On-Site Conference Badging Services

The Texas Department of Transportation is requesting bids for on-site conference badging services for the 2026 Transportation Short Course in College Station, Texas, scheduled for October 12–14, 2026, with bids due July 6, 2026 at 3:00 p.m. Central Time under IFB 601440000053513. Award is anticipated July 10, 2026.

The vendor must deploy three Check-in Kiosk iPads with tabletop stands featuring contactless QR code check-in capability; fifteen large-format PVC badge printers (3.5" × 5.5") in a 1:1 ratio with kiosks; and wireless networking hardware across three registration areas. Full-color, on-demand, single-sided badge printing begins with a minimum order of 1,200 badges per design in 400-unit increments thereafter. The event anticipates 2,800 attendees. Equipment will be deployed at nine kiosks and printers at Main Registration, three at Senior Leadership, and three at General Session, with Main Registration operating Monday only and the other locations closing after Monday.

The vendor must provide pre-event project management, badge creation and configuration, hardware logistics, two full-time on-site hardware technicians for up to ten hours daily across two half-travel days, one setup day, and three event days, plus one additional technician at the third registration location on Monday only. All travel, per diem, shipping, and on-site staff expenses are included in the unit price. The contract must commence within ten business days of written authorization.

Vendor qualifications require a minimum of three years' experience in conference services within the past five years. The Pre-Event Project Manager must have three years' relevant experience; the OnSite Hardware Technician must have one year. All personnel driving to TxDOT locations must possess a valid Texas driver's license, no DUI or DWI within three years, and no more than two moving violations within three years.

Pricing is firm, all-inclusive, and fixed-price F.O.B. destination with freight prepaid. Award will be based on lowest price and ability to meet requirements. Questions are due June 26, 2026; TxDOT will post responses by June 30. Responses are irrevocable for 120 calendar days following the closing date. No insurance, performance bonds, or accessibility requirements apply.