IFB RRC Regulatory Conference

The Railroad Commission of Texas (RRC) is soliciting bids for Hotel Conference Services for its FY25 and FY26 Regulatory Conference. The awarded vendor will be required to provide all labor, materials, equipment, tools, incidentals, and services necessary to deliver the hotel conference services, including guest room accommodations, meeting rooms, and related hospitality services. The preferred conference dates are July 14-16, 2025 or July 29-31, 2025 for the initial year, and July 28-30, 2026 for the second year. The contract term will be from the date of signature through August 31, 2026. Respondents must meet minimum qualifications, such as providing competitive room rates not to exceed $200 per night and offering federal per diem rates to government employees. The RRC will evaluate responses based on the best value for the State of Texas, and may reject any response that takes exception to the RRC's Standard Terms and Conditions.

The RRC has determined that subcontracting opportunities are probable under this contract, and has established a 26% Historically Underutilized Businesses (HUB) participation goal for Other Services. Respondents must submit a completed HUB Subcontracting Plan with their bid, and the RRC will conduct a pre-screening review of draft HSPs prior to the proposal submission deadline. The solicitation does not identify any incumbent vendors or provide specific award value or budget information. The contract will be funded through the RRC's standard budgetary sources.