WA State AOC Mutli Conference RFP

The Washington State Administrative Office of the Courts (AOC) is soliciting competitive proposals from conference venues to establish and award contracts for securing accommodations and meeting space across multiple judicial conferences, with proposals due December 7, 2026.

The solicitation encompasses ten specified conferences — 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. Contracts will be awarded by conference category, specified location, and season. Venues spanning Franklin, Grant, Grays Harbor, Chelan, and Yakima counties in Washington are eligible to respond.

Bidders must meet detailed operational and service requirements. Proposals must address maximum meeting-space capacities in various configurations; available lodging room quantities, types, and accessibility; blackout dates; online reservation capabilities; food and beverage per diem rates, breakfast specifications including protein options, buffet lunch capability, and dietary accommodation options; concessions including complimentary guest-room ratios, room upgrades, waived or reduced rental fees, meeting-space discounts, and audiovisual discounts; and parking and shuttle options. Critical contract terms include cancellation and rebooking without penalty, adherence to per diem rates, reduced attrition penalties, direct billing with no deposit requirement upon approval, state payment via net 30 days following invoice approval, and vendor registration with the Office of Financial Management.

Bidders must complete and sign Attachment B (Bidder Certifications), Attachment C (Bidder Questionnaire), and Attachment D (Bidders Proposal), submitted with a formal proposal letter. The firm offer remains valid for 180 days following receipt, or 210 days if a protest is filed. A bidders' conference will be held to provide detailed information on proposal requirements. All responses become AOC property, and any awarded contract will incorporate terms from the Sample Contract (Attachment A), subject to further negotiation at AOC's discretion.