2027 TEXAS WOMEN'S LEADERSHIP CONFERENCE AUDIO VISUAL SERVICES AND SUPPORT Follow Solicitation

The Governor’s Commission for Women (“Commission”) within the Office of the Governor (“OOG”) seeks to procure audio visual services and support for the Commission’s 2027 Texas Women’s Leadership Conference and Legislative Luncheon.

The OOG seeks a qualified Contractor to provide comprehensive audio-visual equipment, technical services, and onsite personnel in support of the 2027 Texas Women’s Leadership Conference and Legislative Luncheon to be held **February 2-3, 2027**, at JW Marriott Austin, located at 110 E. 2nd Street, Austin, Texas 78701.

The Legislative Luncheon will be held on February 2, 2027, followed by the 2027 Texas Women’s Leadership Conference on February 3, 2027. Audio-visual services will be required across multiple event spaces to support presentations, speakers, programming, and other event activities.

The Contractor shall provide all labor, equipment, materials, transportation, configuration, testing, operation, and teardown necessary to provide complete and fully functional audio-visual solutions for both events. The Contractor shall coordinate with the OOG and designated venue personnel to ensure all equipment and services are installed, tested, operational, and supported in accordance with the established event schedule.

Specific audio-visual equipment, services, personnel, staffing schedules, responsibilities, and room-by-room requirements are identified in the tables contained within the Scope of Work. The Contractor shall provide sufficient qualified personnel and resources to meet all requirements and maintain reliable audio-visual operations throughout the required service periods.

The Contractor shall provide all additional services, equipment, coordination, and technical support necessary for successful event setup, operation, and teardown. At a minimum, the Contractor shall provide the following:

• Loss/Damage Waiver (LDW): Provide LDW coverage for all rented equipment for the duration of the event, including setup, event operations, and teardown.
• Internet Access: Provide or coordinate high-speed internet access (HSIA)/hardline internet connections necessary to support the designated prefunction areas.
• Lighting Truss and hardware: Provide all truss, stands, hardware, and associated components for lighting towers.
• Installation and Teardown: Provide all labor necessary for equipment delivery, installation, setup, testing, operation, and teardown within the designated venue access and production schedule.
• On-Site technical Support: provide qualified on-site technical support throughout the event to troubleshoot and resolve audio-visual, equipment, and production related issues.
• Technical Point of Contact: Designate a primary technical point of contact who is reachable throughout setup, even organizations, and teardown and authorized to coordinate and resolve technical or service-related issues on behalf of the Contractor.

The primary term of any Contract awarded as the result of this Solicitation shall commence on date of last signature on the Contract (“Effective Date”), and shall terminate on **February 10, 2027**, unless terminated earlier pursuant to the terms of the Contract.

The OOG will evaluate Responses using the following weighted scoring criteria, subject to overall best value considerations as authorized by law.

| Criteria | Weight |
| --- | --- |
| Company Information and Financial Responsibility | 10% |
| Experience, Qualifications, and References | 20% |
| Response Content and Responsiveness | 20% |
| Proposed Solution | 30% |
| Compensation Sought | 20% |

All Responses shall be valid for a period of at least one hundred and eighty calendar days after the deadline for submitting Responses.

The OOG reserves the right to revise any of the time periods listed below and will post all changes by published Addendum on the ESBD at http://www.txsmartbuy.com/esbd.