ESBD_460237_1760453919297_APPENDIX-A-SOS FY 26-27 RRC Regulatory Conf-jh-pa-sm.docx

Appendix A Statement of Services Venue to Host RRC Regulatory Conference

A.2. Description of Services The Railroad Commission of Texas (RRC) is seeking bids from qualified respondents to enter into a Contract for a venue to host the RRC Regulatory Conference’s in 2026 and 2027, in accordance with Section A.2.3 Description of Service Requirements contained in the Invitation for Bid (IFB).

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

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

· Preferred date July 12-15, 2026, or alternate date July 26-29, 2026 (Initial year)

· Preferred date July 11-14, 2027, or alternate date July 18-21, 2027 A.2.1 Vendor Minimum Qualifications Bidders must be located in the Greater Austin Area (within a fifteen-mile radius of Austin, Texas) and own a suitable venue to host the conference and capable of providing hospitality services similar to those described in Section A.2.3 Description of Service Requirements. Bids submitted by vendors that do not or cannot meet these requirements will be rejected as non-responsive.

A.2.2 Term of Contract Any Contract resulting from this IFB shall include an original term. The original term of this Contract shall be from date of the last Party’s signature and shall continue through August 31, 2027 (“Original Term”). Contract modifications shall be accomplished through written amendment to the original Contract, fully executed prior to expiration of the Contract, and shall incorporate all terms and conditions of the original Contract as may be amended by mutual agreement between the RRC and Vendor. This includes but is not limited to increasing the guaranteed number of attendees and/or addition of Audio-Visual (AV) services/equipment.

A.2.3 Description of Service Requirements Guest Room Accommodations: At a minimum, guest rooms must be Standard King or Double Queen and shall not exceed $200 per night. Offering U.S. General Services Administration’s (GSA’s) federal Domestic Per Diem Rates to conference attendees who are federal, or state employees is preferred. If during the Contract Term, the current federal or state government per diem rate is higher than the hotel’s proposed rate, the proposed rate shall prevail. Vendor shall fully comply with the Americans with Disabilities Act (ADA) and provide reasonable accommodations for all conference attendees.

2026 RRC Regulatory Conference

2027 RRC Regulatory Conference

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

Meeting Rooms: 2026 Regulatory Conference

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Meeting Rooms: 2027 Regulatory Conference

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A.2.4 Additional Requirements

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

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

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

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

(5) At a minimum, thirty - (30) percent off Audio/Visual Pricing.

(6) At a minimum twenty - (20) percent off Food and Beverage banquet menus.

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

(8) Hotel reservation group rate through July 10, 2026, and July 9, 2027.

(9) Hotel shall provide Group with one (1) complimentary room night per twenty-five (25) revenue-generating room nights produced.

(10) Hotel shall have 600 or more parking spaces available on a first come, first served basis. Parking fees are the responsibility of the individual guests (conference attendees).

(11) Complimentary self-parking for 150 RRC employees working at the conference.

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

A.2.5 Payment of Services Vendor shall invoice RRC for services provided and accepted by RRC after the event. Vendor shall submit invoices as specified in Appendix C RRC Terms and Conditions, Section 7. Pricing, Purchase Orders, Invoices, and Payments, subsection D; Invoices.

A.2.6 Vendor Responsibilities The RRC shall look solely to the Vendor(s) for compliance with all service requirements of this IFB and the resulting Contract(s). Vendor(s) shall be the sole point of Contract responsibility and shall not be relieved of non-compliance of any sub vendor.