Conference Room Service

Houston Community College (HCC) has issued a Request for Information (RFI) 26-01 for Conference Room Service, seeking a vendor to manage rental opportunities for seven conference rooms located at their 3100 Main Street, 9th floor downtown Houston facility. The RFI aims to identify a partner capable of advertising and scheduling room reservations with a transaction fee not exceeding 15%, with specific rental parameters including a 10-day advance notice requirement and a four-hour minimum booking. The conference rooms vary in size from 160 to 725 square feet, accommodating 3 to 20 people, and are priced between $45 and $95 per hour. These rooms come equipped with various amenities such as WiFi, video conferencing capabilities, whiteboards, projectors, printing services, and IT support. Additional services are available at extra cost, including audio/visual equipment rentals like wireless microphones ($25) and laptops ($100), administrative services such as linen ($10-$25), and support staffing at rates of $30/hour for event support and $50/hour for IT support. The proposal submission deadline is set for July 28, 2025, at 2:00 PM local time.

The RFI demonstrates a strong preference for certified small business enterprises as defined in HCC's Small Business Development Program. Notably, Houston Community College staff, faculty, and students are explicitly prohibited from utilizing these conference services. While the RFI does not specify a precise budget range, the hourly rates and additional service fees suggest a potential annual revenue opportunity for the selected vendor. The procurement process emphasizes vendor capabilities and alignment with the college's specific requirements for conference room management. The selected vendor will be responsible for coordinating room reservations, managing transaction fees, and providing supplementary services that enhance the utility and accessibility of the conference spaces. The RFI indicates that respondents should provide comprehensive details about their operational capabilities, with an emphasis on small business participation and efficient room rental management.