Request for Propos als
(“RFP”)
RFP Title : Judic ia l Counc il 100th
Annive rs a ry
RFP Num be r: CRS EG 485
(Room Bloc k 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
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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
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)
Negotiations and execution of contract (estimate only)
Contract start date (estimate only)
Contract end date (estimate only)
DATE
March 24, 2026
March 27, 2026
March 30, 2026
April 6, 2026
Week of April 13, 2026
Week of April 20, 2026
Week of April 20, 206
N/A
Start estimated date: April 27, 2026
Estimated due to the hotel:
May 29, 2026
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
Cost (sleeping room rate
Acceptance of Terms and Conditions
Location in Order of Preference
Property
Total
PERCENTAGE
40
10
25
25
100
5.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP:
ATTACHMENT
Attachment 1: Administrative
Rules Governing RFPs (Non-IT
Services)
DESCRIPTION
These rules govern this solicitation.
Hotel (Room Block) – Rev. 12-2025
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY
RFP NUMBER: CRS EG 485
ATTACHMENT
Attachment 2: Judicial Council of
California Standard Terms and
Conditions
Attachment 3: Proposer’s
Acceptance of Terms and
Conditions
DESCRIPTION
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: General
Certifications Form
Attachment 6: Submission form
for Technical and Cost Proposal
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.
Proposer must complete the General Certifications
Form and submit the completed form 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.
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.
Hotel (Room Block) – Rev. 12-2025
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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.
Hotel (Room Block) – Rev. 12-2025
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
