Exhibit B - Scope of Services.pdf
PDF 185 KB Posted
- Attached to
- 2024 Summer Judicial Seminars
- Solicitation number
- OCA/DFM-289
- Issued by
- Westchester County, White Plains City, New York
About this file
The document is an Exhibit B - Scope of Services for a Request for Proposal (RFP) issued by the New York State Unified Court System, Office of Court Administration for two judicial summer seminars to be held in Westchester County, New York in 2024. The first seminar will be held from June 23-27, 2024 (5 days) and the second seminar will be held from July 8-11, 2024 (4 days). The RFP is seeking bids for hotel accommodations and conference services to support approximately 525 attendees at each seminar. The scope of services includes detailed requirements for lodging rooms, meals, meeting rooms, audio-visual equipment and services, internet access, and other logistics. Bids are due by March 22, 2024 at 2:00 PM. The contract term will be for the two separate four-five day seminars. This is not a Service-Disabled Veteran-Owned Set Aside procurement. The RFP indicates that Merritt Hospitality LLC was awarded an identical or substantially similar procurement contract within the past five years.
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Other files
| File | Type | Posted |
|---|---|---|
| Exhibit A - Pricing Sheet.xlsx | XLSX spreadsheet | |
| OCA-DFM-289 2024 Summer Judicial Seminar.pdf |
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Text version
JUDICIAL SUMMER SEMINARS 2024
DATES:
Seminar 1: 6/23 – 6/27/2024 (5 days)
Seminar 2: 7/8 – 7/11/2024 (4 days)
SCOPE OF SERVICES/MATERIALS SPECIFICATIONS
SEMINAR 1 6/23 6/24 6/25 6/26 6/27
Lodging Rooms 40 240 450 450 No
Breakfast No 100 475 475 475
Lunch (includes 20 kosher meals TBD) No 110 525 525 525
AM Coffee Break No 90 450 450 450
PM Coffee Break No 90 450 450 450
Dinner (includes 20 kosher meals TBD) No 90 350 350 No
One (1) Large Meeting Room for 500ppl. No No Yes Yes Yes
Two (2) Breakout rooms for 200 ppl. each No No Yes Yes Yes
Two (2) Breakout rooms for 125 ppl. Each No Yes** Yes Yes Yes
Four (4) Breakout rooms for 75 ppl each No No Yes Yes Yes
Three (3) rooms with wiring for computer/networking utilization for up to thirty (30) people each
No
Yes
Three (3) small breakout rooms for private consultations up to twenty (20) people each
No No Yes Yes Yes
One (1) Storage (lockable and secure, approx..100 sq. ft.) No Yes Yes Yes Yes
One (1) Office for 20 ppl. Storage (lockable and secure, approx.. 280 sq. ft.) w/WIFI and electrical outlets for six (6) computers and printers
No Yes Yes Yes Yes
One (1) Executive Conference room for 15-20 ppl. No No Yes Yes Yes
One (1) Security Office for 10 ppl. (lockable and secure, approx.. 200 sq. ft.) w/WIFI and electrical outlets for charging security and medical equipment
No Yes Yes Yes Yes
Audio-visual equipment and services No Yes Yes Yes Yes
Free Internet/WIFI (including meeting rooms) Yes Yes Yes Yes Yes
Public Space for Registration with 6 – 8 six ft. tables, chairs, electrical outlets for computers, phone, and internet access
(SET UP 6/23 & 6/24)
No Yes Yes Yes Yes
SEMINAR 2 7/8 7/9 7/10 7/11
Lodging Rooms 200 450 450 No
Breakfast No 475 475 475
Lunch (includes 20 kosher meals TBD) No 525 525 525
AM Coffee Break No 450 450 450
PM Coffee Break No 450 450 450
Dinner (includes 20 kosher meals TBD) No 350 350 No
One (1) Large Meeting Room for 500ppl. No Yes Yes Yes
Two (2) Breakout rooms for 200 ppl. No Yes Yes Yes
Two (2) Breakout rooms for 125 ppl. No Yes Yes Yes
Four (4) Breakout rooms for 50-75 ppl. No Yes Yes Yes
Three (3) rooms with wiring for computer/networking utilization for up to thirty (30) people each
Three (3) small breakout rooms for private consultations up to twenty (20) people each
No Yes Yes Yes
One (1) Storage (lockable and secure, approx..100 sq. ft.) Yes Yes Yes Yes
One (1) Office for 20 ppl. Storage (lockable and secure, approx.. 280 sq. ft.) w/WIFI and electrical outlets for six (6) computers and printers
Yes Yes Yes Yes
One (1) Executive Conference room for 15-20 ppl. No Yes Yes Yes
One (1) Security Office for 10 ppl. (lockable and secure, approx.. 200 sq. ft.) w/WIFI and electrical outlets for charging security and medical equipment
Yes Yes Yes Yes
Audio-visual equipment and services No Yes Yes Yes
Free Internet/WIFI (including meeting rooms) Yes Yes Yes Yes
Public Space for Registration with 6 – 8 six ft. tables, chairs, electrical outlets for computers, phone, and internet access
(SET UP 7/8)
Yes Yes Yes Yes
**Two (2) breakout rooms for 50-75 ppl. are required on 6/24. One (1) room for meeting and one
(1) for meals. The meeting room must contain the AV equipment for the breakout room listed below for that day.
A/V Equipment and Services for 3 Days Each Week
For the large meeting room:
1 podium with mic per day
1-2 projection package(s) per day
1-2 standard wireless mic system per day
4-5 handheld/tabletop mics per day
4-6 wireless lavalier mics per day
Technician(s), sound system, patches, and mixers, per day
For each of the breakout rooms:
1 podium with mic
1 standard wireless mic system
1 projection package
Technician(s), sound system, patches, and mixers in each room
Up to three (3) additional standard wireless mic systems may be needed
AV equipment may be required for the three breakout rooms for computer training. (TBD)
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