The Board intends to contract for the provision of meeting room space in New York City, Long Island, and Westchester County for the bar examinations taking place in July 2024, July 2025, July 2026, July 2027, and July 2028. The award(s) will be for all five examinations, with the final two examinations (July 2027 and July 2028) as options that the Board can exercise at the Board’s sole discretion.

The bar examination is a two day test and is held on Tuesday and Wednesday with a move-in/set-up day on Monday. The first day consists of essay questions which candidates either handwrite or type on their laptop computers. The second day consists entirely of multiple choice questions. The Board requires meeting space which is suitable for testing candidates in a classroom style setup. Table tops must be smooth (no wood) and suitable for handwriting and bubbling in answer sheet grids with pencils. The meeting space must be quiet, clean and free from noise generated by other activities in the facility. Most candidates complete the essay portion of the examination on their personal laptops. This portion of the exam is six hours in length and candidates must have access to a power source during the entire exam.

(1) The Board estimates that it may need up to a total of 4,500 seats in the area covered by New York City, Long Island, and Westchester County, with a majority of the seats located in New York City. Preference will be given to bids that can accommodate all candidates, but the Board will still consider bids that can supply at least 500 seats . Multiple awards may be made to meet the total needed seating capacity, and failure to reach the maximum will not necessarily invalidate this RFP. Testing in one large facility is preferred. The facility must be located within close proximity to public transportation. The Board must also give consideration to the location of candidates and proctors when choosing test sites.

(2) The dates of the examination (including set-up day) to be covered by this award are as follows:

(3) The Board and its representatives will arrive at the location on Monday to set up/inspect the meeting space. The Board must have exclusive access to the meeting space from 6:00AM on Monday through 6:00PM on Wednesday, without interruption.

(4) Candidates must be seated at tables 6 feet in length, with two candidates per table.

(5) Tables must be smooth top (no wood). If the bidder is unable to supply the required tables, please state so on the bid sheet in the “Notes” section.

(6) Room must be available for a proctor chair and table for every 24 candidates

(7) Room must be available for a headquarters area for storage of examination materials, etc. during the examination.

(8) Room must be available for a Personal Belongings Room where candidates will leave coats, backpacks, etc. during the examination.

(9) The facility must be a quiet testing space equipped with adequate lighting, HVAC, and restrooms.

(10) Audio systems (microphones, speakers, etc.) must be available for each room so that oral instructions can be heard by all candidates.

(11) The facility must be able to provide electrical wiring (i.e. power strips, outlets) to EVERY candidate seat.

(12) All vendors must adhere to any social distancing requirements and limitations on density.

The facility must: (1) be accessible to individuals with disabilities; (2) have adequate lighting for testing; (3) have adequate HVAC; (4) have adequate restrooms; (5) have or be able to arrange for an audio system for giving instructions to candidates and proctors; and (6) have a loading dock or area for receiving the Board’s examination materials. The loading dock/area must be available by 6:00AM each morning and up until 6:00PM each night.

2024