Rental of Conference Facility for the 2027 Peer Support Coordinators Annual Conference

The Texas Veterans Commission is requesting proposals for rental of a conference facility to host the 2027 Peer Support Coordinators Annual Conference, with proposals due August 6, 2026 at 2:00 p.m. Central Time and written questions due July 17, 2026. No set-asides apply, though VetHUB participation is encouraged.

The scope includes lodging for a minimum of 300 direct-bill room nights accommodating approximately 100 attendees over four days, one general session ballroom with 100-person capacity, one 20-person breakout room, registration and planning areas, secure storage, and audio-visual services. The conference is scheduled for one of three date ranges in April 2027: April 6–9, April 13–16, or April 20–23. Preferred locations are the Dallas-Fort Worth Metroplex, Houston, Galveston, San Antonio, Austin, Corpus Christi, and Bryan/College Station areas. Lodging rates must comply with State of Texas government per diem requirements. Pricing proposals must be comprehensive and include standard guest rooms, ADA-compliant rooms, suites, meeting space rental, food and beverage, parking, all service and labor fees, and optional overflow accommodations. The facility must waive all deposit and advance payment requirements, with billing limited to actual services rendered and accepted by TVC.

Evaluation criteria are qualifications and experience (15 points), facility requirements (25 points), location and logistics (10 points), pricing and cost (25 points), food and beverage options (5 points), audio-visual and technology capabilities (10 points), past performance (5 points), and value-added services (5 points). Award is based on best value to the State. The anticipated notice of intent to award is November 2026, with contract execution to follow final approval. The contract remains in effect through completion of all services and final invoice reconciliation. Proposals must include Exhibit A (minimum three to five past-performance references from projects completed within the last five years), Exhibit B (pricing and availability), Exhibit C (sample menus), and a completed Exhibit D execution form with acknowledgment of all addenda.