RFP Title: 19Th Annual AB1058 Child Support Training Conference

Attachment 5 RFP Title: 19th Annual AB1058 Child Support Training Conference RFP Number: CRS AU 129

Attachment 5 Submission Form for Technical & Cost Proposal (Full Service)

A. Proposer’s name, address, telephone and fax numbers, email and federal tax identification number.

Firm (Legal Name):

Address:

Address Line 2:

City, State, Zip Code

Contact:

Title:

Phone Number:

Email Address:

Federal Tax ID Number: Web Site:

Hotel Check-in and Check-out Time Guest Room Reservation Cancellation Policy

Please indicate which date(s) you are offering for the program

Dates Yes No Preferred Dates: October 12 – 16, 2015 Option 2: September 7 – 11, 2015 Option 3: Aug. 31 – Sept. 4, 2015

of 9 Attachment 5 RFP Title: 19th Annual AB1058 Child Support Training Conference RFP Number: CRS AU 129

B. Estimated 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 provide capacity chart and floor plan of space proposed.

Time Function Location Set Up Date Day 1 Date 1 5:00pm – 24 hr hold AV Storage N/A Date 2-5

Date 2-5 7 am – 24 hr hold Staff Office Rounds Date 2 -5 7 am – 24 hr hold AV Storage N/A Date 2 -5 7 am – 24 hr hold Faculty Office Rounds Date 2-5 7 am – 24 hr hold Hospitality Office Conference Date 2-5 7 am – 24 hr hold Registration 2-6ft tables or built-in Day 2 Date 2 7:00 – 8:00 am Breakfast Rounds Date 2 10:00 – 10:30 am AM Break Buffet Date 2 8 am – 24 hr. hold Breakout #1 Crescent Rounds Date 2 12:00 – 1:00 pm Lunch Rounds – no speaker Date 2 3:00 – 3:15 pm PM Break Buffet Date 2 3:00 pm – 24 hr hold General Session Room Set – Crescent rounds/Riser/ up Lectern Date 3 Date 3 7:00 – 8:30 am Breakfast Buffet/Rounds Date 3 24 hr. hold General Session Crescent Rounds

Date 3 10:00 – 10:30 am AM Break Buffet Date 3 12:00 pm Lunch Rounds –no speaker (separate space from General Session) Date 3 24 hrs. Breakout # 1 Crescent Rounds

Date 3 24 hrs Breakout # 2 Crescent Rounds

Date 3 3:00 – 3:15 pm PM Break Buffet/Flow Date 4 Date 4 7:00 am – 8:30 am Breakfast Buffet/rounds

Date 4 10:00 – 10:30 am AM Break Buffet

Date 4 12:00 pm Lunch Rounds – no speaker

Date 4 24 hr. hold General Session Crescent Rounds

Date 4 24 hrs Breakout # 7 Classroom w/ Internet(must be able to fit 15 laptops with wireless service) Date 4 24 hrs Breakout # 8 Classroom w/ Internet(must be able to fit 15 laptops with wireless service) Date 4 3:00 – 3:15 pm PM Break Buffet

Date 5 7:00 8:30 am Breakfast Buffet/Rounds

Date 5 10:00 – 10:30 am AM Break Buffet

Date 5 11:30am – 1pm Staff Lunch Boxed Date 5 24 hrs – 5:00 pm Breakout # 1 Crescent Rounds

Date 5 24 hrs – 5:00 pm Breakout # 2 Crescent Rounds

Are Meeting and Function Rooms compliant with American Disabilities Act (ADA)? Yes No

Can the Program use its own audio-visual equipment at no additional charge? Yes No

Please include an audio-visual price list sheet with this proposal for the Program.

C. 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 Block Inclusive Meeting Room Rental Rates

If the total sleeping rooms occupied equals 80-100% of the total sleeping rooms blocked. Complimentary

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.

D. Propose Termination Fee and corresponding Effective Deadline Date. Please note the maximum Termination Fee as indicated on the RFP in Section 2:

Inclusive Termination Item Termination Effective Deadline Date Fees Number

a. Effective on or before:

b. Effective on or before:

c. Effective on or before:

d. Effective on or after:

E. Propose Food and Beverage schedule, including specific menus provided for the unit price indicated on the Form for Submission of Cost Pricing. (Breakfast with protein, three course lunches, sweet/savory breaks).

Type of Group Meal Food and Beverage Menu Estimated Inclusive Price Number of per person Meals

Date 2 Breakfast Buffet 15

AM Break 15

Lunch 15

PM Break 30

AM Break 200

Lunch 200

PM Break 200

Date 4

Type of Group Meal Food and Beverage Menu Estimated Inclusive Price Number of per person Meals

Breakfast Buffet 300

AM Break 300

Lunch 300

PM Break 300

AM Break 200

Lunch (boxed) 10

F. Propose Sleeping Room schedule. Enter “n/a” for any items that are not applicable.

Confirm Confirm Confirm Date Type of Estimated number of daily room daily Sleeping Number of rooms able rate (w/o individual Room Sleeping to provide taxes & room rate Rooms surcharges) w/ surcharges and/or tax (if applicable Date 1 Single 15 Occupancy Page 6 of 9 Attachment 5 RFP Title: 19th Annual AB1058 Child Support Training Conference RFP Number: CRS AU 129

Confirm Confirm Confirm Date Type of Estimated number of daily room daily Sleeping Number of rooms able rate (w/o individual Room Sleeping to provide taxes & room rate Rooms surcharges) w/ surcharges and/or tax (if applicable Date 2 Single 160 Occupancy Date 3 Single 260 Occupancy Date 4 Single 200 Occupancy Date 5 Check-out n/a 635

Are Sleeping rooms compliant with American Disabilities Act (ADA)? Yes No

Propose the cut-off date for reservations: ______

G. Check either “yes” or “no” beside each of the items listed below. If applicable, propose the rate(s) for tax and/or surcharge below:

Percentage Dollar Item Type Yes No Rate Amount Number a. 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: $

H. 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 items that are not applicable. Page 7 of 9 Attachment 5 RFP Title: 19th Annual AB1058 Child Support Training Conference RFP Number: CRS AU 129

Number of Valet Parking Rate Self Parking Oversize In/Out Privileges Parking Rate Complimentary Rate vehicles/SUV parking Complimentary parking Discounted Parking Group Rate Normal Hotel Parking Rate

I. Propose High speed internet connection pricing.

 Please propose the lowest package cost you can provide for multiple connections during the conference daily or total (inclusive of tax/labor/gratuity fees):

Wired______Wireless ______

 What are the daily charges for computer connection in guest rooms:______

 What are the daily charges for an individual computer connected to in meeting rooms?

Wired______Wireless ______

J. Other Program Needs (identify if included in other proposed pricing):

Item Description Approved Alternative No. (please note if approved) 1. Complimentary Registration area telephone 2. (20) Complimentary easels 3. Complimentary 2 wired and 2 wireless internet connections for program Registration 4. Staff Office and AV storage area on total lock out – complimentary lock out and keys for staff 5. (8) Complimentary Parking for event staff 6. Complimentary room policy – please indicate how many booked rooms will earn 1 complimentary room. Additional concessions:

K. 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 PERIOD

A 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: Signature Print Name Title:

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.