Presiding Judge and Court Executive Officer Court Management Institute, RFP# CRS AK 424 (April 15, 2024)

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Agency: Judical Council of California
State: California
Level of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD15081049662377273
Posted Date: Apr 15, 2024
Due Date: Apr 29, 2024
Source: Members Only
Presiding Judge and Court Executive Officer Court Management Institute, RFP# CRS AK 424
RFP#: CRS AK 424

RFP Title: Presiding Judge and Court Executive Officer Court Management Institute

The Judicial Council of California seeks proposals from hotels for sleeping rooms and meeting space for Presiding Judge and Court Executive Officer Court Management Institute.

Dates: March 4 – 7, 2025 or February 25 – 28, 2025

Location: Burbank, LAX, Costa Mesa, San Diego, Anaheim, Sacramento, Santa Clara County, San Mateo County and Sonoma County.

Proposals must be received by END OF DAY Pacific Time, April 29, 2024.

E-mail proposals to: ConferenceRFPs@jud.ca.gov Subject line: CRS AK 424, PJ/CEO

Further information regarding this solicitation is set forth in Request for Proposals (RFP) No. CRS AK 424.

The Judicial Council of California, Conference and Registration Services, does not retain the services of third party or outsourced representation. All quoted rates are to be net, non-commissionable.

Attachment Preview

REQUEST FOR
PROPOSALS
JUDICIAL COUNCIL OF CALIFORNIA
REGARDING:
RFP TITLE: PRESIDING JUDGE AND
COURT EXECUTIVE OFFICER COURT
MANAGEMENT INSTITUTE
RFP NUMBER: CRS AK 424
(Full Service)
PROPOSALS DUE:
APRIL 29, 2024, NO LATER THAN End of day.
PACIFIC TIME
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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.
1.2 Program Description: This program offers a unique opportunity for presiding
judges, assistant presiding judges, and court executive officers to critically examine
and reflect on their individual and collective court governance and leadership
responsibilities.
1.3 History of the program:
• 2024 and 2019 – DoubleTree Sonoma, Rohnert Park
• 2023 – San Ramon Marriott
• 2020 – Napa Valley Marriott
• 2018 – Anaheim Majestic Garden hotel
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
2.1 The Judicial Council of California seeks the hotel for the following program:
• Title: Presiding Judge and Court Executive Officer Court Management Institute
• Dates: In preference order:
o First Choice: March 4 – March 7, 2025
o Second Choice: February 25 – February 28, 2025
• Description: Furnish sleeping rooms, meals, and meeting space for the program
• Locations: In no preference order:
Southern California: Burbank, LAX, Costa Mesa, San Diego and
Anaheim.
Northern California: Sacramento, Santa Clara County, San Mateo County
and Sonoma County.
• 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
maximums listed below cannot be accommodated.
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• Judicial Council of California’s maximum, all inclusive, termination fee and
maximum for meeting and function rooms rental: $10,000.00
• Judicial Council of California’s maximum sleeping room unit rate are:
o Burbank, Anaheim, Costa Mesa and LAX: $169.00
o San Diego: $194.00
o Sacramento: $145.00
o Sonoma County: $110.00
o San Mateo County: $222.00
o Santa Clara County: $245.00
• Judicial Council of California’s maximum food and beverage unit rates for group
meals, inclusive of tax and gratuity:
Breakfast
$25.00
AM Coffee Service
$8.00
Lunch
$40.00
• The Judicial Council of California, Conference and 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
RFP issued
Deadline for questions to
conferenceQandA@jud.ca.gov
Questions and answers posted (estimate only)
Latest date and time proposal may be submitted to:
ConferenceRFPs@jud.ca.gov
Evaluation of proposals (estimate only)
Short list of venues to be determined and site visits or
interviews to be arranged (estimate only)
Notice of Intent to Award (estimate only)
DATE
April 15, 2024
April 17, 2024
April 18, 2024
April 29, 2024
Week of May 6, 2024
Week of May 13, 2024
Week of May 20, 2024
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EVENT
Negotiations and execution of contract (estimate only)
DATE
Week of June 3, 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
Date Preference
Property
Meeting and Function space
Food and Beverage: Detailed customized menu
PERCENTAGE
30%
10%
5%
20%
25%
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.
Attachment 4: Darfur Contracting Act
Certification
Attachment 5: Submission form for
Technical & Cost Proposal
Attachment 6: Conflict of Interest
Certification Form
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.
Proposer must complete the Darfur Contracting Act Certification
and submit the completed certification with its proposal.
This form details the technical and cost 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.
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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 should include the RFP
number and RFP title (CRS AK 424, PJ/CEO) 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 meeting and function room schedule, including date, time and a description
of the meeting and function room (noting dimensions, any odd shapes, angles,
pillars and other salient characteristics). Propose schedule based upon the estimated
meeting and function room block indicated on Attachment 5.
Answer additional questions regarding the meeting space.
c. Propose program date and answer ADA compliance and AV questions.
d. Propose meeting and function room rates.
e. Propose termination fee and corresponding effective deadline date.
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