2026 TEKS Resource System State Conference

Education Service Center (ESC) Region 13 is seeking proposals for a comprehensive venue and turnkey services contract for the 2026 TEKS Resource System State Conference, scheduled for summer 2026. The request for proposal (RFP) requires a Texas-based venue, preferably along the I-35 corridor, capable of hosting approximately 1,500 educators and administrators with facilities for general sessions, up to 25 concurrent breakout rooms, exhibit spaces, and registration areas. Required services include hotel accommodations, catering, internet/telecommunications, audio-visual production, rigging, electrical services, business center support, event staffing, and security. The RFP will be evaluated using a best value approach with points distributed across multiple criteria: price (40 points), qualifications (15 points), experience (15 points), proposed plan (15 points), past relationship with ESC Region 13 (10 points), and small/minority/woman/veteran-owned business status (5 points). Key procurement dates include RFP issuance on 2/13/2025, vendor questions due by 3/3/2025, proposal responses due by 4/1/2025, with an initial contract term running through 7/31/2026 and potential extensions for up to four additional one-year terms.

The RFP demonstrates a preference for turnkey solutions from a single vendor but allows for potential multiple contract awards to specialized service providers. Vendors must demonstrate significant experience hosting large-scale conferences and provide detailed pricing for all requested services. The procurement encourages participation from small, minority, woman-owned, and veteran-owned businesses, allocating specific evaluation points for these categories. Federal funds may be utilized for contract payment, which necessitates compliance with EDGAR and other federal requirements. While specific budget ranges are not explicitly stated, the scale of the conference (1,500 attendees) and comprehensive service requirements suggest a substantial contract value. Potential respondents must be prepared to provide a holistic conference management solution that can accommodate the complex needs of a statewide educational conference, with flexibility to integrate various service components and meet the diverse requirements of ESC Region 13.