Texas Veterans Commission RFI 2027 Annual Conference

The Texas Veterans Commission is issuing a Request for Information (RFI) to identify qualified venue vendors for the 2027 TVC Annual Conference, a four-night event scheduled between October 2027 and January 2028 (excluding federal and state holidays). The procurement seeks a single venue provider capable of delivering comprehensive lodging, meeting space, and audio/visual services within Texas, with preferred locations in the Dallas-Fort Worth Metroplex, Houston/Galveston, San Antonio, Austin, Corpus Christi, or Bryan/College Station. The event will accommodate 700-800 daily participants over a five-day span, requiring approximately 2,088 total room nights with peak occupancy of 592 rooms per night on a direct-bill basis, plus an additional courtesy room block of up to 230 rooms nightly at no cost to the state. Vendors must provide a 24-space facility configuration including one general session room (capacity 700-800), a secondary ballroom (200 attendees), up to 24 breakout rooms (35-50 capacity each), and four boardrooms or support rooms, along with complimentary Wi-Fi, comprehensive A/V services with technician support, a 32-computer lab, minimum 10 ADA-compliant rooms per night with roll-in showers, dedicated parking for 700-800 vehicles, 24-hour facility access, and complimentary coffee and water service. Required qualifications include demonstrated capacity to handle the event, good financial standing, and three references from similar projects within the past five years. Evaluation will be based on pricing (non-binding budgetary estimates for guest room rates at government rates, meeting space rental or package pricing, A/V services, and available discounts), experience, location, availability, and overall value. The RFI response deadline is May 16, 2026, at 4:00 p.m. CST; questions must be submitted by April 30, 2026, with responses posted by May 6, 2026, followed by a review period of May 18-29, 2026, and potential vendor clarifications the week of June 1, 2026.

The RFI documentation does not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendors. No current contractor or existing infrastructure requiring integration is identified in the procurement materials. The RFI is explicitly stated to be for planning and market research purposes only and does not constitute a binding solicitation or obligate the Texas Veterans Commission to award a contract; respondents will not be reimbursed for proposal preparation costs. An optional formal solicitation is estimated for June 2026, suggesting that this RFI may lead to a subsequent competitive procurement process. Pricing will be based on actual usage with no attrition penalties, deposits, or advance payments required, allowing vendors flexibility in developing cost-effective bundling options. While specific budget ranges or award values are not disclosed in the RFI documents, the estimated 2,088 room nights and comprehensive facility requirements suggest a significant procurement opportunity, with the final contract value dependent on actual attendance and service utilization during the conference period.