Request for proposals for a venue to host the 2027 staff training conference

The Texas Department of Banking (TXDOB) has issued Request for Proposals (RFP 451-26-164) to procure a venue in Conroe, Texas for the agency's 2027 Staff Training Conference scheduled for four consecutive days between April 4 and April 30, 2027, excluding weekends and Fridays. The procurement seeks a venue provider capable of delivering at least 8,000 square feet of contiguous conference space with capacity for 220 attendees during the first three days and 180 attendees on the final day, configured in crescent seating arrangements. The hotel component must provide 180-220 guest rooms available for four consecutive nights at the Texas Comptroller of Public Accounts' state government rate, along with complimentary breakfast and twice-daily beverages and snacks. Additional required amenities include complimentary wireless internet access throughout common and guest areas, complimentary hospitality suite, audio-visual equipment (two 9X12 screens, wireless lavaliere microphones, projectors, raised dais with podium), staff storage and work space, and discounted or free parking. Proposals must be submitted in hard copy format by 3:00 p.m. Central Time on May 7, 2026, to Christopher Wood, Purchaser, at 2601 North Lamar Boulevard, Austin, Texas 78705-4294. Questions are due by 5:00 p.m. on April 24, 2026, with official responses posted by April 27, 2026. TXDOB will evaluate proposals between May 8-12, 2026, with contract award estimated for May 13, 2026. The evaluation will be based on a 140-point scoring rubric addressing total overall cost (30 points), location and adequacy of conference space (30 points), available dates (30 points), other specified requirements (30 points), and amenities and concessions beyond minimum requirements (20 points).

The RFP documentation does not identify any set-aside designations or restrictions specific to disadvantaged enterprises or limited respondent categories. Respondents must demonstrate evidence of at least $1,000,000 in commercial general liability insurance coverage per occurrence and may be required to provide updated declarations pages throughout the contract term. All respondents must disclose any conflicts of interest, including contractual or business relationships with TXDOB, its staff, regulated entities, or other Texas state agencies. No incumbent vendors or current contractors are identified in the RFP. Proposals must include itemized costs for meeting space, guest rooms, audio-visual services, decor, internet access, and all service charges and applicable taxes with a grand total; however, no specific budget range or maximum award value is disclosed in the available documentation. The contract term extends from award through the conclusion of the conference in April 2027. All proposals become property of TXDOB and are subject to the Texas Public Information Act.