ESBD_376988_1726690667053_RRC Regulatory Conference-Appendix A SOS_MLB.PA.TL (1).pdf

Appendix A

Statement of Services

Venue to Host RRC Regulatory Conference

A.2. Description of Services

The Railroad Commission of Texas (RRC) is seeking bids from qualified respondents to enter into a Contract for a venue to host the RRC Regulatory Conference, in accordance with Section A.2.3 Description of Service Requirements contained in the Invitation for Bid (IFB).

The RRC is hosting this conference to inform and train Oil & Gas and Pipeline Operators and other industry representatives on the applicable laws, rules, and procedures for hydrocarbon production in Texas.

The following is a preliminary summary conference agenda and the preferred conference dates:

• July 14-16, 2025, or July 29-31, 2025 (Initial year)

• July 28-30, 2026 (Second year)

A.2.1 Vendor Minimum Qualifications

Bidders must be located in the Greater Austin Area (within a fifteen-mile radius of Austin, Texas) and own a suitable venue to host the conference and capable of providing hospitality services similar to those described in Section A.2.3 Description of Service Requirements. Bids submitted by vendors that do not or cannot meet these requirements will be rejected as non-responsive.

Subcontracting is not probable for this IFB for a venue to host the RRC Regulatory Conference. As required pursuant to Texas Government Code §2161.252, the HSP is included in the IFB package.

A.2.2 Term of Contract

Any Contract resulting from this IFB shall include an original term. The original term of this Contract shall be from date of the last Party’s signature and shall continue through August 31, 2026 (“Original Term”). Contract modifications shall be accomplished through written amendment to the original Contract, fully executed prior to expiration of the Contract, and shall incorporate all terms and conditions of the original Contract as may be amended by mutual agreement between the RRC and Vendor. This includes but is not limited to increasing the guaranteed number of attendees and/or addition of Audio-Visual (AV) services/equipment.

A.2.3 Description of Service Requirements

Guest Room Accommodations: At a minimum, guest rooms must be Standard King or Double Queen and shall not exceed $200 per night. If available vendor shall offer U.S. General Services Administration’s (GSA’s) federal Domestic Per Diem Rates to conference attendees who are federal or state employees. If during the Contract Term, the current federal or state government per diem http://www.gsa.gov/perdiem rate is higher than the hotel’s proposed rate, the proposed rate shall prevail. Vendor shall fully comply with the Americans with Disabilities Act (ADA) and provide reasonable accommodations for all conference attendees.

2025 RRC Regulatory Conference

Dates Number of Rooms Needed 7/13/2025 (Sunday) 50 7/14/2025 (Monday) 400 7/15/2025 (Tuesday) 400 7/16/2025 (Wednesday) 50

7/28/2025 (Monday) 50 7/29/2025 (Tuesday) 400 7/30/2025 (Wednesday) 400 7/31/2025 (Thursday) 50

2026 RRC Regulatory Conference

7/26/2024 (Sunday) 50 7/27/2024 (Monday) 400 7/28/2024 (Tuesday) 400 7/29/2024 (Wednesday) 50

Guest Room Release Date: Hotel agrees to hold number of Guest Room Accommodations at proposed rate until two weeks before the dates specified above and/or alternate dates proposed.

Meetings Rooms:

Date Start Time

End Time Function Seating Style

Number of

People July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Registration/Check In 10 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #1 Classroom 80 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #2 Classroom 90 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #3 Classroom 90 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #4 Classroom 150 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #5 Classroom 150 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #6 Classroom 250 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Breakout #7 Classroom 60

July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Ballroom #1 (Meals) Rounds 800 July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Ballroom #2 (General

Session) Rounds 800

July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Setup: Exhibitor Hall Tables TBD July 14, 2025/ July 27, 2026 7 a.m. 5 p.m. Office N/A N/A July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Registration/Check In N/A 10 July 15, 2025/ July 28, 2026 7 a.m. 8:30 a.m. Buffet Breakfast Rounds 800 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #1 Classroom 80 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #2 Classroom 90 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #3 Classroom 90 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #4 Classroom 150 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #5 Classroom 150 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #6 Classroom 250 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Breakout #7 Classroom 60 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Ballroom #1 (Meals) Rounds 800 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Ballroom #2 (General Session) Rounds 800 July 15, 2025/ July 28, 2026 11 a.m. 1 p.m. Buffet Lunch Rounds 800 July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Exhibitor Hall Tables TBD July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Office n/a n/a July 15, 2025/ July 28, 2026 7 a.m. 5 p.m. Mommy Room n/a n/a July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Registration/Check In n/a 10 July 16, 2025/ July 29, 2026 7 a.m. 8:30 a.m. Buffet Breakfast Rounds 800 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #1 Classroom 80 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #2 Classroom 90 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #3 Classroom 90 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #4 Classroom 150 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #5 Classroom 150 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #6 Classroom 250 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Breakout #7 Classroom 60 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Ballroom #1 (Meals) Rounds 800 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Ballroom #2 (General Session) Rounds 800 July 16, 2025/ July 29, 2026 11 a.m. 1 p.m. Buffet Lunch Rounds 800 July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Exhibitor Hall Tables TBD July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Office n/a n/a July 16, 2025/ July 29, 2026 7 a.m. 5 p.m. Mommy Room n/a n/a

A.2.4 Additional Requirements

(1) The Vendor shall provide complimentary water in all meeting rooms.

(2) Sleeping rooms shall be clean upon check-in and receive daily maid service. Each sleeping room shall have a separate bathroom and bath/shower facilities.

(3) At a minimum one complimentary suite for the Duration of the Program.

(4) At a minimum two room Upgrades at Group Rate to Premium Accommodations.

(5) At a minimum two complimentary welcome baskets.

(6) At a minimum twenty (20) percent off Audio/Visual Pricing.

(7) At a minimum fifteen (15) percent off Food and Beverage banquet menus.

(8) Complimentary hard-wired internet in breakout/meeting rooms for the duration of the program.

Wireless internet beyond complimentary hard-wired internet in breakout/meeting rooms for the duration of the program.

(9) Hotel reservation group rate through July 11, 2025, and July 10, 2026.

(10) Hotel shall provide Group with one (1) complimentary room night per forty (40) revenue generating room nights produced.

(11) Hotel shall have 600 or more parking spaces available on a first come, first served basis.

Parking fees are the responsibility of the individual guests (conference attendees).

(12) Complimentary self-parking for RRC employees working at the conference.

(13) Vendor shall invoice RRC for services provided and accepted by RRC after the event. Vendor shall submit invoices as specified in IFB No. 455-25-1005.

(14) Vendor shall take commercially reasonable steps for the safety of conference attendees.

A.2.5 Payment of Services

Vendor shall invoice RRC for services provided and accepted by RRC after the event. Vendor shall submit invoices as specified in IFB No. 455-25-1005.

A.2.6 Vendor Responsibilities

The RRC shall look solely to the Vendor(s) for compliance with all service requirements of this IFB and the resulting Contract(s). Vendor(s) shall be the sole point of Contract responsibility and shall not be relieved of non-compliance of any subVendor.