ESBD_563637_1790624792598_Attachment 3 Scope of Work.pdf
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- Attached to
- 2028-2029 Statewide Conference
- Solicitation number
- 3202800002
- Issued by
- Texas
About this file
Summary: 2028-2029 Statewide Conference Scope of Work
This Scope of Work attachment is part of RFP No. 3202800002 issued by the Texas Workforce Commission (TWC) for the procurement of comprehensive conference services for statewide conferences in 2028 and 2029. TWC requires a full-service venue provider to arrange hotel accommodations, meeting space, catering, and audio-visual services for two annual three-day conferences, each preceded by two days of pre-conference meetings and events. The conferences are scheduled for the week after Thanksgiving, the first week of December, or the second week of December in both 2028 and 2029. TWC's preferred locations are San Antonio and Houston, though qualified venues in other Texas cities will be considered. The guestroom block requirements include 1,959 total room nights across both conference days, comprising attendee rooms (to be booked via weblink/call-in), staff and suite rooms (rooming list basis), executive suites, and deluxe suites, with all accommodations priced at or below GSA per diem rates. The venue must provide carpeted meeting space with multiple breakout rooms accommodating between 10 and 1,600 attendees, exhibit hall space for 90-110 vendor booths, multiple office configurations including four identically-sized executive offices on different floors, and specialized layouts for workshops and general sessions with stage and ramp facilities.
The respondent must include all food and beverage services, with specific meal functions including continental and buffet breakfasts, receptions with light to heavy food and cash bars, staff lunches, and an awards luncheon for 1,600 attendees. Audio-visual requirements are extensive and detailed by room, ranging from basic projection systems for smaller breakout rooms to sophisticated setups for the general session including multiple HD projectors, screens, cameras, video switching equipment, streaming capability, ASL accommodations with dedicated monitors and lighting, CART services, and technical operators. Respondents may propose their preferred audio-visual provider in conjunction with the venue bid or may accept TWC's external vendor, with associated costs clearly itemized. Internet connectivity must be provided, including wired connections at registration without login requirements and dedicated audio-visual service internet with minimum 20 Mbps download/upload speeds. Parking must be available on-site or adjacent to the venue with current rates disclosed. The RFP strongly encourages proposers to include concessions such as complimentary guestrooms for site visits and tastings, 20 percent discounts on food and beverage pricing, waived or discounted fees for outside audio-visual companies and branding services, discounted electrical and internet pricing, complimentary room re-keys, complimentary parking for attendees, and three-week guestroom cut-off provisions.
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RFP No. 3202800002 Page 1 of 12 Attachment 3: Statement of Work v. Dec 2025
Request for Proposal (RFP) Attachment 3:
Scope of Work
3202800002 2028 and 2029 TWC Statewide Conferences
1.1 OVERVIEW/BACKGROUND
TWC's annual statewide conferences further its mission to promote/support the state's workforce system by educating Texas Workforce Solutions staff, employers and other stakeholders on current issues and providing a forum for communication. TWC needs to arrange for hotel, meeting, and food and beverage, for its annual statewide conferences for the week after Thanksgiving, or the first week in December, or the second week of December of 2028 and 2029. Conferences are three days long and will include "pre-conference" meetings and events for the two days prior to the beginning of the conference. TWC does not have building and food service facilities to handle these conferences, and without this procurement the annual conferences could not take place.
1.2 Description of Services/Scope of Work/Specifications
a. Requirements for Conference Services that contain the words:
1. “must” or “shall” must be provided as specified without alteration, modification or exception;
2. “may” or “can” allow Respondents to offer alternatives to the way services are provided.
b. The Successful Respondent must provide conference event services in accordance with the requirements as stated in this RFP and all attachments.
The Successful Respondent shall have self-parking available on the premises or adjacent to the venue, (i.e., parking garage). The respondent shall include current self-parking rates with the Proposal.
If respondent is proposing multiple venues (i.e. convention center for meeting space, hotel(s) for guestrooms, caterer for food and beverage, etc.)
all parties bids' must be submitted for proposal to be considered.
RFP No. 3202800002 Page 2 of 12
1.2.1 Conference Dates and Times
TWC will only consider for award those responses that have the capability to hold the conference as a three-day conference with two days of pre-conference meetings. TWC preferred locations are San Antonio and Houston but are open to cities in Texas that can accommodate the conference needs.
Preferred 2028 Dates:
1st Choice 2nd Choice 3rd Choice 4th Choice
Nov 27 – Dec 1, 2028 Dec 4-8, 2028 Nov 13-17, 2028 Dec 11-15, 2028
Preferred 2029 Dates:
1st Choice 2nd Choice 3rd Choice 4th Choice
Nov 25 - 30, Dec 3-7, Nov 12-16, 2029 Dec 10-14,
1.2.2 GUESTROOM BLOCK
Room Type Sun Mon Tues Wed Thurs Fri Attendee (ROH) 350 775 1,235 1,240 10 Staff 15 40 50 50 50 2 Exec Suites 2 6 6 6 6 1 Deluxe Suites 2 14 14 14 14 2
TOTAL 19 410 845 1,305 1,310 15
Guestrooms and suites must be made available at the prevailing Government Per Diem rate or lower, as established by the U.S. General Services Administration. The link to the per diem rates is: Per diem rates |
GSA.
Attendee Block will be weblink/call-in and Each Pay Own
Staff and Suites Block will be rooming list and room and tax to master
Four of the Executive Suites Must be all the same size and on different floors https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates
RFP No. 3202800002 Page 3 of 12
1.2.3 MEETING SPACE AND CATERING
Day Start End Function Set Up Expected
Attendees Notes
Sun 12:00 p.m. 24 HH CPMS Office Conference 10 Re-Key Sun 12:00 p.m. 24 HH CPMS Storage Empty Re-Key Sun 12:00 p.m. 24 HH AV Storage Empty Re-Key
Day Start End Function Set Up Expected Attendees
Notes
Mon 24 HH CPMS Office Conference 10 Re-Key Mon 24 HH CPMS Storage Empty Re-Key Mon 24 HH AV Storage Empty Re-Key Mon 24 HH GS Set Rounds 1,600 Stage with Ramp
Mon 24 HH Exhibit Hall Set 10x10 1,600 90-110 Booths with Bkfst, Breaks & Seating
Mon 24 HH 3:00 p.m. Registration Set Up Kiosks 5 Foyer of GS space preferred
Mon 24 HH Pre-Conference Office
Rounds of 10 20
Mon 24 HH Chairman Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Mon 24 HH Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Mon 24 HH Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Mon 24 HH ED Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Mon 24 HH VR Office Conf 10 Mon 24 HH RESEA Office Conf 10
Mon 24 HH VR Set Up Rounds 350
Stage with Ramp – Prefer room that can be split in 2 to host
400 theater on each side after this GS
Mon 24 HH RESEA GS Set Up
Crescen t Rounds
Mon 24 HH RESEA BO 1 Set Up Classroom 65
Mon 24 HH RESEA BO 2 Set Up Classroom 65
Mon 24 HH RESEA BO 3 Set Up Classroom 65
Mon 24 HH RESEA BO 4 Set Up Classroom 65
Mon 24 HH RESEA BO 5 Set Up Classroom 65
RFP No. 3202800002 Page 4 of 12
Day Start End Function Set Up Expected Attendees
Notes
Mon 24 HH AEL Set Up Crescen t Rounds
Mon 24 HH AEL Set Up Classroom 75 Mon 24 HH PIO Set Up Crescent
Rounds
Mon 24 HH WIN/TAWB Set Up
Crescent Rounds
Mon 24 HH ISAM Set Up Crescent Rounds
Mon 24 HH TAX Set Up Classroom 35 Mon 3:00 p.m. 6:00 p.m. Registration Open Kiosks 5 Foyer of GS space preferred
Day Start End Function Set Up Expected Attendees
Notes
Tues 24 HH CPMS Office Conference 10 Re-Key
Tues 24 HH CPMS Storage Empty Re-Key
Tues 24 HH AV Storage Empty Re-Key
Tues 24 HH GS Set Rounds 1,600 Stage with Ramp Tues 24 HH Exhibit Hall Set 10x10 1,600 90-110 Booths with Bkfst, Breaks & Seating Tues 24 HH Pre-Conference
Office Rounds of 10 20
Tues 24 HH Chairman Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Tues 24 HH Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Tues 24 HH Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Tues 24 HH ED Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Tues 24 HH VR Office Conf 10 Tues 24 HH RESEA Office Conf 10 Tues 24 HH Registration Existing Tues 24 HH VR GS Rounds 350 Stage with Ramp
Tues 24 HH RESEA GS Crescent Rounds
Tues 24 HH RESEA BO 1 Classroom 65 Tues 24 HH RESEA BO 2 Classroom 65 Tues 24 HH RESEA BO 3 Classroom 65 Tues 24 HH RESEA BO 4 Classroom 65 Tues 24 HH RESEA BO 5 Classroom 65 Tues 24 HH AEL Classroom 75
RFP No. 3202800002 Page 5 of 12
Day Start End Function Set Up Expected Attendees
Notes
Tues 24 HH PIO Crescent Rounds
Tues 24 HH WIN/TAWB Crescent Rounds
Tues 24 HH ISAM Crescent Rounds
Tues 24 HH TAX Classroom 35 Tues 24 HH Workshop 5 Set Up Theater 200 Tues 7:30 a.m. 8:30 a.m. VR
Breakfast Continental Breakfast
350 Set in Foyer of VR Room
Tues 7:30 a.m. 8:30 a.m. RESEA Breakfast
Continental Breakfast 200
Set in Foyer of RESEA GS Room
Tues 5:30 p.m. 7:30 p.m. VIP Reception Reception 100 Light food and cash bar.
Prefer space other than meeting room.
Day Start End Function Set Up Expected Attendees
Notes
Wed 24 HH CPMS Office Conference 10 Re-Key Wed 24 HH CPMS Storage Empty Re-Key Wed 24 HH AV Storage Empty Re-Key Wed 24 HH GS Rounds 1,600 Stage with Ramp
Wed 24 HH Exhibit Hall 10x10 1,600 90-110 Booths with Bkfst, Breaks & Seating
Wed 24 HH Pre-Conference Office
Rounds of 10 20
Wed 24 HH Chairman Office Conference 15 Rekey, Need 4 Offices to be Exact Same Size
Wed 24 HH Commissioner Office Conference 15
Rekey, Need 4 Offices to be Exact Same Size
Wed 24 HH Commissioner Office Conference 15
Rekey, Need 4 Offices to be Exact Same Size
Wed 24 HH ED Office Conference 15 Rekey, Need 4 Offices to be Exact Same Size
Wed 24 HH 2:00 p.m. VR Office Conference 10 Wed 24 HH 2:00 p.m. RESEA Office Conference 10
Wed 24 HH VR BO 1/ Workshop 1 Theater 400 Split and reset from VR GS
Wed 24 HH VR BO 1/ Workshop 2 Theater 400 Split and reset from VR GS
Wed 24 HH RESEA GS/ Workshop 3 Theater 400 Reset from Crescent Rounds
Wed 24 HH 2:00 p.m. Workshop 5 Theater 200
Wed 24 HH 2:00 p.m. RESEA BO 1 Classroom 65
RFP No. 3202800002 Page 6 of 12
Day Start End Function Set Up Expected Attendees
Notes
Wed 24 HH 2:00 p.m. RESEA BO 2 Classroom 65
Wed 24 HH 2:00 p.m. RESEA BO 3 Classroom 65
Wed 24 HH 2:00 p.m. RESEA BO 4 Classroom 65
Wed 24 HH 2:00 p.m. RESEA BO 5 Classroom 65
Wed 24 HH 1:00 p.m. AEL Classroom 75
Wed 24 HH 1:00 p.m. PIO Crescent Rounds
Wed 24 HH 1:00 p.m. WIN/TAWB Crescent Rounds
Wed 24 HH 1:00 p.m. ISAM Crescent Rounds
Wed 24 HH 1:00 p.m. TAX Classroom 35
Wed 7:30 a.m. 8:30 a.m. VR Breakfast Continental Breakfast 350 Set in Foyer of VR Room
Wed 7:30 a.m. 8:30 a.m. RESEA Breakfast Continental Breakfast
200 Set in Foyer of RESEA GS Room
Wed 11:00 a.m. 1:00 p.m. Staff Lunch Buffet 60 Flow
Wed 1:00 p.m. 5:15 p.m. General Session Existing 1,600 Wed 3:30 p.m. 4:00 p.m. PM Break 1,450 In Exhibit Hall Wed 5:15 p.m. 7:00 p.m. Reception 1,450 Heavy Food and Cash Bar
Day Start End Function Set Up Expected Attendees
Notes
Thurs 24 HH CPMS Office Conference 10 Re-Key
Thurs 24 HH CPMS Storage Empty Re-Key
Thurs 24 HH AV Storage Empty Re-Key
Thurs 24 HH GS Rounds 1,600 Stage with Ramp
Thurs 24 HH Exhibit Hall 10x10 1,600 90-110 Booths with Bkfst, Breaks & Seating
Thurs 24 HH Chairman Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Thurs 24 HH Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Thurs 24 HH Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Thurs 24 HH ED Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Thurs 24 HH Moderator War Room U Shape 20
Thurs 24 HH Workshop 1 Theater 400
RFP No. 3202800002 Page 7 of 12
Day Start End Function Set Up Expected Attendees
Notes
Thurs 24 HH Workshop 2 Theater 400
Thurs 24 HH Workshop 3 Theater 400
Thurs 24 HH Workshop 5 Theater 200
Thurs 24 HH Workshop 4 Theater 400
Thurs 7:30 a.m. 8:30 a.m. Breakfast Buffet 1,400 Exhibit Hall Thurs 7:30 a.m. 9:00 a.m. Employer Breakfast Buffet 100 Thurs 10:00 a.m. 10:30 a.m.
AM Break Flow 1,500 Exhibit Hall
Thurs 10:00 a.m. 2:00 p.m. Awards Photo Room
Looking for space that can be divided into 3 with airwalls, or large foyer space outside of GS room that is not in main path
Thurs 11:00 a.m. 1:00 p.m. Awards Luncheon Plated 1,600 GS Room Thurs 11:00 a.m. 1:00 p.m. Staff Lunch Plated 40 Thurs 3:30 p.m. 4:00 p.m. PM Break 1,450 In Exhibit Hall
Thurs 5:15 p.m. 6:00 p.m. Reception 1,450 Very Light Food and Cash Bar
Day Start End Function Set Up Expected Attendees
Notes
Fri 24 HH 1:00 p.m. CPMS Office Conference 10 Re-Key Fri 24 HH 2:00 p.m. CPMS Storage Empty Re-Key Fri 24 HH 2:00 p.m. AV Storage Empty Re-Key Fri 24 HH 2:00 p.m. GS Rounds 1,600 Stage with Ramp
Fri 24 HH 1:00 p.m. Exhibit Hall 10x10 1,600 90-110 Booths with Bkfst, Breaks & Seating
Fri 24 HH 1:00 p.m. Chairman Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Fri 24 HH 1:00 p.m. Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Fri 24 HH 1:00 p.m. Commissioner Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Fri 24 HH 1:00 p.m. ED Office Conf 15 Rekey, Need 4 Offices to be Exact Same Size
Fri 24 HH 1:00 p.m. Moderator War Room U Shape 20
Fri 24 HH 1:00 p.m. Workshop 1 Theater 400 Fri 24 HH 1:00 p.m. Workshop 2 Theater 400 Fri 24 HH 1:00 p.m. Workshop 3 Theater 400 Fri 24 HH 1:00 p.m. Workshop 5 Theater 200 Fri 24 HH 1:00 p.m. Workshop 4 Theater 400
RFP No. 3202800002 Page 8 of 12
Day Start End Function Set Up Expected Attendees
Notes
Fri 7:30 a.m. 8:30 a.m. Breakfast Buffet 1,400 Exhibit Hall
Meeting space should be carpeted and free from any obstructions including columns.
All tables should have linen unless designed to be linenless (photos of linenless tables must be submitted in proposal).
Respondent should provide room dimensions including ceiling height and a diagram of proposed meeting space.
Minimum of 32’x18’ riser that is ADA compliant with ramp.
1.2.4 AUDIO VISUAL
If the venue’s preferred audio-visual provider would like to be able to bid on the program, they must include a quote in conjunction with venue. Audio visual needs are noted below:
• General Session Room:
o 4x 9x16 screens same height no dressing on top o 4 HD projectors o 1 Screen as backdrop to stage (LCD or projector) o 1 HD Video Switcher o 1 Professional HD camera with sport lens o Pipe and drape and uplighting o 1 video operator/camera platform with black pipe and drape o 1 HD Camera for ASL black pipe drape o Black pipe and drape for ASL o LED Light for ASL o 1 40" Confidence Monitor for ASL o 1 80” Monito for CART Services o 1 laptop for slide decks o 1 Apple Playback Pro for video playback o 3 60" Confidence Monitors o 1 Long Range remote with laser o 1 speaker timer package o 1 Black Magic Streamer o 1 Audio Mixer o 1 Podium Mic
RFP No. 3202800002 Page 9 of 12 o 5 Lav Mics o 5 Handheld Mics o 1 Crab DI Box for Laptop sound o Speakers - As needed with House Sound o 3 Mics for QA on Stands o Techs as needed to run show
• Workshops 1-4:
o 2 x 7x13 screens same height o 2 HD projectors o 1 HD Video Switcher o 1 Professional HD camera o Pipe and drape behind stage o 1 video operator/camera platform with black pipe and drape o Ground Supported Wash Package o Black Magic Mini Hyper Deck for digital video recording o 1 HD Camera for ASL black pipe drape o Black pipe and drape for ASL o LED Light for ASL o 1 40" Confidence Monitor for ASL o 1 laptop for slide decks o 1 Apple Playback Pro for video playback o 1 Long Range remote with laser o 1 Black Magic Streamer o 1 Audio Mixer o 1 Podium Mic o 1 Lav Mics o 5 Tabletop Mics o 1 Crab DI Box for Laptop sound o Speakers - As needed with House Sound o 3 Mics for QA on Stands o Techs as needed to run show
• Workshop 5:
o 1 x 7x13 screen o 1 HD projector o 1 HD Video Switcher
RFP No. 3202800002 Page 10 of 12 o 1 Professional HD camera o Ground Supported Wash Package o Black Magic Mini Hyper Deck for digital video recording o Pipe and drape behind stage o 1 video operator/camera platform with black pipe and drape o 1 HD Camera for ASL black pipe drape o Black pipe and drape for ASL o LED Light for ASL o 1 40" Confidence Monitor for ASL o 1 laptop for slide decks o 1 Apple Playback Pro for video playback o 1 Long Range remote with laser o 1 Black Magic Streamer o 1 Audio Mixer o 1 Podium Mic o 1 Lav Mics o 3 Tabletop Mics o 1 Crab DI Box for Laptop sound o Speakers - As needed with House Sound o 2 Mics for QA on Stands o Techs as needed to run show
• VR GS and AEL (large):
o 2 x 7x13 screens same height o 2 HD projectors o 1 HD Video Switcher o 1 Professional HD camera o Pipe and drape behind stage o 1 video operator/camera platform with black pipe and drape o Ground Supported Wash Package o Black Magic Mini Hyper Deck for digital video recording o 1 HD Camera for ASL black pipe drape o Black pipe and drape for ASL o LED Light for ASL o 1 40" Confidence Monitor for ASL o 1 laptop for slide decks o 1 Apple Playback Pro for video playback o 1 Long Range remote with laser o 1 Black Magic Streamer
RFP No. 3202800002 Page 11 of 12 o 1 Audio Mixer o 1 Podium Mic o 1 Lav Mics o 5 Tabletop Mics o 1 Crab DI Box for Laptop sound o Speakers - As needed with House Sound o 3 Mics for QA on Stands o Techs as needed to run show
• AEL (small), PIO, RESEA BO 1-3, ISAM, WIN/TAWB, TAX:
o 1 screen to fit room o 1 HD projector o 1 Long Range remote with laser o 1 Audio Mixer o 1 Podium Mic o 1 Lav Mics o 3 Tabletop Mics o 1 Crab DI Box for Laptop sound o Speakers - As needed with House Sound o 2 Mics for QA on Stands o Techs as needed to run show
• Moderator Room o 1 Screen to fit room o 1 HD projector
TWC may bring in an outside vendor for AV. Respondent must list any costs for bringing in an outside AV company and/or loading dock fees.
Respondent must provide cost for a wired internet connection at registration desk without a log in splash screen to be hooked up to a TWC provided router.
Respondent must provide access to wired internet connection for Audio/Visual services with a minimum speed of twenty (20) megabits per second (Mbps) download/upload speed.
1.2.5 CONCESSIONS
TWC strongly encourages the respondents to propose and include all the complimentary options offered with the required meeting space, room block and food and beverage package. Concessions may include, but are not limited to the following:
RFP No. 3202800002 Page 12 of 12
• Seven (7) Complimentary guestrooms for site visit and tasting.
• 20% discount on published food and beverage pricing
• Waived/Discounted fees for bringing in outside AV companies
• Waived/Discounted fees for branding (clings)
• 20% discount on published electrical and internet pricing
• Waived early arrival fees for staff guestrooms, based on availability
• Complimentary re-key for rooms as noted
• 1:40 Complimentary Rooms
• 8 complimentary VIP amenities
• Complimentary hot and cold beverages and snacks in CPMS staff office
• Three-week guestroom cut-off
• Guestroom reconciliation with registration list before arrival, with group getting credit for rooms booked outside of the block
• Complimentary or discounted parking for attendees
TWC will only consider for award those responses that have the capability to hold the conference as a three-day conference with two days of pre-conference meetings. TWC preferred locations are San Antonio and Houston but are open to cities in Texas t...
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