2027 Texas Women's Leadership Conference Audio Visual Services and Support

The Governor's Commission for Women within the Office of the Governor of Texas is soliciting proposals under RFP 301-27-08828 for audio visual services and support for its 2027 Texas Women's Leadership Conference and Legislative Luncheon, with responses due November 16, 2026 at 5:00 p.m. Central Time. The solicitation identifies potential HUB subcontracting opportunities under NIGP Class 915-09 (Audio and Video Production Services) and Class 915-23 (Conference Coordinating and Planning Services).

The contractor must provide all labor, equipment, materials, transportation, configuration, testing, operation, and teardown for audio-visual solutions across multiple event spaces at the JW Marriott Austin, 110 E. 2nd Street, Austin, Texas (Travis County). Scope includes projection systems, audio consoles, wireless microphones, lighting, video capture, drape, and staging equipment, configured to room-by-room specifications. Staffing covers video camera operators, audio technicians, video technicians, show callers, stage managers, setup and strike crews, and lighting technicians. The contractor must provide Loss/Damage Waiver coverage for rented equipment, coordinate high-speed internet access for prefunction areas, and assign a dedicated Account Manager as the primary day-to-day contact with the Office of the Governor.

The Legislative Luncheon runs February 2, 2027, from 10:30 a.m. to 2:00 p.m. in the 3rd Floor Lonestar Ballroom. The conference runs February 3, 2027, from 7:30 a.m. to 6:00 p.m. across multiple 4th floor ballrooms. Setup begins February 2 at 6:00 a.m. for the luncheon and 9:00 p.m. for the conference. The anticipated contract start date is February 2, 2027, with termination on February 10, 2027. The maximum contract amount will be determined at award.

Evaluation weights are Company Information and Financial Responsibility (10%), Experience, Qualifications, and References (20%), Response Content and Responsiveness (20%), Proposed Solution (30%), and Compensation Sought (20%). The contract manager is Michael White, CTPM No. 1900023968, in the Office of the Governor's Financial Services Division.