ESBD_413154_1746041041681_802-26-59897 SP Conference Room Rental.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-26-59897

RENTAL OF CONFERENCE FACILITY FOR STATE PARKS

DIVISION MEETING

NIGP Class/Items: 971-65, 971-30

RFP Issue Date: April 30, 2025 Questions Due: May 14, 2025, 2:00 PM CT

Proposal Due Date: May 29, 2025; 2:00 PM CT

Purchaser: Vanessa D Contreras, CTCD, CTCM 512-389-4722 Purchasing.Bidbox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

mailto:Purchasing.Bidbox@tpwd.texas.gov

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Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Solicitation Method and Intent

3. Contract Term

4. Qualifications and Experience

5. Quantities

6. Scope of Work and Specifications

7. Schedule Requirements

8. Contractor Requirements

9. TPWD Responsibilities

10. Performance Measures

11. Adding New Products/Services to Contract After Award

12. Modifications of Contract Terms and/or Amendments

13. Subcontracting

14. HUB Subcontracting Plan

15. Contract Administration

16. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

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5. Delivery of Proposals

6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – PRICE LIST OPTIONS AND AVAILABILITY

EXHIBIT C – COMPANY PROFILE

EXHIBIT D – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT E – SAMPLE MENUS

EXHIBIT F – RESPONSE SUBMISSION CHECKLIST

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SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is requesting proposals for the rental of conference facilities to include lodging, training/meeting space, dining room and provision of meals for a State Parks Division Meeting. Expected attendance is estimated to be approximately 280 attendees and 20 exhibitors. The goal of the training/meeting is to provide educational opportunities for State Park employees as they carry out their mission of managing and conserving parks and historic sites while providing outdoor recreation and educational experiences to Texas citizens and visitors.

2. SOLICITATION METHOD AND INTENT

2.1. The Request for Proposal (RFP) solicitation method allows qualified respondents to submit a written proposal addressing pricing, qualifications, experience, location, availability, approach and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare and evaluate responses based on the criteria and weights identified in this RFP.

2.2. It is TPWD’s intent to award a single contract to provide State Park conference services as described herein. Award will be made based on best value to the State. It is TPWD’s sole discretion to determine best value.

3. CONTRACT TERM

3.1. Contract Term: The contract shall commence on Date of Award and automatically expire upon the delivery date agreed upon and final acceptance by TPWD. Conference will be five (5) days and four (4) nights, (See Preliminary Meeting/Training and Meal Schedule).

3.2. Termination: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

3.3. Amendments: The contract may be amended in writing by mutual consent of the parties.

3.4. Quantities: Unless this RFP states otherwise, the resulting contract award does not guarantee volume or a commitment of funds.

4. QUALIFICATIONS AND EXPERIENCE

4.1. Minimum Qualifications and Experience: Respondent (and awarded contractor) shall meet the following minimum qualifications:

4.1.1. Shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, equipment and supplies required to fulfill all requirements under this RFP and any resulting contract.

4.1.2. Note: Any subcontractor under the primary contractor must meet the same qualifications as contractor. Primary contractor shall maintain all responsibility for work conducted under this contract as specific herein.

4.1.3. Shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

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4.1.4. Respondent shall provide a minimum of three (3) references for jobs completed within the last five

(5) years, Exhibit D – Past Projects with Corresponding References. The references shall illustrate recent experiences successfully completing work of a similar nature and scope as the work described in the solicitation. Attention: Do NOT use TPWD staff or past work performed for TPWD as a “reference”. Failure to supply references may result in the proposal being considered non-responsive. TPWD reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

4.2. Supporting Documentation: Respondent shall complete and submit Exhibit D – Past Projects with

Corresponding References with proposal to provide documentation to support the above qualifications.

(Ref: Section II, Subsection 3.3.)

5. QUANTITIES

5.1. Number of Attendees: Over the five (5) day period, there will be approximately 280 attendees and 20 exhibitors for the majority of the dates (see Room Needs in Specifications). Attendee numbers will fluctuate as employees arrive or leave according to training schedule. Some employees may stay for one or more nights while others may come for just the day they are training.

5.2. Facility shall agree to block space, based on tentative/preliminary scheduled needs, upon award of proposal. Meeting space and rooms shall be blocked until an agreed upon date, no more than one month prior to start of the conference. Unclaimed meeting space and rooms shall be released back to the facility at this time. TPWD will not be held responsible for attrition. Lodging and meeting/training space not identified in the final meeting/training schedule for use by TPWD will be released back to facility.

5.3. Facility shall identify cost for additional room nights per person to accommodate participants traveling longer distances.

5.4. Facility shall waive any deposit or advance payment requirements and will hold TPWD harmless for any monetary penalty for failing to meet anticipated income resulting from this event.

5.5. TPWD’s payment to facility for lodging, meals, use of facility meeting/training space will be used on final number of actual attendees. TPWD will not be responsible for payment of blocked rooms not used.

5.6. Quantities specified herein are estimates only. TPWD does not guarantee any minimum or maximum quantity of services or to allocate any specific dollar amount on any contract that may result from this RFP.

TPWD reserves the right to increase or decrease quantities as needed for the same price. TPWD will only pay for actual services provided.

6. SCOPE OF WORK AND SPECIFICATIONS

6.1. Location Requirements: Location shall be within the State of Texas. Preferred locations include the

San Antonio area, Dallas-Fort Worth area, Corpus Christi, El Paso, Laredo, Rio Grande Valley Metro area, and minor metro areas such as San Angelo, Tyler, Waco, Kerrville, and Abilene. Locations within Austin City Limits are excluded. Facility location and the time and cost associated with employee travel will be a factor in determining best value.

6.2. Training classes will consist of 2.5 days.

6.3. Preferred Class Dates: Sunday, February 8 – Thursday, February 12, 2026

6.4. Alternative Dates if Preferred are Unavailable:

6.4.1. Second Preference: Sunday, February 22 – Thursday, February 26, 2026

6.4.2. Third Preference: Sunday, February 1 – Thursday, February 5, 2026

6.4.3. Fourth Preference: Respondent may propose any Sunday – Thursday block of dates within the range of February 2026 – July 2026. Major holidays should be avoided.

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6.5. Facility Requirements: Services shall include, but are not limited to the following:

6.5.1. Estimated Room Needs: Room block can be for single or double occupancy. Single occupancy preferred. Specify type of rooms such as lodge, cabins, hotel style, etc. utilizing Exhibit B – Price List Options and Availability.

6.5.2. See below graph for projected room needs:

Day of week Sunday, February 8

Monday, February 9

Tuesday, February 10

Wednesday, February 11

Number of Beds Approx. 20 Approx. 280 Approx. 280 Approx. 280

6.5.3. TPWD prefers to have all sleeping rooms at one property but will consider a headquarter hotel with overflow at a secondary property. If the entire block cannot be accommodated at one hotel, 50% of the peak room requirement must be at the primary hotel and the remaining 50% of the peak rooms may be at an overflow property within easy walking distance from the headquarter hotel or meeting facility. Both facilities must provide matching rates.

6.5.4. Advance planning team will arrive on Sunday, February 8, 2026, or the Sunday of alternate date option, to set-up and stage the event.

6.5.5. Facility must provide ample room for attendees (approximately 280) to park. Some attendees will carpool. Some attendees have large pickups, some open space parking is necessary. If main parking is in a ramp, clearance must allow a minimum height of 7 feet. Parking must be onsite or within 1-2 blocks from the conference/lodging facilities. If there is not a fee for parking included in your proposal, TPWD shall assume there is not a charge for parking and shall not be charged.

6.5.6. All other participants will arrive on Monday, February 9, 2026 through Thursday, February 12, 2026.

6.5.7. Departure time will be Thursday, February 12, 2026 at approximately 1:00 pm with the class ending time of 12:00 noon, no lunch provided.

6.5.8. All meeting/training rooms will be vacated no later than 5:00 pm Thursday, February 12, 2026.

6.5.9. Facility shall provide complimentary Wi-Fi for participants in guest rooms.

6.5.10. Facility shall provide public gathering space for after-hours socializing.

6.6. Food and Beverage Requirements:

6.6.1. Facility shall provide the option of a social gathering to include finger foods and beverages such as tea, water, and coffee for participants arriving the evening of Monday, February 9, 2026 from 5:00 PM – 6:30 PM. Respondent shall submit food and beverage menu with prices in the proposal submission.

6.6.2. Facility shall provide the option of daily meals for approximately 280 attendees consisting of hot breakfast and cold or hot lunches. Respondent shall submit food and beverage menu with prices in the proposal submission.

6.6.2.1. If Facility offers multiple menu options, Respondent shall clearly outline options and cost for each item.

6.6.2.2. Please note that meal costs cannot exceed State of Texas per diem rate for breakfast, lunch and dinner: http://www.gsa.gov/portal/category/100120.

6.6.3. Facility shall provide options for beverage stations for breaks consisting of:

6.6.3.1. Option A: coffee, tea and water

http://www.gsa.gov/portal/category/100120

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6.6.3.2. Option B: coffee, tea and water, fruit, breakfast breads, cookies, brownies, trail mix, health bars, ice cream bars, or other similar snacks. Respondent shall submit sample menu for each Option with prices in the proposal submission.

6.6.4. Facility shall provide an option for an evening meal on-site or provide coordination for an evening meal at an off-site destination on Wednesday, February 11, 2026. Respondent shall submit meal details in proposal for each option. Option provided should be suitable for conducting an awards ceremony by having space for stage and a/v equipment.

6.6.4.1. Option A: On-site evening meal event.

6.6.4.2. Option B: Off-site evening meal event at local attraction.

6.7. Meeting/Training Room Requirements:

6.7.1. Facility shall provide a dedicated secure working room with wireless connectivity, tables, and chairs for approximately 20 planning staff. This space will be utilized throughout the conference by planning staff for coordination and storage. A refrigerator is preferred but not required.

6.7.2. One (1) complementary secure room shall be provided to store conference supplies. May be the same space as planning working room if space permits.

6.7.3. Facility shall designate space within facility lobby, or near conference area, as registration and guest welcoming area from 8:00am on Monday, February 9, 2026 through 12:00 noon on Thursday, February 12, 2026.

6.7.4. Facility shall provide meeting/training room space to include tables and chairs to seat approximately 260 participants and 20 instructors in classroom style, and preference for space to accommodate exhibitor space for 2.5 meeting days. Meeting/training rooms must be within, or immediately adjacent via an easy walk, to the facility. Meeting room shall not be used for meals.

6.7.4.1. One meeting space should seat all 260 participants and 20 instructors in classroom style.

6.7.4.2. Preference for up to three additional meeting spaces Tuesday, February 10, 2026 and/or Wednesday, February 11, 2026 to serve as breakout rooms. Rooms should seat up to 80 participants in classroom or auditorium style concurrently.

6.7.4.3. Preference for space to accommodate fifteen (20) exhibit booths to remain in place with preferred location in the meeting/training room, over 2.5-day period.

6.7.5. Facility shall provide high speed internet for conference A/V needs and wireless internet access for multiple computers and the ability to operate computers simultaneously in large meeting room.

6.7.6. Facility shall provide 24-hour meeting room access to allow for set-up of the next day’s events.

Access to the main meeting space should be available no later than 5:00 PM on Sunday, February 8, 2026 to allow for set-up.

6.7.7. Facility shall provide speaker podium in meeting room(s).

6.7.8. Tables, chairs and linens/table covers shall be provided in meeting room(s).

6.7.9. Facility shall provide drinking water or water stations in main meeting room.

6.7.10. Facility shall provide a map of the facility and specify the location/drop off area for supplies.

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6.7.11. Americans with Disabilities Act (ADA) – Title III of the Americans with Disabilities Act (ADA) and the regulation promulgated thereunder, the hotel/facility being used by the group under this agreement, its guest rooms and common areas shall follow the public accommodation requirements of the ADA. Elevators must be located in all main areas if there is more than one floor being used for the conference or lodging and they must be accessible for wheelchairs and other ADA equipment requirements. At no time can a freight elevator be utilized as the main elevator for individuals with disabilities.

6.7.12. TPWD encourages the participation and involvement of local tourism entities to include Convention and Visitor Bureaus and/or Destination Marketing Organizations. Consideration will be given to all incentives and/or sponsorships provided by these entities, as outlined in Exhibit B.

6.8. Meeting Room(s) Audio Video Requirements:

6.8.1. Facility shall provide audio video service in the general meeting room throughout the 2-1/2

Days of meeting sessions referenced in section 6.7.4 (day 1 = full day, day 2 = full day, day 3 = ½ day)

6.8.1.1. Facility shall provide full audio and video labor services in the general session room.

6.8.1.2. Facility shall provide video filming, recording, and live streaming of meeting sessions through event application software Whova. (Event application service will be obtained by customer and not required by A/V vendor)

6.8.1.3. Facility shall provide room sound system (house sound system).

6.8.1.4. Facility shall provide six headset wireless microphones, two lavalier wireless microphones, and four handheld wireless microphones.

6.8.1.5. Facility shall provide two projectors and two projection screens approximately 9’x18’ (rear projection preferred).

6.8.1.6. Facility shall provide one confidence monitor.

6.8.1.7. Facility shall provide stage riser approximately 32’ wide x 12’ deep with accessible ramp.

6.8.1.8. Facility shall provide stage pipe and drape.

6.8.1.9. Facility shall provide stage wash lighting and uplighting.

6.8.2. Facility shall provide limited audio video service in the three breakout meeting rooms for ½ day as referenced in section 6.7.4.2

6.8.2.1. Facility shall provide each breakout room with room sound system (house sound system).

6.8.2.2. Facility shall provide each breakout room with two headset wireless microphones and one wireless handheld microphone.

6.8.2.3. Facility shall provide each breakout room with projector and 8’ or larger projector screen.

6.8.3. Facility shall provide limited audio video service at the evening meal location referenced in section 6.6.4.

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6.8.3.1. Facility shall provide stage riser approximately 16’ wide x 8’ deep.

6.8.3.2. Facility shall provide room sound system.

6.8.3.3. Facility shall provide two headset wireless microphones and one wireless handheld microphone.

6.8.3.4. Facility shall provide two projectors and two 10’ or larger projector screens.

7. SCHEDULE REQUIREMENTS

7.1. Selected facility will be required to maintain a master account for all meeting rooms and activities. A rooming list will be provided in a timeframe agreed upon, prior to arrival of the group.

7.2. TPWD will use its best effort to keep host site informed of room reservation changes as they occur.

7.3. The planning team and some instructors/students will arrive Sunday, February 8, 2026 to begin set-up. No meals will be provided this day. (See Preliminary Schedule below).

7.4. The Preliminary Meeting/Training Schedule is outlined below with the preferred daily schedule. TPWD reserves the right to change meeting space requirements.

PRELIMINARY MEETING/TRAINING AND MEAL SCHEDULE

Day Time Event Room Style Approx. No.

of Attendees

Sunday 3:00 PM – 9:00 PM Planning Team Set-up Classroom 20

Monday

8:00 AM - 1:00 PM Planning Team Set-up for Registration Lobby or

Registration Area

4:00 PM - 6:00 PM Professionals Arrive and Register 280

5:00 PM - 6:30 PM Social 280

Attendees are on their own for dinner

Tuesday

7:00 AM Breakfast Dining Room 280 8:00 AM Meeting/Training Classroom 280

10:00 AM Break 12:00 PM Lunch Dining Room 280 1:00 PM Meeting/Training Classroom 280 3:00 PM Break

Attendees are on their own for dinner

Wednesday

7:00 AM Breakfast Dining Room 280 8:00 AM Meeting/Training Classroom 280

10:00 AM Break 12:00 PM Banquet Style Lunch Dining Room 280 1:30 PM Meeting/Training Classroom 280 3:00 PM Break

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6:00 PM Dinner and Awards Dining Room 280

Thursday

7:00 AM Breakfast Dining Room 280 8:00 AM Meeting/Training Classroom 280

10:00 AM Break

12:00 PM Conclude Meeting/Training

8. CONTRACTOR REQUIREMENTS

8.1. Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work, installation, or other service performed without prior written authorization of the TPWD is work outside the scope of this contract and shall be performed exclusively at Contractor’s risk.

8.2. Contractor shall provide service in accordance with requirements specified herein and the resulting contract(s) and adhere to the TPWD Terms and Conditions.

8.3. Contractor shall provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the contract.

8.4. Contractor is responsible for all costs incurred in the performance of the contract.

8.5. Contractor shall comply with all laws, ordinances, statutes and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

8.6. Contractor shall follow relevant safety rules and conduct the work in a safe manner.

9. TPWD RESPONSIBILITIES

9.1. TPWD will designate a Project Manager and Contract Manager upon contract award.

9.2. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

10. PERFORMANCE MEASURES

10.1. Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractor(s).

By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of this contract.

10.2. TPWD will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract.

If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

11. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

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Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request will be sent to successful respondent to quote on the proposed additional products/services. Respondent shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

12. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

12.1. The terms and conditions of the Contract shall govern all transactions under the Contract.

12.2. The Contract may only be modified or amended upon mutual written agreement of TPWD Purchaser(s) and the Contractor.

12.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

13. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

14. HUB SUBCONTRACTING PLAN

TPWD has determined there are no probable HUB Subcontracting Opportunities for this solicitation.

15. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

Administration of the contract is a joint responsibility of TPWD State Parks Division and the TPWD Purchasing & Contracting Branch. TPWD Purchasing staff will be responsible for administering the contractual business relationship with the contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the project manager and point-of-contact between the agency and the contractor. The project manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s contract management and contract administration responsibilities include, but are not limited to:

15.1. Monitoring the contractor’s progress and performance and ensuring services conform to established specification requirements.

15.2. Managing the financial aspects of the contract including approval of payments.

15.3. Meeting with the contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

15.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

15.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

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16. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

16.1. Contractor to submit invoice(s) to: Texas Parks & Wildlife Department, Accounts Payable, 4200 Smith

School Road, Austin, Texas 78744.

16.2. Payment will be made by Purchase Order for meeting spaces, meal, and audio-visual equipment. Invoice submitted by vendor shall be all inclusive. Lodging will be direct billed. Gratuities billed as a separate line item will not be reimbursed. TPWD is not allowed to pay gratuities.

16.3. Pursuant to the general appropriations act, state employees traveling cannot exceed federal travel rates set by the U.S. General Services Administration. http://www.gsa.gov/portal/category/100120

16.4. Invoices must show:

16.4.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

16.4.2. Name of receiving entity

16.4.3. Contract/purchase order number

16.4.4. Description, quantity, unit of measure, unit price, extended price of each item

16.4.5. Total price

16.4.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

16.4.7. Attach supporting documentation, if required

16.5. Payment:

16.5.1. The contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then contractor will be paid in accordance with the agreement approved by the parties.

16.5.2. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor, if any of the following conditions exists:

16.5.2.1. Contractor is in breach of this contract;

16.5.2.2. Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract;

16.5.2.3. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TPWD has made payment to Contractor;

16.5.2.4. If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve a level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

16.5.3. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days or the Contractor may charge a late payment fee established by law.

16.5.4. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

http://www.gsa.gov/portal/category/100120

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16.5.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at

512-389-4833 for additional information.

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SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time RFP Issue Date: April 30, 2025 Questions Deadline: May 14, 2025, 2:00 PM CT Proposal Due Date: May 29, 2025; 2:00 PM CT

2. INQUIRIES

2.1. CONTACT: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Vanessa D Contreras, Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone 512-389-4722 Fax 512-389-4677 Email: Purchasing.Bidbox@tpwd.texas.gov

2.2. CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be e-mailed to the point-of-contact listed in Section II, Subsection 2.1. Questions should be submitted in the following format: a) Reference the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

2.3. DEADLINE FOR SUBMISSION OF QUESTIONS: To provide TPWD with sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. ANSWERS TO QUESTIONS: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection

2.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

mailto:Purchasing.Bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

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3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

3.1. GENERAL RESPONSE FORMAT:

Respondents shall submit one (1) original proposal signed (marked Original). In addition, Respondents should submit one (1) copy of the proposal. Pricing should not be included in the submitted copies.

3.2. REQUIRED RESPONSE CONTENT:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed Exhibit A – Execution of Proposal.

3.2.2. Exhibit B – Price List Options and Availability: Include completed Exhibit B – Price List Options and Availability. Pricing should not be included in the submitted copies. Even emailed submissions should include a copy of the Respondent’s proposal, excluding the pricing.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent shall include the following additional documentation in their response submission, or within one business day of TPWD request. Failure to submit this additional documentation by TPWD designated deadline may result in disqualification of the proposal.

3.3.1. Exhibit C – Company Profile: Include completed Exhibit C – Company Profile (or reasonable facsimile).

3.3.2. Exhibit D – Past Projects with Corresponding References: Include completed Exhibit D – Past Projects with Corresponding References (or reasonable facsimile).

3.3.3. Exhibit E – Sample Menus: Include completed Exhibit E – Sample Menus (or reasonable facsimile).

3.3.4. Addenda: Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 5. Late proposals will not be considered under any circumstance and will be returned unopened.

4.2. Proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.2.1. E-mailed responses should include the following information in the e-mail “Subject” line: RFP number, submittal deadline date and time. It is the Respondent’s responsibility to e-mail the proposal to TPWD by the specified date and time.

RFP No. 802-26-59897 Page 16 of 47

4.3. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum to the response. Signed addenda shall be e-mailed to Purchasing.BidBox@tpwd.texas.gov and may be included with proposal or sent in a separate e-mail.

4.4. Respondents to this RFP are responsible for all costs of proposal preparation.

4.5. Proposals shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in Section II, Subsection 5 below.

4.6. Telephone proposals are NOT an acceptable response to an RFP. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline. Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

4.7. If Respondents attend in person when Proposals are opened, only the names of the Respondents who submitted proposals will be read. Prices and terms will not be divulged until after contract award.

5. DELIVERY OF PROPOSALS

5.1. E-MAIL submittals are preferred for this solicitation. However, Respondents may submit proposals by hardcopy of by email.

5.2. Links of proposals to shared drives such as DropBox or Google or any other clickable link in an email or cloud hosting platform is not an acceptable submission.

U.S. Postal Service Overnight/Express Mail

Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1

4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1

4200 Smith School Road Austin, TX 78744

Hours – 8:00 AM to 5:00 PM

NOTE: Proposals must be date stamped by TPWD prior to the due date and time.

6. EVALUATION AND AWARD

6.1. A contract will be awarded to the responsible respondent(s) who submits the proposal determined to be the best value to the State and who meet all requirements included in this solicitation.

6.2. Cash discounts offered by the respondent will NOT be a factor in proposal evaluation.

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the purchaser name identified in Section II, Subsection 2 above will be acceptable as a written notice for withdrawn. No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: A TPWD evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TPWD requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

mailto:Purchasing.BidBox@tpwd.texas.gov

RFP No. 802-26-59897 Page 17 of 47

Evaluation Criteria Weight Compensation and Fees 40% Qualifications, Experience, and Capability (based on Exhibit C – Past Projects with Corresponding References) 10%

Layout of meeting room space and amenities to include but not limited to: parking, internet/Wi-Fi, etc. 10%

Quality of proposed accommodations to include but not limited to: meeting rooms, guest rooms, and meals 15%

Facility including: preferred location, availability of preferred dates 25%

Total 100%

6.6. Step 3 – Short List: At TPWD’s sole discretion, a short-list may be developed. Then, TPWD may check references and/or inspect respondent’s facility/equipment.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.6.2. Facility and/or equipment may be inspected to verify ability to successfully complete the project.

Inspection will be scored on a pass/fail basis. Failure may be grounds for disqualification of the proposal.

6.7. Step 4 - Best and Final Offer (BAFO): The evaluation committee will determine if discussions and/or Best and Final Offers are necessary. Award of a contract may be made without discussions or Best and Final Offers, if in the best interest of the state.

6.7.1. Discussions: The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal.

6.7.2. Oral Presentations: TPWD may, at its discretion, elect to have respondents provide oral presentations of their proposals.

6.7.3. BAFO: A request for a Best and Final Offer is at the sole discretion of TPWD and will be requested in writing. If requested, respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be the considered in the award. TPWD will make the final determination on the best value.

6.7.4. The evaluation committee will evaluate the finalists and make a recommendation for award.

6.8. AWARD: TPWD reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to TPWD in performance of this service. TPWD will be the sole judge of best value. (Refer to Section III, Item 3.3 for Best Value criteria.)

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SECTION III – GENERAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

MARCH 2022

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below.

All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. ESBD: The Electronic State Business Daily, which is available online at http://www.txsmartbuy.com/esbd .

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

http://www.txsmartbuy.com/esbd

RFP No. 802-26-59897 Page 19 of 47

2.3. Unless otherwise specified, items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in successfully providing services in this solicitation.

3.3.6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of Gov't Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

• The Vendor has a score less than C or Legacy Unsatisfactory in the Vendor Performance

System,

• Currently under a Corrective Action Plan through the Texas Comptroller of Public

Accounts (CPA),

• Having repeated negative Vendor Performance Reports for the same reason,

• Having Purchase Orders that have been cancelled in the previous 12 months for non-performance (i.e., late delivery, etc.).

3.3.7. Contractor performance information is located on the CPA web site at:

www.txsmartbuy.com/vpts. CPA may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), CPA may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of CPA, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

http://www.txsmartbuy.com/vpts

RFP No. 802-26-59897 Page 20 of 47

4. UNIT PRICES: Respondents must price per unit shown. Unit prices shall govern in the event of extension errors.

5. FREIGHT: Quote FOB destination, freight prepaid and allowed unless otherwise stated within the specifications.

6. DELIVERY:

6.1. Show number of days required to place material in receiving agency's designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time obligates Respondent to deliver in 14 calendar days. Unrealistic delivery promises may cause solicitation to be disregarded.

6.2. If delay is foreseen, Contractor shall give written notice to the TPWD. Contractor must keep the TPWD advised at all times of status of order.

6.3. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the TPWD to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting Contractor.

6.4. Substitutions: No substitutions permitted without written approval of TPWD.

6.5. Delivery shall be made during normal working hours only unless prior approval has been obtained from ordering agency. Normal working hours are 8:00 AM until 5:00 PM Monday through Friday except State and National holidays.

7. TESTING AND INSPECTION:

7.1. TPWD may test and inspect goods and services purchased under the Contract to ensure compliance with the specifications of this solicitation and the Contract. TPWD may also test and inspect goods and services before they are purchased under the Contract. Authorized TPWD personnel shall have access to the Respondent's place of business for the purpose of inspecting the goods. To the extent practical, TPWD inspections will not disrupt the Respondent's daily operations. Tests shall be performed on samples submitted with the Bid/Proposal or on samples taken from regular shipments.

All costs of testing and inspection shall be borne by the Respondent. In the event the goods tested fail to meet or exceed all conditions and…