Texas DIR/ESBD #403-2027-1801-002

Texas Veterans Commission Seeks Venue and Event Services for 2027 Peer Support Coordinators Annual Conference

The Texas Veterans Commission (TVC), Veterans Mental Health Department, is seeking proposals for a venue to host the 2027 Peer Support Coordinators Annual Conference in Texas. - Government Buyer: - Texas Veterans Commission, Veterans Mental Health Department (VMHD) - Training and Event Management (TEM) and Purchasing and Contracts (P&C) offices - Products and Services Requested: - Lodging accommodations: Approximately 300 direct-bill room nights for 100 attendees over 3 nights, including at least five ADA-compliant rooms and five rooms with refrigerators and microwaves - Meeting space: General session ballroom (100 capacity), breakout room (20 capacity), registration area with tables, power, and Wi-Fi, planning/operations room (secure, for 20 staff), and A/V storage room - Audio/Visual services: Podiums, wireless/lapel microphones, in-house sound systems, projectors/screens, stage with ADA-compliant ramp, A/V technician onsite, soundboard support, and presenter internet access for both general and breakout sessions - Parking: Onsite or nearby parking for approximately 100 attendees per day, including oversized and ADA-accessible spaces - Event support services: Comprehensive facility rental, event management, and technical support - Unique or Notable Requirements: - Venue must comply with ADA accessibility standards - All services must be provided at or below government per diem rates - Award will be based on best value, not lowest cost - Detailed pricing required for all components (lodging, meeting space, A/V, food and beverage, parking) - Venue must provide secure planning and A/V storage rooms - Event spans four consecutive days in April 2027 (exact dates TBD) - No specific OEMs or vendors are named; open to all qualified venues meeting requirements - NIGP codes include hotel/motel accommodations, parking, conference room rental, and A/V equipment rental

Description

The Texas Veterans Commission (TVC), Veterans Mental Health Department (VMHD), is seeking suitable venues to provide lodging, meeting space, and associated audio/visual services for the 2027 Peer Support Coordinators Annual Conference. The selected venue must offer adequate lodging, meeting rooms, and necessary A/V equipment and support to successfully host the event. The procurement covers multiple highway districts in Texas and is open to vendors with dual CTCD/CTCM certification. The estimated contract value is $70,000.

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