ESBD_568865_1792163199582_RFP 301-27-08828 TWLC AV Services - Part A.pdf

STATE OF TEXAS

OFFICE OF THE GOVERNOR

COMMISSION FOR WOMEN

REQUEST FOR PROPOSAL

for

2027 TEXAS WOMEN'S LEADERSHIP CONFERENCE AUDIO VISUAL

SERVICES AND SUPPORT

Solicitation No. 301-27-08828

NIGP CLASS ITEMS

915-09 915-23

Response Date and Due Time: November 16, 2026, no later than 5:00 pm CT

Point of Contact

Michael White CTCD, CTCM CTPM No. 1900023968

Contract Manager Office of the Governor of Texas

Financial Services Division P.O. Box 12428

Austin, TX 78711-2878 512-463-0394 michael.white@gov.texas.gov mailto:michael.white@gov.texas.gov

PART A: SPECIFIC TERMS AND CONDITIONS

Solicitation No. 301-27-08828 - Part A

1. STRUCTURE OF SOLICITATION

This Solicitation is composed of three parts:

Part A: Specific Terms and Conditions, including exhibits and other attachments and appendices, if any;

Part B: Standard Terms and Conditions; and Part C: Provisions Governing the Solicitation Process.

Resolution of Conflicting Provisions. In the event an instruction or term in Part A conflicts with an instruction or term in Part B or Part C, the instruction or term in Part A prevails. Any addenda or amendment to Part A, Part B, or Part C control over their original versions, respectively.

2. GLOSSARY OF TERMS

This Glossary assigns definitions to the listed terms. The definition given to a term listed in this Glossary applies whenever the term appears in any Part of or Exhibit to this Solicitation and in any response to this Solicitation.

Cue System. Is a technological setup used in live events, theaters, and broadcasts to coordinate and trigger sound, lighting, video, and stage actions precisely.

Drape. A temporary fabric barrier is used to control light, improve sound, hide equipment, and define event spaces.

HH. Handheld microphones

HSIA. High-Speed Internet Access.

LAV. A small microphone designed specifically for hands-free voice pickup.

LDW. An integrated, professional speaker workstation designed to house and centralize all presenter-facing hardware during a conference, lecture, or corporate hybrid meeting.

Live Mix. The real-time process of capturing, balancing, adjusting, and routing live audio or video signals during an event.

Load In. The scheduled phase when equipment, transport cases, gear, and technical crew arrive and move physically into an event venue.

Load out. The scheduled phase when equipment, transport cases, gear, and technical crew arrive and move physically into an event venue.

Prefunction (Prefunction Space). An area where the secondary event space or foyer is located directly outside a main ballroom, exhibit hall, or meeting room. It serves as the transition zone for attendees before the main event begins.

Presenter Confidence. Refers to the key tools and terms to help a speaker stay on track, on time, and connected with the production team.

Rigging. The specialized technical process of safely lifting, positioning, and suspending equipment—such as lighting fixtures, speakers, projectors, screens, and signage—from a venue's structural ceiling, roof steel, or dedicated load points.

Safelock Cover. A fitted fabric drape or stretch-spandex wrap used in audio-visual staging to conceal the metal legs, hardware, and structural frame of a portable projector or equipment stand.

Show Caller. The central director in an audio-visual production who verbally commands and synchronizes all technical cue executions (audio, video, lighting, and cameras) in real time during a live event.

Strike. The process of dismantling, packing up, and removing all equipment and staging components after an event ends.

Strike Crew. A specialized team of technicians responsible for safely dismantling, packing, and removing all AV equipment from an event venue after the production concludes.

Video Switcher/ Switcher. A hardware device or software program is used to select, switch, and combine multiple video or audio-visual sources during a live event or broadcast.

3. GENERAL INFORMATION

Purpose of Procurement.

The Governor’s Commission for Women (“Commission”) within the Office of the Governor (“OOG”) seeks to procure audio visual services and support for the Commission’s 2027 Texas Women’s Leadership Conference and Legislative Luncheon.

Procurement Authority

Pursuant to Title 10, Subtitle D, Chapter 2155 of the Texas Government Code, the OOG is authorized to procure the services described herein.

Term of Contract

3.3.1. Primary Term

The primary term of any Contract awarded as the result of this Solicitation shall commence on date of last signature on the Contract (“Effective Date”), and shall terminate on February 10, 2027, unless terminated earlier pursuant to the terms of the Contract. The primary term plus any renewal terms or extensions, if any, shall constitute the “Contract Term.”

Office of the Governor’s Point of Contact Information. The mailing address of the OOG for all notices is:

Michael White CTPM No. 1900023968 Contract Manager Office of the Governor of Texas Financial Services Division P.O. Box 12428 Austin, TX 78711-2878 Phone: 512-463-0394 Email: michael.white@gov.texas.gov

Captions and Headings

The captions to the sections of this Solicitation are for convenience only and shall not affect the construction or interpretation of the Solicitation’s substantive terms.

4. STATEMENT OF WORK – SERVICE REQUIREMENTS

Deliverables

Deliverables shall include, but are not limited to, the requirements contained in this Solicitation.

Deliverables set forth that contain the words “must” or “shall” are mandatory and must be provided as specified with no alteration, modification, or exception. Deliverables set forth that contain the words “may” or “can” allow Respondents to offer alternatives to the manner in which the Deliverables are provided.

4.1.1. Scope of Work

The OOG seeks a qualified Contractor to provide comprehensive audio-visual equipment, technical services, and onsite personnel in support of the 2027 Texas Women’s Leadership Conference and Legislative Luncheon to be held February 2-3, 2027, at JW Marriott Austin, located at 110 E. 2nd Street, Austin, Texas 78701.

mailto:michael.white@gov.texas.gov

The Legislative Luncheon will be held on February 2, 2027, followed by the 2027 Texas Women’s Leadership Conference on February 3, 2027. Audio-visual services will be required across multiple event spaces to support presentations, speakers, programming, and other event activities.

The Contractor shall provide all labor, equipment, materials, transportation, configuration, testing, operation, and teardown necessary to provide complete and fully functional audio-visual solutions for both events. The Contractor shall coordinate with the OOG and designated venue personnel to ensure all equipment and services are installed, tested, operational, and supported in accordance with the established event schedule.

Specific audio-visual equipment, services, personnel, staffing schedules, responsibilities, and room-by-room requirements are identified in the tables contained within the Scope of Work. The Contractor shall provide sufficient qualified personnel and resources to meet all requirements and maintain reliable audio-visual operations throughout the required service periods.

Equipment specifications, quantities, manufactures, models, and configurations are provided as a baseline to establish the minimum level of quality, functionality, performance, and compatibility required. Unless otherwise specified, the Contractor may propose equivalent or superior equipment that meets or exceeds the state requirements and is comparable with the overall audio-visual solutions, venue requirements, and intended use of each event space.

4.1.2. Event Overview

Event Date Event Time Venue/Room Layout

Legislative Luncheon February 2, 2027

10:30 a.m. – 2:00 p.m.

JW Marriott Austin, luncheon/keynote session in 3rd Floor Lonestar Ballroom, Rooms E, F, G, H

2027 Texas Women's Leadership Conference

February 3, 2027

7:30 a.m. – 6:00 p.m.

JW Marriott Austin, 4th floor;

general/keynote session in ballroom 5 and 6, breakout/meeting rooms in ballrooms 1-4, 7, and 8, 2 prefunction/lobby areas in foyer and rooms 401-409

4.1.3. Event Setup and Tear Down

Event Space Setup Date/Time Event Date/Time Teardown Date/Time

3rd Floor Lonestar Ballroom, Rooms E, F, G, H

February 2, 2027, 6:00 a.m.

February 2, 2027, 10:30 a.m. – 2:00 p.m.

February 2, 2027, upon conclusion of luncheon, approximately 2:00 p.m.

4th Floor ballrooms 1-8;

foyer, rooms 401-409

February 2, 2027, 9:00 p.m.

February 3, 2027.

7:30 a.m. – 6:00 p.m.

February 3, 2027, upon conclusion of conference, approximately 6:00 p.m.

4.1.4. Required Deliverables

Room-By-Room Audio Visual Requirements

The following tables identify the required audio-visual equipment and associated services for each designated event. The Contractor shall provide, install, configure, test, operate, and support all equipment and services specified for each room or space, as applicable, to ensure complete and fully functional audio-visual solutions for the duration of the event. Dimensions are started in feet (') and inches (") unless otherwise noted.

Legislative Luncheon- 3rd Floor Lonestar Ballroom, Rooms E, F, G, H – February 2, 2027 Category Required Equipment/ Services

Projection 9' x 16' front- projection package: screen frame, front & rear projection surface, 8, 500 lumen 3LCD laser projector, safelock cover

Video Processing 2x video cross-converter/transcoder (Decimator MD-Cross V2 or equivalent); 4 x 2 seamless switcher

Audio Console 16- channel digital audio console (e.g., Soundcraft Si Expression 1 or equivalent)

Podium Podium microphone with house sound tie-in. Podium will be provided.

Wireless Mics

(6) total wireless handhelds: one 4-channel wireless package (4 HH) plus two single-channel packages (2 additional HH), all with UHF receivers and directional antennas

Presenter Timing Speaker timer package with large countdown display (e.g., Dsan ASL4ND3 or equivalent)

Cue System Presenter confidence/cue system (e.g., Dsan Perfect Cue or equivalent)

Video Capture 4K camcorder with tripod, zoom/focus lens control, and 7" on-camera monitor

Stage lighting (2) sets of LED stage wash lighting on 15' truss towers, color-mixing ellipsoidal fixtures, DMX/MPX lighting controller, rigging/truss hardware and safety cabling. Black sleeves for truss hardware for polished look.

Drape Approximately 130 linear feet of 16' black or grey pipe and drape

Conference — Keynote Stage: 4th Floor Grand Ballroom 5 & 6 – February 2, 2027

Projection 9' x 16' front-projection package: screen frame, front & rear projection surface, 8, 500 lumen 3LCD laser projector, safelock cover

Video Processing 2x video cross-converter/transcoder (Decimator MD-Cross V2 or equivalent); 4 x 2 seamless switcher

Audio Console 16- channel digital audio console (e.g., Soundcraft Si Expression 1 or equivalent)

Podium Podium microphone with house sound tie-in. Podium will be provided.

Wireless Mics

(6) total wireless handhelds: one 4-channel wireless package (4 HH) plus two single-channel packages (2 additional HH), all with UHF receivers and directional antennas.

Presenter Timing Speaker timer package with large countdown display (e.g., Dsan ASL4ND3 or equivalent)

Cue System Presenter confidence/cue system (e.g., Dsan Perfect Cue or equivalent)

Video Capture 4K camcorder with tripod, zoom/focus lens control, and 7" on-camera monitor

Stage lighting

(2) sets of LED stage wash lighting on 15' truss towers, color-mixing ellipsoidal fixtures, DMX/MPX lighting controller, rigging/truss hardware and safety cabling. Black sleeves for truss hardware for polished look

Drape Approximately 130 linear feet of 16' black or grey pipe and drape

Conference — Breakout Room 1: 4th Floor Grand Ballroom 1 & 2 – February 2, 2027

Audio Console 6-channel analog mixer (14-channel capacity)

Wireless Mics (6) total: one 4-channel wireless package (4 HH) plus one 2-channel package (2 additional handheld/lav)

Sound Reinforcement External PA system Presenter Timing Speaker timer package with large display

Stage Lighting (2) LED stage wash fixtures on 10' stands, color-mixing. Black sleeves for truss hardware for polished look.

Drape Approximately 40 linear feet of 16' black or grey pipe and drape

Conference — Breakout Room 2: 4th Floor Grand Ballroom 3 & 4 – February 2, 2027

Audio Console 6-channel analog mixer (14-channel capacity)

Wireless Mics (6) total: one 4-channel wireless package (4 HH) plus one 2-channel package (2 additional handheld/lav)

Sound Reinforcement External PA system Presenter Timing Speaker timer package with large display

Stage Lighting (2) LED stage wash fixtures on 10' stands, color-mixing. Black

Conference — Breakout Room 3: 4th Floor Grand Ballroom 7 – February 2, 2027

Audio Console 6-channel analog mixer (14-channel capacity)

Wireless Mics (6) total: one 4-channel wireless package (4 HH) plus one 2-channel package (2 additional handheld/lav)

Sound Reinforcement External PA system Presenter Timing Speaker timer package with large display

Stage Lighting (2) LED stage wash fixtures on 10' stands, color-mixing. Black

Conference — Breakout Room 4: 4th Floor Grand Ballroom 8 – February 2, 2027

Audio Console 6-channel analog mixer (14-channel capacity)

Wireless Mics (6) total: one 4-channel wireless package (4 HH) plus one 2-channel package (2 additional handheld/lav)

Sound Reinforcement External PA system Presenter Timing Speaker timer package with large display

Stage Lighting (2) LED stage wash fixtures on 10' stands, color-mixing. Black

Prefunction / Individual Rooms — Foyer & Rooms 401- 409 – February 2, 2027 Category Required Equipment/ Services

Drape Prefunction Approximately 30 linear feet of 16 black or grey pipe and drape for behind photo op area

Televisions (15) 65-inch televisions on stands to be used in various rooms and spaces

4.1.5. Personnel Requirements

The following tables identify the required personnel for each designated event space, including the specific roles, total estimated hours required, daily work schedule, and assignment. The Contractor shall provide qualified personnel sufficient to perform all duties and maintain continuous audio-visual support throughout the specified coverage periods.

Legislative Luncheon- 3rd Floor Lonestar Ballroom, Rooms E, F, G, H – February 2, 2027

Role Estimated hours Daily Schedule Assignment

Video Camera Operator 8 6:00 a.m. – 2:00 p.m.

(+ strike) Operates 4K camera during program

Audio Technician (Operator) 8 6:00 a.m. – 2:00 p.m.

(+ strike) Live mix operator

Video Technician (Operator) 8 6:00 a.m. – 2:00 p.m.

(+ strike) Operates switcher/video system

Show caller 8 6:00 a.m. – 2:00 p.m.

(+ strike) Calls the program

Stage Manager 8 6:00 a.m. – 2:00 p.m.

(+ strike) Manages the stage

Setup Crew 5 Load-in

Completes full setup of projection, audio, and lighting ahead of 10:30 a.m. start time.

Strike Crew 5 Load-out Teardown/load-out after luncheon concludes

Conference — Keynote Stage: 4th Floor Grand Ballroom 5 & 6 – February 2-3, 2027 hours Daily Schedule Assignment

Video Camera Operator 10 6:30 a.m. – 4:30 p.m.

(includes strike) Operates 4K camera during program

Audio Technician 10 6:30 a.m. – 4:30 p.m.

(includes strike) Live mix operator

Video Technician 10 6:30 a.m. – 4:30 p.m. Operates switcher/video

(includes strike) system

Show caller 10 6:30 a.m. – 4:30 p.m.

(includes strike) Calls the program

Stage Manager 10 6:30 a.m. – 4:30 p.m.

(includes strike) Manages the stage

Strike Crew 5 Load-out after 4:30 PM Teardown/load-out after luncheon concludes

Conference — Breakout Room 1: 4th Floor Grand Ballroom 1 & 2 – February 2-3, 2027 hours Daily Schedule Assignment

Audio Technician (Operator) 8 8:00 AM – 4:00 PM Live mix/operate

Stage Manager 8 8:00 AM – 4:00 PM Manages stage

Setup/Strike Crew 10 Load-in/out General AV setup and teardown

Lightening technician 10 Load-in/out Lighting rig setup and teardown

Conference — Breakout Room 2: 4th Floor Grand Ballroom 3 & 4 – February 2-3, 2027 hours Daily Schedule Assignment

Audio technician (Operator) 8 8:00 AM – 4:00 PM Live mix/operate

Stage Manager 8 8:00 AM – 4:00 PM Manages stage Setup/Strike Crew 10 Load-in/out General AV setup and teardown Lightening technician 10 Load-in/out Lighting rig setup and

Conference — Breakout Room 3: 4th Floor Grand Ballroom 7 – February 2-3, 2027 hours Daily Schedule Assignment

Audio Technician (Operator) 8 8:00 AM – 4:00 PM Live mix/operate

Stage Manager 8 8:00 AM – 4:00 PM Manages stage

Setup/Strike Crew 10 Load-in/out General audio-visual setup and teardown

Lighting technician 10 Load-in/out Lighting rig setup and

Conference — Breakout Room 4: 4th Floor Grand Ballroom 8 – February 2-3, 2027 hours Daily Schedule Assignment

Audio Technician (Operator) 8 8:00 AM – 4:00 PM Live mix/operate

Stage Manager 8 8:00 AM – 4:00 PM Manages stage

Setup/ Strike Crew 10 Load-in/out General audio-visual setup and teardown

Lighting technician 10 Load-in/out Lighting rig setup and

Prefunction / Individual Rooms — Foyer & Rooms 401 - 409 – February 3, 2027 hours Daily Schedule Assignment

Audio Technician 11 7:00 a.m. – 6:00 p.m.

(5) audio technicians are needed for breakout rooms, ensuring televisions are working correctly/troubleshooting if needed

4.1.6. Venue Layouts

The following venue layouts are provided to illustrate the anticipated room configurations and events set up at the JW Marriot Austin. The layouts are provided for planning purposes and shall be used by the Contractor in determining equipment placement, staffing, installation, and other requirements necessary to provide the services specified in this RFP.

The layouts provided include:

• Legislative Luncheon Layout

• Texas Women’s Leadership Conference Layout

Final Room configurations and equipment placement may be subject to modification based on the venue requirements, operational needs, or direction from the OOG. Any modification shall be coordinated with the OOG and applicable venue personnel.

Legislative Luncheon – 3rd Floor Lonestar Ballroom

Texas Women’s Leadership Conference – 4th Floor Grand Ballrooms

4.1.7. Additional Service Requirements

The Contractor shall provide all additional services, equipment, coordination, and technical support necessary for successful event setup, operation, and teardown. At a minimum, the Contractor shall provide the following:

• Loss/Damage Waiver (LDW): Provide LDW coverage for all rented equipment for the duration of the event, including setup, event operations, and teardown.

• Internet Access: Provide or coordinate high-speed internet access (HSIA)/hardline internet connections necessary to support the designated prefunction areas.

• Lighting Truss and hardware: Provide all truss, stands, hardware, and associated components for lighting towers. Equipment shall be appropriately sized and configured based on venue ceiling heights, applicable load limitations, and equipment requirements.

• Installation and Teardown: Provide all labor necessary for equipment delivery, installation, setup, testing, operation, and teardown within the designated venue access and production schedule.

• On-Site technical Support: provide qualified on-site technical support throughout the event to troubleshoot and resolve audio-visual, equipment, and production related issues.

• Technical Point of Contact: Designate a primary technical point of contact who is reachable throughout setup, even organizations, and teardown and authorized to coordinate and resolve technical or service-related issues on behalf of the Contractor.

4.1.8. Timeline for Deliverables Provided

Event Timeline Legislative Luncheon Schedule February 2, 2027 — Load-in 6:00 a.m.; event 10:30 a.m.

– 2:00 p.m.; strike following event.

Conference Schedule February 2, 2027, at 9:00 p.m. (evening prior); event

February 3, 2027, 7:30 a.m. – 6:00 p.m.; strike following event.

4.1.9. Contractor’s Relationship to the OOG

The OOG is a part of the executive branch of Texas state government and does not relinquish control over decisions related to the Deliverables specified in Part A of this Solicitation to the Contractor. Rather, the Contractor shall provide all Deliverables under the Contract with the OOG’s prior approval.

Contracted Account Staff

The Contractor shall dedicate qualified professional staff who have demonstrated experience in providing the Deliverables necessary for the completion of Contract requirements. The Contractor must dedicate an Account Manager to oversee all activities of the Contract including, but not limited to, the management, accounting for the entire Contract, billing and reporting. The Account Manager will be the OOG’s primary day-to-day contact. The OOG reserves the right to approve and accept key professional staff, including but not limited to, the Account Manager. The Contractor must notify the OOG in writing if key professional staff cannot continue on the account, and the OOG must approve replacement personnel.

End of Contract Transition

Upon any termination of the Contract, beginning at a time determined solely by the OOG, the OOG may require the Contractor to provide all necessary work products to ensure account transition, account familiarization, and transfer of work to any new vendor of the OOG. The OOG may, in its sole discretion, maintain concurrent contracts for a limited period in order to facilitate this transition.

5. FINANCIAL TERMS AND CONDITIONS

Maximum Contract Amount

The OOG’s maximum liability to the Contractor, in consideration for the full, satisfactory and timely performance of all its duties, responsibilities and obligations as set forth in the Contract or arising out of any performance as the result of this Solicitation, shall not exceed (amount to be determined at time of Contract award) (“Maximum Contract Amount”) for the initial Performance Period beginning Effective Date. The Contractor will not be compensated for Deliverables provided before the Effective Date of the Contract. The Contractor shall have no entitlement to payment of the Maximum Contract Amount.

6. TIMELINE FOR SOLICITATION

Calendar of Events

Time is of the essence in the providing the Deliverables required by the Contract. The OOG may require the Contractor to provide Deliverables according to a date-sensitive schedule.

The OOG reserves the right to revise any of the time periods listed below and will post all changes by published Addendum on the ESBD at http://www.txsmartbuy.com/esbd.

Event Date

Solicitation Posting Date October 16, 2026 Deadline for Respondent Submission of Solicitation Questions

October 23, 2026

The OOG’s Response to Questions Posted on the ESBD October 30, 2026 Deadline for Respondent HSP Courtesy Review Request October 30, 2026 OOG Provides HSP Courtesy Review November 04, 2026 Deadline for Respondent Submission of Response November 16, 2026 Anticipated Start Date February 2, 2027

7. EVALUATION SCORING CRITERIA

Weighted Evaluation Scoring Criteria. The OOG will evaluate Responses using the following weighted scoring criteria, subject to overall best value considerations as authorized by law. The evaluation process and criteria are further described in-depth in Part C of the Solicitation.

Criteria Weight Phase I Company Information and Financial Responsibility 10% Experience, Qualifications, and References 20% Response Content and Responsiveness 20% Proposed Solution 30% Compensation Sought 20% Total 100%

Detailed Evaluation Criteria. The OOG will use the following standards:

7.2.1. Company Information and Financial Responsibility. The OOG will review company information and Financial Responsibility, as provided in Tab 3 of the Response, including a review of the Respondent’s demonstrated financial capacity to provide the Deliverables described in Part A of this Solicitation.

http://www.txsmartbuy.com/esbd

7.2.2. Experience, Qualifications and References. The OOG will review the qualifications, experience and resources of each Respondent, and each Respondent’s past experience in servicing accounts of similar type and scope as required by the OOG, as provided in Tabs 4, 5, and 6 of the Response. This evaluation may include, but is not limited to, demonstrated success in providing similar Deliverables, provided work samples, proposed account personnel, past performance, and each Respondent’s resources and capability to provide the Deliverables.

7.2.3. Response Content and Responsiveness. The OOG will review the quality and responsiveness to the specifications set forth in the Solicitation. The OOG will examine the comprehensiveness of the Response, including, but not limited to, the extent to which the Response addresses the specifications in the Solicitation, the incorporation of non-negotiable elements, and the feasibility of the Respondent’s response. The OOG will select a Contractor that demonstrates knowledge and experience and compatibility with the goals and objectives of the OOG.

7.2.4. Proposed Solution. The OOG will review the Respondent’s Proposed Solution.

This evaluation may include, but is not limited to, the quality of the Proposed Solution, as provided in Tab 7, incorporation of non-negotiable elements, the effectiveness of the Proposed Solution, in meeting the Service Requirements specified in Part A of this Solicitation and the financial and time feasibility of the Proposed Solution.

7.2.5. Compensation. The OOG will review the Cost Proposal from the Respondent.

This evaluation will include consideration of all work and costs to be included in the amount sought. The OOG will more favorably consider those Responses that offer best value to the State of Texas for the compensation sought.

8. HUB SUBCONTRACTING

In addition to the information pertaining to HUBs in Part C of this Solicitation, the

OOG has identified potential subcontracting opportunities under this Solicitation:

CLASS 915-09: Audio and Video Production Services

CLASS 915-23: Conference Coordinating and Planning Services

Legislative Luncheon – 3rd Floor Lonestar Ballroom