Request for Proposal (RFP) No. 2844 - Conference Space Rental for Secretary of State Election Law Seminar

The Texas Secretary of State's Purchasing Department is seeking a conference venue for the 22nd Biennial Election Law Seminar for County Chairs in 2025, issuing Request for Proposal (RFP) No. 2844 for conference space rental. The event is planned for September 26, 2025 (with an alternate date of October 3, 2025), from 8:00 a.m. to 5:00 p.m., targeting approximately 500 attendees in the Austin-Round Rock-Georgetown metropolitan area. The procurement requires a venue with a main ballroom capable of classroom-style seating, ADA compliance, a staff legal/attorney room, registration area, complimentary valet parking for state officials, discounted attendee parking, and morning and afternoon beverage service. Evaluation criteria will focus on meeting space availability, pricing, offered concessions, and references, with the ultimate goal of providing the best value to the State of Texas. The proposal is due by April 16, 2025, with the contract effective from the award date until December 31, 2025, and no renewal options available.

The RFP includes a Historically Underutilized Business (HUB) Subcontracting Plan with a 26% goal for other services, requiring prime contractors to demonstrate good faith efforts in subcontracting with Texas-certified HUB vendors. Potential vendors must submit a Conflict of Interest Disclosure Statement and comply with Texas Government Code provisions. The contract's funding is contingent upon legislative appropriations, with the Secretary of State reserving the right to terminate the contract if funds become unavailable. While no specific budget range is explicitly stated, vendors are required to provide detailed pricing for meeting space, registration area, catering, and audio-visual services on the provided Cost Proposal Form. Contractors must also provide comprehensive contact information, Texas Identification Number System (TINS) or Federal Employer's Identification Number, and complete the cover sheet template with authorized signatures to be considered for the contract.