Request for Proposal of Audio-Visual Services

The Texas Commission on Law Enforcement (TCOLE) is soliciting proposals for comprehensive audio-visual services to support its annual Training Conference at the Waco Convention Center in Waco, Texas for three events scheduled in August 2026, October 2027, and October 2028. The scope of work includes provision of microphone systems (3-5 handheld and 3-5 lavalier per room), large display monitors or projection screens, audio speakers with appropriate components, stage wash lighting with lifts as needed, laptops for presentations, confidence monitors, and digital speaker timers across eight designated areas within the venue. Specific deliverables include dual projection screens or LED walls for a 1,200-seat general session in McLennan Hall, seven laptops for breakout rooms, wireless presentation clickers, five 65-75 inch televisions on elevated stands for wayfinding signage, and four 65-inch monitors in the Chisholm Hall Exhibit Hall for image playback only. The respondent must manage setup from 8:00 AM to 5:00 PM on August 9, 2026, with active production services on August 10 and August 13, 2026, and breakdown after 5:00 PM on August 13, 2026. Proposals are due by March 25, 2026, with a question deadline of February 20, 2026 and responses posted by February 25, 2026; contract award is anticipated for April 3, 2026. Evaluation criteria are weighted as follows: 40% for capacity and experience to provide requested services, 40% for level of needs met in the proposal, and 20% for cost; TCOLE is not obligated to select the lowest-priced proposal and may select the proposal representing the best value combination of demonstrated competence, experience, and reasonable fees. Respondents must provide proof of appropriate insurance, including workers' compensation, comprehensive general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of $1,000,000 per occurrence, with all electrical equipment meeting OSHA standards and carrying UL, FMRC, or NEMA listings.

The RFP includes mandatory Historically Underutilized Business (HUB) Subcontracting Plan requirements for contracts valued at $100,000 or over, promoting opportunities for State of Texas-certified HUB entities and Veteran Heroes United in Business (VetHUB) organizations. The procurement is open to out-of-state service providers, though services will be performed at the Waco Convention Center in Texas. Pricing must remain firm throughout the initial contract term and all optional renewal periods for the 2027 and 2028 conferences; respondents may be instructed to provide their best and final offer should cost escalation be requested. Travel costs, including lodging and per diem, must comply with State of Texas travel allowance rates and are not reimbursable unless approved in writing by TCOLE, though free parking is available at the Waco Convention Center. The contract term is one year with options to renew for two additional one-year terms if the 2027 and 2028 conferences remain at the same venue. While no specific budget range or award value is provided in the RFP, the mandatory HUB requirements indicate the contract value is anticipated to exceed $100,000.