ESBD_538116_1784115730626_Section IV_Order of Return Instructions.pdf

SECTION IV- ORDER OF RETURN INSTRUCTIONS

To facilitate an efficient and consistent evaluation process, Respondents shall organize and submit their Proposals in the order identified below. Proposal responses should be complete, clearly labeled, and include all information requested in this solicitation.

Failure to provide the information requested in this solicitation may result in a determination that the Proposal is non-responsive or may adversely affect the evaluation of the Proposal. TVC reserves the right to waive minor administrative irregularities and request clarification of Proposal information in accordance with applicable State of Texas procurement laws, rules, and policies.

Respondents shall submit all required documents, forms, signatures, and attachments in the format and quantity specified in this solicitation. Proposal sections should be clearly identified and separated by tabs or dividers corresponding to the sections listed below.

1. Proposal Cover Sheet and Executive Summary (Optional)

• Completed Proposal Cover Sheet.

• Optional letter of transmittal or executive summary describing the Respondent's organization, qualifications, and proposed services.

2. Proposal Response

• Complete responses to all requirements identified in Section III of this RFP.

• Responses shall reference the applicable solicitation section number (e.g., III.A., III.B., etc.).

• References to supporting documentation located elsewhere in the Proposal shall be clearly identified.

3. Service Requirements

• Complete responses to all service and technical requirements identified in Section II of this solicitation.

• Responses should address each requirement in the order presented.

4. Past Performance and References (Exhibit A)

• Completed Exhibit A.

• Documentation of similar projects and corresponding client references.

5. Pricing, Options, and Availability (Exhibit B)

• Completed Exhibit B.

• All pricing, fees, rates, service charges, options, and availability information requested in this solicitation.

6. Sample Menus (Exhibit C)

• Representative menus and pricing for food and beverage services, if applicable.

7. Execution of Proposal Form (Exhibit D)

• Completed and signed Execution of Proposal Form.

• All required certifications, representations, and acknowledgments.

8. Addenda Acknowledgment

• Signed acknowledgment of each addendum issued for this solicitation.

• Failure to acknowledge material addenda may result in the Proposal being determined non-responsive.

TVC reserves the right to request additional information, clarifications, or supporting documentation from any Respondent as necessary to evaluate Proposals and determine best value to the State of Texas.

EXHIBIT A - PAST PROJECTS / RELEVANT EXPERIENCE

RFP No.: ___________________________ Project Title: _______________________ Respondent Name: ___________________

Instructions Provide information for a minimum of three (3) and a maximum of five (5) projects completed within the last five (5) years that demonstrate the Respondent's ability to successfully perform the services described in this solicitation.

Projects should be similar in scope, complexity, size, and service requirements.

TVC reserves the right to verify any information provided and contact references.

Failure to provide complete information may affect the evaluation of the proposal.

Project #1 Client Information Item Information Client Organization

Contact Name

Title

Phone Number

Email Address

City/State

Project Information Item Information Project Name

Contract Number (if applicable)

Contract Value

Start Date

Completion Date

Current Contract (Yes/No)

Number of Participants/Attendees

Number of Room Nights (if applicable)

Project Description Provide a brief description of the project.

Scope of Services Provided Check all that apply:

☐ Meeting Space Management ☐ Lodging Coordination ☐ Audio/Visual Services ☐ Food & Beverage Services ☐ Registration Services ☐ Conference Planning ☐ Government Contracting ☐ Multi-Day Training Event ☐ Event Logistics Management ☐ Other: __________________________

Project Outcomes Describe the results achieved and how the project met the client's objectives.

Challenges and Resolution Describe any significant challenges encountered and how they were resolved.

Reference Authorization By signing below, I certify that the information provided is accurate and that the reference listed may be contacted by Texas Veterans Commission.

Authorized Representative:

Name: __________________________ Title: ___________________________ Signature: _______________________ Date: ____________________________

Project #2 (Repeat same format)

Project #3 (Repeat same format)

Additional Projects (Optional) Project #4 □ Project #5 □

Summary of Relevant Experience Experience Overview Experience Category Years of Experience Conference & Event Management

Government Contracts

State Agency Events

Lodging & Meeting Services

Audio/Visual Services

Registration Management

Government Clients Served List state, federal, or local government entities served within the past five (5) years.

Government Entity Project Description Year

Litigation, Default, or Contract Termination Disclosure Within the last five (5) years, has the Respondent experienced any of the following?

Question Yes No Contract terminated for cause ☐ ☐ Subject to corrective action plan ☐ ☐ Litigation related to contract performance ☐ ☐ Assessment of damages or penalties ☐ ☐ If yes, provide explanation:

Certification I certify that the information contained in this Exhibit A is true, complete, and accurate.

Respondent Name: ______________________________ Authorized Representative: _______________________ Title: _________________________________________ Signature: _____________________________________ Date: _________________________________________

EXHIBIT B - Price List Options and Availability

Respondent Name:

Description Cost

Lodging Requirements

Meeting Space Requirements

Audio Visual Requirements

Catering

Total $

Respondent shall list line-item costs for all required and additional options available.

Additional Optional Items: Optional items will be awarded in part, in whole, or none, based on the availability of funds. Determination will be made at the time of award. Optional items will be included in the evaluation process. Respondents are strongly encouraged to include all options and amenities available for their properties to allow for consideration.

Item Complementary Cost

EXHIBIT C - SAMPLE MENUS

Respondent is to include Sample Menus for Daily Meals/ Banquet/ and Social Gathering with proposal response.

EXHIBIT D - Execution of Proposal

THE PROPOSER SHALL COMPLETE, SIGN AND RETURN THIS FULL EXHIBIT WITH THE

PROPOSAL. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION OF THE PROPOSAL.

By signature hereon, the Proposer certifies that:

All statements and information prepared and submitted in response to this RFP are current, complete, and accurate.

The proposer has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response. Failure to sign the Execution of the Proposal or signing it with a false statement shall void the submitted offer or any resulting contracts.

Neither the Proposer nor the firm, corporation, partnership, or institution represented by the Proposer or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business.

By signing this Proposal, the Proposer certifies that if a Texas address is shown as the address of the Proposer, the Proposer qualifies as a Texas Resident Bidder as defined in 1 Tex.

Admin. Code §111.2.

Under Section 231.006, Texas Family Code (relating to child support), the individual or business entity named in this solicitation is eligible to receive the specified payment and acknowledges that this Contract may be terminated, and payment withheld if this certification becomes inaccurate. The response shall include the names and Social Security Numbers of each person with a minimum of twenty-five percent (25%) ownership of the business entity submitting the response. Respondents who have pre-registered this information on the Comptroller’s Centralized Master Bidders List have satisfied this requirement. If not pre-registered, provide the names and Social Security Numbers with the Execution of the Proposal.

The proposer is following the Texas Government Code, Section 669.003, relating to contracting with an executive of a state agency. If Section 669.003 applies, Proposer shall provide the following information as an attachment to this response: name of former executive, name of state agency, date of separation from state agency, position with respondent, and date of employment with respondent.

Proposer agrees that any payments due under this Contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas.

Under Tex. Gov’t Code Ann. § 403.055, and § 2252.903, Proposer certifies that it is eligible to receive a Contract, it acknowledges that any Contract may be terminated, and payment withheld if this certification becomes inaccurate, and in the event, Proposer is indebted to the State of Texas or delinquent in paying any taxes owed the State of Texas at the time any Contract is entered into, Proposer agrees that any payment owed to Proposer under the Contract shall first be applied towards the debt or delinquent taxes that the Proposer owes the State of Texas until the debt or delinquent taxes are paid in full. Proposer shall warrant and represent at the time it enters into any Contract that Proposer is not indebted to the State of Texas or delinquent in paying any taxes owed to the State of Texas.

The Proposer represents and warrants that the individual signing this Execution of Proposal is authorized to sign this document on behalf of the Proposer and to bind the Proposer under any Contract resulting from this proposal.

Typed or Printed Name of Proposer

Signature of Authorized Agent

Typed or Printed Name of Authorized Agent

Typed or Printed Title of Authorized Agent

Date

EXHIBIT E - Response Submission Checklist

The following checklist is provided for the convenience of Vendors in their response preparation process. It is not intended to represent an exhaustive list of the mandatory requirements for this RFP. Vendors must ensure that all mandatory requirements for this RFP are met, even if they are not included in this checklist. The mandatory documentation must be submitted with the original and each copy of the response.

A completed checklist shall not be binding on Texas Veterans Commission’s administrative review for compliance with the mandatory response contents specified in this RFP. As step one of the evaluation processes, Texas Veterans Commission will review all responses to ensure compliance with the mandatory response contents as specified in the RFP and reject any response that does not comply.

All responses must be received by Texas Veterans Commission on or before 2:00 p.m. (CT) on the date specified in Section II, Subsection 1 of the solicitation. No late responses will be considered.

Item Check Response email to bidresponses@tvc.texas.gov Email “Subject” line references “RFP 403-2026-1801-004”

Mandatory Responses Contents Check Cover Sheet & Summary Proposal Documents Services Requirements Exhibit A- Past Projects Exhibit B- Price List Required and Options Available Exhibit C- Sample Menus Exhibit D- Execution of Proposal

Additional Response Contents

Addenda- Acknowledge receipt of all addenda issued to this solicitation by returning a signed copy of each addendum

FOR RFP PROPOSAL PURPOSES ONLY:

As noted in the RFP, any and all proposed variances must be included as a separate document and the same noted conspicuously in the response.

No changes, approved as to form by Proposer: Initials

Signature

Approved as to form, except as specifically noted - variances attached. Initials

Signature