Texas Department of Information Resources

Request for Proposal (RFP)

DIR-CPO-TMP-601A

Event Planning and Management

Class(s) Item(s)

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

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

915 23: Communications and Media Related Services

Issued: August 3, 2022

Version 2.0

Responses Due: August 19, 2022 02:00 PM CST

SOLICITATION CONTENTS

The list below contains a summary of the documents comprising this Request for Proposal (RFP) issued by the Texas Department of Information (DIR). The Successful Respondent(s) shall be responsible for fulfilling all requirements contained in these documents.

1. Event Planning and Management RFP (this document)

a. Attachments

i. Attachment 1: Respondent Information Form

ii. Attachment 2: Compensation

iii. Attachment 3: Non-Disclosure Agreement

iv. Attachment 4: Respondent Release of Liability

v. Attachment 5: Voluntary Product Accessibility Template (VPAT)

vi. Attachment 6: Vendor Accessibility Development Services Information Request (VADSIR)

vii. Attachment 7: Policy Driven Adoption for Accessibility (PDAA)

b. Appendices

i. Appendix A: Terms and Conditions

ii. Appendix B: Service Agreement Template

iii. Appendix C: HUB Subcontracting Plan SAMPLE

RFP DIR-CPO-TMP-601A Event Planning and Management Page 1 of 19

Table of Contents

1. INTRODUCTION

1.1. .............. Purpose

1.2. .............. Agency Overview

1.3. .............. Background

2. SCOPE

2.1. .............. Required Services

3. GENERAL INFORMATION

3.1. .............. Point of Contact

3.2. .............. Response Integrity

3.3. .............. Schedule of Events

3.4. .............. Federal and State Requirements

3.5. .............. Response Deadline and Submission Requirements

3.6. .............. Response Instructions

3.7. .............. Rejection of Responses

3.8. .............. Right to Amend or Withdraw RFP

3.9. .............. Pre-agreement Costs

3.10. ............ Ownership of Responses

3.11. ............ Public Information

3.12. ............ News Release

4. EVALUATIONS, NEGOTIATIONS, AND AWARD

4.1. .............. Notice of Intent to Respond

4.2. .............. Evaluation of Responses

4.3. .............. Evaluation Criteria

4.4. .............. Clarification and Integration Sessions

4.5. .............. Negotiations

4.6. .............. Award of Service Agreement

4.7. .............. Protest Procedures

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1. Introduction

1.1. Purpose

The Texas Department of Information Resources (DIR) is issuing this Request for Proposal (RFP) to obtain event planning services to DIR for events in Austin, Texas. DIR seeks to award a Service Agreement to one or more Successful Respondents. References throughout this RFP to “Successful Respondent(s)” refer to the Respondent awarded a Service Agreement.

As a result of this RFP, DIR expects to receive and evaluate responses and select one (1) or more qualified Respondents with whom to enter into negotiations. Section 4 EVALUATIONS, NEGOTIATIONS, AND AWARD of this RFP contains information regarding evaluation and the Respondent selection process. As part of DIR’s initiatives to identify strategic sourcing opportunities and to achieve the highest overall value to the State, DIR reserves the right to make a single award or multiple awards as determined by DIR.

1.2. Agency Overview

DIR serves Texas government by leading the state's technology strategy, protecting state technology infrastructure, and offering innovative and cost-effective solutions for all levels of government. DIR’s responsibilities and authority have evolved significantly since its creation in 1989, when the Texas Legislature enacted Chapter 2054, Texas Government Code. DIR has served in a leadership role to facilitate the State’s economic competitiveness through its ability to deliver quality information resource commodities and services at low prices and best value for State and local government, K–12 schools and Institutes of Higher Education.

Today, DIR is responsible for delivering a shared technology infrastructure to more effectively plan and manage the State’s investments in technology.

1.3. Background

Historically, DIR has hosted three (3) to five (5) major events (four (4) of which are identified below) for the benefit of its customer base and vendor community. DIR also hosts a number of smaller events, with less exhibitor presence. DIR requires event planning and management services for all sizes of events. Under the scope of the Service Agreement, DIR may add additional events to serve its constituents. Any of the events could be remote, in-person, or a hybrid of remote and in-person participants. Below is a sample of major events:

A. Information Security Forum. Each year, DIR hosts the Information Security Forum (ISF). This is an educational conference aimed at Information Security Officers, Information Resources Managers, and IT staff throughout the state of Texas. This has become a premier event focusing on security trends and upcoming technologies. The ISF is a two-day event that draws approximately 450 attendees and 90 exhibitors.

B. DIR Discover (Texas Government Data and Technology Forum). Each year, DIR’s Office of the Chief

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Data Officer (OCDO) and Chief Technology Office (CTO) host this two-day event. The event provides an excellent opportunity for learning and networking as well as exploring vendor solutions in the exhibit area. DIR expects a similar turnout as previous Data Forum and Tech Forum events (now combined into one event titled DIR Discover) which saw attendance of over 250 public sector employees from more than 60 organizations, with approximately 30 exhibitors.

C. e-Records Conference. DIR and the Texas State Library and Archives Commission (TSLAC) co-sponsor this annual conference for state agency and local government officials involved in the management of electronic records. This educational event seeks to improve electronic records management in Texas government through the use of statewide standards and best practices. Over 120 state agencies, state universities, and local governments, as well as 25 exhibitors, were represented at the 2019 in-person conference. The event was held virtually in 2020 and 2021. For 2022, the event will be in-person while exploring options of hybrid delivery for future conferences.

D. DIR Connect. The DIR Connect conference is held every other year and brings DIR contracted technology vendors together with information technology (IT) and purchasing staff from state agencies, local and county government, K-12 and higher education to raise awareness about all of DIR's key program areas including Cooperative Contracts, Data Center Services, Communications Technology Services, Information Security, and Texas.gov. The event includes a wide range of educational break-out sessions as well as time to network in the exhibit hall. The conference routinely draws more than 400 attendees and approximately 150 exhibitors.

2. SCOPE

2.1. Required Services

DIR intends to contract with the Successful Respondent(s) to provide services, including but not limited to, the services listed below.

2.1.1 General

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. Enter into all contracts and associated agreements with venues and vendors as required in the execution of each DIR approved event under the awarded Service Agreement;

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

RFP DIR-CPO-TMP-601A Event Planning and Management Page 4 of 19 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 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.

2.1.2 Planning Activities

DIR will provide the Successful Respondent with a draft events schedule for the term of the Service Agreement upon award. DIR reserves the right to make changes to the draft events schedule throughout the term of the Service 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.

2.1.3 Event Management

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

2.1.3.1 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;

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

F. Provide email confirmation to exhibitor’s who have completed event registration, as well as 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.

2.1.3.2 Site and Venue Coordination

The Successful Respondent shall:

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.

2.1.3.3 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

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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.

2.1.3.4 Speaker Coordination

The Successful Respondent shall:

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.

2.1.3.5 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.

2.1.3.6 Event Reports

The Successful Respondent shall:

A. Provide regularly scheduled (weekly) progress reports specific to each event. Progress reporting begins

RFP DIR-CPO-TMP-601A Event Planning and Management Page 7 of 19 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 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 balance of monies from previous events) and disbursed with receipts for each transaction; and

4. Any other information relevant to the event.

2.1.4 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.

2.1.5 Electronic and Information Resources (EIR) Accessibility

Products, applications, and websites that will be used by Texas state employees or members of the public must comply with EIR accessibility technical standards as defined in 1 TAC 206, 1 TAC 213, and Web Content Accessibility Guidelines (WCAG) 2.0 level AA. Accessibility Conformance reports (ACRs) must be submitted for each commercial product in this service agreement. The ACR is derived from the Voluntary Product Accessibility Templates (VPATs) which should be completed by the manufacturer. See Attachment 5:

Voluntary Product Accessibility Template (VPAT). For service offerings such as custom design and development, a Vendor Accessibility Development Services Information Request (VADSIR) is required. See Attachment 6: Vendor Accessibility Development Services Information Request (VADSIR). All

RFP DIR-CPO-TMP-601A Event Planning and Management Page 8 of 19 respondents must complete the Policy Driven Adoption for Accessibility (PDAA) self-assessment to score the respondent’s organizational maturity with regard to digital accessibility. Instructions are included in Attachment 7: Policy Driven Adoption for Accessibility (PDAA).

The Successful Respondent shall complete:

A. ACR Submission and Review

All Respondents with product offerings must provide ACRs for each product submitted in the price list using the applicable sections of the Voluntary Product Accessibility Template® (VPAT®) Revised Section 508 Edition (Version 2.3 or higher) and provide links to ACRs located on manufacturer(s)’ websites. Products include commercial products and as-a-service products. Instructions on how to complete a VPAT are included in the template itself. ACRs based on earlier versions of the VPAT® template will be accepted if such completed ACRs already exist, and there have been no changes to the product or service since the time of the original document completion.

Respondents claiming that a proposed product or family of products is exempt from accessibility requirements must specify the product(s) as such in “Notes” located in the product information section of the VPAT v.2.3 or higher, or as an additional note in the product information section of older VPAT versions of the form, specifying each exempt product or product family with a supporting statement(s) for this position.

ACRs must be completed by the product manufacturer. Respondents and manufacturers may obtain the VPAT from the Information Technology Industry Council’s website: http://www.itic.org/public-policy/accessibility. Resellers must obtain ACR(s) from the manufacturer and provide the URLs for the manufacturer’s ACR(s).

DIR will review select ACRs for credibility and completeness.

B. VADSIR Submission and Review

Respondents must complete a VADSIR questionnaire to document the Respondent's capability or ability to produce accessible EIR and ICT if the response includes one or more of the following offerings:

• Website development services

• Web Application Development Services

• Custom development services as part of an integrated solution

• Client based software application development services

• Other software development services containing one or more user interfaces (end user, administrative, etc.)

VADSIRs will be evaluated by DIR for credibility and completeness.

Per Section 3.6.2. Response Organization, the Successful Respondent shall include completed above-referenced attachments in their Response.

2.1.6 Term of Service Agreement

DIR anticipates that the term of the Service Agreement will be an estimated two (2) years with three (3) one-year renewal options to be exercised at DIR’s sole discretion. In the event of prolonged Service Agreement negotiations due to the number and/or significance of exceptions taken, lack of responsiveness, or other

RFP DIR-CPO-TMP-601A Event Planning and Management Page 9 of 19 failure to close Service Agreement negotiations on the part of Respondent that are not due to a failure on the part of DIR, DIR may, in its sole discretion, bypass the Respondent and commence negotiations with the next-highest scoring Respondent, or continue with the current Respondent with a shorter Service Agreement term.

Section 3.6.2.1. of this RFP contains the format for Respondents to note any exception to any provision, term, or condition specified in the RFP.

Any objections or exceptions should be noted in keeping with RFP Section 3.6.2.1.

DIR reserves the right to make changes to this scope of work if it is in the best interest of the State to do

so. Should this occur prior to the award of any Service Agreement as a result of this RFP, any Respondents selected for negotiations will be notified.

2.1.7 Option to Extend

The Successful Respondent agrees that DIR may require continued performance, beyond the initial or any renewal Service Agreement term, of any of the within described services at the rates specified in the Service Agreement. 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 Service Agreement Term year, whichever is later. Such extension of services shall be subject to the requirements of the Service Agreement, with the sole and limited exception that the original date of termination shall be extended pursuant to this provision. DIR may exercise this option upon thirty (30) calendar days written notice to the Successful Respondent.

3. GENERAL INFORMATION

3.1. Point of Contact

Lisa Ramirez is the sole point of contact for this procurement. All communications regarding this RFP must be addressed in writing via email to: lisa.ramirez@dir.texas.gov

Respondents shall make no contact concerning this RFP with other DIR personnel, except as permitted by the point of contact. Failure to comply with this requirement may result in disqualification.

3.2. Response Integrity

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

A. A competitor of the Respondent; or

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

C. A related entity of the Respondent engaged in the same line of business as the Respondent.

This prohibition is in effect during the preparation of the offer and while the offer is pending with DIR, including the negotiation and finalization of any resulting Service Agreement. The term “related mailto:lisa.ramirez@dir.texas.gov

RFP DIR-CPO-TMP-601A Event Planning and Management Page 10 of 19 entities” includes, but is not limited to, 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.

When a related entity of the Respondent (whether related at the time Responses are due or at any time thereafter) submits a competing proposal, DIR may require additional information to ensure each separate Response is independent. Failure to provide or fully disclose all such information may, at DIR’s discretion, disqualify Respondent or result in the termination of any resulting Service Agreement. RESPONDENT HAS

AN ONGOING DUTY TO UPDATE ALL INFORMATION INCLUDED IN ITS RESPONSE AT ANY TIME

THAT SUCH INFORMATION CHANGES.

3.3. Schedule of Events

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

Table 1: Schedule of Events

Activity Date

Request for Proposal Issued to Respondents August 3, 2022

Pre-proposal Meeting. August 10,2022 2:00 p.m., CT

Deadline for Submitting RFP Questions August 12,2022 5:00 p.m., CT

Answers posted to ESBD August 15, 2022

Deadline for submitting Response August 19, 2022 2:00 p.m., CT

Evaluation, Clarification, and Amended Responses August 22, 2022

Negotiations August 29, 2022

Award decision August 31, 2022

Agreement signed and PO issued September 5, 2022

3.3.1 Optional Webinar

A. DIR will hold a webinar for this procurement on the date and time specified in Section 3.3 Schedule of Events. It is recommended that at least one (1) Respondent representative attend this webinar.

B. DIR will provide attendees the opportunity to submit written questions via the webinar. DIR requests

RFP DIR-CPO-TMP-601A Event Planning and Management Page 11 of 19 that all questions submitted at the webinar reference the appropriate RFP or Attachment, page and section number.

C. The webinar will provide overview information of the RFP and will provide preliminary answers to questions submitted prior to the webinar question deadline as well as questions submitted via the webinar itself. Although DIR may provide tentative verbal answers to questions on the webinar, only answers provided in writing by DIR shall be considered official. Information in any form other than the materials constituting this RFP and its Attachments and Appendices, the Question and Answer Document(s), and any Addenda shall not be binding on DIR. DIR reserves the right to amend answers prior to the offer submission deadline.

D. ATTENDANCE AT THE PRE-PROPOSAL WEBINAR IS HIGHLY RECOMMENDED.

E. Date: August 10, 2022

Time: 2:00 p.m., CT

F. The webinar will be available live via the web. To participate in this live interactive Webcast, you must register at: https://www.zoomgov.com/webinar/register/WN_tWj0EIdrT_iQFRmf1c-_ag

G. It is DIR’s intent to post all materials from the webinar as well as a link to the recording of the webinar to the ESBD in the days following the webinar.

3.3.2 Written Questions and Official Answers

Using Table 1: Question Template Respondents shall submit any questions regarding this RFP by e-mail to the Point of Contact listed in Section 3.1 Point of Contact. Questions regarding this RFP will be accepted until the date and time specified Section 3.3 Schedule of Events. Official answers will be posted as an Addendum to this RFP, on the Electronic State Business Daily (ESBD) at: https://www.txsmartbuy.com/esbd.

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. DIR will not publish the identity of any vendor that submitted any particular inquiry.

Table 1: Question Template

Question No. RFP/Document Location/Cell Reference Question

Example:1 RFP Section 3.4 Historically Underutilized Business

What is the HUB goal expected for this procurement?

3.4. Federal and State Requirements

3.4.1 Federal Requirements

State agencies are prohibited from doing business with terrorists and terrorist organizations. Any https://www.zoomgov.com/webinar/register/WN_tWj0EIdrT_iQFRmf1c-_ag https://www.txsmartbuy.com/esbd

RFP DIR-CPO-TMP-601A Event Planning and Management Page 12 of 19

Respondent listed in the Federal Excluded Persons List System (EPLS) authorized by Executive Order #13224, "Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism,” available at https://www.state.gov/j/ct/rls/other/des/143210.htm, published by the United States Department of the Treasury, Office of Foreign Assets Control (Terrorism List) shall not be awarded a Service Agreement as a result of this RFP. The Successful Respondent must agree that if at any time during the term of the Service Agreement the Successful Respondent is listed on the Terrorism List, the Successful Respondent shall promptly notify DIR. As part of DIR’s service agreement management, periodic checks will be performed to ensure the Successful Respondent remains in compliance with these Federal Requirements.

DIR shall have the absolute right to terminate the Service Agreement without recourse in the event the Successful Respondent becomes listed on the Terrorism List.

Should the Successful Respondent become suspended or debarred from doing business with the federal government as listed in the System for Award Management (SAM), available at:

https://sam.gov/content/home, maintained by the General Services Administration, the Service Agreement may be terminated without recourse, at DIR’s sole discretion.

The Successful Respondent shall 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 Service Agreement.

3.4.2 Performance and Debarment

In accordance with 34 TAC, Chapter 20, Subchapter G, any vendor that is debarred from doing business with the State of Texas will not be awarded a Service Agreement under this solicitation. The list of debarred vendors is located on the Texas Comptroller of Public Accounts (CPA) Web site at:

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

3.4.3 Required Successful Respondent and Subcontractor Current and Former State Employee Disclosures

The Successful Respondent shall disclose, for itself and on behalf of all its Subcontractors the following:

Successful Respondent 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, Successful Respondent will complete the following information for the Response:

A. Name of Former Executive;

B. Name of State Agency;

C. Date of Separation for State Agency;

D. Position with Respondent; and

E. Date of Employment with Respondent.

https://www.state.gov/j/ct/rls/other/des/143210.htm https://sam.gov/content/home https://www.comptroller.texas.gov/purchasing/programs/vendor-perforformance-tracking/debarred-vendors.php https://www.comptroller.texas.gov/purchasing/programs/vendor-perforformance-tracking/debarred-vendors.php

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3.5. Response Deadline and Submission Requirements

Respondents are required to submit Responses in accordance with the requirements outlined in this document. Responses must be received by DIR on or before the date and time specified in RFP Section 3.3 Schedule of Events. Late Responses will not be reviewed.

3.6. Response Instructions

Respondent will follow the instructions set forth in the following Attachments and Appendices to this RFP.

Each section, Attachment, and Appendix of this RFP, along with any other associated files, contains individual detailed instructions regarding the required format of the Respondent’s Response. The Respondent is required to respond according to the instructions contained in each section of this RFP.

Respondent’s Response must be consistent with the structure, sequencing, and terminology used in this RFP. Where provided, the Respondent must use the files enclosed with the RFP and the prescribed format to submit its Response.

Electronic Response required only. Responses shall be submitted to the email address for the point of contact identified in Section 3.1. Successful Respondents shall follow the specific naming conventions detailed in this section. For electronic files, the Respondent must use a three-letter identifier preceding each named file (e.g., Big Service Company, Inc., “BSC”). This three-letter identifier shall replace the “ABC” referenced in the file names below. All files submitted by the Respondent should use the same three-letter identifier.

Respondents should note that DIR expects each Respondent to comply with the requirements of this RFP as written, and to price its Response accordingly. DIR strongly discourages any Respondent from indicating that it does not agree or does not comply with a provision because the Respondent is unwilling to price it (for risk, liability, or any other reason).

Non-submission of any of the requested information may disqualify the Respondent’s Response from further consideration by DIR.

3.6.1 No Marketing Materials Desired

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

3.6.2 Response Requirements

Successful Respondent shall provide with their response:

A. Narrative of Experience.

Submit a narrative to include the following:

1. A brief overview of the firm and the experience and expertise of the individual(s) who may be assigned to DIR 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; and

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3. A description of experience managing approximately 150 – 225 exhibitors. Include experience managing service providers (caterers, decorators, audio/video providers). Please note any 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 exhibitor and attendee registration;

2. Description of how the particular platform(s) manage 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 (caterers, decorators, audio/video).

3.6.3 Response Organization

Successful Respondents shall organize Responses as follows (NOTE: Each must be filled out in its entirety and signed by an officer or agent empowered to contractually bind the Successful Respondent.):

A. Attachment 1: Respondent Information Form

B. Attachment 2: Compensation

C. Attachment 3: Non-Disclosure Agreement

D. Attachment 4: Respondent Release of Liability

E. Attachment 5: Voluntary Product Accessibility Template (VPAT)

F. Attachment 6: Vendor Accessibility Development Services Information Request (VADSIR)

G. Attachment 7: Policy Driven Adoption for Accessibility (PDAA)

H. HUB Subcontracting Plan (see Appendix C: HUB Subcontracting Plan SAMPLE)

I. Narrative of Experience (see Section 3.6.2. Response Requirements)

J. Sample Planning Approach (see Section 3.6.2. Response Requirements)

3.6.3.1 Exceptions to Requirements (including Appendix A, Terms and Conditions)

The final terms and conditions of any Service Agreement awarded as a result of this RFP shall be agreed upon during negotiation. However, the minimum standard terms and conditions that will be included in any awarded Service Agreement are contained in the Appendix A, Terms and Conditions included in the RFP documents.

This section contains the format for Respondents to note any exception to any standard provision, term, or condition specified in the RFP. An explanation as to why the Respondent cannot comply with the provision, term, or condition and why the proposed alternative language must be included in the Response. Examples of nonresponsive explanations include:

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A. Referencing negotiation of revised language in another DIR or other state agency contract;

B. Referring to an internal division’s need for the revised language without a valid reason as to why the exception is necessary;

C. Indicating the proposed language is “negotiable;” and

D. Referencing an internal Respondent terms and conditions document.

Exceptions must include:

A. Section, Section Title;

B. Explanation as to why Respondent cannot comply with the term or condition; and

C. Proposed alternate language (redline).

If Respondent fails to note any exception within its Response, Respondent will not be allowed to request an exception upon award or at some later date.

The Successful Respondent must submit exceptions by identifying them in Attachment 1: Respondent Information Form, Item 13.

Respondents are encouraged not to request exceptions to standard Service Agreement terms and conditions; DIR, in its sole discretion, may or may not accept the Respondent’s requested exceptions.

Prior to the final award of a Service Agreement, DIR reserves the right to make changes to the Service Agreement. Should this occur, any Respondent selected for negotiations will be notified.

If there are no exceptions, the Respondent shall explicitly state the Respondent takes no exception to any part of this RFP. Any exception may result in the Service Agreement not being awarded to the Respondent.

3.6.4 Historically Underutilized Business (HUB) Subcontracting Plan

The Successful Respondent shall utilize RFP Appendix C: HUB Subcontracting Plan SAMPLE to submit Respondent’s HUB Subcontracting Plan.

3.6.4.1 HUB Purpose

The purpose of the Historically Underutilized Business (HUB) Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with the goals specified in the State of Texas Disparity Study. Each state agency must make a good faith effort to meet or exceed the goals identified below and assist HUBs in receiving a portion of the total contract value of all contracts that the agency expects to award in a fiscal year in accordance with the following procurement goals/percentages:

11.2% for heavy construction other than building contracts;

21.1% for all building construction, including general contractors and operative builders’ contracts;

32.9% for all special trade construction contracts;

23.7% for professional services contracts;

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26.0% for all other services contracts;

21.1% for commodities contracts.

It is the policy of DIR to make a good faith effort to achieve the annual program goals by contracting directly with HUBs or indirectly through subcontracting opportunities in accordance with the Texas Government Code, Chapter 2161, Subchapter F, and HUB Rules promulgated by the Texas Comptroller of Public Accounts (CPA), 34 TAC, Chapter 20.

HUBs are strongly urged to respond to this RFP. Under Texas law, state agencies are required to make a good faith effort to assist HUBs in receiving certain percentages of the total value of contract awards.

Respondents who meet the qualifications are strongly encouraged to apply for certification as HUBs.

3.6.4.2 HUB Subcontracting Plan

DIR has determined that subcontracting is probable under any Service Agreement awarded as a result of this RFP. The HUB Goal for this RFP is 26%. ALL RESPONDENTS TO THIS RFP, INCLUDING THOSE

THAT ARE HUB-CERTIFIED OR THOSE WHO DO NOT PLAN TO SUBCONTRACT, MUST COMPLETE A

HUB SUBCONTRACTING PLAN (HSP) IN ACCORDANCE WITH THE STATE’S POLICY ON UTILIZATION OF HUBs. THE HSP MUST BE INCLUDED AS PART OF THE RESPONSE TO THIS RFP. FAILURE TO COMPLETE THE HSP AS INSTRUCTED MAY RESULT IN DISQUALIFICATION OF THE RESPONSE FROM

CONSIDERATION.

The State’s Policy on Utilization of Historically Underutilized Businesses and HSP forms are attached to this RFP as Appendix C. Please review the HSP forms carefully and allow sufficient time to identify and contact HUBs and allow them to respond. Respondents must demonstrate a good faith effort to contract with new HUBs if currently proposed HUBs have performed as subcontractors to the Respondent for more than five

(5) years. If the Respondent does not plan to subcontract, Respondent must state that fact in its plan. An original, signed paper copy of the HSP must be submitted in an envelope that is separate from the rest of the Response. The completed plan shall become a part of the Service Agreement that may be awarded as a result of this RFP.

3.6.4.2.1 HUB Continuing Performance

Any Service Agreements awarded as a result of this RFP shall include reporting responsibilities related to HUB subcontracting. The Successful Respondent may not change any subcontractor without submitting a revised HUB Subcontracting Plan (HSP). Any change to a subcontractor and revised HSP must be approved in writing by DIR prior to implementation.

3.6.4.2.2 HUB Resources Available

A list of certified HUBs is available on the Texas Comptroller of Public Accounts (CPA) Web site at:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. For additional information, contact the CPA’s HUB program office at Texas4hubs@cpa.state.tx.us. If Respondents know of any businesses that may qualify for certification as a HUB, they should encourage those businesses to contact the CPA HUB program office.

3.7. Rejection of Responses

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp mailto:Texas4hubs@cpa.state.tx.us

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DIR has sole discretionary authority and reserves the right to reject any and all Responses received as a result of this RFP. Responses that do not comply with the mandatory submission requirements may be rejected. In addition, DIR 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.

3.8. Right to Amend or Withdraw RFP

DIR 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 Service Agreement if doing so is in the best interest of the State. DIR 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.

Any changes or additional information regarding this RFP will be posted as an Addendum on the ESBD, at:

https://www.txsmartbuy.com/esbd. It is the responsibility of Respondents to monitor the web site for Addenda. Respondent's failure to periodically check the ESBD will in no way release the Respondent from Addenda or additional information resulting in additional costs to meet the requirements of the RFP.

3.9. Pre-agreement Costs

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

3.10. Ownership of Responses

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

3.11. Public Information

DIR is a government agency subject to the Texas Public Information Act. Responses submitted to DIR as a result of this RFP are subject to release as public information after Service Agreement(s) are executed or if the procurement is terminated. Respondent may not mark its complete Response “copyrighted” or mark every page as proprietary or confidential, but if a Respondent believes that its Response, or parts of its Response, may be exempted from disclosure under Texas law, the Respondent must specify page-by-page and line-by-line the parts of the Response that it believes are exempt. In addition, the Respondent must specify which exception(s) are applicable and provide detailed reasons substantiating the exception(s).

Pursuant to Texas Government Code section 2252.907, Respondent is required to make any information created, exchanged with the state pursuant to this Service Agreement, 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.

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. DIR shall comply with all decisions of the OAG.

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DIR assumes no responsibility for asserting legal arguments on behalf of any Respondent. Respondents 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.

The issuance of this RFP does not imply that DIR is making an offer to do business with any RFP recipient or Respondent. No agreement or other binding obligation on DIR is implied or will occur unless and until a definitive agreement is executed. The issuance of this RFP and the submission of the Respondent’s Response do not create any obligation upon DIR to purchase goods or Services from the Respondent, or to enter into any binding legal relationship with one (1) or more of the Respondents.

DIR 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. The Respondent is responsible for making its own evaluation of information and data contained in this RFP and in preparing and submitting its Response.

3.12. News Release

Respondent-initiated news releases pertaining to this RFP shall not be made without prior written approval of DIR, in its sole and absolute discretion. A minimum of ten (10) Business Days written notice is required for such approval.

4. EVALUATIONS, NEGOTIATIONS, AND AWARD

4.1. Notice of Intent to Respond

Vendors intending to submit a Response shall provide DIR with a Notice of Intent to Respond no later than the date listed in Table 1: Schedule of Events. Notice shall be provided to the designated point of contact listed in RFP Section 3.1 Point of Contact, and must be provided in writing. Respondents submitting notices are not required to provide a Response to this RFP; however, any Respondent who fails to submit a Notice of Intent to Respond may be disqualified from further evaluation.

4.2. Evaluation of Responses

DIR will review Responses to determine responsiveness to this RFP. All determinations about responsiveness to this RFP are final. All Responses determined to be responsive will go through a financial review overseen by the Chief Financial Officer’s (CFO’s) office. The financial review (here, a review of the financial solvency of the Respondent) and Completed HUB Subcontracting Plan is a pass/fail determination that is final. Only Responses that pass will be considered for award.

At any time during the evaluation process, DIR may ask any or all Respondents to elaborate on or clarify specific points or portions of their Response. DIR’s request and Respondent’s response shall be in writing.

4.3. Evaluation Criteria

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4.3.1 Pass/Fail Criteria

In addition to the weighted criteria listed below DIR also reviews additional Pass/Fail criteria as follows:

A. Financial Information is a Pass/Fail review of a Dun and Bradstreet report conducted by the Finance Group;

B. Completion and signing of HUB Subcontract Plan (see Appendix C: HUB Subcontracting Plan SAMPLE);

and

C. Compliance with applicable provisions of §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Gov't Code. Respondents may fail this selection criterion for any of the following conditions:

1. A score of less than a "C” in the Vendor Performance System;

2. Currently under a Corrective Action Plan through the CPA, having repeated negative Vendor Performance Reports; and

3. Having purchase orders that have been cancelled in the previous twelve (12) months for non-performance (including but not limited to late delivery, etc.).

D. Compliance with Texas Government Code 2054, subchapter M, TAC 206, TAC 213, and WC3 WCAG 2.0 AA technical standards, as applicable. Respondents may fail this selection criterion for any of the following reasons:

1. Missing product ACRs for products listed on the itemized price sheet;

2. Missing VADSIR for proposed development services on the itemized price sheet; and

3. Missing PDAA self-assessment.

4.3.2 Weighted Evaluation Criteria

DIR will use the following criteria (listed in order of priority) to determine the best value for the state:

A. Experience (including but not limited to Business Relationship Experience) 30%;

B. Planning Approach – 20%;

C. Quality of Service (per References) – 30%; and

D. Pricing – 20%.

DIR’s evaluation of Respondent’s history and experience may include consideration of Respondent performance as recorded in the CPA Vendor Performance Tracking System as described in the Texas Administrative Code, 34 TAC 20.115.

4.4. Clarification

The State in its discretion may hold a series of clarification sessions with selected Respondents to ensure complete and accurate understanding of responses to this RFP.

This RFP is intended to provide Respondent with enough information to build its Response, but it is the

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Respondent’s responsibility to obtain any additional information deemed necessary for the Respondent to meet its obligations under the terms…