2025 Contracting Conference

The Texas Health and Human Services Commission (HHSC) and Department of Family and Protective Services (DFPS) are seeking a conference contractor to host the 2025 Contracting Conference, scheduled for four consecutive business days between April and June 2025 in Austin, Texas or within 50 miles of the city. The Invitation for Bid (IFB) solicitation requires a vendor to provide comprehensive conference facilities and services, including one ballroom capable of hosting up to 225 attendees, seven meeting rooms for pre-conference training, six additional training session rooms, a secured storage room, registration area, and exhibitor space. The contractor must supply full audio/visual equipment support, including projectors, screens, microphones, and associated technical infrastructure. Bidders must demonstrate a minimum of three years of conference hosting experience and provide three business references from similar events conducted within the past two years. The bid response is due by December 16, 2024, at 10:30 am, with all-inclusive pricing required for meeting spaces, services, and equipment. The procurement will evaluate proposals based on best value, considering factors beyond just the lowest cost.

The solicitation does not mandate a Historically Underutilized Business (HUB) Subcontracting Plan unless the contractor intends to subcontract services. Lodging requirements include providing overnight accommodations for either 175 attendees (if outside Austin) or 125 attendees (if in Austin), with room rates adhering to GSA per diem standards. Optional complimentary services may be offered at no additional cost, such as welcome reception packages, breakfast buffets, Wi-Fi access, and room booking discounts. While no specific budget range is explicitly stated, the contract will be awarded to the most advantageous bidder meeting all requirements. The solicitation includes comprehensive documentation such as Vendor Uniform Terms and Conditions, a Price Sheet, and HHS Solicitation Affirmations, which require vendors to complete extensive certifications regarding business practices, legal compliance, and eligibility for conducting business with Texas state health agencies. Additional requirements include cybersecurity training compliance, E-Verify usage, and various state-mandated business conduct certifications.