ESBD_512616_1779292705828_3202700015 Addendum 2.docx

This is an Addendum 2 to Request for Proposal No. 3202700015 issued by the Texas Workforce Commission (TWC) to procure hotel and conference facilities for the Texas Conference for Employers series. The solicitation seeks qualified hotel vendors to provide accommodations, meeting spaces, and catering services for four separate conferences scheduled across Texas: San Antonio (January or February 2027), Horseshoe Bay (February 2027), Arlington (April 2027), and Houston (July 2027). The San Antonio, Horseshoe Bay, and Arlington events require 350-600 person capacity for one-day events, while the Houston conference requires 600-800 person capacity for a two-day event. All venues must provide a minimum of 20 sleeping rooms at or below Government Per Diem rates, configured meeting spaces, and catering services including coffee breaks and registration areas. Questions regarding the RFP were due by May 11, 2026, with proposal responses due June 5, 2026, at 10:00 a.m. Central Time. Contract award was expected in August 2026, with the contract term running from execution through September 30, 2027. TWC intends to award four separate contracts as a result of this solicitation.

Evaluation criteria are weighted at 40 percent for cost and price, 15 percent for past performance and qualifications, and 45 percent for technical approach. Respondents must demonstrate minimum qualifications including two years of recent business experience in conference services and financial solvency, submit a minimum of three references from governmental entities within the past five years, and complete financial questionnaires. Pricing is firm and fixed with no price adjustments permitted unless authorized under contract terms, with historical compensation for similar contracts ranging from $25,000 to $50,000 per fiscal year. The solicitation includes preferences for service-disabled veteran-owned businesses, Texas resident-owned operations, and vendors offering agricultural products, recycled materials, energy-efficient products, and environmentally sensitive goods. Respondents must submit proposals through the TWC Procurement Portal, acknowledge receipt of Addendum #1, provide a Substitute W-9 form and direct deposit banking information, and maintain adequate insurance coverage as specified in the contract documents. Liquidated damages of two percent of total service costs may be assessed for non-performance or non-compliance. The contract is contingent on continued funding availability with no guarantee of volume, usage, or total compensation made to successful respondents.