Social Events Government Bids & RFPs

The contract term is through December 31, 2026, unless sooner terminated. Any work done outside of this period will be at no cost to TDA.

Payment will be made in accordance with the Texas Prompt Payment Act, normally within thirty (30) days after receipt of a properly prepared invoice or acceptance of services, whichever is later. State agencies are required to pay properly submitted invoices within thirty (30) days or contractor may charge a late payment fee.

Proposals will be evaluated under the best value standard, considering respondent past performance, qualifications, experience (30%), respondents proposed plan for providing services (40%), and reasonableness of proposed cost (30%).

Respondents must have high name and likeness recognition across Texas, extensive experience in media (radio, television, social media) with a following, previous experience as a brand representative, spokesperson, or brand ambassador with a positive track record, and an acute understanding of mass media, demographics, and psychographics. Minimum of 20 years on-camera experience in television, film, and radio with statewide and national exposure is also required.

Failure to sign the document will disqualify the response. Making false statements can lead to disqualification, contract cancellation, or state debarment. Failure to comply with the sole point of contact requirement may result in disqualification.

The contractor must mobilize shelter staffing and operational resources within forty-eight (48) hours of activation notice from the City.

All assigned personnel shall receive training in shelter operations, demonstrate knowledge of emergency shelter procedures, be familiar with American Red Cross sheltering guidance and best practices, receive training in trauma-informed care, receive deescalation training, and understand emergency response procedures. Prior to assignment, the contractor shall conduct criminal background checks and sex offender registry checks, and verify employees are suitable to work in emergency shelter environments.

Prohibit assignment of individuals with disqualifying criminal histories involving violence, abuse, or sexual offenses.

Proposals are due by 4:00 PM Central on Friday, July 10, 2026.

Invoices will be paid net thirty 30 days in compliance with Texas laws. All invoices must reference a valid TTU purchase order. Proposers may submit a proposal for a prompt payment discount.

Proposals will be awarded based on the best value to TTU, considering purchase price, reputation, quality, extent to which needs are met, past relationship, impact on compliance with laws, total long-term cost, and other relevant factors.

Proposers must demonstrate professional experience, experience with higher education or similar organizations, administrative support and service reporting capabilities, and compliance with IT requirements including digital accessibility, security, integration, AI functions, and TX-RAMP requirements.

Protest procedures are outlined, with formal protests to be submitted to the Assistant Vice President and Chief Procurement Officer.

Proposals may be disqualified for failing to meet mandatory requirements, submitting incomplete or conditional proposals, engaging in prohibited communications, or failing to provide required documentation like the VPAT.