2028-2029 Statewide Conference

The Texas Workforce Commission is requesting proposals for comprehensive statewide conference services for 2028 and 2029 under RFP No. 3202800002, with proposals due November 20, 2026 at 10:00 a.m. Central Time and a question deadline of October 19, 2026 at 5:00 p.m. Central Time. Evaluation criteria are weighted as Cost (40%), Respondent's Ability to Perform Services (45%), and Past Performance, Qualifications and Experience (15%).

Minimum qualifications require three years of recent business operation in conference services or principals with five years of relevant ownership or executive management experience; demonstrated financial solvency and adequate capitalization; and a VPTS overall score above "D." Respondents must meet or exceed a VPTS credit rating threshold.

The scope encompasses full-service venue arrangements for two annual three-day conferences each preceded by two days of pre-conference meetings, scheduled for the week after Thanksgiving, first week of December, or second week of December in both years. TWC's preferred locations are San Antonio and Houston, with qualified venues in other Texas cities considered. The venue must accommodate 1,959 room nights across both conference days priced at or below GSA per diem rates; multiple carpeted meeting spaces accommodating 10 to 1,600 attendees; an exhibit hall for 90–110 vendor booths; four identically-sized executive offices on different floors; and comprehensive food and beverage services including continental and buffet breakfasts, receptions, staff lunches, and an awards luncheon for 1,600. Audio-visual requirements span from basic projection for breakout rooms to sophisticated general-session setups with multiple HD projectors, video switching, streaming capability, ASL accommodations with dedicated monitors and lighting, CART services, and technical operators. Internet must include wired registration connections without login and dedicated audio-visual service internet with minimum 20 Mbps download/upload speeds. Parking must be available on-site or adjacent with rates disclosed. Respondents may propose their preferred audio-visual provider or accept TWC's external vendor; those unable to work with TWC's selected audio-visual company may be disqualified.

Required insurance includes Commercial General Liability ($2 million per occurrence / $4 million aggregate), Comprehensive Automobile Liability ($1 million combined single limit), and Umbrella Liability ($25 million with drop-down coverage); all policies must be occurrence-basis, rated A or better by A.M. Best, include thirty days' written notice to TWC before cancellation, designate TWC as additional insured, and remain primary to TWC insurance. Responses must include Form 1 (Execution of Response), Form 4 (Financial Questionnaire), Form 2 (Cost Response with separate pricing for each location and date), a Narrative Proposal with Executive Summary, and Form 3 (References with minimum three references from the past five years, preferably state, federal, or local government entities). All submissions go through the TWC Procurement Portal. Notice of intent to award is anticipated in December 2026. A pre-solicitation conference was held October 9, 2026; respondents must acknowledge receipt of Addendum No. 1 with their submission.