ESBD_535254_1783465716130_2027 VMHD PSC Annual Conference RFP_Approved.pdf

Texas Veterans Commission TEM and P&Cs

1801 Congress Ave, Ste 14S Austin, Texas 78711-2277

REQUEST FOR PROPOSALS (RFP)

RFP No. 403-2027-1801-002

Rental of Conference Facility for the 2027 Peer Support Coordinators Annual Conference

NIGP CLASS/ITEM: 971-30, 971-55, 971-65, 985-12

RFP Issue Date: Tuesday, July 7, 2026; 5:00 PM (CT)

Questions Due: Thursday, July 17, 2026; 2:00 P.M. (CT)

PROPOSAL DUE DATE: Thursday, August 6, 2026; 2:00 P.M. (CT)

Lead: Santos Saldaña III, CTCD, CTCM 737-268-5315 bidresponses@tvc.texas.gov

Tycin Thompson CTCD, CTCM 512-

463-5339 bidresponses@tvc.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the electronic state Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional costs to meet the requirements of the RFP.

mailto:bidresponses@tvc.texas.gov

RFP No. 403-2027-1801-002 for PSC Annual Conference

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Table of Contents

Contents Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

2. SOLICITATION METHOD AND INTENT

3. CONTRACT TERM

4. MINIMUM QUALIFICATIONS AND EXPEREINCE

5. QUANTITIES

6. KEY DEFINITIONS

7. SCOPE OF WORK AND SPECIFICATIONS

8. Meeting Room Requirements Matrix (Detailed by Day)

9. A/V Requirements

10. Parking Requirements

11. Facility Requirements

12. Schedule Requirements

13. VETHUB Subcontracting Plan (HSP)

14. Texas Veterans Commission Responsibilities

15. Contract Administration

16. Fees and Pricing

17. Price Adjustments

18. ADDING NEW PRODUCTS OR SERVICES AFTER AWARD

19. MODIFICATINS OF CONTRACT TERMS AND AMENDMENTS

20. COMPENSATION AND BILLING

21. INVOICING AND PAYMENT

SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

2. INQUIRIES

3. PROPOSAL CONTENT

4. PROPOSAL SUBMISSION

5. DELIVERY OF PROPOSALS

6. SIGNATURE REQUIREMENT

7. Evaluation and Award

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8. APPROVAL AND EXECUTION

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Key Notes

1) This RFP must be received on or before the return date specified herein. All proposals submitted in response to this solicitation shall be valid for a period of 180 days from the date of submission.

2) The TVC Historically Underutilized Businesses (HUB) representative is Santos Saldana, santos.saldana@tvc.texas.gov.

3) Late responses will not be considered.

4) Award(s), if any, will be made in the best interest of the State.

5) Submission on or before Thursday, August 6, 2026; 2:00 P.M. (CT)

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SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

The Texas Veterans Commission (TVC), Veterans Mental Health Department (VMHD), is seeking suitable venues to provide lodging, meeting space, and associated audio/visual services for the 2027 Peer Support Coordinators Annual Conference. The selected venue must offer adequate lodging, meeting rooms, and necessary A/V equipment and support to successfully host the event.

The objective of this Request for Proposal is to identify a venue that delivers best value to the State of Texas while meeting the operational and training needs of the agency.

The Peer Support Coordinators is an annual in-person conference and training event designed to provide staff with timely, job-relevant information required to effectively perform their duties. The training includes both whole-team and role-specific sessions and requires in-person attendance.

2. SOLICITATION METHOD AND INTENT

2.1. Procurement Method

This solicitation is issued as a Request for Proposal (RFP) in accordance with the Texas Government Code, Title 10, Subtitle D, Chapters 2151–2177, and applicable provisions of the State of Texas Procurement and Contract Management Guide.

The RFP method allows qualified respondents to submit written proposals addressing pricing, qualifications, experience, location, availability, conference capabilities, and other factors necessary to determine the best value to the State.

2.2. Intent of Award

TVC intends to award one (1) contract to a single qualified respondent capable of providing the services described in this solicitation.

Award shall be based on best value to the State of Texas and not solely on lowest cost.

TVC reserves the right to:

• reject any or all proposals.

• waive minor informalities or irregularities.

• request clarifications or additional information.

• conduct negotiations.

• request Best and Final Offers (BAFO), if determined necessary.

• award without discussions.

• make no award if determined to be in the best interest of the State.

TVC shall be the sole judge of best value and procurement compliance.

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3. CONTRACT TERM

3.1. Contract Term

The contract shall begin upon final execution by both parties and shall remain in effect through completion of all contracted services, final reconciliation of invoices, and final acceptance by TVC.

The conference event shall take place over four (4) consecutive days during one of the approved date ranges identified in this RFP.

3.2. Contract Completion

The contract shall terminate upon full performance of all contractual obligations unless otherwise extended or amended in writing by mutual agreement of both parties.

3.3. Amendments

Any amendment, modification, or change to the contract must be in writing and signed by authorized representatives of both parties prior to implementation.

Verbal agreements shall not be considered binding.

4. MINIMUM QUALIFICATIONS AND EXPEREINCE

4.1. Minimum Qualifications

Respondents must demonstrate the ability to successfully provide lodging, meeting space, and conference services of similar size and scope as required by this solicitation.

At a minimum, Respondents shall:

4.1.1.

Maintain sufficient qualified personnel, operational capacity, facilities, equipment, and financial resources necessary to perform all services required under this RFP and any resulting contract.

4.1.2.

Demonstrate experience hosting large-scale conferences involving lodging, general sessions, breakout sessions, and audio/visual support for government agencies, corporate events, or similarly structured events.

4.1.3.

Be in good financial standing and capable of fulfilling all contractual obligations. TVC reserves the right to request audited or unaudited financial statements to verify financial stability.

4.1.4.

Comply with all applicable federal, state, and local laws, including accessibility requirements under the Americans with Disabilities Act (ADA), procurement compliance standards, and all venue licensing requirements.

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4.1.5.

Ensure that any subcontractors utilized under the resulting contract meet the same qualifications and compliance requirements as the primary contractor. The awarded contractor shall remain fully responsible for all subcontracted work.

4.2. References and Past Performance

Respondents shall provide a minimum of three (3) references for projects completed within the past five (5) years involving similar conference services, scope, and complexity.

References must demonstrate successful completion of comparable work, including lodging accommodations, meeting space coordination, and event support services.

Failure to provide references may result in the proposal being determined non-responsive.

TVC reserves the right to verify references and evaluate past performance, including vendor performance reports maintained by the Texas Comptroller of Public Accounts.

Negative performance findings may result in disqualification.

4.3. Required Supporting Documentation

Respondents shall complete and submit:

• Exhibit A – Past Projects and References

• Exhibit B – Price List Options and Availability

• Exhibit C – Sample Menus

• HUB documentation, if applicable

• A/V rate card

• Additional supporting documentation required by this RFP

Failure to provide required documentation may result in the proposal being considered non-responsive.

5. QUANTITIES

5.1. Lodging Accommodations

The awarded contractor shall provide overnight accommodation for approximately one hundred (100) direct bill attendees over the course of the conference.

Attendance may fluctuate based on travel schedules, operational requirements, and final registration counts.

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5.1.1. Estimated Direct-Bill Room Block

Conference Day Estimated Room Count

Day 0 100

Day 1 100

Day 2 100

Minimum Direct-Bill Requirements: 300 total room nights

These quantities are estimates only and are provided for proposal and planning purposes.

5.1.2. Additional Room Nights

Respondents identify the nightly rate for additional room nights for attendees traveling longer distances or requiring extended stays for operational support.

5.1.3. Room Block Protections

The facility shall agree to hold the required guest room block and meeting space upon contract award based on preliminary scheduling needs.

Texas Veterans Commission shall not be responsible for attrition penalties, unused room block charges, or financial liability for rooms not utilized.

Only actual room usage and approved meeting space utilized by TVC shall be invoiced and paid.

The final rooming list and guaranteed counts shall be provided by an agreed-upon deadline prior to the event.

5.1.4. Deposits and Advance Payments

The facility shall waive all deposit requirements, advance payment requirements, and financial guarantees related to room block commitments.

The State of Texas shall not provide prepayment outside of authorized procurement and payment procedures established under Texas Government Code Chapter 2251.

5.2. Meeting Rooms

The facility shall provide meeting rooms and conference space necessary to support general sessions, breakout sessions, planning operations, registration, and executive meetings throughout the conference.

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5.2.1. Estimated Meeting Room Requirements

Over the four (4)-day conference period, TVC will require approximately:

• One (1) General Session Ballroom

• One (1) Breakout Rooms

• One (1) Registration Area

Meeting room capacities and configurations are detailed in Section 8.

5.3. Parking

The facility shall provide parking accommodation for approximately one hundred (100) attendees per day.

Parking requirements shall include accommodation for attendees traveling in oversized vehicles and attendees requiring accessible parking for ADA-related equipment and mobility devices.

Parking availability shall be considered as part of best value evaluation.

5.4. Estimated Quantities

All quantities identified in this RFP are estimates only and are provided for proposal evaluation purposes.

TVC does not guarantee minimum quantities, maximum quantities, or specific dollar amounts under any resulting contract.

TVC reserves the right to increase or decrease quantities based on operational needs, registration counts, funding availability, or agency requirements.

Payment shall be made only for actual services rendered and accepted by TVC.

6. KEY DEFINITIONS

6.1. A/V General Session Setup

Audio/Visual requirements necessary to support opening ceremonies, general sessions, awards presentations, and closing sessions, including staging, sound, podiums, projectors, screens, microphones, internet access, and technician support.

6.2. A/V Breakout Setup

Audio-Visual requirements are necessary to support breakout sessions, training workshops, and classroom instruction, including podiums, microphones, projectors, screens, and presenter internet access.

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6.3. Comp Policy

Complimentary concessions, upgrades, or value-added services offered by the Respondent in support of the conference, including but not limited to complimentary room nights, suite upgrades, parking, meeting space reductions, and hospitality services.

6.4. Headquarters Hotel

The primary hotel property where the majority of attendees will lodge and where the primary meeting and conference functions will occur.

6.5. Overflow Property

A secondary lodging facility used when the primary hotel cannot accommodate the full required room block. Overflow properties must be with easy walking distance and must provide matching government rates.

6.6. Meeting Space Specifications

The required room capacities, configurations, accessibility standards, A/V support, and operational requirements identified in this RFP.

6.7. Direct Bill / Master bill

Charges are billed directly to Texas Veterans Commission for approved lodging accommodation, meeting space, and contracted services for designated attendees.

6.8. Respondent

Any qualified vendor, hotel, conference center, or facility submitting a proposal in response to this solicitation.

6.9. Best Value

The determination made by TVC that considers pricing, qualifications, experience, location, operational capability, accessibility, vendor performance, and all other evaluation criteria established in this solicitation in accordance with Texas Government Code §§2155.074 and 2155.075.

7. SCOPE OF WORK AND SPECIFICATIONS

7.1. General Service Requirements

The awarded contractor shall provide all lodging accommodation, meeting space, conference services, audio/visual support, parking, and related services necessary to successfully host the 2027 Peer Support Coordinator Annual Conference.

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Services identified using the words shall or must are mandatory requirements.

Services identified using the words may or preferred to indicate optional or best-value considerations and may enhance proposal scoring.

Failure to meet mandatory requirements may result in the proposal being considered non-responsive.

The contractor shall be fully responsible for all deliverables identified in Sections 7 through 10 of this RFP.

7.2. Location Requirements

The event shall be held within the State of Texas.

Preferred locations include, but are not limited to:

• Dallas–Fort Worth Metroplex (including Arlington)

• Houston area

• Galveston

• San Antonio area (including New Braunfels and San Marcos)

• Austin area

• Corpus Christi

• Bryan/College Station

Facility location, attendee travel time, accessibility, and total travel costs may be considered in determining best value to the State.

7.3. Event Dates

The Texas Veterans Commission (TVC) anticipates conducting this conference during one of the following date ranges:

• April 6–9, 2027

• April 13–16, 2027

• April 20–23, 2027

Respondents shall indicate their availability for one or more of the dates listed above and identify any limitations or conflicts that may affect their ability to accommodate the event.

The conference will be conducted over four (4) consecutive days, including attendee arrival and departure, and will require four (3) room nights.

The Contractor must ensure that all proposed dates can accommodate the meeting space, lodging, audiovisual, food and beverage, and other event requirements identified in this solicitation.

Final event dates will be mutually agreed upon between TVC and the awarded Contractor during contract negotiations. TVC reserves the right to negotiate alternate dates within the proposed date ranges based on agency operational needs, venue availability, and overall best value to the State.

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Preferred Daily Schedule

Day 0 Check-in, Registration Setup, and General Session Walkthrough

Day 1 General Session Ceremony Breakout Sessions

Day 2 General Session Ceremony Breakout Sessions

Day 3 Closing Ceremony and Checkout

7.4. Accommodation Requirements

The facility shall provide lodging accommodations that support attendee comfort, accessibility, operational needs, and compliance with State of Texas travel requirements.

All lodging rates must comply with State of Texas government per diem requirements and shall be locked at contract execution or offered at a lower rate.

7.5. Lodging Requirements

7.5.1. Guest Room Requirements

The facility shall provide a minimum of three hundred (300) total direct-bill room nights for conference attendees.

Guest rooms shall be offered at the applicable State of Texas government per diem lodging rate for the city where the conference is held, or lower, excluding applicable taxes.

Rates shall be locked at the time of contract execution and shall not increase for the duration of the agreement.

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7.5.2. Room Configuration

Respondents shall clearly identify the type of guest rooms offered, including but not limited to:

• Standard hotel rooms

• Suites

• Junior suites

• Lodge-style accommodation

• Cabins (if applicable)

Rates for single and double occupancy shall be provided as flat rate.

7.5.3. Accessible / ADA Guest Rooms

The facility shall provide a minimum of five (5) ADA-compliant accessible guest rooms per day.

Preferred accessible accommodation includes:

• Roll-in showers

• Wheelchair-accessible bathrooms

• Accessible parking proximity

• Elevator access where applicable

All lodging and meeting facilities shall comply with Title III of the Americans with Disabilities Act (ADA).

7.5.4. Refrigerator and Microwave Rooms

The facility shall provide five (5) guest rooms equipped with refrigerators and microwaves to support attendees with dietary restrictions and medical needs.

If additional charges apply, Respondents shall clearly identify all associated costs in Exhibit B – Price List Options and Availability.

7.5.5. Complimentary Rooms and Upgrades

Respondents are encouraged to provide the following concessions as part of best value consideration:

• One (1) complimentary suite for designated VIP staff

• Five (5) complimentary suite upgrades

• One (1) complimentary room night for every forty (40) paid room nights

Complimentary offerings will be considered during proposal evaluation.

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7.5.6. Overflow Property Requirements

TVC prefers all lodging accommodations to be located at one property.

If the full room block cannot be accommodated at a single property:

• A minimum of seventy percent (70%) of peak room nights must be located at the headquarter hotel

• Remaining overflow rooms may be located at a secondary property within easy walking distance of the primary hotel or meeting facility

• Both properties must offer matching government rates

• Overflow locations must meet all accessibility and service requirements identified in this RFP

7.5.7. Additional Lodging Preferences

Preferred value-added services include:

• Government per diem honored up to three (3) days before and three (3) days after conference dates

• Complimentary Wi-Fi in guest rooms

• Complimentary self-parking

• Refrigerator and microwave availability beyond minimum required rooms

These items may be considered during best value evaluation.

7.6. Conference and Meeting Room Requirements

The facility shall provide all meeting rooms, general session space, breakout rooms, registration areas, and planning support areas necessary for successful conference operations.

Training sessions and conference activities will occur over four (3) operational conference days, plus one (1) setup day.

7.6.1. General Meeting Space Requirements

The facility shall provide:

• One (1) General Session Ballroom

• One (1) Breakout Rooms

• One (1) Registration Area

Meeting spaces shall support approximately one hundred (100) attendees daily.

Rooms must remain available beginning Day 0 at 12:00 PM through Day 3 at 2:00

PM.

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7.6.2. Room Configuration Requirements

Meeting rooms must accommodate the required capacities listed in the room matrix and allow for the following preferred setup styles:

• Classroom

• Rounds

• Crescent Rounds

Final room layouts and configurations will be provided by the TVC Event Project Manager after contract award.

Rooms shall include additional rear space for ADA mobility equipment storage, including wheelchairs, scooters, walkers, and other assistive devices.

7.6.3. Registration Area Requirements

The facility shall provide a designated registration area for attendee check-in, guest welcome, and event support operations.

The registration area shall include:

• Skirted tables

• Power access

• Extension cords

• Wi-Fi access

• Convenient access near the main conference area or facility lobby

Registration space shall be available from Day 0 through Day 3.

7.6.4. Boardroom and Planning Space Requirements

Secure Planning Room

One (1) dedicated secure planning room for approximately twenty (20) staff members for daily event operations, planning coordination, storage, and staff support.

Preferred features include:

• Lockable access

• Tables and chairs

• Wireless internet

• Refrigerator access

Secure A/V Storage Room

One (1) complimentary secure room for storage of A/V equipment, event supplies, and operational materials.

This space may be combined with the planning room if sufficient space is available.

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8. Meeting Room Requirements Matrix (Detailed by Day)

Day 0 (Setup, Walkthrough & Registration) Time Rooms Capacity Setup Notes

12 PM–11 PM Registration 6 Skirted tables Power + Wi-Fi

1 PM–3 PM 1 Ballroom 100 Crescent rounds

General Session Setup (See section 9.1 A/V required)

Day 1 (General Session)

7 AM–11 PM Registration 6 Skirted tables Power + Wi-Fi

7 AM–11 PM 1 Ballrooms 100 Crescent rounds

General Session Setup (See section 9.1 A/V required)

7 AM–11 PM 1 Breakout 20 Crescent rounds

Breakout Setup (See section 9.2 A/V required)

Day 2 (Breakouts)

7 AM–11 PM Registration 6 Skirted tables Power + Wi-Fi

7 AM–11 PM 1 Ballrooms 100 Crescent rounds

General Session Setup (See section 9.1 A/V required)

7 AM–11 PM 1 Breakout 20 Crescent rounds

Day 3 (Closing General Session)

7 AM–11 PM Registration 6 Skirted tables Power + Wi-Fi

7 AM–11 PM 1 Ballrooms 100 Crescent rounds

General Session Setup (See section 9.1 A/V required)

7 AM–11 PM 1 Breakout 20 Crescent rounds

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9. A/V Requirements

9.1. General Session A/V Requirements

The General Session Ballroom shall include:

• Speaker podium

• Two (2) wireless microphones or two (2) wireless lapel microphones

• In-house sound system

• Stage with ADA-compliant ramp

• Two (2) projectors and projection screens

• A/V technician onsite during all general sessions

• Soundboard support

• Presenter internet access (hard-wired preferred; Wi-Fi acceptable)

TVC will provide presenter laptops unless otherwise specified.

9.2. Breakout Room A/V Requirements

Each breakout room shall include:

• Speaker podium

• One (1) microphone (wireless preferred)

• In-house sound

• One (1) projector and projection screen

• Presenter internet access (hard-wired preferred; Wi-Fi acceptable)

9.3. Power and Electrical Requirements

Each meeting room shall include:

• Two (2) power strips

• Two (2) extension cords with sufficient length to reach the center of the room

If costs are associated with power strips or extension cords with cable cover, Respondents shall clearly identify those costs in Exhibit B.

Preferred:

• Charging stations for attendee laptops and mobile devices

If charging station fees apply, costs must be separately identified.

9.4. Internet and Wi-Fi Requirements

All meeting rooms, banquet areas, and presentation spaces shall include reliable Wi-Fi access for presenters and attendees.

Presenter internet access must support live presentations, demonstrations, and operational business needs.

If internet service fees apply, Respondents shall clearly identify all costs in Exhibit B.

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In the event of internet failure, service disruption, or connectivity interruption, the facility shall provide an alternate connectivity solution at no additional cost to TVC for the duration of the conference.

9.5. Reduced Pricing Expectations

Meeting room rental, A/V services, banquet space, and associated conference support services shall be offered at reduced government rates or best available pricing in consideration of the State of Texas procurement requirements and total event value.

10. Parking Requirements

10.1.1. General Parking Capacity

The facility shall provide sufficient parking accommodations for approximately one hundred (100) attendees per day.

Parking availability must support:

• Hotel guests

• Daily conference attendees

• Oversized vehicles

• ADA-accessible vehicles and mobility equipment access

Adequate open-space parking must be available for attendees utilizing larger vehicles or accessibility equipment.

10.1.2. Parking Location

Parking shall be:

• Onsite, or

• Located within one to two (1–2) blocks of the conference and lodging facilities

Self-parking for overnight guests and daily conference attendees should be complimentary whenever available.

Parking accessibility and convenience will be considered in determining best value.

10.1.3. Shuttle Services

Preferred value-added services include complimentary scheduled shuttle transportation between:

• Overflow lodging properties

• Meeting facilities

• Evening event locations

• Offsite banquet locations (if applicable)

If shuttle services are available, Respondents shall provide service details and any associated costs in Exhibit B.

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10.1.4. Arrival and Departure Schedule

All participants are anticipated to arrive on Day 0 and depart on Day 4.

Parking availability must support this schedule and any early arrival requirements for planning staff and instructors.

11. Facility Requirements

11.1. Registration and Welcome Area

The facility shall provide designated space within the facility lobby, near the conference area, or in a stand-alone room for attendee registration and guest welcome.

This space shall be available from:

• Day 0 for setup

• Day 1 through Day 3 for active conference operations

The registration area shall include sufficient table space, electrical access, and operational support for event staff.

11.2. Planning and Operations Room

The facility shall provide one (1) dedicated secure working room for approximately twenty (20) planning staff.

This room shall be used for:

• Daily operational planning

• Staff coordination

• Secure storage of conference materials

• Leadership support

• Administrative operations

The room shall include:

• Lockable access

• Tables and chairs

• Wireless internet access

• Adequate electrical outlets

Preferred:

Refrigerator access for planning staff

11.3. Audio/Visual Storage Room

The facility shall provide one (1) complimentary secure room for storage of audio/visual equipment, event supplies, signage, and operational materials.

This space may be combined with the planning room if sufficient secure storage capacity exists.

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11.4. Internet Access

The facility may provide high-speed internet access sufficient to support:

• Conference operations

• Presenter needs

• Simultaneous computer usage

• Registration functions

• Administrative operations

Any associated internet costs must be clearly identified in the pricing proposal.

11.5. 24-Hour Meeting Room Access

The facility shall provide twenty-four (24) hour access to meeting rooms to allow for:

• Daily room setup

• Overnight preparation

• Early morning event preparation

• Equipment testing

• Next-day conference staging

Access to the main general session room shall be available no later than two (2) hours prior to daily event start times.

11.6. Stage, Podium, and Presentation

• Speaker podium in the main meeting room

• Stage or riser area for general sessions

• ADA-compliant stage access ramp

• Optional stage curtains, if available

Stage size shall be sufficient to support opening sessions, awards presentations, and leadership presentations.

11.7. Sound System

The facility shall provide a professional in-house sound system for the main general session room.

Respondents shall submit a complete A/V rate card with proposal pricing.

All pricing must be clearly identified:

• Equipment charges

• Labor charges

• Technician fees

• Set-up and breakdown fees

• Additional service fees

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11.8. Tables, Chairs, and Linens

The facility shall provide all tables, chairs, linens, and table covering required for:

• General sessions

• Breakout rooms

• Registration areas

• Boardrooms

• Banquet functions

No separate hidden fees for standard room setup shall be permitted.

11.9. Projection Screens and Equipment Support

Projection screens shall be provided in:

• Main general session rooms

• Breakout rooms

• Boardrooms, if required

Facilities shall provide adequate electrical outlets and infrastructure to support all media and presentation equipment.

11.10. Facility Map and Delivery Access

The facility shall provide a current facility map identifying:

• Meeting room locations

• Registration area

• Loading and unloading zones

• Supply drop-off areas

• ADA-accessible entrances

• Parking areas

• Overflow lodging locations, if applicable

This information shall support event planning and operational logistics.

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11.11. ADA Compliance Requirements

The facility, guest rooms, meeting rooms, common areas, and all conference functions shall comply with Title III of the Americans with Disabilities Act (ADA).

Minimum ADA requirements include:

• Accessible elevators in all primary areas when multiple floors are used

• Accessible meeting rooms and public spaces

• Accessible guest rooms

• Accessible restrooms

• Accessible parking

• No reliance on freight elevators for attendee accessibility needs

Freight elevators shall not serve as the primary accessible route for individuals with disabilities.

Compliance with ADA requirements is mandatory.

Failure to meet ADA requirements may result in proposal disqualification.

11.12. Convention and Visitor Bureau Support

TVC encourages participation and support from local tourism entities, including:

• Convention and Visitor Bureaus (CVBs)

• Destination Marketing Organizations (DMOs)

Consideration may be given for:

• Sponsorships

• Welcome services

• Hospitality support

• Transportation assistance

• Promotional incentives

• Cost-saving opportunities

Respondents shall identify all available incentives in Exhibit B.

12. Schedule Requirements

12.1. Master Account Management

The selected contractor shall maintain a master account for all contracted services including:

• Meeting room rentals

• Audio/visual services

• Approved direct-bill lodging

• Food and beverage services

• Approved conference-related charges

The contractor shall provide clear billing reconciliation and final invoice review upon conference completion.

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12.2. Rooming List Management

TVC will provide the final rooming list for direct-bill attendees by an agreed-upon deadline prior to arrival.

TVC will use best efforts to communicate reservation updates, cancellations, and attendee changes as they occur.

The facility shall maintain flexibility to support operational adjustments where reasonably possible.

12.3. Early Arrival for Planning Staff

Planning staff, instructors, and select operational personnel may arrive one (1) day prior to the official conference start date for event setup and preparation.

No meals are required for this early arrival day unless otherwise approved in writing.

The facility shall ensure room availability and operational access for these attendees.

12.4. Preliminary Conference Schedule

The anticipated conference structure is outlined below. Final meeting space assignments and operational schedules may be adjusted by TVC based on agency needs.

Day 0

• Staff arrival

• Registration setup

• Opening Session walkthrough

• Final logistics review

• Leadership preparation meetings

Day 1

• General Session

• Breakout

Day 2

• General Session

• Breakout

Day 3

• Closing ceremony

• Checkout and departure

TVC reserves the right to modify meeting space requirements, room assignments, and conference schedules as operational needs require.

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13. VETHUB Subcontracting Plan (HSP)

Texas Veterans Commission has determined that there are no probable subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) for this solicitation.

Therefore, submission of a VetHUB Subcontracting Plan (VHSP) is not required.

However, Respondents are encouraged to identify any VetHUB participation opportunities and subcontracting relationships that may enhance best value to the State.

All VetHUB participation shall comply with applicable State of Texas procurement requirements and reporting standards.

14. Texas Veterans Commission Responsibilities

14.1. Event Project Manager

Upon contract award, TVC shall designate an Event Project Manager who will serve as the primary operational point of contact between the agency and the awarded contractor.

The Event Project Manager shall coordinate:

• Meeting space requirements

• Final room layouts

• Rooming list management

• Event logistics

• Operational planning

• Invoice review and reconciliation

14.2. Materials and Equipment

TVC shall not furnish labor, materials, facilities, or equipment unless specifically identified in the resulting contract.

TVC will provide presenter laptops unless otherwise approved.

All other operational requirements remain the responsibility of the contractor unless otherwise stated in writing.

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15. Contract Administration

15.1. Performance Monitoring

TVC will maintain ongoing oversight of the Contractor’s performance to ensure all services are delivered in accordance with the specifications, pricing, timelines, and contractual requirements established in this RFP and the resulting contract.

TVC reserves the right to review, inspect, and verify all services, invoices, deliverables, and conference operations prior to acceptance and payment.

Payment shall not be made until services have been reviewed and accepted by TVC.

15.2. Contract Administration Responsibilities

Contract administration is a joint responsibility of:

• Texas Veterans Commission Veterans Employment Services (VES)

• Texas Veterans Commission Training and Event Management (TEM) and

Purchasing and Contracts (P&C)

The Purchasing and Contracts Division and Training and Event Management shall be responsible for administration of the formal contractual relationship between TVC and the awarded Contractor.

Upon contract award, TVC shall designate an Event Project Manager who will serve as the primary operational contact for conference execution.

The Event Project Manager shall not have authority to:

• amend the contract

• waive contractual terms

• approve pricing changes

• authorize scope changes

• alter procurement requirements

Only authorized P&C and TEM representatives may approve contract modifications.

15.3. Contract Management Duties

Contract administration responsibilities include, but are not limited to:

15.3.1. Performance Monitoring

Monitoring Contractor progress and ensuring all services conform to contract requirements, meeting space specifications, pricing commitments, accessibility standards, and conference expectations.

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15.3.2. Invoice Review and Payment Approval

Reviewing invoices, validating deliverables, verifying pricing accuracy, and ensuring payment approval only for services properly performed and accepted.

15.3.3. Vendor Coordination

Meeting with the Contractor to review conference progress, address operational concerns, discuss corrective actions, and resolve contract performance issues.

15.3.4. Breach Identification

Identifying actual or potential breach of contract by assessing the difference between required performance and actual performance, including service failures, pricing discrepancies, delivery failures, or non-compliance.

15.3.5. Procurement Compliance

Ensuring compliance with the State of Texas Procurement and Contract Management Guide, Texas Government Code requirements, audit standards, and agency procurement policies.

16. Fees and Pricing

16.1. Pricing Requirements

Respondents shall provide a complete, detailed, and fully itemized pricing proposal for all services required under this RFP.

Pricing must be transparent, auditable, and sufficient for evaluation of best value.

Failure to provide clear pricing may result in reduced evaluation scoring or proposal disqualification.

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16.2. Required Pricing Detail

At a minimum, pricing submission shall include:

16.2.1. Meeting Space Pricing

A turnkey price for all meeting rooms including:

• room rental

• standard setup and breakdown

• tables and chairs

• linens

• registration area setup

• boardrooms

• planning room

• secure storage room

• service fees

• labor charges

• facility fees

Separate hidden fees for standard meeting room operations are not permitted.

16.2.2. Audio/Visual Pricing

Complete pricing for all A/V services including:

• general session setup

• breakout room setup

• podiums

• microphones

• projectors

• screens

• sound systems

• staging

• ADA ramp access

• technician support

• soundboard operations

• internet access charges

• setup and breakdown fees

If A/V services are subcontracted, the third-party A/V provider must be clearly identified in the proposal.

All subcontracted pricing must be included in the proposal submission.

Veterans Mental Health Dept. RFP No. RFP No. 403-2027-1801-002 28 |

16.2.3. Lodging Pricing

Pricing for:

• standard guest rooms

• suites

• junior suites

• ADA rooms

• refrigerator/microwave rooms

• overflow property rooms (if applicable)

Rates must comply with State of Texas government lodging per diem requirements.

16.2.4. Food and Beverage Pricing

Detailed pricing for:

• breakfast options

• lunch options

• banquet dinner

• beverage stations

• evening social event options

• offsite meal options (if applicable)

All service fees, administrative fees, taxes, and mandatory charges must be separately identified.

16.2.5. Parking and Transportation

Pricing for:

• self-parking

• valet parking (if applicable)

• shuttle services

• overflow transportation support

16.3. Pricing Validity

All proposal pricing shall remain firm for a minimum of one hundred eighty (180) calendar days from the proposal due date.

No price increases shall be permitted during the evaluation period.

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Cost Evaluation

Costs will be evaluated separately by the Purchasing and Contracts Division in accordance with State of Texas procurement guidelines.

Evaluation committee members shall not score cost proposals unless specifically authorized.

Cost scoring shall consider:

• total cost of ownership

• Pricing Transparency

• government rate compliance

• value-added concessions

• reduced fees and negotiated savings

• Overall, best value to the State

Lowest cost alone does not guarantee award.

17. Price Adjustments

17.1. Price Decrases

Price decreases may be offered at any time during the contract term.

The Contractor shall promptly notify TVC of any industry-wide price reductions, promotional reductions, or pricing adjustments that would result in cost savings to the State.

Any reduced pricing offered to other customers under similar circumstances shall be made available to TVC for the same proportional benefit.

Failure to disclose applicable price reductions may constitute breach of contract.

17.2. Price Increases

The Change Control process for any pricing adjustment (upward or downward) shall identify the applicable Consumer Price Index (CPI) or Producer Price Index (PPI) that the Contractor will be required to use. The solicitation shall specify the applicable index and the formula to be used for calculating any approved price adjustment. Both the indexes and the associated formulas are published by the U.S. Bureau of Labor Statistics (BLS).

No pricing adjustment shall be considered unless it is processed through the approved Change Control process and is supported by the applicable CPI or PPI and the formula identified in this solicitation.

No verbal approval shall be valid.

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17.3. Contract Cancellation

If the Contractor fails to honor agreed pricing, pricing protections, or contractual obligations, TVC reserves the right to:

• cancel the contract

• award to the next best value Respondent

• resolicit the procurement

• pursue any remedies available under law or contract

TVC shall determine which action is in the best interest of the State.

18. ADDING NEW PRODUCTS OR SERVICES AFTER AWARD

18.1. Additional Services

Following contract award, additional products or services within the same general scope of this solicitation may be added if determined necessary for successful event execution and if permitted under applicable State of Texas procurement laws and agency policies.

Examples may include:

• additional breakout rooms

• extended room nights

• additional banquet functions

• expanded A/V services

• overflow lodging adjustments

• transportation services

• conference support services

18.2. Written Request Requirement

Any request for additional services must be initiated in writing by TVC.

The Contractor shall submit written pricing and service details for review and approval prior to any work being performed.

No verbal approval shall authorize additional charges.

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18.3. Pricing Review and Negotiation

All additional pricing shall be subject to review, negotiation, and approval by TVC Purchasing and Contracts.

• accept the proposed pricing

• negotiating pricing reductions

• reject the proposal

• seek pricing from alternative sources

• issue a separate procurement if determined to be in the best interest of the

State

Approval of additional services shall not be interpreted as automatic or guaranteed.

19. MODIFICATINS OF CONTRACT TERMS AND AMENDMENTS

19.1. Governing Contract Terms

The terms and conditions of the executed contract shall govern all transactions under the agreement.

Purchase orders, invoices, vendor forms, or supplemental documents shall not override the contract unless specifically approved in writing by authorized TVC representatives.

19.2. Written Amendments Required

The contract may only be modified, amended, extended, or renewed through a written amendment signed by:

• an authorized representative of Texas Veterans Commission Purchasing and Contracts

• an authorized representative of the Contractor

No verbal agreements, emails, or informal approvals shall constitute a valid contract amendment.

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19.3. Purchase Order Language

Terms and conditions that do not conflict with the executed contract may be included in a

Purchase Order if acceptable to both parties.

No Purchase Order term may:

• reduce contractor obligations

• diminish State protections

• alter pricing without approval

• conflict with executed contract terms

In the event of a conflict, the executed contract shall control.

20. COMPENSATION AND BILLING

20.1. Individual Attendee Charges

General conference attendees shall be individually responsible for personal charges incurred during their stay, including but not limited to:

• personal guest room charges

• personal room upgrades

• telephone charges

• incidental charges

• minibar charges

• personal food and beverage purchases

• valet parking, if applicable

These charges shall not be billed to TVC unless specifically approved in writing.

20.2. Direct / Master Billing

TVC shall establish direct or master billing only for approved conference-related expenses including:

• designated lodging accommodations

• contracted meeting space

• approved food and beverage services

• approved A/V services

• other approved contractual conference services

TVC will provide the final direct-bill guest list by the required deadline established with the Contractor.

Only approved attendees shall be included under direct billing.

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20.3. Final Reconciliation

Final billing shall be based only on:

• actual attendees

• actual room usage

• actual approved services provided

• final approved conference requirements

TVC shall not be responsible for:

• unused blocked rooms

• Attrition penalties

• estimated revenue losses

• unapproved service charges

• penalties for reduced attendance

Final invoice reconciliation must be completed after conference completion and prior to final payment approval.

21. INVOICING AND PAYMENT

21.1. Invoice Submission

The Contractor shall submit all invoices to:

Accounts Payable

1801 Congress Avenue, Suite 14S Austin, Texas 78711-2277

Invoices must be submitted only after conference completion unless otherwise approved in writing by TVC.

21.2. Payment Method

Payment for meeting space, approved meals, and audio/visual services shall be made by Purchase Order.

Lodging shall be direct billed in accordance with approved guest room lists.

The invoice submitted by the Contractor must be complete, final, and all-inclusive.

Separate gratuity charges shall not be reimbursed.

The State of Texas is prohibited from paying gratuities.

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21.3. State Travel Compliance

In accordance with the General Appropriations Act and State of Texas travel policies, lodging and meal costs shall not exceed applicable federal travel rates established by the U.S. General Services Administration (GSA), unless otherwise approved under state travel policy.

Respondents are responsible for ensuring pricing compliance.

21.4. Required Invoice Elements

Invoices must include:

21.4.1. Vendor Information

• legal vendor name exactly as shown on the contract

• Texas Payee Identification Number (PIN)

• correct remit-to address

21.4.2. Agency Information

• name of receiving agency

• contract number

• purchase order number

21.4.3. Service Detail

• Description of services provided

• quantity

• unit of measure

• unit price

• extended price for each line item

21.4.4. Financial Detail

• total invoice amount

• discounts, if applicable

• deductions

• final net amount due

21.4.5. Supporting Documentation

• rooming list reconciliation

• banquet event orders (BEOs), if required

• final meeting room usage verification

• approved service documentation

• any additional supporting documentation requested by TVC

Failure to provide complete invoice documentation may delay payment.

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21.5. Payment Terms

TVC may withhold payment if:

• the Contractor is in breach of contract

• services were not performed as required

• Pricing discrepancies exist

• invoice documentation is incomplete

• Unauthorized charges are included

• deliverables have not been accepted

Payment withholding does not waive any other rights or remedies available to TVC under law or contract.

Veterans Mental Health Dept. RFP No. RFP No. 403-2027-1801-002 36 |

SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

The following schedule represents the anticipated procurement timeline for this RFP. TVC reserves the right to modify these dates at its sole discretion. Any changes will be issued through formal addenda posted to the Electronic State Business Daily (ESBD).

Event Date Time (CT)

RFP Issue Date July 7, 2026 5:00 PM

Deadline for Written Questions July 17, 2026 2:00 PM

Responses to Questions / Addenda Posted As Needed By ESBD Posting

Proposal Due Date August 6, 2026 2:00 PM

Evaluation Period August 7-25, 2026 —

Best and Final Offer (BAFO), if Required As Determined by TVC —

Anticipated Notice of Intent to Award November 2026 —

Contract Execution Upon Final Approval —

Late proposals will not be accepted

Respondents are solely responsible for monitoring the ESBD for updates, addenda, and official communications related to this solicitation.

2. INQUIRIES

2.1. Official Point of Contact

All communications regarding this solicitation must be directed in writing to the designated procurement contacts below.

Unauthorized communication with other TVC staff regarding this solicitation may result in disqualification.

Procurement Contacts

Santos Saldaña III, CTCD, CTCM Lead Contract Developer

Tycin Thompson, CTCD, CTCM Training and Event Management Manager

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2.2. Written Questions Only

All questions regarding this RFP must be submitted in writing by the deadline identified in the Schedule of Events.

Questions must clearly refer to the applicable:

• section number

• page number

• requirement

• exhibit, if applicable

Verbal questions or informal requests for clarification shall not be considered official.

2.3. Addenda

Responses to questions, clarifications, and official changes to this solicitation will be issued through formal written addenda posted to the ESBD.

Only written addenda issued by TVC shall modify this solicitation.

Respondents are responsible for acknowledging all addenda in their proposal submission.

Failure to acknowledge addenda may result in proposal disqualification.

3. PROPOSAL CONTENT

Respondents shall submit a complete proposal containing all required documentation necessary for evaluation.

Failure to provide complete and accurate information may result in the proposal being determined non-responsive.

Proposals shall be clear, organized, and submitted in the order identified below.

Veterans Mental Health Dept. RFP No. RFP No. 403-2027-1801-002 38 |

3.1. Executive Summary

Provide a summary of the Respondent’s qualifications, venue capabilities, conference experience, and overall approach to meeting the requirements of this

RFP.

Include:

• facility overview

• location advantages

• lodging capacity

• meeting space capabilities

• major value-added services

• summary of best value offerings

3.2. Minimum Qualifications and Experience

Provide documentation demonstrating compliance with all minimum qualifications…