Venue Rental with Catering for 2025 Safety Awards Banquet

The Texas Department of Transportation (TxDOT) Houston District is seeking a venue rental and catering services contract for its 2025 Safety Awards Banquet, issued as an Invitation for Bid (IFB) with solicitation number 601330000044527. The event is scheduled for October 31, 2025, from 6:00 AM to 8:00 PM at the Fort Bend Epicenter, with a total capacity for 1,200 guests. The procurement requires full use of the facility's arena, multipurpose area, lobby, and three conference rooms, with the licensee responsible for comprehensive event management including decorations, attendee coordination, and vendor management. The solicitation was released on September 15, 2025, with responses due by September 29, 2025, at 10:00 AM Central Time, and a tentative contract award date of September 30, 2025. Key deliverables include venue setup involving 130 round tables, 20 eight-foot tables, 1,200 plastic chairs, and audio equipment, with catering services to be provided by Safari Texas offering a buffet-style meal.

The contract includes specific cost structures and additional service requirements, with a license fee of $23,340 and catering services estimated at $48,000. Supplementary hard expenses include police security at $65 per hour, facility security at $24 per hour, and housekeeping at $20 per hour. The event is non-ticketed with no parking charges, and the licensor will retain 100% of food and beverage revenue. Late fees are structured with an initial $250 charge for the first hour beyond the scheduled load-out time and $1,000 for each subsequent hour. While no specific set-aside designations or disadvantaged enterprise requirements are mentioned in the documentation, vendors should be prepared to meet the comprehensive event management and logistical requirements. The total potential contract value, including license fees, catering, and additional services, appears to be approximately $136,340, representing a significant opportunity for qualified event management and catering vendors.