PAO/EAC Fall I

Location:	California
Posted:	Nov 17, 2025
Due:	Dec 5, 2025
Agency:	Judical Council of California
Type of Government:	State & Local
Category:	42 - Fire Fighting, Rescue, and Safety Equipment
Solicitation No:	No. CRS-EG-478
Publication URL:	To access bid details, please log in.

Request for Proposal

PAO/EAC Fall I

How to Submit Proposals

Attachments 3-6 must be completed and received by the deadline date.

Submit Proposal(link sends email)

Deadline for Questions

Submit questions by 11:59 PM on December 5, 2025.

Submit Questions(link sends email)

Important dates

Issued date

November 17, 2025

Deadline

December 05, 2025

Status

Open
Topic

Conferences/Room Blocks
Deadline

December 05, 2025
ID#

CRS-EG-478

Description

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

Location: San Francisco

Date: September 13 - 18, 2026, October 4 – 9, 2026, or October 25 - 30, 2026.

Proposals must be received by 11:59 PM Pacific Time, December 5, 2025.

E-mail proposals to: ConferenceRFPs@jud.ca.gov(link sends email) . Subject Line: CRS-EG-478, PAO-EAC Fall I.

Further information regarding this solicitation is set forth in Request for Proposal (Attachments below).

The Judicial Council of California does not retain the services of third party or outsourced representations. All quoted rates are to be net, non-commissionable.

Attachments

Disclaimer

The Judicial Council, as a public entity, prohibits direct contact with any Council personnel during the solicitation process in order to maintain fairness and equality to all proposers.
Proposers are specifically directed NOT to contact any judicial branch entity personnel or consultants for meetings, conferences, or discussions that are related to the solicitation at any time between release of the solicitation and any award and execution of a contract.
Unauthorized contact with any judicial branch entity personnel or consultants may be cause for rejection of the Proposer’s proposal.

Attachment Preview

Request for Proposals

(“RFP”)

RFP Title: PAO-EAC Fall I

RFP Number: CRS EG 478

(Room Block Only)

PROPOSALS DUE:

December 5, 2025, NO LATER THAN 11:59

PM PACIFIC TIME

RFP Hotel (Room Block) – Rev. 05-2025

RFP TITLE: COW COUNTY JUDGE INSTITUTE

RFP NUMBER: CRS EG 474

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 The orientation courses for judges, commissioners, and referees are designed to

satisfy the content-based requirements of Rule 10.462(c)(1)(B) of the California

Rules of Court applicable to new judges and subordinate judicial officers. The

courses also satisfy the expectations and requirements of Rule 10.462(c)(4)

applicable to experienced judges and subordinate judicial officers new to, or

returning to, an assignment.

1.3 History of the program.

• October 2025 – Holiday Inn Golden Gateway San Francisco

• October 2024 – Stanford Court Hotel, San Francisco

• October 2023 – Holiday Inn Golden Gateway San Francisco

• October 2022 – Holiday Inn Sacramento Downtown

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:

PAO-EAC Fall I

• Dates:

September 13 - 18, 2026, October 4 – 9, 2026,

Or October 25 - 30, 2026

• The dates are listed in order of preference

• Description: Furnish sleeping room for the program

• Location: San Francisco: Union Square and Lower Nob Hill

• 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.

Hotel (Room Block) – Rev. 05-2025

Page 1

RFP TITLE: COW COUNTY JUDGE INSTITUTE

RFP NUMBER: CRS EG 474

• Judicial Council of California’s budgeted sleeping room unit rate: $210.00

maximum.

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)

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

Monday, November 17, 2025

Thursday, November 20, 2025

Friday, November 21, 2025

Friday, December 5, 2025

by 11:59 PM

Week of December 15, 2025

N/A

Week of January 12, 2026

N/A

TBD

Estimated date to deliver contract

to the hotel:

February 2, 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

Acceptance of Terms and Conditions

Date Preference

Property

Total

PERCENTAGE

35%

(30% guest rooms,

5% other cost)

10%

30%

25%

100

Hotel (Room Block) – Rev. 05-2025

Page 2

RFP TITLE: COW COUNTY JUDGE INSTITUTE

RFP NUMBER: CRS EG 474

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: 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

Hotel (Room Block) – Rev. 05-2025

Page 3

RFP TITLE: COW COUNTY JUDGE INSTITUTE

RFP NUMBER: CRS EG 474

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.

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.

Hotel (Room Block) – Rev. 05-2025

Page 4

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Daily notification on new contract opportunities

With GovernmentContracts, you can:

Find more opportunities and win more business
Receive daily alerts for all new bid opportunities
Get contract opportunities matched to your business

ONE WEEK FREE TRIAL

PAO/EAC Fall I

Attachment Preview

See also