Exhibit K - HHS Online Bid Room Instructions.pdf
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- Attached to
- Conference Planning and Coordination Services
- Solicitation number
- HHS0014929
- Issued by
- Texas
About this file
Exhibit K provides HHS Online Bid Room Instructions for Request for Proposal HHS0014929 issued by the Texas Health and Human Services Commission (HHSC) for Conference Planning and Coordination Services. The solicitation seeks a contractor to design, plan, coordinate, and execute an annual two-day statewide training conference for the Council on Sex Offender Treatment (CSOT) accommodating up to 450 guests, with deliverables including venue selection, speaker coordination, registration management, CEU administration, website development, and comprehensive event logistics. The proposal response deadline is December 20, 2025, at 10:30 AM Central Time, with an anticipated contract start date of May 2025. The initial contract term is three years with two optional one-year extensions and potential additional monthly extensions up to 12 months for transition purposes. Minimum qualifications require three years of experience in training coordination and conference management.
The contract is structured as a zero-dollar agreement with revenue generated solely through conference registration fees and booth/exhibit sales. Respondents must submit a HUB Subcontracting Plan and provide three years of financial statements (2021-2023) to demonstrate financial solvency. Evaluation criteria include Experience and Demonstrated Ability (30%), Proposed Project Work Plan (50%), and Cost (20%). The contractor may be reimbursed for travel, lodging, and other expenses related to HHSC employees and CSOT council members subject to prior approval. Electronic submission of responses is optional through the HHS Online Bid Room, which requires a two-step registration process via the Enterprise Portal; applicants should allow up to five business days for credential receipt to ensure timely submission by the response deadline.
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Text version
Exhibit K, HHS Online Bid Room Instructions
Request for Proposal
HHS0014929
Responses for this Request for Proposal may be submitted electronically using the HHS Online Bid Room or any other method identified in the solicitation.
Use of the HHS Online Bid Room is optional and is subject to all terms and conditions, affirmations, and other requirements of the solicitation as any other method of submission.
Read and review the solicitation package and all associated documents carefully before completing and submitting a response in the form and manner described in the solicitation package. Exhibits requiring signatures must be signed and included with the response by the solicitation response deadline.
Questions regarding the solicitation must be addressed to the Point of Contact in the solicitation package. The Point of Contact is identified in the solicitation package.
Submit the solicitation response in the form and manner described in the solicitation package on or before the response due date and time.
IMPORTANT: The solicitation package will identify the specific form and method of delivery. Failure to adhere to the requirements in the solicitation package may result in disqualification.
Access to the HHS Online Bid Room is a two-step process.
Step 1: Register for the Enterprise Portal using the Enterprise Portal Link. It can take up to five business days to receive your user name and password. If you do not receive this information within five days, email pcsbids@hhsc.state.tx.us.
Note: Applicants who already have access to the Enterprise Portal for other applications, must complete a new registration to receive access to the online bid room. The new registration must be completed with a different email than the original account as the Enterprise Portal does not allow the same email address to be used for two different accounts.
Step 2: Using the Enterprise Portal login credentials you will receive via email, you can request the necessary HHS Online Bid Room user name and password to enter the HHS Online Bid Room to submit your response to the solicitation electronically.
See our resources page for a tutorial, guidebook, and other resources to help you use the HHS Online Bid Room.
IMPORTANT: Allow enough time for the registration process to submit your response by the response due date. Late solicitation responses are not accepted.
The optional use of the HHS Online Bid Room and any resulting technical difficulties which may prevent a successful, responsive electronic submission of a solicitation response shall not be sufficient basis for a protest of a contract award.
https://hhsportal.hhs.state.tx.us/iam/portal/Home/portalHome/ mailto:pcsbids@hhsc.state.tx.us https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room
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