6100019712 Event Staffing and Management Services

The City of San Antonio, Finance Department, Procurement Division is requesting proposals for Event Staffing and Management Services at the Henry B. Gonzalez Convention Center, with proposals due August 14, 2026 at 11:00 a.m. Central Time. A pre-submittal conference was held July 8, 2026.

Selected contractors must subcontract at least six percent of total contract value to a Small Business Economic Development Act (SBEDA)-eligible subcontractor if the prime contractor is not SBEDA-eligible, unless a waiver is obtained. This is the primary eligibility and set-aside constraint.

The scope includes staffing for parking lot attendants, badge and bag checkers, handheld metal detecting operators, ticket scanners, ushers, elevator operators, wayfinding and greeters, and event safety control staff. Staffing levels will be determined based on venue requirements, ticket volume, security considerations, event attendance, nature of the event, and customer considerations. The City retains in-house security services and does not require licensed security personnel.

The contract term runs October 1, 2026 through September 30, 2029, with two optional one-year renewal periods. Historical staffing data indicates 3,361 hours in fiscal year 2024, 4,737 hours in fiscal year 2025, and 1,114 hours for the partial 2026 period. Pricing must be submitted as a single flat hourly rate for Event Staff Attendants, inclusive of all overhead, administrative, supervisory, and holiday/overtime costs, with no separate line items permitted. Contractors must invoice clients directly and remit a minimum fifteen percent commission on gross adjusted sales to the City by the twentieth calendar day following month-end. All subcontractors and independent contractors must carry workers' compensation, employers' liability, commercial auto, general liability, and professional liability insurance matching the prime contractor's coverage or be added as additional insureds. The City anticipates awarding to one or more vendors; event licensees will select from an approved contractor list based on availability and preference. Written questions were due July 10, 2026. No current incumbent exists, as event staffing has historically been provided by individual clients.