5-Attachment 1 - Scope of Work.pdf

ATTACHMENT 1 – SCOPE OF WORK

A. SUMMARY

The Administrative Office of the Courts (AOC) is seeking proposals, on behalf of the Mediation and Conflict

Resolution Office (MACRO), from prospective Offerors for a facility in central Maryland to host the 2026

Maryland Mediators Convention.

B. BACKGROUND INFORMATION

The Maryland Mediators Convention is a one-day conference that brings together mediations and conflict resolution professionals from across Maryland, for continuing education and networking. Typically held every-other year, the event includes an opening plenary presentation, followed by at least three sets of concurrent breakout sessions focused on a variety of continuing education topics.

C. OFFEROR MINIMUM QUALIFICATIONS

1. The Successful Offeror shall propose location within northern Prince George’s County, northern

Anne Arundel County, or southern Howard County.

2. The Offeror’s facility shall be available on Wednesday, June 24, 2026, from 7:30AM to 5:30PM

EDT

a. This availability is inclusive of set up, registration, conference sessions, and clean-up.

3. Offeror’s facility shall have the ability to host up to three hundred (300) attendees.

a. The final head count will be submitted no more than ten (10) calendar days before event date. There is no guaranteed minimum head count.

D. SCOPE OF WORK

1. The Mediation and Conflict Resolution Office prefers a secure ADA compliant, facility offering a complete meeting package including:

a. Rooms

1) One (1) large private meeting/event space (plenary) with the following:

i. Seating to accommodate all attendees (The AOC prefers round tables that can accommodate no less than eight (8) but no more than (10) attendees).

ii. Audiovisual equipment including, at minimum:

1. One (1) Podium;

2. One (1) wireless lavalier microphone;

3. Two (2) wireless hand-held microphones;

4. One (1) LCD projector screen or TVs large enough to ensure all attendees can read presentation content;

5. One (1) projector with the capabilities of connecting to MACRO laptops;

6. One (1) confidence monitor; and,

7. Speakers throughout the room to amplify microphones and projector to ensure all attendees can hear content.

iii. Adjustable thermostat.

iv. Adjustable lighting.

v. Padded chairs.

2) One (1) private meeting/event space (office space) with the following:

i. Two (2) tables;

ii. Six (6) chairs; and,

iii. Electrical outlets.

3) A minimum of five (5) but no more than eight (8) private meeting/event spaces (i.e., breakout rooms) of various sizes with the following:

i. Can accommodate no less than forty (40) but no more than one hundred-twenty (120) attendees.

ii. Tables and chairs to accommodate event attendees in multiple configurations to include classroom, theater, and U-shape.

iii. Audiovisual equipment including, at minimum:

1. One (1) LCD projector with the capability of connecting to

MACRO laptops;

2. One (1) wireless microphone;

3. Speakers throughout the room to amplify microphones and projector to ensure all attendees can hear content.

4) One (1) centralized area (Registration Area), within close proximity to one (1) large private meeting/event space (plenary) with the following:

i. Four (4) skirted tables with chairs.

ii. Space for conference materials to be stored behind and/or under the tables.

iii. Adequate space for 200-300 people checking in over a relatively short period of time including queues for line forming.

iv. Electric outlets for computer use.

5) One (1) meeting/event space (Exhibitor Space) with the following:

i. A minimum of five (5) but no more than ten (10) 6- or 8- foot skirted tables.

ii. Two (2) chairs per table.

iii. Access to electricity is preferred.

b. Food

1) Per person rates for all meals shall be capped at a maximum price of the then-current Standard Meal Allowances published at:

https://www.mdcourts.gov/administration/travel

2) Breakfast

i. Buffet options including coffee, tea, water, muffins, pastries, fresh fruit, yogurt

ii. Buffet shall include options for special dietary needs including, but not limited to the following:

1. Kosher

2. vegan

3. vegetarian; and,

4. gluten-free.

iii. Available from 8:00AM to 9:00AM EDT.

3) Coffee/tea stations available throughout morning (8:00AM to 11:30AM EDT)

4) Lunch

i. Buffet style with several stations/lines to accommodate all attendees quickly and efficiently.

ii. Hot and/or cold entrees, plus salad and side(s).

iii. Lunch shall include options for special dietary needs including, but not limited to the following:

1. Kosher

2. vegan

3. vegetarian; and,

4. gluten-free.

https://www.mdcourts.gov/administration/travel

iv. Drinks shall include water, coffee, tea, iced tea, and lemonade.

v. The Offeror shall provide lunch at a mutually agreeable time between the

Offeror and the Contract Manager.

5) Afternoon Snack Break (estimated time: 3:00 – 3:30PM EDT)

i. Sweet or salty snacks (including options for individuals with special dietary needs including, but not limited to Kosher, vegan, vegetarian, gluten-free)

ii. Drinks to include, at a minimum, coffee, tea, iced tea, lemonade, and water.

6) Water pitchers with glasses and water bottle filling stations available all day.

c. Parking

1) Offeror shall provide free onsite parking for all attendees.

2) Parking spaces shall be within walking distance to the conference site.

3) Parking shall include at least five (5) handicapped accessible parking spaces, but the

AOC prefers fifteen (15) handicapped accessible parking spaces.

E. FACILITY REQUIREMENTS:

1. The Successful Offerer shall provide:

a. On-site A/V technical support available for the duration of the event.

b. Dedicated event coordinator

F. SITE VISIT

Shortlisted offerors shall provide an opportunity for an on-premises walkthrough and provide further clarifications to their proposal, to be scheduled on a mutually convenient date and time. The walkthrough shall include a review of all proposed meeting rooms and common areas, and a demonstration of audio/visual equipment in the plenary and breakout rooms.

G. GUEST ROOMS

If the Successful Offeror’s event location includes guest rooms, the AOC prefers a discounted rate be offered for convention attendees for June 23, 2026.

H. ASSUMPTIONS

Successful Offeror shall have ability to conform to both State of Maryland and Judiciary then-current COVID protocols, including but not limited to space to allow for social distancing and hand sanitizing stations.