Presiding Judge and Court Executive Officer Court Management Institute (Full Conference)

Request for Proposals
("RFP")
RFP Title: Presiding Judge and
Executive Officer Court Management
Institute (Full Conference)
RFP Number: CRS-SP-488
(Full Service)
PROPOSALS DUE:
5/7/2026 NO LATER THAN 11:59 PM
PACIFIC TIME
RFP Hotel (Full Service) - Rev. 12-2025

RFP TITLE: PRESIDING JUDGE AND COURT EXECUTIVE OFFICER COURT MANAGEMENT INSTITUTE (FULL
CONFERENCE)
RFP NUMBER: CRS-SP-488
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.
1.2 Presiding Judges and Court Executive Officers. 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.
* 2026, Hyatt Regency Sonoma Wine Country, Santa Rosa
* 2024, Doubletree by Hilton Sonoma Wine Country, Rohnert Park
* 2022, San Ramon Marriott, San Ramon
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: Presiding Judge and Court Executive Officer Court
Management Institute (Full Conference)
* Dates: In no preference order: February 21-25, 2027 or
February 23-27, 2027
* Description: Furnish sleeping rooms, meals and facilities for the program
* Location: In no preference order: Anaheim/Garden Grove, Burbank,
Costa Mesa, Glendale, San Diego
* 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 maximum meeting and function rooms rental:
$10,000.00
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RFP TITLE: PRESIDING JUDGE AND COURT EXECUTIVE OFFICER COURT MANAGEMENT INSTITUTE (FULL
CONFERENCE)
RFP NUMBER: CRS-SP-488
C. Propose the dollar amount for tax and/or surcharges on sleeping rooms.
D. 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.
E. Propose meeting and function room rates.
F. Propose termination fee and corresponding effective deadline date.
G. Propose food and beverage menus, and food and beverage unit rate(s)
inclusive of sales tax and service charge based on budgeted unit prices as
stated in Section 2.
H. 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 meeting space and individual guest
rooms.
3. Propose concessions.
I. Propose transportation options.
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.
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.
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RFP TITLE: PRESIDING JUDGE AND COURT EXECUTIVE OFFICER COURT MANAGEMENT INSTITUTE (FULL
CONFERENCE)
RFP NUMBER: CRS-SP-488
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
B. The Proposer should include the following attachments:
* Capacity chart and floor plan
* Fit to scale diagrams
* Audio-visual price list sheet
8.0 OFFER PERIOD
A Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal
due date. In the event a final contract has not been awarded within this ninety (90) 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
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RFP TITLE: PRESIDING JUDGE AND COURT EXECUTIVE OFFICER COURT MANAGEMENT INSTITUTE (FULL
CONFERENCE)
RFP NUMBER: CRS-SP-488
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.
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.
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RFP TITLE: PRESIDING JUDGE AND COURT EXECUTIVE OFFICER COURT MANAGEMENT INSTITUTE (FULL
CONFERENCE)
RFP NUMBER: CRS-SP-488
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).
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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