Rental of Conference Facility for the 2027 Veterans Employment Services Training Symposium

The Texas Veterans Commission is requesting proposals for rental of a conference facility to host the 2027 Veterans Employment Services Training Symposium, with proposals due July 30, 2026 at 2:00 p.m. Central Time. No set-asides, preferences, or incumbent contractor are identified.

The scope requires a Texas venue — preferably in the Dallas-Fort Worth Metroplex, Houston, Galveston, San Antonio, Austin, Corpus Christi, or Bryan/College Station — hosting a five-day event between April 1 and June 30, 2027, for approximately 165 attendees. The facility must provide approximately 660 room nights of direct-bill lodging; one general session ballroom accommodating 180 people; five breakout rooms with 35–40 person capacity each; one computer lab; two boardrooms; one registration area; secure planning and storage rooms; comprehensive audio/visual equipment and technical support; and daily parking for approximately 180 attendees. Lodging rates must comply with State of Texas government per diem and remain locked at contract execution with no increases during the term. The contractor must waive all deposit requirements, advance payments, and attrition penalties, with payment made only for actual room usage. Pricing proposals must itemize meeting space, audio/visual services, parking, and all associated fees with no hidden charges; respondents are encouraged to offer complimentary concessions such as suite upgrades or reduced fees to strengthen value positioning.

Award will be based on best value using a weighted 100-point scale: Qualifications and Experience (15 points), Facility Requirements (25 points), Location and Logistics (10 points), Pricing and Cost Proposal (25 points), Internet/Technology/A/V Capabilities (10 points), Contract Terms and Risk (10 points), and Value-Added Services (5 points). Written questions are due July 10, 2026. Evaluation is anticipated July 31–August 19, 2026, with a Notice of Intent to Award expected in November 2026. The contract term extends from execution through completion of services, final invoice reconciliation, and TVC acceptance.