Business and Finance Division

E

DESTINATION

PREPAID

ITEM          DESCRIPTION                 QTY       U/M        UNIT PRICE       EXTENSION
     TBCJ CONTACT:  JILL DURST 512-463-5372
001  971-65                                1.0000    LOT       3405.630000        3405.63
     THE TEXAS BOARD OF CRIMINAL JUSTICE (TBCJ) FEB. 2022 BOARD MEETING
     IS TO BE HELD FRIDAY, FEBRUARY 25, 2022 IN LUBBOCK, TEXAS.
     ALL SERVICES AND CHARGES BELOW ARE INCLUDED IN "1-LOT" PRICING
     FOR THIS LINE ITEM.
      MEETING ROOMS:      $2,650.00
      FOOD & BEVERAGE:    $  350.73
      AUDIO VISUAL:       $  129.90
      BREAKOUT ROOM:      $  275.00
      LINE ITEM TOTAL:    $3,405.63
                         ============
     HOTEL SHALL PROVIDE PARKING FOR ATTENDEES.
     1)  SELF-PARK (PER VEHICLE):       $00.00
     2)  VALET PARKING (PER VEHICLE):   $00.00
         TO BE PAID BY ATTENDEE IF THEY CHOOSE VALET PARKING
     CONFERENCE ROOMS TO BE ON 24 HOUR HOLD.
     CONFERENCE ROOMS TO REMAIN LOCKED WHEN NOT IN USE AND TWO (2) ENTRANCE
     KEYS TO BE PROVIDED TO STAFF.
     PRIMARY MEETING ROOM:
     --------------------
     SET UP TO OCCUR THURSDAY, 02/24/2021, AFTER 3:00 PM.
     PRIMARY MEETING ROOM SIZE:  APPROXIMATELY 3,000 SQUARE FEET
     PRIMARY MEETING ROOM TIME:  FROM THURSDAY, 02/24/21, AT 3:00 PM,
     THROUGH FRIDAY, 02/25/21, AT 5:00 PM.
     SET UP SHALL BE THEATER STYLE TO SEAT BETWEEN 175-200 ATTENDEES
     WITH A CENTER AISLE AND TWO (2) OUTSIDE AISLES.
     L-SHAPED TABLE SET-UP TO SEAT TEN (10) BOARD MEMBERS (2 PER 6' TABLE)
     ONE (1) 6' TABLE AND ONE (1) 8' TABLE ON CORNER (BEHIND L) AT AN ANGLE
     WITH 6 CHAIRS FOR STAFF, WITH ONE (1) CLASSROOM TABLE (18") AGAINST
     BACK WALL.
     WATER AND COFFEE STATION AT HEAD OF ROOM (BEHIND L-SHAPED TABLES)
     PLACED IN OR NEAR CORNER OF ROOM.
     WATER SET UP TABLE (6') IN BACK OF THE ROOM NEAR ENTRANCE OF ROOM
     FOR AUDIENCE ATTENDEES AND WATER SET UPS ON BOARD MEMBERS' TABLES,
     TEN (10) PEOPLE (L-SHAPED TABLES).
     TWO (2) 12" RISERS IN BACK OF ROOM (NEAR ENTRANCE) IN ONE CORNER FOR
     AUDIO/VIDEO EQUIPMENT AND TWO (2) 6' TABLES WITH THREE (3) CHAIRS ON
     RISER.
     TOTAL FOUR (4) SMALL WASTE PAPER BASKETS IN ROOM.
     OUTSIDE OF THE PRIMARY MEETING ROOM NEAR THE ENTRANCE, PLACE
     TWO (2) 6' TABLES FOR THE REGISTRATION TABLE WITH FOUR (4) CHAIRS.
     MEETING ROOM TWO (BREAKOUT ROOM):
     --------------------------------
     BREAKOUT ROOM SIZE:  APPROXIMATELY 600 SQUARE FEET
     BREAKOUT ROOM TIME:  7:00 AM THROUGH 5:00 PM FRIDAY, 10/29/2021
     CONFERENCE SEATING FOR 16 PEOPLE AT TABLE, 4 TO 6 CHAIRS AROUND
     PERIMETER OF ROOM.
     BANQUET AND FOOD SERVICES:
     -------------------------

     EXACT TIME OF BANQUET AND FOOD SERVICES WILL BE PROVIDED TO HOTEL
     ONE WEEK PRIOR TO MEETING DATES.
     WATER SET UPS TO BE REFRESHED DURING THE BREAKS FOR ALL ROOMS IN USE.
     WATER, COFFEE, HOT TEA, AND COOKIES ARE TO BE SERVED IN MEETING ROOMS
     IMMEDIATELY PRIOR TO THE START TIME OF MEETING.
     SIX (6) GALLONS OF COFFEE AND FOUR (4) GALLONS OF HOT TEA TO BE SERVED
     AT VARIOUS TIMES.
     FIVE (5) GALLONS OF COFFEE AND THREE (3) GALLONS OF HOT TEA IN THE
     PRIMARY MEETING ROOM, ONE (1) GALLON OF COFFEE AND ONE (1) GALLON
     OF HOT TEA IN MEETING ROOM TWO.
     WATER, COFFEE, HOT TEA, AND COOKIES ARE TO BE SERVED IN MEETING ROOMS
     IMMEDIATELY PRIOR TO THE START TIME OF MEETING.
     SIX (6) GALLONS OF COFFEE AND FOUR (4) GALLONS OF HOT TEA TO BE SERVED
     AT VARIOUS TIMES.
     FIVE (5) GALLONS OF COFFEE AND THREE (3) GALLONS OF HOT TEA IN THE
     PRIMARY MEETING ROOM, ONE (1) GALLON OF COFFEE AND ONE (1) GALLON
     OF HOT TEA IN MEETING ROOM TWO.
     OVERNIGHT ACCOMMODATIONS:
     ------------------------
     A MINIMUM OF 20 GUEST ROOMS TO BE BLOCKED AT THE STATE GOVERNMENT
     RATE (OR LESS) FOR THURSDAY NIGHT.
     ROOM RATE: $96.00/NIGHT + OCCUPANCY TAX
     ROOMS ARE TO BE AVAILABLE TO BE BOOKED BY THE INDIVIDUAL GUESTS.
     A VIP ROOMING LIST OF BOARD MEMBERS AND SECURITY PERSONNEL WILL
     BE PROVIDED TO THE HOTEL PRIOR TO THE HOTEL CUT-OFF DATE. HOTEL
     CUT-OFF DATE WILL BE THREE WEEKS PRIOR TO MEETING DATE.
     THIS BLOCK OF ROOMS IS TO ENSURE THE AVAILABILITY OF THE STATE
     GOVERNMENT RATE OR BETTER FOR MEETING ATTENDEES. TDCJ WILL NOT BE
     FINANCIALLY RESPONSIBLE FOR ROOMS NOT UTILIZED FOR THIS MEETING.
     BILLING / CHANGES:
     -----------------
     THE TDCJ RESERVES THE RIGHT TO CANCEL THIS ORDER WITHIN THIRTY (30)
     CALENDAR DAYS WRITTEN NOTICE.
     ANY CHANGES MUST BE APPROVED IN WRITING BY TDCJ CONTRACTS AND
     PROCUREMENT OR ON SITE BY JILL DURST OR HER DESIGNEE.
     COFFEE AND TEA QUANTITIES MAY ALSO INCREASE OR DECREASE DEPENDING ON
     ATTENDANCE AND MUST BE APPROVED IN WRITING.
     COPY OF FINAL BILL SHOULD BE EMAILED TO:
      1. JILL DURST,  TBCJ
         EMAIL:  JILL.DURST@TDCJ.TEXAS.GOV
      2. CHERYL COWART, TDCJ CONTRACTS & PROCUREMENT
         EMAIL:  CHERYL.COWART@TDCJ.TEXAS.GOV
      3. MAYTE GARCIA, TBCJ
         EMAIL:  MAYTE.GARCIA@TDCJ.TEXAS.GOV
     ORIGINAL INVOICE SHOULD BE MAILED TO:
      TDCJ ACCOUNTS PAYABLE - INVOICE SERVICES
      P O BOX 4018
      HUNTSVILLE, TX 77342
     AFTER AWARD, QUESTIONS REGARDING THIS MEETING SHOULD BE DIRECTED TO:
     JILL DURST OR MAYTE GARCIA AT 512-463-5372.

     PAYMENT:
      PAYMENT SHALL BE MADE THIRTY CALENDAR DAYS AFTER THE LATTER OF
      (1) THE DATE AN UNCONTESTED INVOICE IS RECEIVED, (2) THE DATE
      GOODS ARE RECEIVED, AND (3) THE DATE SERVICES ARE COMPLETED.
      REFER TO TEXAS GOVERNMENT CODE, CHAPTER 2251.
     AWARDED VENDOR AGREES THAT ANY PAYMENTS DUE UNDER THE PURCHASE
     ORDER OR CONTRACT SHALL BE DIRECTLY APPLIED TOWARDS ELIMINATING
     ANY DEBT OR DELINQUENCY IT HAS TO THE STATE OF TEXAS INCLUDING,
     BUT NOT LIMITED TO, DELINQUENT TAXES, DELINQUENT STUDENT LOAN
     PAYMENTS, AND DELINQUENT CHILD SUPPORT.
     VENDOR MAINTENANCE DIRECT DEPOSIT AND SUBSTITUTE W-9 FORM
     (ELECTRONIC FUNDS TRANSFER):
     GOVERNMENT CODE 403.016 (C) (3) ENCOURAGES STATE AGENCIES TO
     TRANSMIT PAYMENTS TO VENDORS THROUGH ELECTRONIC FUNDS TRANSFER
     (DIRECT DEPOSIT). TO SET UP YOUR ACCOUNT, CONTACT AGENCY ACCOUNTS
     PAYABLE AT (936)437-8761 OR (936)437-6357.
     REGARDLESS AS TO WHETHER DIRECT DEPOSIT IS CHOSEN, THE AWARDED
     VENDOR SHALL SUBMIT A COMPLETED VENDOR MAINTENANCE DIRECT
     DEPOSIT AND SUBSTITUTE W-9 FORM TO TDCJ ACCOUNTS PAYABLE. VENDORS
     WHO HAVE ALREADY SUBMITTED A FORM FOR ANOTHER SEPARATE PURCHASE
     ORDER ARE NOT REQUIRED TO SUBMIT ANOTHER FORM. THE VENDOR FORM AND
     INSTRUCTIONS ARE FOUND AT THE FOLLOWING LINK ON THE TDCJ WEBSITE:
     WWW.TDCJ.STATE.TX.US/DIVISIONS/BFD/ACCT_ACCTS_PAY.HTML
     TO ENROLL FOR ADVANCE NOTIFICATION OF ELECTRONIC FUNDS TRANSFER TO
     YOUR ACCOUNT, PLEASE CONTACT THE NUMBERS LISTED ABOVE. PAYMENT
     INFORMATION MAY BE OBTAINED BY CALLING THE COMPTROLLER OF PUBLIC
     ACCOUNTS TOLL FREE AT (800) 531-5441, EXT. 3-3660 OR IN AUSTIN, TEXAS
     CALL (512) 936-3461, SELECT OPTION 3 (PIN NOT REQUIRED) AND ENTER
     THEIR VENDOR IDENTIFICATION NUMBER AND 696 FOR THE AGENCY NUMBER.
     INFORMATION IS AVAILABLE VIA THE INTERNET AT:
     HTTPS://FMX.CPA.TEXAS.GOV/FMX/PAYMENT/INDEX.PHP
     (NOTE: THIS ADDRESS MUST BE IN LOWER CASE LETTERING WHEN ENTERED
     IN THE ADDRESS BAR OF YOUR BROWSER.)
     SHIPPING AND INVOICE INSTRUCTIONS:
     FAILURE TO FOLLOW THESE SHIPPING AND INVOICE INSTRUCTIONS MAY RESULT
     IN MERCHANDISE BEING REJECTED AT THE RECEIVING DOCK AND RETURNED TO
     THE VENDOR WITHOUT NOTICE.
     SHIPPING INSTRUCTIONS:
     1. ENSURE ITEM(S) IS SENT TO THE CORRECT UNIT/DEPARTMENT WITHIN THE
        TDCJ AS LISTED ON THE PURCHASE ORDER.
     2. DO NOT OVERSHIP. OVERAGES SHALL BE RETURNED AT THE VENDOR'S EXPENSE
        UNLESS ITEMS ARE OF INDETERMINABLE QUANTITY SUCH AS SAND OR GRAVEL.
     3. SHIP INDIVIDUAL LINE ITEMS COMPLETE.
     4. EACH PART SHIPPED SHALL HAVE A PART NUMBER OR BE TAGGED WITH A PART
        NUMBER AS IT APPEARS ON THE PURCHASE ORDER. IF ITEMS ARE SHIPPED
        WITHOUT A PART NUMBER, THEY WILL BE RETURNED TO THE VENDOR AT
        VENDOR'S EXPENSE.
     5. INCLUDE OR MARK PURCHASE ORDER NUMBER ON ALL PACKING SLIPS,
        CARTONS, PACKAGES, BUNDLES, ETC.
     INVOICING INSTRUCTIONS:

     1. THE INVOICE MUST BE ITEMIZED WITH THE DESCRIPTION, UNIT PRICE, UNIT
        OF MEASURE AND EXTENSION EXACTLY AS LISTED ON THE PURCHASE ORDER.
     2. ONLY ITEMS LISTED ON THE PURCHASE ORDER MAY BE BILLED AND PAID FOR
        BY THE TDCJ.
     3. ANY CHANGES TO THE PURCHASE ORDER ARE ONLY VALID UPON RECEIPT OF A
        PURCHASE ORDER CHANGE NOTICE (POCN) FROM THE AUTHORIZED PURCHASER.
     4. INVOICES MUST REFERENCE THE PURCHASE ORDER NUMBER.  ONLY ONE
        PURCHASE ORDER NUMBER ON AN INVOICE. (PURCHASE ORDER NUMBER ALWAYS
        BEGINS WITH AN 'E', EXAMPLE - EX000123)
     5. VENDOR MUST SUPPLY A VALID PAYEE IDENTIFICATION NUMBER (PIN) ON
        EACH INVOICE.
     6. INVOICES MUST BE SENT TO ACCOUNTS PAYABLE, P.O. BOX 4018
        HUNTSVILLE, TX 77342-4018.
        *ONLY DISCOUNTED INVOICES MAY BE EMAILED.
     7. DISCOUNTED INVOICES MUST BE EMAILED TO
        TDCJ.AP-INVSVS@TDCJ.TEXAS.GOV.
     8. SUBMIT SEPARATE INVOICES FOR EACH SHIPMENT/PER LOCATION.
     IN ACCORDANCE WITH SECTION 2252.907, GOVERNMENT CODE, THE VENDOR
     ACKNOWLEDGES THAT THIS CONTRACT AND INFORMATION CREATED OR
     MAINTAINED IN CONNECTION WITH THIS CONTRACT IS PUBLIC INFORMATION
     AND SUBJECT TO DISCLOSURE AS PROVIDED BY CHAPTER 552, GOVERNMENT
     CODE (TEXAS PUBLIC INFORMATION ACT).  THE PUBLIC INFORMATION ACT
     MAY REQUIRE THE VENDOR TO MAKE INFORMATION RELATED TO THIS CONTRACT
     AVAILABLE TO THE PUBLIC PURSUANT TO A REQUEST FOR PUBLIC INFORMATION.
     THE VENDOR AGREES, UPON REQUEST, TO MAKE INFORMATION RELATED TO THIS
     CONTRACT THAT IS NOT OTHERWISE EXCEPTED FROM RELEASE BY THE PUBLIC
     INFORMATION ACT AVAILABLE TO THE PUBLIC IN HARD COPY, UNLESS THE
     REQUESTOR OF THE INFORMATION CONSENTS TO RECEIVE THE INFORMATION IN
     ANOTHER MUTUALLY AGREEABLE FORMAT. THE VENDOR ACKNOWLEDGES THAT THE
     AGENCY SHALL NOT PROVIDE LEGAL COUNSEL RELATED TO THE VENDOR'S
     COMPLIANCE WITH THE PUBLIC INFORMATION ACT.
     FOR QUESTIONS OR INQUIRIES CONTACT:
     JONI MCLENDON CTCD, CTCM
     TDCJ CONTRACTS AND PROCUREMENT
     TWO FINANCIAL PLAZA STE. 525
     HUNTSVILLE, TX 77340
     PH:  936-437-7040  FAX:  325-223-0310
     EMAIL: JONI.MCLENDON@TDCJ.TEXAS.GOV
ORDER TOTAL:$      3,405.63