Judicial Council 100th Anniversary

Request for Proposals
("RFP")
RFP Title: Judicial Council 100th
Anniversary
RFP Number: CRS EG 485
(Room Block Only)
PROPOSALS DUE:
April 6, 2026 NO LATER THAN 11:59 PM
PACIFIC TIME
RFP Hotel (Room Block) - Rev. 12-2025

RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
1.0 BACKGROUND INFORMATION
1.1 Judicial Council of California. The Judicial Council of California ("Judicial
Council"), 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.
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: Judicial Council 100th Anniversary
* Dates: December 10, 2026
* Description: Furnish sleeping room for the program
* Location: Listed in Order of Preference:
1. Union Square (Preferred location)
2. Lower Nob Hill
3. Japantown
4. Fisherman's Wharf
* Payment: U.S. Bank National Association Travel Payment Services Card
(TPSC); this payment method will serve as a guarantee of the
Program and will eliminate the need for a credit application or
purchase order for this function.
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 budgeted
room unit rate listed below cannot be accommodated.
* Judicial Council of California's budgeted sleeping room unit rate: $272.00 or
Best Available Rate
2.3 The Judicial Council of California is not obligated to pay for, and Contractor shall
not invoice for any resort fees, urban fees, or destination fees.
2.4 The Judicial Council of California does not retain the services of third party or
outsourced representation. All quoted rates are to be net, not commissionable.
Hotel (Room Block) - Rev. 12-2025 Page 1

RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
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 March 24, 2026
Deadline for questions to conferenceQandA@jud.ca.gov March 27, 2026
Questions and answers posted (estimate only) March 30, 2026
Latest date and time proposal may be submitted to:
ConferenceRFPs@jud.ca.gov April 6, 2026
Evaluation of proposals (estimate only) Week of April 13, 2026
Short list of venues to be determined and site visits or
interviews to be arranged (estimate only) Week of April 20, 2026
Notice of Intent to Award (estimate only) Week of April 20, 206
Negotiations and execution of contract (estimate only) N/A
Contract start date (estimate only) Start estimated date: April 27, 2026
Estimated due to the hotel:
May 29 , 2026
Contract end date (estimate only) December 11, 2026
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 PERCENTAGE
Cost (sleeping room rate 40
Acceptance of Terms and Conditions 10
Location in Order of Preference 25
Property 25
Total 100
5.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP:
ATTACHMENT DESCRIPTION
Attachment 1: Administrative These rules govern this solicitation.
Rules Governing RFPs (Non-IT
Services)
Hotel (Room Block) - Rev. 12-2025 Page 2

RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
ATTACHMENT DESCRIPTION
Attachment 2: Judicial Council of If selected, the person or entity submitting a
California Standard Terms and proposal (the "Proposer") must sign a Judicial
Conditions Council of California Standard Form agreement
containing these terms and conditions (the "Terms
and Conditions").
Attachment 3: Proposer's On this form, the Proposer must indicate
Acceptance of Terms and acceptance of the Terms and Conditions or identify
Conditions 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 Proposer must complete the Darfur Contracting Act
Contracting Act Certification Certification and submit the completed certification
with its proposal.
Attachment 5: General Proposer must complete the General Certifications
Certifications Form Form and submit the completed form with its
proposal.
Attachment 6: Submission form This form details the technical and cost
for Technical and Cost Proposal requirements for the program and must be
completed and submitted in response to RFP's
technical requirements.
6.0 SUBMISSIONS OF PROPOSALS
6.1 Proposals should provide straightforward, concise information that satisfies the
requirements of the "Proposal and Cost Contents" section below.
6.2 The Proposer must submit its proposal by emailing it to the following Judicial
Council mailbox: ConferenceRFPs@jud.ca.gov. Proposers must indicate the RFP
number and RFP title in the subject line of the email 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 email will be
the automated receipt (with a date and time receipt) generated by the Judicial
Council mailbox upon the successful receipt of the Proposer's emailed proposal.
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
Submission acceptance will be based on the date and time the emails 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 complete proposals submitted via email will be accepted. Incomplete
submittals may be rejected without review.
7.0 PROPOSAL and COST CONTENTS
7.1 Technical and Cost Proposal (Attachment 6). The following information must be
included in the technical and cost proposal. A proposal lacking any of the
following information may be deemed non-responsive. Rates exceeding the stated
maximums may impact hotel's ranking in the evaluation process.
A. Legal name and address of firm (Proposer), the Sales Contact's name,
title, telephone numbers and email address, website, federal tax
identification number, business license information, ADA information,
construction/renovation information, hotel check-in/out time, guest room
reservation cancellation policy, amount held for incidentals, direct
billing/master account information, and dates offered. 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 sleeping room schedule with unit rate(s) and proposed cut-off
date for reservations.
C. Propose the dollar amount for tax and/or surcharges on sleeping rooms.
D. Other Program Needs:
1. Propose parking passes, complimentary passes and normal parking
rate(s), inclusive of any service charges, gratuity, and/or sales tax.
2. Propose internet fees for individual guest rooms.
3. Propose concessions.
E. Propose transportation options.
F. 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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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
A. On Attachment 3, the Proposer must either indicate acceptance of the
Terms and Conditions or clearly identify exceptions to the Terms and
Conditions in the Standard Agreement (Attachment 2).
B. If exceptions are identified, the Proposer must also submit a red-lined
version of the Terms and Conditions that clearly tracks proposed changes,
and a written explanation or rationale for each exception and/or proposed
change.
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.
7.3 Certifications, Attachments, and Other Requirements.
A. Proposer must complete the Darfur Contracting Act Certification
(Attachment 4) and submit the completed certification with its proposal.
B. Proposer must complete the General Certifications Form (Attachment 5)
and submit the completed form with its proposal.
C. If Proposer is a corporation, the Proposer must submit proof that Proposer
is in good standing and qualified to conduct business in California.
D. The Proposer must submit a copy of applicable business license(s).
7.4 Submission of Proposals
A. The Proposer must include the following attachments:
* Attachment 2 - Judicial Council of California Standard Terms
and Conditions - only if there are exceptions/modifications as
indicated on Attachment 3.
* Attachment 3 - Proposer's Acceptance of Terms and Conditions
* Attachment 4 - Darfur Contracting Act Certification
* Attachment 5 - General Certifications Form
* Attachment 6 - Submission Form for Technical and Cost Proposal
including a current business license.
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
8.0 OFFER PERIOD
A Proposer's proposal is an irrevocable offer for sixty (60) days following the proposal
due date. In the event a final contract has not been awarded within this sixty (60) day
period, the Judicial Council of California reserves the right to negotiate extensions to this
period.
9.0 INTERVIEWS
The Judicial Council of California may conduct interviews with Proposers to clarify
aspects set forth in their proposals. If conducted, interviews will likely be conducted by
phone or during site visits. The Judicial Council of California will not reimburse
Proposers for any costs incurred pertaining to an interview, including travel expenses.
The Judicial Council of California will notify eligible Proposers regarding interview
arrangements.
10.0 RIGHTS
The Judicial Council of California reserves the right to reject any and all proposals, in
whole or in part, as well as the right to issue similar RFPs in the future. This RFP is in no
way an agreement, obligation, or contract and in no way is the Judicial Council of
California or the State of California responsible for the cost of preparing a proposal. One
copy of each proposal will be retained by the Judicial Council of California for official
files and will become a public record.
11.0 CONFIDENTIAL OR PROPRIETARY INFORMATION
PROPOSALS ARE SUBJECT TO DISCLOSURE TO THIRD PARTIES AND
MEMBERS OF THE PUBLIC PURSUANT TO APPLICABLE LAWS, INCLUDING
PUBLIC DISCLOSURE PURSUANT TO RULE 10.500 OF THE CALIFORNIA
RULES OF COURT. Except as required by law, the Judicial Council of California will
not disclose (i) social security numbers, or (ii) balance sheets or income statements
submitted by a Proposer that is not a publicly traded corporation. All other information in
proposals may be disclosed in response to applicable public records requests, or as
otherwise required by law. Such disclosure may be made regardless of whether the
proposal (or portions thereof) is marked "confidential," "proprietary," "copyright (C)," or
otherwise, and regardless of any statement in the proposal (a) purporting to limit the
Judicial Council of California's right to disclose information in the proposal, or (b)
requiring the Judicial Council of California to inform or obtain the consent of the
Proposer prior to the disclosure of the proposal (or portions thereof). Any proposal that is
password protected, or contains portions that are password protected, may be rejected.
Submission of any proposal pursuant to this RFP constitutes acknowledgment and
consent by the Proposer to the potential public disclosure of its proposal content, pursuant
to this Section 12.0. Proposers are accordingly cautioned not to include confidential,
proprietary, or privileged information in proposals.
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
12.0 DISABLED VETERAN BUSINESS ENTERPRISE PARTICIPATION GOALS
The Judicial Council of California has waived the inclusion of DVBE participation in this
solicitation.
13.0 PROTESTS
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch
Contract Manual (see www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a
Proposer to comply with the protest procedures set forth in that chapter will render a
protest inadequate and non-responsive and will result in rejection of the protest. The
deadline for the Judicial Council of California to receive a solicitation specifications
protest is the due date and time for submittal of proposals.
Protests should be submitted by email to Contracts@jud.ca.gov.
14.0 GENERATIVE ARTIFICIAL INTELLIGENCE
Definitions:
"Artificial intelligence" or "AI" means technology that enables computers and machines
to reason, learn, and act in a way that would typically require human intelligence.
"Generative Artificial Intelligence" or "GenAI" means an artificial intelligence system
that can generate derived synthetic content, including text, images, video, audio, code,
and data visualizations, that emulates the structure and characteristics of the system's
training data.
14.1 In its proposal, Proposer must notify the Judicial Council if Proposer's goods or
services contain or utilize GenAI (or will contain or utilize GenAI), or if GenAI is
or will be included in any services, goods, or deliverables that materially impact:
A. functionality of a Judicial Council system (i.e., the work using GenAI
could have a significant, substantial effect on the system's data integrity,
availability, confidentiality, or security, and failure to perform such work
in accordance with the contract could cause major disruptions to Judicial
Council operations);
B. risk to the Judicial Council (i.e., the work using GenAI could have a
significant, substantial effect on the Judicial Council's operations,
finances, security, or reputation, and failure to perform such work in
accordance with the contract would constitute a high likelihood of damage
to the Judicial Council); or
C. contract performance (i.e., when failure to conduct work which uses
GenAI in accordance with the contract would constitute a material breach
of contract).
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
14.2 Proposer's failure to disclose GenAI to the Judicial Council may result in
disqualification (at the Judicial Council's sole discretion), and the Judicial
Council reserves the right to seek any and all relief it may be entitled to as a result
of such non-disclosure.
14.3 The Judicial Council reserves the right to incorporate GenAI-related provisions
into the final contract and to reject bids/offers that present an unacceptable level
of risk to the Judicial Council, as determined by the Judicial Council in its sole
discretion.
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