ESBD_507392_1776290872881_RFI TVC 403-2026-1801-002.docx

RFI 403-2026-1801-002

Texas Veterans Commission

REQUEST FOR INFORMATION (RFI)

403-2026-1801-002

2027 ANNUAL CONFERENCE – VENUE, LODGING, AND A/V SERVICES

Class Codes: 971-65 Room Rental Or Lease For Conferences, Seminars, Etc , 971-30 Hotel/Motel Accommodations, 917-35 Contracted Services, Travel, Hotel

PROCUREMENT OFFICER:

Email: Santos.Saldana@tvc.texas.gov

PROPOSALS ARE DUE

May 16, 2026, at 4:00pm CST

DELIVER BID RESPONSE TO:

Texas Veterans Commission –Procurement Department Email: Purchasing@tvc.texas.gov

TABLE OF CONTENTS

Section 1 – General Information ………………………………………………. 3 Section 2 – INFORMATION REQUESTED………………………………….. 4 Section 3 – ADDITIONAL INFORMATION…………………………………. 6 Section 4 – RESPONSE INSTRUCTIONS ….………………………………... 6 Section 5 – IMPORTANT NOTICE.………………………...………………… 7

SOLICITATION SCHEDULE

Note: Texas Veterans Commission reserves the right to revise this schedule. Any such revisions will be formalized and posted in the portal for your convenience.

SECTION 1 – GENERAL INFORMATION

1.1 Purpose

The Texas Veterans Commission (TVC) is issuing this Request for Information (RFI) to gather information from qualified vendors capable of providing lodging, meeting space, and audio/visual (A/V) services for the 2027 TVC Annual Conference.

This RFI is for planning and market research purposes only and does not constitute a solicitation for bids or proposals. Responses will assist TVC in developing a potential future solicitation.

1.2 Background

TVC hosts an annual in-person conference to provide training to staff across multiple program areas. The event includes general sessions and breakout sessions requiring full staff participation.

TVC seeks to better understand vendor capabilities, availability, and pricing structures to ensure best value to the State of Texas.

1.3 Estimated Event Overview

· Estimated Attendees: Up to 700–800 participants daily

· Estimated Room Nights (Direct Bill): Approximately 2,088

· Event Duration: 4-day conference (5-day span including arrival/departure)

· Anticipated Timing: October 2027 – January 2028 (excluding State and federal holidays)

· Location: Within the State of Texas Preferred regions include:

· Dallas-Fort Worth Metroplex

· Houston / Galveston

· San Antonio / New Braunfels / San Marcos

· Austin

· Corpus Christi

· Bryan / College Station

SECTION 2 – INFORMATION REQUESTED

TVC is seeking vendor input on the following:

2.1 Vendor Qualifications

Respondents should provide:

· Company overview and years in operation

· Description of facility and capabilities

· Experience hosting similar conferences

· References (minimum of three within the last five years)

2.2 Lodging Capabilities

Respondents should address:

· Total number of available guest rooms

· Ability to accommodate approximately:

· 592 rooms (peak nights)

· Total estimated 2,088 room nights

· Availability of:

· ADA-compliant rooms (minimum 10 per night)

· Rooms with refrigerators/microwaves

· Complimentary Wi-Fi

· Courtesy room block availability (optional)

· Complimentary room ratio (e.g., 1 per 40)

· Suite availability and upgrades

2.3 Meeting Space

Respondents should describe:

· General session space (capacity 700–800)

· Secondary ballroom (capacity ~200)

· Breakout rooms (up to 24 rooms, capacity 35–50)

· Boardrooms and support space

· Availability across multiple consecutive days

2.4 Audio/Visual (A/V) Capabilities

Provide details regarding:

· General session A/V support (sound, staging, projection)

· Breakout room A/V setups

· On-site technical support availability

· Internet capabilities (Wi-Fi and hardwired options)

2.5 Facility and Operational Information

Include:

· Facility layout and meeting space configuration

· Parking capacity and proximity

· On-site vs. overflow lodging availability

· Accessibility and ADA compliance

· Security and access (24-hour availability)

· Availability of planning/operations rooms

2.6 Pricing Information (Budgetary Only)

Provide non-binding, budgetary estimates for:

· Guest room rates (government rate, if applicable)

· Meeting space rental or package pricing

· A/V services

· Internet, electrical, and additional service fees

· Any discounts, incentives, or value-added offerings

SECTION 3 – ADDITIONAL INFORMATION

3.1 Key Preferences

TVC is interested in vendor feedback regarding:

· Flexible cancellation terms

· Attrition considerations

· Payment structures (e.g., pay for actual usage)

· Ability to bundle services for cost efficiency

3.2 Conference Schedule (Estimated)

SECTION 4 – RESPONSE INSTRUCTIONS

4.1 Submission

Respondents should submit an informational response that addresses the sections outlined above.

4.2 Format

Responses should be:

· Clear and concise

· Organized by section

· Submitted electronically in PDF or Word format

4.3 Questions

All questions regarding this RFI must be submitted to:

Procurement and Contract Services Texas Veterans Commission Email: Purchasing@tvc.texas.gov

SECTION 5 – IMPORTANT NOTICE

· This RFI is issued for information and planning purposes only.

· This RFI does not constitute a solicitation and does not obligate TVC to award a contract.

· TVC reserves the right to use the information gathered to develop a future solicitation.

· Respondents will not be reimbursed for any costs associated with responding to this RFI.

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