7-K27-0001-25 - Attachment 1 - Scope of Work.pdf

ATTACHMENT 1 – SCOPE OF WORK

A. SUMMARY

The AOC is seeking proposals, on behalf of the Judicial College of Maryland (Judicial College), from prospective Offerors for a facility in Maryland to host the New Trial Judge Orientation in 2026 through 2031.

B. BACKGROUND INFORMATION

The Judicial College hosts an annual, retreat style training for new trial judges in the State of Maryland.

This retreat will host approximately sixty (60) attendees, including forty-five (45) judicial appointees, ten

(10) staff, two (2) program coordinators, and seven (7) faculty. Additional attendees may be added until two

(2) weeks prior to the start of the event, as the Governor of Maryland makes judicial appointments at his discretion. The Successful Offeror must allow final rooming list and head count to be submitted no more than ten (10) days before event date.

C. OFFEROR MINIMUM QUALIFICATIONS

The Successful Offeror shall propose an event location located within fifty (50) miles of 187 Harry S. Truman

Parkway, Annapolis, MD 21401.

D. SCOPE OF WORK

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

a. Rooms

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

i Secure wireless high-speed internet;

ii In-room desk/workspace;

iii Mini refrigerator;

iv Iron and ironing board;

v Microwave access;

vi Privately controlled heat and air conditioning;

vii Hair dryer; and, viii 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 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.

ii 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. Podium;

6. Confidence monitor; and,

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

iii Secure wireless high-speed internet.

iv Windows.

v Wall clock easily visible throughout room.

vi Adjustable thermostat.

vii Adjustable lighting.

viii Padded chairs.

(4) One (1) private meeting/event space that can accommodate up to twenty-five (25), for one (1) day including the following:

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

ii Minimum of three (3) additional tables and seven (7) chairs for faculty and 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.

iv Secure wireless high-speed internet;

v Wall clock easily visible throughout room;

vi Adjustable thermostat;

vii Adjustable lighting; and, viii Padded chairs.

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

i At least 10’ x 10’ in size.

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

i Available for all meals for the entire event.

ii Podium and microphone for two (2) nights.

iii Cash bar with bartender for, at minimum, two (2) hours one (1) night.

(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) One (1) on-site cash bar for event attendees.

b. Food

(1) Breakfast i Breakfast served on-site daily for five (5) days.

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.

(2) Lunch i Lunch served on-site daily for five (5) days.

ii Lunches may be hot and/or cold.

iii Boxed lunches available for one (1) day.

iv Buffet lunch available at least one (1) day.

v Salad bar available daily.

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

(3) Dinner i Five (5) dinners served on-site for the duration of the event.

ii Menu selection for the Chief’s Dinner shall be pre-set with a choice of three entrees for formal dinner for one (1) night.

iii Menu selection for the Chief’s Dinner shall be a pre-set, formal, plated three-course dinner to include a choice of a beef entrée, a chicken entrée, and a fish entrée for one (1) night.

iv Salad bar available daily.

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

(4) Snacks & Refreshments i Morning snacks & refreshments shall be made available on-site daily.

ii Evening snacks & refreshments shall be made available on-site daily.

iii Refreshments shall be made available through the duration of the event iv Snacks such as the following:

1. Trail mix

2. Granola

3. Pastries

4. Nuts

5. Fruit

6. Vegetables

7. Pretzels

8. Candy

9. Cookies

10. Mints v Drinks shall include, at minimum, coffee, tea, iced tea, lemonade, and water.

c. Parking

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

(2) Ability to reserve six (6) spots grouped together and near front doors for duration of event.

d. Surrounding Area

(1) Walking trails on or adjacent to property.

E. SCHEDULE & COORDINATION

1. Successful Offeror shall provide:

a. Dedicated event coordinator.

b. On-site technical support available for duration of event.

2. The Judicial College strongly prefers the following dates for each New Trial Judge Orientation.

Offerors shall confirm the availability of the following dates, and if not available, shall propose the closest available dates.

a. New Trial Judge Orientation 2026

(1) Sunday, November 15, 2026, through Friday, November 20, 2026

b. New Trial Judge Orientation 2027

(1) Sunday, November 14, 2027, through Friday, November 19, 2027

c. New Trial Judge Orientation 2028

(1) Sunday, November 12, 2028, through Friday, November 17, 2028

d. New Trial Judge Orientation 2029

(1) Sunday, November 11, 2029, through Friday, November 16, 2029

e. New Trial Judge Orientation 2030

(1) Sunday, November 17, 2030, through Friday, November 22, 2030

f. New Trial Judge Orientation 2031

(1) Sunday, November 16, 2031, through Friday, November 21, 2031

F. SITE VISIT

1. Shortlisted Offerors shall be required to facilitate a site visit including the following:

a. Tour of guest room meeting all requirements in Section D.1.a.(1) of this Attachment;

b. Proposed room for casual gathering;

c. Proposed large private meeting/event space;

d. Proposed smaller private meeting/event space;

e. Locked storage room;

f. Proposed private formal dining room;

g. Full-service business center;

h. Fitness center; and,

i. Surrounding area meeting requirements of D.1.d. of this Attachment.

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

3. Tasting of potential entree options for formal plated dinner (Chief’s Dinner) as described in Section

D.1.b.(3.)iii of this Attachment.

G. 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