REQUEST FOR
PROPOSALS
JUDICIAL COUNCIL OF CALIFORNIA
REGARDING:
RFP TITLE: PAO/EAC
RFP NUMBER: CRS EG 422
(Room Block Only)
PROPOSALS DUE:
Wednesday, April 3, 2024, NO LATER THAN End of
business. PACIFIC TIME
1.0 BACKGROUND INFORMATION
1.1 Judicial Council of California. The Judicial Council of California, chaired by the
Chief Justice of California, is the chief policy making agency of the California
judicial system. The California Constitution directs the council to improve the
administration of justice by surveying judicial business, recommending
improvements to the courts, and making recommendations annually to the
Governor and the Legislature. The council also adopts rules for court
administration, practice, and procedure, and performs other functions prescribed
by law. The Judicial Council of California is the staff agency for the council and
assists both the council and its chair in performing their duties.
History of the program.
November 2023 – Sacramento Natomas Courtyard
November 2022 – Sacramento -Holiday Inn
October 2022 – Holiday Inn Golden Gateway, San Francisco
January 2021/2020 – Remote
January 2019 – Holiday Inn Golden Gateway, San Francisco
January 2018 – Holiday Inn Golden Gateway, San Francisco
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
2.1 Program. The Judicial Council of California seeks the hotel or conference center
for the following program:
• Title:
• Dates:
PAO/EAC Room Block
Preferred date: November 17 – 22, 2024
Second option: November 3 – 8, 2024
The dates are listed in order of preference.
• Description: Furnish sleeping rooms
• Location: Sacramento downtown and Natomas only
The locations are not listed in order of preference.
• Payment: U.S. Bank National Association Travel Payment Services Card
(TPSC)
2.2 Maximum Rates and Fees. Preference will be given for costs proposed within the
maximum rates and fees established by the Judicial Council of California, as set
forth below. However please submit hotel’s best available rate if the county
maximum listed below cannot be accommodated.
Judicial Council of California’s maximum sleeping room unit rate:
$145.00 or best available rate
2.3 The Judicial Council of California, Conference & Registration Services does not
retain the services of third party or outsourced representation. All quoted rates are to be
net, not commissionable.
3.0 TIMELINE FOR THIS RFP
The Judicial Council of California has developed the following list of key events related
to this RFP. All dates are subject to change at the discretion of the Judicial Council of
California.
EVENT
DATE
RFP issued
Wednesday, March 20, 2024
Deadline for questions to
conferenceQ&A@jud.ca.gov
Monday, March 25, 2024
Questions and answers posted (estimate only)
Latest date and time proposal may be submitted to:
ConferenceRFPs@jud.ca.gov
Short list of venues to be determined and site visits or
interviews to be arranged. (estimate only)
Notice of Intent to Award (estimate only)
Tuesday, March 26, 2025
Wednesday, April 3, 2024
Week of April 22, 2024
Week of April 25, 2024
Contract due to the hotel (estimate only)
Friday, June 24, 2024
4.0 EVALUATION OF PROPOSALS
At the time proposals are opened, each proposal will be checked for the presence or
absence of the required proposal contents.
The Judicial Council of California will evaluate the proposals on a 100-point scale using
the criteria set forth in the table below. Award, if made, will be to the highest scored
proposal.
CRITERION
Cost
Acceptance of Terms and Conditions
Dates In Order of Preference
Property
Concessions
PERCENTAGE
40%
10%
30%
10%
10%
5.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP
ATTACHMENT
Attachment 1:
Administrative
Rules Governing
RFPs (Non-IT
Services)
Attachment
2: Judicial
Council of
California
Standard Terms
and Conditions
Attachment 3:
Proposer’s
Acceptance of
Terms and
Conditions
DESCRIPTION
These rules govern this solicitation
If selected, the person or entity submitting a proposal (the
“Proposer”) must sign a Judicial Council of California Standard
Form agreement containing these terms and conditions (the
“Terms and Conditions”).
On this form, the Proposer must indicate acceptance of the Terms
and Conditions or identify exceptions to the Terms and
Conditions. An “exception” includes any addition, deletion, or
other modification. If exceptions are identified, the Proposer
must also submit a red-lined version of the Terms and Conditions
that clearly identifies the benefit to the Judicial Council from the
proposed exception and provides a written explanation or
rationale for each proposed exception.
Note: A material exception, as determined by the Judicial
Council in its absolute and sole discretion, to any of the
Terms and Conditions will render a proposal non-responsive.
Attachment 4:
Darfur Contracting
Act Certification
Attachment 5:
Submission form
for Technical &
Cost Proposal
Attachment
6: Conflict of
Interest
Certification Form
Proposer must complete the Darfur Contracting Act Certification
and submit the completed certification with its proposal.
This form details the technical and pricing requirements for the
program and must be completed and submitted in response to
RFP’s technical requirements.
Proposer must complete Conflict of Interest Certification and
submit the completed certification with its proposal
6.0 SUBMISSIONS OF PROPOSALS
6.1 Proposals should provide straightforward, concise information that satisfies
the requirements of the “Proposal Contents” section below.
6.2 The Proposer must submit its proposal by e-mailing it to the following JCC
mailbox: ConferenceRFPs@jud.ca.gov. Proposers must indicate the RFP #
in the subject line of the e-mail and on each attachment submitted.
6.3 Proposals must be delivered by the date and time listed on the coversheet of this
RFP. The only acceptable proof of delivery for submittals made by e-mail will be
the automated receipt (with a date and time receipt) generated by the JCC mailbox
upon the successful receipt of the proposer’s emailed proposal. Submission
acceptance will be based on the date and time the e-mails are received by the
Judicial Council.
6.4 Late proposals will not be accepted. Proposals received after the deadline will be
rejected without review.
6.5 Only written proposals via e-mail will be accepted. Proposals may not be
transmitted by fax. Incomplete submittals may be rejected without review.
7.0 PROPOSAL & COST CONTENTS
7.1 Technical & Cost Proposal (Attachment 5). The following information must
be included in the technical & cost proposal. A proposal lacking any of the following
information may be deemed non-responsive.
a.
Legal name and address of firm (Proposer), the Contact’s name, title, telephone
numbers and E-mail address, federal tax identification number, web site, hotel
check-in/out time, and guest room reservation cancellation policy. Note that if
Proposer is a sole proprietor using his or her social security number, the social
security number will be required before finalizing a contract
b. Propose room block date.
c. Propose sleeping room unit rate(s).
d. Answer ADA compliance question.
e. Propose the cut-off date for reservations.
i.
Propose the sleeping room rate(s) for tax and/or surcharges.
g. Propose parking passes, complimentary passes and normal parking rate(s),
inclusive of any service charges, gratuity, and/or sales tax.
