Judicial college conference 2016

The State of Maine Department of Administrative and Financial Services, Division of Purchases, is requesting quotations for venue and comprehensive conference services for the 2016 Judicial College, with quotations due April 27, 2016 at 2:00 p.m. Eastern Standard Time.

The conference is scheduled for October 18–20, 2016, and will accommodate approximately 85 Maine judges and court personnel. Required services include single-occupancy lodging for two nights; full catering (lunch and dinner on Tuesday; breakfast, lunch, and dinner on Wednesday; breakfast and lunch on Thursday, with refreshments throughout); a large meeting space for the full group; multiple breakout session rooms; professional audio/visual equipment; internet access; copier availability; and on-site recreational activities. The State seeks a cost-efficient, secluded location with limited external guest interaction and requests that bidders provide facility maximum occupancy information.

Bidders must submit quotations through the State of Maine's Advantage VSS electronic procurement system in required format, covering all goods and services as a comprehensive three-day cost including per-person activity charges. The State is tax-exempt; quotations must exclude federal, state, and local taxes. All quotations must remain valid and binding for at least 180 days from the bid opening date.

Bidders with economic impact values exceeding $100,000 must complete an Economic Impact Form quantifying salaries paid to Maine residents, payments to Maine-based subcontractors, and state and local tax payments within the past 12 months. The State will evaluate quotations on a best-value basis, with economic impact considerations potentially reducing the evaluated bid cost by up to 10 percent. No best and final offers will be solicited. The State anticipates net 30 payment terms upon receipt of acceptable invoices and reserves the right to negotiate with the selected bidder, though significant deviations from the submitted quotation may result in negotiation termination.