Based Upon Percentage of Block - California Courts



Attachment 5Submission Form for Technical & Cost Proposal(Full Service)Proposer’s name, address, telephone and fax numbers, email and federal tax identification number. Firm (Legal Name):Address:Address Line 2:City, State, Zip CodeContact:Title:Phone Number:Email Address:Federal Tax ID Number:Web Site:Hotel Check-in and Check-out TimeGuest Room Reservation Cancellation PolicyPlease indicate date(s) you are offering for the program:Dates (dates not flexible)YesDecember 1 – 4, 2015Estimated Meeting and Function Room Block: Propose Meeting and Function Rooms schedule, including the date, time, and a description of the set is detailed below. Please add the Function room name, square footage, noting dimensions, any odd shapes, angles, pillars and other salient characteristics). Enter “n/a” for any items that are not applicable. PLEASE INCLUDE A DIAGRAM/MAP OF MEETING SPACEDateTimeFunctionSet-upExpected AttendanceRoom Name, SQ Footage & DescriptionMon-FriDay 1 – Day 5 (all program days)3pm - 24-hour holdAV Storage Room2 6ft tables around perimeter53pm - 24-hour holdStaff Office Rooms (3)2 Rounds of 8;or Hollow Square & tables along 2 walls10-20 Staff per room3pm - 24-hour holdConference Registration3 Build in Registration Desks or 6 tables for registration, materials, chairs1200 (flow)Tue – FriDay 2 – Day 524-hour holdFaculty Hospitality Meeting RoomHollow Square3024-hour holdExhibit Space /Knowledge Fair (space must have multiple internet conx’s)15 – 20 Table Tops (in Foyer preferred, close to all meeting space)Exhibit FlowTuesdayDay 2 7am –24 hoursTraining 1Crescent Rounds of 61007am –24 hoursMeeting 1Crescent Rounds of 6807am –24 hoursTraining 2Crescent Rounds of 61007am –24 hoursMeeting 2Crescent Rounds of 68024 hoursMeeting 3Crescent Rounds of 65011:30am –24 hoursLunchRounds203:00pmPM BreakBuffet1505:00pm – 24 hoursPlenary SessionAV set-upRounds or Crescent Rounds12005:00pm –24 hours4 BreakoutsAV set-upCrescent Rounds35-50 each5:00pm –24 hours8 Breakouts –AV set-upCrescent Rounds75-100 each5:00pm –24 hours4 Breakouts – AV set-upClassroom or Crescent Rounds125-150 eachWednesdayDay 324 hoursBreakfastBuffet35024 hoursAM BreakBuffet35024-hoursPlenary and Lunch(Ballroom)Crescent Rounds or Rounds110024 hoursPM BreakBuffet100024 hours4 BreakoutsCrescent Rounds35-50 each24 hours8 BreakoutsCrescent Rounds75-100 each24 hours4 BreakoutsClassroom or Crescent Rounds125-150 eachThursdayDay 424 hoursBreakfastBuffet100024 hoursAM BreakBuffet100024-hoursPlenary(Ballroom)Crescent Rounds or Rounds120024-hour holdLunch(can be in the same space as morning plenary)Rounds of 10120024 hoursPM BreakBuffet100024 hours4 BreakoutsCrescent Rounds35-50 each24 hours8 BreakoutsCrescent Rounds75-100 each24 hours4 BreakoutsClassroom or Crescent Rounds125-150 each5:0pm – 8pm Leadership Gathering with Chief JusticeBuffet (reception style)450 (flow)FridayDay 524 hoursBreakfastBuffet45024 hoursAM BreakBuffet45024-hour holdLunch -boxed(can be in the ballroom same as breakfast)Rounds of 10 (boxed)30024 hours -5pmPM BreakBuffet30024 hours -5pm6 BreakoutsCrescent Rounds75-100 each24 hours – 5pm4 BreakoutsClassroom or Crescent Rounds50-150 eachAre Meeting and Function Rooms compliant with American Disabilities Act (ADA)?YesNoCan the Program use its own audio-visual equipment at no additional charge?YesNoPlease include an audio-visual price list sheet with this proposal for the Program.Propose Meeting and Function Room Rates. Please note the maximum Meeting Room Rental as indicated on the RFP in Section 2.Based Upon Percentage of BlockInclusive Meeting Room Rental RatesIf the total sleeping rooms occupied equals 80-100% of the total sleeping rooms blocked.Request Complimentary (if possible)If the total sleeping rooms occupied equals 70–79% of the total sleeping rooms blocked.If the total sleeping rooms occupied equals 60–69% of the total sleeping rooms blocked.If the total sleeping rooms occupied equals 59% or less of the total sleeping rooms blocked.Propose Termination Fee and corresponding Effective Deadline Date. Please note the maximum Termination Fee as indicated on the RFP in Section 2:Item NumberTermination Effective Deadline DateInclusive Termination Feesa.Effective on or before:b.Effective on or before:c.Effective on or before:d.Effective on or after:Propose detailed Food and Beverage schedule, including specific menus provided for the unit price indicated: (Ex: Hot breakfast, AM/PM breaks: coffee/tea/soda, healthy and junk food items, Lunch: 3 course, plated, boxed and buffet options).? Type of Group MealUnit price Food and Beverage MenuEstimated Number of MealsInclusive Price per personDay 2Lunch (boxed or buffet)$32.00 20PM Break $15.00 150Day 3Breakfast Buffet $25.00 350AM Break$15.00350Lunch (plated)$40.001100PM Break $15.00 1000Day 4 Breakfast Buffet $25.00 1000AM break $15.00 1000Lunch (plated)$40.00 1200 PM Break $15.00 1000Leadership Gathering with Chief Justice (reception style)$28.00450Day 5Breakfast Buffet $25.00 450AM break $15.00 450Lunch (boxed or buffet) $32.00300PM Break$15.00 300Propose Sleeping Room schedule. Enter “n/a” for any items that are not applicable. DateType of Sleeping RoomEstimated Number of Sleeping Rooms RequestedConfirm number of rooms able to provideConfirm daily room rate (w/o taxes & surcharges)Confirm daily individual room rate w/ surcharges and/or tax (if applicableDate 1Single Occupancy20Date 2Single Occupancy400Date 3Single Occupancy700Date 4Single Occupancy400Date 5SingleOccupancy201540Are Sleeping rooms compliant with American Disabilities Act (ADA)?YesNoPropose the cut-off date for reservations:__________________Check either “yes” or “no” beside each of the items listed below. If applicable, propose the rate(s) for tax and/or surcharge below:Item NumberTypeYesNoPercentageRate Dollar Amounta.Hotel/motel transient occupancy tax waiver (exemption certificate for state agencies)b.Occupancy Tax rate:$c.Tourism, State Tax or Surcharge:$d.Tourism, State Tax or Surcharge:$Propose Parking price schedule, number of parking passes, discounted passes and parking rate inclusive of any service charges, gratuity, and/or sales tax. Enter “n/a” for any itemsthat are not applicable. Parking RateNumber of Complimentary parkingValet Parking Rate Self Parking Rate Oversize vehicles/SUV In/Out PrivilegesComplimentary parking Discounted Parking Group RateNormal Hotel Parking RatePropose High speed internet connection pricing: What are the daily (inclusive) charges for computer connection for individual guests in sleeping rooms? Cost amount: __________________or complimentary:_________________________What are the daily (inclusive) charges for an individual computer connected to the Internet in meeting rooms? Wi-Fi________________________Hardline_________________________Lowest (inclusive) packaged rate during program dates: WiFi________________Hardline_____________Are there any additional charges for multiple computers connected to the Internet where the client provides the necessary networking hardware? Yes No . If yes, how much per day? _____________ (Please propose the lowest inclusive package rate possible)Concessions/Other Program Needs (identify if included in other proposed pricing):Item No.DescriptionApproved (please note if approved)Alternative plimentary Registration area telephone/Bulletin Board2.(20) Complimentary easels 3.(8) Complimentary Wi-Fi lines for Registration and Staff Office4.Staff Office and AV storage area on total lock out – complimentary lock out and keys for staff5.(8) Complimentary Parking for event staffAdditional concessions:Propose options for transportation to the hotel on public transportation Discuss the various means of transportation to local airports.Discuss the approximate distance from major freeways.OFFER PERIODA Proposer's submission 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.L. Signature (must be completed by proposer): Signed this _________ day of _______________________, 20________.By:SignaturePrint NameTitle:The Judicial Council of California, Conference & Registration Services does not retain the services of third party or outsourced representation. All quoted rates are to be net, not commissionable. ................
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