Approved Vendor List for Oscar Johnson, Jr. Event Center

The City of Conroe is requesting qualifications from experienced vendors to establish an approved vendor list for event services at the Oscar Johnson, Jr. Event Center on an as-needed basis, with proposals due October 15, 2026 by 1:00 p.m.

The RFQ covers seven service categories: Catering and Food Services, Tables/Chairs/Linens and Event Rentals, Balloon and Event Decor, DJs/Music and Entertainment, Photography and Videography, Audio/Visual and Production Services, and Specialty Event Services. Vendors may respond to one or more categories. All installations must comply with Event Center rules, applicable fire codes, and City property attachment requirements. Vendors must maintain appropriate licenses, permits, certifications, and health requirements specific to their service category. General Liability insurance with a $1,000,000 combined single limit is required, along with Workers' Compensation and Automobile Liability coverage. Performance and payment bonds are required only if the contract price exceeds $50,000 and $100,000 respectively.

Evaluation will use a 100-point scale weighted as follows: Respondent's Experience and Qualifications (30 points), Experience on Similar Projects (20 points), Individual Staff Qualifications (20 points), Respondent's Capacity to Perform Work (20 points), and References (10 points). The City reserves the right to award contracts to one or multiple qualified companies within each category based on evaluation results.

Submissions must be electronic through the OpenGov Procurement Portal, limited to 25 pages plus individual category responses of up to five pages each. Required submittals include Certificate of Insurance, W-9 Form, Form 1295, SAM.gov status verification, VetHUB certification status, Conflict of Interest Questionnaire, and Acknowledgement of Terms and Conditions. No pricing information is requested at the qualification stage. Questions are due October 12, 2026 by 1:00 p.m.