Joe Esparza, Chairman and Commissioner Representing Employers

Alberto Treviño III, Commissioner Representing Labor

Brent Connett, Commissioner Representing the Public Steve Pier, Executive Director

Request for Proposal (RFP) for

3202700015 Texas Conference for Employers Solicitation No. RFP #3202700015

Date of Release: May 08, 2026

Responses Due: June 11, 2026, by 10:00 a.m. CT

971/30 Hotel and Motel Accommodations, Including Lodges, Resorts, Bed/Breakfast Inns, etc., Rental or Lease

971/65 Room Rental or Lease for Conferences, Seminars, etc.

Sole Point of Contact for this RFP

Dallas Curry-Ikner, CTCD, CTCM

Procurement Lead

Texas Workforce Commission Procurement Portal https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities

RFP No. 3202700015 v.1 Page 2 of 49

TABLE OF CONTENTS

ARTICLE I PURPOSE

ARTICLE II SCOPE OF WORK

2.1 Overview/Background

2.2 Description of Services

2.3 Conference Dates and Times

2.4 Guestrooms

2.5 Meeting Space and Catering Needs

2.6 Deliverables Acceptance Criteria

ARTICLE III SOLICITATION PROCESS

3.1 Authority

3.2 Schedule of Events

3.3 Contract Documents

3.4 Attachments and Forms

3.5 Sole Point of Contact

3.6 Prohibited Communication

3.7 Questions/Requests for Clarification

3.8 Addenda

ARTICLE IV RESPONSE SUBMISSION INSTRUCTIONS

4.1 Deadline

4.2 General Information

4.3 Response Format

4.4 Discrepancies

RFP No. 3202700015 v.1 Page 3 of 49

4.5 Submission Method

4.6 Requirements Submission

4.7 Offered Options

4.8 Financial Soundness

4.9 Exceptions

4.10 Binding Offer

4.11 Franchise Tax –Right to Transact Business in Texas

4.12 Ambiguity, Conflict, or Discrepancy

4.13 Response Irrevocability

4.14 Questions or Requests for Clarification

4.15 Cost of Submission and Additional Evaluation Activities

4.16 TWC RIGHTS

ARTICLE V EVALUATION AND AWARD

5.1 Conformance With State Law

5.2 Minimum Qualifications (Pass/Fail)

5.3 Initial Compliance Screening

5.4 Response Evaluation

5.5 Evaluation Criteria

5.6 Competitive Range

5.7 Discussions and Revised Responses

5.8 Best and Final Offer (BAFO)

5.9 Final Response Score and Total Score

5.10 Summary of Best Value Determination

RFP No. 3202700015 v.1 Page 4 of 49

5.11 Public Information Act

ARTICLE VI GENERAL TERMS AND CONDITIONS

6.1 Contract Award

6.2 Contract Term

6.3 Price Adjustment

6.4 Contract Amendments

6.5 No Guarantee of Volumes, Usage, or Compensation

6.6 Governmental Entities

6.7 Respondent Waiver –Intellectual Property

6.8 Insurance

6.9 Remedies

6.10 Failure to Produce Records or Information

6.11 Liquidated Damages

6.12 Changes in Ownership

6.13 Severability

6.14 Historical Compensation

RFP No. 3202700015 v.1 Page 5 of 49

DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms have the meanings assigned below:

Table 1: Definitions

Term/Acronym Definition

Addendum A written addition, change, or supplement to this Solicitation that is posted to the ESBD and issued prior to the response due date.

BAFO Best and Final Offer.

Business Day The day and hours (Monday through Friday, 7 a.m.

to 6:00 p.m. Local Time) in which TWC is open for business.

TWC is closed for business on the scheduled holidays indicated by the State Auditor’s Office available at https://hr.sao.texas.gov/holidays/.

The terms “Working Day” and “Business Day” may be used interchangeably. All uncapitalized references to “day” shall mean calendar day.

Competitive Range

Consists of the Responses that have a reasonable chance of being selected for award based on the evaluation criteria and the best value criteria as stated in this Solicitation.

Contract Means the written agreement entered into by TWC and Successful Respondent, which will incorporate the contents of this Solicitation and the Successful Respondent’s Response, except as may be provided in the Contract and any amendments thereto.

https://hr.sao.texas.gov/holidays/

RFP No. 3202700015 v.1 Page 6 of 49

Term/Acronym Definition

Contract Term Means the definite period of time that the Contract will remain in effect.

CTCD Certified Texas Contract Developer.

CTCM Certified Texas Contract Manager.

ESBD The Electronic State Business Daily. An online platform administered by the Statewide Procurement Division (SPD) of the Comptroller of Public Accounts (CPA). The ESBD may be accessed as http://www.txsmartbuy.gov/esbd.

Final Written

Response Score

Refers to the final scoring of the Solicitation based on the Scoring Matrix published in the Solicitation.

Fiscal Year (FY) Texas State Fiscal Year, September 1 through August 31.

Local Time Central Time (CT) or Central Time (CT), as is then prevailing in Austin, Texas.

NIGP National Institute of Governmental Purchasing

NIST National Institute of Standards and Technology http://www.txsmartbuy.gov/esbd

RFP No. 3202700015 v.1 Page 7 of 49

Offered Option Options that are not requested in response to this Solicitation but may be identified by a Respondent and included in its Response. A Respondent is not obligated to include an Offered Option in its Response. This is an opportunity for Respondents to offer options that TWC may not have been aware of at the time this Solicitation was written. TWC makes no commitment to quantity or timing of acquisition of Offered Options and Offered Options are not considered during evaluation of Responses.

PS Purchasing Services, a section within TWC.

PO Purchase Order.

POCN Purchase Order Change Notice.

Respondent The individual or entity that submits a Response to this Solicitation. The term includes anyone acting on behalf of the individual or entity that submits a Response, such as an agent, employee, and representative. Also referred to a “Vendor.”

Response A Respondent’s response to this Solicitation.

RFP Request for Proposal. A formal solicitation document issued by TWC to the vendor community requesting a response for goods or services. (This document.)

RFP No. 3202700015 v.1 Page 8 of 49

Solicitation This RFP, including all exhibits, attachments, forms, and Addenda, if any. May include Requests for Revised Proposals (RFRP) or Best and Final Offer (BAFO) RFPs, if issued.

State The State of Texas and its instrumentalities, including TWC, its officers, employees, or authorized agents, and any other state agencies.

Subcontractor Any entity(ies) or person(s) providing goods or services under the Contract on Respondent’s behalf, whether or not the entity(ies) or person(s) has/have a written agreement with the Respondent. The term does not include a state agency. The term includes an officer or employee of a state agency when the officer or employee contracts with a vendor in a private capacity.

Successful

Respondent

The Respondent with whom the TWC executes a Contract to provide the goods and/or services that this Solicitation requires.

Total Score The Final Written Response Score that includes revised points for additional evaluation activities if any, as outlined by this Solicitation.

TWC Texas Workforce Commission.

VPTS Vendor Performance Tracking System, as described under Texas Government Code § 2262.055 and 34 TAC § 20.115. Reporting requirements and vendor performance factors considered in VPTS are described in Texas Government Code § 2155.089 and 34 TAC § 20.509. The VPTS is available at:

https://www.txsmartbuy.gov/vpts.

https://www.txsmartbuy.gov/vpts

RFP No. 3202700015 v.1 Page 9 of 49

ARTICLE I PURPOSE

The Texas Workforce Commission (TWC) Procurement Services (PS) section will administer the procurement process for this Solicitation, which includes

Solicitation publication, handling of communications from Respondents, as well as managing the receipt of Responses for review and evaluation.

Information regarding TWC and its programs is available online and can currently be accessed at www.twc.texas.gov.

TWC is seeking meeting space for the conference capacity listed in Table 2:

Texas Conference for Employers Locations and Desired Dates, food, and sleeping room accommodations for twenty (20) staff at the locations and the desired dates listed below.

Table 2: Texas Conference for Employers Locations and Desired Dates

Location Desired Dates Conference

Capacity

Conference

Length

San Antonio, Texas January or

February 2027

350-600 1 Day

Horseshoe Bay, Texas February 2027 350-600 1 Day

Arlington, Texas April 2027 350-600 1 Day

Houston, Texas July 2027 600-800 2 Day http://www.twc.texas.gov/

RFP No. 3202700015 v.1 Page 10 of 49

ARTICLE II SCOPE OF WORK

2.1 OVERVIEW/BACKGROUND

TWC’s Office of the Commissioner Representing Employers sponsors the

Texas Conference for Employers, a series of employer seminars held each year throughout the state. Employers who attend the seminars to learn about state and federal employment laws and the unemployment claims and appeals process. We assemble our best speakers to guide you through ongoing matters of concern to Texas employers and to answer any questions you have regarding your business.

TWC seeks to arrange for hotel guestrooms, meeting space, and food and beverage for its two-day hybrid Texas Conference for Employers in July 2027 in Houston or surrounding areas and its one-day Texas Conference for

Employers in San Antonio and Horseshoe Bay or surrounding areas in

February 2027 and Arlington or surrounding areas in April 2027.

Respondent must affirm its intent to comply with the requirements as stated in ARTICLE II SCOPE OF WORK, and affirm that it will continue to comply with these requirements during the term of the Contract issued as a result of this Solicitation, if any.

2.2 DESCRIPTION OF SERVICES

Requirements for Conference Services that contain the words:

a. “must” or “shall” must be provided as specified without alteration, modification or exception;

b. “may” or “can” allow Respondents to offer alternatives to the way services are provided.

The Successful Respondent must provide conference event services in accordance with the requirements as stated in this RFP and all attachments.

RFP No. 3202700015 v.1 Page 11 of 49

The Successful Respondent shall have self-parking available on the premises or adjacent to the venue, (i.e., parking garage). The Respondent shall include current self-parking rates with the Response.

2.3 CONFERENCE DATES AND TIMES

Table 3: Two-day Conference Dates – Houston Area

1st Choice 2nd Choice

July 7-9, 2027 July 14-16, 2027

Table 4: One-day Conference Dates - San Antonio Area

1st Choice 2nd Choice

February 4-5, 2027 January 28-29, 2027

Table 5: One-day Conference Dates – Horseshoe Bay Area

1st Choice 2nd Choice

February 18-19, 2027 February 25-26, 2027

Table 6: One-day Conference Dates - Arlington

1st Choice 2nd Choice 3rd Choice

April 22-23, 2027 April 29-30, 2027 April 1-2, 2027

2.4 GUESTROOMS

Guestrooms for all conference dates must be made available at the prevailing Government Per Diem rate or lower, as established by the U.S.

General Services Administration. The link to the FY2025 per diem rates is:

Per diem rates | GSA. The sleeping rooms will be secured via rooming list on https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

RFP No. 3202700015 v.1 Page 12 of 49 a direct bill.

Table 7: Guestroom Block Number of Rooms Required

Room Type Wednesday Thursday Friday

Run of House 20 20 0

2.5 MEETING SPACE AND CATERING NEEDS

Meeting space shall be carpeted and free from any obstructions including columns. All tables shall have linen unless designed to be linen less (must show photos of linen less tables).

Respondent shall provide room dimensions including ceiling height and a diagram of proposed meeting space. Minimum of 16’x12’ riser that can be

ADA compliant.

Table 8: 2-Day Conference Meeting Space and Catering Needs Day Start End Function Set Up Exp. Notes

Wed 12:00 p.m. 24-hour hold

Set Up & Sound

Check

Classroom 500-600 24x12 Riser and

Wed 12:00 p.m. 24-hour hold

Exhibitor and

Registration Set

Up

6’ Tables 23 (20) 6’

Exhibitor

Tables

(3) 6’ Reg

Tables and space for food breaks

Hard Wired

Internet Line

Wed 12:00 p.m. 24-hour hold

Storage Small storeroom that is lockable

RFP No. 3202700015 v.1 Page 13 of 49

Day Start End Function Set Up Exp. Notes

Thurs 24-hour hold

Storage

Thurs 6:30 a.m. 5:00 p.m. Registration Existing

Thurs 7:30 a.m. 5:00 p.m. Coffee Service In rear of GS 500-600

Thurs 7:30 a.m. 5:00 p.m.

(24-hour hold)

Conference Existing

Thurs 10:00 a.m. 10:30 a.m. AM Break Flow 500-600 Set in Exhibit

Area

Thurs 11:50 a.m. 1:00 p.m. Lunch ON OWN

Thurs 2:30 p.m. 3:00 p.m. PM Break Flow 500-600 Set in Exhibit

Area

Fri 24-hour hold

5:00 p.m. Storage

Fri 6:30 a.m. 5:00 p.m. Registration Existing

Fri 7:30 a.m. 5:00 p.m.

(24-hour hold)

Coffee Service In rear of GS 500-600

Fri 7:30 a.m. 5:00 p.m.

(24-hour hold)

Conference Existing

Fri 10:00 a.m. 10:30 a.m. AM Break Flow 500-600 Set in Exhibit

Area

Fri 11:50 a.m. 1:00 p.m. Lunch ON OWN

Fri 2:30 p.m. 3:00 p.m. PM Break Flow 500-600 Set in Exhibit

Area

Fri 5:00 p.m. 7:00 p.m. Tear down

RFP No. 3202700015 v.1 Page 14 of 49

Table 9: 1-Day Conference Meeting Space and Catering Needs

Day Start End Function Set Up Exp. Notes

Thurs 12:00 p.m. 24-hour hold

Set-up and

Sound Checks

Classroom 500-600 24X12 Riser and Room for

AV

Thurs 12:00 p.m. 24-hour hold

Exhibitor and

Registration Set

Up

6’ Tables 23 (20) 6’

Exhibitor

Tables

(3) 6’ Reg

Tables and space for food breaks

Hard Wired

Internet Line

Thurs 12 24-hour hold

Storage Small storeroom that is lockable

Fri 24-hour hold

5:00 p.m. Storage

Fri 6:30 a.m. 5:00 p.m. Registration Existing

Fri 7:30 a.m. 5:00 p.m. Coffee Service In rear of GS 500-600

Fri 7:30 a.m. 5:00 p.m.

(24-hour hold)

Conference Existing

Fri 10:00 a.m. 10:30 a.m. AM Break Flow 500-

Set in Exhibit

Area

Fri 11:50 a.m. 1:00 p.m. Lunch ON OWN

RFP No. 3202700015 v.1 Page 15 of 49

Day Start End Function Set Up Exp. Notes

Fri 2:30 p.m. 3:00 p.m. PM Break Flow 500-600 Set in Exhibit

Area

Fri 5:00 p.m. 7:00 p.m. Tear Down

2.6 DELIVERABLES ACCEPTANCE CRITERIA

TWC will only consider for award those Responses that have the capability to hold the conference as a two-day conference in Houston or surrounding areas with a setup on a Wednesday and the conference on Thursday and Friday.

TWC will only consider for award those Responses that have the capability to hold the conference as a one-day conference in Arlington, Horseshoe Bay, and San Antonio or surrounding areas with a setup on Thursday and conference on Friday.

ARTICLE III SOLICITATION PROCESS

3.1 AUTHORITY

TWC is soliciting the goods and/or services stated in this Solicitation under the authority of Texas Government Code § 2156.001, 2156.205 and 2156.121.

All official communication (including, but not limited to, Schedule of Event changes, Addenda, and Questions and Answer documents) will be posted to the Electronic State Business Daily (ESBD). TWC has no responsibility to communicate personally with each potential Respondent for this procurement. Each interested party is solely responsible for checking the

ESBD for official TWC communication regarding this procurement.

3.2 SCHEDULE OF EVENTS

The dates in this Schedule of Events are tentative, and TWC reserves the right to modify these dates at any time. At the sole discretion of TWC, events

RFP No. 3202700015 v.1 Page 16 of 49 listed in the Schedule of Events are subject to changes and cancellation.

Scheduling changes or cancellations made prior to the Deadline for

Submission of Responses will be published as an Addendum posted to the

ESBD.

Table 10: Schedule of Events

Event Date and Time

Solicitation Posted to ESBD May 08, 2026

Deadline for Submitting Questions or Requests for Clarification

May 11, 2026, at 5:00 PM

CT

Deadline for Submission of Response

NOTE: Responses must be RECEIVED by TWC by the deadline.

June 11, 2026, at 10:00 AM

CT

Expected Contract Award August 2026

Respondent must submit its Response to TWC in accordance with the due date and time as indicated in this Table 10: Schedule of Events or as changed via an Addendum posted to the ESBD.

3.3 CONTRACT DOCUMENTS

The Contract(s) resulting from this solicitation may consist of the provisions in this solicitation (including its attachments, forms, exhibits, and any

Addenda); the Successful Respondent’s Response, any TWC Request for

Revised Response, the Successful Respondent’s Response to the Request for

Revised Response, and TWC’s Purchase Order (PO). No prior agreement or understanding, oral or otherwise, of the parties or their agents will be valid or enforceable unless embodied in these documents. In the event of a conflict between the provisions of these documents, the documents are

RFP No. 3202700015 v.1 Page 17 of 49 given the following order of priority: (1) TWC PO; (2) most recent Request for Revised Response (if any); (3) Successful Respondent’s Response to the

Request for Revised Response or Best and Final Offer (BAFO), if any; (4)

Request for Proposal; and (5) Successful Respondent’s Response.

TWC may elect to have the Contract(s) resulting from this Solicitation consist of a single document. This document will contain all rights and duties of the parties extracted from the relevant terms and conditions of the

Solicitation (including its attachments, forms, exhibits, and any Addenda), the Successful Respondent’s Response, the Request for Revised Response or

BAFO, if any, and Successful Respondent’s Response to the Request for

Revised Response or BAFO, if any. Prior to award, TWC will prepare the

Contract for review by the Successful Respondent.

Discussions may be had concerning possible revisions to the draft Contract to clarify points, further define Contract text, or to correct minor technicalities.

These discussions are to be finalized and all requests for revisions resolved within ten (10) Business Days after the Successful Respondent receives the draft Contract for review or such additional time that may be agreed to by

TWC. If discussions are not finalized within such time frame, the Response may be rejected, and discussions may be initiated with the next highest scoring Respondent.

3.4 ATTACHMENTS AND FORMS

Table 11: Attachments and Forms

Attachment/Form Title

Attachment 1 TWC Hotel Terms and Conditions

Attachment 2 Insurance Requirements

Form 1 Execution of Response

Form 2 Cost Response

RFP No. 3202700015 v.1 Page 18 of 49

Attachment/Form Title

Form 3 References

Form 4 Questions and Answers

Form 5 Financial Questionnaire

Form 6 Substitute W-9 and Direct Deposit Form with Instructions

3.5 SOLE POINT OF CONTACT

All requests, questions, or other communication about this Solicitation must be made in writing to PS, addressed to the person listed below (Sole Point of Contact) with the Solicitation number in the subject line.

DALLAS CURRY-IKNER CTCD, CTCM

Procurement Lead

TEXAS WORKFORCE COMMISSION PROCUREMENT PORTAL

VendorProposals@twc.texas.gov

3.6 PROHIBITED COMMUNICATION

All communication with TWC regarding this Solicitation is prohibited. Unless allowable, TWC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through TWC designated staff as provided by Section 3.5 Sole Point of Contact.

Failure to comply with these restrictions may result in disqualification of Respondent's Response. These restrictions do not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation.

https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities mailto:VendorProposals@twc.texas.gov

RFP No. 3202700015 v.1 Page 19 of 49

3.7 QUESTIONS/REQUESTS FOR CLARIFICATION

TWC will allow written questions and requests for clarification regarding this

Solicitation. Questions must be submitted through the TWC Procurement

Portal using Form 4- Questions and Answers to the Sole Point of Contact listed in Section 3.5 SOLE POINT OF CONTACT by the deadline established in

Section 3.2 Schedule of Events. Include the Solicitation section and page number to which each question applies on Form 4 – Questions and

Answers.

TWC will post all questions and answers and, if appropriate, an Amended

Solicitation to the ESBD. Responses to questions or other written requests for clarification will not be provided individually to prospective Respondents submitting questions.

TWC reserves the right to amend answers previously posted. Amended answers will be posted to the ESBD. It is the Respondent’s responsibility to check the ESBD. TWC also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

Questions or requests for clarification received after the deadline in Section

3.2 Schedule of Events may be reviewed by TWC but may not be answered.

Only TWC's written answers posted on ESBD, in accordance with this section, are binding.

3.8 ADDENDA

Should an addition or correction become necessary after the Solicitation is issued, an Addendum relating the necessary information will be posted to the

ESBD. Respondents are responsible for periodically checking the ESBD for addenda or additional information. Respondents are required to acknowledge the Addenda by returning the signed and dated

Acknowledgment of Addenda with the Response. Failure to do so does not absolve a Respondent from the requirements contained

RFP No. 3202700015 v.1 Page 20 of 49 within any Addenda.

ARTICLE IV RESPONSE SUBMISSION

INSTRUCTIONS

4.1 DEADLINE

Responses must be received by PS as prescribed no later than the date and time specified in Section 3.2 Schedule of Events.

Responses received after the deadline specified in Section 3.2 Schedule of

Events will be rejected and will not be evaluated or considered for Contract award. TWC is not responsible for Responses emailed late, illegible, incomplete, or otherwise considered disqualified due to failure of electronic equipment or operator error.

4.2 GENERAL INFORMATION

Respondents must fully and completely address all requirements described in this Solicitation. Incomplete or partial Responses will not be considered. The

Respondent must provide all information that the Respondent believes would be helpful to TWC in evaluating the Respondent’s ability to fulfill the

Solicitation requirements. Respondent shall prepare a Response that clearly and concisely represents its qualifications and capabilities.

4.3 RESPONSE FORMAT

a) The Response to this Solicitation must:

b) Be responsive to all Solicitation requirements;

c) Be in the 8 1/2" by 11" paper layout;

d) Be clearly legible; and

e) Be presented using font type Verdana or Arial, font size 12-point, with one (1) inch margins and 1.25 line spacing; the sole 12-point font size

RFP No. 3202700015 v.1 Page 21 of 49 exception is no less than size 10 point for tables, graphs, and appendices.

4.4 DISCREPANCIES

In the event of any discrepancies or variations between copies, TWC is under no obligation to resolve the inconsistencies and may make its scoring and selection decision, accordingly, including the decision to potentially disqualify a Response. If Respondent fails to designate an “Original” Response as required by Section 4.5 Submission Method, TWC in its sole discretion, will determine the version to be used as the original or may disqualify the

Response. If the Respondent submits a redacted Response as the “Original,”

TWC will disqualify the Response, and it will not be evaluated.

TWC will not accept submissions after the Response due date in Section

3.2 Schedule of Events to remedy discrepancies or variations in Response submissions.

4.5 SUBMISSION METHOD

TWC has implemented the eProcurement platform referred to as the TWC

Procurement Portal. Respondent must upload all documentation indicated to the TWC PROCUREMENT PORTAL link on the “Open Opportunities” tab.

Submissions by any other method will not be accepted.

To respond to this Solicitation, Respondents must register through the TWC

Procurement Portal website. There is no charge to register.

Step-by-step instructions are available at: Vendor Registration – Procurement

For a quick tutorial through the registration and submission process, visit:

Submissions – Procurement

Any issues with uploading must first be addressed with the TWC

Procurement Portal Technical Support at the contact information included in https://procurement-help.eunasolutions.com/hc/en-us/sections/48366912105235-Vendor-Registration https://procurement-help.eunasolutions.com/hc/en-us/sections/48366912105235-Vendor-Registration https://procurement-help.eunasolutions.com/hc/en-us/sections/48367002918163-Submissions

RFP No. 3202700015 v.1 Page 22 of 49 the Procurement Information Summary and TWC Procurement Portal

Instructions to Respondents document.

Respondents must contact the Sole Point of Contact prior to the deadline if there are issues with using the TWC Procurement Portal and an alternative submission method may be required. Failure to contact the Sole Point of

Contact well before the deadline to make alternative arrangements will disqualify any subsequent Response submission.

In no event will TWC be responsible or liable for any delay or error in delivery. TWC is not responsible for electronic submissions that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any TWC anti-virus or other security software.

It is the Respondent’s responsibility to appropriately mark and upload the

Proposal to the TWC Procurement Portal by the specified date. Each

Respondent is solely responsible for ensuring its Proposal is submitted in accordance with all Solicitation requirements and ensuring timely receipt by

TWC.TWC is not responsible for electronic submissions that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any TWC anti-virus or other security software.

To confirm receipt of all electronic submissions, Respondent should request a confirmation by e-mail.

Hard copies received will not be accepted or reviewed.

It is the Respondent’s responsibility to appropriately mark and deliver the

Response to the TWC Procurement Portal by the specified date. Each

Respondent is solely responsible for ensuring its Response is submitted in accordance with all Solicitation requirements and ensuring timely receipt by

TWC. In no event will TWC be responsible or liable for any delay or error in delivery. Response must be RECEIVED by TWC by the

RFP No. 3202700015 v.1 Page 23 of 49

Response Deadline identified in Section 3.2 Schedule of Events.

4.6 REQUIREMENTS SUBMISSION

Table 12: Required Forms and Submission Documents

Document Name

Attachment 2 - Insurance Requirements (Section 6.8)

Form 1 - Execution of Response (Section 4.6.2)

Form 2 - Cost Response (Section 4.6.6)

Form 3 - References (Section 4.6.5)

Form 5 - Financial Questionnaire (Section 4.8)

4.6.1 Executive Summary

Respondent must provide an Executive Summary of their Response

(excluding cost information) that asserts the Respondent is providing, in its

Response, all the requirements of this Solicitation, including ARTICLE II

SCOPE OF WORK. The Executive Summary must demonstrate Respondent’s understanding of TWC goals and objectives for this Solicitation.

If the Respondent is providing goods and/or services beyond those specifically requested, those goods and/or services must be identified. If the

Respondent is offering goods and/or services that do not meet the specific requirements of this Solicitation, but in the opinion of the Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the Executive Summary. The Respondent should realize, however, that failure to provide the goods and/or services specifically requested may result in disqualification.

The Executive Summary must not exceed four (4) pages and should represent a full and concise summary of the contents of the Response.

RFP No. 3202700015 v.1 Page 24 of 49

4.6.2 Execution of Response

Respondent must complete, sign, date and return Form 1 - Execution of

Response. By signing, Respondent agrees to provide the goods and/or services described in this Solicitation and agrees to abide by all TWC Terms and Conditions as specified in this Solicitation and in resulting Contract. A

Response without the required signatures is not responsive to the Solicitation and will be disqualified.

Unsigned Responses will not be evaluated; these Responses will be kept with the procurement file and not be returned to the Respondent.

4.6.3 Respondent Organization Information

Respondent must include the following information with its Response.

4.6.3.1 Respondent Point of Contact

Respondents must provide the name, address, and telephone number of

Respondent’s point of contact for any questions regarding the Response and, if different than the point of contact for questions about the Response, the name, address, and telephone number of Respondent’s point of contact for any resulting Contract.

4.6.3.2 Respondent Organization Narrative

Respondent must provide a detailed narrative explaining why it is qualified to provide the services enumerated in ARTICLE II SCOPE OF WORK, focusing on key strengths and competitive advantages.

Respondent must describe its knowledge and experience in providing

Conference Services to comparable clients of similar size and complexity to

TWC, including how many years Respondent has been providing Conference

Services. The Organization Narrative must not exceed TWO (2) pages.

RFP No. 3202700015 v.1 Page 25 of 49

4.6.3.3 Organization Profile

NOTE: Texas governmental entities are exempt from this requirement.

Respondent must provide an organizational profile, including:

a. Ownership structure (e.g., corporation, partnership, LLC, or sole proprietorship), including any wholly owned subsidiaries, affiliated companies, or joint ventures. (Please provide this information both in a narrative and as a graphical representation.)

1. If Respondent is an affiliate of or has a joint venture or strategic alliance with another company, Respondent must identify the percentage of ownership of each joint venture member or affiliate and the percentage of the parent company’s ownership. The entity performing the majority of the work under any resulting Contract, throughout the duration of the Contract, must be the primary Respondent.

2. Finally, Respondent must provide its proposed operating structure for the services requested under this Solicitation and which entities (i.e., parent company, affiliate, joint venture, subcontractor) will be performing the services.

b. The year the company was founded and/or incorporated. If incorporated, please indicate the state where the company is incorporated and the date of incorporation;

c. The location of company headquarters and any field office(s) that may provide services for any resulting Contract;

d. The number of employees in the company, both locally and nationally, and the location(s) from which employees will be assigned to TWC’s project; and

e. An indication of whether the company has ever been in contract with any Texas state agency. If “Yes,” specify the

RFP No. 3202700015 v.1 Page 26 of 49 agency name, contract term, and the scope of work for that contract.

4.6.4 Response to Scope of Work

Respondent must provide a detailed description of the way it proposes to meet the requirements in ARTICLE II SCOPE OF WORK, which must support all business activities and requirements described in this Solicitation. The response to the Scope of Work must reflect Respondent’s clear understanding of the nature of the work undertaken and must include a detailed description of Respondent’s proposed conference room and sleeping rooms.

4.6.5 References

Respondents must provide a minimum of three (3) references in the format set forth in Form 3 - References and should also provide any canceled contract reference as applicable. These references must relate to similar contracts or projects performed as described in Section 2.2 Description of

Services within the last five (5) years, and must be from state, federal, and/or local governmental entities.

4.6.5.1 Similar Contracts

Each Respondent shall provide descriptions for three (3) of engagements of comparable complexity and sensitivity to the requirements of this

Solicitation that have been conducted within the past five (5) years. The description of comparable engagements shall be detailed and cover the contracts the Respondent and any Subcontractors have had and all experience similar to this Contract that qualifies the Respondent to meet the requirements of this Contract, including, but not limited to:

a. Size of contract (including value);

b. Reason for contract termination/expiration, if contract is no longer in effect;

RFP No. 3202700015 v.1 Page 27 of 49

c. Types of services directly provided by the Respondent and whether the

Respondent was the contractor or Subcontractor;

d. Term and type of contract, including effective dates; and

e. Any problems encountered.

4.6.5.2 Contract Performance

The Respondent shall state whether or not any of the following have occurred during the last five (5) years:

a) The Respondent has had a contract terminated, and, if so, shall provide full details, including the other party’s name, address, and telephone number on Form 3 - References. For each name listed on

Form 3 - References.

b) The Respondent has been assessed any remedies, including liquidated damages or other such monetary remedies, under any existing or past contracts, and, if so, note the reason for and the amount assessed or paid for each incident.

c) The Respondent was the subject of (i) any threatened, pending, or resolved disciplinary action for substandard work and/or unethical practices; or (ii) any order, judgment or decree of any federal or state authority barring, suspending or otherwise limiting the right of the Respondent to engage in any business, practice, or activity.

d) The Respondent has been involved in any civil or criminal litigation and/or entered into any compromise agreement, settlement agreement, or resulting consent decree or judgements, if applicable, related to contract performance, the goods and/or services sought by this Solicitation, or that a reasonable person knowledgeable of the applicable industry would consider relevant to the work under the

Contract. Respondents are not required to violate any confidentiality

RFP No. 3202700015 v.1 Page 28 of 49 provision but must provide information not prohibited from disclosure.

4.6.6 Cost Response

In accordance with Section 4.6.6 Cost Response, the Respondent shall include one file named “Cost Response” that contains the Respondent’s Cost

Response in the format included in Form 2 - Cost Response.

Cost information must be included as a separate document and presented only in the format set forth in Form 2 - Cost Response.

Respondent must state pricing for all goods and/or services rendered during the course of any awarded Contract, including any and all costs involved that are to be paid or reimbursed by TWC during the initial contract period and any renewal or extension periods. No reimbursement is available to the

Successful Respondent beyond the amount agreed to be paid for the goods and/or services provided. Pricing agreed to in any resulting Contract shall be firm and remain constant through the life of the Contract (unless a Price

Adjustment is permitted in accordance with Section 6.3 ).

The Cost Response provided is for the goods and/or services as specified in this Solicitation and shall include all labor, materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs, and incidental costs necessary to provide the goods and/or services according to the minimum specifications, requirements, provisions, and Terms and Conditions set forth in this Solicitation.

4.7 OFFERED OPTIONS

TWC does not intend to limit the creativity of Respondents from bringing forward new suggestions or enhancements not described in this Solicitation.

Respondents are encouraged to describe any Offered Options. Offered Options are not required and are not considered during evaluation of Responses. TWC will not award additional options if not included in the Response.

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4.8 FINANCIAL SOUNDNESS

The Respondent must complete Form 5 - Financial Questionnaire unless it is a governmental entity. Failure to include any of the items listed for the appropriate company type may result in disqualification of the Respondent’s

Response. If TWC learns of a failure to disclose after a Contract has been awarded to the Successful Respondent, the Contract may be terminated. In the event of such termination, the Successful Respondent shall be liable for all costs associated with the re-procurement, including any increased costs for the services originally awarded.

The Respondent must include the following items in its Response unless it is a governmental entity. Failure to include any of the items listed for the appropriate company type may result in disqualification of the Respondent’s

Response. If TWC learns of a failure to disclose after a Contract has been awarded to the Successful Respondent, the Contract may be terminated. In the event of such termination, the Successful Respondent shall be liable for all costs associated with the re-procurement, including any increased costs for the services originally awarded.

4.8.1 Change in Financial Condition – Duty to Notify

The Response must include a certification that the Respondent will notify TWC of a change in financial condition during the Contract term and any renewal thereof. If a Respondent experiences a substantial change in its financial condition prior to the award of the Contract, or if the Successful Respondent experiences a substantial change in its financial condition during the term of the Contract or any extension thereof, TWC must be notified of the change in writing at the time the change occurs or is identified. Failure to notify TWC of such substantial change in financial condition will be sufficient grounds for rejecting the Response or terminating the Contract. For the purposes of this section, examples of a substantial change in financial condition are events

RFP No. 3202700015 v.1 Page 30 of 49 such as insolvency, bankruptcy or receivership.

4.9 EXCEPTIONS

Each Respondent is highly encouraged, in lieu of including exceptions in a

Response, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.7 Questions/Requests for Clarification.

Any exception included in a Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Response, Respondent is required to use Form 1 - Execution of Response and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Form 1 -

Execution of Response may be rejected without consideration.

Respondent must clearly identify the specific section and language to which it takes exception, propose specific alternative language, and describe its reasoning for requesting the exception. TWC will only consider exceptions submitted on Form 1 - Execution of Response.

No exception, nor any other term, condition, or provision in a Response that differs from or contradicts this Solicitation will be considered to be part of any resulting Contract unless expressly made a part of the Contract in writing by

TWC.

Any exceptions or deviations by the Respondent to Attachment 1 – TWC

Hotel Terms and Conditions may make the Response unacceptable for award without discussion. If a Respondent proposes exceptions to

Attachment 1 – TWC Hotel Terms and Conditions, TWC may make an award without discussion to the next highest scoring Respondent with no exceptions to Attachment 1 – TWC Hotel Terms and Conditions.

4.10 BINDING OFFER

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A Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the

Solicitation will be negotiated. Furthermore, all Responses constitute binding offers. Any Response that includes any type of disclaimer or other statement indicating that the Response, or any portion of the Response, does not

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 4.9 Exceptions, the Respondent may be disqualified from further consideration for Contract award.

4.11 FRANCHISE TAX –RIGHT TO TRANSACT BUSINESS IN TEXAS

If applicable, the Texas franchise tax is imposed on each taxable entity formed or organized in Texas or doing business in Texas.

Respondent must be set up in the Texas franchise tax system prior to Contract award if applicable. Texas franchise tax information can be accessed at https://comptroller.texas.gov/taxes/franchise/.

4.12 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the 3.5 Sole Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or error in the

Solicitation in the manner and by the deadline described in Section 3.7

Questions/Requests for Clarification.

a. If Respondent fails to properly and timely notify the Sole Point of

Contact (Section 3.5) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, need for clarification, or other error in the Solicitation, Respondent:

b. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

c. Submits a Response at its own risk;

https://comptroller.texas.gov/taxes/franchise/

RFP No. 3202700015 v.1 Page 32 of 49

d. May not contest the interpretation by TWC of such provision(s); and

e. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or TWC’s later correction.

4.13 RESPONSE IRREVOCABILITY

Responses submitted to the Solicitation are irrevocable for one hundred eighty (180) calendar days following the solicitation closing date. This period may be extended at TWC’s Procurement and Contract Services Director’s request only by a Respondent’s written agreement. Upon Contract execution, prices agreed upon by the Successful Respondent(s) are an irrevocable offer for the term of the Contract and any Contract renewals or extension(s). No other costs, rates, or fees shall be payable to the Successful Respondent unless expressly agreed upon in writing by TWC.

4.14 QUESTIONS OR REQUESTS FOR CLARIFICATION

By submitting a Response, Respondent grants TWC the right to ask questions and request clarification. As part of the initial evaluation, the evaluation committee may request clarification. Clarifying questions to a

Respondent are to resolve conflicting information, apparent ambiguities, or minor clerical errors within the Response.

4.15 COST OF SUBMISSION AND ADDITIONAL EVALUATION ACTIVITIES

TWC will not reimburse Respondents for any costs related to Response preparation or submission. Additionally, Respondents will be responsible for their own presentation equipment if invited to participate in additional evaluation activities, such as in-person discussions, clarifications, or negotiations. Failure to participate in the requested additional evaluation activities may eliminate a Respondent from further consideration.

TWC is not responsible for any costs incurred by the Respondent in preparation for any additional evaluation activities. All costs incurred by

RFP No. 3202700015 v.1 Page 33 of 49

Respondent are the responsibility of Respondent.

4.16 TWC RIGHTS

All submitted Responses become the property of TWC. TWC reserves the right to use any and all ideas presented in any Response to this Solicitation.

Selection or rejection of any Response does not affect this right.

The rights of TWC include, but are not limited to:

a. Cancellation of this Solicitation at TWC’s sole discretion;

b. Suspension of the procurement process and issuance of Solicitation

Addenda;

c. Rejection, in whole or in part, of any and all Responses received for this Solicitation;

d. Waiver of administrative deficiencies or minor technicalities in any of the Responses;

e. Utilization of any and all ideas presented in the Responses;

f. Directing any Respondent to submit Response modifications addressing subsequent Addenda;

g. Elimination of any requirements that are not met by all Respondents upon notice to all parties submitting a Response;

h. Making typographical corrections to Responses, with the concurrence of the Respondent;

i. Changing computational errors with the concurrence of the

Respondent;

j. Requesting Respondents to clarify the Responses;

k. Requesting Respondents to submit additional information pertaining to the Response; and

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l. Making an award without:

1. Requesting clarification;

2. Allowing modification;

3. Discussing;

4. Negotiating; and/or

5. Requesting a revised response.

ARTICLE V EVALUATION AND AWARD

TWC will award a Contract to the Respondent(s) that offers the best value to the State and is in the State’s best interest as determined using the evaluation criteria described in this ARTICLE V EVALUATION AND AWARD.

Responses that meet the minimum qualifications will be submitted to the evaluation committee for review and scoring. Each member of the evaluation committee will receive a copy of each responsive Response. The evaluators will review the Responses considering the criteria listed in Section 5.5

Evaluation Criteria.

Evaluators will individually score the Responses. Oral Presentations or Site

Visits may also be used to make a selection for Contract award, as outlined in this section.

5.1 CONFORMANCE WITH STATE LAW

Responses shall be evaluated in accordance with Texas Government

Code § 2155.074(B). TWC shall not be obligated to select the lowest priced Response but shall make an award to the Respondent that provides the best value to the State of Texas.

5.2 MINIMUM QUALIFICATIONS (PASS/FAIL)

A Respondent must meet the minimum qualifications listed below. Failure to

RFP No. 3202700015 v.1 Page 35 of 49 meet any one of the minimum qualifications listed below may result in a disqualification of that Response.

a) Respondent must have recently been in business for a minimum of two

(2) years, or the principals/owners must have had ownership/executive management experience within the last five (5) years in a previous company that provided conference services;

b) Respondent must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section

4.8 Financial Soundness, if applicable;

c) Respondent has submitted the Response in accordance with ARTICLE IV

RESPONSE SUBMISSION INSTRUCTIONS.

d) Respondent who receives an overall score on the VPTS of ”D” or below shall be disqualified from consideration for award.

5.3 INITIAL COMPLIANCE SCREENING

TWC will review Responses for initial compliance with the Submission requirements listed in ARTICLE IV and for demonstrated ability to meet

Section 5.2 MinimumQualifications(Pass/Fail) required to advance to evaluations. Failure to meet the minimum qualifications will result in the disqualification of the Response.

TWC will automatically disqualify any Response that does not include one or more of the completed and signed (as applicable) documents.

All Responses will be screened for inclusion of all required information prior to release to the evaluation team. TWC may exclude from further consideration for selection any non-responsive Response or portion of a

Response.

5.4 RESPONSE EVALUATION

Each member of the evaluation committee will read the Responses in

RFP No. 3202700015 v.1 Page 36 of 49 preparation for evaluation. The evaluation committee will score all

Responses that pass initial screening in Section 5.3 Initial Compliance

Screening, even if there is only one viable Response. Responses will be scored against the criteria in Section 5.5 Evaluation Criteria.

Responses will be evaluated utilizing aggregated individual scoring outlined in this ARTICLE V EVALUATION AND AWARD. The individual evaluators’ scores will be aggregated and weighted, resulting in the final Response

Score, unless TWC requests a Revised Response from those Respondents in the Competitive Range.

5.5 EVALUATION CRITERIA

TWC shall consistently evaluate and score Responses in accordance with the following criteria.

a) Cost /Price or Reasonableness of Price, Section 4.8, Form 2 - Cost Response (40%) -Evaluate Proposer’s price to provide the goods or services.

b) Past Performance, Qualifications, and Experience, Section 4.8 Form 3

- References (15%) – Respondent’s past performance, quality, and experience in contracting with TWC, with other state entities, or with private sector entities.

c) Respondent’s Technical Approach for Providing the Requested Goods and/or Services, Section 4.7 (45%).

5.6 COMPETITIVE RANGE

The Competitive Range will consist of the Responses that receive the highest scores, or most satisfactory ratings based on the published evaluation criteria and procedures governing this procurement. Cutoff for the

Competitive Range will be based on the “natural break” in scores and on reasoned judgment that Responses below the cutoff cannot be made successful through clarification and negotiation. TWC is not obligated to enforce a natural break in scores and reserves the right to advance as many or as few Responses as qualified under these criteria to achieve the best value

RFP No. 3202700015 v.1 Page 37 of 49 for the state of Texas.

5.7 DISCUSSIONS AND REVISED RESPONSES

After the written Response evaluation, Respondent may be selected for invitation to additional evaluation activities that may include one or more of the following: oral presentations, clarifications, discussions, Proof of

Concept, demonstrations, and site visits. Advancement will be determined by the Competitive Range.

A Respondent that does not meet the advancement criteria in this Section will not be invited to participate in additional evaluation activities. The Final

Written Response Score will be considered the Total Score, and the

Respondent may not be considered further for Contract award.

To further identify the Respondent…