ESBD_507392_1776290166638_RFI TVC 403-2026-1801-002 STATEMENT OF WORK.docx

Section I – General Information and Statement of Work

1. Introduction The Texas Veterans Commission (TVC) is seeking a qualified venue to provide lodging, meeting space, and audio/visual (A/V) services for the 2027 TVC Annual Conference.

This annual, in-person training event provides timely, job-relevant training through general sessions and role-specific breakout sessions, requiring full staff attendance.

The objective is to secure a venue that delivers the best value to the State of Texas while meeting operational and training requirements.

2. Solicitation Method and Intent

· This procurement will be conducted using a Request for Information (RFI) method.

· TVC intends to award one (1) contract to the vendor offering the best value.

· Evaluation will include pricing, experience, location, availability, and overall approach.

Contract Term

· Term: From date of award through completion of services (4-day conference).

· Termination: Upon full performance unless extended.

· Amendments: Must be in writing and signed by both parties.

3. Qualifications and Experience Respondents must:

· Demonstrate capacity (staff, facilities, equipment).

· Be in good financial standing.

· Provide three (3) references from similar projects within the past five (5) years.

4. Quantities and Event Overview

4.1 Attendees & Lodging

· Estimated 592 direct-bill attendees per night (peak)

· One (1) courtesy room block of up to 230 rooms per night for additional attendees (no financial obligation to TVC)

· Lodging will decrease incrementally throughout the conference based on attendee departure patterns Projected Room Night Distribution (Direct-Bill Only):

· Night 1: 592 rooms

· Night 2: 592 rooms

· Night 3: 452 rooms

· Night 4: 452 rooms

• Estimated total (direct bill): 2,088 room nights Additional Requirement:

· Minimum of 10 ADA rooms per night (roll-in showers preferred)

· 10 rooms with refrigerators/microwaves

· Complimentary room: 1 per 40 rooms booked

· VIP accommodation:

· 1 complimentary suite

· 5 suite upgrades preferred

· Complimentary Wi-Fi in guest rooms

· Government rate locked at time of contract execution

4.2 Meeting Space Requirements

· Total baseline rooms: 24 meeting spaces

· General Session Rooms: 1 large room (capacity 700-800)

· Secondary Ballroom: 1 room (capacity – 200)

· Breakout Rooms: up to 24 rooms (capacity 35–50 each)

· Boardrooms / Support Rooms: 4 rooms

· Breakout Room Demand by Day:

· Day 1: Up to 24 breakout rooms required

· Day 2-3: Up to 18 breakout rooms required + 1 additional ballroom (capacity - 200)

4.4 Key Terms

· No attrition penalties

· No deposits or advance payments

· Pay based on actual usage

5. Conference Schedule (Day 0-Day 4)

Half-day breakout sessions (25 rooms)

Half-day ballroom

6. Scope of Work and Specification

6.1 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 Proposers to offer alternatives to how the services are provided. The requested services and corresponding deliverables are identified below. The proposer or contractor is responsible for the deliverables listed in sections 8 through 9.

6.2 Location Requirements

The facility must be located within the State of Texas. Preferred locations include, but are not limited to, the Dallas-Fort Worth Metroplex (including Arlington), Houston, Galveston, the San Antonio area (including New Braunfels and San Marcos), the Austin area, Corpus Christi, and the Bryan/College Station area. Facility location, along with associated travel time and costs for attendees, may be considered in determining the best value.

6.3 Proposed Dates

The event is anticipated to occur between October 2027 and January 2028, excluding all federal and State of Texas holidays. The conference will be conducted over five (5) consecutive days, with a total of four (4) room nights required to accommodate attendees' arrival and departure schedules. TVC and the awarded vendor will mutually agree upon the final dates.

7. Meeting Room Requirements (Detailed by Day) Day 0 (Setup, Walkthrough & Registration)

Day 1 (General Session)

Day 2 (Breakouts)

Day 3 (Breakouts)

8. Audio/Visual Requirements

8.1 General Session A/V

· Podium with 3 microphones and 1 lapel

· House sound system

· Stage with ADA ramp w/US and Texas Flags

· 2 projectors/screens

· A/V technician + soundboard

· Hardwired internet preferred

· TVC provides a laptop

8.2 Breakout A/V

· Podium with microphone (wireless preferred)

· House sound system

· A/V cart

· Projector and screen

· Hardwired internet preferred

· TVC provides laptops

8.3 Computer Lab A/V

· Speaker podium

· Projector and screen

· Internet/Wi-Fi access for thirty-two (32) computers

· Power Strips for up to thirty-two (32) computers

· TVC will provide laptops

9. Electrical, Charging & Wi-Fi Each room must include:

· Each meeting room must include a minimum of two (2) power strips and two (2) extension cords, with sufficient length to reach the center of the room.

· Charging stations may be provided in each meeting room and are preferred.

· The Vendor must provide Wi-Fi access for all attendees in all meeting spaces.

· The Vendor shall clearly identify and itemize any costs associated with power, charging stations, and Wi-Fi on the pricing sheet.

10. Parking Requirements

· The facility must accommodate approximately seven hundred (700) to eight hundred (800) attendees daily.

· Complementary self-parking may be provided, if available.

· Parking must be located onsite or within one (1) to two (2) blocks of the facility.

· Shuttle service may be provided as an alternative or supplement to parking access and is preferred.

11. Facility Requirements

· The Vendor shall provide a dedicated registration area available from Day 0 through Day 2.

· The Vendor shall provide a secure planning room to accommodate up to twenty (20) staff.

· The Vendor shall provide a secure room for A/V equipment storage.

· The Vendor must provide twenty-four (24) hours of access to all contracted meeting and support spaces.

· The Vendor shall include, at a minimum, stage, sound, projection screen, projector, and linens as part of the meeting space package.

· The Vendor must provide a detailed facility map, including all meeting rooms and support spaces.

12. ADA Compliance The facility must comply with all applicable Americans with Disabilities Act of 1990 (ADA) Title III requirements

· The facility must provide accessible elevators for attendees' use.

· All meeting spaces must be fully accessible in accordance with ADA standards.

· The facility shall not rely on freight elevators for attendee access to meeting space.

· The facility must provide parking accommodation that supports vehicles compliant with the ADA, including accessible parking spaces.

13. Additional Considerations

· The facility must provide single-property lodging for the majority of attendees.

· Overflow lodging may be utilized; however, it must not exceed a 70/30 split, and all overflow properties must be within walking distance of the primary facility.

· The Vendor shall provide a meeting room package that includes coffee and water service sufficient to accommodate the total number of participants.

· The Vendor should include any available incentives and may leverage partnerships with the local Convention and Visitors Bureau (CVB) to enhance overall value.