Request for Proposals
(“RFP”)
RFP Title: Judicial Council 100th
Anniversary Reception
RFP Number: CRS EG 486
(Full Service)
PROPOSALS DUE:
April 10, 2026 NO LATER THAN 11:59 PM
PACIFIC TIME
RFP Hotel (Full Service) – Rev. 12-2025
RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY RECEPTION
RFP NUMBER: CRS EG 486
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 Reception
• Dates:
December 10, 2026
• Description: Facilities for the program
• Location: San Francisco
• 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 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.
2.3 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.
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)
DATE
March 27, 2026
April 3, 2026
April 6, 2026
April 10, 2026
Week of April 20, 2026
Hotel (Full Service) – Rev. 12-2025
Page 1
RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY RECEPTION
RFP NUMBER: CRS EG 486
EVENT
Short list of venues to be determined and site visits or
interviews to be arranged (estimate only)
Notice of Intent to Award (estimate only)
Fully Executed Contract date (estimate only)
DATE
Week of April 20, 2026
Week of May 18, 2026
Week of July 6, 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
(Meeting room rental or F&B minimum and F&B cost)
Acceptance of Terms and Conditions
Location
Property
Other Program Needs: Internet and concessions
Total
PERCENTAGE
40%
10%
10%
30%
10%
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)
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.
Hotel (Full Service) – Rev. 12-2025
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY RECEPTION
RFP NUMBER: CRS EG 486
ATTACHMENT
DESCRIPTION
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.
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.
Hotel (Full Service) – Rev. 12-2025
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RFP TITLE: JUDICIAL COUNCIL 100TH ANNIVERSARY RECEPTION
RFP NUMBER: CRS EG 486
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 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 6. Answer ADA compliance and AV questions.
C. Propose meeting and function room rates.
D. Propose termination fee and corresponding effective deadline date.
E. Propose food and beverage menus, and food and beverage unit rate(s)
F. Other Program Needs:
1. Propose internet fees for meeting space
2. Propose concessions.
G. 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.
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.
Hotel (Full Service) – 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.
