Texas DIR/ESBD #601440000053513

TxDOT Solicits On-Site Conference Badging Services and Equipment for 2026 Transportation Short Course

The Texas Department of Transportation (TxDOT) is seeking a vendor to provide comprehensive on-site conference badging services for the 2026 Transportation Short Course in College Station, Texas. - Government Buyer: - Texas Department of Transportation (TxDOT) - Products and Equipment Requested: - 15 large-format PVC badge printers (3.5" x 5.5"), capable of full-color, single-sided, on-demand printing - 15 check-in kiosks (iPads with tabletop stands) for attendee/admin check-in, including contactless QR code functionality - 2 wireless networking hardware appliances to support registration areas and up to four printers each - 1,200 large-format PVC badges with dynamic color printing (front) and pre-printed color graphics (front/back), die-cut slots for lanyards; additional badges in increments of 400 - Badge materials including color ribbons, 2 slot punch, double-sided artwork, and no chip - Services Requested: - On-site conference badging services for approximately 2,800 attendees - Project management, badge creation and configuration, badge testing, OnArrival settings configuration, training, logistics management, and onsite technical support - Pre-event planning, logistics, and playbook creation - Three onsite hardware technicians (two for up to 10 hours per day, one for a specific event day) - Notable Requirements: - Personnel qualifications: Project manager with at least three years of relevant experience; onsite hardware technicians with at least one year of experience - Compliance with TxDOT safety and security policies - Flexible work hours and ability to provide additional hardware if needed - Support for multiple registration locations - No specific OEMs or vendors are named in the solicitation - Estimated contract value: $32,000

Description

This solicitation is to establish a contract to provide on-site conference services for printing PVC badges to event attendees at the TxDOT 2026 Transportation Short Course to be held in October 2026 in College Station, Texas. The services include providing hardware such as PVC badge printers and check-in kiosks, project management, onsite technical support, and logistics management. The vendor must meet specific personnel qualifications and comply with TxDOT safety and security requirements. The contract involves multiple Texas districts and requires flexible work hours based on TxDOT needs.

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