ESBD_374287_1724351249351_25-000000674 Attachment A.pdf

State of the Bay Symposium TCEQ Contract # 582-25-000000674

I. Specifications A. Introduction:

TCEQ is soliciting responses from qualified Responders to provide conference room rental, audio/visual (A/V) rental, and catering services for the 2026 State of the Bay Symposium.

This seminar will provide training and understanding of Galveston Bay and associated habitats to Professional Engineers, Registered Sanitarians, and Professional Geologists. TCEQ estimates the maximum number of attendees at 300 and the number of exhibitors to range between 20 and 25. Preferred and alternative dates listed below are in order of preference for hosting the Symposium.

Preferred Dates: 2/25/2026 – 2/26/2026 (Day 1-Day 2) 2/24/2026 – 2/25/2026 (Day 1-Day 2)

Alternative Dates: 2/4/2026 – 2/5/2026 (Day 1-Day 2)

2/3/2026 – 2/4/2026 (Day 1-Day 2) 1/28/2026 – 1/29/2026 (Day 1-Day 2) 1/27/2026 – 1/28/2026 (Day 1-Day 2)

B. Day Schedule

The Symposium will be a two-day or 1½ day event. A schedule for a two-day Symposium is provided as an example below. A 1½ day event would adjourn by Noon on Day 2.

Day 1:

Breakfast: 7:30 a.m.

Registration: 7:30 a.m.

Meeting Start: 8:30 a.m.

Morning Break: 10:00 a.m.

Luncheon: 12:00 p.m. – 1:15 p.m.

Afternoon Break: 3:00 p.m.

Meeting Adjourn: 5:00 p.m.

Day 2:

Breakfast: 7:30 a.m.

Registration: 7:30 a.m.

Meeting Start: 8:30 a.m.

Morning Break: 10:00 a.m.

Luncheon: 12:00 p.m. – 1:15 p.m.

Afternoon Break: 3:00 p.m.

Meeting Adjourn: 5:00 p.m.

C. General Requirements for conference site:

1. All vendors must meet the requirements described in the Specifications. TCEQ will be the sole judge of whether a vendor’s facilities meet all requirements.

2. In cases of equal bids, preference will be given to proposer who accommodates TCEQ’s preferred items as described in these Specifications.

3. The line item quantities on this Invitation for Bid are the TCEQ’s best estimate. Actual billable quantities will be according to the required amounts during the event.

4. Location: Proposed meeting site shall be located in Galveston County or south of Interstate 10 in Harris County. TCEQ prefers to host the Symposium in Galveston County.

5. Set-up Times:

a. Preferred Set Up Times:

1 ) Exhibitor (table top) Set-Up: 3:00 pm on day prior to Day 1

2) Classroom Set Up: 3:00 pm on day prior to Day 1

3) Move-in to Show Office: 3:00 p.m. on day prior to Day 1

b. Alternative Set Up Times: Vendors must be able to accommodate alternative set-up times as follows:

1 ) Exhibitor (table top): 6:00 a.m. on Day 1.

2) Classroom: 6:00 a.m. on Day 1.

3) Move-in to Show Office: 6:00 a.m. on Day 1.

6. In order for TCEQ to evaluate responses, Responder shall bid on all A/V equipment per item. The A/V needs may consist of any or all of the equipment listed below for the entire event. Actual equipment needed will be determined after the bid has been awarded and after the facility or layout of the facility has been viewed.

7. Requirements: A/V charges must be included on the master bill for the facility. A/V charges may not be billed separately.

D. Specification for Price items:

1. Rental Space: The four classrooms and exhibitor area shall be in close proximity to each other.

2. Registration Area:

a. TCEQ prefers registration area be located outside the classrooms , with sufficient space for up to 400 attendees to arrive and pick up badges and materials comfortably.

b. Two (2) six (6) ft. skirted tables with four (4) chairs.

c. Trash and recycling receptacle.

d. Access to registration area by 6:00 a.m. on Day 1.

E. Show Office or Storage Area

1. TCEQ prefers show office be located on same level and close to classrooms.

2. Shall provide the ability to secure the storage of materials.

3. TCEQ shall have access by 6:00 a.m. on Day 1.

F. Exhibit Area

1. Space Requirements:

a. Shall be in close proximity to the four classrooms and Large Meeting room.

b. TCEQ prefers that break food be located in the Exhibit Area.

c. Exhibit Area shall have space available for up to 50 exhibits which includes 25 exhibitor table tops and 25 academic poster display boards.

d. Exhibit Area shall be available to TCEQ and Exhibitors by 6:00 a.m. on Day 1 of the Symposium.

2. Exhibition Table requirements:

a. Each exhibitor table top shall include a 6’ skirted table with two chairs.

b. Vendor shall provide electrical power within 15 ft. of each exhibit table.

c. Vendor’s price shall include electricity and any extension cords that may be needed for exhibitors. Extension cords must be secured properly to prevent any safety hazards.

G. Large Meeting room:

1. Must accommodate 325 individuals for plenary session and lunch on both days.

2. Lunch-time speaker expected on Day 1 and Day 2. Attendees will have lunch in the Large Meeting room.

3. Preferred set-up: Rounds (8-10 people per table). Other room set ups may also be considered by TCEQ if vendor demonstrates to TCEQ that adequate table space will be available to attendees.

4. Front of the room shall be set with podium and one 6’ skirted table with two chairs on a riser and screen.

5. Water service shall be available at the back of the room.

6. Audio visual equipment requirements are detailed under the Audio-Visual Equipment Rental section.

7. Vendor shall have the Large Meeting Room set up by 6:00 a.m. on Day 1.

H. Four classrooms for concurrent sessions.

1. Each classroom shall accommodate between 50-75 individuals.

2. Prefer that classrooms be located on same level and close proximity to the Large Meeting room and Exhibit Area.

3. Preferred Set Up: Classroom Style. (Alternative room setups are acceptable as long as the setup will accommodate 50-75 individuals and have a podium area).

a. Two (2) chairs per six (6) ft. table or three (3) chairs per eight (8) ft. table;

b. front set with podium and one 6’ skirted table with two chairs on a riser and screen.

4. Water service shall be available at the back of the room.

5. Vendor shall have Classrooms set-up by 6:00 a.m. on Day 1.

I. Rental Poster Display Boards

1. Rental of up to twenty-five (25) poster session display boards to affix twenty-five (25) academic posters (each poster is 4’L x3’H).

2. TCEQ prefers large-size display boards approximately 8’L x 7’H x 4’W that are double sided to maximize the number of academic posters affixed to each board.

3. Vendor shall provide price per poster session display board. Vendor shall provide or subcontract for rental of poster display boards.

4. Price for rental shall include any costs for installation, dismantle, hardware for affixing posters to board, and delivery/pickup.

J. Signage & Easels

1. Vendor shall specify if it can furnish signs to direct attendees to event activities including classrooms, registration, exhibit area, and large meeting room.

2. Vendor shall specify if it can furnish easels to place signs for the event.

K. Parking:

1. Parking must be adequate for up to 325 vehicles which includes 300 attendees and 25 TCEQ staff/guests on each day. Prefer parking be adjacent to event space for Symposium and unlimited in and out privileges on both Day 1 and Day 2.

2. TCEQ prefers complimentary parking for attendees to be provided for both days of the Symposium.

3. TCEQ prefers complimentary parking for up to twenty-five (25) TCEQ staff/guests with unlimited in and out privileges on both Day 1 and Day 2.

4. If complimentary parking is not offered, Vendor shall supply a bid per vehicle per day.

5. If adequate parking is not available on site, the vendor shall propose a solution to meet the parking needs stated above. TCEQ will be the sole judge of whether Vendor’s proposed solution meets TCEQ’s parking criteria.

L. Internet Connection.

1. Wireless: Vendor will provide wireless internet connectivity for attendees and TCEQ staff in meeting rooms on both days of the event.

2. Hard-wired internet connection: Must include the option for hard-wired connection in large meeting room and classrooms on both days of the event. TCEQ will determine if a hard-wired internet connection is necessary in any of the meeting rooms after the bid has been awarded. Price of hard-wired internet connection will not be considered by TCEQ when calculating total cost of each bid.

M. Audio Visual (AV) Equipment Rental: (2 days)

In house Audio Visual (A/V) company preferred. A/V charges must be included on the master bill for the facility. A/V charges may not be billed separately. NOTE: Responder shall bid A/V equipment per item, or by bundling equipment. The A/V needs may consist of any or all of the equipment listed below for the entire event. Actual equipment needed will be determined after the bid has been awarded and after the facility or layout of the facility has been viewed.

1. Large Meeting Room (Quantities in parenthesis):

a. Podium with wired microphone (1)

b. Handheld wireless microphones and stands (2)

c. Wireless lavaliere microphone (2)

d. Table/Panel Microphone (2)

e. Mixer of appropriate size for room, wireless system (1)

f. Laptop computer with wireless mouse (2)

g. USB Wireless Remote w/Pointer (1)

h. LCD Projector (2)

i. Stand for LCD projector and/or laptop (1)

j. Screen, appropriate size for classroom (list size for large classroom) (2)

k. Dress kit for screen (2)

l. Video Distribution Amplifier (2)

m. Stage Lighting, appropriate for room size (1)

n. Sound system, either house or stand-alone (1)

o. Cabling for laptop connections either on podium or A/V (1)

2. Classrooms (Quantities in parenthesis):

a. Podium with wired microphone (4)

b. Handheld wireless microphones and stands (8)

c. Wireless lavaliere microphone (4)

d. Mixer of appropriate size for wireless system (4)

e. Laptop computer with wireless mouse (4)

f. USB Wireless Remote w/Pointer (4)

g. LCD Projector (4)

h. Stand for LCD projector and/or laptop (4)

i. Screen, appropriate size for classroom (list size for each classroom) (4)

j. Dress kit for screen (4)

k. Cabling for laptop connections either on podium or A/V (4)

l. Stage Lighting (4)

m. Sound system, either house or stand-alone (4)

3. Miscellaneous AV Equipment:

a. 42” Flat Panel Monitor (1)

b. Computer Speakers (1)

c. Walkie Talkie (5)

4. AV Service Charge: Service Charge/labor for A/V Rental not to exceed 22% (if applicable).

5. A/V Labor Hours: Vendor shall provide A/V General Technician for each room. One AV General Technician will be stationed in each of the five meeting rooms for approximately eight hours each day. General Technician must be able to install, maintain, and troubleshoot a variety of A/V equipment including projectors, sound systems, microphones, sound mixing equipment, cameras, recording equipment, and lighting. Vendor shall provide one Audio Engineer to design and operate audio system in the large meeting for approximately 8 hours each day. Audio Engineer may be asked to provide assistance in the four classrooms. Vendor shall provide one Video Engineer to design, integrate, and operate video equipment in the large meeting for approximately 8 hours each day. Video Engineer may be asked to provide assistance in the four classrooms.

N. Catering:

1. Catering required for up to 325 people. TCEQ will provide a final guarantee of the number of guests for food functions no later than 72 hours before prior to the first scheduled food function.

2. Vendor shall submit a pricing list on a per person basis for either individually priced items or for a full day meeting package.

3. Vendor must submit a list of what is included in the break package and lunch menu.

4. Vendor shall also provide pricing on a per person basis for vegetarian, vegan, and gluten free meal options that will be available to attendees upon request.

5. TCEQ reserves the right to select the individually priced break and lunch items, per person, or the full day package.

6. Catering charges must be included on the master bill for the facility. Catering charges may not be billed separately.

7. Breaks will be served in the exhibit area. If there are no exhibitors, then breaks will be served in the classrooms or right outside the classrooms. Actual catering needs will be determined after the bid has been awarded.

8. Facility shall utilize local growers for produce and fruit (when available).

9. Facility shall offer reusable serving utensils, napkins and tablecloths when food and beverages are served.

10. Morning break (for up to 325 people)

a. There is a quantity split with 60% out at 7:30 am and 40% out at 10:00 am.

b. Upon request from meeting planner, Vendor shall Replenish beverages. Coffee will be refreshed at approximately 10:00 am.

c. Items included in Morning Break for both days:

1) Beverages:

a) Coffee (regular and decaffeinated) with associated condiments (cream, sugar, etc.)

b) Hot tea

c) Water (in large containers)

d) Fruit juices

e) Soft drinks (assorted)

2) Food

a) Breakfast breads & donuts

b) Fresh sliced fruit (in season)

c) Yogurt

11. Lunch (for up to 325 people)

a. May be plated or buffet.

b. Lunch shall consist of a salad, entrée, two vegetables, and dessert.

c. Lunch beverages shall include iced tea, coffee, and water in large containers.

d. Vendor shall provide pricing for vegetarian, vegan, and gluten free lunch meals which will be available to attendees upon request.

12. Afternoon Break (for up to 325 people)

a) Vendor shall propose a snack package that includes an assortment of baked goods and low calorie/low carb items. Package may include items such as assorted cookies, ice cream, brownies, pretzels, whole fresh fruit, assorted nuts, popcorn, soft drinks (assorted), coffee (regular and decaf), and large water containers.

13. Poster Reception: Vendor shall provide hot chocolate during afternoon break at poster reception on Day 1.

14. Catering Service Charge: The Catering Service charge shall not exceed 22%.

O. Lodging

1. Facility shall provide a block for 50 rooms per night on the night before Day 1 and the night of Day 1.

2. The room block commitment is based on previous history and is not guaranteed by

TCEQ.

3. Attrition clauses, cancellation clauses, and indemnification clauses must be excluded since the State of Texas is unable to sign contracts with these conditions.

4. Cut-off date for room block shall be no less than two weeks from date of the event.

5. Pricing of hotel rooms will not to be considered by TCEQ when calculating total cost of each bid.

6. Room rate shall not exceed the federal per diem rate for city or county in which facility is located.

7. All individual guests will pay the room rate for single occupancy plus applicable taxes per night.

8. Seminar attendees make their own reservations on an individual basis and are responsible for their own bill payment. The facility and TCEQ agrees that the TCEQ shall not be liable for payment of room bills for any seminar attendee.

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup

II. SPECIAL TERMS AND CONDITIONS

These Special Conditions add to, or in case of conflict, supersede the Invitation For Bid terms and Conditions.

A. ACCOMMODATIONS: Lodging accommodations must meet the following criteria:

1. ADA compliant

2. Location must be within three (3) to five (5) miles of an interstate or state or federal highway

3. Facility must be at least a three (3) star rating on Hotel Engine website.

4. Facility must have at least one dedicated main classroom that can accommodate flexible seating arrangements

5. Classrooms and meeting room have unobstructed views

6. Facility will be responsible for adequate personnel and equipment scheduled for set-up and tear down

7. Facility is responsible for the maintenance, cleaning, and disposal of all garbage produced by event.

8. Preferable that facility utilizes recycling services

9. Facility must have dedicated facility contact person on-site for each day of event.

B. Insurance:

All facility rental agreements and/or contracts between vendor and TCEQ shall have all clauses requiring TCEQ to carry insurance stricken. If such clauses are not stricken, then they shall be considered null and void by vendor.

C. Indemnification:

TCEQ will not indemnity, defend, or hold harmless the vendor, its employees, or agents from any loss or claim that occurs as a result of TCEQ’s use of the facility. Attrition clauses, cancellation clauses, and indemnification clauses in all facility rental agreements and/or contracts between vendor and TCEQ shall be stricken. If such clauses are not stricken, then they shall be considered null and void by vendor.

D. Site Visit:

TCEQ reserves the right to perform a site visit prior to award.

E. SEVERABILITY:

If any provision of the Contract is held invalid, such invalidity shall not affect any other provision which can be given effect without the invalid provision, and to this end the provisions of this contract are declared to be severable.

F . CANCELLATION:

Either party may cancel the contract without penalty up to 150 calendar days prior to the commencement of the seminar. If either party cancels its performance of the terms of the contract less than 150 calendar days before the commencement date of the seminar, the other party shall make all reasonable efforts to minimize the damages to it, if any, due to the cancellation. Except in the case of a Force Majeure event, as described in Item 18 of the Terms and Conditions, the cancelling party shall reimburse the other party for unavoidable damages resulting from the cancellation as allowed by law.

G. Catering:

Catering cost per person or per gallon will include the cost of servers, dishware, and cleanup.