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 which date(s) you are offering for the programDatesYesNoDate 1 (first choice)March 3-7, 2019Date 2 (second choice)March 10-14, 2019**Dates listed are in order of preference**Billing YesNoDoes the property accept direct billing (master account)? Daily Amount TotalWhat is the amount held for incidentals upon check-inEstimated 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. TimeFunctionSet UpExpected AttendanceRoom NameSq. FootageDate 1 – Set up day3:00 pm – 24 hr holdOn-site officeConferenceThree 6 ft. tables along perimeter wall63:00 pm – 24 hr holdAV StorageTwo 6ft tables with two chairs23:00 pm – 24 hr holdGeneral SessionCrescentsRiser w/ Head Table for fourLectern6ft observer table with two chairs placed in back of room1403:00 pm – 24 hr holdBreak Out #1CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room603:00 pm – 24 hr holdBreak Out 2CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room453:00 pm – 24 hr holdBreak Out 3CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room35Date 2Program Day 1 – 7 am – 6 pm24 hr holdOn-site officeConferenceThree 6 ft. tables along perimeter wall624 hr holdAV StorageTwo 6ft tables with two chairs26 am – 24 hr holdFaculty OfficeConference86 am – 24 hr holdRegistration2 six ft tables with 2 chairs2 additional six ft tables placed along wall behind27:00 – 8:30 amBreakfastRounds of 1012024 hr holdGeneral SessionCrescentsRiser w/ Head Table for fourLectern6ft observer table with two chairs placed in back of room14024 hr holdBreak Out #1CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room6024 hr holdBreak Out 2CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room4524 hr holdBreak Out 3CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room3510 – 10:15 amAM Coffee/Tea ServiceFlow12012:00 – 1:30Lunch w/ SpeakerRounds of 10RiserLectern120Date 3Program Day 2 – 7 am – 6 pm24 hr holdOn-site officeConferenceThree 6 ft. tables along perimeter wall624 hr holdAV StorageTwo 6ft tables with two chairs26 am – 24 hr holdFaculty OfficeConference824 hr holdRegistration2 six ft tables with 2 chairs2 additional six ft tables placed along wall behind27:00 – 8:30 amBreakfastRounds of 1012024 hr holdGeneral SessionCrescentsRiser w/ Head Table for fourLectern6ft observer table with two chairs placed in back of room14024 hr holdBreak Out #1CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room6024 hr holdBreak Out 2CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room4524 hr holdBreak Out 3CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room3510 – 10:15 amAM Coffee/Tea ServiceFlow12012:00 – 1:30Lunch w/ SpeakerRounds of 10RiserLectern120Date 4Program Day 3 – 7 am – 3 pm6 am – 3 pmOn-site officeConferenceThree 6 ft. tables along perimeter wall624 hr hold –AV StorageTwo 6ft tables with two chairs26 am – 3 pmFaculty OfficeConference86 am – 1 pmRegistration2 six ft tables with 2 chairs2 additional six ft tables placed along wall behind27:00 – 8:30 amBreakfastRounds of 101206 am – 3 pmGeneral SessionCrescentsRiser w/ Head Table for fourLectern6ft observer table with two chairs placed in back of room1406 am – 3pmBreak Out #1CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room606 am – 3 pmBreak Out 2CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room456 am – 3 pmBreak Out 3CrescentsHead Table Lectern6ft observer table with two chairs placed in back of room3510 – 10:15 amAM Coffee/Tea ServiceFlow12012:00 – 1:30Lunch w/ SpeakerRounds of 10RiserLectern120Are 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.**Note** Maximum Meeting room rental is $10,000.00**Based Upon Percentage of BlockInclusive Meeting Room Rental RatesIf the total sleeping rooms occupied equals 80-100% of the total sleeping rooms plimentaryIf 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:**Note** Maximum Termination Fee is $10,000.00**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 Food and Beverage schedule, including specific menus provided for the unit price indicated on the Form for Submission of Cost Pricing. **Note** Food and Beverage amounts are at state maximums-no exceptions and are inclusive of service charge and tax**Type of Group MealFood and Beverage MenuEstimated Number of MealsInclusive Price per personDate 2Breakfast Buffet 120$25AM Coffee Service120$8Lunch120$40Date 3Breakfast Buffet 120$25AM Coffee Service120$8Lunch120$40Date 4Breakfast Buffet 120$25AM Coffee Service120$8Lunch120$40Propose Sleeping Room schedule. Enter “n/a” for any items that are not applicable. DateType of Sleeping RoomEstimated Number of Sleeping RoomsConfirm number of rooms able to provideConfirm daily room rate (w/o taxes & surcharges)Confirm daily individual room rate w/ surcharges and/or tax (if applicableDate 1Single Occupancy110Date 2Single Occupancy110Date 3Single Occupancy110Date 4 Single Occupancy2Date 5Check-outCheck out332Are Sleeping rooms compliant with American Disabilities Act (ADA)?YesNoPropose the cut-off date for reservations:__________________Check either “yes” or “no” beside each of the items listed below. If applicable, propose the rate(s) for tax and/or surcharge below:Item NumberTypeYesNoPercentageRate Dollar Amounta.Hotel/motel transient occupancy tax waiver (exemption certificate for state agencies)b.Occupancy Tax rate:$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. Enter “n/a” for any items that 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 internet connection pricing. What are the daily charges for meeting room WiFi connectivity (package)? ____________________What are the daily charges for an individual computer connected to the Internet in meeting rooms? __________________What are the daily charges for computer connection for individual guest rooms? __________________Are there 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 package rate possible)Other Program Needs (identify if included in other proposed pricing):Item No.DescriptionApproved (please note if approved)Alternative plimentary Registration area telephone2.(5) Complimentary easels3.(4) Complimentary Wireless Internet for Registration and Offices4.Staff Office and AV storage area on total lock out – complimentary lock out and keys for plimentary room policy – please indicate how many booked rooms will earn 1 complimentary room.Additional concessions:Discounted or comp meeting room WiFiFive complimentary parking passesPropose 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: ................
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