REQUEST FOR PROPOSALS FOR A VENUE TO

HOST THE 2027 STAFF TRAINING CONFERENCE

Texas Department of Banking 2601 North Lamar

Austin, Texas 78705

RFP 451-26-164

NIGP Class-Item Code:

971-30, 971-65

Proposal Due Date: 5/7/2026

Proposal Due Time: 3:00 pm (Central Time in Austin, Texas)

Posting Date: 4/20/2026

Pursuant to the Provisions of the Texas Government Code Title 10 Subtitle D §§ 2156.121 – 2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, names, prices and other proposal details may only be divulged after award of a contract, if a contract is awarded. The award notice will be posted to the electronic state business daily (ESBD) at http://www.txsmartbuy.com/esbd.

Pursuant to § 2155.131 of the Texas Government Code and 34 TAC § 20.82, the Texas Department of Banking (TXDOB or agency) has been delegated requisite authority to conduct this Request for Proposal (RFP) and to award a contract for the purposes stated herein.

All proposals shall become the property of the TXDOB.

All addenda to or clarification of this solicitation shall be posted on the ESBD.

Contractor understands and agrees that no public disclosures or news releases pertaining to this RFP, negotiations, subsequent award, or any results or findings based on information provided or obtained to fulfill requirements of this RFP shall be made without prior written approval of the Texas Department of Banking.

http://www.txsmartbuy.com/esbd

TABLE OF CONTENTS

SECTION I – INTRODUCTION AND PURPOSE 3

1.1 SCOPE. 3

1.2 BACKGROUND. 3

1.3 CONTRACT TERM. 3

1.4 COMPENSATION. 3

1.5 MODIFICATIONS AND AWARD. 3

SECTION II - STATEMENT OF WORK 5

2.1 VENUE AND SERVICE REQUIREMENTS. 5

2.2 SUBCONTRACTORS. 6

2.3 VETERAN HEROES UNITED IN BUSINESS. 6

SECTION III - GENERAL INSTRUCTIONS AND INFORMATION 7

3.1 PROPOSAL SUBMISSION, DATE, AND TIME. 7

3.2 SCHEDULE OF EVENTS/CRITICAL DATES. 8

3.3 POINT OF CONTACT/INQUIRIES. 8

3.4 IRREVOCABILITY OF THE PROPOSAL. 8

3.5 STANDARD PROPOSAL REQUIREMENTS. 9

3.6 SIGNATURE OF RESPONDENT. 9

3.7 STATE NOT RESPONSIBLE FOR COSTS OF SUBMITTING THE PROPOSAL. 9

3.8 DISCLOSURE OF PROPOSAL CONTENT. 9

3.9 CONFLICT OF INTEREST. 9

SECTION IV - PROPOSAL FORMAT AND CONTENT 11

4.1 PROPOSAL FORMAT. 11

4.2 PROPOSAL CONTENT. 11

SECTION V - EVALUATION OF PROPOSALS 13

5.1 COMPETITIVE SEALED PROPOSALS. 13

5.2 REVIEW OF PROPOSALS. 13

5.3 EVALUATION CRITERIA. 13

5.4 EVALUATION OF PROPOSALS. 14

5.5 DISCUSSIONS WITH RESPONDENT. 14

5.6 BASIS OF AWARD. 14

5.7 SELECTION OF CONTRACTOR(S). 14

SECTION VI - CONTRACTUAL REQUIREMENTS 15

6.1 CONTRACTOR’S PROPOSAL. 15

6.2 PAYMENT. 15

6.3 REMEDIES. 15

6.4 INSURANCE REQUIREMENTS. 15

SECTION VII – SUBMISSION CHECKLIST 15

ATTACHMENT A – REQUEST FOR PROPOSALS FOR A VENUE TO HOST THE 2027 STAFF TRAINING

CONFERENCE 17

ATTACHMENT B – TEXAS DEPARTMENT OF BANKING CONTRACT TERMS AND CONDITIONS 20

REQUEST FOR PROPOSALS TO PROVIDE A VENUE TO HOST THE 2027 STAFF

TRAINING CONFERENCE

SECTION I – INTRODUCTION AND PURPOSE

1.1 SCOPE

The Texas Department of Banking (TXDOB) is seeking requests for proposals from qualified respondents (Respondents) to enter into a contract for a venue within the city limits of Conroe, Texas to host the TXDOB 2027 Training Conference in accordance with the specifications contained in this Request for Proposal (RFP).

1.2 BACKGROUND

TXDOB has hosted its Training Conference twelve times since 2005. TXDOB began holding this conference to offer additional training for its staff members with no registration costs to program participants. Conferees are responsible for their lodging, meals and travel expenses and may not be master billed. This is a mandatory training program for participants.

The major functions and responsibilities of the TXDOB are:

Chartering, licensing or registering, regulation, supervision, and/or examination of:

• State-chartered commercial banks

• State-chartered trust companies

• Bank holding companies

• Interstate branches of state banks

• Foreign bank offices

• Perpetual care cemetery trust funds

• Prepaid funeral contract sellers

• Money services businesses

• Check verification entities

1.3 CONTRACT TERM

The term of any contract resulting from this RFP shall be from the date of contract award through the conclusion of the Training Conference as specified in Paragraph 2.1 of this RFP. The services requested shall be performed for the specified dates, unless terminated earlier by the terms of the Contract awarded pursuant to this RFP.

1.4 COMPENSATION

TXDOB will pay for services performed by the Contractor relating to the agency’s business and accepted by the agency during the effective term and within the scope of the Contract. All payments will be made in accordance with Texas Government Code §2251.001 et seq. (Payments for Goods and Services).

Unless otherwise agreed to in writing by TXDOB, and authorized by state law, payment shall be made on the first day of the event or upon the completion of services or after the delivery of goods authorized in an approved invoice. However, TXDOB will be relieved of any obligation to accept performance or to pay for work performed after the effective date of any termination or for work performed outside the scope of the Contract.

If budget constraints require TXDOB to reduce the scope of the engagement, the scope may be reduced to include only those services necessary to meet the minimum requirements.

1.5 MODIFICATIONS AND AWARD

The TXDOB reserves the right to modify the RFP prior to the opening of the proposals. Any addenda or modifications made will be posted on the Electronic State Business Daily (ESBD) located at:

http://www.txsmartbuy.com/esbd by the TXDOB.

The TXDOB reserves the right to request best and final Offers which are revisions of the originally submitted proposal(s) following a formal request for provisions of proposal(s) made to selected Respondents.

The TXDOB reserves the right to award one or more contracts under the terms of this RFP. The a ward may be made solely at the discretion of the TXDOB. Any award resulting from this RFP will be posted on the ESBD.

If a Contract is awarded under this RFP, the TXDOB will issue an internal purchase order referencing the RFP number and the contract number, if any, as referenced on the Notice of Award. The Contract will consist of the following documents, which shall be construed in the following order of precedence:

(a) any Contract entered into between the parties as a result of this RFP, including any addenda, amendments, modifications or attachments thereto; (b) the Notice of Award, if any; (c) this RFP including Attachments; and (d) the successful Respondent’s proposal.

The Respondent whose proposal results in a contract with the TXDOB is referred to as the Contractor in this RFP.

SECTION II - STATEMENT OF WORK

TXDOB is seeking a venue to host 220 staff members and speakers at a statewide conference to provide training for its staff. The four (4) day conference will begin and end with a general session and hold two (2) concurrent breakout sessions. TXDOB requires guest rooms as displayed in section 2.1, item No. 5 for four (4) consecutive nights at the state government rate for the chosen city and complimentary breakfast each morning. Beverages and snacks are requested twice daily.

2.1 VENUE AND SERVICE REQUIREMENTS

1.) Conference space is contiguous with the hotel guest rooms.

2.) Hotel is within 5 miles of Conroe, Texas.

3.) Proposed dates for the 2027 Training Conference must be consecutive dates that do not include

Friday, Saturday, or Sunday between April 4 and Friday, April 30, 2027;

4.) Conference space of at least 8,000 square feet capable of holding a general session for 220 people on the first three days and 180 the last day, with crescents of 6. This space will be needed for the entire event;

5.) Hotel with 180-220 guestrooms available for four (4) consecutive nights, checking in the day the conference starts and checking out the last day of the conference – normally Monday through Thursday;

Day of Week Rooms Required Sunday 30 Monday 220 Tuesday 220 Wednesday 180 Thursday 0

6.) Hotel must be able to provide the state rate for all hotel rooms based on the rates established for the applicable city under the Texas Comptroller of Public Account’s Travel Reimbursement Procedures, which incorporates the rates set by the United States General Services Administration, federal Domestic Maximum Per Diem Rates, effective October 1, 2025, available at Textravel - Current Rates;

7.) Complimentary wireless internet access in all common areas of venue;

8.) Complimentary wireless internet access in all guest hotel rooms;

9.) Storage for materials and work space for TXDOB staff during the event;

10.) Complimentary beverages throughout the morning and afternoon break;

11.) Preference for complimentary breakfast and snacks at designated breaks in the morning and afternoon, minimum standard serving rate of 1.5X per person;

12.) Discounted and/or free parking for conference attendees during the week of the conference;

13.) Preference for five (5) upgrades to a premium suite at the group room rate;

14.) One (1) complimentary hospitality suite for the duration of the conference;

15.) For every forty-five (45) guest rooms sold – group will receive one (1) complimentary guest room;

16.) Two (2) breakout rooms of at least 800 square feet capable of holding 20 people in a u-shape pattern. This space will be needed for the last two days of the event; and, 17.) Individual guests will be responsible for payment of their own guest rooms. This includes any incidental charges they incur during their stay.

(a) Other Requirements: Audio visual will include two (2) 9 X 12 screens, four (4) wireless lavaliere mics, one (1) splitter, one (1) mixer, one TV monitor for speaker and one (2) 4500 Lumen Projectors, raised dais approximately 20 X 10 with a podium.

https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php

2.2 SUBCONTRACTORS

Any planned or proposed use of a subcontractor by Respondent after the Contract award must be clearly documented in the proposal. The selected Contractor shall perform the Contract with its own resources and those subcontractors identified in its proposal. If the Contractor plans, after the Contract award, to subcontract all or a portion of the work to be performed to subcontractors not identified in its proposal, Contractor must obtain the prior written approval of the Texas Banking Commissioner, or his designee identified in the Contract. The Contractor must also transmit to the Texas Banking Commissioner for review and prior approval a true copy of the subcontract it proposes to execute with a subcontractor.

The selected Contractor, in subcontracting for any performances specified in this RFP or Contract, expressly understands and acknowledges that the TXDOB will not be liable, in any manner, to any subcontractors of Contractor, and any subcontractors providing services under the Contract must meet the same requirements and level of experience as required of Contractor. Neither this provision nor any subcontract under the Contract shall relieve the Contractor of its responsibility for ensuring the requested services are performed in full compliance with all terms of this RFP and the Contract.

2.3 Veteran Heroes United in Business (VetHUB), The TXDOB has adopted a revised Policy to comply with the CPA’s emergency rule change to 34 TAC Section 20.281 related to utilization of Historically Underutilized Businesses (HUBs), now known as the Veteran Heroes United in Business (VetHUB) program.. State agencies are required to make a good-faith effort to assist VetHUBs in receiving contract awards issued by the State. Respondent’s proposal should note if Respondent’s business is currently certified as a historically underutilized business by the Texas Comptroller’s Statewide Procurement Division. If Respondent is not a certified as a historically underutilized business, then its proposal should answer the following questions: (1) Is Respondent’s business owned and controlled, operated, or managed by a service-disabled veteran? (2 What percentage of Respondent’s business is owned by a service-disabled veteran?

Contractor will be required to report to the TXDOB, monthly, the identity of each VetHUB to which Contractor awarded a subcontract, following prior notice to and approval by the Department of such subcontract, for the purchase of goods or services, and the dollar amount of VetHUB subcontracting participation in the Contract as provided in Texas Government Code § 2161.122(b) and 34 T.A.C. § 20.287(h).

SECTION III - GENERAL INSTRUCTIONS AND INFORMATION

To ensure consideration, all proposals must meet the following conditions. Failure to meet these conditions may result in disqualification of the proposal and the proposal will receive no further consideration. In its proposal, Respondent must: (a) identify any exception to the terms and conditions of this RFP and (b) suggest alternative language for any such exception. The rejection of any term or condition of this RFP or the inclusion of any additional or alternative language may result in disqualification of Respondent’s proposal.

3.1 PROPOSAL SUBMISSION, DATE, AND TIME

Proposals must be received in hard copy format, 1 original copy on 8.5 x 11 paper, without tabs, and unbound, no later than time and date detailed in Section 3.2 SCHEDULE OF EVENTS/CRITICAL DATES.

Email, telephone and facsimile proposals will not be accepted. If submitted at, or near, the deadline, the Respondent should obtain a time-stamped or marked receipt from the TXDOB. A U.S. Postal Service (USPS) postmark or round validation stamp; a mail receipt with the date of mailing, stamped by the USPS;

a dated shipping label, invoice, or receipt from a commercial carrier; or any other documentation in lieu of the on-site time stamp WILL NOT be accepted. For hand delivery, please note that the office hours are 8:00 am to 5:00 pm Monday through Friday CT.

Each proposal shall be placed in an envelope or package, clearly marked as a Request for Proposal to for a Venue to Host the 2027 Staff Training Conference RFP 451-26-164; and be submitted via U.S.

Postal Service, Courier, or hand delivered, and addressed as follows:

Texas Department of Banking Attn: Christopher Wood, Purchaser

2601 North Lamar Boulevard Austin, Texas 78705-4294

Proposals may be modified or withdrawn at any time prior to the proposal due date. No changes will be allowed after the proposed due date, except for changes made in response to a best and final offer request.

The TXDOB will not consider a proposal, or modification or addenda to an original proposal, after the time and date for submitting proposals set forth above, except for changes made in response to a best and final offer request. The TXDOB will not consider a late proposal for any reason. Any late responses received by the TXDOB will be returned to the Respondent at the Respondent’s expense if requested by the Respondent withing two (2) days of notice of the late proposal. Any late proposal not requested to be returned will be disposed of in a manner to keep such proposal confidential.

All submitted proposals become the property of the TXDOB after the RFP submittal deadline date. Except for late responses discussed above, the submitted proposals and accompanying documentation will not be returned.

By law, the TXDOB may not disclose any information regarding a proposal until a contract is executed by all parties. Upon award, the TXDOB will post the Contract award notice to the ESBD. Additional copies of proposals not selected for award will be destroyed in accordance with the TXDOB approved records retention policy.

Respondents are responsible for checking the ESBD for all modifications or addenda to this RFP. Receipt of all addenda or modifications to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted proposal.

3.2 SCHEDULE OF EVENTS/CRITICAL DATES

Time is of the essence in making this award. To meet the target date for implementation, TXDOB will strictly adhere to the following time schedule for the procurement process. Respondent must be able to meet all requirements to accommodate the TXDOB’s needs identified in this RFP. The schedule is as follows:

SCHEDULE OF EVENTS DATE

Publication of RFP in the ESBD at http://www.txsmartbuy.com/esbd April 20, 2026

Deadline for Submitting Questions to TXDOB, no later than 5:00 pm., CT April 24, 2026

Official Response to Questions (posted on the ESBD) April 27, 2026

PROPOSALS DUE: 3:00 pm, CT May 7, 2026

Evaluation, Process, Oral Presentations, and/or Negotiations May 8-12, 2026

Selection of Contractor May 12, 2026

Estimated Contract Award Date May 13, 2026

Beginning Date of Contract April 4, 2027

Ending Date of Contract April 30, 2027

All times are in Central Time unless otherwise specified. The TXDOB reserves the right to change the dates in the above schedule of events upon written notification to prospective Respondents through a posting of an addendum to the RFP on the ESBD.

It is the responsibility of interested parties to periodically check the ESBD for updates to the RFP prior to submitting a proposal. Respondent’s failure to check the ESBD periodically will in no way release the Respondent awarded a Contract from having to meet the requirements of addenda including the payment of any additional costs to meet the requirements of such addenda.

No proposal may be withdrawn after opening time without TXDOB approval.

3.3 POINT OF CONTACT/INQUIRIES

Respondents shall direct all inquiries and communications concerning this RFP to the point of contact listed below in writing. Questions must be submitted in writing via email to the address below, and the subject line must include the RFP # and Title. The office hours for the point of contact are 8:00 A.M. to 5:00 P.M. CT, Monday through Friday. Any person wishing to obtain clarifying information concerning this RFP shall contact:

Christopher Wood, Purchaser christopher.wood@dob.texas.gov

All inquiries will result in written responses posted to the ESBD at: http://www.txsmartbuy.com/esbd

After award of a contract pursuant to this RFP, Contractor shall communicate with the point of contact above.

3.4 IRREVOCABILITY OF THE PROPOSAL

The proposal is irrevocable for thirty (30) calendar days following the deadline for submitting the proposal set out in Paragraphs 3.1 and 3.2. This period in which the proposal is irrevocable may be extended at mailto:sami.chadli@dob.texas.gov the TXDOB’s request with the Respondent’s written consent.

3.5 STANDARD PROPOSAL REQUIREMENTS

Proposals that address only part of the requirements contained in this RFP may be considered non-responsive and may be rejected.

The TXDOB reserves the right to reject any and all proposals and to negotiate portions thereof, including cost and budget.

The TXDOB reserves the right to select the best proposal considering the desired outcomes.

3.6 SIGNATURE OF RESPONDENT

Respondent must sign the proposal and the Execution of Proposal (Attachment A). The proposal will not be accepted without these signed documents. By signing, Respondent or Respondent’s legally authorized agent affirms that all statements within the proposal are true and correct. Discovery of any false statement in the proposal is a material breach and shall void the proposal or any resulting contract. Respondent shall also be removed from all vendor or bidder lists maintained by the TXDOB.

3.7 STATE NOT RESPONSIBLE FOR COSTS OF SUBMITTING THE PROPOSAL

The TXDOB is not liable for any costs incurred by Respondent in the preparation or submission of a proposal in response to this RFP and will not reimburse Respondent for any cost related to its proposal.

Respondent must bear all expenses related to responding to this RFP and is responsible for any expense related to the preparation and submission of its proposal.

3.8 DISCLOSURE OF PROPOSAL CONTENT

The TXDOB will not consider any proposal that bears a copyright. Proposals will be subject to the Texas Public Information Act (PIA), Texas Government Code, Chapter 552, and may be disclosed to the public upon request. The proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies.

If it is necessary for Respondent to include proprietary or otherwise confidential information in its proposal or other submitted information, Respondent must clearly label the proprietary or confidential information. Merely making a blanket claim that an entire proposal is protected from disclosure because it contains confidential or proprietary information is not acceptable and will make the entire proposal subject to release under the PIA. To initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the proposal that are considered by Respondent to be proprietary or confidential must be clearly labeled. Any information which is not clearly identified as proprietary or confidential shall be deemed subject to disclosure pursuant to the PIA. Subject to the PIA, Respondents may assert arguments to the Office of the Attorney General to protect trade and confidential information from public release.

3.9 CONFLICT OF INTEREST

Respondent must disclose any existing or potential conflicts of interest. Specifically, Respondent must disclose all contractual or informal business arrangements, including fee arrangements and consulting agreements, between Respondent and the TXDOB and its staff or any entity that is regulated by the TXDOB. Disclosure of all relationships with any other Texas state agencies is also required.

Respondent must follow all state and federal laws pertaining to ethics.

Respondent shall make full disclosure of any former employee o f the TXDOB who an agent, consultant, contractor, or employee of Respondent is, or if it has the intent to employ or subcontract with such an individual.

If the circumstances certified by Respondent change, or additional information is obtained by Respondent after submission of its proposal, Respondent agrees to supplement its response under this provision and that Contractor is under a continuing duty to disclose any conflicts of interest throughout the term of any contract resulting from this RFP. Respondent shall submit updated information as soon as practicable upon learning of any change to their affirmation contained in this RFP.

SECTION IV - PROPOSAL FORMAT AND CONTENT

4.1 PROPOSAL FORMAT

Proposals must be received in hard copy format, 1 original copy on 8.5 x 11 paper, without tabs, and unbound, no later than time and date detailed in Section 3.2 SCHEDULE OF EVENTS/CRITICAL DATES.

The proposal should include all documents requested in this RFP. Failure to meet this condition may result in disqualification of the proposal, and the Respondent shall receive no further consideration. Respondent shall prepare a proposal that clearly and concisely represents Respondent’s qualifications, experience, and capabilities and cost of providing the services under this RFP. Proposal pages should be numbered and contain an organized, paginated table of contents corresponding to the section, paragraph, and pages of the proposal. See Section VII – SUBMISSIONS CHECKLIST.

4.2 PROPOSAL CONTENT

Listed below is a summary of all information to be included in a proposal submitted in response to this RFP. The proposal must include this information, and all other information requested or required under this RFP. The TXDOB reserves the right, in the TXDOB’s sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

(a) Respondent Information: Include the following information regarding the Respondent and/or responding business entity or entities:

(1) formal name and all assumed names used by the Respondent or Respondent business entity;

(2) legal structure of business entity (i.e. partnership, corporation, etc.);

(3) state in which business entity was formed or incorporated;

(4) physical address and mailing address;

(5) principal place of business;

(6) whether, and to what extent, Respondent has established a physical presence in the State of

Texas including relevant timeframes;

(7) whether Respondent is a VetHUB under Government Code Chapter 2161, and the answers to the questions in Paragraph 2.3;

(8) Respondent’s Texas Identification Number, CMBL Vendor ID or other taxpayer number assigned and used by the Texas State Comptroller

(9) the name, title, address, telephone number, facsimile number, and e-mail address of

Respondent’s primary contact; and

(10) the name and social security number of a non-business entity individual submitting the proposal, if applicable, or the name and social security number of any partner, shareholder or owner or other individual with at least 25% ownership of the business entity submitting the proposal, as required by Texas Family Code §231.006.

(b) Requested Items: Respondent must address each item in Paragraph 2.1. If Respondent cannot provide guest rooms at the state rate in accordance with Paragraph 2.1, the proposal will be rejected.

(c) Conflict of Interest Disclosure: The Respondent shall identify all relationships that might be a conflict of interest or cause an appearance of a conflict of interest. See Paragraph 3.9 and Attachment A for a description of conflicts of interest. Further, the Respondent must disclose any entity for which the Respondent currently performs services that is licensed, registered or chartered by the Department.

(d) Proposed Services: The proposal must provide evidence that the Respondent and Respondent’s proposed services and deliverables will meet the requirements of the RFP, the Texas Finance Code, and any other applicable statutes and rules.

(e) Cost: Respondent must identify all meeting space and guest rooms offered and the cost associated with each. Respondent must also identify all costs, or lack thereof, associated with room rental, audio/visual, décor and internet access. All other items specified in proposal must have a line item with associated cost specified. Any service charges and taxes that apply, excluding sales tax, must be listed in the proposal. All valid proposals must include a grand total including A/V, service charges and taxes involved. (Reminder - guests will pay for their own rooms at the governmental room rate upon arrival, so guest room will not be paid for by the TXDOB directly.)

Sample of Breakdown:

Room Rental Audio/Visual Total Cost Detailed summary of complimentary breaks (per day)

(f) Location: The proposal must include the name of the venue proposed for the conference, the name of the Hotel where TXDOB staff will stay, and a description of the location and areas surrounding the venue.

(g) Amenities and Concessions: Proposals may include extra amenities and/or concessions beyond the specifications listed in Paragraph 2.1. TXDOB, in its sole and absolute discretion, may award up to 20 points for these items. These extra amenities and/or concessions may include, but are not limited to, hospitality suite room upgrade, additional meals and snacks throughout the conference at no additional charge, and/or early check in fee waivers.

(h) Insurance Information: Proposals must include the insurance information specified in Paragraph 6.4.

SECTION V - EVALUATION OF PROPOSALS

5.1 COMPETITIVE SEALED PROPOSALS

The TXDOB may award contract(s) to selected Respondent(s) pursuant to Competitive Sealed Proposals as authorized by Texas Government Code § 2156.121. As such, the TXDOB will evaluate Respondent’s proposal on a variety of factors in addition to price. The TXDOB is not authorized to conduct public proposal openings or tabulations prior to award of contract(s) pursuant to this RFP.

The TXDOB reserves the right to award contract(s) without any negotiations and reserves the right to not make an award.

Respondent is strongly encouraged to provide its best price proposal because the TXDOB makes no guarantee that there will be an opportunity to negotiate or provide alternative pricing at any point during the RFP process. The TXDOB may limit the number of proposals in the competitive range to a number that will permit efficient competition among Respondents based on proposed pricing and evaluation of the criteria specified in the RFP. The TXDOB may seek additional information and solicit best and final offers only from those Respondents the TXDOB determines to be in the competitive range.

Discussions may be conducted with Respondents determined to be reasonably likely to be selected for award, for clarification of a proposal, to ensure full understanding of all terms and conditions of the proposal, to solicit best and final offers, and to ensure Respondents understand the requirements of any resulting contract. In conducting these discussions, there shall be no disclosure of any information derived from proposals submitted by another Respondent.

5.2 REVIEW OF PROPOSALS

Proposals will be opened by the TXDOB at 2601 North Lamar Boulevard, Austin, Texas 78705-4294.

The TXDOB will begin review of proposals as soon as is practical after the submission deadline. In the TXDOB’s sole and absolute discretion, Respondent may be asked to provide an oral presentation of its proposal. If applicable, proposals will be rated again following oral presentations.

5.3 EVALUATION CRITERIA

Proposals will be selected based on best value considerations to the state, including the ability of Respondent to carry out all the requirements contained in this RFP. Respondent who is in default or otherwise not in good standing under any other current or prior contract with the State of Texas or TXDOB at the time of selection will not be eligible for an award under this RFP. The TXDOB will base its selection on, among other things, demonstrated competence, qualifications of the Respondent, past performance by Respondent, and proposed budget and cost. All state agencies must report vendor performance on purchases over $25,000 to the Texas Comptroller of Public Accounts. Agencies report satisfactory, exceptional, and unsatisfactory vendor performance to assist the agency and the state in determining best value. In accordance with Texas Government Code §§ 2155.074 and §2155.075, vendor performance may be used as a factor in contract awards. A Respondent with a vendor performance grade of less than a “C” is automatically disqualified.

Criteria upon which the TXDOB will evaluate Respondent’s proposal include, but are not limited to, Respondent’s pricing, processes, products, and services consistent with the requirements in Paragraphs 2.1 and 4.2(h). Proposals will be evaluated and scored in accordance with the criteria set forth below.

Following are the evaluation criteria and the total number of possible points for each category:

CATEGORIES POSSIBLE POINTS

A Total overall cost 30

B Location of hotel and adequacy of conference space per Paragraph

2.1 30

C Available Dates 30

D Other requirements in Paragraph 2.1, items (4)-(16) 30

E Amenities and concessions in Paragraph 4.2 (h) which are in addition to the requirements of Paragraph 2.1 20

Total 140

An award will be made to Respondent that meets all criteria required by the TXDOB and which the TXDOB determines, in its sole and absolute discretion, represent best value for the state, based on the factors and evaluation criteria identified in this paragraph.

5.4 EVALUATION OF PROPOSALS

Submission of a proposal indicates Respondent’s acceptance of the evaluation process set forth in this RFP and Respondent’s acknowledgement that subjective judgments may be made by the TXDOB in the evaluation process.

5.5 DISCUSSIONS WITH RESPONDENT

The TXDOB may conduct discussions with any Respondent that appears to be eligible for award, pursuant to the selection criteria set forth in this RFP. In conducting the discussions, the TXDOB will not disclose information derived from proposals submitted by competing Respondents.

5.6 BASIS OF AWARD

The TXDOB will make an award, if any, based on best value considerations to the state, including demonstrated competence, experience, knowledge and qualifications, as well as the proposed fee for all or each portion of the deliverables, goods, services, or work requested under this RFP, as determined by the TXDOB, in its sole and absolute discretion. By this RFP, however, the TXDOB has not committed to making an award or retaining a Contractor nor does the suggested scope of service or term of agreement below require that the TXDOB make an award or retain a Contractor for any or all of the purposes set out in this RFP. The TXDOB reserves the right to make decisions after receipt of proposals and the TXDOB’s decision on these matters is final.

5.7 SELECTION OF CONTRACTOR(S)

The Contractor selected for award will be the Respondent whose proposal, as determined by the TXDOB, represents the best value to the state. The TXDOB reserves the right to reject any or all proposals or any portion of any proposal which, in the TXDOB’s sole and absolute discretion, is not in the best interest of the TXDOB. The TXDOB reserves the right to negotiate individual elements of any proposal. The TXDOB reserves the right to meet with and negotiate terms with one or more Respondents. All Respondents acknowledge that the TXDOB is not bound to accept the lowest-priced proposal.

SECTION VI - CONTRACTUAL REQUIREMENTS

6.1 CONTRACTOR’S PROPOSAL

The selected proposal will be incorporated into a contract prepared by the TXDOB for signature by the parties.

6.2 PAYMENT

All payments are made in accordance with Texas Government Code §2251.381 et seq. Unless otherwise agreed to in writing by the TXDOB, and authorized by state law, payment is only by reimbursement upon satisfactory performance of services.

Contractor shall submit a written itemized invoice to the TXDOB for services performed under the Contract.

Payment is contingent upon submission of properly prepared and certified invoices. The information provided on each detailed status report must coincide with the tasks outlined in the approved budget set out in the contract. The TXDOB Project Manager will approve invoices based upon project progress, task completion, reasonable use of project funds, and satisfactory performance of services. The invoice shall note the period for which payment is request, the requested amount of payment, TXDOB’s contract number, TXDOB’s purchase order number, and Contractor’s Texas Comptroller of Public Accounts Payee Identification Number (TIN).

Contractor agrees that if the Texas Comptroller of Public Accounts is prohibited from issuing a warrant to Contractor under Section 403.055 of the Texas Government Code prohibiting payments to debtors or delinquents, any payments owed to Contractor under any contract resulting from this RFP will be applied towards the debt or delinquency owed to the State of Texas until the debt or delinquency is paid in full.

6.3 REMEDIES

To ensure full performance of the Contract and compliance with applicable law or to redress wrongs, the TXDOB may take actions including but not limited to:

• Suspending all or part of the Contract;

• Requiring the Contractor to take specific corrective actions to remain in compliance with the terms of the Contract;

• Requiring a corrective action plan;

• Recouping payments made to the Contractor in error;

• Suspending, limiting or placing conditions on the continued performance of the Contractor;

• Terminating the contract;

• Withholding payment;

• Pursuing actual damages;

• Pursuing liquidated damages;

• Seeking an injunction or other legal action.

6.4 INSURANCE REQUIREMENTS

In its proposal, bidder must provide a statement of its intent to obtain and maintain for the term of the contract commercial general liability insurance coverage of at least $1,000,000 per occurrence. Bidder should also describe any other insurance coverage maintained by bidder in the ordinary course of business and provide proof of same in its proposal.

At no cost to TXDOB, bidder shall provide an updated declarations page for each insurance policy throughout the contract term. The TXDOB, in its sole discretion, may request additional evidence of insurance or bonds coverage as deemed necessary.

SECTION VII - SUBMISSION CHECKLIST

This checklist is provided for Respondent’s convenience only and identifies documents that must be submitted with a proposal to be considered responsive. Any proposals received without these requisite documents may be deemed non-responsive and may not be considered for contract award.

1. One hard copy of original proposal

2. Signed Original Attachment A, Execution of Proposal

3. Respondent Information - (see Paragraph 4.2(a))

4. Conflict of Interest Disclosures

5. Proposed Services and Proposal Content (see Section II and Paragraph 4.2)

6. Cost (see Paragraph 4.2(e))

7. Identification of any exceptions – (see Section III Introduction)

ATTACHMENT A – REQUEST FOR PROPOSALS FOR A VENUE TO HOST THE

2027 STAFF TRAINING CONFERENCE

EXECUTION OF PROPOSAL

RFP Number 451-26-164

NOTE: THIS ATTACHMENT MUST BE SIGNED AND RETURNED WITH THE PROPOSAL. PROPOSALS

THAT DO NOT INCLUDE THIS ATTACHMENT WILL BE DISQUALIFIED. THE PROPOSAL SHALL BE VOID

IF FALSE STATEMENTS ARE CONTAINED IN THIS ATTACHMENT.

By signature hereon, Respondent certifies that:

All statements and information prepared and submitted in the proposal responding to this RFP (Proposal) are current, complete, and accurate.

Respondent has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Proposal.

Neither Respondent nor the firm, corporation, partnership, or institution represented by Respondent or anyone acting for such firm, corporation, or institution has (1) violated the antitrust laws of the State of Texas under Texas Business & Commerce Code Chapter 15, or the federal antitrust laws, 15 U.S.C. § 1 et. seq.; or (2) communicated the contents of this Proposal either directly or indirectly to any competitor or any other person engaged in such line of business.

When a Texas business address is shown hereon, that address is, in fact, the legal business address of Respondent and Respondent qualifies as a Texas Resident Bidder under Texas Government Code § 2252.001.

Under Texas Government Code § 2155.004, no person who prepared the specifications or this RFP has any financial interest in Respondent’s Proposal. Neither Respondent nor any person or entity that will participate financially in this Contract has received compensation from the Texas Department of Banking (TXDOB) or any agency of the State of Texas for participation in preparation of specifications for this RFP. Furthermore, under §2155.004, Respondent certifies that the business entity named in this Proposal is not ineligible to receive the specified Contract under this RFP and acknowledges that this Contract may be terminated, and payment withheld if this certification is inaccurate.

Respondent certifies either:

1. Respondent has not, and Respondent’s employees have not, been convicted of a felony criminal offense; or

2. If such a conviction has occurred, Respondent has fully disclosed the facts and circumstances surrounding the conviction in its Proposal.

Under Texas Family Code § 231.006, relating to child support obligations, Respondent and business entity named in this solicitation are eligible to receive the specified payment and acknowledge that this contract may be terminated, and payment withheld if this certification is inaccurate.

Respondent agrees that any payments due under any Contract awarded pursuant to this RFP will be applied towards any debt, including, but not limited to, delinquent taxes and child support that is owed to the State of Texas. Respondent is not delinquent in the payment of any franchise taxes owed to the State of Texas.

Under Texas Government Code § 669.003, relating to contracting with an executive of a state agency, Respondent represents that no person who, in the past four years, served as an executive of the TXDOB or any other state agency, was involved with or has any interest in this Proposal or any Contract resulting from this RFP. If Respondent employs or has used the services of a former executive head of the TXDOB or other state agency, then Respondent shall provide the following information for the Proposal to be evaluated: name of former executive, name of State agency, date of separation from State agency, position with Respondent, and date of employment with Respondent.

Respondent certifies that Respondent’s partners and key employees for this engagement have not been an employee of the TXDOB within the last twelve (12) months.

The TXDOB is federally mandated to adhere to the directions provided in the President’s Executive Order (EO) 13224, Executive Order on Terrorist Financing – Blocking Property and Prohibiting Transactions With Persons Who Commit, Threaten to Commit, or Support Terrorism, effective 9/24/2001 and any subsequent changes made to it via cross-referencing respondents/vendors with the Federal General Services Administration’s Excluded Parties List System (EPLS), (https://www.sam.gov), which is inclusive of the United States Treasury’s Office of Foreign Assets Control (OFAC) Specially Designated National (SDN) list.

Respondent certifies that: (1) the responding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity; (2) Respondent is in compliance with the State of Texas statutes and rules relating to procurement; and (3) Respondent is not listed on the federal government's terrorism watch list as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://www.sam.gov.

Under Texas Government Code § 2155.006(b) a state agency may not accept a proposal or award a contract, including a contract for which purchasing authority is delegated to a state agency, that includes proposed financial participation by a person who, during the five-year period preceding the date of the proposal or award, has been: (1) convicted of violating a federal law, or (2) assessed a penalty in a federal civil or administrative enforcement action, in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a result of Hurricane Rita, as defined by Texas Utilities Code § 39.459, Hurricane Katrina, or any other disaster occurring after September 24, 2005. Pursuant to Government Code § 2155.006, the Respondent certifies that the business entity named in this Proposal is not ineligible to receive the specified Contract and acknowledges that any Contract resulting from this RFP may be terminated and payment withheld if this certification is inaccurate.

Under Section 2155.0061 of the Texas Government Code, Respondent certifies that the individual or business entity named in this response or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated, and payment withheld if this certification is inaccurate.

If Respondent has access to any state computer system or database, Respondent shall complete cybersecurity training certified under Texas Government Code Section 2054.519 as selected by the TXDOB and verify completion of the training program to the TXDOB pursuant to and in accordance with Section 2054.5192 of the Government Code.

Under Section 2272.003 of the Texas Government Code, Respondent certifies that the individual or business entity named in this response or contract is not an abortion provider or an affiliate of an abortion provider.

https://www.sam.gov/ https://www.sam.gov/

Respondent represents and warrants that the individual signing this Execution of Proposal is authorized to sign this document on behalf of Respondent and to bind Respondent under any contract resulting from this Proposal.

RESPONDENT (COMPANY): ____________________________________________________

SIGNATURE (INK): ____________________________________________________________

NAME (TYPED/PRINTED) ______________________________________________________

TITLE: _________________________________________DATE: _______________________

STREET: ____________________________________________________________________

CITY/STATE/ZIP: _____________________________________________________________

TELEPHONE NUMBER: ______________________________________________________

EMAIL ADDRESS: ____________________________________________________________

TEXAS IDENTIFICATION NUMBER (TIN): _________________________________________

ATTACHMENT B – Texas Department of Banking Contract Terms and Conditions

The following terms and conditions shall govern the conduct of TXDOB and Contractor during the term of the Contract. The terms and conditions contained in this Attachment B are intended to be in addition to the provisions of the Contract, however, to the extent these terms and conditions conflict with any other provision of the Contract, this Attachment B shall control.

1. Definitions

1.1 “Commissioner” means the Commissioner for the Texas Department of Banking.

1.2 “Contract” means the agreement executed by the Agencies and Contractor into which these terms and conditions are incorporated, including all exhibits and appendixes attached thereto, or alternatively the Request for Proposal or Qualifications to which these terms and conditions are attached, as applicable.

1.3 “Contractor” means the party or parties identified in the preamble to the Contract other than the State and/or TXDOB, or alternatively, the Respondent to the Contract when these terms and conditions are attached as a Request for Proposal or Qualification, as applicable.

1.4 “State” means the State of Texas.

1.5 “TXDOB” means the Texas Department of Banking.

2. Contractor Obligations.

2.1 Buy Texas Affirmation. In accordance with §2155.4441, Government Code, Contractor agrees that during the performance of a contract for services it shall purchase products and materials produced in Texas when they are available at a price and time comparable to products and materials produced outside this state.

2.2 Change in Laws. Contractor shall comply with all laws, regulations, requirements, and guidelines applicable to a vendor providing services and products required by the Contract to the State of Texas, as these laws, regulations, requirements and guidelines currently exist and as amended throughout the term of the Contract. TDOB reserves the right, in its sole discretion, to unilaterally amend the Contract prior to award and throughout the term of the Contract to incorporate any modifications necessary for TDOB’s compliance, as an agency of the State of Texas, with all applicable state and federal laws, regulations, requirements and guidelines.

2.3 Use of State Property. Contractor is prohibited from using state property for any purpose other than performing services authorized under the Contract. “State Property” includes, but is not limited to, TDOB’s office space, identification badges, TDOB information technology equipment and networks (e.g., laptops, portable printers, cell phones, iPads, external hard drives, data storage devices, any TDOB-issued software, and TDOB Virtual Private Network (VPN client)), and any other resources of TDOB. Contractor shall not remove State Property from the continental United States. In addition, Contractor may not use any computing device to access TDOB’s network or email while outside of the continental United States. Contractor shall not perform any maintenance services on State Property unless the Contract expressly authorizes such services. During the time that State Property is in the possession of Contractor, Contractor shall be responsible for (a) all repair and replacement charges incurred by TDOB that are associated with loss of State Property or damage beyond normal wear and tear; and (b) all charges attributable to Contractor’s use of state property that exceeds the Contract scope. Contractor shall fully reimburse such charges to TDOB within ten (10) calendar days of Contractor’s receipt of TDOB’s notice of amount due. Use of State Property for a purpose not authorized by Contract shall constitute breach of contract and may result in termination of the Contract and the pursuit of other remedies available to TDOB under Contract, at law, or in equity.

2.4 Secure Erasure of Hard Disk Capability. All equipment provided to TDOB by Contractor that is equipped with hard disk drives (i.e., computers, telephones, printers, fax machines, scanners, multifunction devices, etc.) shall have the capability to securely erase data written to the hard drive prior to final disposition of such equipment, either at the end of the equipment’s useful life or the end of the related services agreement for such equipment, in accordance with 1 TAC § Chapter 202.

2.5 Media Releases. Contractor shall not use TDOB’s name, logo, or other likeness in any press release, marketing material, or other announcement without TDOB’s prior written approval. TDOB does not endorse any vendor, commodity, or service. Contractor is not authorized to make or participate in any media releases or public announcements pertaining to this procurement, the Contract or the services to which they relate without TDOB’s prior written consent, and then only in accordance with explicit written instructions from TDOB.

2.6 Discounts. Notwithstanding any other provision to the contrary, all the benefits, pricing and any hourly rates granted by Contractor to TDOB herein are at least as favorable as the benefits, pricing and hourly rates granted by Contractor to any previous client of Contractor for services and/or products similar to those provided hereunder.