3202700015 Texas Conference for Employers

The Texas Workforce Commission (TWC) is issuing Request for Proposal (RFP) No. 3202700015 to procure hotel and conference facilities to support the Texas Conference for Employers series at four locations and dates: San Antonio (January or February 2027), Horseshoe Bay (February 2027), Arlington (April 2027), and Houston (July 2027). The solicitation seeks hotel vendors to provide guestrooms, meeting space, and food and beverage services, with the San Antonio, Horseshoe Bay, and Arlington conferences requiring 350-600 person capacity for one-day events and the Houston conference requiring 600-800 person capacity for a two-day event. All conferences require a minimum of 20 sleeping rooms at prevailing Government Per Diem rates or lower, specifically configured meeting spaces, and catering services including coffee breaks and registration areas. Respondents must demonstrate minimum qualifications including two years of recent business experience in conference services and financial solvency. The evaluation will be weighted at 40 percent for cost and price, 15 percent for past performance and qualifications, and 45 percent for technical approach. Respondents must submit a minimum of three references from governmental entities within the past five years and complete financial questionnaires. Questions were due by May 11, 2026, with responses due June 5, 2026, at 10:00 a.m. Central Time; contract award is expected in August 2026, with the contract term running from execution through September 30, 2027. TWC intends to award four separate contracts as a result of this solicitation.

The solicitation includes preferences available to bidders for service-disabled veteran-owned businesses, Texas resident-owned operations, agricultural products, recycled materials, energy-efficient products, and environmentally sensitive goods. No specific incumbent vendors or current contractors are identified in the available documentation. Pricing is firm and fixed for the contract term with no price adjustments permitted unless authorized under contract terms, with historical compensation for similar contracts ranging from $25,000 to $50,000 per fiscal year per contract term. Contractors must maintain adequate insurance coverage as specified in the Insurance Requirements attachment and comply with all terms outlined in the Hotel Terms and Conditions document. Respondents must provide a Substitute W-9 form and direct deposit banking information for payment processing. All submissions must be made through the TWC Procurement Portal, with failure to submit through this method resulting in disqualification; respondents must also acknowledge receipt of Addendum #1 to the RFP or face potential disqualification. Liquidated damages of two percent of total service costs may be assessed for non-performance or non-compliance, and the contract is contingent on continued funding availability with no guarantee of volume, usage, or total compensation made to the successful respondent.