2027 texas women's leadership conference audio visual services and support

The Office of the Governor of Texas, Commission for Women, is soliciting comprehensive audio-visual services and support for the 2027 Texas Women's Leadership Conference and Legislative Luncheon under RFP 301-27-08828, with proposals due November 16, 2026 at 5:00 p.m. CT. A mandatory subcontracting plan applies, with good faith recruitment of VetHUB (Veteran Heroes United in Business) subcontractors required where subcontracting opportunities are probable.

The scope spans two events February 2–3, 2027 at the JW Marriott Austin: a Legislative Luncheon on February 2 (10:30 a.m.–2:00 p.m., 3rd Floor Lonestar Ballroom) and the full-day conference on February 3 (7:30 a.m.–6:00 p.m., multiple 4th floor ballrooms). The contractor must provide specified projection systems (9' × 16' front-projection packages with 8,500 lumen 3LCD laser projectors), 16-channel digital and 6-channel analog audio mixers, 6 wireless handheld microphones per primary space, 4K video capture, stage lighting with LED wash fixtures, and approximately 15 sixty-five-inch televisions for prefunction areas. The contractor must deploy qualified personnel including video operators, audio technicians, video technicians, show callers, stage managers, and lighting technicians. Setup begins February 2 at 6:00 a.m. for the luncheon and 9:00 p.m. for conference preparation, with teardown following each event. The contractor must provide Loss/Damage Waiver coverage for all rented equipment, coordinate or provide high-speed internet for prefunction areas, designate a qualified Account Manager for day-to-day state coordination, and designate a primary technical point of contact available throughout operations.

The contract runs from execution through August 31, 2027, with monthly service fees pro-rated from the effective date. The maximum contract amount is not specified in the RFP; the contractor has no entitlement to a full amount. Evaluation is weighted as follows: Company Information and Financial Responsibility (10%), Experience, Qualifications and References (20%), Response Content and Responsiveness (20%), Proposed Solution (30%), and Compensation Sought (20%). The Office of the Governor may award without discussions, negotiations, or best and final offers. Responses must be valid for 180 calendar days and include hard copies and a searchable PDF on USB. Responses become state property subject to the Texas Public Information Act.