ESBD_486649_1770068626730_RFP301-26-06490 - TOURISM DOMESTIC VISITOR DATA Part A_Final.pdf

STATE OF TEXAS

OFFICE OF THE GOVERNOR

TEXAS ECONOMIC DEVELOPMENT AND TOURISM OFFICE

REQUEST FOR PROPOSALS

for

TOURISM DOMESTIC VISITOR DATA

Solicitation No. 301-26-06490

NIGP CLASS ITEMS

956-05 918-49 961-28 918-12

961-53 956-35

Response Date and Due Time: 02/23/2026 no later than 2:00 pm CT

Point of Contact

Michael White, CTCD, CTCM

CTCD/CTCM No. 1900023968

Contract Specialist

Office of the Governor of Texas

Financial Services Division

P.O. Box 12428

Austin, TX 78711-2878

512-463-0394

Michael.White@gov.texas.gov

PART A: SPECIFIC TERMS AND CONDITIONS

Solicitation No. 301-26-06490 - Part A

1. STRUCTURE OF SOLICITATION

This Solicitation is composed of three parts:

Part A: Specific Terms and Conditions, including exhibits and other attachments and appendices, if any;

Part B: Standard Terms and Conditions; and

Part C: Provisions Governing the Solicitation Process.

Resolution of Conflicting Provisions. In the event an instruction or term in Part A conflicts with an instruction or term in Part B or Part C, the instruction or term in Part A prevails. Any addenda or amendment to Part A, Part B, or Part C control over their original versions, respectively.

2. GLOSSARY OF TERMS

This Glossary assigns definitions to the listed terms. The definition given to a term listed in this

Glossary applies whenever the term appears in any Part of or Exhibit to this Solicitation and in any response to this Solicitation.

2.1. Monthly Service Fee

The firm fixed monthly fee that will be charged by the Contractor to fully compensate the

Contractor, and supporting subcontractors if applicable, for the costs of all of the Contractor’s in-house services and administrative expenses required to complete all work under the Contract.

Such expenses include, but are not limited to, all research services; required reports; labor (e.g., all agency account service time); project and contract management; accounting and billing services; administrative support; website development and hosting; legal services and fees;

facilities; equipment; and all incidental and normal business operating expenses, such as local and long distance phone (landline and mobile) calls; facsimile; publication costs; software or other licensing; routine travel; postage; local courier service; internal copying; supplies;

materials; parking and other ongoing services performed or required for routine performance.

The Monthly Service Fee does not include any reimbursement for operating expenses or out-of-pocket expenses.

2.2. Performance Period

Each annual period of the Contract Term during which the Contractor will perform the required services under the Contract. Each Performance Period will be separately budgeted by the OOG, subject to available appropriations.

2.3. Travel Texas

A program within the OOG that is responsible for promoting travel to and enhancing tourism development in Texas (also formerly known as “Texas Tourism”).

3. GENERAL INFORMATION

Purpose of Procurement.

The OOG seeks written proposals from qualified Respondents in accordance with the specifications contained in this Solicitation for access to one or more datasets providing domestic visitor volume, visitor profile, travel intent, and consumer sentiment data. The OOG intends to select one or more qualified Respondents to provide the OOG with domestic visitor data. These services are intended to be used primarily by Travel Texas, which is responsible for marketing

Texas as a premier travel destination in domestic and international markets, including generating non-Texan travel to the state in order to create revenue and jobs.

Respondents shall be required to demonstrate ability to perform the services specified in this

Solicitation and shall fully understand the Travel Texas program, organization, mission and targeted audience. Respondents are encouraged to review the information located at https://travel.texas.gov and https://www.traveltexas.com .

Procurement Authority

The OOG is authorized by Texas Government Code, Section 481.172, as the primary state governmental entity with the duty to utilize current market research to develop a tourism marketing plan to increase travel to the state by domestic and international visitors; develop methods to attract tourist attractions to the state; and assist communities to develop tourist attractions. The OOG has been delegated authority to contract for these Deliverables by the Texas Comptroller’s Statewide

Procurement Division under Texas Government Code, Section 2155.131.

Term of Contract

3.3.1. Primary Term

The primary term of any Contract awarded as the result of this Solicitation shall commence on March 1, 2026 (“Effective Date”), and shall terminate on February 28, 2027, unless terminated earlier pursuant to the terms of the Contract. The primary term plus any renewal terms or extensions, if any, shall constitute the “Contract Term.”

3.3.2. Renewal Term

The OOG shall have the right to renew the term of the Contract for up to three additional twelve month periods through February 28, 2030 with consideration to

Contractor performance. The OOG shall provide the Contractor with written notice of its intention to renew the term of the Contract in writing at least thirty days prior to the

Contract termination date.

https://travel.texas.gov/ https://www.traveltexas.com/

3.3.3. Optional Extension

Upon the exhaustion of any and all renewal terms, the OOG may, in its sole discretion, extend the term of the Contract in any increment of months for up to six months if the

OOG determines that an extension is necessary to facilitate a transition to a new vendor.

The OOG shall provide the Contractor with written notice of its intention to extend the term of the Contract in writing at least thirty days prior to the Contract termination date.

Any compensation to the Contractor for this extension period would be based upon negotiated rates between the OOG and the Contractor and/or the reimbursement for actual expenses.

Office of the Governor’s Point of Contact Information. The mailing address of the

OOG for all notices is:

Michael White, CTCD, CTCM

CTCD/CTCM No. 1900023968

Contract Specialist

Office of the Governor of Texas

Financial Services Division

P.O. Box 12428

Austin, TX 78711-2878

512-463-0394

Michael.White@gov.texas.gov

Captions and Headings

The captions to the sections of this Solicitation are for convenience only and shall not affect the construction or interpretation of the Solicitation’s substantive terms.

4. STATEMENT OF WORK – SERVICE REQUIREMENTS

Deliverables

Deliverables shall include, but are not limited to, the requirements contained in this Solicitation.

Deliverables set forth that contain the words “must” or “shall” are mandatory and must be provided as specified with no alteration, modification, or exception. Deliverables set forth that contain the words “may” or “can” allow Respondents to offer alternatives to the manner in which the

Deliverables are provided.

The OOG strives to use innovative and cost-effective advertising and marketing programs to raise awareness on a state, national, and international level of Texas as a premier travel destination. In support of this mission, the OOG requires the most current market research to inform its tourism marketing effort. Data is also required to develop methods to attract tourism attractions to the state and to assist communities in establishing tourism attractions.

mailto:Michael.White@gov.texas.gov

The successful Respondent must provide domestic visitor data to the OOG consistent with the following objectives:

a. Research should have well-formulated procedures.

b. Research approach should be well-designed and well-executed.

c. Research data and assumptions should be methodologically sound.

d. Research findings should be useful to advance knowledge of the Texas tourism industry.

e. Research implications and recommendations should logically follow from the findings and be explained thoroughly.

f. Research documentation should be accurate, cogent and understandable to non-technical readers.

g. Research should be relevant to OOG and other stakeholders.

h. Research should be objective, independent, and balanced.

i. Research should be verifiable and defensible to peer review or audit.

A. Data

The Contractor shall provide:

o Domestic visitor volume and profile data that includes:

• Volume of visitors, stays, trips, travel days, visitor nights;

• Purpose of trip, activity participation, average length of stay, average party size, day and overnight trips;

• Trip timing, trip planning, trip booking, trip satisfaction, travel frequency, accommodation type, mode of transportation;

• Average trip expenditures, total expenditures;

• Insights on attractions and other points of interest;

• Traveler demographic information and origin markets for domestic travel to and within the

State of Texas; and

• Estimates of domestic visitor volume and profile data for the United States, Texas, Texas regions, Texas Metropolitan Areas, Texas counties and Texas cities based on data availability and as agreed upon between the Contractor and the OOG.

o Domestic travel intent and consumer sentiment data that includes:

• Current attitudes and aspirations related to travel;

• Details on the travel planning process; receptiveness to marketing channels; travel motivations;

• Trip types; desired destination attributes; desired experiences; other psychographic data;

• Demographics; and other forward-looking data points; and

• Comparable data points for Texas and the United States must be included. Estimates of travel intent and consumer sentiment for Texas regions, Texas Metropolitan Areas, Texas counties, and Texas cities may be included based on data availability and as agreed upon between the Contractor and the OOG.

Contractor may include additional data and analysis. Comparable data for previous years must be provided along with current estimates.

B. Project Schedule

The Contractor shall provide a signed Project Schedule within 10 Business Days after the OOG issues a Purchase Order that includes:

1) Deliverable dates of January 31 for preliminary domestic visitor volume and profile data for the prior calendar year and February 28 for the annual report. Contractor shall notify the OOG, in writing, if there are any concerns with the data sources or any other issues with the methodology and recommend solutions prior to these dates. The Contractor may provide more frequent reporting for interim periods based on data availability and as agreed upon by Contractor and OOG.

Contractor shall notify the OOG, in writing, if there are any concerns with the data sources or any other issues with the methodology and recommend solutions prior to these dates. The Contractor may provide more frequent report for interim periods based on data availability and as agreed upon by Contractor and OOG.

2) Monthly/Regularly Scheduled Status Meetings. The Contractor will be required to participate in monthly (or, at the OOG’s sole discretion, regularly scheduled) status calls and provide a written monthly (or, if applicable, regularly scheduled) summary status report in electronic form for each such call relating to Works in progress at the time of the particular

Monthly/Regularly Scheduled call, and, if requested by the OOG, and if tangible, copies of such

Works in draft or final form.

C. Website

The Contractor must maintain domestic visitor data on an interactive website for access by Travel

Texas.

D. Reports including the Annual Report

The Contractor must deliver ongoing reporting following the Project Schedule, including an

Annual Report with domestic travel data for the prior calendar year during the Performance Period.

1) Reports shall be prepared in standard publication format and should include a brief executive summary at the beginning of the report that explains the research and a discussion of any external events or trends that may have affected the research; a table of contents; a list of figures; the body of the text divided into chapters as appropriate; and a bibliography, if appropriate. The report shall include appropriate graphs, charts, data tables, and discussion of the data including time series comparisons by month, quarter, year-to-date and year-to-year, as appropriate.

2) Reports must contain an appendix that contains the data and methodologies used. The appendix must be able to be clearly referenced and understood by non-technical readers.

3) If the Contractor uses survey data in the reports, the Contractor shall clearly state the level of confidence associated with this data and the point range associated with this confidence level based on varying sample sizes so that it can be clearly understood by non-technical readers.

The Contractor shall provide a professional quality, formal presentation of its findings if requested by OOG staff at a Texas location to be determined by OOG. The date and time for a presentation shall be determined by the parties, however the presentation shall be completed prior to the last business day of February during the relevant Performance Period. The presentation shall include use of handouts and audio/visual and/or projection equipment and materials, as appropriate. The

Contractor shall include additional time following the Contractor’s presentation to allow for a question-and-answer session.

4.2. Ad Hoc Deliverables

As required by the OOG, the Contractor shall provide Ad Hoc Deliverables that are generally within the scope and intent of the services described herein that are reasonable and necessary to perform and carry out the OOG’s stated goals and objectives relating to Domestic Visitor Data research services. The Contractor may propose Ad Hoc Deliverables to the OOG for approval. Ad

Hoc Deliverables are research services in addition to the required services conducted on an as-needed basis and in as-needed quantities. All costs for Ad Hoc Deliverables shall be based on an itemized fee (e.g., cost per project basis, per report, hourly rate(s) and estimated number of hours for work performed, fixed fee upon completion of deliverables, etc.) Such services will be purchased at OOG’s option, on an “as-needed” basis, in “as-needed” quantities, as determined by

OOG in response to specific events or opportunities. OOG will request services, or approve

Contractor proposals for such services, in writing. Ad Hoc Deliverables will be treated as separate from the Monthly Service Fee.

4.3 Coordination of Efforts

When appropriate, and as required by the OOG, the Contractor shall coordinate activities with other OOG contracted firms (e.g., advertising, public relations, research, etc.), other state agencies and local, regional and statewide tourism industry associations and organizations involved with or affected by services provided under this Contract.

4.5. Contracted Account Staff

The Contractor shall dedicate qualified professional staff who have demonstrated experience in providing services necessary to the completion of Contract requirements. The Contractor must dedicate an Account Manager to oversee all activities of the Contract including, but not limited to, the management, accounting for the entire Contract, billing, and reporting. The Account Manager will be the OOG’s primary day-to-day contact. The OOG reserves the right to approve and accept key professional staff, including the Account Manager. The Contractor must notify the OOG in writing if key professional staff cannot continue on the account, and the OOG must approve replacement personnel.

4.5.1. Contractor’s Relationship to the OOG

The OOG is a part of the executive branch of Texas state government, and does not relinquish control over decisions related to the Deliverables specified in Part A of this Solicitation to the

Contractor. Rather, the Contractor shall provide all Deliverables under the Contract with the

OOG’s prior approval.

4.7 End of Contract Transition

Upon any termination of the Contract, beginning at a time determined solely by the OOG, the

OOG may require the Contractor to provide all necessary work products to ensure account transition, account familiarization, and transfer of work to any new vendor of the OOG. The OOG may, in its sole discretion, maintain concurrent contracts for a limited period in order to facilitate this transition.

5. FINANCIAL TERMS AND CONDITIONS

Maximum Contract Amount

The OOG’s maximum liability to the Contractor, in consideration for the full, satisfactory and timely performance of all its duties, responsibilities and obligations as set forth in the Contract or arising out of any performance as the result of this Solicitation, shall not exceed (amount to be determined at time of Contract award)(“Maximum Contract Amount”) for the initial Performance

Period beginning Effective Date. The Contractor will not be compensated for Deliverables provided before the Effective Date of the Contract. The Contractor shall have no entitlement to payment of the Maximum Contract Amount.

5.2 Monthly Service Fee

With the exception of Ad Hoc Deliverables as described in Section 4.2 of Part A of the Solicitation, the Contractor is expected to provide the services described in Section 4 of Part A of the

Solicitation as part of its regular Monthly Service Fee. No expenses will be reimbursed.

6. TIMELINE FOR SOLICITATION

Calendar of Events

Time is of the essence in the providing the Deliverables required by the Contract. The OOG may require the Contractor to provide Deliverables according to a date-sensitive schedule.

The OOG reserves the right to revise any of the time periods listed below and will post all changes by published Addendum on the ESBD at http://www.txsmartbuy.gov/esbd.

Event Date

Solicitation Posting Date 02/03/2026

Deadline for Respondent Submission of Solicitation

Questions

02/05/2026

The OOG’s Response to Questions Posted on the ESBD 02/06/2026

Deadline for Respondent HSP Courtesy Review Request 02/13/2026

OOG Provides HSP Courtesy Review 02/17/2026

Deadline for Respondent Submission of Response 02/23/2026

Anticipated Start Date 03/01/2026

7. EVALUATION SCORING CRITERIA

Weighted Evaluation Scoring Criteria. The OOG will evaluate Responses using the following weighted scoring criteria, subject to overall best value considerations as authorized by law. The evaluation process and criteria are further described in-depth in

Part C of the Solicitation.

CRITERIA WEIGHT

Company Information/Financial Responsibility 5%

Experience/Qualifications/References 20%

Proposal Content And Responsiveness 45%

Monthly Service Fees 30%

TOTAL 100%

Detailed Evaluation Criteria. The OOG will use the following standards:

7.2.1. Evaluation of Company Information. All proposals will be evaluated based on company information and Financial Responsibility (as provided in Tab 3 of the proposal), including a review of the Respondent’s demonstrated financial capacity to provide the services described in Section 4 of Part A of this RFP.

7.2.2. Evaluation of Experience, Qualifications and References. Responsive proposals will be evaluated based on the qualifications, experience and resources of each Respondent, and each Respondent’s past experience in servicing accounts of similar type and scope as required by the OOG (as provided in Tabs 4, 5, and 6 http://www.txsmartbuy.gov/esbd of the proposal). This evaluation may include, but is not limited to, demonstrated success in providing similar services, provided work samples, proposed account personnel, past performance as referenced in Section 2.6 of Part C of the

Solicitation, and each Respondent’s resources and capability to perform the services.

7.2.3. Evaluation of Proposal Content and Responsiveness. Responsive proposals will be evaluated based on their quality and response to the specifications in the

Solicitation. This may be by examining criteria which include, but are not limited to, the comprehensiveness of the proposal, including, but not limited to, the extent to which the proposal addresses the specifications in the Request for Proposals, the incorporation of non-negotiable elements, and the feasibility of the

Respondent’s response. A Contractor will be selected based on demonstrated knowledge and experience and compatibility with the goals and objectives of the

OOG.

7.2.4. Evaluation of Monthly Service Fee. Responsive proposals will be evaluated based on their proposed Monthly Service Fee. This evaluation will include consideration of all work and costs to be included in the Monthly Service Fee. The

OOG will more favorably consider those proposals that offer best value to the State of Texas for the Monthly Service Fee.

8. HUB SUBCONTRACTING

In addition to the information pertaining to HUBs in Part C of this Solicitation, the

OOG has identified potential subcontracting opportunities under this Solicitation:

CLASS 956: LIBRARY AND SUBSCRIPTION SERVICES, INCLUDING

RESEARCH SERVICES, INTERNET AND PERIODICAL SUBSCRIPTIONS

Item Number and Commodity Descriptions:

956-05 Business Research Services

956-35 Internet Database Subscriptions

CLASS 961: MISCELLANEOUS SERVICES, NO. 1 (NOT OTHERWISE

CLASSIFIED)

Item Number and Commodity Descriptions:

961-28 Economic Development, Domestic and Foreign