On-Site Conference Badging Services

The Texas Department of Transportation is soliciting on-site conference badging services for the 2026 Transportation Short Course, scheduled for October 12–14, 2026, in College Station, Texas, with an anticipated attendance of 2,800 participants. The solicitation, identified as 601440000053513, is structured as an Invitation for Bid under the Texas Purchasing Act and is open for responses through the Euna Procurement system at txdot.bonfirehub.com by 3:00 PM Central Time on July 6, 2026. All submissions must be submitted as separate, unencrypted PDF or Excel files, not exceeding 20 MB in total, and must include the vendor’s EIN, full name, and address. The service requires comprehensive on-site support including PVC badge printing, pre-event planning, configuration of Cvent Onsite Solutions, hardware setup and troubleshooting, staff training, and post-event equipment breakdown and shipment. All travel, per diem, shipping, handling, and fuel surcharges must be included in a firm, fixed-price bid with F.O.B. destination terms. The vendor must provide a qualified Pre-Event Project Manager with at least three years of relevant experience and an OnSite Hardware Technician with at least one year of experience, both of whom must hold a valid Texas driver’s license with no DUI/DWI incidents in the past three years and no more than two moving violations. Personnel must comply with all safety standards, including OSHA regulations, and provide proof of Workers’ Compensation, Commercial General Liability, and Commercial Automobile insurance. The vendor is required to use E-Verify for all employees and subcontractors, adhere to nondiscrimination policies under Title VI and related federal statutes, and certify compliance with anti-terrorism, human trafficking, and boycott prohibitions. All work must follow a TxDOT-approved schedule and be conducted by a designated primary point of contact. Contracts will be awarded based on the lowest price and the vendor’s ability to meet requirements, with past performance serving as a mandatory pass/fail gate—vendors with a letter grade below “C” in TxDOT’s Vendor Performance System, a current corrective action plan, or repeated negative performance reports will be disqualified. Invoices must be submitted electronically by the 15th of the month following service delivery, including all required identifiers such as PO number, vendor name, remit-to address, EIN or TIN,