Supervising Judge Institute, RFP# CRS AK 429 (April 12, 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: NBD15081131304367776
Posted Date: Apr 12, 2024
Due Date: Apr 26, 2024
Source: Members Only
Supervising Judge Institute, RFP# CRS AK 429

RFP Number: CRS AK 429

RFP Title: Supervising Judge Institute

The Judicial Council of California seeks proposals from hotels for sleeping rooms for Supervising Judge Institute.

Dates: February 5 – 7, 2025 or February 12 – 14, 2025 or February 2 – 4, 2025

Location: San Francisco (Union Square, Nob Hill and South Polk Street only)

Rate: up to $185

Proposals must be received by END OF DAY Pacific Time, April 26, 2024.

E-mail proposals to: ConferenceRFPs@jud.ca.gov Subject line: CRS AK 429, Supervising Judge Institute

Further information regarding this solicitation is set forth in Request for Proposals (RFP) No. CRS AK 429.

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: SUPERVISING JUDGE
INSTITUTE
RFP NUMBER: CRS AK 429
(Room Block Only)
PROPOSALS DUE:
Friday, April 26, 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 Education for Supervising Judges, per CRC 10.462(c)(2)(a)
1.3 History of the program.
2024 – Holiday Inn Golden Gateway, San Francisco
2023 – Hotel Spero, San Francisco
2021 & 2022 – Remote
2020 – Stanford Court Hotel, San Francisco
2019 – SF Union Square Courtyard
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
2.1 Program. The Judicial Council of California seeks the hotel for the following
program:
• Title: Supervising Judge Institute
• Dates in order of preference:
o 1st Choice: February 5 – February 7, 2025
o 2nd Choice: February 12 – February 14, 2025
o 3rd Choice: February 2 – February 4, 2025
• Description: Furnish sleeping rooms for the program
• Location: San Francisco (Union Square, Nob Hill and South Polk Street only)
• Payment: Citibank, NA Corporate Meeting Cards (CMC)
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: up to $185.00.
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.
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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
conferenceQ&A@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)
Contract due to the hotel (estimate only)
DATE
April 12, 2024
April 16, 2024
April 17, 2024
April 26, 2024
End of Day
Week of April 29, 2024
Week of May 6, 2024
Week of May 13, 2024
Week of June 7, 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
Location Preference
Property
PERCENTAGE
40%
10%
25%
5%
20%
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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 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
title and RFP number (CRS AK 429, Supervising Judge Institute) 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.
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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.
h. Propose Internet fees for individual guest rooms.
i. Acceptance of additional program needs and concessions.
j. Provide the signature of the proposer.
NOTE: It is unlawful for any person engaged in business within this state to sell or use
any article or product as a “loss leader” as defined in Section 17030 of the Business and
Professions Code.
7.2 Acceptance of the Terms and Conditions.
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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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