7-Attachment 1 - Scope of Work.pdf

ATTACHEMENT 1 – SCOPE OF WORK

A. SUMMARY

The Administrative Office of the Courts (AOC) is seeking proposals, on behalf of the Foster Care Court

Improvement Program (FCCIP) Child Welfare Education Workgroup, from prospective Offerors for a facility capable of hosting two separate 2026 events:

1. 2026 Education Symposium

2. 2026 Child Abuse, Neglect and Dependency Options (CANDO) Judicial Conference

Offerors may submit proposals for a single facility capable of meeting the requirements for both events.

B. BACKGROUND INFORMATION

EVENT ONE: 2026 EDUCATION SYMPOSIUM

The Education Symposium focuses on promoting educational stability for children involved in the child welfare system. The training brings together courts and child welfare stakeholders to identify local needs, engage in collaborative discussions, and share best practices to strengthen local child welfare initiatives. The conference will take place on September 22, 2026.

The symposium will host up to two hundred twenty-five (225) attendees. It is anticipated that overnight accommodations will be required for up to thirty-five (35) attendees for the evening of September 21, 2026.

The Offeror must allow the final rooming list and attendee headcount to be submitted no later than ten (10) days prior to the event date.

EVENT TWO: 2026 CANDO JUDICIAL CONFERENCE

The CANDO Judicial Conference occurs annually to educate courts and child welfare stakeholders and ensure they are better equipped to make informed and effective decisions on behalf of children and families involved in the child welfare system. This year’s conference will take place on October 26–27, 2026.

The conference will host up to one hundred twenty-five (125) attendees. It is anticipated that overnight accommodations will be required for up to seventy-five (75) attendees on the evenings of October 25 and

October 26, 2026. The Offeror must allow the final rooming list and attendee headcount to be submitted no later than ten (10) days prior to the event dates.

C. OFFEROR MINIMUM QUALIFICATIONS

1. The Successful Offeror must propose a facility located within seventy-five (75) miles of 187 Harry S.

Truman Parkway, Annapolis, MD 21401.

2. The AOC prefers a facility in a scenic location for both conferences.

D. SCOPE OF WORK

EVENT ONE: 2026 EDUCATION SYMPOSIUM

1. The AOC prefers a secure, ADA compliant, facility offering a complete meeting package including:

a. Rooms

(1) Single occupancy overnight accommodations on September 21 for event attendees with the following amenities:

i Secure wireless high-speed internet;

ii Television;

iii In-room desk/workspace;

iv Mini refrigerator;

v Iron and ironing board;

vi Microwave access;

vii Privately controlled heat and air conditioning;

viii Hair dryer; and, ix Coffee machine.

(2) One (1) room to be used as a casual gathering location for event attendees.

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

i Availability on the evening prior to the event for event set-up.

ii Seating to accommodate all attendees in both a full group configuration and small groups configuration (e.g., round table for at least 8 persons) with an additional long row of tables with chairs for staff, presenters, etc.

iii Audiovisual equipment including, at minimum:

1. Two (2) projector screens or TVs large enough to ensure all attendees can read presentation content;

2. One (1) projector with the ability to play embedded web videos clearly;

3. Two (2) wireless lavalier microphones;

4. Four (4) wireless handheld microphones;

5. One (1) Podium;

6. Speakers throughout the room to amplify microphones and projector to ensure all attendees can hear content; and, iv Equipment needed to offer hybrid sessions, or at minimum, record sessions, is highly preferred. Secure wireless high-speed internet.

v Windows.

vi Wall clock easily visible throughout room.

vii Adjustable thermostat.

viii Adjustable lighting.

ix Padded chairs with lumbar support.

x Three (3) long, skirted tables outside of meeting/event space with three (3) chairs for sign-in area.

xi Two (2) power strips and two (2) extension cords.

(4) Five (5) private meeting/event spaces that can accommodate up to seventy-five (75) people, for September 22, 2026 including the following:

i Tables and chairs to accommodate event attendees in round table layout;

ii Minimum of one (1) additional table in each room and two (2) chairs for staff;

iii Minimum of one (1) podium for facilitator/presenter in each room.

iv Audiovisual equipment including, at minimum:

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

2. One (1) projector with the capabilities of playing embedded videos clearly; and,

3. One (1) wireless lavalier microphone;

4. One (1) wireless handheld microphone;

5. Speakers throughout the room to amplify the projector to ensure all attendees can hear content.

6. Equipment needed to offer hybrid sessions, or at minimum record sessions, is highly preferred.

v Secure wireless high-speed internet;

vi Wall clock easily visible throughout room;

vii Adjustable thermostat;

viii Adjustable lighting; and, ix Padded chairs with lumbar support.

x Two (2) power strips and two (2) extension cords.

(5) One (1) locked room located near meeting/event space for the entire event.

i Available the evening prior to the event for event set-up ii At least 10’ x 10’ in size.

(6) One (1) private formal dining room that can accommodate all event attendees.

i Available for September 22.

ii Podium and microphone.

(7) One (1) full-service business center i Equipped with printing and copying capabilities, at no additional cost.

(8) One (1) Fitness center i Equipped with a mixture of exercise machines and free weights.

(9) At least one (1) refreshment option available on-site for event attendees (e.g., cash bar, Café, etc).

b. Food

(1) Breakfast i Breakfast served on-site on September 22.

ii Both hot and cold options including, but not limited to:

1. Granola

2. Breakfast meats

3. Pastries

4. Bagels

5. Fresh fruit

6. Yogurt

7. Breakfast potatoes

8. Eggs iii Options for special dietary needs including, but not limited to Kosher, vegan, vegetarian, gluten-free.

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

(2) Lunch i Lunch served on-site on September 22.

ii Lunches may be hot and/or cold.

iii Lunches may be boxed or buffet style.

iv Salad bar available daily.

v Options for special dietary needs including, but not limited to Kosher, vi Drinks to include, at minimum, coffee, tea, iced tea, lemonade, and water.

(3) Snacks & Refreshments i Morning a n d / o r a f t e r n o o n snacks & refreshments shall be made available on-site on September 22.

ii Refreshments shall be made available through the duration of the event.

iii Snacks to include the following:

1. Trail mix

2. Granola

3. Pastries

4. Nuts

5. Fruit

6. Vegetables

7. Pretzels

8. Candy

9. Cookies

10. Mints

1. Drinks to be replenished through the duration of the event.

(4) Closing Networking Reception i Reception served on-site on September 22.

ii Reception served food selections to consist of light hors d’oeuvres and finger foods appropriate for a standing networking reception.

iii Options for special dietary needs including, but not limited to Kosher,

c. Parking

(1) Parking shall be on-site without the requirement for secondary transportation (e.g., shuttle).

d. Surrounding Area

(1) If no on-site refreshment option is available, at least one (1) shall be located within a half

-mile radius.

e. Security

(1) Law enforcement support shall be available upon request.

E. SCOPE OF WORK

EVENT TWO: 2026 CANDO Judicial Conference

1. The AOC prefers a secure, ADA compliant, facility offering a complete meeting package including:

a. Rooms

(1) Single occupancy overnight accommodations on October 25 and 26 for event attendees with the following amenities:

i Secure wireless high-speed internet;

ii Television;

iii In-room desk/workspace;

iv Mini refrigerator;

v Iron and ironing board;

vi Microwave access;

vii Privately controlled heat and air conditioning;

viii Hair dryer; and, ix Coffee machine.

(2) One (1) room to be used as a casual gathering location for event attendees.

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

i Availability on the evening prior to the event for event set-up.

ii Seating to accommodate all attendees in both a full group configuration and small groups configuration (e.g., u-shaped and round table) with an additional long row of tables with chairs for staff, presenters, etc.

iii Audiovisual equipment including, at minimum:

1. Two (2) projector screens or TVs large enough to ensure all attendees can read presentation content;

2. One (1) projector with the ability to play embedded web videos clearly;

3. Two (2) wireless lavalier microphones;

4. Four (4) wireless handheld microphones;

5. One (1) Podium;

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

7. Equipment needed to offer hybrid sessions, or at minimum, record sessions, is highly preferred.

iv Secure wireless high-speed internet.

v Windows.

vi Wall clock easily visible throughout room.

vii Adjustable thermostat.

viii Adjustable lighting.

ix Padded chairs with lumbar support.

x Three (3) long, skirted tables outside of meeting/event space with three (3) chairs for sign-in area.

xi Two (2) power strips and two (2) extension cords.

(4) Five (5) private meeting/event spaces that can accommodate up to fifty (50) people, for October 26 and 27, 2026 including the following:

i Tables and chairs to accommodate event attendees in classroom layout;

ii Minimum of one (1) additional table in each room and two (2) chairs for staff;

iii Audiovisual equipment including, at minimum:

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

2. One (1) projector with the capabilities of playing embedded videos clearly; and,

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

4. Equipment needed to offer hybrid sessions, or at minimum record sessions, is highly preferred.

iv Secure wireless high-speed internet;

v Wall clock easily visible throughout room;

vi Adjustable thermostat;

vii Adjustable lighting; and, viii Padded chairs with lumbar support.

ix Two (2) power strips and two (2) extension cords.

(5) One (1) locked room located near meeting/event space for the entire event.

i Available the evening prior to the event for event set-up ii At least 10’ x 10’ in size.

(6) One (1) private formal dining room that can accommodate all event attendees.

i Available for October 25, 26 and 27.

ii Podium and microphone.

(7) One (1) full-service business center i Equipped with printing and copying capabilities, at no additional cost.

(8) One (1) Fitness center i Equipped with a mixture of exercise machines and free weights.

(9) At least one (1) refreshment option available on-site for event attendees (e.g., cash bar, Café, etc).

b. Food

(1) Breakfast i Breakfast served on-site daily on October 26 and 27.

ii Both hot and cold options including, but not limited to:

1. Granola

2. Breakfast meats

3. Pastries

4. Bagels

5. Fresh fruit

6. Yogurt

7. Breakfast potatoes

8. Eggs iii Options for special dietary needs including, but not limited to Kosher,

(2) Lunch i Lunch served on-site daily on October 26 and 27.

ii Lunches may be hot and/or cold.

iii Lunches may be boxed or buffet style.

iv Salad bar available daily.

v Options for special dietary needs including, but not limited to Kosher, vi Drinks to include, at minimum, coffee, tea, iced tea, lemonade, and water.

(3) Dinner i Dinners served on-site daily on October 25 and 26.

ii Dinner selections may be plated offering or buffet style.

iii Options for special dietary needs including, but not limited to Kosher,

(4) Snacks & Refreshments i Morning a n d a f t e r n o o n snacks & refreshments shall be made available on-site daily on October 26 and 27.

ii Refreshments shall be made available through the duration of the event.

iii Snacks to include the following:

1. Trail mix

2. Granola

3. Pastries

4. Nuts

5. Fruit

6. Vegetables

7. Pretzels

8. Candy

9. Cookies

10. Mints

1. Drinks to be replenished through the duration of the event.

c. Parking

(1) Parking shall be on-site without the requirement for secondary transportation (e.g., shuttle).

d. Surrounding Area

(1) If no on-site refreshment option is available, at least one (1) shall be located within a half

-mile radius.

e. Security

(1) Law enforcement support shall be available upon request.

F. SCHEDULE & COORDINATION

1. Successful Offeror shall provide:

a. Dedicated event coordinator.

b. At least two (2) on-site technical support staff available for duration of each event.

G. SITE VISIT

1. Shortlisted Offerors shall be required to facilitate a site visit demonstrating that the proposed facility and associated meeting spaces meet all applicable requirements set forth in Sections D and E of this

Attachment, including the following:

a. Tour of guest room;

b. Room for casual gathering;

c. Large private meeting/event space;

d. Smaller private meeting/event space;

e. Locked room;

f. Private formal dining room;

g. Full-service business center;

h. Fitness center;

i. Surrounding area; and,

j. Demonstration of AV equipment in meeting/event room.

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.

END OF ATTACHMENT 1