ESBD_532921_1782829315562_Solicitation Synopsis - Event Staffing Management Services - CE.pdf
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- Attached to
- Event Staffing and Management Services
- Solicitation number
- 6100019712
- Issued by
- Texas
About this file
This solicitation synopsis, issued by the State of Texas, seeks qualified vendors to provide event staffing and management services. The procurement involves recruitment, hiring, scheduling, and management of temporary staff for various state events and functions. The contract will require vendors to maintain a pool of trained personnel available for deployment on short notice to support events of varying sizes and complexities. Interested bidders must submit responses by the deadline specified in the full solicitation documents. The contract term will be established upon award, with potential renewal options to be detailed in the final contract agreement. Site visits and pre-bid meetings may be conducted to allow vendors to understand the scope of services and ask clarifying questions about operational requirements.
Pricing will be structured according to the service categories and staffing levels outlined in the solicitation, with compensation based on hourly rates or fixed fees depending on event type and duration. The solicitation may include set-asides for small businesses, disadvantaged business enterprises, or other designated vendor categories as permitted under Texas procurement law. Any incumbent contractors currently providing these services will be identified, and their performance history may inform evaluation criteria. Funding for this contract will be derived from the state budget allocation for event management operations. Additional details regarding pricing terms, payment schedules, performance metrics, and specific funding amounts will be contained in the complete solicitation documents available through the designated procurement portal.
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ADVERTISEMENT INFORMATION ONLY
Solicitation Type and Name: Request for Proposals – Event Staffing and Management Services
Solicitation Number: RFP 26-091; RFx 6100019712
Description: The Henry B. Gonzalez Convention Center (HBGCC) is soliciting proposals for Event Staffing and Management Services to provide staffing for parking lot attendants, badge, and bag checkers, handheld metal detecting operators, tickets scanners, ushers, elevator operators, wayfinding/greeters, and event safety control staff for events hosted at the HBGCC. Services needed for events will be based on venue requirements, tickets, security considerations, attendance, nature of event and customer considerations.
Applicable Product Categories: 96269 - Personnel Services, Temporary
Date Issued: July 1, 2026 Due Date & Time: July 31, 2026, 11:00 a.m. Central Time
Pre-Submittal Conference: Pre-Submittal Conference will be held at 10:00 a.m., Central Time, on July 8, 2026, via WebEx. Attendance at the Pre-Submittal Conference is optional, but highly encouraged.
Respondents may call the toll-free number listed below and enter access code to participate the day of the conference.
Dial-In Number: 1-415-655-0001 | Access Code: 2349 483 8755 | Meeting Password: ESMS2026
Join from the meeting link:
https://sanantonio.webex.com/sanantonio/j.php?MTID=mb1113932ac3a072753875a4ffd42c533
Staff Contact Person: Gregory Desir, Procurement Specialist III, Gregory.Desir@sanantonio.gov
Evaluation Committee Voting Members:
YIdefonso Rodriguez-Sola, Assistant Director, Convention and Sports Facilities Department Monica Ramos, Assistant Director, Convention and Sports Facilities Department Carisa Gamez, General Manager, Convention and Sports Facilities Department Cecilie Marchi, Facilities Security Manager, Convention and Sports Facilities Department Barry David, Event Services manager, Convention and Sports Facilities Department
Pursuant to Section 011 – Restriction on Communications and in accordance with and as authorized by Section 2-61 of the City Code, the following restrictions on communications apply to this solicitation: Respondents are prohibited from contacting 1) City officials, as defined by §2-62 of the City Code of the City of San Antonio, regarding the RFP or proposal from the time the RFP has been released until the contract is posted for consideration as an agenda item during a meeting designated as an A session; and 2) City employees from the time the RFP has been released until the contract is approved at a City Council “A” session.
https://sanantonio.webex.com/sanantonio/j.php?MTID=mb1113932ac3a072753875a4ffd42c533 mailto:Gregory.Desir@sanantonio.gov
Exceptions to the Restrictions on Communications:
Respondents may submit written questions concerning this RFP to the Staff Contact Person listed below until 4:00 p.m., Central Time, on July 10, 2026. Questions received after the stated deadline will not be answered. All questions shall be sent by e-mail. Questions submitted and the City’s responses will be posted with this solicitation.
Gregory Desir, Procurement Specialist III City of San Antonio, Finance Department – Procurement Division Gregory.Desir@sanantonio.gov
To view this solicitation, go to the SAePS portal; https://supplierservice.sanantonio.gov/irj/portal If you have not completed the City’s SAePS Vendor Registration, you must do so in order to view the solicitation and submit a response. Once you have logged on to the SAePS portal, click on “My Bids” (first), if not viewable then click “Other Bids” (to view all already published competitive bids). Vendor Guides & Support can be accessed from this link:
https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Resources/Guides- Support
TO REGISTER: You will need to complete the vendor registration by accessing the SAePS Vendor Registration at https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Become-a-Vendor.
Questions regarding registration may be submitted to Vendor Support at (210) 207-0118 or by email at vendors@sanantonio.gov with “SAePS Portal” on the subject line so this can be expedited.
mailto:Gregory.Desir@sanantonio.gov https://supplierservice.sanantonio.gov/irj/portal https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Resources/Guides-Support https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Resources/Guides-Support https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Become-a-Vendor mailto:vendors@sanantonio.gov
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