ESBD_511219_1780061659895_3202600170_Addendum_1_Questions and Answers.pdf

This is Addendum #1 to Request for Proposal (RFP) 3202600170 issued by the Texas Workforce Commission (TWC) on May 29, 2026, for 2026 Statewide Conference Exhibitor Services. The addendum addresses respondent questions submitted prior to the May 6, 2026 written question deadline. The RFP seeks a qualified vendor to provide comprehensive exhibitor services for the 2026 Statewide Conference and four subsequent annual conferences through 2030, with events held in Dallas, Grapevine, Houston, San Antonio, and other Texas metropolitan locations. Services include management of exhibit hall operations for five-day events featuring approximately 1,500 exhibitors, with equipment and services encompassing registration kiosks, exhibit booths, charging tables, furniture (barstools, benches, ottomans, accent tables and chairs), draping, carpet, floor and wall clings, and full installation and dismantle services. The proposal submission deadline is June 5, 2026, by 10:00 a.m. Central Time through the TWC Procurement Portal. The contract will commence in September 2026 and expire January 30, 2027, with TWC holding the sole option to renew for four additional one-year terms, creating a maximum five-year contract period.

Historical compensation for similar services has ranged from $28,000 to $40,000 per conference, with pricing required to remain firm throughout the initial contract term and subject to a maximum 4% adjustment per renewal term correlated to the Consumer Price Index. Proposals will be evaluated based on cost/price (40%), past performance and qualifications (15%), and technical approach and project work plan (45%). Respondents must provide a minimum of three references from state, federal, or local government entities completed within the past five years and maintain specified insurance coverage including $2,000,000 Commercial General Liability per occurrence/$4,000,000 aggregate, $1,000,000 Comprehensive Automobile Liability, and $25,000,000 Umbrella Liability with drop-down coverage. Minimum qualifications require five years in business or equivalent executive management experience in exhibitor services. Addendum #1 clarifies that the conference venue will provide food and beverage service, and therefore mobile food truck vendors are not needed. All respondents must acknowledge receipt of this addendum by signing and dating the cover page and submitting it with their RFP response.