3202700015 Texas Conference for Employers

The Texas Workforce Commission is seeking qualified vendors to provide comprehensive event services for the 2027 Texas Conference for Employers, a series of employer seminars designed to inform attendees on state and federal employment laws, unemployment claims, and appeals processes. Contracts will be awarded for four separate events: a two-day hybrid conference in Houston in July 2027, and three one-day events in San Antonio, Horseshoe Bay, and Arlington in February and April 2027. Vendors must secure and manage all logistical elements including meeting spaces that are carpeted, free of obstructions like columns, and equipped with ADA-compliant risers of at least 16'x12', as well as provide 20 guestrooms per night on Wednesday and Thursday for the Houston event, all on a direct-bill basis through a rooming list. Catering, audiovisual coordination with a TWC-contracted vendor, self-parking availability, and detailed room diagrams including ceiling height are mandatory. All pricing must be firm and remain unchanged for the contract’s duration, submitted via Form 2 – Cost Response, and must include labor, materials, equipment, and travel expenses. The contract term runs from the fully executed date through September 30, 2027, with no guaranteed volume or total compensation. The award will be based on best value, with cost accounting for 40% of the evaluation and past performance, quality, and experience contributing 15%, with the remaining criteria undisclosed. Only responses submitted through the TWC Procurement Portal by the revised deadline of June 10, 2026, at 10:00 a.m. CT will be considered, and submissions must include signed Form 1, Form 5 – Financial Questionnaire, Form 6 – Substitute W-9 and Direct Deposit Form, Form 3 – References, and acknowledged receipt of Addendum #2; failure to comply renders a response non-responsive. Vendors must also meet stringent insurance requirements, including primary liability coverage and a $25 million umbrella policy with a waiver of subrogation in favor of TWC, and must ensure all subcontractors meet the same standards. Performance is contingent on continued legislative funding, and termination rights under Attachment 1 – TWC Hotel Terms and Conditions apply if funds are unavailable due to budget cuts or appropriation disruptions. Payment will be processed electronically through the Texas Comptroller of Public Accounts using direct deposit, and any violations of contract terms, including insurance