ESBD_381626_1732144540503_580-25-RFP-006_Addendum1_QuestionsAnswers.pdf

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REQUEST FOR PROPOSALS

580-25-RFP-0006

FOR

EVENT PLANNING AND MANAGEMENT SERVICES

ADDENDUM 1 – QUESTIONS AND ANSWERS

Question 1

Section Number: Section II – Scope of Work, 2.1 Description of Services Requested

Text of Passage Being Questioned: "The selected Contractor will work closely with designated TxGIO staff to execute the Conference. TxGIO will establish the time and location of the event and will authorize any associated budgets for the selected Contractor."

Question: Can you provide additional specifics on the anticipated schedule of events for the Texas GIS Forum, including any expected workshops, general sessions, and breakout sessions?

Answer: Typically, the Texas GIS Forum begins with two full days of workshops, followed by two full days of general and breakout sessions, followed by a general meeting on the last morning open to the public. There is generally a social event one evening.

Question 2

Section Number: Section II – Scope of Work, 2.2 Requirements

Text of Passage Being Questioned: "Experience successfully working with a Texas state government agency (or public university/higher education program/corporation) managing large-scale events and conferences."

Question: Can you confirm if the venue for the event will be provided by TWDB, or if sourcing an appropriate venue is the responsibility of the contractor?

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Answer: TWDB/TxGIO will work in tandem with the event contractor to select and confirm the venue. The Texas GIS Forum has been held at the same venue for the last 30+ years.

Question 3

Section Number: Section III – Deliverables, 3.1 Contract Deliverables

Text of Passage Being Questioned: "The selected Contractor must provide the deliverables listed in Section 2.2."

Question: Are there any special requirements for the event venue beyond those listed (e.g., AV capabilities, green room availability, load-in/load-out times)?

Answer: In addition to the deliverables listed in Section 2.2, the event venue must contain at least three large presentation rooms and a large exhibit space to accommodate at least 400 attendees. Audio/Visual capabilities for presentations, recording and internet must be included with the event venue.

Question 4

Text of Passage Being Questioned: "The selected Contractor must provide the deliverables listed in Section 2.2."

Question: What is the anticipated budget breakdown for major categories such as venue, AV, catering, and staffing?

Answer: Based on recent past Texas GIS Forum events, the estimated budget for room and equipment is $15,000, for AV is $9,000, and for meals and breaks is $67,000.

Question 5

Section Number: Section II – Scope of Work, 2.2 Requirements

Text of Passage Being Questioned: "The selected Contractor will be expected to perform the following..."

Question: Will there be any VIPs, press, or high-profile speakers at the event who may require additional support?

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Answer: The keynote speakers and state agency executive members are essential to the event and may require additional support to accommodate their arrival, speaking requirements, and departure from the Texas GIS Forum. Press media relations are managed by TWDB.

Question 6

Section Number: Section II – Scope of Work, 2.2 Requirements, G.

Sponsor/Exhibitor Coordination Services

Text of Passage Being Questioned: "Manage all communication with sponsors and exhibitors."

Question: Does TWDB have existing relationships with sponsors or exhibitors, or is the contractor expected to identify and secure all sponsorships?

Answer: TWDB/TxGIO does have strong existing relationships with sponsors and will work in tandem with the event contractor to secure their sponsorship.

Question 7

Section Number: Section II – Scope of Work, 2.2 Requirements, F. Website Services

Text of Passage Being Questioned: "Develop and host online registration system."

Question: Are there specific registration platforms or tools that TWDB prefers, or can the contractor select the platform?

Answer: TWDB/TxGIO does not have a specific registration platform preference.

The event contractor will select the registration platform to meet the needs of TWDB/TxGIO and the Texas GIS Forum.

Question 8

Section Number: Section II – Scope of Work, 2.2 Requirements, D.

Speaker/Instructor Management Services

Text of Passage Being Questioned: "Secure potential keynote and featured speakers."

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Question: Will TWDB handle initial speaker invitations, or is that fully the contractor's responsibility?

Answer: TWDB/TxGIO will work in tandem with the event contractor on selecting keynote speakers and on the general Call for Presentations.

Question 9

Section Number: Section II – Scope of Work, 2.2 Requirements, I. Event Coordination Services

Text of Passage Being Questioned: "Facilitate the selection of and contract negotiation for appropriate event entertainment."

Question: What are TWDB’s expectations regarding on-site staffing for the event, including the number of staff, roles, and responsibilities?

Answer: TWDB/TxGIO’s minimum expectations for onsite staffing include full management of the registration desk for full event (1-5 staff persons per day dependent on demands of the event agenda), intake and preparations of attendee materials, coordination with venue staff, exhibitor decoration company, keynote speakers and hired entertainment.

Question 10

Section Number: Section II – Scope of Work, 2.2 Requirements, J. Facility Services

Text of Passage Being Questioned: "Negotiate and sign the contract with selected facility."

Question: Are there specific AV setups required for the event, such as livestreaming or recording for virtual audiences?

Answer: TWDB/TxGIO expects the event contractor to work with AV staff or providers to prepare recordings of high-profile sessions. The Texas GIS Forum currently does not provide livestreaming or virtual attendance.

Question 11

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Text of Passage Being Questioned: "The selected Contractor must provide a post-event recap report, including event evaluations and recommendations."

Question: Could TWDB specify any required metrics or KPIs that should be included in the post-event recap report to meet your standards?

Answer: TWDB/TxGIO requires the final attendees list, sales report and survey responses at a minimum.

Question 12

Section Number: Section IV – Solicitation Response, 4.3 Proposal Requirements

Text of Passage Being Questioned: "The response will only be considered if all items are submitted as required."

Question: Are there specific Texas state regulations or compliance requirements, aside from the Texas Government Code, that the contractor should be aware of in preparing the proposal or finalizing the contract?

Answer: There are no other Texas state regulations or compliance requirements for submitting a proposal and finalizing the contract not already listed in the posted Request for Proposal (RFP).

Please sign and submit this document along with your response to the solicitation, acknowledging your receipt of this Addendum. [This document will not count against the page limit of your response.]

Signature:__________________________________________