New York State Contract Reporter #2140635

White Plains seminar lodging, parking, and shuttle services

The New York State Unified Court System is seeking hotel and guest-transportation services for a seminar in White Plains. - Government buyer: New York State Unified Court System (UCS), Office of Court Administration (OCA), Division of Grants, Contracts & Procurement. - Requested services and estimated quantities: - 390 guest room-nights across five nights, including up to 50 rooms for the first night and 85 rooms nightly for the next four nights. - 335 parking-space days: up to 35 for the first night and 75 nightly for the next four nights. - Shuttle service for up to 140 guest trips across five days: 30 guests per day for four days and 20 guests on the final day. - Pricing for two estimated no-shows and two late checkouts. - Notable requirements: Hotel must be within six miles of the New York State Judicial Institute, provide complimentary Wi-Fi, meet executive-level quality expectations, and comply with safety and accessibility requirements. Shuttle service is to run twice daily between the hotel and seminar site. UCS security personnel must have access to the hotel, and quoted rates must include applicable service and administrative charges. - Contract considerations: The agency may reduce awarded room nights by up to 20% without penalty. Shuttle transportation and an approved overflow hotel may be subcontracted; third-party travel management companies may not bid. - Named businesses: Hotel Saranac and Merritt Hospitality LLC are cited only as similar-contract references, not as identified bidders. No OEMs, product part numbers, or named prospective bidders are specified.

Description

The New York State Unified Court System, Office of Court Administration, is soliciting sealed bids for hotel lodging, parking, and shuttle transportation for guests attending a January 2027 seminar in White Plains, New York. Lodging and parking are required for January 3–7, with checkout on January 8; shuttle services are required January 4–8, 2027. The proposed hotel must be within six miles of the seminar location and meet specified quality, safety, and accessibility requirements. One estimated-quantity term contract is planned, with award to the lowest-cost responsible bidder compliant with the RFB.

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