ESBD_556289_1788551635816_SOL_RFP_371-00026.pdf

TEXAS CYBER COMMAND

Request for Proposal 371-00026

Event Planning and Management

Commodity Item Commodity Item Description

906-52 Interior Design, Decorating, Space Planning, Exhibits and Displays

962-60 Party, Holiday, and Event Decorating and Planning Services

915-22 Communications Marketing Services

915-23 Conference Coordinating and Planning Services

Issued: September 4, 2026

Responses Due: September 28, 2026 5:00pm CST

371-00026

SOLICITATION CONTENTS

The list below contains a summary of the documents comprising this Request for Proposal (RFP) issued by Texas Cyber Command (TXCC). Vendor is responsible for fulfilling all requirements contained in these documents.

RFP 371-00026 (this document)

a. Appendices

Appendix A Standard Terms and Conditions

b. Exhibits

Exhibit A: Vendor Information and Certifications Form Exhibit A1: Exceptions Table Exhibit B: Vendor History and Experience Exhibit C: State of Texas Subcontracting Plan (SP) Exhibit D: Pricing Schedule Exhibit E: Vendor Reference Exhibit F: Vendor Release of Liability Exhibit G: Voluntary Product Accessibility Template (VPAT)

TABLE OF CONTENTS

1. INTRODUCTION

1.1. Purpose

1.2. TXCC Vision and Desired Outcomes

1.2.1 Introduction

1.2.2 Background

2. SCOPE

2.1. Required Services

2.1.1 Minimum Requirements

2.2. Planning Activities

2.3. Event Management

2.3.1 Exhibitor Coordination and Management

2.3.2 Site and Venue Coordination

2.3.3 Event Registration

2.3.4 Speaker Coordination

2.3.5 Event Materials

2.4. Event Reports

3. MARKETING AND COMMUNICATIONS

4. PRICING

5. ELECTRONIC AND INFORMATION RESOURCES (EIR) ACCESSIBILITY

6. TX-RAMP

7. CONTRACT INFORMATION

7.1. Proposed Changes and Exceptions

7.2. Term of Contract

7.3. Option to Extend

7.4. Transition

8. GENERAL SOLICITATION INFORMATION

8.1. Point of Contact

8.2. Response Integrity

8.3. Schedule of Events

8.3.1 Written Questions and Official Answers

8.4. Veteran Heroes United in Business (VETHUB)

8.4.1 Subcontracting Plan

8.5. VetHUB Continuing Performance

8.5.1 VetHUB Resources Available

8.6. Vendor Qualifications

8.6.1 Federal Requirements

8.6.2 Vendor Performance and Debarment

8.6.3 Required Vendor and Subcontractor Current and Former State Employee Disclosures

8.6.4 Cybersecurity Training

8.6.5 Insurance Requirements

8.6.6 Financial Reports and Ability to Perform

8.7. Response Deadline and Submission Requirements

8.8. Response Instructions

8.8.1 Vendor Experience

8.8.2 No Marketing Materials Desired

8.8.3 Response Documents

8.8.4 Response Files

8.9. Rejection of Responses

8.10. Right to Amend or Withdraw RFP

8.11. Pre-agreement Costs

8.12. Ownership of Responses

8.13. Public Information

8.14. News Release

9. EVALUATIONS, NEGOTIATIONS, AND AWARD

9.1. Evaluation of Responses

9.2. Evaluation Criteria

9.2.1 Pass/Fail Criteria

9.2.2 Weighted Evaluation Criteria

9.3. Negotiations

9.4. Award of Contract

9.5. Protest Procedures

Definitions The following terms and acronyms used in the Contract have the meanings given in this section unless the context indicates otherwise.

“Business Day” means Monday through Friday except for federal, state, and legal holidays observed by the State of Texas.

“Business Hours” means 8:00 a.m. to 5:00 p.m. Central Time.

“Contract” means this formal, written, and legally enforceable agreement between TXCC and Vendor.

“Date of Award” means the date the Contract is fully executed.

“Days” means calendar days unless otherwise specified.

“Parties” means Vendor and TXCC.

“TXCC” means the Texas Cyber Command, a state agency in the executive branch created under Tex. Gov’t Code Ch. 2063.

“Vendor” means the individual, business entity, or organization at any stage in the procurement or contracting process (prior to response, during response, and after contract award).

1. INTRODUCTION

1.1. Purpose

A. The objective of this Request for Proposal (RFP) is to obtain event planning services to TXCC for events in Texas.

B. As a result of this RFP, TXCC expects to receive and evaluate Responses and select one or more qualified Vendors with whom to enter negotiations for a contract award. RFP Section 9 EVALUATIONS, NEGOTIATIONS, AND AWARD contains more information regarding evaluation and Vendor selection process.

TXCC reserves the right to make a single award or multiple awards from this RFP.

All contract(s) awarded will be indefinite quantity contracts with no minimum guarantees of any purchases.

1.2. TXCC Vision and Desired Outcomes

1.2.1 Introduction

TXCC hosts events that provide education and training on Cybersecurity to state and local governments, public education institutions, and the general public. TXCC is seeking planning and management assistance for hosting these events.

1.2.2 Background

Past events have been remote, in-person, or a hybrid of remote and in-person participants. Below is a sample of events to be hosted by TXCC:

A. Information Security Forum (ISF): This is the premier cybersecurity event for state and local government and public education institutions across Texas, aimed at IT and Cyber professionals, information security officers, and security leaders from across the state for two days of learning, collaboration, and innovation. This has become a flagship event focusing on security trends and upcoming technologies. The ISF is a two-day event that draws approximately 500 attendees and over 100 exhibitors and sponsors for an approximate total of 1,000 people.

B. Information Security Officer (ISO) Summit: The ISO Summit is an annual in-person meeting for officially designated state ISOs from state agencies, universities, and junior colleges. The purpose of this event is to bring designated Cyber Information Security Officers together in person to network and discuss initiatives and challenges they face. This one-day event requires minimal assistance from the Vendor.

C. Cybersecurity Awareness Month: A month-long series of events aimed at teaching state and local governments, public education institutions, and the general public how to maintain a robust first line of defense, which begins with establishing a culture of cybersecurity awareness.

2. SCOPE

2.1. Required Services

TXCC intends to contract with Vendor(s) to provide the services listed below.

2.1.1 Minimum Requirements

The Vendor(s) must:

a. Be solely responsible for managing all event expenses and fees collected from exhibitors, including:

i. Administrative expenses (i.e., supplies, materials, postages, copies, etc.);

ii. Travel expenses (travel expenses for Vendor(s) are subject to Appendix A: Terms and Conditions, Section 8.4 Travel Expense Reimbursement);

iii. Registration expenses; and

iv. Any other TXCC approved costs incurred by the Vendor(s) in relation to the planning and execution of events.

b. Contract with venues and vendors as required for the execution of each

TXCC approved event under the awarded Service Agreement, including all applicable permits and insurance.

c. Ensure funds are not used for prohibited purchases, such as food and alcohol.

d. Maintain all accounting records pertaining to event receipts and expenditures.

e. Maintain separate record keeping for each event, with the expenses and accounts managed separately unless otherwise directed by TXCC.

f. Ensure event expenses are paid timely in accordance with invoice requirements.

g. Report all fees collected and expenses to TXCC on an agreed schedule.

h. Report any balance of unused funds that must be retained to cover expenses for future events.

i. Possess a minimum 10 years of experience and expertise for individual(s) who may be assigned to TXCC under the proposed agreement

j. Demonstrate experience managing approximately 150-225 exhibitors.

Include experience managing service providers (i.e. caterers, decorators, audio/video providers). Please note any previous experience representing Texas state agencies or local governments.

2.2. Planning Activities

TXCC will provide the Vendor(s) with a draft events schedule for the term of the Contract upon award. TXCC reserves the right to make changes to the draft events schedule throughout the term of the Contract to best serve our constituents. The Vendor(s) must manage all event planning activities, including:

A. As requested by TXCC, participate in Vendor planning committee meetings during the planning stages of an event;

B. As requested by TXCC, assist in the development of the meeting agenda and supporting materials;

C. Coordination and execution of all advertising activities to publicize the events, including exhibitor opportunities and attendee registrations; and

D. Develop and manage a project schedule/timeline to accomplish all required tasks.

2.3. Event Management

Vendor is responsible for all event management activities below. TXCC reserves the right to expand responsibilities as needed.

2.3.1 Exhibitor Coordination and Management

Vendor must:

A. Maintain an exhibitor repository to include past exhibitors and vendors interested in becoming an exhibitor;

B. Manage and host all facets of online exhibitor registration, including notification to vendors, and oversee all details of payment processing, including refunds, cancellations, etc.

C. Ensure that online exhibitor registration and other online tools are compliant with DIR rules 1 Texas Administrative Code 206 and 1 Texas Administrative Code 213 and usable by people with disabilities;

D. Serve as the point of contact for all exhibitors;

E. Provide exhibitor coordination and management;

F. Ensure event break-down activities have been completed and all extra materials have been removed;

G. Provide email confirmation to exhibitors who have completed event registration, as well as on-site exhibitor check-in and registration; and H. Provide vendor management for any vendors providing event services.

2.3.2 Site and Venue Coordination

Vendor must:

A. Coordinate with TXCC when needed to identify and select event venues that meet event requirements and budget;

B. Coordinate with event facility and oversee catering requirements as specified by TXCC during planning activities;

C. Coordinate with event facility and oversee technical and A/V requirements;

D. Organize on-site event activities as directed by TXCC;

E. Conduct a pre-event walkthrough with TXCC at the event venue to review logistics;

F. Make any last-minute changes or additions to the TXCC agenda as determined by the pre-event walkthrough;

G. Coordinate hybrid/virtual delivery of events when requested;

H. Coordinate with TXCC for the licensing of a virtual platform; and I. Receive prior written approval from TXCC for all site and venue selections.

2.3.3 Event Registration

Vendor must:

A. Create and maintain an on-line event registration site;

B. Handle all logistics of event registration;

C. Ensure that online registration tools are compliant with TXCC rules 1TAC 206 and 1TAC 213 and usable by people with disabilities;

D. Ensure that the registration process includes asking each registrant if special accommodations (i.e., disability, diet, etc.) will be needed at the event;

E. Provide email registration confirmations to all registered attendees;

F. Serve as the main point of contact for conference and registration inquiries;

G. Create and maintain a conference database of attendees to include data fields specified by TXCC;

H. Upon TXCC request, provide an updated registration list; and I. Manage on-site registration, including event material distribution, and provide sufficient staff to minimize check-in and registration time for attendees; TXCC may provide a limited number of personnel to assist with this effort, to be determined during the planning process

2.3.4 Speaker Coordination

Vendor must:

A. Develop and implement outreach for presentations;

B. Organize and submit speaker proposals to TXCC for selection;

C. Notify all speaker applicants on selection/non-selection;

D. Collect speaker materials for conferences, such as abstract, bios, headshots, and presentations;

E. Ensure speakers understand that all PowerPoint presentations, videos, and other presentation materials should be fully accessible to people with disabilities;

F. Notify TXCC of speaker cancellations, substitutions proposed by the presenters, or other changes after selection, and work with TXCC on securing alternative speakers, if needed, and approval of substitutions and other changes;

G. Handle all travel logistics as necessary for keynote speakers; and H. Organize rehearsals with speakers as agreed upon during planning meetings.

2.3.5 Event Materials

As needed, Vendor must:

A. Assist with the planning and development of event signage, as directed by TXCC;

B. Prepare professional name badges for attendees, speakers, TXCC staff, and exhibitors;

C. Prepare event brochures, subject to input and approval by TXCC;

D. Create and provide event materials to attendees in the format determined by

TXCC during the planning process; materials may be printed, in electronic format, or both printed and electronic;

E. Procure and assemble registration packets/bags for attendees, as requested by

TXCC;

F. Prepare a mechanism for attendees to evaluate speakers, presentations, and the overall event;

G. Provide a mobile event application, upon request by TXCC, with information such as schedules, maps, attendee information, exhibitor information, speaker biographies, etc.; and

H. Provide materials that can integrate with emerging event technologies, i.e., QR code scanners, proximity alerts, etc.

2.4. Event Reports

Vendor must:

A. Provide regularly scheduled (monthly) progress reports specific to each event.

Progress reporting begins 6 months before a major event or as needed in preparation for smaller events. Vendor will work with TXCC to schedule meetings as appropriate and will establish and maintain checklists to ensure tasks are completed timely. Progress reports should include, at a minimum:

1. Updated attendance, revenue – broken down by source and type, and exhibitor information (i.e., number of booths sold/remaining, number of inquiries, etc.);

2. By attendee: the name, organization email address, amount paid, amount due, and attendee type; and

3. By exhibitor: the organization name, booth number, email address, amount paid and amount due.

B. At the conclusion of each event, provide a detailed financial report showing all receivables and disbursements. This report is due within 30 calendar days of the budget being finalized, following the event conclusion. The report must include, at a minimum:

1. A master list of all conference registrants, speakers, planning committee members, and exhibitors;

2. A list of all attendees/no-shows;

3. An accounting of all monies received (including balance of monies from previous events) and disbursed with receipts for each transaction; and

4. Any other information relevant to the event.

3. MARKETING AND COMMUNICATIONS

Vendor is responsible for all marketing and communications activities in the list below.

A. Vendor must create and host an informational event website with links to registration and other event-specific information.

B. Vendor must, when necessary, manage the preparation, development, and printing of any necessary signs, brochures, promotional, or marketing materials, subject to TXCC input and approval, in the format determined during the planning phase.

As requested by TXCC, the Vendor must provide design services for event materials on an hourly basis at the rate included in Exhibit D: Pricing Schedule. TXCC will submit design services requests to the Vendor in writing. Before production of designed materials, the Vendor must submit proofs and drafts to TXCC for approval.

4. PRICING

A. Vendors proposed pricing must include costs, fees, licenses, and all expenses for

Vendor’s delivery and performance of the deliverables requested. The final negotiated, contracted pricing and payment structure will represent Vendor’s sole compensation under the Contract. TXCC guarantees no minimum compensation under the Contract.

B. TXCC will negotiate pricing prior to award of the Contract if the pricing offered appears that it may not be best value to TXCC.

C. Vendor must deliver and provide the deliverables described in compliance with all requirements of the Contract on a no minimum, as needed, as requested basis.

Notwithstanding anything else to the contrary in the Contract, TXCC will not make any payments of any amount to Vendor or any other entity or person, and Vendor will not submit any invoices, until Vendor has received approval from TXCC’s Contract Manager specifically stating that TXCC accepts the solution and Vendor is authorized to submit an invoice.

a. For the ISF event, Vendor must invoice TXCC within 30 days of reconciliation for the balance of ISF event-related expenses that were not covered by current and past exhibitor fees.

D. For the purposes of obtaining pricing and evaluating the responses to this RFP, the solution must be priced in the excel spreadsheet attached as Exhibit D, Pricing Schedule. Failure to respond as instructed may result in Vendor’s response being disqualified from further evaluation.

5. ELECTRONIC AND INFORMATION RESOURCES (EIR) ACCESSIBILITY

Vendor must provide a completed Exhibit G, Voluntary Product Accessibility Template (VPAT) (including accessibility conformance reports or vendor accessibility development services questionnaire as applicable) and Section 508 and EIR compliance for all components of the proposed goods or services. See Tex. Gov’t Code Chapter 2054, Subchapter M; 1 Tex. Admin. Code Chapter 213; and 1 Tex. Admin. Code Chapter 206; and WCAG 2.0 AA (current and as subsequently amended). VPAT is a vendor-generated statement (using the required template) that provides relevant information on how a vendor’s product or service claims to conform to the Section 508 Standards.

6. TX-RAMP

Where applicable, Vendors must comply with the requirements of the Texas Risk and Authorization Management Program (TX-RAMP). See Appendix A, Standard Terms and Conditions, Section 9.4(B)(xxiv) for more information.

7. CONTRACT INFORMATION

7.1. Proposed Changes and Exceptions

A. Caution: TXCC may disqualify Vendor’s Response for excessive exceptions.

B. Item 12 of Exhibit A1, Exceptions form contains the format for Vendor to note any exception to any provision, term, or condition specified in the RFP and Standard Terms and Conditions. Vendor should provide any proposed changes to contract language in redline in the “Proposed Language (redline)” column of the chart in Item 13 of Exhibit A1, Exceptions form. Failure to abide by these instructions may result in TXCC rejecting all exceptions submitted by the Vendor.

C. The Vendor must provide, as a separate Microsoft Excel document, a file entitled “ABC_371-00026_Exceptions.xlsx” where “ABC” is the Vendor entity’s name.

The name can be abbreviated/acronym format but should be easily associated with the Vendor.

D. If there are no exceptions, the Vendor must explicitly state the Vendor takes no exception to any part of this RFP.

E. Vendors may request exceptions to standard contract terms and conditions, provided that they provide a legally sustainable reason for the exception (i.e., NOT “My prior contract had the same exception”). If Vendor is unable to comply with these provisions, TXCC may disqualify the Vendor’s Response from further consideration. TXCC in its discretion may or may not accept the Vendor’s requested exceptions; exceptions submitted without a legally sustainable reason will not be considered. Material deviations (including excessive, additional, inconsistent, conflicting, or alternative terms) may render the Response non-responsive and may result in rejection of the bid. In addition to the explanation as to why the Vendor cannot comply with the provision, term, or condition, proposed alternative language must be included in the Response. If Vendor fails to note any exception, Vendor will not be allowed to request an exception at some later date.

F. TXCC reserves the right to make changes to the Contract or the Standard Terms and Conditions if it is in the best interest of the State to do so. Should this occur prior to the award of any Contract, any Vendor selected for negotiations will be notified.

7.2. Term of Contract

A. TXCC anticipates that the term of the Contract will be one year with four optional one-year renewals to be exercised by TXCC at its discretion.

B. RFP, Section 7.1 contains the format for Vendors to note any exception to any provision, term, or condition specified in the RFP.

C. In the event of prolonged Contract negotiations due to lack of responsiveness, or other failure to close Contract negotiations on the part of Vendor that are not due to a failure on the part of TXCC, TXCC may, in its sole discretion, bypass the Vendor and commence negotiations with the next-highest scoring Vendor, or continue with the current Vendor with a shorter contract term.

7.3. Option to Extend

The Vendor agrees that TXCC may require continued performance, beyond the initial or any renewal Contract term, of any of the within described services at the rates specified in the Contract. This option may be exercised more than once, but the total extension of performance hereunder will not exceed 180 calendar days. Such extension of services will be subject to the requirements of the Contract, with the sole and limited exception that the original date of termination will be extended pursuant to this provision. TXCC may exercise this option upon 30 calendar days written notice to the Vendor.

7.4. Transition

In the event that TXCC awards a subsequent competitive solicitation to a new vendor or if TXCC decides to perform the work itself, Vendor must work with TXCC and any new vendor to transition the contract. Upon request by TXCC, vendor will develop a transition plan and submit it for approval within seven days. Vendor should complete transition activities per the approved plan within 30 days, including the turnover of any required items to the agency. TXCC must approve the transition plan before implementation. TXCC will not release the final invoice until Vendor returns all Work to

TXCC.

8. GENERAL SOLICITATION INFORMATION

8.1. Point of Contact

A. Mackenzi Morgan is the sole point of contact for this procurement. Routine correspondence may be directed to procurement@txcc.texas.gov.

B. Vendors must make no contact concerning this RFP with other TXCC personnel, except as permitted by the point of contact. Failure to comply with this requirement at any point prior to contract award may result in disqualification. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

8.2. Response Integrity

A. To ensure the integrity of the competitive process, a Vendor may not directly or indirectly communicate any of the contents of its Response to:

1. A competitor of the Vendor; or

2. Any other company, corporation, firm, partnership, individual, or related entities of the same parent company engaged in the same line of business as the Vendor; or

3. A related entity of the Vendor engaged in the same line of business as the Vendor.

B. This prohibition is in effect during the preparation of the offer and while the offer is pending with TXCC, including the negotiation and finalization of any resulting Contract. The term “related entities” includes affiliates, subsidiaries, associates, branches, and divisions. It does not include entities that may occasionally enter into teaming agreements with one another to provide services under a contract with a third party but otherwise have no legal relationship with each other.

C. When a related entity of the Vendor (whether related at the time that Responses are due or at any time thereafter) submits a competing offer, TXCC may require additional information to ensure each separate Response is independent. Failure to provide or fully disclose all such information may, at TXCC’s discretion, disqualify Vendor or result in the termination of any resulting contract. VENDOR

HAS AN ONGOING DUTY TO UPDATE ALL INFORMATION INCLUDED IN ITS

RESPONSE AT ANY TIME THAT SUCH INFORMATION CHANGES.

8.3. Schedule of Events

It is TXCC’s intention to comply with the following schedule for this RFP. These dates represent a tentative schedule of events. TXCC reserves the right to modify these dates at any time. Prospective Vendors will be notified of modifications to the schedule via the Electronic State Business Daily (ESBD) web site.

Date/Time Activity September 3, 2026 Publish RFP on Electronic State Business Daily

Date/Time Activity September 11, 2026 5:00 PM CT Deadline for submitting questions

September 17, 2026 Answers posted to ESBD September 28, 2026 5:00 PM CST Deadline for submitting responses to RFP

September 2026 – until completed Evaluation of responses, oral presentations (if requested), negotiations, and contract execution

8.3.1 Written Questions and Official Answers

A. Vendors must submit all questions regarding this RFP to the official point of contact listed in RFP Section 8.1. Questions regarding this RFP will be accepted until the date and time specified above in 8.3 Schedule of Events.

B. TXCC will post official answers as an Addendum to this RFP, on the Electronic State Business Daily (ESBD), available at http://www.txsmartbuy.com/esbd.

C. By submission of a question, vendors acknowledge that the applicable question will be posted with each official answer and therefore vendors should not include any confidential or proprietary information in such questions. TXCC will not publish the identity of any vendor that submitted any particular inquiry.

8.4. Veteran Heroes United in Business (VETHUB)

A. A Veteran Heroes United in Business (VetHUB) is a business that is certified by the State of Texas that (1) is a small business owned by service-disabled veterans (SDV), regardless of race, sex, or ethnicity and will be referred to as Veteran Heroes United in Business, or VetHUB; (2) which includes veterans as defined by 38 U.S.C. § 101(2) who have suffered at least a 20% service-connected disability as defined by 38 U.S.C. § 101(16); and (3) has an owner residing in Texas who has a proportionate interest in the business and who actively participates in the control, operations and management of the entity’s affairs. See also 34 Tex.

Admin. Code § 20.282 Emergency Rules.

B. Vendor must make a good faith effort to comply with all state VETHUB requirements under Tex. Gov’t Code Chapter 2161 and the administrative rules, as applicable.

C. Vendor must submit a Subcontracting plan (SP) as part of its response and must comply with implementation of the SP. The Vendor must seek written approval from TXCC prior to making any modifications to its SP. Vendor must also comply with its approved SP.

8.4.1 Subcontracting Plan

A. All Vendors responding to this RFP, including those that are VetHUB certified or those who do not plan to subcontract, must complete an SP in accordance with the State’s policy on utilization of VetHUBs. The SP must be included as part of the response to this RFP. FAILURE TO COMPLETE THE SP AS INSTRUCTED

MAY RESULT IN DISQUALIFICATION OF THE RESPONSE FROM

CONSIDERATION.

B. The State’s Policy on utilization of VetHUBs and SP forms are available at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

C. Please review the SP forms carefully and allow sufficient time to identify and contact VetHUBs and allow them to respond. NOTE: Vendor must demonstrate a good faith effort to contract with new VetHUBs if currently proposed HUBs have performed as subcontractors to the Vendor for more than five years. If the Vendor does not plan to subcontract, Vendor must state that fact in their plan. A scan of the original, signed paper copy of the SP must be submitted with the Response. The completed, approved plan will become a part of the Contract if the Vendor is selected to receive a contract as a result of this RFP.

8.5. VetHUB Continuing Performance

Any Contract includes reporting responsibilities related to subcontracting. Vendor must not change any subcontractor without submitting a revised SP. Any change to a subcontractor and revised SP must be approved in writing by TXCC prior to implementation. TXCC is not required to pay for services received from subcontractors that are not part of an approved SP.

8.5.1 VetHUB Resources Available

A. A list of certified VetHUBs is available on the Texas Comptroller of Public

Accounts (CPA) Website at:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. For additional information, contact the CPA’s VetHUB program office at StatewideHUBProgram@cpa.texas.gov.

B. If Vendor knows of any businesses that may qualify for certification as a VetHUB, they should encourage those businesses to contact the CPA VetHUB program office.

8.6. Vendor Qualifications

8.6.1 Federal Requirements

A. State agencies are prohibited from doing business with terrorists and terrorist organizations. Any Vendor listed in the prohibited Vendor list authorized by Executive Order #13224, "Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism”, published by the United States Department of the Treasury, Office of Foreign Assets Control (Terrorism List) will not be awarded a Contract as a result of this RFP. Any Vendor awarded a Contract (a Contract Holder) must agree that if at any time during the term of the Contract the Contract Holder is listed on the Terrorism List, the Contract Holder must promptly notify TXCC. As part of TXCC’s contract management, periodic checks will be performed to ensure Contract Holder remains in compliance with these Federal Requirements. TXCC will have the absolute right to terminate the Contract without recourse in the event the Contract Holder becomes listed on the Terrorism List.

B. Should any Contract Holder become suspended or debarred from doing business with the federal government as listed in the System for Award Management (SAM) maintained by the General Services Administration, the Contract Holder’s Contract will be terminated without recourse.

C. Contract Holders must comply with the requirements of the Immigration and Reform Act of 1986, the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 ("IIRIRA"), and the Immigration Act of 1990 (8 U.S.C.1101, et seq.)

regarding employment verification and retention of verification forms for any individual(s) hired on or after the effective date of the 1996 Act who will perform any labor or services under this Contract.

8.6.2 Vendor Performance and Debarment

In accordance with 34 Texas Administrative Code, Chapter 20, Subchapter C, a Vendor that is debarred from doing business with the State of Texas will not be awarded a Contract. The list of debarred vendors is located on the CPA Web site at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/debarred-vendors.php

8.6.3 Required Vendor and Subcontractor Current and Former State Employee Disclosures

Vendor must disclose, for itself and on behalf of all of its Subcontractors, in its response to Exhibit A, Vendor Information and Certifications Form, Section F, Ethics and Conflict of Interest, all of the following:

A. Any current or former employees of Vendor who will spend 20% or more of their time on the Contract and are current or former employees of TXCC within the past five years;

B. Any proposed Vendor personnel assigned to work directly on the Contract 20% or more of their time who are related within two degrees of consanguinity of any current or former employees of TXCC. Disclosure of former state employees may be limited to the last five years; and

C. Vendor will certify that they are in compliance with Texas Government Code, Title 6, Subtitle B, Section 669.003, relating to contracting with the executive head of a state agency. If Section 669.003 applies, Vendor will complete the following information in order for the Response to be evaluated: Name of Former Executive, Name of State Agency, Date of Separation for State Agency, Position with Vendor, and Date of Employment with Vendor.

8.6.4 Cybersecurity Training

In accordance with Texas Government Code Section 2063.104 for any contract with a state agency or institution of higher education, if the Vendor, or a subcontractor, officer, or employee of the Vendor, will have access to a state computer system or database, then the Vendor must ensure that such officer, employee, or subcontractor must complete a cybersecurity training program certified under Texas Government Code Section 2063.102 as selected by TXCC. The cybersecurity training program must be completed by such officer, employee, or subcontractor during the term of the contract and during any renewal period. Vendor must verify to TXCC completion of the program by each such officer, employee, or subcontractor.

8.6.5 Insurance Requirements

Unless otherwise specified in this Contract, TXCC’s Standard Terms and Conditions or any other exhibit or attachment, Vendor will acquire and maintain, for the duration of this Contract, insurance coverage necessary to ensure this Contract’s proper performance and cover any potential liabilities with financially sound and reputable insurers licensed by the Texas Department of Insurance, in the type and amount customarily carried within the industry or as determined by TXCC. Vendor will provide evidence of insurance upon request by TXCC.

If any policy is determined by TXCC to be deficient and does not comply with the terms of this Contract, Vendor will secure such additional coverage as required by TXCC, law, regulation, or customary practice. If coverage expires during the term of this Contract, Vendor must produce renewal certificates for each type of coverage.

8.6.6 Financial Reports and Ability to Perform

A. Vendor must provide evidence of its financial resources and its ability to provide the solution for which Vendor is submitting a response. This includes information Vendor believes is pertinent to demonstrate its financial capability, financial solvency, and capacity to fulfill the requirements of this solicitation.

B. Evidence of financial stability include providing audited financial statements for each of the last two years of Vendor’s operations or, in the alternative, financial statements compiled, reviewed, and attested by an independent certified public accountant or certified public accounting firm. Vendor may submit a copy of its Dun & Bradstreet (D&B) Business Information Report. If a D&B Report is submitted the report must include Vendor’s Viability Score and the Portfolio Comparison Score or similar ratings.

C. Vendor must provide documentation and any other financial information reasonably requested by TXCC consistent with the services provided by Vendor or otherwise required by the then applicable TXCC policies for similar contracts.

D. Selected Vendor must also submit to the Contract Manager its financial rating information within 120 days after the end of Vendor’s fiscal year.

E. TXCC reserves the right to investigate and determine the financial integrity and responsibility of a Vendor and to reject a response on the grounds of Vendor’s lack of financial soundness, or if Vendor reasonably concludes, after reviewing the information submitted by Vendor as well as all other relevant information obtained by TXCC, that significant issues exist that could jeopardize Vendor’s full and timely performance. Vendor also reserves this same right throughout the life of the Contract, including before executing any optional renewal with Vendor.

8.7. Response Deadline and Submission Requirements

A. Vendors are required to submit Responses to procurement@txcc.texas.gov in accordance with the requirements outlined in this document. Responses must be received by TXCC on or before the date and time specified in RFP, Section 8.3, Schedule of Events. No late Responses will be reviewed.

B. TXCC takes no responsibility for electronic responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any TXCC anti-virus or other security software. Therefore, TXCC recommends confirming receipt.

8.8. Response Instructions

A. Vendor will follow the instructions set forth in the following Exhibits and

Attachments to this RFP.

B. Vendor will provide the following with their response:

a. Narrative of Experience Submit a narrative to include the following:

1. A brief overview of the firm and the minimum 10 years of experience and expertise for individual(s) who may be assigned to TXCC under the proposed agreement

2. All pertinent information relating to the respondent’s qualifications and ability to perform the services described in Section 2. Scope

3. A description of experience managing approximately 150-225 exhibitors. Include experience managing service providers (i.e.

caterers, decorators, audio/video providers). Please note any previous experience representing Texas state agencies or local governments.

b. Sample Planning Approach

Submit a sample plan to deliver each of the following:

1. Description of online platform(s) used for an exhibitor and attendee registration;

2. Description of how the platform(s) manages registration changes and exhibitor payments;

3. Description and illustration of a general timeline for event preparation;

4. Description of the necessary processes for managing approximately

150-225 exhibitors; and

5. Description of the necessary processes for managing service providers (i.e. caterers, decorators, audio/video providers) C. Each section, Exhibit, and Attachment of this RFP, along with any other associated files, contains individual detailed instructions regarding the required format of the D. Vendor must specifically address, within its response, the requests for information as detailed throughout this solicitation. Respondent is responsible for ensuring that all such information is included within its response.

E. The Vendor is required to respond according to the instructions contained in each section of this RFP.

F. Vendor’s Response must be consistent with the structure, sequencing, and terminology used in this RFP.

G. Vendor is encouraged to provide a response narrative for each section and subsection, in the format in which requirements are presented, in sufficient detail to clearly demonstrate Vendor’s compliance with all requirements of this solicitation, both technical and administrative. Supplemental justification or documentation can be provided as attachments. Vendor must ensure that all material submitted should be directly pertinent to the requirements of this solicitation and will be formatted as to the specific requirement as delineated in this solicitation.

8.8.1 Vendor Experience

A. Vendor must complete Exhibit B, Vendor Experience, providing information regarding its past relevant experience.

B. A résumé of key personnel who will be providing services in any resulting contract, both Vendor and subcontractor employees. These résumés should include the percentage of time each person will dedicate to any resulting contract. The response will include key project personnel as follows:

i. Demonstrated experience in providing the services requested in this solicitation for each key project personnel.

ii. Résumés for key personnel assigned to any resulting contract will include:

project management experience, supervisory experience, business process experience, application languages, hardware installation abilities, software upgrade experience, programming skills/abilities, data formats for each qualifying project.

1) Name

2) Title (current)

3) Education

4) Experience related to projects the staff members were directly involved in:

5) Project(s) Scope

a) Role

b) Related specific technical qualification experience

c) Start and completion dates (must include MM/DD/20YY)

d) Specific work to be performed or deliverables to be provided under the Contract.

C. Vendor must not refer to information provided elsewhere in the RFP Response or reference website links.

8.8.2 No Marketing Materials Desired

Unnecessarily elaborate brochures or other presentations beyond those requested and sufficient to present a complete Response are not desired.

8.8.3 Response Documents

8.8.3.1 Vendor References

Vendor must complete Exhibit F, Vendor Release of Liability and the top portion of Exhibit E, Vendor Reference Form and send to a minimum of three companies or government agencies who are capable of providing comment on the Vendor’s ability to provide the solution described in this RFP and who are willing to do so. Reference should be able to comment on work performed by the Vendor in the past five years.

Instructions are included in Exhibit E, Vendor Reference Form. TXCC is not responsible for undeliverable e-mails or for non-responsive references. Vendor’s references will be considered in accordance with RFP Section 9.2.2, Weighted Evaluation Criteria.

References must respond directly to TXCC on the form provided by the due date in order to be considered for evaluation. Exhibit E, Vendor Reference Form must be submitted by the reference directly to the point of contact listed in the Reference Form.

The Vendor may not submit the reference form to TXCC. Completed Exhibit E, Vendor Reference Forms submitted by the Vendor will NOT be considered. TXCC may contact References for clarification at TXCC’s discretion. Copies of Exhibit F, Vendor Release of Liability forms that are sent to Vendor references must be included in Vendors response to this RFP.

8.8.3.2 Canceled Contract References

Using Exhibit A, Vendor Information and Certifications Form, Attachment 1, Canceled Contracts (included as part of Exhibit A), Vendor must provide the name, title, contact number and description of services provided for any contract that was canceled or prematurely terminated in the past five years. Vendor must include details on the reason for the cancelation and the Vendor’s position relevant to the cancelation, including the final resolution of the contract cancelation. For each company or entity listed, Failure to disclose Canceled Contracts may lead to a Vendor not being considered for award.

8.8.3.3 Addenda to the RFP

Vendors are encouraged to acknowledge receipt of all Addenda by providing a completed and signed version of “page one” of each Addendum with their Response.

Vendors will be held to all terms and requirements of each Addenda regardless of the provision of a signed “page one.” Vendors will also be held to all terms and requirements of any Addenda issued after their submission of a response to this solicitation.

8.8.3.4 State of Texas Certification

Vendor must provide documentation from the appropriate state entity that indicates that Vendor is properly certified to conduct business in the State of Texas (e.g., The Certificate of Existence from the Texas Secretary of State and the Certificate of Account Status from the Comptroller of Public Accounts).

8.8.3.5 Payments

TXCC recommends that Vendor receive payments by electronic funds transfer (EFT), also known as direct deposit. If Vendor elects to be set up for direct deposit payment, Vendor must submit a completed Direct Deposit Authorization Form (74- 176). Regardless of whether Direct Deposit is chosen, Vendor must submit a completed Application for Texas Identification Number (AP-152) and Request for Taxpayer Identification Number and Certifications Form (W-9) with its response. If Vendor has previously submitted a completed Direct Deposit Authorization Form and Request for Taxpayer Identification Number and Certifications Form to TXCC for another separate contract, Vendor is not required to submit another form.

8.8.4 Response Files

The following table summarizes the files to be submitted to TXCC in order to be considered a complete Response, with the corresponding file names.

RFP Reference Form of Response Exhibit A: Vendor Information and Certifications Form – MUST BE SIGNED

“ABC_371-00026_Exhibit A.pdf”

Exhibit B: Vendor History and Experience “ABC_371-00026 _Exhibit B.pdf” Resumes of Key Personnel “ABC_371-00026_Attachment

B1.pdf” Vendor’s Proposed Solution “ABC_371-00026 _Offer.pdf” Exhibit C: Subcontracting Plan (SP) - MUST BE COMPLETED and SIGNED

“ABC_371-00026 _SP.pdf”

Exhibit D: Pricing Schedule “ABC_371-00026 _Pricing.xlsx” Exhibit E: Vendor Reference <Received directly from

References> Exhibit F: Vendor Release of Liability “ABC_371-00026 _Exhibit F.pdf” Exhibit G: VPAT “ABC_371-00026 _VPAT.pdf”

RFP Reference Form of Response Exhibit H: Direct Deposit Authorization Form (74- 176)

“ABC_371-00026_DD.pdf”

Exhibit I: Request for Taxpayer Identification Number and Certifications (W-9)

“ABC_371-00026_W-9.pdf”

Exhibit J: Application for Texas Identification Number (AP-152)

“ABC_371-00026_AP-152.pdf”

Exhibit A1: Exceptions - Any Exceptions requested or Affirmative Statement that Vendor takes no Exceptions

“ABC_371-00026 _Exceptions.xlsx”

Redlined version of Appendix A Standard Terms and Conditions, if applicable

“ABC_371-00026

_Exceptions_Redline.pdf”

Narrative of Experience (Section 8.8B(a) “ABC_371-00026_NOE.pdf” Sample Planning Approach (Section 8.8B(b) “ABC_371-00026_SPA.pdf” Signed Addenda to the RFP (not required) “ABC_371-00026 _Addenda.pdf” Financial Documentation “ABC_371-00026 _Financials.pdf” State of Texas Certification “ABC_371-00026_Certification.pdf”

8.9. Rejection of Responses

TXCC has sole discretionary authority and reserves the right to reject all Responses received as a result of this RFP. In addition, TXCC reserves the right to accept or reject, in whole or in part, any Responses submitted, and to waive minor technicalities when in the best interest of the State.

8.10. Right to Amend or Withdraw RFP

A. TXCC reserves the right to alter, amend, or modify any provision of this RFP, or to withdraw this RFP, in whole or in part, at any time prior to the award of a Contract if doing so is in the best interest of the State. TXCC reserves the right to re-solicit for like or similar products and services whenever it determines re-solicitation to be in the best interest of the State.

B. TXCC will post any changes or additional information regarding this RFP as an Addendum on the ESBD, at http://www.txsmartbuy.com/esbd. It is the responsibility of Vendors to monitor the web site for Addenda. Vendor's failure to periodically check the ESBD will in no way release the Vendor from Addenda or additional information resulting in additional costs to meet the requirements of the RFP.

8.11. Pre-agreement Costs

TXCC will not be responsible or liable for any cost incurred by any Vendor in the preparation and submission of its Response to this RFP or for other costs incurred by participating in this procurement process.

8.12. Ownership of Responses

All Responses become the property of TXCC. TXCC reserves the right to use any information or materials presented in response to this RFP. Disqualification of a Vendor’s Response does not eliminate this right.

8.13. Public Information

A. TXCC is a government agency subject to the Texas Public Information Act.

Responses submitted to TXCC as a result of this RFP are subject to release as public information. Responses of Vendors will be published on TXCC’s website after contracts are executed, and all other Responses are subject to release upon completion of the procurement or if the procurement is terminated.

B. If a Vendor believes that its Response, or parts of its Response, may be exempted from disclosure under Texas law, Vendor must submit both a redacted and unredacted copy of its Response. In the unredacted copy, Vendor must specify page-by-page and line-by-line the parts of the Response that it believes are exempt. Vendor may not mark its complete Response “copyrighted” or mark every page as proprietary or confidential. In addition, the Vendor must specify which exception(s) are applicable and provide detailed reasons substantiating the exception(s). TXCC may publish or release the redacted copy of the Response without notice to or consent from Vendor.

C. If a Vendor fails to provide redacted and unredacted copies of its Response, or fails to specifically identify information that Vendor believes to be excepted from disclosure within its Response, then Vendor waives any claims against TXCC for the release of such information, regardless of whether TXCC provided prior notice to Vendor of such release.

D. Pursuant to Texas Government Code Section 2252.907, Vendor is required to make any information created, exchanged with the state pursuant to this Contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format that is accessible by the public at no additional charge to the state.

E. The Office of the Texas Attorney General (OAG) has the sole authority to determine whether information is confidential and not subject to disclosure under the Public Information Act. TXCC will comply with all decisions of the OAG.

F. TXCC assumes no responsibility for asserting legal arguments on behalf of any

Vendor. Vendors are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.

G. The issuance of this RFP does not imply that TXCC is making an offer to do business with any RFP recipient or Vendor. No agreement or other binding obligation on TXCC is implied or will occur unless and until a definitive agreement is executed. The issuance of this RFP and the submission of the Vendor’s Response do not create any obligation upon TXCC to purchase goods or Services from the Vendor, or to enter into any binding legal relationship with one or more of the Vendors.

H. TXCC makes no representations or warranties regarding the accuracy or completeness of the information contained in this RFP, its Appendices and Attachments, and in the Data Room, if any. The Vendor is responsible for making its own evaluation of information and data contained in this RFP and in preparing and submitting its Response.

8.14. News Release

Vendor will not issue news releases pertaining to this RFP without prior written approval of TXCC, in its sole and absolute discretion.