payment or
deposit of any kind will be made in advance of the hotel stay. UCS will not consider any bid
responses that require advance payment or a deposit. In the event of late payment by UCS,
Contractor shall be entitled to interest as specified in Article XI-A of the State Finance Law.
Awarded Contractor shall send the master bill by email to such person or email address as
UCS/OCA shall designate.
Payment shall be made within thirty (30) days of receipt and approval by UCS of the master bill
satisfactory to UCS and the Office of the New York State Comptroller ("OSC").
Payment for goods delivered/services performed under the awarded contract shall be conditioned
upon the acceptance and approval of such items/services, such that it is sufficiently complete in
accordance with the RFB specification, so that UCS can utilize the goods/services for its intended
purpose.
V. BID RESPONSE DOCUMENTS
General Requirements
All documentation must be submitted on prescribed forms, without alteration. To facilitate
photocopying, do not permanently bind documents.
Bidders must submit every document listed in sections A and C, below. Failure to provide all
documents in the manner required - including the number of requested copies - may result in
UCS RFB.002 (Rev. 7.20) 7

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
disqualification of a bid response. 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.
A. REQUIRED BID DOCUMENTS
1. Narrative Description - Organizational Experience/Capacity,
Transportation and Parking Descriptions
Bidders must submit, with their bid response, a narrative which demonstrates their
capacity and experience to meet the minimum qualifications listed in Article II,
above (Minimum Qualifications), and the lodging and miscellaneous requirements
listed in Exhibit B (Scope of Work), including a description of its capability to
provide parking accommodations and shuttle transportation services. Bidders must
also include a description of their policies for no-shows (guests that fail to arrive
for a reservation without notifying the hotel) and late checkout.
2. Narrative Description - Subcontracting (if applicable)
Subcontracting under this RFB is limited to shuttle transportation services and an
Overflow Hotel (see Exhibit B for more details). Bidders proposing to
subcontract either shuttle transportation or Overflow Hotel must identify and
submit in writing the legal name(s) of all proposed subcontractor(s) and specify
the services each will perform in their proposal. If such a bidder is awarded a
contract, UCS's approval of the named subcontractor(s) is deemed granted
through the award.
The Awarded Contractor will serve as the prime contractor and remain fully
responsible for all required services. UCS will communicate only with the
Awarded Contractor, who retains complete responsibility and liability for the
performance and payment of all subcontractor(s) and their personnel. UCS may
require subcontractor(s) to submit proof of insurance prior to approval.
Additional details concerning subcontracting can be found in Article VII below.
3. Bidder Contact Information
Bidder shall designate, where specified in section 5 on page two of the two-page
Bidder's Response Document Enclosure Checklist, a person as primary contact for
all questions OCA may have regarding bidder's bid response.
4. Bidder Verification
Authorized representative of bidder must complete and sign in section 6 on page
two (2) of the two-page Bidder's Response Document Enclosure Checklist to
UCS RFB.002 (Rev. 7.20) 8

RFB # OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar
BID ISSUE DATE: November 6, 2026 BID DUE DATE: Friday, December 4, 2026 at 2:00PM Eastern
verify submission of all required documentation. This authorized representative
must be the person whose signature is affixed to all required bid documents.
B. NYS BID FORMS
1. Attachment I - Standard Request for Bid Clauses & Forms and
Attachment IV- Procurement Lobbying Law required forms
In addition to such other specifications and criteria as are presented herein, the
NYS Unified Court System Attachment I - Standard Request for Bid Clauses
& Forms, and Attachment IV - Disclosure of Prior Non-Responsibility
Determination (UCS 420) and Affirmation of Understanding and Agreement
(UCS 421) pursuant to the Procurement Lobbying Act, which must be
downloaded or printed from the UCS Contract & Procurement website under
"Addenda" for the appropriate solicitation, are incorporated and made a part of
this solicitation.
2. Attachment III - Vendor Responsibility Questionnaire
The NYS Unified Court System (UCS) is required to conduct a review of a
prospective vendor to provide reasonable assurances that the vendor is
responsible. The required Vendor Responsibility Questionnaire is designed to
provide information to assist UCS in assessing a vendor's responsibility prior
to entering into a contract with the vendor. Vendor responsibility is determined
by a review of each prospective vendor's legal authority to do business in New
York State, business integrity, financial and organizational resources, and
performance history (including references).
The UCS recommends that vendors file the required Vendor Responsibility
Questionnaire online via the New York State VendRep System. However,
vendors may choose to complete a paper questionnaire and submit it with their
proposal.
Online Questionnaire: To enroll in and use the New York State VendRep
System, see the VendRep System Instructions available at
http://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system or go
directly to the VendRep System online at
https://onlineservices.osc.state.ny.us/Enrollment/login?1. Vendors must
provide their New York State Vendor Identification Number when enrolling
(see paragraph headed New York State Vendor File Registration for
instructions on obtaining a Vendor Identification Number). For VendRep
System assistance, contact the Office of the State Comptroller's Help Desk at
866-370-4672 or 518-408-4672, or by email at ITServiceDesk@osc.state.ny.us.
Bidders who file the Vendor Responsibility Questionnaire online via the OSC
VendRep System are requested to checkmark the appropriate box on the
Bidder's Response Document Enclosure Checklist. Please note that online
submissions must be certified and dated/updated not more than six (6) months
prior to the bid opening date of this RFB. Bidders' authorized signature of the
UCS RFB.002 (Rev. 7.20) 9