Tradeshow Multimedia Annual License

The Texas Department of Insurance (TDI) has issued an Invitation for Bid (IFB) numbered 454-26-0121-33376-BJM for a tradeshow multimedia annual license, seeking a comprehensive event management platform with specific technological requirements. The procurement seeks a 12-month license with critical features including unlimited online event registrations, secure PCI-compliant payment processing, automated personalized email communications, and real-time reporting capabilities covering individual registrant details, revenue activity, surveys, and abandoned registrations. The system must support multiple merchant numbers, enable post-event surveys, and create and track multiple events, with a mandatory payment gateway compatible with the Texas Comptroller's Uniform Statewide Accounting System/Treasury. Bids are due on August 19, 2025, at 3:00 PM Central time, to be submitted directly to Barbara Martin at Contracts@tdi.texas.gov. Vendors must provide unit pricing, extensions, and total costs, with pricing required to remain valid for a minimum of 30 days, and submit a complete response including the completed IFB, proposed pricing, an authorized reseller letter if applicable, and any additional manufacturer or software publisher documents.

The IFB acknowledges potential proprietary limitations under Section 2155.067 of the Texas Government Code but encourages offers from all qualified respondents. While no specific set-aside designations are mentioned, vendors must be prepared to demonstrate technical capability and compliance with state procurement requirements. The successful bidder will be responsible for payment gateway costs and should review TDI's Purchase Order Terms and Conditions available on their website. Although a specific budget range is not explicitly stated, the procurement is for a 12-month annual license with comprehensive event management system capabilities. Vendors should note that the documentation suggests a preference for a robust, integrated solution that can handle complex event registration and payment processing needs for a state agency. The procurement appears designed to secure a flexible, comprehensive platform that can support the Texas Department of Insurance's event management requirements with high levels of security and reporting functionality.