TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

COVER PAGE

Date: 02/20/2026

Type of Solicitation: Request for Proposal (RFP)

Name of Solicitation: Exhibitor Support and Services

Solicitation Number: 582-27-40015

Class 958, Item 36

Class 962, Item 60

Class 977, Item 32

Responses Due: March 27, 2026 at 2:00PM Central Time

Pre-Proposal Conference: Tuesday, March 17, 2026 at 2:00PM Central Time.

Pre-Proposal Conference is not mandatory.

Pre-Proposal Conferences are held virtually, using Microsoft Teams Town Hall. See Page 4 for further details. Link to MS Teams Town Hall

Deadline for Submission of Vendor Questions: March 19, 2026 at 2:00PM Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate): March 23, 2026

Description:

TCEQ hosts a variety of training, workshops, seminars and events throughout the year including the Environmental Trade Fair and Conference (ETFC), Autumn Seminars and the Texas Environmental Excellence Award ceremony. This solicitation is for exhibitor services at both Henry B. Gonzalez Convention Center (HBGCC) in San Antonio and future Austin Convention Center (ACC) facilities in Austin.

Historically Underutilized Business (HUB)/ Veteran Heroes United in Business (VetHUB) Subcontracting Plan: Subcontracting opportunities have been identified. See information regarding the HUB program and completing the HUB Subcontract Plan in the Responder General Instructions and in the HUB Subcontracting Plan form in Section 4 of this Solicitation.

PURCHASING AUTHORITY:

• Competitive Sealed Proposals (RFP) Gov’t Code Chapter 2156, Subchapter C https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjUzZDBjMGMtMzczOS00MzNjLTg4NzgtYTFlNmVmNGVhMzAz%40thread.v2/0?context=%7b%22Tid%22%3a%22871a83a4-a1ce-4b7a-8156-3bcd93a08fba%22%2c%22Oid%22%3a%222bdd3d9c-3515-4b30-b850-593747e19de8%22%7d https://www.tceq.texas.gov/p2/events

Solicitation Table of Contents

SECTION 1: General Information

• Cover Page

• Solicitation Table of Contents

• TCEQ Points of Contact for This Solicitation

• Response Submission Procedure

• FTPS User’s Quick Guide for Solicitations

• Responder General Instructions

SECTION 2: Scope of Work and Evaluation Criteria

I. Scope of Work

A. Background B. Description of Activities C. Key Personnel Qualifications D. Deliverables for Performance

II. Evaluation Criteria

A. Company’s Qualifications B. Statement of Qualifications – Key Personnel C. Company’s Past Performance D. Technical Approach to Performing the Scope of Work E. Price

SECTION 3: DRAFT CONTRACT DOCUMENTS

• Contract Signature Page

• Contract Documents List

• Special Terms and Conditions

• General Terms and Conditions

• Insurance Section

• Notices, Project Representatives, and Records Location

SECTION 4: Response Documents

To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (not submitted as part of Response)

• Signed Cover Pages of Addenda

• Statement of Qualifications

• Responder’s Key Personnel Qualifications and Experience

• Technical Approach

• Approved Price Form

• Preferences

• HUB Subcontracting Plan Forms

• Certifications (not submitted as part of Response)

• Attachment A: Release of Claims

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TCEQ Points of Contact for This Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Stacy Thompson Telephone: 512-23-0323 Email: stacy.thompson@tceq.texas.gov

Secondary Contact

Name: Dinene “Dena” Rotan Telephone: (512) 239-0367 Email: dinene.rotan@dps.texas.gov

Please allow one business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the HUB Coordinator, all communication regarding this solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions: Procurements&Contracts@tceq.texas.gov

TCEQ VetHUB Coordinator

HUB Coordinator Name: Claribel Diaz Email: Claribel.Diaz@tceq.texas.gov

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Response Submission Procedure via TCEQ’s File Transfer Protocol Secure (FTPS) Server

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file. Responses to the Solicitation may only be submitted to TCEQ’s FTPS server. The email address is listed below.

Responder must:

a. Upload the file(s) to TCEQ’s FTPS site,

b. Select the file(s) and click the “Share” button. Note: Press the Share button to share files, not the Share- or the Share√ buttons.

c. Enter esbd-response@tceq.texas.gov as the email address. Click "Add" and then “OK.”

Click OK again to confirm the file share.

d. A “Notify Recipients” message will appear. Add the Solicitation Number, Solicitation Name, and the Due Date for Responses before the text in the box that says, “One or more files have been shared…” and send the message.

For instructions for using TCEQ’s FTPS Server, please visit:

FTPS User’s Quick Guide for Solicitations (https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx)

The FTPS User’s Quick Guide is also attached below.

For more detailed directions for using TCEQ’s FTPS Server, please visit:

TCEQ FTPS Help Page (https://ftps.tceq.texas.gov/help/)

Please note: Responses uploaded to TCEQ’s FTPS server without completing the share file(s) steps will not be considered submitted.

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How to Create an Account

1. Enter https://ftps.tceq.texas.gov/ut.php into your web browser.

Note: it is important to use the same computer when creating an account and when accessing emails from the FTPS system.

2. Click on the “Sign up a new account” button.

3. Enter a name (company name, for example) and an email address. These two fields are required to be completed. Click the Submit button when done.

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4. A confirmation box will appear with additional information. Click the OK button.

5. Check for an email from ftp_account@tceq.texas.gov. To set up your password for your account, click on the link in the email. This will take you back to the FTPS site.

6. Set your password, then click the “Reset Password” button.

7. A box appears, confirming that your password has been reset. Click “OK”.

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How to Use FTPS to Upload Documents

1. Enter https://ftps.tceq.texas.gov into your web browser.

2. Enter your Username and Password. Click “Login”.

3. Click on the “Upload Files” button at the bottom of the screen.

4. From your computer, find and click on the file or files you want to upload. You can upload multiple files at one time.

5. The uploaded file(s) will now appear in the list. Place a check in the box beside the file or files to be shared. Once the files are selected, click the “Share” button.

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6. In the pop-up “Share Files” box, enter esbd-response@tceq.texas.gov in the email address box and click the “Add” button. Confirm the correct email address was entered, and then click the “OK” button.

7. Another confirmation screen appears, displaying the file or files that have been uploaded and the email address. Click the “OK” button.

8. IMPORTANT: The “Notify Recipients” box appears with pre-filled text. Insert the solicitation number and name in front of the pre-filled text. The text in the red box, below, is an example. Click the “OK” button.

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9. A confirmation that the email was sent appears. Click the “OK” button.

10. You will be returned to the Home page. Click the “Logout” button in the top right corner.

-End-

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Responder General Instructions

The terms response and proposal are used interchangeably to mean the submission by the Responder to this Solicitation.

Pre-Proposal Conference

Pre-Proposal Conference will be held virtually (no physical location). The date and time are listed on the Cover Page of this Solicitation.

Participants can join the Microsoft Teams Live event for this conference by following the link on the Cover Page. Participants will be asked to either download the Windows application or view the presentation on the web.

Any scheduling changes to the Pre-Proposal Conference made after the posting of this Solicitation will be announced in an addendum posted on the Electronic State Business Daily (ESBD) link https://www.txsmartbuy.gov/esbd.

Questions Regarding the Solicitation

Deliver questions in writing no later than the Deadline for Submission of Questions listed on the Cover Page. Questions must be submitted to the following email address:

Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD.

TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab 8.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions which may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

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Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

This Solicitation requires a HUB Subcontracting Plan for any contracted staffing, services, materials, supplies, or any other portions of work. Failure to comply with the HUB requirements and submit a complete HSP will result in rejection of the Response.

The HUB Subcontracting Plan (HSP) forms and additional information about the HUB program are found at the Texas Comptroller’s website:

(https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php).

Responders are encouraged to seek assistance in completing the HSP from the TCEQ HUB Coordinator, listed under the TCEQ Points of Contact for this Solicitation. You may also request an HSP courtesy review from the TCEQ HUB Program Coordinator. Requests for HSP courtesy reviews must be made well in advance of the Response due date. HUB assistance may depend upon the staff availability and resources.

Responders understand that if awarded a Contract, the HSP becomes part of the Contract terms, and any changes to the HSP must first be reviewed and approved by TCEQ to ensure the good faith effort requirements found in 34 Texas Administrative Code §20.285 were followed. This includes subcontracting for any contracted staffing, services, materials, and/or supplies with a subcontractor not listed on the approved HSP.

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses. Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and shall not be password protected. In order for the Response to be deemed responsive, the electronic version must contain the entire Response. Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections.

If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch X 11-inch paper. Any maps may be submitted to allow for printing on 11-inch X 17-inch paper. Standard font size for the Response shall be 10 to 12 point. Charts and

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• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create a PDF of the entire Response for email submission to the TCEQ.

Submission of Responses

• Submit the Response by the due date and time on the Cover Page using FTPS, as specified under Submission Procedures section. TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified. TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be, at TCEQ’s discretion, rejected as non-compliant.

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered. TCEQ will not be responsible for the failure of email services.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the

582-27-40015 Exhibitor Services Page 13 of 75 mailto:Procurements&Contracts@tceq.texas.gov information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

Selection

Depending on the applicable procurement method and solicitation type, in order to secure the best value for the State, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to submit a BAFO.

Conduct discussions on Responses scoring within a competitive range and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of work that TCEQ foresees needing performed.

• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

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• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretions deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with LBB reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

Conflict of Interest

Responder shall disclose apparent, potential or actual conflicts of interest known with the Response in Tab 8. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period.

TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

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SECTION 2:

SCOPE OF WORK AND EVALUATION

CRITERIA

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I. Scope of Work A. Background

Texas Commission on Environmental Quality (TCEQ) is authorized by the Texas Legislature to operate a cost recovery account to provide our customers training and education opportunities. To accomplish this, TCEQ hosts various training, workshops, seminars and events throughout the year.

TCEQ has hosted the Environmental Trade Fair and Conference (ETFC) for more than 30 years. ETFC provides educational training for environmental professionals, sanitarians, Professional Engineers, Professional Geoscientists, environmental managers, consultants, business owners, etc.

Throughout the two (2) day conference, TCEQ typically holds 12-15 educational tracks, with concurrent presentations totaling over one hundred classes. ETFC hosts over 3,500 registered attendees. ETFC may include an opening session, signing ceremony and an exhibit hall hosting up to 550-booths.

TCEQ has hosted the Texas Environmental Excellence Awards (TEEA) banquet, which celebrates environmental projects across the State of Texas. Approximately 300-400 registrants attended the banquet.

B. Description of Activities

1. Exhibitor Services

TCEQ is soliciting responses from qualified vendors to provide exhibitor services including build out of exhibitor and custom TCEQ booths, exhibit hall maintenance, enforcement of International Association of Exhibitions & Events (IAEE) Display Rules and Regulations, signage production, and furniture rental for ETFC. Contractor must have the resources available to perform the tasks and deliverables under the Scope of Work for a live event of this scale. Contractor must be able to perform all tasks and deliverables at both Henry B. Gonzalez Convention Center in San Antonio (HBGCC) and future Austin Convention Center (ACC) facilities. See Price Form for full list of deliverables.

TCEQ will conduct an on-site inspection of deliverables performed by the Contractor under this Scope of Work.

TCEQ reserves the right to add or remove Events and Seminars to this Contract.

2. Facility Information

a. Subject to availability at HBGCC or ACC (Facility), Contractor may be permitted early access on the Friday prior to ETFC.

b. For HBGCC, TCEQ will use the following areas:

(1) In 2027: Exhibit Hall 4A/B (130,793 sq. ft.), Hall 4 West Registration Area (8,947

sq. ft.), Rooms 006-008, 205-213, 215, 216, 218 and 220 (44,162 sq. ft.) and the Park and Tower View Common Areas.

(2) In 2028: Exhibit Hall 2 (183,712 sq. ft.), Hall 2 Registration Area (916 sq. ft.), Rooms 221-225 and 301-305 (42,807 total sq. ft.).

(3) In 2029-2031: TBD

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c. For ACC, TCEQ historically utilized Exhibit Halls that were approximately 120,000 square feet as well as 4th floor Ballrooms, E, F, and G and Meeting Rooms 11-19 for EFTC (41,572 sq. ft.).

(1) Ballroom D (26,540 sq. ft.) on the 4th floor was used to host the TEEA banquet.

d. Should another facility be contracted for ETFC (and TEEA in connection with), TCEQ will source Exhibit Halls with a minimum of 120,000 square feet, Classroom Areas with a minimum of 40,000 sq ft and ballrooms with a minimum of 25,000 sq ft.

3. ETFC Tentative Event Schedule and Details: Future ETFCs are scheduled for:

a. Future ETFCs are scheduled for:

Henry B. Gonzalez Convention Center in San Antonio (HBGCC)

May 11-12, 2027 May 16-17, 2028 Location and Dates TBD for 2029, 2030 and 2031

TCEQ staff and exhibitor services staff will be granted access to the Facility by 6:00 am (CST) each day. The TCEQ Contract Manager and Exhibitor Services Contractor will agree upon move in date and time after the Event agenda has been finalized.

Exhibitor Services Contractor must be available for move in the Saturday prior to the Event (Day 1 and Day 2). Exhibit booths must be ready for move-in by exhibitors by no later than 10:00 am (CST) on Monday before the show. Move out/Strike must be completed no later than midnight on the last day of the Event (Wednesday – Day 4).

b. TEEA Tentative Event Schedule and Details

Future TEEAs are scheduled for venue and dates TBD for 2027-2031

Subject to scheduling at Bullock Texas State History Museum or another Facility.

Historically, TCEQ utilized Ballroom D (26,540 sq. ft.) on the 4th floor of ACC to host the TEEA banquet. In 2025 and 2026, TCEQ held or will hold TEEA at the Bullock Texas State History Museum in the Grand and Second Floor Lobby of the venue (13,500 sq. ft.).

c. TCEQ has also hosted various Program Seminars for more than ten years, typically in the autumn and winter months of a calendar year. These events may or may not require exhibitor services and will be mutually agreed upon as needed.

C. Key Personnel Qualifications

1. Project Manager/Event Lead (One (1) individual) will be required for ETFC. Project Manager/Event Lead will have the following responsibilities and must meet the following experience requirements:

a. Responsibilities

(1) Serves as the main point of contact between the Contractor and the TCEQ Project Manager,

(2) Responsible for managing and coordinating exhibitor services at TCEQ Events,

(3) Work involves establishing objectives; developing schedules, priorities, and standards for achieving deliverables under this contract; evaluating program

582-27-40015 Exhibitor Services Page 18 of 75 https://www.sahbgcc.com/ activities; developing event budget requests; and coordinating program activities,

(4) Plans, assigns, and supervises the work of others,

(5) On-site and available during set-up days, during the event, and after the event for tear down, and

(6) Ensure all Contractor staff providing onsite services at the facility maintain a clean and neat appearance and conduct himself/herself in a polite and professional manner.

b. Experience

(1) Must have a minimum of five (5) years of experience in positions with similar responsibilities involving exhibit management,

(2) Must have knowledge of relevant laws (e.g., Americans with Disabilities Act (ADA)), procedures, regulations (e.g., IAEE Guidelines for Display Rules and Regulations), industry practices and resources,

(3) Must have ability to work under minimal supervision with extensive latitude for the use of initiative and independent judgment.

2. Contractor shall list any additional personnel categories on the Price Sheet that may be needed to fulfill the SOW.

D. Deliverables for Performance

1. Planning

a. Contractor must participate in pre-planning and post-conference meetings with TCEQ staff for each event. A pre-conference meeting with Facility staff and various vendors is held approximately four to five (4-5) weeks prior to the event. Post-conference meetings are held approximately two to four (2-4) weeks after the event. TCEQ contracts separately with an Audio/Visual (A/V) vendor that provides A/V services and equipment. The Contractor is required to coordinate with the A/V vendor.

b. Contractor shall submit a schedule for the set-up and move-out for each event to the Facility and TCEQ. Access to the facilities must be coordinated with the Facility and the TCEQ Contract Manager.

c. Contractor shall develop a “to-scale” floor plan for each event. The Contractor shall submit the floor plan to the Facility for approval by the Facility and the associated health and safety officials no later than thirty (30) days before the opening of online exhibitor registration. Contractor must submit the floor plan in an Adobe PDF file that is clear and legible to TCEQ for final approval.

This plan must include the name, date, and location of the event; legible booth numbers, as well as the initial draft and revision date(s) of the plan. The plan must conform to applicable facility and fire and safety regulations. Contractor will be responsible for coordinating approvals of the plan with TCEQ, the Facility and associated health and safety officials and shall be responsible for alteration of the plan to meet approvals, as necessary.

Upon the request of TCEQ, Contractor shall provide a DWG file format of the floor plan to the Contract Manager that is required by the TCEQ Registration Contractor to develop the on-line booth sales registration site.

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d. Contractor shall provide an online exhibitor manual that meets ADA accessibility requirements to the list of registered exhibitors provided by TCEQ.

The exhibitor manual shall be submitted to TCEQ for approval no later than thirty (30 days) before online registration opens. The exhibitor manual must include the following:

(1) IAEE Display Rules and Regulations

(2) Move-in and Move-out Information (including vehicles)

(3) Materials Handling/Shipping Information

(4) Exhibit Hall Hours

(5) Facility Rules and Regulations

(6) Facility Catering (or other food and beverage provider) Rules and Regulations

(7) Information (including pricing) for ordering booth furnishings, services and labor

(8) Information for ordering supplemental services (i.e., electrical and cleaning)

(9) Information for ordering A/V equipment and services

(10) Exhibitor Services Contact Information

(11) Other forms required by TCEQ and Facility

2. Exhibitor Communication

• The Contractor is responsible for answering exhibitor questions prior to and during ETFC and other TCEQ events resulting in interacting with the public and exhibitors.

3. Event Set Up

a. Contractor shall mark the Facility floor space according to the final approved floor plan before the exhibitor set-up time.

b. Contractor is responsible for providing all labor for construction, set-up, maintenance, and removal for all items described in this Scope of Work according to the Facility requirements.

c. Contractor is responsible for offering a fee-based service to exhibitors for the receipt, storage, handling, transportation, delivery, erection, disassembly, removal, and return of show materials. Contractor is responsible for providing additional rental carpet, accessories, and furniture to exhibitors on an as needed/requested basis at fixed rates to be negotiated between the Contractor and exhibitor(s).

d. Contractor will provide pick-up and return delivery service (to and from TCEQ headquarters) of items to be shipped by TCEQ to the Facility for ETFC. Pick up date to be agreed upon by both parties. Return delivery should be no later than two (2) weeks after the event closes.

e. Contractor is responsible for exhibit hall maintenance during TCEQ events, including:

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(1) Delivering materials to exhibitor booths as required and paid for by each exhibitor.

(2) Enforcing and monitoring exhibitor set-up to ensure compliance with Exhibitor Terms and Conditions and IAEE Rules and Regulations.

Contractor will consult with TCEQ as necessary to address issues.

(3) Reporting in writing to TCEQ all exhibit hall issues including the names of any exhibitors that tear down exhibit space/booth prior to required time.

f. Contractor is responsible for maintenance of TCEQ booths and other areas during the TCEQ event, including:

(1) Delivering materials to booths, classrooms, and other locations as required.

(2) Collecting and removing trash and recycling from the exhibit hall.

(3) Handling TCEQ materials provided at no extra cost.

g. Exhibitor Booth Set-Up (10’ x 10’ booths)

(1) Contractor shall design the exhibitor booths in conformance with the Facility’s requirements regarding exhibits and floor plans. TCEQ has the discretion to determine which items listed below are included in the booth package for ETFC Exhibitors. Exhibitors may rent or purchase from the Contractor any item listed that is not included in the booth package. TCEQ may request Contractor provide furnishings (i.e., bar tables and adjustable bar stools with backs) in booths where exhibitors do not move in timely as required by the Exhibitor Terms and Conditions.

(2) The Contractor shall design and set-up the exhibitor booths confirming with the standards set forth as follows:

a) 8’ back wall pipe and drape (gray or black) – to be free of tears and stains

b) 3’ side dividers/drape (gray or black)– to be free of tears and stains

c) Booth Identification Sign (7” x 40”) – constructed and to be uniform in color throughout the exhibit hall.

d) Aisle carpet (tuxedo) – shall be in good, clean condition and to be uniform in color throughout the exhibit hall.

e) One (1) industry standard wastebasket

(3) On the request of TCEQ, Contractor shall provide any of the following items for each 10’x10’ booth:

a) 6’ draped table – table skirt shall be free of tears and stains

b) Carpet padding – shall be clean and free of defects constructed of standard material and thickness and to be placed under all carpet in exhibitor booth spaces.

c) Booth carpet – shall be in good, clean condition and colors should be uniform throughout the exhibitor booths on the show floor.

d) Two (2) industry side chairs

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e) One (1) industry standard wastebasket

h. Attendee Registration Area

Contractor shall design, construct, install, maintain, and remove a registration area with an estimated four (4) registration booths/counters. Counters must allow for the placement of signage (header and kick panels) that identify the event and registration services. This area includes two (2) side chairs per counter/booth; furnishing and erecting registration counters and printer tables in the registration area; and creating and erecting registration signage.

i. Registration Check-in/Self-service Counters

For ETFC, Contractor shall furnish, erect, maintain, and remove registration counters (approximately 6’ X 2.5’ X 3.5’) to be used for check-in/self-service registration. Counters will include cabinet space with at least one shelf for computer/laptop, badge scanner, and badge printer. Counters must allow for the placement of signage (header and kick panels) that identifies event and relevant registration services. Contractor must adhere to ADA requirements when providing counters or tables. Computers/laptops are to be provided by another Contractor. Contractor shall also provide lanyard/bag stands.

j. Exhibitor Check-in and Service Center

Contractor shall design, construct, maintain, and remove an exhibitor check-in and service center. The check-in area will include approximately two (2) counters (approximately 6’ in length), one (1) side chair per counter, and storage areas. Contractor shall design and construct signage for check-in and service center. Contractor is responsible for staffing the service center continuously during move-in and exhibit hall hours.

k. Drape

Contractor shall provide industry standard pipe and draping that may be used in the exhibit hall, registration area, and meeting rooms/ballrooms.

Drape sizes (height) include 19’, 12’, 8’, 5’, and 3’.

l. Custom TCEQ Booths

Contractor may be requested to design, construct, maintain, and remove between two (2) and five (5) custom booths at ETFC. Custom booths which highlight TCEQ activities may range from 10’ X 10’ through 50’ X 50’, 20’ X 50’, 20’ X 80’, and 150’ X 50’ for ETFC. Custom TCEQ Booths may include counters with panels, headers, and signage. Any computers/laptops and other A/V equipment at the custom TCEQ custom booths will be provided by A/V vendor.

Contractor shall install and tear down all components of approved custom booths as specified by the TCEQ Contract Manager.

m. Additional Counters

Contractor may be requested to design, construct, assemble, maintain and remove various counters as needed on the Exhibit Hall floor and/or throughout the convention center. The counters will approximately be 6’ x

2.5 ’x 3.5’ in size.

n. Exhibit Hall Vehicle Coordination

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Contractor shall coordinate the move-in and move-out of TCEQ vehicles displayed in the exhibit hall for ETFC. Contractor shall provide personnel to coordinate, schedule, and escort the move-in and move-out of display vehicles for the show. Contractor may be required to coordinate with the facility and/or fire marshal to ensure vehicles comply with safety requirements and regulations before entering the Facility.

Contractor shall be responsible for coordinating the move-in and move-out of vehicles displayed by exhibitors in the exhibit hall for the show.

Exhibitors are responsible for any fees associated with the move-in and move-out of their vehicles. For ETFC, the Exhibitor Service Manual must include information on how exhibitors can contact Contractor to coordinate and schedule vehicle move-in and move-out of their vehicles. Vehicles displayed by exhibitors at the show must meet IAEE Display Rules and Regulations. Contractor shall provide TCEQ Contract Manager with a schedule of vehicle move-in and move-out.

o. Production of Signs

Contractor shall design, construct, install, maintain, and remove directional and miscellaneous signs constructed from industry-standard material. TCEQ will provide a list of signs to be produced for the show to the Contractor’s Project Manager. TCEQ will supply the necessary artwork and any relevant specifications to produce the signs. Examples of formats used by TCEQ include TIF, EPS, or PDF files. The Contractor may be requested to produce the following signs (not inclusive):

(1) Directional and miscellaneous signs for exhibit hall, registration area, banquet, and classrooms (of various sizes including 24” X 36” and 36” X 36”)

(2) Banners including step-and-repeat banners made of fabric, vinyl, or nylon material.

Contractor must submit for approval to the TCEQ Contract Manager a digital sample (i.e., shop drawing) of each sign to be generated for ETFC.

No later than one day before the show, Contractor will provide final signs to TCEQ Contract Manager for on-site inspection to ensure all signs are free of damage and meet the specifications requested by TCEQ. TCEQ will not accept any damaged signs. Contractor must replace any signs that are damaged or contain errors made by the Contractor at no additional cost to

TCEQ.

p. Entrance Sign Display

Contractor shall design, create, set-up, maintain, and remove a three-dimensional entrance sign display placed at the main entrance to the exhibit hall area at ETFC. TCEQ will supply the necessary artwork to produce the entryway. The entrance sign unit may include the integration of flat screen monitors that display the ETFC agenda/schedule and other graphics requested by TCEQ. Any A/V equipment placed at the entrance sign unit will be provided by the A/V vendor.

q. Aisle Signs

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Contractor shall design, construct, install, maintain, and remove aisle signs (3’ X 6’) for ETFC in the exhibit hall.

r. Easels

Contractor shall furnish easels for directional and classroom signs.

s. TEEA Awards Banquet

Contractor may be requested by TCEQ to provide services for the TEEA Banquet and associated activities. These services include, but are not limited to:

(1) Installing, maintaining, and removing a registration area with an estimated three (3) registration booths/counters (counter typically a total of 48’ linear feet). This includes two (2) side chairs per counter/booth and erecting screening drapes prior to the set-up of registration booths;

furnishing and erecting registration counters, furnishing and erecting tables in the registration area; and creating, furnishing, and erecting registration signage. Activities to be supported include check-in and on-site registration.

(2) Providing and erecting background draping for the awards stage and screens area; typically, the stage will take up a space of 120’ to 150’ feet in length by 30’ to 50’ wide and a ceiling height of 25’ including risers.

(3) Providing and erecting signs, awards banners, and decorations.

(4) Providing one (1) 6’ skirted (black) table on stage.

(5) Providing up to six (6) industry standard stage chairs (also called “club chairs”) (approximately 24” X 26” X 36”).

(6) Constructing and erecting directional signage as required, such as extra exit signs on staging as required by the Fire Marshal.

(7) Providing and setting up stage decorations for the awards banquet as needed.

t. Furnishings

Contractor shall provide furnishings and/or decorations for stage, pre-function areas, ballrooms, exhibit hall areas, classroom areas, and rest areas that fall within the scope of work. TCEQ reserves the option to add or delete additional furnishings, carpet, and drapery. Contractor shall also provide furnishings according to ADA requirements, as needed.

u. Charging Station

Contractor shall provide charging stations with multiple plugs for mobile devices such as phones, laptops, and tablets. The type of charging station must have flexibility so it can be placed at locations where event participants may sit or stand such as a counter, table, or sofa. Charging stations may be located at the TCEQ custom booth and other areas in the exhibit hall or classroom area.

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v. Classroom Areas

TCEQ may set up a classroom area. Contractor shall provide the following services to include, but not limited to:

(1) Providing and erecting background draping – industry standard 19’ back wall pipe and drape behind the stage.

(2) Providing, setting up, and removing aisle carpet for the classroom area.

(3) Providing and setting up decorations, as needed.

w. Announcements

Contractor shall make at least two (2) information announcements to exhibitors over the audio system in the exhibit hall during ETFC. The announcements will be made at the end of the first day and late morning on the second day of the event. TCEQ will provide the Contractor with the wording for the announcements.

x. Event Teardown and Facility Reset

(1) Contractor is responsible for teardown of the exhibit hall and attendee registration area, including recovery of Contractor provided items in any classroom areas after the show. Contractor is also responsible for returning rented space to the condition in which it was received and be moved out prior to midnight on the last day of the show. A pleasant and safe environment for all vendors, attendees, exhibitors, and staff is of utmost importance to TCEQ.

y. Invoicing

(1) Contractor shall submit a final itemized invoice to the TCEQ Contract Manager for all goods and services provided by the Contractor under the Scope of Work for each event.

(2) The invoice shall list the event name, event dates, TCEQ Purchase Order or Contract Number at minimum.

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1. Evaluation Criteria Proposals and Best and Final Offers will be scored based on factors constituting the best value and best interest of the State using the following general categories for which maximum possible scores are shown. The maximum score is one hundred (100).

Responses must include all requested information, or the Response may be disqualified.

Category

Maximum Awarded Points

A. Company’s Qualifications 10 Points B. Statement of Qualifications - Key Personnel 15 Points C. Company’s Past Performance 15 Points D. Technical Approach to Performing the Scope of Work 40 Points E. Price 20 Points Total Maximum Score 100 Points

TCEQ may consider, for the assignment of points for Qualifications or Past Performance, information regarding the Responder’s past performance for TCEQ, other governmental entities, and businesses.

A. Company’s Qualifications (10 Points)

Place information behind TAB 2 of the Response.

Describe the Company’s organization, including at a minimum: type of business organization (e.g., corporation, partnership, sole proprietorship), date established, state of incorporation (if applicable), Texas authorization(s) to conduct business (Texas Secretary of State filing), location of company headquarters and/or relevant branch offices. Give an overview description of the Company’s resources you deem necessary to fulfill the deliverables of the Scope of Work.

B. Statement of Qualifications - Key Personnel (15 points)

Place Information behind TAB 3 of the Response.

Provide a description of the company's key personnel (Event Lead) experience in performing work similar to that required by the Scope of Work. List years of experience proposed key personnel have in performing their designated tasks. Provide a general explanation and/or chart that specifies project leadership and reporting responsibilities and indicates which team members will interface with TCEQ management.

List in the Price Form any additional personnel necessary to provide the services described in the Scope of Work.

C. Company’s Past Performance – (15 points)

Place information behind TAB 4 of the Response.

1. Describe three (3) events within the past five (5) years for which your organization has provided exhibition services. Events should be similar in size and scope to ETFC, as described in the Scope of Work. If your organization has not provided exhibitor

582-27-40015 Exhibitor Services Page 26 of 75 services for three (3) events of the same scale, explain in detail your organization’s experience.

Please include the following in the description for each event:

a. Name and location of conference

b. Period of performance

c. Number of exhibitors and booths

d. Number of attendees

e. Services provided by your organization

2. Client References: The Responder shall submit at least three (3) client references including names, contact addresses, email addresses and phone numbers for clients whom the Responder has performed work in the last five (5) years that is similar to that described in the Scope of Work. The Responder shall not submit the following as references:

a. References whose names may not be listed.

b. References whose names cannot be released under the Texas Public Information Act.

c. References that will not be willing to have their evaluations released under the Texas Public Information Act.

Note: If clients cannot be contacted because the information supplied is erroneous or incomplete, points may be deducted from the Responder’s score.

3. Governmental contracts. Responder should list up to five (5) recent and relevant contracts your organization has had with Texas Governmental entities in the last five (5) years. If your facility has been operating less than three (3) years, list contracts your organization has had with Texas Governmental entities in the last three (3) years at other facilities.

D. Technical Approach to Performing the Scope of Work (40 points)

Place information behind TAB 5 of the Response.

Responder must demonstrate in their response their approach to performing the services described in the Scope of Work. The technical approach must include a description for a two-day ETFC. Please allow two days prior to ETFC for set up.

1. Description of how Responder will communicate with TCEQ in accomplishing deliverables for ETFC.

2. Tasks and milestones for achieving deliverables under the Contract. Include a timeline for setting up and tearing down for the event.

3. Description of how Responder can perform all required deliverables listed in the Scope of Work. The Technical Approach should demonstrate the Responder’s comprehensive understanding of the required effort and any other factors necessary for successful completion of the work.

4. Explanation of how Responder conducts quality assurance for work performed.

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E. Price (20 points)

Place information behind TAB 6 of the Response.

Propose your fully loaded, firm, fixed prices to perform the entire scope of work. Price shall include all costs of performance, including materials, equipment, labor, communication, and planning to successfully complete all services. The submitted price shall be considered as a fully loaded rate, that is, the rate including an accounting of all expenses. TCEQ may authorize reimbursement of specifically described necessary costs for items not on the Price Form if the authorization is made in writing prior to the Contractor incurring the cost.

Individual pay item prices may be weighted according to estimated contract usage during the evaluation process. The price score will be calculated per the formula below:

𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃 𝑆𝑆𝑆𝑆𝑆𝑆𝑆𝑆𝑆𝑆 = �1 −

(Responder’s Price Total) − (Lowest Price Total of any Responder)

Highest Price Total of any Responder � ∗ 20 points

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SECTION 3:

DRAFT CONTRACT DOCUMENTS

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CONTRACT SIGNATURE PAGE

TCEQ Contract 582-27-40015

Contract Name: Exhibitor Support and Services

The Maximum TCEQ Obligation is $XXXXXX.XX.

The Effective Date is 09/01/2026

The Expiration Date is 08/31/2027

This Contract is funded with federal funds.

Assistance Listing Number:

Federal Grant Number:

Parties to the Contract

Texas Commission on Environmental Quality

(TCEQ) (Contractor Name)

By (Authorized Signature)

Sample Contract Signature Page – Do Not Sign

Printed Name

Title

Date of Signature

Vendor ID Number

Procurements and Contracts Representative (Authorized Signature)

Printed Name Stacy Thompson

Public Purchasing Certification CTCM, CTCD

Date

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Contract Documents List

The entire Contract between TCEQ and Contractor consists of the Contract Documents listed on this page.

• Contract Signature Page

• Contract Documents List

• Scope of Work

• Approved Price Form

•…