2027 TVC Annual Conference

The Texas Veterans Commission is requesting proposals for rental of a conference facility to host the 2027 TVC Annual Conference, with proposals due August 26, 2026 at 2:00 p.m. Central Time and written questions due July 29, 2026.

The scope encompasses lodging (approximately 2,090 room nights across four nights), meeting space including one general-session ballroom for 700–800 attendees, one secondary ballroom for 200 attendees, up to 20 breakout rooms (20–100 capacity each), boardrooms, a computer lab, and a secure planning room; parking for approximately 822 attendees daily; comprehensive audio/visual support for all session types; and food and beverage services. The conference is scheduled for three consecutive operational days plus one setup day between September 15 and December 15, 2027. Preferred facility locations are Dallas-Fort Worth Metroplex, Houston, Galveston, San Antonio, Austin, Corpus Christi, and Bryan/College Station.

Respondents must provide detailed pricing compliant with State of Texas government per diem requirements for lodging, meeting space rental, audio/visual services, food and beverage options, and parking. The facility must waive all deposit requirements and room-block attrition penalties. A minimum of three professional references demonstrating comparable conference experience within the past five years is required. Respondents must disclose any contract terminations for cause, corrective action plans, litigation related to contract performance, or assessments of damages or penalties within the past five years.

Evaluation criteria are weighted as follows: qualifications and experience (15%), facility requirements (20%), location and logistics (10%), pricing and cost (25%), food and beverage options (10%), audio/visual capabilities (10%), past performance (5%), and value-added services (5%). TVC will make award determinations based on best value rather than lowest cost alone and reserves the right to request Best and Final Offers. Anticipated notice of intent to award is scheduled for January 2027. The contract commences upon final execution and remains effective through June 30, 2027. TVC does not guarantee minimum or maximum quantities and will pay only for actual services rendered.