OCA-DGCP-089 Hotel Lodging and Transportation for UCS January 2027 Seminar

I. OVERVIEW Purpose and Scope The New York State Unified Court System (“UCS”), Office of Court Administration ("OCA") is soliciting sealed bids for hotel lodging, parking, and shuttle transportation services for guests attending a January 2027 seminar (the “Seminar”) in White Plains, New York, as described herein. The hotel lodging and parking is required for the nights of Sunday, January 3, 2027 through Thursday, January 7, 2027 (check-out Friday, January 8, 2027), and shuttle transportation services are required for Monday, January 4, 2027 through Friday, January 8, 2027. ** See EXHIBIT B, SCOPE OF WORK for detailed specifications. ** Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem appropriate.) EVENT DATE Bid Issue Date Friday, November 6, 2026 Bid Question Due Date Friday, November 20, 2026 at 2:00PM Eastern Bid Submission Deadline Date Friday, December 4, 2026 at 2:00PM Eastern Estimated Contract Start Date January 3, 2027 Designated Contact The designated contact for this Request for Bid (RFB) is: Abdul Ibrahim contact@example.gov IMPORTANT: All communication regarding this solicitation must be in writing by email and directed solely to the attention of the above designated person. Contact by any prospective bidder, or any representative thereof, with any other personnel of the UCS in connection with this RFB may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will jeopardize the respective bidder's standing and may cause rejection of its proposal. Questions Any and all questions bidders may have in connection with this solicitation are to be directed by email only to the designated contact listed above. Please indicate in "Subject" field: “RFB# OCA-DGCP-089 - Question(s).” The deadline to submit questions is on Friday, November 20, 2026 at 2:00PM Eastern at 2:00PM Eastern. A written response to all submitted questions in the form of a Questions & Answers (“Q&A”) sheet will be posted on the UCS website at https://www.nycourts.gov/grantscontracts-procurement/current-solicitations under RFB# OCA-DGCP-089 shortly thereafter. Pre-Bid Conference There is no pre-bid conference for this RFB. II. MINIMUM QUALIFICATIONS Location The hotel must be no more than six (6) miles from the Seminar, which is located at the New York State Judicial Institute, 84 North Broadway, White Plains, New York 10603. Hotels located more than six (6) miles from the Seminar location will be deemed non-responsive. Quality of Hotel The location, design, furnishings, features, organization of space, cleanliness and professionalism of staff of the bidder’s hotel must be of the quality appropriate for professionals at the top corporate executive level. Hotel shall be in full compliance with all applicable governmental laws and regulations during the specified dates, including but not limited to, all applicable fire, health and safety codes and regulations. Hotel shall be in full compliance with all public accommodation requirements of the Americans with Disabilities Act (“ADA”), as necessary to provide goods and services to disabled individuals. Pre-Award Site Visit The UCS/OCA reserves the right to conduct a site visit as part of its bid response evaluation to verify that bidder’s hotel meets all the requirements stated in the RFB specifications. Post-Award Site Visit The UCS/OCA reserves the right to conduct one or more site visits to the awarded contractor’s hotel between the award of the contract and the beginning of the stay at the hotel to ensure that the quality of services and the physical condition of the hotel/facility is the same or better at the time of performance as at the date of award. Right of Cancellation The UCS/OCA reserves the right to, at any time, terminate awarded contract and cancel the booking and use of the awarded contractor’s hotel, in whole or in part, without the imposition of cancellation fees or any other liability, if the awarded contractor’s hotel is not in material compliance with the requirements and specifications set forth herein, including, but not limited to, if UCS/OCA determines that the quality of the hotel has deteriorated between the award of the contract and the beginning of the stay at the hotel. Right of Room Reduction UCS/OCA shall have the right to reduce the total number of room nights awarded to any bidder for any reasons or no reason by up to twenty percent (20%) without penalty. Please note: Third-party travel management companies are not permitted to submit bids and will be deemed non-responsive. III. AWARD Term of Award A single estimated quantity term contract (“Contract”) will be awarded to the successful bidder (“Awarded Contractor”) for the period of January 3, 2027 through January 8, 2027. The Contract is subject to the approval of the NYS Attorney General and the NYS Comptroller. Method of Award One contract will be awarded to the lowest dollar cost, responsible bidder determined to be in compliance with this RFB and specifications. Lowest dollar cost is defined as the lowest Grand Total cost as indicated in the Exhibit A/Pricing Sheet. Tie Result In the event that the lowest dollar cost, responsible bid is a tied result between two or more responsible bidders, UCS reserves the right to make the award based upon location, design, furnishings, features, organization of space, cleanliness and professionalism of staff. Bid Protest Procedure The bid protest procedures for this RFB may be found in Attachment I. IV. PRICING A. Bid Submission The bidders’ price quotes shall indicate all costs associated with the overnight accommodations, hotel parking, and shuttle transportation to and from the Seminar location. Fees associated with no shows and late check-outs shall also be indicated where appropriate on Exhibit A/Pricing Sheet. If any of the aforementioned fees are complimentary, it must be indicated with a zero dollar amount on the Pricing Sheet. All pricing submitted pursuant to the solicitation shall be net f.o.b. destination unless otherwise expressly specified herein. Pricing must include all service and administrative charges. Other than the pricing submitted on Exhibit A/Pricing Sheet, there shall be no other fee, tax, charge, cost, reimbursement, or expense of any kind payable by UCS in connection with or arising from Awarded Contractor’s performance of the goods and services set forth herein. Awarded Contractor shall be solely responsible for all costs and expenses incurred in connection with the performance of such services. It is understood that incidentals are to be paid by individual guests (not by UCS) and therefore do not need to be added to the Exhibit A/Pricing Sheet. Pricing shall be submitted only on, and in the format prescribed by, Exhibit A/Pricing Sheet. Bidder must quote pricing on a cost per unit basis (ex: price per hotel room per night, price per parking space per day, price per individual being transported per day). In the event of a miscalculation, the unit price will prevail. UCS reserves the right to make mathematical corrections based on unit price(s). Pricing in the awarded contract for amounts in increments not equal to pricing units indicated in the Pricing Sheet will be prorated accordingly. Please note that UCS is a tax-exempt governmental entity. B. Awarded Contractor’s Bid Submission Pricing Awarded Contractor’s bid submission will establish contract pricing for the awarded contract. C. Awarded Contractor’s Payment The Awarded Contractor must provide a master bill (invoice) for all charges. The bill must itemize the charges for each of the dates for the duration of the contract. No payment or deposit of any kind will be made in advance of the hotel stay. UCS will not consider any bid responses that require advance payment or a deposit. In the event of late payment by UCS, Contractor shall be entitled to interest as specified in Article XI-A of the State Finance Law. Awarded Contractor shall send the master bill by email to such person or email address as UCS/OCA shall designate. Payment shall be made within thirty (30) days of receipt and approval by UCS of the master bill satisfactory to UCS and the Office of the New York State Comptroller (“OSC”). Payment for goods delivered/services performed under the awarded contract shall be conditioned upon the acceptance and approval of such items/services, such that it is sufficiently complete in accordance with the RFB specification, so that UCS can utilize the goods/services for its intended purpose. V. BID RESPONSE DOCUMENTS General Requirements All documentation must be submitted on prescribed forms, without alteration. To facilitate photocopying, do not permanently bind documents. Bidders must submit every document listed in sections A and C, below. Failure to provide all documents in the manner required – including the number of requested copies - may result in disqualification of a bid response. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this RFB or to any exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive. A. REQUIRED BID DOCUMENTS 1. Narrative Description - Organizational Experience/Capacity,Transportation and Parking Descriptions Bidders must submit, with their bid response, a narrative which demonstrates their capacity and experience to meet the minimum qualifications listed in Article II, above (Minimum Qualifications), and the lodging and miscellaneous requirements listed in Exhibit B (Scope of Work), including a description of its capability to provide parking accommodations and shuttle transportation services. Bidders must also include a description of their policies for no-shows (guests that fail to arrive for a reservation without notifying the hotel) and late checkout. 2. Narrative Description – Subcontracting (if applicable) Subcontracting under this RFB is limited to shuttle transportation services and an Overflow Hotel (see Exhibit B for more details). Bidders proposing to subcontract either shuttle transportation or Overflow Hotel must identify and submit in writing the legal name(s) of all proposed subcontractor(s) and specify the services each will perform in their proposal. If such a bidder is awarded a contract, UCS’s approval of the named subcontractor(s) is deemed granted through the award. The Awarded Contractor will serve as the prime contractor and remain fully responsible for all required services. UCS will communicate only with the Awarded Contractor, who retains complete responsibility and liability for the performance and payment of all subcontractor(s) and their personnel. UCS may require subcontractor(s) to submit proof of insurance prior to approval. Additional details concerning subcontracting can be found in Article VII below. 3. Bidder Contact Information Bidder shall designate, where specified in section 5 on page two of the two-page Bidder’s Response Document Enclosure Checklist, a person as primary contact for all questions OCA may have regarding bidder’s bid response. 4. Bidder Verification Authorized representative of bidder must complete and sign in section 6 on page two (2) of the two-page Bidder’s Response Document Enclosure Checklist to verify submission of all required documentation. This authorized representative must be the person whose signature is affixed to all required bid documents. B. NYS BID FORMS 1. Attachment I - Standard Request for Bid Clauses & Forms and Attachment IV- Procurement Lobbying Law required forms In addition to such other specifications and criteria as are presented herein, the NYS Unified Court System Attachment I - Standard Request for Bid Clauses & Forms, and Attachment IV - Disclosure of Prior Non-Responsibility Determination (UCS 420) and Affirmation of Understanding and Agreement (UCS 421) pursuant to the Procurement Lobbying Act, which must be downloaded or printed from the UCS Contract & Procurement website under “Addenda” for the appropriate solicitation, are incorporated and made a part of this solicitation. 2. Attachment III - Vendor Responsibility Questionnaire The NYS Unified Court System (UCS) is required to conduct a review of a prospective vendor to provide reasonable assurances that the vendor is responsible. The required Vendor Responsibility Questionnaire is designed to provide information to assist UCS in assessing a vendor’s responsibility prior to entering into a contract with the vendor. Vendor responsibility is determined by a review of each prospective vendor’s legal authority to do business in New York State, business integrity, financial and organizational resources, and performance history (including references). The UCS recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. However, vendors may choose to complete a paper questionnaire and submit it with their proposal. Online Questionnaire: To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at http://www.osc.state.ny.us/statevendors/vendrep/vendrep-system or go directly to the VendRep System online at https://onlineservices.osc.state.ny.us/Enrollment/login?1. Vendors must provide their New York State Vendor Identification Number when enrolling (see paragraph headed New York State Vendor File Registration for instructions on obtaining a Vendor Identification Number). For VendRep System assistance, contact the Office of the State Comptroller’s Help Desk at +1 (555) 000-0000 or +1 (555) 000-0000, or by email at contact@example.gov. Bidders who file the Vendor Responsibility Questionnaire online via the OSC VendRep System are requested to checkmark the appropriate box on the Bidder’s Response Document Enclosure Checklist. Please note that online submissions must be certified and dated/updated not more than six (6) months prior to the bid opening date of this RFB. Bidders’ authorized signature of the RFB form will serve as confirmation that bidders have knowingly filed their questionnaire online if the paper questionnaire is not included with the bidder’s submission. Paper Questionnaire: Vendors opting to complete and submit a paper questionnaire can obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep/forms_vendor.htm or may contact the UCS or the Office of the State Comptroller’s Help Desk for a copy of the paper form. 3. New York State Vendor File Registration Prior to being awarded a Contract pursuant to this RFB, the bidder(s) must be registered in the New York State Vendor File (Vendor File) administered by the OSC. This is a central registry for all vendors who do business with New York State agencies and the registration must be initiated by a State agency. Following the initial registration, a unique New York State ten-digit vendor identification number (Vendor ID) will be assigned to vendors for usage on all future transactions with New York State. Additionally, the Vendor File enables vendors to use the Vendor Self-Service application to manage certain vendor information in one central location for all transactions related to the State of New York. If the bidder is already registered in the Vendor File, the vendor must enter the vendor’s ten-digit Vendor ID on the first page of this RFB. If the bidder is not currently registered in the Vendor File, upon award of a contract the Bidder must complete the OSC Substitute W-9 Form (https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor-formac3237s-fe.pdf) and submit the form to UCS. The UCS will initiate the vendor registration process for the vendor. Once the process is initiated, vendor will receive an e-mail identifying their unique ten-digit Vendor ID and instructions on how to enroll in the online Vendor Self-Service application. For more information on the Vendor File please visit the following website: https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?&. 4. Electronic Payments The Awarded Contractor will be required to receive contract payments electronically. If the Awarded Contractor is not currently receiving electronic payments, it will need to enroll in ePayment – New York State’s electronic payment program for vendors. To do so, vendors need to log onto the Vendor Self-Service Portal and enter their bank account information. ePayments will ensure you are receiving payments faster and in a more secure manner. If you need assistance in accessing the Vendor Self-Service Portal, please contact the SFS Helpdesk at contact@example.gov or +1 (555) 000-0000. 5. Proof of Insurance Bidder must provide together with its bid response all documentation required pursuant to Article VIII, “Insurance Requirements for Awarded Contractor.” C. ADDITIONAL BID DOCUMENTS 1. Financial Stability Upon request by UCS, bidder shall provide its audited financial statements prepared in accordance with GAAP-Generally Accepted Accounting Principles for the past three (3) consecutive years and a copy of its last three (3) annual reports. VI. BID SUBMISSION PROCEDURES Bids must be received by the above-named OCA-designated person by Friday, December 4, 2026 at 2:00PM Eastern Time (the “Bid Submission Deadline Date”). Failure to seal and mark the bid as prescribed may result in non-delivery and/or rejection of the bid. Any bid received after this deadline will be declared a late bid and may be disqualified. Notwithstanding the foregoing, a late bid may be accepted by UCS in its sole discretion if: (i) an insufficient number of timely bids meeting the requirements of this RFB are received; or (ii) the bidder has satisfactorily demonstrated to UCS that the late bid was caused solely by factors outside the control of the bidder. However, in no event shall UCS be obligated to accept a late bid, and in making such determination, UCS will consider whether accepting a late bid would materially benefit or disadvantage a particular bidder. It is recommended that bidders allow several extra days for shipping in order to meet the deadline. Packaging, Identifying and Delivering of Bids/Proposals Vendors must submit their bids by hand delivery or mail and must include the original complete proposal. Proposals will not be accepted electronically or by fax. Bids/Proposals must be clearly addressed and submitted to: NYS Unified Court System Division of Grants, Contracts and Procurement 2500 Pond View, Suite 104 Castleton-on-Hudson, New York 12033 ATTN: Abdul Ibrahim All envelopes/cartons must also be labeled with the following information on two sides, visible to the designated contact: Deliver immediately to Abdul Ibrahim Sealed bid - Do not open RFB# OCA-DGCP- 089 due on Friday, December 4, 2026 at 2:00PM Eastern Failure to seal and mark the bid/proposal as prescribed may result in non-delivery and/or rejection of the bid/proposal. Amendment of Proposals Bidders may only amend submitted proposals prior to the Bid Submission Deadline Date. Amended proposals must be submitted in packaging which clearly indicates “Amended Proposal for RFB # OCA-DGCP-089.” Amended proposals must be signed by an individual who is duly authorized to amend the bidder’s original proposal. Amended proposals must be submitted in the same manner as original proposals described herein. Amended proposals received by UCS after the Bid Submission Deadline Date will be rejected for lateness. Withdrawal of Proposal Prior to Submission Deadline A proposal may be withdrawn at any time prior to the Bid Submission Deadline Date. If multiple proposals are submitted by the same bidder, the bidder must clearly indicate to which proposal the withdrawal applies. Bidder Confidential/Proprietary Information If applicable, bidders should specifically identify those portions of the proposal deemed to contain confidential or proprietary information or trade secrets, and must provide justification why such material, upon request, should not be disclosed to parties other than UCS. Bidders are advised that any material deemed confidential by bidder may still be subject to disclosure in connection with any governmental or judicial proceeding or inquiry or as may be required by applicable law, including but not limited to Article 6 of the New York Public Officers Law (Freedom of Information Law). Such confidential/proprietary information must be in a separate folder from the non-confidential sections of the proposal. No-Bids Bidders are requested to send a no-bid letter to OCA, Attn: Abdul Ibrahim, at the above address, should they decide not to answer this solicitation. The envelope shall be clearly marked in the lower left corner as follows: RFB# OCA-DGCP-089. Alternatively, no-bid letters may be sent by email to Abdul Ibrahim. Please indicate in "Subject" field: RFB# OCA-DGCP-089 – No-Bid. VII. GENERAL BID REQUIREMENTS The terms and conditions set forth below are binding on, and incorporated into this RFB, the Bidder’s proposal, and any contract resulting from this RFB. Access to Court Facilities Awarded Contractor must comply with all applicable location rules, policies, guidelines and procedures in order to be granted access to court facilities. Where applicable to the performance of work under an awarded contract, bidders shall be wholly responsible for familiarity with the physical layout and access to the courts and buildings in question, including, but not limited to, roadways, overhangs, parking, security, elevators, required access permits or insurance certificates. Court staff cannot modify security measures, access protocols, or parking restrictions to facilitate Awarded Contractor’s entrance to or egress from court facilities unless required to do so by law. Binding Nature of Bid/Proposal on Bidders All bids/proposals shall remain binding on bidders until such time as UCS/OCA provides written notification of its intent to award the Contract to a specific bidder or until the bidder withdraws its bid/proposal in writing as provided in this RFB, whichever occurs first. Clarification/Correction of Bids/Proposals In addition to any rights articulated elsewhere in this solicitation, UCS reserves the right to require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a bidder’s proposal and/or to determine a bidder’s compliance with the requirements of this solicitation. This clarifying information, if requested in writing by UCS, must be submitted by the bidder, in accordance with formats as prescribed by UCS at the time said information is requested and, if received by the due date set forth in UCS’s request for clarification, shall be included as a formal part of the bidder’s proposal. Clarifying information, if any, whether provided orally, visually, or in writing, will be considered in the evaluation process. Failure to provide required information by its associated due date may result in rejection of the bidder’s proposal. Nothing in the foregoing shall mean or imply that UCS is obligated to seek or allow clarifications or corrections as provided for herein. Estimated Quantities Any quantities specified in this solicitation constitute estimates only, and accordingly no commitment or guarantee to reach any specified volume of business is made or implied. Awarded Contractor must accept all requests for services placed by UCS during the term of the Contract. Implied Requirements Products and services that are not specifically requested in this solicitation, but which are necessary to provide the functional capabilities proposed by the bidder, shall be included in the offer except as specified herein. Inspection of Bidder’s/Awarded Contractor’s Facilities The UCS/OCA reserves the right to inspect bidder’s proposed facilities, as part of the bid evaluation. Subsequent to award, Awarded Contractor’s facilities shall be made available for periodic inspection. In all instances, advance notification will be communicated by appropriate UCS personnel. Minor Bid Irregularities Provided the same will not materially benefit or disadvantage any particular bidder or substantially alter the requirements of this bid, UCS may: (i) waive technicalities; (ii) waive minor irregularities, omissions or incompletions in the bid or a bid response; (iii) waive any bid requirements that are unmet by all bidders; (iv) consider any and/or all alternatives and/or enhancements suggested by the successful bidder; or (v) make an award under the bid in whole or in part and negotiate contract terms and conditions with the successful bidder to meet UCS requirements consistent with such award. Online RFB Package: Disclaimer Bidders accessing any UCS/OCA solicitations and related documents from the UCS website https://www.nycourts.gov/grants-contracts-procurement under “Current Solicitations” shall remain solely and wholly responsible for reviewing the respective solicitation and bid documents on the internet regularly, up to the scheduled date and time of the Bid Submission Deadline Date, to ensure their knowledge of any amendments, addenda, modifications, or other information affecting the solicitation or bid documents in question. Rejected and Unacceptable Bids/Proposals/Awards UCS reserves the right to reject any and all proposals or bids submitted in response to this solicitation. In addition, UCS may reject any bids/proposals from any bidders who are in arrears to the State of New York upon any debt or performance of any contract; or who have previously defaulted on any contractual obligations (as contracting party, surety or otherwise) or on any obligation to the State of New York; or who have been declared not responsible or disqualified by any agency of the State of New York, or who have any proceeding pending against them relating to the responsibility or qualification of the bidders to receive public contracts, whose proposal is incomplete or otherwise non-responsive in any material respect; or who are found to be non-responsible based on any of the criteria specified in the section headed “Responsible Bidder.” UCS also reserves the right to reject any bidder: (i) whose facilities and/or resources are, in the opinion of OCA, inadequate or do not meet the location requirements of this solicitation; (ii) who does not provide references in accordance with the bid specifications (if requested), or whose references report significant failure to comply with specifications; or (iii) who are otherwise, in the opinion of OCA, unable to meet specifications. UCS further reserves the right to set aside a bid award to a successful bidder if it is unsuccessful in negotiating a satisfactory contract within a time frame acceptable to the UCS, in which event UCS may then invite the next responsible and responsive bidder with the next lowest dollar cost bid to enter into negotiations for purposes of executing a contract. Responsible Bidder A bidder shall be defined as “responsible” in accordance with, but not limited to: references, past performance history, financial stability, responses to the Vendor Responsibility Questionnaire (see Attachment III-Vendor Responsibility Questionnaire), the criteria set forth in the paragraph headed “Rejected and Unacceptable Bids/Proposals/Awards,” as well as any other criteria necessary and reasonable to establish the bidder’s responsibility. Silence of the Specifications The apparent silence of the specifications contained as part of this package as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. Subcontracting Subcontracting and any other transfer of any duties or obligations to be performed hereunder will be permitted only with the prior written consent of UCS to the proposed subcontractors. Subcontracting under this RFB is limited solely to shuttle transportation services and an Overflow Hotel (see Exhibit B for more details). In the event that bidder proposes to use one or more subcontractors, the specific subcontractors and the services proposed to be performed by such subcontractors, must be listed in bidder’s proposal. If a bidder that proposes to use one or more subcontractors is awarded the contract, the award will constitute the prior written approval of UCS to the subcontractors named in the bidder’s proposal. The Awarded Contractor will be the prime contractor and will be responsible for all services required by this RFB. The UCS will communicate only with Awarded Contractor and the Awarded Contractor shall remain wholly liable for the performance by and payment to any such subcontractors, their employees, agents, consultants or representatives. UCS may require subcontractors to provide evidence of insurance prior to UCS approval. Unified Court System Self-Insurance UCS, a New York State governmental entity, is self-retained for risk of loss and liability. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Hotel Saranac, Saranac Lake, NY Merritt Hospitality LLC