RFP 784-25-2478-Hotel Accommodations for 2026 Gulf South Summit – Downtown Houston

The University of Houston-Downtown (UHD) is seeking hotel accommodations for the 2026 Gulf South Summit through Request for Proposal (RFP) 784-25-2478, issued for a contract term from November 1, 2025, to March 29, 2026. The procurement targets hotels located in Downtown Houston, within three miles of the UHD campus and near METRORail access, to provide guest room accommodations for the summit scheduled on March 26-27, 2026. The university requires a room block of 100 guest rooms per night during the primary event dates, with an additional 10-25 guest rooms needed on adjacent shoulder nights (March 25 and 28) to accommodate early arrivals and late departures. Participating hotels must be three-star or higher and meet specific location criteria. The evaluation criteria will assess proposals across four key areas: Location (45 points), Pricing (30 points), Room Fill and Attrition Policy (20 points), and Overall Quality (5 points). Proposal submissions are due by July 10, 2025, at 3:00 PM CT, with two copies required in a sealed package accompanied by a USB containing PDF documents. The university reserves the right to make a split award, multiple awards, or no award at all, with the selection based on the most advantageous proposal considering factors such as compliance, service comprehensiveness, competitive rates, and customer support responsiveness.

No specific Historically Underutilized Business (HUB) Subcontracting Plan is required for this procurement, and the RFP does not impose strict limitations on the types of organizations that can respond. The university will utilize a standard purchasing agreement that includes comprehensive terms and conditions, with standard insurance requirements of at least $1,000,000 in Commercial General Liability coverage. While no specific budget range is explicitly stated, the RFP encourages respondents to propose contractual arrangements that offer maximum benefit to the university in terms of services, total cost, and relevant expertise. The procurement documents include an Execution of Offer form that requires respondents to provide detailed business information, certify compliance with various state and federal regulations, and disclose potential conflicts of interest. Potential respondents must verify their business status and certify compliance with various legal requirements, including non-delinquency on franchise taxes, adherence to equal employment opportunity regulations, and confirmation of not being affiliated with specified foreign adversaries. The university emphasizes transparency in pricing, competitive rates, and flexibility in room block management, indicating a preference for comprehensive and adaptable hotel accommodation proposals.