ESBD_527219_1781296260036_RFP_3202700013 2027 Apprenticeship Conference_Final.pdf

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

2027 Apprenticeship Conference

Solicitation No. 3202700013

Date of Release: June 15, 2026

Responses Due: July 20, 2026, by 10:00 a.m. Central Time

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

Gaye Smith, CTCD, CTCM

Procurement Lead

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

RFP No. 3202700013 Page 2 of 54

TABLE OF CONTENTS

Article I Purpose

Article II SCOPE OF WORK

Overview

Specifications

Article III SOLICITATION PROCESS

Authority

Schedule of Events

Contract Documents

Attachments and Forms

Sole Point of Contact

Questions/Requests for Clarification

Addenda

Article IV Response Submission Instructions

Deadline

General Information

Response Format

Discrepancies

Submission Method

Required Forms and Submission Documents

Narrative Proposal

References

Cost Response

Offered Options

Financial Soundness

Change in Financial Condition – Duty to Notify

Corporate Guarantee

Exceptions

Binding Offer

Franchise Tax – Right to Transact Business in Texas

RFP No. 3202700013 Page 3 of 54

Ambiguity, Conflict, or Discrepancy

Response Irrevocability

Questions or Requests for Clarification

Cost of Submission and Additional Evaluation Activities

TWC Rights

Article V Evaluation and Award

Conformance With State Law

Minimum Qualifications (Pass/Fail)

Initial Compliance Screening

Response Evaluation

Evaluation Criteria

Competitive Range

Discussions and Revised Responses

Best and Final Offer (BAFO)

Final Response Score and Total Score

Summary of Best Value Determination

Public Information Act

Article VI General Terms and Conditions

Contract Award

Contract Term

Price Adjustment

Contract Amendments

No Guarantee of Volumes, Usage, or Compensation

Governmental Entities

Respondent Waiver – Intellectual Property

Insurance

Remedies and sanctions

Liquidated Damages

Changes in Ownership

Severability

Historical Compensation

RFP No. 3202700013 Page 4 of 54

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 or

Addenda or

Amended

Solicitation

A written addition, change, or supplement to this

Solicitation that is posted to the ESBD and TWC

Procurement Portal 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. 3202700013 Page 5 of 54

Term/Acronym Definition

Contract Term Means the definite period of time that the Contract will remain in effect, including options for renewal, extension, or termination.

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.com/esbd.

Euna TWC Procurement Portal” means the online platform used by TWC for publishing solicitations informing Respondents of procurement opportunities and response requirements and providing public notice of contract awards.

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) as is then prevailing in Austin, Texas.

NIGP National Institute of Governmental Purchasing

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

RFP No. 3202700013 Page 6 of 54

Offered Option Options that are not requested in a 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 division within TWC.

PO Purchase Order.

POA&M Plan of Action and Milestones.

POCN Purchase Order Change Notice.

Proposal a written offer to contract with the State, submitted in response to this Solicitation.

Remedies or Sanctions monetary recoupment, payment hold, imposition of remedies or damages, exclusion, debarment, suspension, or revocation.

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 No. 3202700013 Page 7 of 54

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

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

TWC Texas Workforce Commission.

RFP No. 3202700013 Page 8 of 54

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. 3202700013 Page 9 of 54

ARTICLE VI PURPOSE

The Texas Workforce Commission (TWC) is seeking proposals to provide

Conference Services in one or more of the following locations:

1. Arlington, Texas;

2. Corpus Christi, Texas;

3. Conroe, Texas;

4. Dallas, Texas;

5. Denton, Texas;

6. Fort Worth, Texas;

7. Galveston, Texas;

8. Houston, Texas;

9. San Antonio, Texas; or

10. The Woodlands, Texas.

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 procuring Conference Services, including meeting space, food/beverage services and sleeping rooms for the 2027 Apprenticeship

Texas Conference (hereinafter referred to as the “Conference”).

http://www.twc.texas.gov/

RFP No. 3202700013 Page 10 of 54

The Conference will be held for two (2) half days and one (1) full day in the Arlington, Corpus Christi, Conroe, Dallas, Denton, Fort Worth, Galveston, Houston, San Antonio or The Woodlands, Texas areas.

ARTICLE VII SCOPE OF WORK

2.1 OVERVIEW

TWC’s Office of Apprenticeship supports apprenticeship programs that help employers build their current and future talent and workers progress in their careers and move into better-paying jobs. These programs support the creation and expansion of apprenticeships throughout the state.

TWC has received United States Department of Labor (DOL) apprenticeship expansion funding with a period of performance through

June 30, 2028.

The Apprenticeship Texas Conference provides information to all the workforce partners that include, but are not limited to; Texas Higher

Education Coordinating Board, Texas Education Agency, Community/Technical College, service centers, independent school districts, workforce boards, employers, etc.

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 SPECIFICATIONS

a. Requirements for Conference Services that contain the words:

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

RFP No. 3202700013 Page 11 of 54

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

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

2.3 Conference Dates and Times

a. The Successful Respondent must have the capability to hold the conference as listed below as a two (2) half day and one (1) full day conference with setup on Monday and Tuesday, and the conference starting on Wednesday afternoon through Friday morning.

b. TWC’s preferred dates for the Conference are September 21, 2027, through September 24, 2027.

c. TWC’s alternate preferred dates for the Conference are September

28, 2027, through October 1, 2027.

d. The Successful Respondent must have availability for TWC’s preferred dates above, or TWC’s alternate preferred dates above, or an alternate date that is agreed upon by both parties with Monday through Friday dates along with the required times as listed in

Section 2.2.2 Conference Schedule below.

The Successful Respondent(s) must have the capability to hold two-day conference(s), avoiding major holidays, as detailed below.

2.4 Conference Schedule

Times needed for the two (2) half-days and one (1) full day conference, including setup are:

RFP No. 3202700013 Page 12 of 54

Table 2: Conference Schedule

2.5 Conference/Meeting Space Requirements

The SUCCESSFUL RESPONDENT MUST PROVIDE THE FOLLOWING EVENT

SPACE REQUIREMENTS:

Day Start Time

End Time Function Name Set Up Expected Attendance

Mon 1:00 PM 12:00 AM Staff Work Room Conference 20 Tues 6:00 AM 12:00 AM Staff Work Room Conference 20 Tues 1:00 PM 12:00 AM Breakout Room Set Classroom 125 Tues 1:00 PM 12:00 AM Breakout Room Set Classroom 125 Tues 1:00 PM 12:00 AM Breakout Room Set Classroom 125 Tues 1:00 PM 12:00 AM Breakout Room Set Classroom 125 Tues 1:00 PM 12:00 AM Pre-function Set Registration

& Exhibitors 20 tables

Wed 6:00 AM 12:00 AM Staff Work Room Conference 20 Wed 6:00 AM 12:00 AM General Session Set Rounds 350 Wed 6:00 AM 12:00 AM Breakout Room Classroom 125 Wed 6:00 AM 12:00 AM Breakout Room Classroom 125 Wed 6:00 AM 12:00 AM Breakout Room Classroom 125 Wed 6:00 AM 12:00 AM Breakout Room Classroom 125 Wed 6:00 AM 12:00 AM Pre-function Registration

& Exhibitors 20 tables

Thurs 6:00 AM 12:00 AM Staff Work Room Conference 20 Thurs 6:00 AM 12:00 AM General Session Rounds 350 Thurs 6:00 AM 12:00 AM Breakout Room Classroom 125 Thurs 6:00 AM 12:00 AM Breakout Room Classroom 125 Thurs 6:00 AM 12:00 AM Breakout Room Classroom 125 Thurs 6:00 AM 12:00 AM Breakout Room Classroom 125 Thurs 6:00 AM 12:00 AM Pre-function Registration

& Exhibitors 20 tables

Fri 6:00 AM 12:00 AM Staff Work Room Conference 20 Fri 6:00 AM 1:00 PM General Session Rounds 350 Fri 6:00 AM 1:00 PM Breakout Room Classroom 125 Fri 6:00 AM 1:00 PM Breakout Room Classroom 125 Fri 6:00 AM 1:00 PM Breakout Room Classroom 125 Fri 6:00 AM 1:00 PM Breakout Room Classroom 125 Fri 6:00 AM 1:00 PM Pre-function Registration

& Exhibitors 20 tables

RFP No. 3202700013 Page 13 of 54

a. One (1) General Session room with meeting room capacity for up to three hundred and fifty (350) people in crescent rounds of eight (8) seats per table, with linens and chairs.

b. Four (4) breakout rooms with meeting room capacity for up to one hundred twenty-five (125) people in each classroom.

c. Linen for all meeting room tables unless tables are designed to be linen-less (If proposing linen-less tables, Respondent must include sample pictures of linen-less tables with their Response).

d. Carpeted event space.

e. No columns obstructing seated participants from viewing the stage.

f. Sixteen foot (16’) X twenty-four foot (24’) X twenty-four inch (24”) stage(s)/riser(s) that are Americans with Disability Act (ADA)

Compliant.

g. Standing podium in each meeting room.

h. Room dimensions including the ceiling height and a diagram of the intended space(s) for use by TWC along with a potential set-up diagram of all spaces.

2.6 Registration and Exhibitor Area

THE SUCCESSFUL RESPONDENT MUST PROVIDE THE FOLLOWING

REGISTRATION AND EXHIBITOR AREA REQUIREMENTS:

a. The foyer must be able to hold four (4) skirted six-foot (6’) tables for registration with two (2) chairs per table. The tables provided must be near an outlet or a power strip.

b. The foyer must also hold eighteen (18) skirted six-foot (6’) tables for exhibitors along with all catering, including snacks. Each table must have two (2) chairs.

RFP No. 3202700013 Page 14 of 54

c. If the Successful Respondent’s foyer is not able to support eighteen

(18) tables for exhibitors, then the exhibitor area must be adjacent to the main conference space or within the main conference space.

This space must allow for free movement of attendees with no restrictions that could potentially cause a safety issue between the catering and exhibitors’ space.

d. A diagram or map for a separate exhibitor area, if applicable. The diagram or map must show how the main conference space relates to the exhibitor and catering space.

e. Access to wired internet connection that is plug and play and does not require a portal for authentication for the Conference registration desk with a minimum speed of three (3) megabits per second (Mbps).

2.7 Sleeping Rooms

a. The Successful Respondent must provide sleeping rooms on the premises preferably close to the conference meeting rooms.

b. Rooms must be made available at the prevailing Government per diem rate or lower, as established by the U.S. General Services

Administration.

c. The attendee sleeping rooms will be reserved via a web link and paid for by individuals. Staff and suites block will be a rooming list direct billed.

d. The Successful Respondent must provide the following sleeping rooms as noted below:

RFP No. 3202700013 Page 15 of 54

Table 3: Sleeping Rooms

2.8 Catering

The Successful Respondent must provide catering with menu options for the following functions listed below:

Table 4: Catering

2.9 Concessions

a. TWC encourages the Respondent to propose and include complimentary options offered with the required meeting space, room blocks and food and beverage package.

b. Concessions may include, but are not limited to the following:

1. Complimentary parking for TWC staff hosting the Conference and discounted parking for Conference attendees;

Day Monday Tuesday Wednesday Thursday Total Nights

Staff 20 20 20 20

Attendees 200 200

Suites 6 6

Total Per Night 20 20 226 226 488

Day Start Time End Time Function Name

Meal Type Attendance

Wed 1:00 PM 5:00 PM Break Beverage Service 150 Wed 3:00 PM 3:30 PM PM Break PM Snack 150 Thurs 7:30 AM 4:30 AM Break Beverage Service 350 Thurs 7:30 AM 8:30 AM Breakfast Buffet 350 Thurs 9:00 AM 9:30 AM AM Break AM Snacks 350 Thurs 11:30 AM 1:00 PM Lunch Buffet 350 Thurs 3:00 PM 3:30 PM PM Break PM Snacks 350 Friday 7:30 AM 1:00 PM Conference Beverage Service 350 Friday 7:30 AM 8:30 AM Breakfast Buffet 350

RFP No. 3202700013 Page 16 of 54

2. Five (5) complimentary sleeping rooms during site visit for

TWC’s planning staff;

3. Cumulative complimentary 1:40 sleeping room nights;

4. Six (6) suites at the group rate;

5. Twenty percent (20%) discount on published menu prices;

6. Complimentary wireless internet dedicated for attendees only in the Conference area; and

7. Other complimentary items for TWC’s consideration.

2.10 Audio Visual

a. TWC will contract with audio-visual company that is either partnered with the hotel/venue or external 3rd party company, during the planning stages for the conference at a later time.

b. Please provide costs for the below based on contract with hotel partner audio-visual provider or outside audio-visual provider.

Please include even if no cost due to TWC choosing partner audio-visual company.

1. AV Liaison fees;

2. Electricity (Standard electric usage 115v outlets);

3. Internet (Hard Wired Ethernet);

4. Internet for all attendees (Wireless);

c. The audio-visual vendor chosen by TWC is to be granted access to the event space as necessary.

RFP No. 3202700013 Page 17 of 54

ARTICLE VIII 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

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 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 5: Schedule of Events

Event Date and Time

Solicitation Published/Posted to

TWC Procurement Portal and

ESBD

JUNE 15, 2026

Deadline for Submitting Questions or Requests for Clarification

JUNE 22, 2026, at 5:00 PM

Central Time

RFP No. 3202700013 Page 18 of 54

Event Date and Time

Deadline for Submission of

Response

NOTE: Responses must be

RECEIVED by TWC by the deadline.

JULY 20, 2026, at 10:00 AM

Central Time

Expected Contract Award SEPTEMBER 2026

Respondent must submit its Response to TWC in accordance with the due date and time as indicated in this Table 5: Schedule of Events or as changed via an Addendum posted to the ESBD and TWC Procurement

Portal.

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 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.

RFP No. 3202700013 Page 19 of 54

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 6: 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

Form 3 References

Form 4 Questions and Answers

Form 5 Financial Questionnaire

RFP No. 3202700013 Page 20 of 54

Attachment/Form Title

Form 1020 Substitute W-9 and Direct Deposit 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.

GAYE SMITH, CTCD, CTCM

Procurement Lead

TEXAS WORKFORCE COMMISSION PROCUREMENT PORTAL

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

RFP No. 3202700013 Page 21 of 54

3.5.1 Prohibited Communication

Except as provided in Section 3.5 Sole Point of Contact 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 through any means other than as provide for in this Solicitation (including but not limited to 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.

3.5.2 Exceptions to the Sole Point of Contact

Where it is expressly directed by the Sole Point of Contact that another designated TWC representative may speak to the Respondent, such as during Contract negotiations. A Respondent is required to ensure that communications have been authorized by the Sole Point of Contact before engaging in any such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Response.

3.6 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 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

RFP No. 3202700013 Page 22 of 54

Events. using Form 4 - Questions and Answers. Include the Solicitation section and page number to which each question applies.

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

Solicitation to the ESBD and TWC Procurement Portal. 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 and TWC Procurement Portal. It is the

Respondent’s responsibility to check the ESBD and TWC Procurement

Portal. 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 and TWC

Procurement Portal, in accordance with this section, are binding.

3.7 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 and TWC Procurement Portal. Respondents are responsible for periodically checking the ESBD and TWC Procurement Portal for addenda or additional information. Respondents are required to acknowledge the Addenda by returning the signed Acknowledgment of Addenda with the Response. Failure to do so does not absolve a Respondent from the requirements contained within any Addenda of this

Solicitation.

RFP No. 3202700013 Page 23 of 54

ARTICLE IX 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 submitted 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. Respondents shall prepare a Response that clearly and concisely represents its qualifications and capabilities.

4.3 RESPONSE FORMAT

The Response to this Solicitation must:

a. Be responsive to all Solicitation requirements;

b. Be in the 8 1/2" by 11" paper layout;

c. Be clearly legible; and

d. 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

RFP No. 3202700013 Page 24 of 54 font size 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.

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. 3202700013 Page 25 of 54

Any issues with uploading must first be addressed with the TWC

Procurement Portal Technical Support at the contact information included in 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

RFP No. 3202700013 Page 26 of 54 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

Response Deadline identified in Section 3.2 Schedule of Events.

4.6 REQUIRED FORMS AND SUBMISSION DOCUMENTS

Table 7: Required Forms and Submission Documents

Document Name

Narrative Proposal (Section 4.7)

Form 1 - Execution of Response (Section 4.7.2)

Form 2 - Cost Response (Section 4.9)

Form 3 - References (Section 4.8)

Form 5 - Financial Questionnaire (Section 4.11)

4.7 NARRATIVE PROPOSAL

4.7.1 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.

RFP No. 3202700013 Page 27 of 54

The Executive Summary must not exceed TWO (2) pages and should represent a full and concise summary of the contents of the Response.

4.7.2 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 will not be returned to the Respondent.

4.7.3 Respondent Organization Information

Respondent must include the following information with its Response.

4.7.3.1 Respondent Point of Contact

Respondent 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.

4.7.3.2 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

RFP No. 3202700013 Page 28 of 54

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

4.7.3.3 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;

RFP No. 3202700013 Page 29 of 54

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 agency name, contract term, and the scope of work for that contract.

4.8 REFERENCES

Respondent 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/Scope of Work/Specifications within the last five

(5) years, and it is preferable references be from state, federal, and/or local governmental entities.

4.8.1 Similar Contracts

Each Respondent shall provide descriptions for A MINIMUM of THREE (3) 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. 3202700013 Page 30 of 54

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.

4.8.2 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.

b. The Respondent has 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

RFP No. 3202700013 Page 31 of 54 confidentiality provision but must provide information not prohibited from disclosure.

4.9 COST RESPONSE

In accordance with Section 4.9 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 Price Adjustment).

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.

4.10 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

RFP No. 3202700013 Page 32 of 54 of Responses. TWC will not award additional options if not included in the

Response.

4.11 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.

4.11.1 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 such as insolvency, bankruptcy or receivership.

4.12 CORPORATE GUARANTEE

If the Respondent is substantially owned or controlled, in whole or in part, by one or more other legal entities, the Respondent must submit the information required under Section 4.10 Financial Soundness above for

RFP No. 3202700013 Page 33 of 54 each such entity, including the most recent financial statement for each such entity. The Respondent must also include a statement from the entity or entities with substantial ownership or control that the entity(ies) will unconditionally guarantee performance by the Respondent of each and every obligation, warranty, covenant, term, and condition of any Contract resulting from this Solicitation. If TWC determines that an entity does not have sufficient financial resources to guarantee the Respondent’s performance, TWC may require the Respondent to obtain another acceptable financial instrument or resource from such entity, or to obtain an acceptable guarantee from another entity with sufficient financial resources to guarantee Respondent’s performance.

TWC reserves the right to request that such entity unconditionally guarantee performance by the Respondent in each and every obligation, warranty, term, covenant, and condition of any Contract resulting from this Solicitation.

4.13 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 3.6 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.

RFP No. 3202700013 Page 34 of 54

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.

4.14 BINDING OFFER

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 constitute a binding offer may be disqualified, as determined by

TWC in its sole discretion.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 4.13

Exceptions, the Respondent may be disqualified from further consideration for Contract award.

RFP No. 3202700013 Page 35 of 54

4.15 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/.

4.16 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 3.6

Questions/Requests for Clarification.

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

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

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

b. Submits a Response at its own risk;

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

d. 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.

4.17 RESPONSE IRREVOCABILITY

Responses submitted to the Solicitation are binding and irrevocable for one hundred eighty (180) calendar days following the solicitation closing date. This period may be extended at TWC’s Procurement and Contract https://comptroller.texas.gov/taxes/franchise/

RFP No. 3202700013 Page 36 of 54

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.

4.18 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.

4.19 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

Respondent are the responsibility of Respondent.

4.20 TWC RIGHTS

All submitted Responses and materials submitted by a Respondent 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. A Proposal becomes the

RFP No. 3202700013 Page 37 of 54 property of TWC after submission and will not be returned to the

Respondent.

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

a. Cancellations, Modifications, and Changes to this Solicitation is 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

l. Making an award without:

1. Requesting clarification;

RFP No. 3202700013 Page 38 of 54

2. Allowing modification;

3. Discussing;

4. Negotiating; and/or

5. Requesting a revised response.

ARTICLE X 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…