ESBD_492831_1772136625233_RFP 2026 VES Training Symposium 403.2026.1801.001.docx

Texas Veterans Commission TEM and P&Cs 1801 Congress Ave, Ste 14S Austin, Texas 78711-2277

REQUEST FOR PROPOSALS (RFP)

RFP No. 403-2026-1801-001

Rental of Conference Facility for the 2026 Veterans Employment Services Training Symposium

NIGP CLASS/ITEM: 971-30, 971-55, 971-65, 985-12

Tycin Thompson CTCD, CTCM 512-463-5339 tycin.thompson@tvc.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 costs to meet the requirements of the RFP.

Table of Contents RFP No. 403-2026-1801-001 for Training Symposium

Veterans Employment Services Training Symposium RFP No. RFP No. 403-2026-1801-001 10 |

Contents

Key Notes

1) This RFP must be received on or before the return date specified herein. All proposals submitted in response to this solicitation shall be valid for a period of 180 days from the date of submission.

2) The TVC Historically Underutilized Businesses (HUB) representative is Santos Saldana, santos.saldana@tvc.texas.gov.

3) Late responses will not be considered.

4) Award(s), if any, will be made in the best interest of the State.

5) Submission on or before Wednesday, April 15, 2026; 2:00 P.M. (CT)

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

The Texas Veterans Commission (TVC), Veteran Employment Services (VES), is seeking suitable venues to provide lodging, meeting space, and associated audio/visual services for the 2026 Veteran Employment Services Symposium. The selected venue must offer adequate lodging, meeting rooms, and necessary A/V equipment and support to successfully host the event.

The objective of this Request for Proposal is to identify a venue that delivers best value to the State of Texas while meeting the operational and training needs of the agency.

The Veteran Employment Services (VES) Symposium is an annual in-person conference and training event designed to provide staff with timely, job-relevant information required to effectively perform their duties. The training includes both whole-team and role-specific sessions and requires in-person attendance.

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. Texas Veterans Commission will review, compare, and evaluate responses based on the criteria and weights identified in this RFP.

2.2. It is Texas Veterans Commission’s intent to identify qualified vendors and award a single contract to provide Veterans Commission conference services as described herein. The award will be made based on best value to the State. It is Texas Veterans Commission’s sole discretion to determine the best value.

3. CONTRACT TERM

3.1. Contract Term: The contract shall commence on Date of Award, and automatically expires upon the delivery date agreed upon and final acceptance by Texas Veterans Commission, whichever comes first. Conference will be five (5) days.

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. Written requests must be reviewed and signed by both parties before amendment is executed.

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 specified herein.

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

Respondent shall provide a minimum of three (3) references for jobs completed within the last five (5) years, Exhibit A – 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. Failure to supply references may result in the proposal being considered non-responsive. Texas Veterans Commission 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 A – Past projects with corresponding references, with proposal, to provide documentation to support the above qualifications.

5. QUANTITIES

5.1. Overnight Accommodations

5.1.1. Number of Attendees: Over the five (5) day period, there will be approximately 165 direct bill attendees (see Room Needs in Specifications). Attendee numbers may fluctuate as attendees arrive or leave over the five (5) day period.

5.1.2. The facility shall identify the cost for additional room nights, per person, to accommodate participants traveling longer distances.

5.2. Meeting Rooms

5.2.1. Number of meeting rooms: Over the five (5) day period, Texas Veterans Commission will need a total of nine (9) meeting rooms with varying capacities (see Meeting room matrix needs in specifications).

Parking

5.3. 5.3.1. Number of attendees over the five (5) day period will be approximately one hundred-eighty (180) attendees per day and this should be considered.

5.4. Facility shall agree to block meeting space and rooms, based on tentative/preliminary scheduled needs, upon award of the proposal. Meeting space and rooms shall remain blocked until an agreed-upon date. Texas Veterans Commission will not be held responsible for attrition. Lodging and meeting space not identified in the final meeting schedule for use by Texas Veterans Commission will be released back to the facility.

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

5.6. Texas Veterans Commission’s payment to the facility for lodging, and use of facility meeting space will be used on the final number of actual attendees and meeting rooms. Texas Veterans Commission will not be responsible for payment of blocked rooms not used. A final count will be determined at an agreed-upon date.

5.7. Quantities specified herein are estimates only. Texas Veterans Commission does not guarantee any minimum or maximum quantity of services or allocate any specific dollar amount on any contract that may result from this RFP. Texas Veterans Commission reserves the right to increase or decrease quantities as needed for the same price. Texas Veterans Commission will only pay for the actual services provided.

6. KEY DEFINITIONS

6.1. A/V General Session Setup: Audio-Visual requirements as defined under Section II of this document, and as identified in the program agenda also provided under Section II of this document.

6.2. A/V Breakout Setup: Audio-Visual requirements as defined under Section II of this document, and as identified in the program agenda also provided under Section II of this document.

6.3. Comp Policy: Concessions sought from selected venue in support of the conference or in consideration of number of guest rooms picked up during the conference week.

6.4. Head Table: A rectangular table set at the front of a banquet or breakout room for use by board members, special guests, or panelists.

6.5. Meeting Space Specifications: Meeting space requirements as defined under Section II of this document, and as identified in the program agenda also provided under Section II of this document.

6.6. RFP: Request for Proposal

7. SCOPE OF WORK AND SPECIFICATIONS

7.1. Service Requirements: Services shall include, but are not limited to, the requirements contained in this RFP. Services set forth that contain the words "must" or "shall" are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words "may" or "can" allow Respondents to offer alternatives to the manner in which the services are provided. The requested services and corresponding deliverables are identified below. The proposer or contractor is responsible for the deliverables listed in section 7.2 through 10.1

7.2. Location Requirements: The event shall be held within the State of Texas. Locations considered but are not limited to the Dallas/Fort Worth Metroplex, Houston area, Galveston, Austin, and San Antonio area. Facility location and the time and cost associated with attendees’ travel may be a factor in determining best value.

7.3. Event dates: The five (5) day event will be held during one (1) of the following weeks:

· August 17-21, 2026

· August 24-28, 2026

· August 31- September 4, 2026

· September 14-18, 2026

· September 21-25, 2026

7.3.1. Preferred conference days: Monday – Friday

7.3.2. Day 1: General Arrival and Check-in/Walkthrough

7.3.3. Day 2: Opening Ceremony

7.3.4. Day 3: Breakout Sessions

7.3.5. Day 4: Breakout Sessions

7.3.6. Day 5: Closing Ceremony/Checkout

7.4. Accommodation Requirements: Services shall include but are not limited to the following:

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

See below graph for projected room needs:

Direct/Master Bill to TVC

Total Room Block:

Minimum Requirements: 660 Total room nights direct billed to Texas Veterans Commission

7.5.1. Accessible / ADA rooms provided per day; five (5) must be Accessible / ADA compliant.

7.5.2. Preferred Accessible / ADA rooms be equipped with roll in showers

7.5.3. Refrigerator and microwave equipped rooms provided ten (10) rooms to accommodate guests with dietary and medical needs.

7.5.3.1. Identification of cost associated with provision of refrigerators and / microwaves if applicable

7.5.4. Suite provided One (1) complimentary for designated VIP staff

7.5.5. Suite upgrades preferred five (5) complimentary for designated VIP staff

7.5.6. Junior Suite upgrades preferred eighteen (18) complimentary for VIP staff

7.5.7. One (1) room comp for every forty (40) rooms selected

7.5.8. TVC 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, 70% of the peak room requirement must be at the primary hotel and the remaining 30% 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.

7.5.9. Rate Range: Applicable government rate locked at time of contract signing for your city or lower rate (excluding Taxes)

7.5.10. Flat rate for single & double occupancy rooms

7.5.11. Complimentary Wi-Fi in guest rooms

7.5.12. Preferred: government rate honored three (3) days before and after conference dates.

7.6. Conference and meeting rooms requirements: Services shall include but are not limited to the following:

7.6.1. Training classes and seminars will consist of 4 days.

7.6.2. Banquet and meeting room needs (See room needs matrix and schedule)

Day 0

Day 1 Meeting Rooms Needed

Day 2

Day 3

Day 4

7.6.3. Hours of availability start at 12:00 PM on Day 0 and end at 2:00 PM on Day 4.

7.6.4. Rooms must have seating capacity to accommodate forecasted capacity numbers listed on the matrix.

7.6.5. Individual Meeting Rooms table and chair configurations will be provided upon award by the Texas Veterans Commission Event Project Manager

7.6.5.1. Preferred configuration options to choose from boardroom, classroom, rounds, and crescent rounds.

7.6.6. Rooms must have additional space at the rear of each room to serve as a parking/storage area for attendees' ADA equipment as they attend the training or seminars.

7.6.7. Audio Visual Ballroom Setup

7.6.7.1. A/V awards Setup

7.6.7.2. Speaker podium with two (2) microphones or two (2) lapel microphones (wireless)

7.6.7.3. Inhouse sound

7.6.7.4. Stage with ADA ramp

7.6.7.5. Projectors and screens, two (2)

7.6.7.6. A/V technician and soundboard

7.6.7.7. Internet / Wi-Fi access for presenters (Hard wired preferred, Wi-Fi acceptable)

7.6.7.8. Texas Veterans Commission will provide their laptops.

7.6.8. A/V Breakout Room Setup

7.6.8.1. Speaker podium with one (1) microphone (preferred wireless)

7.6.8.2. In house sound

7.6.8.3. Projector and screen

7.6.8.4. Internet / Wi-Fi access for presenters (Hard wired preferred, Wi-Fi acceptable)

7.6.9. Power strips/cords: Each meeting room shall have available for TVC use two (2) power strips and two (2) extension cords with enough length to run from the receptacle to the center of the meeting room.

7.6.10. If costs are associated with power strips and cords, please detail out in the price list options sheet.

7.6.11. Charging Stations for electronic devices

7.6.12. Preferred that each room have available charging stations for attendee’s cell phones and laptops.

7.6.13. If the cost is associated with charging stations, please detail out on the price list options sheet.

7.6.14. All meeting and banquet spaces need to have Wi-Fi access for all presenters. If the cost is associated with Wi-Fi access, please detail out on the price list options sheet.

7.6.15. All Meeting, banquet space, and equipment needs are provided at reduced or best prices.

7.6.16. All meeting/training rooms will be vacated no later than 3:00PM on Day 4.

7.7. Wi-Fi Internet

In the event connectivity in meeting spaces fails (e.g., routers fail, service disrupted, and similar), the venue will provide, at its expense, an alternate source of connectivity for all contracted meeting spaces for the duration of the conference.

7.8. Parking Requirements

7.8.1. The facility must provide ample room for attendees (approximately 180) to park. Some attendees have large vehicles with ADA equipment, and some open-space parking is necessary.

7.8.2. Parking must be onsite or within 1-2 blocks of the conference/lodging facilities. Self-parking for guests and daily attendees should be complimentary.

7.8.3. Preferred complimentary scheduled shuttle services to and from event hotels and meeting spaces venues throughout the day.

7.8.4. All participants will arrive on Day 0 and depart on Day 4.

8. FACILITY REQUIREMENTS

8.1. Facility shall designate space within facility lobby, or near conference area, for registration and guest welcoming, from 7:00 AM on day 1 through 5:00 PM on day 5, or a stand-alone room.

8.2. Facility shall provide a dedicated secure working room with wireless connections, 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.

8.3. Facility shall provide one (1) complementary secure room to store audio visual equipment and supplies. May be the same space as planning working room if space permits.

8.4. Facility may provide high speed internet for conferences, for wireless internet access for multiple computers. and the ability to operate computers simultaneously.

8.5. 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 two (2) hours prior to event kick off to allow for set-up.

8.6. Facility shall provide speaker podium in main meeting room.

8.7. Facility shall provide risers/stage area for the main meeting room with ADA compliant ramp. Facility shall provide the option of stage curtains in meeting room.

8.8. Facility shall provide a sound system in main meeting room. Respondent shall submit A/V rate card with prices in the proposal submission.

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

8.10. Projection screens shall be provided in main and breakout meeting rooms.

8.11. Adequate outlets to support media equipment shall be provided.

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

8.13. 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.

8.14. Texas Veterans Commission 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.

9. FOOD AND BEVERAGE REQUIREMENTS

9.1. The facility may provide a complimentary continental breakfast each morning with a minimum of coffee, water, juices, toast, rolls, and cold cereals.

9.2. The facility may provide a complimentary one-hour social gathering to include finger foods and beverages such as tea, water, and coffee for 183 attendees on the evening of Day 2.

9.3. The facility shall provide the option of daily meals for approximately 183 attendees consisting of hot breakfast, cold or hot lunches, and one banquet-style dinner. Respondent shall submit a food and beverage menu with prices in the proposal submission.

9.4. If the Facility offers multiple menu options, the Respondent shall clearly outline options and costs for each item.

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

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

Option A: coffee, tea, and water

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

The facility shall provide an option for an evening meal on-site or provide coordination for an evening meal at an off-site destination. Respondent shall submit meal details in the proposal for each option.

Option A: On-site evening meal event.

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

10. SCHEDULE REQUIREMENTS

10.1. The 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, before the arrival of the group.

10.2. TVC will use its best effort to keep the host site informed of room reservation changes as they occur.

10.3. The planning team and some instructors/students will arrive one (1) day before beginning set-up. No meals will be provided on this day.

10.4. The Preliminary Meeting/Training Schedule is outlined below with the preferred daily schedule. Texas Veterans Commission reserves the right to change meeting space requirements.

11. HUB SUBCONTRACTING PLAN.

Texas Veterans Commission has determined there are no probable HUB Subcontracting Opportunities for this solicitation.

12. Texas Veterans Commission RESPONSIBILITIES.

12.1. Texas Veterans Commission will designate an Event Project Manager upon contract award.

12.2. Texas Veterans Commission will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

13. CONTRACT ADMINISTRATION

13.1. Texas Veterans Commission will maintain ongoing review and status of the Vendor’s progress toward completion of services and will certify whether the Vendor’s billings are reasonably comparable with the services completed. Payment will not be made until all services have been reviewed and accepted as completed by Texas Veterans Commission.

13.2. Administration of the contract is a joint responsibility of the Texas Veterans Commission (TVC) Veterans Commissions Division and the Texas Veterans Commission Purchasing & Contracting Branch. Texas Veterans Commission Contracting staff will be responsible for administering the contractual business relationship with the vendor. Upon issuance of the contract, Texas Veterans Commission will designate an individual who will serve as the event project manager and point of contact between the agency and the vendor. The event 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:

13.2.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

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

13.2.3. Meeting with the vendor to review progress, discuss problems, and consider necessary action.

13.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

14. FEES AND PRICING

14.1. Vendors must provide a detailed line-item budget for providing the specified services. Cost item detail must include a minimum:

14.1.1. A turnkey price for the meeting rooms to include set up, tables, chairs, fees, and labor costs.

14.1.2. A/V equipment and labor cost: If A/V is subcontracted the 3rd party vendor must be included in the documentation submitted by the bidding vendor.

15. PRICE ADJUSTMENTS.

15.1. Price Decreases: Price decreases will be allowed at any time. The vendor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio as Texas Veterans Commission. The vendor’s failure to promptly notify Texas Veterans Commission of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled.

15.2. Texas Veterans Commission reserves the right to award any canceled contract to the next lowest responsive respondent or re-bid, whichever is in Texas Veterans Commission’s best interest.

16. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD.

16.1. 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 the successful respondent to quote on the proposed additional products/services. Respondent shall submit proposals to Texas Veterans Commission as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). Texas Veterans Commission may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

17. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS.

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

17.2. The Contract may only be modified or amended upon a mutually written signed agreement between Texas Veterans Commission Contract Specialist and the Contractor.

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

18. COMPENSATION / BILLING

18.1. General conference attendees will be responsible for charges incurred during their visit including, but not limited to guest room, tax, telephone calls, and all incidental charges.

18.2. Direct / master billing will be established for hotel accommodations for specific attendees; Texas Veterans Commission will identify those attendees and provide a guest room listing by the required deadline as set by the awarded vendor.

18.3. Texas Veterans Commission will be responsible for contracted and direct / master billing costs for services outlined in this RFP, and upon final reconciliation of invoices.

19. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment.

19.1. Contractor to submit invoice(s) to Texas Veterans Commission, Accounts Payable, 1801 Congress Ave, Suite 14S, Austin, Texas 78711-2277.

19.2. Invoice(s) will be submitted upon conference completion.

19.3. Payment will be made by Purchase Order for meeting spaces, meals, and audio-visual equipment. The invoice submitted by the vendor shall be all-inclusive. Lodging will be direct billed. Gratuities billed as a separate line item will not be reimbursed. Texas Veterans Commission is not allowed to pay gratuities.

19.4. According 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

19.5. Invoices must show:

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

19.5.2. Name of receiving entity

19.5.3. Contract/purchase order number.

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

19.5.5. Total price

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

19.5.7. Attach supporting documentation, if required

19.6. Payment:

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

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

19.6.2.1. The contractor is in breach of this contract.

19.6.2.2. Any portion of the payment is for services that were not performed in accordance with this contract.

19.6.3. 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 in accordance with the Texas Prompt Payment Act, Texas Government Code, Chapter 2251.

19.6.4. 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.

19.6.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-463-5028 for additional information.

SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

Texas Veterans Commission intends to proceed according to the following schedule. These dates represent a tentative schedule of events. Texas Veterans Commission 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.

2. INQUIRIES.

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

Tycin Thompson, Training and Event Management Texas Veterans Commission 1801 Congress Ave, Ste. 14.100 Austin, Texas 787401

Santos Saldana, Procurement and Contract Manger Texas Veterans Commission 1801 Congress Ave, Ste. 14.100 Austin, Texas 787401

Contact Info:

Email: Purchasing@tvc.texas.gov

2.2. CLARIFICATIONS: Texas Veterans Commission will allow written requests for clarification of this Solicitation. Questions may be e-mailed to the point of contact listed in Section II, Subsection 3.1. 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 the passage being questioned; and

c) Question.

2.3. DEADLINE FOR SUBMISSION OF QUESTIONS: To provide Texas Veterans Commission 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: 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. Texas Veterans Commission reserves the right to amend answers before 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, Texas Veterans Commission, 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 the respondent. Respondent shall rely only on written statements issued through or by TVC’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

3. PROPOSAL CONTENT

Below is a summary of the required and requested information. Proposals submitted without this information will be evaluated accordingly. Texas Veterans Commission 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 a signed proposal via e-mail to the following e-mail address: bidresponses@TVC.texas.gov. Texas Veterans Commission prefers that submissions are indexed/ bookmarked corresponding to the sections/exhibits listed below.

If the Respondent is unable to submit the Proposal via email, contact Tycin Thompson, bidresponses@TVC.texas.gov. to make other arrangements.

3.2. REQUIRED RESPONSE CONTENT:

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

3.2.1. Exhibit A- Past Projects: Include completed Exhibit C – Past Projects.

3.2.2. Exhibit B – Price List Options and Availability: Include completed Exhibit B – Price List Options and Availability.

3.2.3. Exhibit C – Sample Menus: Include completed Exhibit D – Sample Menus (or reasonable facsimile).

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

3.2.5. 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 e-mailed to Purchasing@TVC.texas.gov no later than 2:00 PM Central Time on the date specified in Section II, Subsection 1. Late proposals will not be considered under any circumstances.

4.2. 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@TVC.texas.gov and may be included with the proposal or sent in a separate e-mail.

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

4.4. Telephone and facsimile proposals are NOT an acceptable response to an RFP. All submitted proposals become the property of Texas Veterans Commission 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 Texas Veterans Commission, whichever is earlier.

4.5. 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 the contract is awarded.

5. DELIVERY OF PROPOSALS

5.1. Responses may be returned via E-mail to Purchasing@TVC.texas.gov., E-MAIL submittals are preferred and highly encouraged for this solicitation.

5.2. 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 Texas Veterans Commission by the specified date and time.

6. SIGNATURE

A duly authorized officer of the responding Proposer must sign the Proposal; Proposals not evincing authorized signatures will be disqualified.

7. EVALUATION AND AWARD

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

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

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

7.4. 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 Texas Veterans Commission. Texas Veterans Commission reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in the Texas Veterans Commission Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

7.5. Step 2 – Initial Evaluation: A Texas Veterans Commission 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 Texas Veterans Commission requirements. The respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Qualifications, Experience, and Capability (Based on Exhibit A- Past Projects with Corresponding Reference) 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%

7.6. Step 3 – Shortlist: At Texas Veterans Commission’s sole discretion, a shortlist may be developed, then, Texas Veterans Commission may check references and/or inspect the respondent’s facility/equipment.

7.6.1. 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.

7.6.2. Facility and/or equipment may be inspected to verify the ability to complete the project. Inspection will be scored on a pass/fail basis. Failure may be grounds for disqualification of the proposal.

7.7. 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.

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

7.7.2. Oral Presentations: Texas Veterans Commission may, at its discretion, elect to have respondents provide oral presentations of their proposals. If oral presentations are conducted the presentations are to assist Texas Veterans Commission in having a better understanding of the written proposals. The Oral presentation will assist in scoring the Evaluation criteria listed.

7.7.3. BAFO: A request for a Best and Final Offer is at the sole discretion of Texas Veterans Commission and will be requested in writing. If requested, the 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 considered in the award. Texas Veterans Commission will make the final determination on the best value.

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

7.8. AWARD: Texas Veterans Commission reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to Texas Veterans Commission in the performance of this service. Texas Veterans Commission will be the sole judge of best value.

8. Approval and Execution The final Contract, if applicable, shall incorporate by its terms and by reference: this RFP; the Proposer’s Proposal; and any and all other information, duties, or obligations the Proposer may be required to provide or perform.

8.1. Deviation

Proposers must provide a detailed description of each deviation between the Proposal and the RFP specifications. Deviations are discouraged and must be specifically identified and described in detail in order to be considered. Texas Veterans Commission will attempt to interpret responses to match the specifications herein, with the exception of deviations specifically noted and those deviations deemed non-responsive. Deviations will not become a part of the final Contract unless expressly agreed to by Texas Veterans Commission in writing and accepted by the Commission. In all cases, the Contract terms, including any written addenda or operational agreements, and Contract Amendments the specific RFP and Amendments shall control.

8.2. Disclosure.

Texas Veterans Commission is required to provide access to certain records in accordance with the provisions of the Texas Public Information Act, Texas Government Code, Chapter 552, (formerly known as the Open Records Act). The contractor is required to make any information created or exchanged with the state pursuant to this contract and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format that is accessible by the public at no additional charge to the state. Texas Veterans Commission shall have no liability to the Proposer or any other person or entity for disclosing information in accordance with the Public Information Act. Texas Veterans Commission may request, at its discretion, a decision from General Counsel respecting disclosure, but shall not have the obligation or duty to advocate the confidentiality of Proposer’s material to any other person or entity. It is the Proposer’s sole obligation to advocate the confidential or proprietary nature of any information it provides in its Proposal, and the Proposer acknowledges that General Counsel may determine that all or part of any claimed confidential or proprietary information should be disclosed. Texas Veterans Commission may release the Proposer’s entire Proposal, including alleged confidential or proprietary information, upon request from a member of the Legislature where needed for legislative purposes, as provided for in the Public Information Act. This section survives the termination of the Contract.

SECTION IV- ORDER OF RETURN INSTRUCTIONS

The documents returned to Texas Veterans Commission must be in the following order. Failure to submit Proposals in accordance with the Order of Return Instructions may result in disqualification or negative evaluation. All Proposals must be submitted with the requested number of copies and in the appropriate formats. All requested signatures must be included. All sections are to be separated by tabs that correspond to the list below.

1) Request for Proposal Cover Sheet and optional Summary. Include the completed cover sheet. Proposers are also encouraged, but not required, to include a letter of introduction describing the organization(s) and summarizing the scope of services offered in the Proposal.

2) Proposal Documents. Include complete documentation in response to the following RFP sections, specifically identifying the relevant RFP reference subsection (e.g., III.A.). For ease of response and review, the order of return structure is designed to coincide with Section III of the Request for Proposal. Any references to additional attachments or documentation contained elsewhere in the Proposal must be clearly marked in the response. Comprehensive responses are imperative.

3) Service Requirements. Include all requested information in the order specified in Section II of the Request for Proposal.

4) Past Project with corresponding references (Exhibit A)

5) Price list Options and Availability (Exhibit B) Fees and Pricing. Include all requested information in the order specified of the RFP.

6) Sample Menus (Exhibit C)

7) Execution of Proposal Form. (Exhibit D)

8) Addenda-Acknowledge receipt of all addenda issued to this solicitation by returning a signed copy of each addendum.

EXHIBIT B - Price List Options and Availability

Respondent Name:

Description

Cost

Lodging Requirements

Meeting Space Requirements

Audio Visual Requirements

Catering

Respondent shall list line-item costs for all required and additional options available.

Additional Optional Items: Optional items will be awarded in part, in whole, or none, based on the availability of funds. Determination will be made at the time of award. Optional items will be included in the evaluation process. Respondents are strongly encouraged to include all options and amenities available for their properties to allow for consideration.

EXHIBIT C - SAMPLE MENUS

Respondent Name:

Respondent is to include Sample Menus for Daily Meals/ Banquet/ and Social Gathering with proposal response.

EXHIBIT E - Response Submission Checklist

The following checklist is provided for the convenience of Vendors in their response preparation process. It is not intended to represent an exhaustive list of the mandatory requirements for this RFP. Vendors must ensure that all mandatory requirements for this RFP are met, even if they are not included in this checklist. The mandatory documentation must be submitted with the original and each copy of the response.

A completed checklist shall not be binding on Texas Veterans Commission’s administrative review for compliance with the mandatory response contents specified in this RFP. As step one of the evaluation processes, Texas Veterans Commission will review all responses to ensure compliance with the mandatory response contents as specified in the RFP and reject any response that does not comply.

All responses must be received by Texas Veterans Commission on or before 2:00 p.m. (CT) on the date specified in Section II, Subsection 1 of the solicitation. No late responses will be considered.

Response email to Purchasing@TVC.texas.gov

Email “Subject” line references “RFP 403-2026-1801-001”

Cover Sheet & Summary

Proposal Documents

Services Requirements

Exhibit A- Past Projects

Exhibit B- Price List Required and Options Available

Exhibit C- Sample Menus

Exhibit D- Execution of Proposal

Additional Response Contents

Addenda- Acknowledge receipt of all addenda issued to this solicitation by returning a signed copy of each addendum

FOR RFP PROPOSAL PURPOSES ONLY:

As noted in the RFP, any and all proposed variances must be included as a separate document and the same noted conspicuously in the response.

No changes, approved as to form by Proposer: Initials

Signature

Approved as to form, except as specifically noted - variances attached. Initials

Signature image1.jpeg