Attachment C_Bidder Questionnaire Form Final.docx
DOCX document 34 KB Posted
- Attached to
- WA State AOC Mutli Conference RFP
- Solicitation number
- 2026-10-15
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This is a Bidder Questionnaire Form for the Washington State Administrative Office of the Courts (AOC) Multi-Conference RFP #2026-10-15, designed to evaluate competitive proposals from conference venues seeking to establish contracts for multiple judicial conferences. The AOC is soliciting proposals from various venues to secure dates, accommodations, and meeting space for ten specified conferences, including the Superior Court Judges' Spring Program, District and Municipal Court Judges' Spring Program, Annual Washington Judges Conference, District and Municipal Court Administrators' Spring Program, Better Together Leadership Workshop, Appellate Spring Program, Washington Juvenile Court Administrators Association, Superior Court Administrators' Spring Program, Judicial College, and an Ad Hoc Vendor Pool List option. The questionnaire requires bidders to respond to detailed questions across five sections addressing conference participation, meeting space and guest room specifications, food and beverage capabilities, concessions offerings, and contract language requirements.
The questionnaire is submitted in MS Word format and focuses on venue capacity, amenities, and service terms without requiring pricing information in this particular form. Bidders must specify maximum meeting space capacities in various configurations, available lodging room quantities and types, blackout dates, accessible accommodations, online reservation capabilities, direct billing options, and built-in audiovisual features. Food and beverage inquiries address per diem rates, breakfast requirements including protein options, buffet lunch capabilities, dietary accommodations, and beverage service pricing structures. The concessions section evaluates complimentary guest room ratios, room upgrades, waived or reduced rental fees based on food and beverage spending, discounted meeting space rates, extended lodging rates, parking and shuttle service options, and audiovisual discounts. Critical contract language requirements include cancellation and rebooking provisions without penalty, adherence to per diem rates for both food and lodging, reduced attrition penalties, state payment methods via direct bill with no deposit requirements upon approval, vendor registration with the Office of Financial Management, and net 30-day payment terms following invoice approval.
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Other files
| File | Type | Posted |
|---|---|---|
| Formal 2026_10_15 Multi Conference RFP_Final.pdf | ||
| Attachment A_Proposal Submission Letter Final.docx | DOCX document | |
| Attachment B_Bidder Certification Final.docx | DOCX document |
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Text version
Competitive Solicitation RFP # 2026-10-15 Attachment C, Questionnaire Form Bidder Name _____________________
ATTACHMENT D: Questionnaire
This form is broken into three (5) sections:
Section 1. List all the conferences Section 2. Meeting Space and Guest Rooms Section 3. F&B Section 4. Concessions Section 5. Contract language
· Do not provide links with any of your answers.
· Use the space provided under the question for your answer. Expand the column as needed.
· Submit in MS WORD format. Do not PDF this document.
| 1 |
| Select all the conferences you are providing a proposal for. |
| Not Scored |
| A |
| Superior Court Judges’ Spring Program (SCJA) |
Yes or No
| B |
| District and Municipal Court JUDGES’ Spring Program (DMCJA) |
Yes or No
| C |
| Annual Washington Judges Conference (Annual) |
Yes or No
| D |
| District and Municipal Court ADMINISTRATORS’ Spring Program |
(DMCMA)
Yes or No
| E |
| Better Together Leadership Workshop (BT) |
Yes or No
| F |
| Appellate Spring Program (COA) |
Yes or No
| G |
| Washington Juvenile Court Administrators Association (WAJCA) |
Yes or No
| H |
| Superior Court ADMINSTRATORS’ Spring Program (AWSCA) |
Yes or No
| I |
| Judicial College (JC) |
Yes or No
| J |
| Ad Hoc – Vendor Pool List |
Yes or No
| 2 |
| Meeting Space and Guest Rooms Questions |
| Not Scored |
| A |
| Question: Provide maximum capacities for meeting space (crescent rounds, classroom, U-Shape, Reception, banquet, etc.) |
ANSWER:
| B |
| Question: Do you blackout dates or dates when prices are over prevailing per diem? |
ANSWER:
| C |
| Question: Do you have staging? What size (min-max)? |
ANSWER:
| D |
| Question: Do you ramp and stair for staging? If not, are you able to rent or obtain? |
ANSWER:
| E |
| Question: Will the meeting space accommodate accessible aisles? |
| F |
| Question: What is the maximum number of lodging rooms available for a group? |
ANSWER:
| G |
| Question: What are the lodging room types (King, Double Queen, etc.) |
ANSWER:
| H |
| Question: For lodging, what is the rate structure (government rate, group rate, rate extends before or after the event, etc.) |
ANSWER:
| I |
| Question: Do you have accessible (ADA) guest rooms |
ANSWER:
| J |
| Question: Provide current pricing for service charges, taxes and other fees. |
ANSWER:
| K |
| Question: Ability to provide an online reservation link/portal. |
ANSWER:
| L |
| Question: Ability to direct bill all or a portion of lodging rooms. |
ANSWER:
| M |
| Question: Waive or reduce resort fees. |
ANSWER:
| N |
| Question: What amenities does your venue provide (i.e., onsite restaurant, pool, golf, shuttle service, etc.) |
ANSWER:
| O |
| Question: Do you require use of venue AV vendor? |
ANSWER:
| P |
| Question: Do you allow an outside AV vendor? And will you waive any fee associated with using an outside AV vendor? |
ANSWER:
| Q |
| Question: List built-in AV Features and available equipment. |
ANSWER:
| 3 |
| F&B Questions |
| Not Scored |
| A |
| Question: Provide per diem and general catering menus. |
ANSWER:
| B |
| Question: Are you able to provide a per diem rate breakfast that includes protein? Ex: Scrambled eggs, meat option, muffins, oatmeal, coffee, juice, etc. |
ANSWER:
| C |
| Question: Are you able to provide different protein/meat selections when there are multiple breakfasts? |
ANSWER:
| D |
| Question: Are you able to provide a per diem buffet lunch? |
ANSWER:
| E |
| Question: Are you able to accommodate multiple dietary restrictions? |
ANSWER:
| F |
| Question: Are you willing to provide sample menus that balance cost and quality of meals? |
ANSWER:
| G |
| Question: Provide current pricing for service charges, gratuities, taxes, and other fees. |
ANSWER:
| H |
| Question: How is beverage service priced (i.e., ½ day service, full-day service, by the gallon, etc.). And, what is the cost? |
ANSWER:
| 4 |
| Concessions |
| Not Scored |
| A |
| Question: Room Rate Concessions (complimentary guest rooms (ratio-based) |
ANSWER:
| B |
| Question: Upgrades or suites for networking and/or attendees |
ANSWER:
| C |
| Question: Waived or reduced rental fees based on F&B spend |
ANSWER:
| D |
| Question: Discounted meeting space rates |
ANSWER:
| E |
| Question: Discounted snack and beverage packages (ex: $12 pp/per day) |
ANSWER:
| F |
| Question: Complimentary breakout rooms or other meeting space |
ANSWER:
| G |
| Question: Extending lodging rate prior to and after the event. (ex: 2 days prior and 2 days after) |
ANSWER:
| H |
| Question: Complimentary or reduced-rate parking. |
ANSWER:
| I |
| Question: Complimentary or reduced-rate Shuttle Service. (ex: airport, within a certain radius of the venue) |
ANSWER:
| J |
| Question: Reduced rate for AV/Tech (ex: 20% discount when use in-house AV & equipment) |
ANSWER:
| 5 |
| Contract Language |
| Not Scored |
| A |
| Question: Cancellation. Would you agree to the following language. |
In the Event of a cancellation, Hotel will give AOC a one-time rebooking option at a mutually agreeable date without penalty.
ANSWER:
| B |
| Question: Honor F&B per diem. |
ANSWER:
| C |
| Question: Honor per diem guest room rates. |
ANSWER:
| D |
| Question: No or reduced attrition penalties (ex: attrition at 85% or 90%) |
ANSWER:
| E |
| Question: As a state agency, we are unable to provide alcoholic beverages. Please add “AOC will not be providing alcohol at this event” to the alcoholic language section. |
ANSWER:
| F |
| Question: Direct Bill as method payment. |
ANSWER:
| G |
| Question: No deposits required with an approved Direct Bill application. |
ANSWER:
| H |
| Question: Hotel must register with the Office of Financial Management and receive a Statewide Vendor Number to receive payment. |
ANSWER:
| I |
| Question: Payment terms, net 30 days after receiving an approved invoice by the AOC Program Manager. |
ANSWER:
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