Texas Veterans Commission RFI 2027 Annual Conference

The Texas Veterans Commission is seeking information through a Request for Information to plan for the 2027 Annual Conference, which is scheduled to occur between October 2027 and January 2028 over five consecutive days. The procurement, identified by solicitation number 403-2026-1801-002, is not a binding contract but a market research effort aimed at identifying qualified vendors capable of providing lodging, meeting space, and full audiovisual services for an event accommodating up to 592 attendees per night, totaling approximately 2,088 room nights. The event requires a venue located within Texas, with strong preference for facilities in the Dallas-Fort Worth, Houston, San Antonio, Austin, Corpus Christi, or Bryan/College Station regions. The selected vendor must provide at least 592 guest rooms per night including 10 ADA-compliant rooms with roll-in showers and an additional 10 rooms equipped with refrigerators and microwaves, along with a 700 to 800-seat ballroom, secondary ballroom, and over 24 meeting rooms configured daily for breakout sessions and boardroom meetings. All spaces must have complimentary Wi-Fi, adequate parking, and 24-hour access. A secure room for government staff use and secure storage for audiovisual equipment are mandatory, and freight elevators are prohibited for attendee transit. The vendor must offer a locked government rate with no attrition penalties or advance payments, and payment will be solely based on actual usage. Complimentary accommodations include one suite and five suite upgrades, along with a 1:40 ratio of complimentary rooms relative to total bookings. Coffee and water service for all attendees, comprehensive facility maps, and ADA compliance in full accordance with Title III standards are required. Overflow lodging, if needed, must be within walking distance and cannot exceed 30% of total rooms. All responses must be submitted via email to Purchasing@tvc.texas.gov in PDF or Word format by May 16, 2026, and must include detailed information on vendor qualifications, facility capabilities, A/V specifications, and pricing estimates. The Texas Veterans Commission anticipates a best-value award based on a trade-off analysis between technical merit and price, considering factors such as past performance, location accessibility, facility availability, and overall proposal quality, though formal evaluation weights have not yet been established. No formal Federal Acquisition Regulation clauses, certifications, or payment office details are