FY26 & FY27 RRC Regulatory Conference

The Railroad Commission of Texas (RRC) is seeking a hotel venue to host its Regulatory Conference for fiscal years 2026 and 2027, specifically targeting Oil & Gas and Pipeline Operators. The procurement is a hotel conference services contract, with the primary objective of providing a comprehensive conference facility capable of hosting up to 1,240 attendees within a 15-mile radius of Austin, Texas. Preferred conference dates are July 12-15, 2026, and July 11-14, 2027, with the contract term extending from the last party's signature through August 31, 2027. Key deliverables include multiple meeting rooms, breakout spaces, exhibit halls, and support areas, with specific requirements for guest room accommodations not exceeding $200 per night. The vendor must provide complimentary amenities such as water in meeting rooms, daily room service, one complimentary suite, room upgrades, discounted A/V and catering pricing, internet access, and parking accommodations. The solicitation (Bid No. 455-26-1007-A) was issued on 10/14/2025, with bid responses due by 10/28/2025 at 2:00 PM CT, and an estimated award date of 10/31/2025.

The procurement includes provisions for Historically Underutilized Business (HUB) participation and allows vendors to claim various state procurement preferences, including certifications for Texas-based businesses and service-disabled veteran-owned businesses. Vendors must comply with RRC's Standard Terms and Conditions, which outline rigorous requirements for insurance, financial stability, regulatory compliance, and workplace standards. The solicitation mandates that vendors maintain detailed records, adhere to cybersecurity protocols, and verify immigration status of employees. While no specific budget range is explicitly stated, the comprehensive nature of the conference services suggests a substantial contract value. Electronic submissions must be made to the contract manager, Pablo Almaraz, with specific formatting requirements. Communication with RRC employees about the bid is prohibited prior to contract award, and vendors are required to maintain bid pricing for 30 days following submission.