ESBD_396271_1739548704498_RFP 2025-14 - Final.pdf

2025-14

2026 TEKS Resource System State Conference

Issue Date: 2/13/2025

Questions Deadline: 3/3/2025 02:00 PM (CT)

Response Deadline: 4/1/2025 02:00 PM (CT)

Contact Information

Contact: Vicki J. Cagle, CTSBO Address: Contracts & Procurement

5701 Springdale Road Austin, TX 78723

Phone: (512) 919-5231 Email: vicki.cagle@esc13.txed.net

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 1 of 35 pages

Event Information

Number: 2025-14 Title: 2026 TEKS Resource System State Conference Type: Request for Proposal Issue Date: 2/13/2025 Question Deadline: 3/3/2025 02:00 PM (CT) Response Deadline: 4/1/2025 02:00 PM (CT) Notes:

The Texas Curriculum Management Program Cooperative (TCMPC) will host the 2026 State TEKS (Texas Essential Knowledge and Skills) Conference in the summer of 2026, with an anticipated attendance of 1,500 educators and administrators. The conference aims to provide professional development, updates on TEKS standards, along with best practices for Texas educators.

Education Service Center (ESC) Region 13 seeks proposals for a venue and turnkey services for 2026 State TEKS (Texas Essential Knowledge and Skills) Conference. While turnkey options are preferred for their convenience, contracts may be awarded to multiple vendors with the qualifications to provide the specialized services necessary for the event. Contracts will be awarded to the vendor(s) demonstrating the ability to deliver the most valuable and effective solution, taking into account all aspects of the event.

Proposals should include detailed information on venue capacity, technological capabilities, accessibility, accommodation options, and any additional services that will support a successful and seamless event. Respondent must demonstrate experience in hosting large-scale conferences and a commitment to delivering a high-quality experience for all attendees.

Bid Activities

Issue Bid Event 2/13/2025 2:00:00 PM (CT)

Bid Closing Date 4/1/2025 2:00:00 PM (CT)

Board Meeting 6/24/2025

Complete Bid File 6/26/2025

Download all pertinent documents from Ion Wave into the bid folder in Teams.

Bid Attachments

Form W-9 (Rev 3-2024).pdf Download

Form W-9 (Rev 3-2024).pdf

CIQ - For vendor doing business with local government entity.pdf Download

Conflict of Interest Questionnaire

1295.pdf Download

Certificate of Interested Parties (Form 1295) Sample Must be filed online with Texas Ethics Commission prior to contract execution in accordance with Section 2252.908 of the Texas Government Code.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 2 of 35 pages https://esc13.ionwave.net//extract.aspx?e=6kRhdmu9M3OIWkcOnlL3LfSgdKFSqkkXUIUQrZZwaDr3-ufwtZzlMX8CssA0RqsPXv~XYbjwFRnBOp1shvX~UQ https://esc13.ionwave.net//extract.aspx?e=dBVNAxm5S07TxjeAuOQGPH0xafNE5pa4Rg8uEze1Bsxr6yr3xp4jwU75eP-UTl6ut79XnCJbYo7Sfx6E9JpdMg https://esc13.ionwave.net//extract.aspx?e=K41RWe-zST65MtgYO18LmxTKIH8DTosTkaQ4JEmgx8YjGQFl4vLO-3P1cYWUCah8i1Y-M-W7rSUelfnm6~vVrg https://www.ethics.state.tx.us/filinginfo/1295/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm

Requested Attachments

Proposal (Attachment required)

Form W-9 (Rev 3-2024) (Attachment required)

Form W-9 (Rev 3-2024)

Certificate of Insurance (Attachment required)

Conflict of Interest Questionnaire (CIQ) (Attachment required)

Form 1295 - Certificate of Interested Parties

Prior to contract execution, provide evidence that the Certificate of Interested Parties (Form 1295) was filed electronically with the Texas Ethics Commission.

SMWVBE Certification (If applicable)

Submit evidence of your classification as a small, minority, women, or veteran-owned business enterprise, including certification documentation from the certifying agency.

This is not a requirement. While this may be considered in the evaluation process, vendors who do not meet this criterion will be fully considered.

HUB (Historically Underutilized Business) Subcontractor Engagement Report

Submit evidence of your engagement with Historically Underutilized Businesses as subcontractors.

This is not a requirement. While this may be considered in the evaluation process, vendors who do not meet this criterion will be fully considered.

Confidentiality Declaration (If applicable)

If any of the information submitted in your proposal is considered confidential or contains trade secrets or proprietary information that, if released, would give unfair advantage to a competitor, that information should be clearly identified and submitted here Naming convention: “Confidentiality Declaration - Your company's name.”

Bid Attributes

1 2025-14

INTRODUCTION & OVERVIEW

2 Introduction

ESC History Texas Education Service Centers (ESCs) are intermediate educational units that provide training, technical assistance, administrative support, and various other services as determined by the state legislature, the Commissioner of Education, and the needs of local school districts and charter schools. The current goals of ESCs, as defined in the state statute, are to assist school districts and charter schools in the following:

Improving student performance Operating efficiently and economically Implementing state and federal initiatives Providing quality educational products at a reasonable cost

ESC Region 13 provides services and tools to the assigned regional area which encompasses 57 school districts, 24 charter schools, 8 institutions of higher education, and 17 private schools in a sixteen-county area of central Texas.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 3 of 35 pages

3 Purpose Statement

The 2026 State TEKS (Texas Essential Knowledge and Skills) Conference, scheduled to take place in the summer of 2026, will bring together approximately 1,500 educators for a multi-day event, featuring keynote presentations, breakout sessions, exhibitor showcases, and networking opportunities. Education Service Center (ESC) Region 13 seeks proposals for a venue capable of providing all necessary services and amenities to support the conference, with the option for subcontracting as needed.

The preference is for a single venue to provide all necessary services; however, the venue must be willing to subcontract any services they cannot directly supply, such as electrical, internet, A/V needs, etc. The venue will be responsible for coordinating with all necessary event service providers to ensure seamless integration and smooth operation between all service providers to guarantee the success of the 2026 TEKS Conference. Proposals should include detailed information on venue capacity, technological capabilities, accessibility, accommodation options, and any additional services that will support a successful and seamless event. Respondent must demonstrate experience in hosting large-scale conferences and a commitment to delivering a high-quality experience for all attendees.

Visit TEKSCON and Texas Curriculum Management Program Cooperative for more information.

4 Calendar of Events

ESC Region 13 anticipates following the timetable below for this solicitation:

Solicitation Issued 2/13/25

Questions Due 3/3/25

Answers Posted 3/6/25

Submission Deadline 4/1/25

Notification of Selection 6/25/25

Events requiring ESC Region 13 Board action may result in adjustments to the timeline.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 4 of 35 pages https://sites.google.com/a/esc13.net/tekscon/home https://tcmpc.org/

5 Ion Wave Tab Navigation & Descriptions

This section outlines and explains the key tabs within the Ion Wave system.

Event Details Tab This tab outlines key information, including submission deadlines and designated bid contact information.

Questions Tab This tab is where all questions, requests for clarification, or interpretation must be submitted. To submit a question, click "+Ask Question." Requests must be submitted before the question cutoff date, which can be found in the Event Details and Questions tabs. Late submissions are not permitted in the Ion Wave system and will not be considered or answered outside of it. Responses will be published and made available to all suppliers, but the identify of the asker is confidential.

Activities Tab (Optional) This tab may not be included in every solicitation. However, if it appears, it may contain details not available elsewhere in the bid document. Review this tab carefully, as it may contain key dates relevant to the submission process. Please note that dates here are for reference and not necessarily binding. In the event of a discrepancy between dates contained in this tab and the RFP, dates provided in the RFP document will prevail.

Attachments Tab This tab will contain one or more documents that ESC Region 13 deems essential to the solicitation and which may be referenced elsewhere in the solicitation. Suppliers are required to thoroughly review and understand these documents.

Attributes Tab This tab contains the core components of the solicitation, including the scope of work, vendor requirements, terms and conditions, and more. Some attributes may require vendor affirmation. If an attribute features a red asterisk next to the checkbox or entry field, the proposer must provide the necessary information or response. Failure to do so will result in the Ion Wave system rejecting the submission until all requirements are met.

Line Items Tab This tab is used to submit pricing or percentage responses for products or services. It will typically be included in all solicitations. Review the information carefully to ensure pricing submitted aligns with what is being requested.

Response Attachments Tab This tab is used for the supplier to submit documents that have been requested by ESC Region 13. Required response attachments must be attached by the supplier before an electronic response can be submitted. Maximum size per file is 250 MB, and only one file can be uploaded for each requested item. When bid settings permit, suppliers may also upload additional attachments for buyer review. Please limit these attachments to only what is truly relevant, avoiding redundancy.

Response Submission Tab This tab is used to submit your bid response. After completing the bid response, you must successfully submit before the close date and time of the bid event.

Supplier Note to Buyer - When bid settings permit, suppliers may enter an optional note to the buyer Digital Signature*- Enter your full name and email address (*Required) Click "Error Check" to determine if any required fields have been missed Click "Submit Response". A notification will appear to confirm Response Submission or Response Failure. A successfully submitted response will display "Response Submitted" followed by the date and time stamp in the Response Status field When submission results in Response Failure, the system will display the location of the error. To resolve the error, access the tab where the error occurs and complete. Once the error is corrected, return to the Response Submission tab to submit the response

6 2025-14

PROJECT SCOPE & SPECIFICATIONS

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 5 of 35 pages

7 Scope of Work

The 2026 Texas Essential Knowledge and Skills (TEKS) Conference will be held in the summer of 2026. This conference is expected to attract approximately 1,500 educators, administrators, and stakeholders. The purpose is to provide professional development, updates on TEKS standards, and instructional strategies to support Texas educators in delivering high-quality, standards-aligned instruction.

This request for proposal is for a turnkey solution to provide a weekday conference of two and one-half days. All program days should be weekdays.

Full production schedule includes one day of set-up, vendor and exhibitor move in; one full day of event programming including one opening general session and breakout sessions; second full day of event programming including breakout sessions; and one final half-day of programming including breakout sessions and move-out activities.

Venue and associated vendors must have sufficient equipment and staff to outfit all rooms. Up to 25 rooms may be used for various programmatic uses, e.g., staffing and logistics center, registration, first aid, meetings, services, etc.

8 General Venue Requirements

Location:

Must be in Texas, preferably along the I-35 Corridor for accessibility.

Capacity:

Venue should accommodate approximately 1,200-1,500 attendees.

General Assembly Space:

Large enough to seat all attendees for opening and general sessions.

Breakout Rooms:

Up to 25 concurrent breakout rooms, each with a capacity of 50-120 people.

Climate Control:

Standard air conditioning throughout all meeting spaces.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 6 of 35 pages

9 Comprehensive Venue Requirements for 2026 TEKS Conference

1. Venue Coordination and Set-Up Venue to support up to 1,500 attendees, with spaces for general and breakout sessions, exhibitor booths, dining, and registration.

One full day for setup, exhibitor/vendor move-in, and testing equipment before the event's first programming day.

2. Accessibility and Facilities Venue must be fully accessible, including ramps, elevators, and accessible restrooms and comply with ADA accessibility standards.

3. Conference Schedule and Programming Day 1 (Set-Up): Exhibitor and vendor move-in, full venue setup, and equipment testing.

Day 2 (Full Day): Opening general session, multiple breakout sessions, and exhibit hall activities.

Day 3 (Full Day): Additional breakout sessions and exhibit hall operations.

Day 4 (Half Day): Final breakout sessions, attendee networking, and move-out activities for exhibitors and vendors.

4. Registration and Check-In Areas Space for a high-traffic registration/check-in area is required.

Must accommodate distribution of materials and badges efficiently.

5. Breakout Rooms and Session Spaces Up to 25 concurrent breakout rooms for sessions/workshops, equipped with necessary A/V and technical support.

6. Event Technology and Equipment Provide A/V equipment for all sessions, including projectors, microphones, and recording devices.

Offer onsite technical support for attendees and speakers throughout the event.

7. Exhibitor and Sponsor Coordination Coordinate booth setup, exhibit hall layout, and sponsorship placements.

8. Onsite Management Oversee all conference logistics during the event.

Ensure health and safety compliance, and manage crowd control if needed.

9. Catering and Refreshments Options for catering with accommodations for dietary restrictions.

Dining area for up to 1,500 attendees with space for food and beverage stations.

10. Signage and Branding Venue should support event signage and branding for directions, schedules, and sponsor recognition.

Policies for signage installation must be provided.

11. Parking and Transportation Ample parking space and transportation options.

12. Emergency and Safety Measures Must have established emergency protocols and clear evacuation routes.

Onsite first aid facilities and guidance on safety procedures.

13. Additional Services and Costs Provide detailed information on setup fees, cleaning services, and any other potential costs not included as part of the proposal.

14. Experience and References Experience in hosting large-scale events, with references preferred.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 7 of 35 pages

Event Details - Schedule

Conference Schedule Two and one-half days with a move-in preference for Monday Prefer Tuesday, Wednesday & Thursday All days must be consecutive weekdays Venue should be open for set-up beginning Move-In Day at 6:00 AM.

Move-In Day, Pre-programming (6:00 AM– 6:00 PM) Associate vendors including AV and decorators, exhibitors, and program staff move-in Pre-event staff training and pre-production meetings Participant credential pick-up

Day One – General Session and Breakout Sessions (8:00 AM – 5:30 PM) Participant credential pick-up General Session for 1200 (9:00 AM– 11:00 AM) Breakout Sessions (12:30 PM – 5:30 PM)

Day Two – Breakout Sessions (8:00 AM – 5:30 PM) Participant credential pick-up Breakout Sessions (8:30 AM-5:30 PM)

Day Three – Breakout Sessions and Move-out (8:00 AM – 12:30 PM) Breakout Sessions (8:30 AM-11:30 AM) Move-out

Event Details - Equipment Requirements

General Session Equipment Staging and seating for Ballroom / General Assembly Lighting for staging Gobo(s) for logo display Audio Wireless lavaliere microphone Concurrent video streams to three (3) or more screens during keynote address Rigging (if applicable) Sufficient staff to support the keynote session Cameras and channels for displaying presenter and media Recordings for post-event processing Breakout Session Equipment One (1) projector, screen, and A/V support cart One (1) handheld microphone One (1) lavaliere microphone One (1) center room microphone and stand Staging (dependent on room size) and seating Sufficient staff to support all rooms

Breakout Session Equipment One (1) projector, screen, and A/V support cart One (1) handheld microphone One (1) lavaliere microphone One (1) center room microphone and stand Staging (dependent on room size) and seating Sufficient staff to support all rooms

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 8 of 35 pages

Hotel Accommodations & Services for 2026 TEKS Conference

Hotel Accommodations & Services for 2026 TEKS Conference

1. Room Availability and Capacity The vendor must offer partnering hotel accommodations within reasonable proximity to the conference venue, with sufficient capacity to accommodate approximately 1,500 attendees.

The facility should provide a variety of room types (e.g., single, double, suites) to meet attendees' different preferences and budgets.

2. Proximity and Transportation Accommodations must be located within close proximity to the conference venue.

The vendor should include options for transportation between the hotel and conference venue (e.g., shuttle services, public transit) to facilitate easy attendee travel.

3. Accessibility and Facilities Accommodations must be ADA-compliant, offering accessible rooms and elevators for attendees with disabilities.

Additional facilities, including business centers, and dining options, should be available on-site or nearby.

4. Booking and Reservation Process The vendor must outline the booking and reservation process, including the option to reserve room blocks at a group rate.

The proposal should specify any deadlines and procedures required to secure room blocks for attendees.

5. Check-In and Check-Out Policies The vendor must provide standard check-in and check-out times and indicate flexibility to accommodate the specific scheduling needs of conference attendees.

6. Special Requests and Services The accommodations should be able to fulfill special requests, such as specific room configurations and additional amenities.

7. Cost and Budget Considerations The vendor must provide detailed pricing for all room types and disclose any additional fees, including parking and resort fees.

A clear breakdown of costs and available discounts for group bookings or special offers should be included in the proposal.

8. Experience and References Preference will be given to vendors with experience hosting large groups or conference attendees.

References are required to demonstrate successful accommodations for similar large-scale events.

9. Health and Safety Measures Outline health and safety protocols, including sanitation and emergency procedures, to ensure a safe environment for all attendees.

Established, clear guidelines on maintaining health and safety standards throughout the event are required.

10. Additional Services/Considerations Specify any additional services or amenities that could enhance the attendee experience.

Identify any potential hidden costs or logistical considerations that may impact the conference experience or budget.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 9 of 35 pages

Catering & Concessions for 2026 TEKS Conference

Catering & Concessions for 2026 TEKS Conference

1. Menu Options and Dietary Needs Vendors should be able to provide a variety of meal and menu options including boxed lunches, snacks, and non-alcoholic beverages Vendors should be able to accommodate vegetarian, gluten free, and vegan requests.

2. Budget and Pricing Provide a per-person cost for daily boxed lunches Provide a per-person cost for non-alcoholic beverage service Provide a percentage for service fees/gratuities

3. Beverage Service Coffee, tea, and water and necessary equipment (chillers, carafes, etc.) to be provided along with adequate staff to distribute beverages and maintain clean service environments.

No alcoholic beverages will be served using TCMPC funds.

Venues should abide by all regulatory rules should an exhibitor/vendor/sponsor choose to provide alcohol.

Previous conference consumption: 135 gallons of coffee and tea, 225 gallons of water and various soft drinks.

4. Service Style Daily boxed lunches, sandwiches, salads and "grab and go" items preferred.

Minimum of 24 boxed lunches per day for TCMPC staff.

5. Setup and Logistics Venue or caterer should have requisite equipment, linens and skirting to present and maintain a professional appearance at all serving stations.

6. Waste Management The venue is responsible for managing waste disposal and maintaining cleanliness in all meeting and dining areas throughout the event.

7. Health & Safety All local, state and regulatory food service and sanitation protocols should be observed.

8. Concessions The venue should offer on-site concessions available for purchase throughout the event's operational hours.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 10 of 35 pages

Internet/Telecommunications for 2026 TEKS Conference

Internet/Telecommunications for 2026 TEKS Conference

1. Internet Bandwidth Requirements Internet service providers should have capacity for up to 1500 simultaneous devices, 3-5 mbps burstable speeds.

Providers should be able to provide open networks for attendees, and private networks for staff, presenters, and exhibitors.

2. Wi-fi Coverage All program spaces should be Wi-Fi accessible.

3. Network Security At least 3 password protected networks will be needed for staff, speakers, and exhibitors

4. Equipment and Setup Vendor must supply all necessary hardware including routers, switches, and access points.

Vendor is responsible for complete setup and configuration of the network infrastructure, including cabling, access points, and any related equipment to ensure seamless connectivity throughout the event..

5. On-Site Technical Support Vendor must provide technical support during the event to troubleshoot and resolve any network issues promptly.

6. Backup Solution Vendor should provide contingency plan in case of network failure or internet outages, such as backup hotspots or failover.

Audio-Visual/Production Services for 2026 TEKS Conference

Audio-Visual/Production Services for 2026 TEKS Conference

1. Audio-Visual Equipment Needs The vendor must provide all necessary audio-visual equipment for general and breakout sessions. A sample list of required equipment will be provided, which includes microphones, projectors, screens, speakers, and laptops for presentations. The vendor should outline the specific AV equipment needed for each session, taking into account different room sizes and audience capacities.

2. Setup and Installation The selected vendor will be responsible for the complete setup and installation of all audio-visual equipment. This includes ensuring that all equipment is tested and operational prior to the start of each session.

3. On-Site Technical Support On-site technical support is required, with one technician assigned to every five breakout rooms.

Technicians are responsible for troubleshooting and ensuring the smooth operation of all AV equipment, including setup, adjustments, and issue resolution throughout the event.

Technicians must be available on-site for the entire duration of the event to provide immediate support as needed.

4. Live Streaming and Recording Live streaming is not required for this event. However, cameras and operators will be needed to capture live feed/display during the general session. The vendor must provide wide-angle and secondary capture recordings of the general session for TCMPC.

5. Production Services Production managers are required for both general sessions and breakout sessions to oversee AV requirements and ensure adherence to the event schedule.

Specific production needs for the keynote session will be determined in advance and communicated to the vendor closer to the event date to allow for appropriate preparation and execution.

6. Integration with Other Services The AV vendor must coordinate with other event service providers, including electrical, decorator, internet, and venue providers, to ensure seamless integration and the successful execution of the event.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 11 of 35 pages

Rigging Services for 2026 TEKS Conference

Rigging Services for 2026 TEKS Conference

1. Rigging Specifications Rigging is required for lighting and staging in the general session area. Vendor must ensure safe and secure installation of all rigging components to meet event standards.

No rigging is required for exhibition or promotional areas. However, vendors may offer additional rigging services in these areas if available.

2. Equipment and Installation The selected vendor is responsible for the complete setup and installation of all rigging equipment. This includes ensuring that all components are securely installed and meet safety standards.

Vendor must confirm that all rigging equipment is fully operational and stable for the entire duration of the event to support lighting, staging, and any other production needs.

After the event, the vendor is responsible for the safe and efficient dismantling of all rigging equipment, adhering to venue protocols and safety requirements.

3. Safety and Compliance The vendor must adhere to all relevant safety and compliance measures during the rigging setup, installation, and operation. This includes ensuring all equipment and installations meet industry safety standards.

4. On-Site Support The vendor must provide on-site rigging technicians responsible for setup, operation, and troubleshooting. The required number of technicians will depend on the event's complexity, with a minimum of one technician assigned to each rigging setup.

Technicians should be available throughout the event to make any necessary adjustments, address emergency needs, and ensure all rigging equipment remains secure and operational.

Technicians must respond promptly to any rigging-related issues that arise during the event to maintain a safe and seamless experience for attendees.

5. Integration with Other Services The vendor’s rigging services must seamlessly integrate with other event services, including audio-visual setups and lighting.

The vendor should coordinate and collaborate with all relevant service providers, such as the AV team, electrical and lighting vendors, and any in-house teams, to ensure a smooth, cohesive execution of all technical aspects of the event.

The vendor is responsible for ensuring that rigging works harmoniously with other technical services, addressing any compatibility or operational issues to maintain a seamless event experience.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 12 of 35 pages

Electrical Services for 2026 TEKS Conference

Electrical Services for 2026 TEKS Conference

1. Electrical Power Requirements Electrical power will be required to operate general session equipment, exhibit booths, and registration counters.

The power requirements for the 2024 event included the following:

(2) 208 Volt Three Phase 100 AMP breakers

(1) 208 Volt Three Phase 200 AMP breaker

(10) 120 Volt – 2000 Watt AMP outlets The vendor must ensure that the electrical power capacity provided for the 2026 event meets or exceeds the power requirements outlined above, or any updated needs based on the event's technical specifications.

2. Electrical Infrastructure The vendor must supply all necessary electrical infrastructure to operate equipment in the general session area.

This includes ensuring adequate and safe wiring, outlets, and connections.

The electrical infrastructure must be designed to support both audio-visual (AV) equipment and other operational equipment throughout the event, ensuring reliable power distribution.

The vendor is responsible for ensuring that all electrical setups comply with safety standards and codes, and that all connections are secure and operational for the duration of the event.

3. Setup and Installation The vendor is responsible for the installation of all electrical systems required for the event, including wiring, outlets, and connections, to ensure full operational capacity.

The vendor must assess and account for any specific installation requirements or restrictions based on the venue's layout. This includes ensuring that all installations comply with the venue's regulations, safety standards, and event needs.

The vendor is required to ensure that all electrical setups meet local codes, venue guidelines, and any special event-related power requirements to guarantee smooth operation.

4. On-Site Support and Safety The vendor must provide qualified electricians on-site to oversee setup, monitor operations, and troubleshoot any electrical issues throughout the event. The number of electricians required will be determined by the complexity and scope of the electrical setup.

The vendor is responsible for adhering to all relevant safety measures and compliance standards, ensuring that all electrical systems are safely installed and maintained during the event.

Electricians must be available throughout the event to monitor the electrical systems and address any issues that arise promptly, ensuring continuous and reliable operation.

5. Integration with Other Services The vendor must coordinate electrical services with other event aspects, such as audio-visual (AV) and lighting setups, to ensure smooth operation across all technical systems.

The vendor is required to collaborate with the AV, lighting, and rigging teams to align electrical services with other technical setups, ensuring seamless integration and functionality.

The vendor must work to minimize potential disruptions by addressing any electrical conflicts or issues with other event services before or during the event.

6. Emergency and Backup Solutions The vendor must provide backup power solutions, such as backup generators, to ensure the event continues without disruption in the event of electrical failure or outages.

The vendor must present a comprehensive emergency response plan that outlines contingency measures for addressing unexpected electrical issues during the event. This includes a clear protocol for troubleshooting and resolving power-related problems quickly.

The vendor must ensure that backup systems are fully operational and monitored throughout the event to address any electrical failures immediately, minimizing downtime.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 13 of 35 pages

Business Center Services for 2026 TEKS Conference

Business Center Services for 2026 TEKS Conference

1. Business Center Facilities The business center must offer a range of facilities to support the event, including copy and print services, internet access. The center should be equipped to handle the needs of attendees, exhibitors, and event staff for the duration of the conference.

2. Staffing and Support The business center must be staffed with knowledgeable personnel who can provide on-site support, including a help desk for assistance with printing, copying, shipping, and other business-related services.

3. Access and Availability The business center must be available during the necessary hours of operation. The center should be open during regular business hours at a minimum, with consideration for extended hours based on the event schedule.

Event Staffing Services for 2026 TEKS Conference

Event Staffing Services for 2026 TEKS Conference

1. Staffing Needs The vendor must provide adequate staffing for setup, event duration, and teardown. TCMPC will supply registration and event support staff, so the vendor's team will primarily offer general facility support, including information assistance and maintenance services as needed. The vendor should ensure appropriate staff coverage for each role and specify the number of personnel available for each shift.

2. Duties and Responsibilities Each staff role must be clearly defined in terms of specific duties and responsibilities. The vendor should provide any specialized personnel with experience relevant to their roles.

3. Training Vendor staff must be trained on event procedures, safety protocols, and any specific attendee management policies relevant to their roles. Staff should also be prepared to handle attendee inquiries and communicate event policies effectively.

4. Appearance Staff must maintain a professional appearance throughout the event. If uniforms or a specific dress code are required, the vendor should ensure compliance and consistency across their team to reinforce a polished and professional environment.

5. On-Site Management The vendor must provide a dedicated event manager or point of contact responsible for staffing coordination. This person will manage staffing adjustments, address issues as they arise, and ensure smooth collaboration with TCMPC staff.

6. Availability and Flexibility The vendor must be prepared to adjust staffing levels based on peak times and unexpected changes in attendance or schedule. Flexibility to provide additional staff on short notice is essential to accommodate any unforeseen requirements during the event.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 14 of 35 pages

Event Security Services for 2026 TEKS Conference

Event Security Services for 2026 TEKS Conference

1. Security Staffing Requirements The vendor must provide on-site security personnel for 24-hour coverage, specifically for overnight exhibit and registration area security.

2. Duties and Responsibilities Security staff will handle equipment protection and patrolling key areas.

3. Emergency Response and Procedures A comprehensive emergency response plan must be in place, with specific procedures for security staff to follow in the event of emergencies. Staff should be trained on emergency protocols, evacuation routes, and collaboration with local emergency services to ensure the safety of all attendees and personnel.

4. Coordination and Communication The vendor will coordinate with other event staff and local emergency services to ensure security measures align with overall event operations. Security staff should use reliable communication tools, such as radios or mobile phones, to maintain constant contact within the team and with event organizers.

5. On-Site Supervision and Management A designated security supervisor must be on-site throughout the event to oversee security operations, address any concerns in real time, and serve as the primary point of contact for all security-related matters.

This individual will ensure that security measures are continuously upheld and will be responsible for responding to any incidents or necessary adjustments to security protocols as they occur.

Additional Services for 2026 TEKS Conference

Additional Services for 2026 TEKS Conference

Additional Services Identify any additional services not listed that are essential to the event's success.

Other Costs/Fees Disclose any potential hidden fees or extra costs.

(Optional: Maximum 1000 characters allowed)

2025-14

VENDOR INFORMATION

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 15 of 35 pages

Minimum Qualifications/Requirements

1. Suitability Venue must meet the space and time requirements of the 2026 TEKS Conference

2. Relevant Experience Vendor should have a proven record of hosting similarly-sized events, ideally conferences with 1,500 or more attendees

3. Service Provision/Subcontracting Vendor must offer the services or subcontract services if they cannot provide them directly.

4. Catering If on-site catering is not available, the venue must support arrangements for catering services

5. Lodging If the venue is not attached to a hotel or does not include on-site lodging, venue must indicate nearby hotel options capable of accommodating the conference's full attendee group.

2025-14

EXAMPLES OF COMPARABLE EVENTS

EVENT ONE

Using examples of comparable conferences your venue has hosted in the last two years, provide the following information.

EVENT ONE

Event 1 - Overview

Provide the name, date and purpose of the event.

(Required: Maximum 300 characters allowed)

Event 1 - Attendance

Total number of attendees

(Required: Numbers only)

Event 1 - Services Provided

What services were provided directly by the venue?

Audio-Visual / Production

Business Center Services

Catering/Concessions

Electrical

Event Security

Event Staffing

Hotel Accommodations & Services

Internet/Telecommunications

Rigging Services (Required: Check all that apply)

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 16 of 35 pages

Event 1 - Services Subcontracted

What services were subcontracted?

Audio-Visual / Production

Business Center Services

Catering/Concessions

Electrical

Event Security

Event Staffing

Hotel Accommodations & Services

Internet/Telecommunications

Rigging Services (Required: Check all that apply)

Event One - Client Contact

For the example listed, please provide the contact information for the client representative. This information may be used to gain feedback on the venue's performance and support.

Client Representative's Name Title and Organization Email Address Phone Number

(Required: Maximum 250 characters allowed)

EVENT TWO

Using examples of comparable conferences your venue has hosted in the last two years, provide the following information.

EVENT TWO

Event 2 - Overview

Provide the name, date and purpose of the event.

(Required: Maximum 300 characters allowed)

Event 2 - Attendance

Total number of attendees

(Required: Numbers only)

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 17 of 35 pages

Event 2 - Services Provided

What services were provided directly by the venue?

Audio-Visual / Production

Business Center Services

Catering/Concessions

Electrical

Event Security

Event Staffing

Hotel Accommodations & Services

Internet/Telecommunications

Rigging Services (Required: Check all that apply)

Event 2 - Services Subcontracted

What services were subcontracted?

Audio-Visual / Production

Business Center Services

Catering/Concessions

Electrical

Event Security

Event Staffing

Hotel Accommodations & Services

Internet/Telecommunications

Rigging Services (Required: Check all that apply)

Event Two - Client Contact

For the example listed, please provide the contact information for the client representative. This information may be used to gain feedback on the venue's performance and support.

Client Representative's Name Title and Organization Email Address Phone Number

(Required: Maximum 250 characters allowed)

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 18 of 35 pages

Small, Minority, Woman or Veteran-Owned Business Enterprise

ESC Region 13 is dedicated to enhancing supplier diversity in its contracts. While there is no specific goal set, this information is considered during the proposal evaluation. It is important for respondents to demonstrate their status as a Small/Minority, Woman- or Veteran-Owned Business Enterprise and/or show evidence of engagement with such businesses as subcontractors.

To support your Small, Minority, Woman or Veteran-Owned Business Enterprise designation, please attach a copy of the relevant certification using the Response Attachment tab. To show evidence of your engagement with Historically Underutilized Businesses (HUBs), please submit a HUB Subcontractor Engagement Report or equivalent supporting documentation using the Response Attachment tab.

Affirmative responses without supporting evidence will be deemed nonresponsive for this attribute.

This is not a requirement. While this may be considered in the evaluation process, vendors who do not meet this criterion will be fully considered.

Please select the appropriate box: Not Applicable Minority-Owned Business Enterprise

Non-Profit Organization Small Business Veteran-Owned Business Enterprise

Woman-Owned Business Enterprise (Required: Check only one)

Vendor's Past Relationship with ESC Region 13

Has your company done business with ESC Region 13 in the last five (5) years?

This is not a requirement. While this may be considered in the evaluation process, vendors who do not meet this criterion will be fully considered.

Yes

No (Required: Check all that apply)

Vendor's Past Relationship with ESC Region 13 - Detail

If your company has done business with ESC Region 13 in the last five (5) years, please specify the nature of the engagement. Include relevant details such as dates of service, project name, PO number, and/or contact name at ESC Region 13.

(Optional: Maximum 1000 characters allowed)

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 19 of 35 pages

Conflict of Interest Questionnaire (CIQ)

In accordance with Texas Local Government Code Chapter 176, ESC Region 13 requires all vendors to disclose any potential conflicts of interest. Entities or individuals seeking or maintaining a contract with a local government entity must disclose any relationships or affiliations that could be perceived as a conflict of interest.

The CIQ form is used for this disclosure. Vendors complete the CIQ form, disclosing any relevant relationships or affiliations with employees, officials, or board members of ESC Region 13 with your response submission and whenever there is a change in the disclosed information.

By participating in this procurement process, all vendors acknowledge their understanding and reporting requirements set forth by Texas Local Government Code Chapter 176. Failure to comply with these disclosure requirements may result in the invalidation of the response, or the resulting contract and other legal actions as stipulated under Texas law.

No conflict of interest exists

Dual Employment

Family or personal relationship

Financial Interest

Former Employee

Gifts or favors to employees/board members

Insider Information

Involvement in procurement process

Pending or current legal disputes

Unreported Relationship

Other (Required: Check all that apply)

Conflict of Interest Detail

If you selected any box other than "No conflict of interest exists" in the previous attribute, please provide a detailed explanation of the conflict of interest.

Complete the Conflict of Interest Questionnaire (CIQ) and submit with your proposal using the Response Attachment tab.

(Optional: Maximum 4000 characters allowed)

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 20 of 35 pages

Insurance Requirements

Insurance coverage is mandatory and must include professional liability, general liability, automobile liability, and workers' compensation insurance*, with amounts deemed satisfactory by ESC Region 13.

Vendors must provide a copy of their current insurance coverage with their proposal.

Upon contract execution, awarded vendor(s) must submit original certificates of insurance (Acord 25) to ESC Region 13 naming ESC Region 13 as the certificate holder.

Required coverage is listed below:

Insurance Coverage Limit

General Liability Bodily Injury

Property Damage

Personal Injury

$1,000,000 per occurrence

$2,000,000 aggregate

Professional Liability Insurance Errors and omissions related to professional services

$1,000,000 per claim

$1,000,000 aggregate

Automobile Liability

(Required if on ESC Region 13 Property)

Vehicle-related injuries and damage

$1,000,000 per occurrence

Workers Compensation* Employee injuries Coverage to meet or exceed the state’s statutory limits.

*Private employers who contract with ESC Region 13 must provide workers’ compensation coverage for the employees working on the project.

Note: Insurance requirements may be adjusted based on the size, scope, and nature of the contract.

I accept and certify compliance.

(Required: Check if applicable)

Communication & Compliance Guidelines

Questions & Clarification All questions must be submitted through the Ion Wave portal. All questions and answers will be posted and available for viewing by all prospective vendors; however, the identity of the asker will not be shared. Questions and/or requests for clarification must be submitted by the deadline specified in the Calendar of Events. ESC Region 13 will not consider or respond to late, emailed, or verbal questions, nor any other inquiry submitted outside of the Ion Wave system.

Communication Guidelines Contact with anyone outside of the ESC Region 13 Procurement Department regarding this solicitation is prohibited during the solicitation process unless directed by the ESC Region 13 representative listed on the solicitation.

Respondents who fail to adhere to this requirement risk having their response disqualified.

Changes to the Solicitation The Procurement Department is the only office at ESC Region 13 that may authorize changes in this document, negotiate prices, or incur additional charges related to this document.

I affirm and certify compliance.

(Required: Check if applicable)

Disqualification

A prospective vendor may be disqualified before or after the responses are opened, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other activities for the purpose of obtaining an unfair competitive advantage.

2025-14

PROPOSAL SUBMISSION REQUIREMENTS

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 21 of 35 pages

Proposal Submission Requirements

Proposals should include information on venue capacity, technological capabilities, accessibility, accommodation options, and any additional services that will support a successful and seamless event. Respondent must demonstrate experience in hosting large-scale conferences and a commitment to delivering a high-quality experience for all attendees.

To ensure comparability and streamline the review process, proposals must be structured in the following sequence, not exceed twenty (20) pages, and include the elements and information outlined below. (Suggested page limits appear in blue.)

1. Title Page (1 page) Company name, contact information and proposal date.

2. Table of Contents (1 page)

3. Executive Summary (1-2 pages) Provide a concise overview of the proposal, summarizing the event's goals, qualifications, services, and how you will meet the needs of the conference to ensure its success.

4. Proposal Narrative (3-4 pages) Provide a detailed explanation of your approach to the project demonstrating how you will fulfill the requirements.

5. Experience & Qualifications (2-3 pages) Provide a summary of your organization's experience in providing and managing a conference of this size and scope and your qualifications to successfully execute this conference.

6. Staffing and Project Plans (3-4 pages) Detail the key personnel assigned to the event, their roles and responsibilities. Provide a comprehensive timeline and task breakdown for the planning and execution phases, including contingency plans for potential issues.

Provide the onsite organization and staffing that will be provided during the event.

7. Problem Resolution Process (1-2 pages) Detail your approach to identify, address, and resolve issues that may arise before, during, or after the event.

8. Budget Proposal (2-3 pages) Submit a total cost estimate with a detailed breakdown of all costs associated with the event, including venue fees, services and any additional expenses.

Proposals submitted that exceed the twenty-page limit will not have pages beyond the 20th considered in the evaluation process.

2025-14

PRICING

Pricing Adjustments

Pricing submitted in this RFP response will remain fixed for the initial term of the agreement. Should market conditions warrant an increase, the vendor may request a price adjustment within 30 days of receiving notice from ESC Region 13 of its intent to extend the agreement. Pricing adjustments may only occur at the time of renewal and must be approved in writing by ESC Region 13. Requests for adjustments must solely address increased vendor's cost, not profits. Price increases are capped at 5% per renewal period. Requests must be submitted in writing, with detailed explanations and supporting documentation, such as supplier letters, to justify an increase.

ESC Region 13 reserves the right, at its sole discretion, to accept or reject the price increase in whole or in part.

ESC Region 13 will assess the validity of any proposed rate changes. If a properly-submitted increase is denied, the proposer may request the removal of the affected item(s) from the contract prior to renewal by providing written notice to ESC Region 13. Prices must be honored on orders dated up to the official date of the approval and/or cancellation of the requested price adjustments.

Deadline: 4/1/2025 02:00 PM (CT) 2025-14Page 22 of 35 pages

2025-14

EVALUATION CRITERIA & SCORING

Evaluation Criteria - RFP

In accordance with Section 44.031(b) of the Texas Education Code and 2 CFR 200, ESC Region 13 uses a best value approach for awarding agreements under this solicitation.

ESC Region 13 will base its recommendation for contract award based on the following factors and weighted criteria:

Criteria Points

Small, Minority, Woman- or Service-Disabled, Veteran-Owned Business Enterprise 5

Vendor's past relationship with ESC Region 13 10

Proposed Plan 15

Qualifications 15

Experience providing services 15

Price 40

Total Points 100

An evaluation team will review the responses to ensure awards are made based on the solicitation's requirements.

Potential for Presentations/Demonstrations

Upon completion of the evaluation process, selected vendors may be asked to interview or provide a demonstration which may consist of the following:

Questions about your organization and its capacity to meet the stated requirements Description/presentation of comparable work projects Description of experiences supporting school districts and/or campuses Information about the organization's structure and leadership, specifically team members who will work on this project.

When a single vendor is being selected for award, and the scoring results in a tie, the tiebreaker will be determined through…