ESBD_File_296247_Appendix B Service Agreement Template.pdf

DIR-CPO-TMP-601A Page 1 of 11

SERVICE AGREEMENT

DIR-CPO-TMP-601A-SA-0000

FOR

REQUEST FOR PROPOSAL

DIR-CPO-TMP-601A

FOR

EVENT PLANNING AND MANAGEMENT

BETWEEN

THE STATE OF TEXAS, ACTING BY AND THROUGH

TEXAS DEPARTMENT OF INFORMATION RESOURCES

AND

XXXXXXXX

DIR-CPO-TMP-601A Page 2 of 11

1 Introduction

A. This Service Agreement (this “Agreement”) is subject to the terms of Appendix A by and between XXXXXXX. (“Successful Respondent”) and the Texas Department of Information Resources (“DIR”). In the event of any conflict between this Agreement and DIR, the Appendix A terms shall control.

B. This Agreement outlines the services to be performed by the Successful Respondent in providing Event Planning and Management Services.

C. This Agreement also captures the current understanding of the scope of services and time estimation, describes the approach, and contains details of the activities and responsibilities for both parties in accordance with the deliverables and associated tasks mentioned in DIR-CPO-TMP-601A Request for Proposal (“RFP”) for Event Planning and Management dated August 3, 2022.

D. Order of Precedence

The order of precedence shall be as follows:

1. DIR Appendix A, Terms and Conditions, (including all Amendments);

2. Service Agreement (this document) and all appendices;

3. DIR RFP DIR-CPO-TMP-601A, including all Attachments, Appendices, and Addenda;

and

4. Successful Respondent’s Response to RFP DIR-CPO-TMP-601A, including all addenda.

2 Pricing

Pricing shall be as set forth in Appendix B, Pricing Sheet to this Agreement.

3 Agreement Term

The term of this Agreement will be from Date of Contract Award through August 31, 2024. DIR may extend the contract by up to three (3) one-year renewal options to be exercised at DIR’s sole discretion.

3.1 Extension Terms

Successful Respondent agrees that DIR may require continued performance under this Agreement at the rates specified in this Agreement following the expiration of the Initial Term or any Renewal Term. This option may be exercised more than once, but the total extension of performance hereunder shall not exceed four (4) calendar months or December 31, of the then-ending Agreement Term year, whichever is later Such extension of services shall be subject to the

DIR-CPO-TMP-601A Page 3 of 11 requirements of this Agreement, with the sole and limited exception that the term shall be extended pursuant to this provision. DIR may exercise this option upon thirty (30) calendar days written notice to the Successful Respondent.

4 Service Requirements

4.1 Services

Services provided under this Agreement shall be as described in Appendix B, Pricing Sheet, and RFP as agreed by Successful Respondent and DIR. In the performance of the services specified in this Agreement, Successful Respondent is not providing any legal services to DIR.

The Successful Respondent shall:

A. Be solely responsible for managing all event expenses and income, including, but not limited to:

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

2. Travel expenses (travel expenses for Successful Respondent are subject to Appendix A:

Terms and Conditions, Section 8.4 Travel Expense Reimbursement);

3. Registration expenses; and

4. Any other DIR approved costs incurred by the Successful Respondent in relation to the planning and execution of events.

B. Be the signatory to all venues and associated agreements required in the execution of each DIR approved event under the awarded Agreement;

C. Ensure all entities involved in the execution of the events have all applicable permits, contracts and insurance;

D. Ensure DIR prohibited purchases, including but not limited to food and alcohol, are not made using DIR funds;

E. Maintain all accounting records pertaining to event receipts and expenditures;

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

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

H. Report all incomes and expenses to DIR on an agreed upon schedule;

I. Report any balance of unused funds after an event. These funds shall be rolled over to cover expenses from future events; and

J. Invoice DIR within 30-days of the budget being finalized, after the conclusion of an event

DIR-CPO-TMP-601A Page 4 of 11 where exhibitor fees (and balance of monies from previous events) do not fully cover the cost of an event. The invoice shall be emailed to the DIR designee.

4.1.1 Planning Activities

DIR will provide the Successful Respondent with a draft events schedule for the term of the Agreement upon award. DIR reserves the right to make changes to the draft events schedule throughout the term of the Agreement to best serve our constituents. The Successful Respondent shall be responsible for all event planning activities. Activities include, but are not limited to:

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

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

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

4.1.2 Event Management

The Successful Respondent shall be responsible for all event management activities. Activities include, but are not limited to, the activities listed below.

Exhibitor Coordination and Management

The Successful Respondent shall:

A. Manage and host all facets of online exhibitor registration and oversee all details of payment processing, including refunds, cancellations, etc.;

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

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

D. Provide exhibitor coordination and management;

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

F. Provide on-site exhibitor check-in and registration;

G. Verify a prospective exhibitor’s contract status with DIR prior to acceptance as an exhibitor as required by conference; and

H. Provide vendor management for any vendors providing event services.

Site and Venue Coordination

The Successful Respondent shall:

DIR-CPO-TMP-601A Page 5 of 11

A. Coordinate with DIR 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 DIR during planning activities;

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

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

E. Address all accessibility, dietary, and other special needs as required;

F. Conduct a pre-event walkthrough with DIR at the event venue to review logistics;

G. Make any last-minute changes or additions to the DIR agenda as determined by the pre-event walkthrough; and

H. Coordinate hybrid/virtual delivery of events when requested

I. Coordinate with DIR for the licensing of a virtual platform.

Event Registration

The Successful Respondent shall:

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 DIR 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

DIR;

H. Upon DIR 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; DIR may provide a limited number of personnel to assist with this effort, to be determined during the planning process.

Speaker Coordination

The Successful Respondent shall:

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A. Develop and implement a call for presentations;

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

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

D. Collect speaker materials for conference, 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 DIR of speaker cancellations, substitutions proposed by the presenters, or other changes after selection, and work with DIR 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.

Event Materials

As needed the Successful Respondent shall:

A. As directed by DIR, assist with the planning and development of event signage;

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

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

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

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

G. Provide a mobile event application, upon request by DIR, 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.

Event Reports

The Successful Respondent shall:

A. Provide regularly scheduled (weekly) progress reports specific to each event. Progress reporting begins one (1) week after event registration begins and continues through the event date. Progress reports should include, at a minimum:

1. Updated attendance, revenue, and exhibitor information (i.e., number of booths

DIR-CPO-TMP-601A Page 7 of 11 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 thirty (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 but not limited to any balance of monies carried forward from previous events) and disbursed with receipts for each transaction;

and

4. Any other information relevant to the event.

4.1.3 Marketing and Communications

The Successful Respondent shall be responsible for all marketing and communications activities.

Activities include, but are not limited to, the activities listed below.

A. The Successful Respondent shall create and host an informational event website with links to registration and other event-specific information.

B. The Successful Respondent shall, when necessary, manage the preparation, development, and printing of any necessary signs, brochures, promotional, or marketing materials, subject to DIR input and approval, in the format determined during the planning phase.

C. As requested by DIR, the Successful Respondent shall provide design services for event materials on an hourly basis at the rate included in Attachment 2: Compensation. DIR will submit design services requests to the Successful Respondent in writing. Before production of designed materials, the Successful Respondent shall submit proofs and/or drafts to DIR for approval.

4.2 Administration

The DIR Project Manager for each event shall have the authority and responsibility to implement this Agreement, including the RFP. The Project Manager shall attempt to resolve any routine disputes that arise during the course of performance of this Agreement.

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5 Successful Respondent Additional Services

In the event that additional services are required during the term of the contract, DIR will provide written notice to the Successful Respondent describing the additional services required, including as applicable, the purpose, scope, timeline, and any other unique requirements, constraints, and assumptions for the requested service. If additional services are required, DIR and the Successful Respondent will mutually determine a timeline to provide a work plan and pricing for the additional services. Any additional services shall be quoted at a firm-fixed price inclusive of any and all additional fees or charges. A request for pricing does not constitute a notice to proceed.

If DIR chooses to proceed, DIR will issue a written amendment to the RFP and this Agreement for signature by DIR and the Successful Respondent authorizing the additional services.

6 Point of Contact

All communications for this Agreement must be directed through the following Points of Contact:

In the case of DIR:

XXXXXXXXX, Contract Manager

Department of Information Resources

300 W. 15th Street, Ste 1300

Austin, Texas 78701

Office: (512) XXX-XXXX

Email: XXXXXXXX@dir.texas.gov

In the case of Successful Respondent:

Contact

Company Name

Street Address

City, State, Zip

Phone:

Email:

mailto:XXXXXXXX@dir.texas.gov

DIR-CPO-TMP-601A Page 9 of 11

This Agreement is executed to be effective as of the date of last signature.

Company Name

Authorized By:

Name:

Title:

Date:

The State of Texas, acting by and through the Texas Department of Information Resources

Authorized By:

Name:

Title:

Date:

Office of General Counsel:

DIR-CPO-TMP-601A Page 10 of 11

APPENDIX B - PRICING SHEET

Event Planning and Management

Tables 1 – 3 below outline the service offering based on fixed-fee pricing for each event. Pricing includes Travel Expenses for Successful Respondent, are subject to Appendix A, Terms and Conditions, Section 8.4 Travel Expense Reimbursement.

TABLE 1. CONFERENCE FEES FOR ONE-DAY EVENTS, FIXED-PRICING

Item No.

Description

Minimum No. of Onsite Staff

Cost

Flat Conference Fee 0-50 Vendors, one-day

$_______________/Net

51-100 Vendors, 101-200 Vendors, 201-300 Vendors, 301-400 Vendors, DIR-CPO-TMP-601A Page 11 of 11

TABLE 2. CONFERENCE FEES FOR TWO-DAY EVENTS, FIXED-PRICING

Minimum No. of Onsite Staff per day

Flat Conference Fee 0-50 Vendors, two-days

Fee 51-100 Vendors, two-days

Fee 101-200 Vendors, two-days

Fee 201-300

Fee 301-400

TABLE 3. DESIGN SERVICES, FIXED-PRICING

1 Design Services (event materials)

$_______________/Hour

4.1.3 Marketing and Communications

4.2 Administration