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RFP for Co-Sponsorship Organization and Hosting of THC’s Real Places 2023 Statewide Conference

Solicitation ID: 808-23-230645

Status: Awarded

Contact Name: CHRISTI DUVE

Contact Number: 512-475-3909

Contact Email: Christi.Duve@thc.texas.gov

Response Due Time: 2:00 PM

Agency/Texas SmartBuy Member Number: 808

Days Solicited: 14+ Days for Entire Solicitation Package

Solicitation Posting Date: 12/30/2022

Response Due Date: 1/13/2023

Last Modified: 1/26/2023 9:02 am

Solicitation Description:

The State of Texas, by and through the Texas Historical Commission (THC) seeks competitive sealed proposals to establish a contract for Conference Coordinating and Planning Services in accordance with the specifications contained in this Request for Proposal (“RFP”). 

These specifications are being advertised under Section 2155.067 of the Texas Government Code Only bids on items conforming exactly to these specifications, which include proposing only the brand name(s), make and model number(s) specified, will be considered in determining an award.

“The issuing office believes that the requested items in this request for offers may be proprietary to one vendor under Section 2155.067 of the Government Code; however, the issuing office strongly encourages offers from all qualified respondents that may be able to provide the requested items.”

The Texas Historical Commission (THC) is procuring a co-sponsorship with THC to organize and host the Real Places 2023 Statewide Preservation Conference February 1-3, 2023.  The following qualifications are required to submit a response to this RFP:

The respondent must be able to show and provide:

Respondent (host) must have a successful track record planning and administering major events with the ability to subcontract with professional event managers, digital event platform vendors, equipment and service providers, speakers, stipend recipients, and event venues. In addition to a contract for the conference, the host organization must have in place or be willing to enter into a formalized working relationship with the Texas Historical Commission.  

Must maintain adequate full-time staff to coordinate daily with THC personnel on the planning and implementation of the conference, including educational programming. 

Host must be willing to submit to necessary financial and organization oversight by the Texas Historical Commission.

Host must be a non-profit able to solicit and accept grants, donations, and sponsorships to the support the cost of the conference and reduce the cost for attendees. 

The host organization must demonstrate the financial backing to support the necessary cash flow for event which is estimated to have revenues and expenses in the range of $250,000 to $400,000

Conference profits, if any, must be held in a dedicated account for use in future conferences or to otherwise further the mission of the Texas Historical Commission. Management or administrative fees are limited to 5 percent of the sponsorships raised by the host organization.

Host may be required to utilize up to $280,000.00 of its own funds to put on conference.

Total Project Cost must include registration costs for up to 120 THC staff to attend. 

Winning vendor will sign a contract with THC for the conference after notification of award.

Additional qualifications may be attached to RFP response and will be evaluated for Best Value to the THC and the State of Texas.  Attach any resumes or qualifying documents with vendor’s response.

This solicitation will include a submittal of company experience and qualifications focusing on projects of similar size and type, and their pricing. Respondents will be evaluated as described in Paragraph 3.10 Scoring Criteria.

All inquiries shall be submitted in writing to Christi Duve at christi.duve@thc.texas.gov. The date listed as the deadline for submission of questions are specified in Section 3.1 above. All communication shall go through the above contact person.

All written inquiries will result in written responses posted to the ESBD, available at https://www.txsmartbuy.com/sp

Late responses will not be accepted.

Addendum: Addendum No.1- Questions and Answers posted 1/9/2023

Class/Item Code(s): 91523-Conference Coordinating And Planning Services

Contractor Name Mailing Address Value Per Contractor Contractor Hub Status Award Date Award Status
Friends of the Texas Historical Commission PO BOX 13497 Austin Texas 78711 95000.00 NOT HUB CERTIFIED 1/26/2023 Full Award