ESBD_423650_1749069619331_HHS0016038-Bid Solicitation.pdf

PCS 137 - SERVICES

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Cecile E. Young, Executive Commissioner

Invitation for Bids (IFB) for

AES Leadership Meeting Space

IFB No. HHS0016038

NIGP Class/Item No(s): 971-65 Room Rental or Lease for Conferences, Seminars, etc.

Procurement Schedule - All Times are Central Time Reference Section 2 for further information

IFB Date Posted to ESBD June 4, 2025

Questions or Clarifications Submission Deadline June 13, 2025

Responses to Questions or Clarifications - Addendum posted on the ESBD

June 18, 2025

Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline June 11, 2025

Response Deadline: Responses to this IFB must be received June 25, 2025, 10:30 AM

Anticipated Contract Start Date Upon Award

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Table of Contents 1 Introduction and Purpose of IFB

1.1 Authority

1.2 Historical Monetary Value

1.3 No Guarantee of Volume, Usage or Compensation

1.4 Negotiation, Exceptions or Assumptions

1.5 IFB Components

2 Procurement Schedule

3 Withdrawal or Amendment of Response

4 HHSC Overview

5 Definitions

6 General IFB Information

6.1 Sole Point of Contact and Communications

6.2 Exception to the Sole Point of Contact

6.3 Binding Offer Period

6.4 Costs Incurred

6.5 Changes, Modifications and Cancellation

6.6 Ambiguity, Conflict, Discrepancy

6.7 IFB Questions or Clarifications

6.8 Notification of Addenda or Cancellation

6.9 Pre-Bid Meeting ADA Accommodations

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

8 HUB Subcontracting Plan (HSP) Requirements

8.1 HUB Subcontracting Plan (HSP)

8.2 Courtesy Review of HSP

9 Pricing Information

9.1 Pricing Structure

9.2 Price Adjustments

10 Changes to The Contract

11 Contract Term

11.1 Term of Contract

11.2 Initial Contract Term:

11.3 Renewal Option(s)

11.4 Extension Option

12 Contract Administration/ Purchase Order Administration

12.1 Contract Manager/Program Lead

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12.2 Performed Services Monitoring

12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

12.5 Corrective Action Plan (The Plan)

12.6 Performance Issues

12.7 Public Information Act – Bidder Requirements Regarding Disclosure

12.8 Bidder Waiver – Intellectual Property

13 Invoicing and Payment

13.1 Bill-to Address

13.2 Invoice Information

13.3 Payment

13.4 Invoice Submission

13.5 Disputed Invoice(s)

14 Insurance Requirements

14.1 Specific Insurance Requirements

14.2 Alternative Insurability

15 Screening of Responses

15.1 Administrative Screening

15.2 Irregularities

16 Evaluation

16.1 Evaluation of Responses

16.2 Conformance with State Law for Evaluation

16.3 Specific Evaluation Criteria

17 Award

18 Standards of Conduct for Vendors

19 Disclosure of Interested Parties

20 Protest Procedures

Appendix A – Submission Instructions and Response Checklist

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1 Introduction and Purpose of IFB The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for meeting room rental services for the HHSC Access and Eligibility Services (AES) leadership meeting. The annual professional development and leadership meeting for Directors, Managers, Supervisors, and other management staff provides educational workshops and networking opportunities for AES staff to promote a culture of excellence in achieving the mission to connect Texans to services and supports.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

1.1 Authority

HHSC is soliciting the services stated in this IFB under Texas Government Code 2155.144.

1.2 Historical Monetary Value

Historical spend for the same or similar services is $219,116.39 for the period of September 1, 2024 through August 31, 2025.

1.3 No Guarantee of Volume, Usage or Compensation

HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

The estimated historical spend included in Section 1.2 is provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

1.4 Negotiation, Exceptions or Assumptions

Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

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Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

1.5 IFB Components

This IFB includes the following items:

PCS 137 IFB (this document)

Exhibit A – HHS Solicitation Affirmations

Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

Exhibit C – Pricing Sheet

Exhibit D – Bidder Reference and Contractor Qualifications Form

Exhibit E – HHS Online Bid Room Information

Exhibit F – Historically Underutilized Business (HUB) Subcontracting Plan (HSP) and Requirements

2 Procurement Schedule The Procurement Schedule dates on the cover page of this IFB are subject to change. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

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3 Withdrawal or Amendment of Response Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

4 HHSC Overview The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 531, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

5 Definitions Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) AES- Access and Eligibility Services

b) Addendum – A written clarification or revision to this IFB issued by HHSC.

c) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

d) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

e) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

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f) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

g) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

h) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

i) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.com/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

j) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

k) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

l) IFB - This document, including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

m) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

n) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

o) Response – All information and materials submitted by a Bidder in response to this IFB.

May also be referred to as Bid or Bid Response.

p) Respondent – A term interchangeable with Bidder.

q) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

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r) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

s) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at:

https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p =payee_numreq.

t) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

v) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

6 General IFB Information

6.1 Sole Point of Contact and Communications

The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Nikki McMurtray CTCD, CTCM

Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

512-406-2418

Nikki.McMurtray@hhs.texas.gov

Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the

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HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

6.2 Exception to the Sole Point of Contact

The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

Should Bidders have questions regarding proper completion of the HUB Subcontracting Plan, the HUB Coordinator may be contacted at bob.mccurdy@hhs.texas.gov. The Sole Point of Contact, Section 6.1, must be copied on the e-mail.

6.3 Binding Offer Period

By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS IFB Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

6.4 Costs Incurred

Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

6.5 Changes, Modifications and Cancellation

HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

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HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with Section 6.8.

6.6 Ambiguity, Conflict, Discrepancy

Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

6.7 IFB Questions or Clarifications

HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

6.7.1 Submission of Questions or Clarifications

All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body;

b) Section or Paragraph number from this IFB;

c) Page Number of this IFB;

d) Exhibit name, Section or Paragraph, page number from the Exhibit;

e) Language, Topic, Section Heading being questioned or requested for clarification;

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f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

6.8 Notification of Addenda or Cancellation

6.8.1 Addenda Notification

All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda.

No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

6.8.2 Cancellation Notification

HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

The required services to be provided are meeting space and lodging services for the HHSC Access and Eligibility Services Leadership Meeting. Awarded Contractor shall provide services within one (1) of the following metropolitan areas in Texas: Austin, Corpus Christi, Dallas, Galveston, Grapevine, Houston, or San Antonio.

Contractor shall provide services for three (3) consecutive weekdays between the dates of December 1, 2025, through March 27, 2026, excluding the weeks of:

- December 22, 2025

- December 29, 2025

- January 19, 2026

- February 16, 2026

- March 9, 2026

- March 16, 2026.

Preferred dates are December 1-5, 2025. Preferred weekdays are Tuesday through Thursday.

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Registration:

a) Contractor shall provide access to the registration area one (1) day before Event Day 1 for setup.

b) Contractor shall provide an area for meeting registration that is at least thirty feet by twenty feet (30x20 ft) and include six (6) skirted tables with two (2) chairs per table. The meeting registration space shall be in an area accessible to meeting activities and have access to a Contractor provided telephone, electrical source, printer/copier, and wireless internet access at no extra cost.

c) On-site meeting registration will be from 10 a.m. to 7 p.m. on Day 1 of the meeting.

AES Career Exhibit Area:

a) Contractor shall provide access to the Career Exhibit area one (1) day before Event Day 1 for setup.

b) Contractor shall provide an area for Career Exhibit that includes thirty (30) skirted tables with two (2) chairs per table. The Career Exhibit space shall be in an area accessible to meeting and wireless internet access at no extra cost.

Lodging:

a) Contractor shall have available overnight lodging in the same facility where the meeting space is located or at another of the Contractor’s hotels within a quarter mile of the meeting space.

b) A complimentary shuttle service to and from the meeting site and off-site hotel shall be available to accommodate participants who will request accommodations.

c) The meeting will be conducted for three (3) consecutive weekdays, with up to 1,000 attendees arriving on the first day.

d) Approximately fifty (80) staff will arrive two (2) days prior to the meeting. See Guest Room Billing in Section 7.1.7 (l).

e) The Contractor shall accept the prevailing state-lodging rate per night for either single or double accommodations as posted on the State of Texas Comptroller’s website:

Textravel - Current Rates. The bidder shall state the number of lodging rooms that will be set aside each day for meeting attendees.

f) The following number of guest rooms are required for the duration of the event:

1. Two days prior to meeting: 80 rooms.

2. One day prior to meeting: Approximately 300 rooms.

3. Event Day 1: Approximately 900 rooms.

4. Event Day 2: Approximately 900 rooms.

5. Event Day 3: Approximately 150 rooms.

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g) Contractor shall state how many of the rooms are classified as non-smoking and how many of the rooms are classified as handicapped accessible. Priority shall be given to non-smoking room requests and handicap accessible room requests.

h) HHS does not guarantee all reserved guest rooms will be filled and will not pay for unoccupied guest rooms during the meeting. Close communication between the HHSC event coordinators and the Contractor should ensure maximum utilization of the reserved guest rooms.

i) Lodging is not a part of this solicitation and will be obtained through a separate agreement. Do not list lodging in the bid price.

j) Complimentary Guest Rooms

k) Contractor shall provide one (1) complimentary guest room night per forty-five (45) room nights of the total number of guest rooms booked.

l) https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php.

m) Complimentary rooms requested in the items above shall be available each day of the meeting.

n) Pre-event Site Visit:

1. Prior to the event, the Contractor shall provide HHSC a complete walkthrough of meeting venue, including off-site lodging and parking as applicable, and detail all services offered in bid response for HHSC determination of suitability for meeting venue needs and requirements and best value to the State of Texas.

Meeting Spaces and Audio-Visual Requirements.

Bidders must include rates for the following meeting spaces, itemized, on Exhibit C – Pricing Sheet:

a) Meeting Room 1

b) Meeting Room 2.

c) Main Meeting Room.

d) Four (4) breakout rooms.

e) Two (2) Unit Meeting rooms.

The chart below indicates the days and rooms required for meeting:

*Room/Area Days Needed

Two days prior to event

One day prior to event

Event Day 1

Event Day 2

Event Day

One day after event

Registration X X X

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*Room/Area Days Needed

Two days prior to event

One day prior to event

Event Day 1

Event Day 2

Event Day

One day after event

AES Career Exhibit X X

Meeting Room 1 (Committee 50 participants) X X X X X X

Meeting Room 2

(QUEST

Leadership Academy40 participants)

X X X X X X

Main Meeting Room

(1000 participants)

X X X X

Breakout Rooms (4 – up to 300 participants each)

X X X

Storage Room X X X X X X

Unit meeting Rooms (2) (Two rooms for 50 participants each)

X X X X

*Note: See Section 7.1.7 (j) for details regarding Room/Area.

f) The Meeting spaces shall be well ventilated and properly lighted.

g) All meeting spaces shall be capable of comfortably accommodating the number of people specified.

h) The following room specifications and Audio/Visual equipment are required:

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1. Registration (10-12 HHSC Staff participants).

i. Room Specs:

a. Space must be at least 30 feet by 20 feet.

b. Six (6) skirted, rectangular tables.

c. Two (2) chairs at each table for a total of twelve (12) chairs.

d. Access to unlimited wireless internet, phone, and electrical source.

2. Secured Meeting Room 1 (50 HHSC Staff participants).

i. Room Specs:

a. 8-10 tables around the perimeter of the room.

b. Large meeting table in the center.

c. 45-50 chairs.

d. Access to unlimited wireless internet, phone, electrical source, and access to a printer and copier, if not already located in the meeting room.

e. Two (2) skirted head tables.

f. Two (2) power strips.

3. Meeting Room 2 (40 participants and facilitators).

i. Room Specs:

a. Six (6) round tables of 5, set in rounds.

b. Two (2) skirted head tables.

c. Two (2) additional 30-inch by 72-inch (30”x 27”) tables with two (2) chairs at each table for a total of four (4) chairs.

d. Presenter table.

ii. Audio/Visual:

a. Unlimited wireless internet.

b. One (1) projection screen.

c. Liquid Crystal Display (LCD) support package.

d. Six (6) power strips available, routed to participant table rounds.

4. Main Meeting Room (up to 1,000 participants):

i. Room Specs:

a. Tables set in rounds of ten (10).

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b. Stage with 36-foot by 48-foot (36’x48’) minimum; must be wheelchair accessible if requested. If stage steps are used, handrails must be included on each side.

c. Riser/Platform for videography with stool/chair (in middle or back of room).

d. Three (3) additional skirted 6-foot tables in front of room.

ii. Audio/Visual:

a. Unlimited wireless internet.

b. Two (2) wireless lavalier microphones.

c. Six (6) handheld wireless microphones.

d. Four (4) microphone stands.

e. Standing podium with gooseneck microphone.

f. Support for Compact Disk and digital audio needs.

g. Up to three (3) wired directional microphones.

h. Up to two (2) floor or stand monitors on stage.

i. Two (2) high-power projectors.

j. Two (2) large projection screens.

k. LCD support packages.

l. House sound/mixer with twelve (12) to eighteen (18) channels.

m. Lighting and speakers appropriate for size of the room, ceiling rigged preferred.

Note: The main meeting room may be used for Breakout sessions on Day 2

5. Breakout Rooms: Four (4) individual rooms; 300 participants each.

i. Room Specs:

a. Tables set in rounds or classroom style.

b. Two (2) additional skirted 6-foot (6’) tables.

ii. Audio/Visual:

a. Unlimited wireless internet.

b. Up to two (2) wireless lavalier or handheld microphones.

c. One (1) dual-RCA mini-plug cable to connect computer audio to house speakers.

d. Two (2) high-power projectors.

e. Two (2) large projection screens.

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f. LCD support package.

g. House sound/mixer.

Note: The main meeting room may be repurposed for one breakout room.

6. Unit Meeting Rooms: Two (2) individual rooms for fifty (50) participants each.

i. Room Specs:

a. Tables set in rounds or classroom style.

b. Two (2) additional skirted 6-foot tables.

ii. Audio/Visual:

a. Unlimited wireless internet.

b. Up to two (2) wireless lavalier or handheld microphones.

c. One (1) dual-RCA mini-plug cable to connect computer audio to house speakers.

d. Two (2) large projection screens.

e. LCD support package.

f. House sound/mixer.

g. Electrical source (power strips) available.

7. Secure Storage room.

i. Room Specs:

a. Contractor shall provide complimentary use of a 24-hour secured access centrally located storage area for equipment and all meeting materials for use up to three (3) days prior to the meeting, and throughout the duration of the meeting.

b. Minimum 10-feet by 15-feet (10’x15’) room for storage of equipment and supplies for the duration of the meeting.

c. A dolly, carts, or flatbed must be available for HHSC to move items in and out of storage room as needed.

d. Two (2) skirted 6-foot (6’) tables.

Complimentary Meal and Refreshments.

Since State agencies are prohibited from paying for any food or beverage items, HHSC may consider as Best Value the items below:

a) Complimentary evening reception or complimentary breakfast or dinner for up to 1,000 attendees.

b) Complimentary morning and afternoon breaks including beverages and light snacks to accommodate up to 1,000 attendees.

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c) Space for the meals or reception should be designated specifically for meeting attendees and include the appropriate signage.

d) Complimentary beverages and light snacks in meeting committee room to accommodate up to fifty (50) staff.

e) Each meeting attendee will be responsible for all personal charges in excess of the complimentary items provided by the Contractor.

The agency shall not receive any penalties in the event that the meeting must be canceled or postponed by the agency. Bids Received must be all-inclusive of requested items above, including audio/visual, service charges and/or additional fee.

7.1.1 Service Location(s)

HHS, at its sole discretion, with a 30 days’ advance written notice, reserves the right to change, consolidate, delete or add service locations.

Awarded Contractor shall provide services within the one (1) of the following metropolitan areas in Texas: Austin, Corpus Christi, Dallas, Galveston, Grapevine, Houston, or San Antonio.

The Map (PDF) of the HHS Regions may be accessed at:

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

a) Changes to service location(s) include but are not limited to: new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

7.1.2 Performance Schedule

Contractor shall perform contracted services, including any minor adjustment call-back services, Monday through Friday between the hours of 8 a.m. and 5 p.m. (Central Time). Contractor shall not interfere with normal flow of HHS Agency business at the service location.

Contractor shall respond to all service calls within one (1) hour of HHS Agency request, unless the Response Deadline is extended by the HHS Agency Contract Manager.

7.1.3 Services Outside Regular Business Hours

Any services performed outside of regular business hours (8 a.m. to 5 p.m Central Time) must be requested and/or approved in writing by the HHS Agency Contract Manager and must be invoiced at the rate stated for Outside Regular Business Hours stated in Exhibit C – Pricing Sheet.

Services performed outside of the regular service hours without prior approval, will be at Contractor’s own risk and will be billed at the established Regular Business Hours service rate stated in Exhibit C – Pricing Sheet

Emergencies: The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an emergency during regular service hours or outside regular service hours, and will request emergency services in writing. Contractor shall respond on-site to a

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7.1.4 State Holidays

The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the Contract rate for Outside Regular Hours.

7.1.5 Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

Bidder shall submit documentation of experience and qualifications with Response, if requested in Exhibit C– Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this IFB. The minimum experience required is two (2) years.

b) The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have two (2) years’ relevant experience.

c) Required Licensure and Accreditation

d) All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

e) The Bidder must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last two

(2) years in Exhibit D – Bidder Reference Form and return with Response.

7.1.6 HHS Agency Responsibilities

The HHS Agency shall work with the awarded Contractor to discuss all items listed in Section 7.1, communication about any changes prior to the event, as well as during the event, and the Contractor responsibilities.

7.1.7 Contractor Responsibilities

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The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7.1, Scope of Work and this IFB. Contractor must assign a point of contact for HHS communication.

Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

a) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary, to perform the services and/or provide the goods, as required.

b) The Contractor shall be responsible for supervision of its employees and Subcontractor employees, together with clean up and proper disposal of any site work waste.

c) Security:

1. The contractor shall provide security personnel at all events for the duration of the meeting.

d) Parking:

1. Contractor shall provide well-lit parking that is monitored by on-site security.

2. Contractor shall provide complimentary or reduced rate parking (maximum $10 per day) for all meeting participants, including those who are not lodging at the hotel.

3. Meeting participants shall have in and out privileges.

e) Concierge:

1. The Contractor shall assist pre-meeting staff arriving one (1) day prior to the meeting with unloading and loading of vehicles, and delivery of carts, materials, and equipment to the appropriate meeting spaces for set-up.

2. Contractor shall have enough staff available when the majority of the guests arrive on the first day of the meeting to assist with check-in, luggage, etc.

f) Decorations:

1. Contractor shall indicate if décor packages are available at the hotel, such as columns, lighting, ceiling treatments, fabric draping, art structures and photo backdrops. If packages are available, Contractor shall itemize options, photos, and pricing for set-up and use for the duration of the meeting in the Main Meeting Room, registration and/or break areas on Exhibit C – Pricing Sheet. Preference is given to complimentary décor packages that provide Best Value to the State.

g) Late Checkout:

1. Contractor shall indicate whether 2 p.m. late checkout is available without additional charges on the last day of the meeting, if requested by meeting participants.

h) Wireless Access:

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1. Contractor shall provide complimentary wireless internet access in all sleeping rooms and meeting spaces for the duration of the meeting for all meeting participants, including those who are not lodging at the hotel.

i) Business Center Access:

1. Contractor shall provide complimentary access to the hotel’s business center to all meeting participants for the duration of the event.

j) The Contractor shall provide and set up audio/visual equipment such as microphones, screens, table podiums, stands, projectors, switchers, etc., as well as wireless internet access in all meeting rooms one (1) day prior to the meeting start date. Bidders must include additional A/V that may be necessary to meet meeting needs. In the event that the HVAC affects the sound quality of any meeting room, the Contractor shall ensure that adjustments will be made and/or additional equipment (microphones, etc.)

provided at no additional cost. The Contractor shall provide on-site Audio/Visual support. See Section 9, Pricing Information.

k) The Contractor shall set up the meeting spaces in accordance with the request of HHSC.

Each room shall be available throughout the meeting from 7:00 a.m. to 8:00 p.m.

Estimated times may shift slightly based on need. In addition, set up changes involving seating and speaker requirements may occur.

l) Guest Room Billing:

1. Contractor shall bill all lodging expenses directly to a master account set up between HHSC and the Contractor. However, due to HHSC’s travel reimbursement policy, each guest shall receive an individual receipt indicating a $0 balance upon request or at checkout. See Checkout Procedures in Section 7.1.7 (n).

m) Check-in Process:

1. Contractor shall waive the incidental credit/debit card hold unless guests specifically request it on their individual accounts. Only guests with parking expenses will provide a credit/debit card or cash for payment at check-in.

n) Checkout Procedures:

1. Contractor shall provide individual guest receipts indicating a $0 balance for each guest upon request or at checkout, including express checkout. Any incidental expenses shall be paid for by the individual guest at checkout. Contractor shall provide a secure area to store luggage for guests while guests attend the final day of the meeting after the checkout deadline.

o) The Contractor shall provide pens, writing pads, ice water and drinking cups in each meeting room. After each daily meeting and breakout session, the Contractor shall tidy the rooms and replenish fresh water, cups, pens, and pads as necessary.

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p) The Contractor shall provide signage, such as marquees or posters, for all meeting spaces, meals or reception, and breaks. Contractor shall also provide easels as requested by HHSC meeting planner.

The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, if applicable, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

Training for Contractor Employees:

All Contractor employees, and Subcontractor’s employees, if applicable, assigned to perform the services must be trained and experienced in the type of work to be performed. The Contractor shall provide adequate training to all personnel assigned to perform the services on the roles, responsibilities, and technical aspects of the work.

The Contractor shall only provide and allow trained and qualified personnel to perform the required services under the Contract.

The Contractor is required to provide current copies of the completed training(s) and of the license or accreditation certificate related to the training upon request by the HHS Agency Contract Manager. This requirement also applies to Subcontractor(s) and Subcontractor’s personnel who may be used in the performance of services.

7.1.8 Independent Contractor

It is understood and agreed by the HHS Agency and the Contractor that the Contractor is retained as an independent Contractor and in no event shall any employee hired by the Contractor be considered an employee of the State.

a) The Contractor shall not allow any visitors, spouses, children or other relatives of the Contractor’s or Subcontractor’s employees to be on state property in connection with the Contract during working hours.

b) The Contractor shall be responsible for all employment taxes and other payroll withholding for its employees.

c) The Contractor shall be responsible and liable for the safety and health of its personnel while they are performing work for an HHS agency and while on the HHS Agency premises.

d) The Contractor shall be responsible for verifying that all of its employees assigned to perform services under the Contract are in compliance with all requirements of the Immigration Reform and Control Act of 1986, Public Law 99-603, which became effective November 6, 1986, and any subsequent amendments.

e) The Contractor and the assigned Contractor employees or the Contractor’s Subcontractor and Subcontractor employees assigned to perform the services must have all applicable permits, licenses, accreditations, and insurance coverage.

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7.1.9 Contractor Equipment

The Contractor shall be responsible for the security, maintenance, loss or damage to its equipment or its Subcontractor’s equipment while on HHS Agency premises.

HHS Agency will NOT be responsible for damage to or loss of the Contractor’s or Subcontractor’s equipment.

7.1.10 Background Check for Personnel

The Contractor or an independent third party may need to conduct comprehensive, statewide Texas Department of Public Safety (DPS) criminal and sex offender background checks on all Contractor personnel (e.g., permanent and temporary personnel and/or Subcontractor and Subcontractor personnel) who will be assigned to perform the services under the Contract.

The Contractor shall be responsible for all background check expenses.

The background checks must be conducted prior to any Contractor or Subcontractor personnel arriving on state property and beginning the required Contract services.

Supporting documentation confirming the completion of the background checks is subject to review upon request by the HHS Agency. Failure to produce the requested documentation, as with any violation of the Contract, constitutes grounds for termination of the Contract with cause.

The background checks shall include, but not be limited to, Social Security Number Verification.

Statewide criminal and sex offender records shall include, but not be limited to, all Texas counties and out-of-state counties based on the current and previous addresses of the key personnel for the last seven years.

Personnel with sex offender, child or adult abuse, or fraud convictions shall not be allowed to provide Contract services and shall not be allowed access to HHS Agency property, facilities, or documents in connection with the Contract.

Assigned personnel with misdemeanor convictions must receive prior approval by the HHS Agency before being allowed to work under this Contract.

7.1.11 Absenteeism and Vacation

The Contractor shall provide substitutes for any of its employees or Subcontractor’s employees providing services at the HHS facility who may be absent for any reason. The Contractor shall provide relief personnel as necessary and/or work overtime at no cost to the HHS Agency, to ensure that the requirements of this Contract are performed and accomplished as required.

7.1.12 Telephone Service

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The Contractor shall have an active telephone service answered during normal business hours.

Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

7.1.13 24-Hour Contact The Contractor must provide the HHS Agency Contract Manager with 24-hour contact information for a minimum of two (2) Contractor personnel so the HHS Agency may communicate urgent performance issues that require immediate correction or any other issues that may occur. The Contractor’s 24-hour contact must always be available. Any urgent performance issues requiring immediate correction will be followed up in writing by the HHS Agency Contract Manager.

7.1.14 Contractor and Contractor Personnel Conduct

All personnel employed by the Contractor to fulfill the requirements and terms and conditions of the Contract remain under the Contractor’s sole direction and control.

The following applies to the Contractor, Contractor employees, and, if applicable, the Contractor’s Subcontractor and Subcontractor’s employees.

7.1.14.1 Performance Compliance

While performing the services, all Contractor and Subcontractor personnel must comply with all applicable state rules, regulations, and HHS Agency’s requests regarding personal and professional conduct applicable to the services being provided as well as the service locations.

All personnel must always conduct themselves in a businesslike and professional manner.

If the HHS Agency determines that an employee of the Contractor or Subcontractor is not conducting himself or herself in accordance with the conduct standards under this Contract, the HHS Agency may provide written notice to the Contractor. Upon receipt of such notice, Contractor must promptly investigate the matter and take appropriate action that may include:

a) Removing the employee from the project;

b) Providing the HHS Agency with written notice of such removal; and

c) Providing the HHS Agency with the information for the replacement employee, who must be qualified and trained, within the timeline designated by the HHS Agency.

7.1.14.2 Contractor Supervisor(s) and Performance Monitoring

The Contractor shall provide competent supervisor(s) if the service location is at an HHS Agency facility. A Supervisor may be considered a roving Supervisor to monitor more than one location with approval from the HHS Agency Contract Manager.

All supervisors must be able to communicate in English verbally and in writing. The supervisor shall be knowledgeable of the Statement of Work (SOW) and requirements of the Contract.

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The Contractor and the supervisors shall continuously monitor and maintain awareness, by personal inspection, of the quality and completeness of the work being performed. The Contractor and supervisor may be requested and required to inspect the HHS Agency facility with the HHS Agency Contract Manager or designee.

7.1.14.3 Personnel Removal and Replacement

a) Removal

The HHS Agency may request removal for cause of any Contractor or Subcontractor employee assigned to the Contract, including but not limited to:

1. poor or unacceptable work performance,

2. theft,

3. abusive language or behavior, or

4. improper attire, in accordance with the terms and conditions of the Contract.

Occurrences of this type may be cause for termination of the Contract.

b) Replacement

Replacement of Contractor or Subcontractor personnel will be subject to HHS Agency review and approval. At the request of the HHS Agency, the Contractor must replace any Contractor or Subcontractor personnel who are not adequately performing the required services or who are unable to work effectively with the HHS Agency Contract Manager or other HHS staff. The Contractor shall provide replacement personnel who have the required qualifications and training as outlined in this IFB and resulting Contract. The Contractor and HHS Agency Contract Manager will work together in the event of any such required replacement to prevent disruption in the services or performance schedule and will mutually agree upon the timeline for the replacement.

7.1.14.4 Intoxicants and Illegal Drugs Prohibited

The use or possession of any kind of intoxicants or illegal drugs by Contractor (or any of its Subcontractors) employees while on duty at HHS Agency premises, including the building and grounds, is prohibited. At the sole discretion of the HHS Agency, non-compliance with this requirement may result in termination of the Contract.

7.1.14.5 Smoking Prohibited

All HHS Agency facilities are nonsmoking buildings. Contractor’s and Subcontractor’s employees are prohibited from smoking in all non-designated areas.

7.1.14.6 Contractor Uniforms and Identification

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