2025 Contracting Conference

The Texas Health and Human Services Commission (HHSC) and Department of Family and Protective Services (DFPS) are seeking a venue and services for the 2025 Contracts Conference through a formal Invitation for Bid (IFB). The conference will be held over four consecutive business days between April and June 2025 in Austin, Texas or surrounding areas including Georgetown, Round Rock, and San Marcos. The procurement requires a conference facility capable of accommodating up to 225 attendees, with specific space requirements including one ballroom/large meeting space, seven breakout rooms, and a secured storage room. The venue must provide comprehensive services including audio/visual equipment, registration areas, exhibitor space, and overnight lodging for 125-175 attendees. Minimum vendor qualifications include three years of experience hosting conferences. Vendors must submit responses by December 16, 2024, at 10:30 am, with vendor questions due by December 9, 2024. DFPS will evaluate responses based on cost, experience, performance record, and capabilities, though they are not obligated to select the lowest-cost proposal.

No specific set-aside designations or restrictions for disadvantaged enterprises are explicitly mentioned in the solicitation documents. The bid does not require a HUB Subcontracting Plan unless the contractor determines a need to subcontract. Vendors must complete and submit multiple documents including the Solicitation Affirmations (Exhibit A), Vendor Uniform Terms and Conditions (Exhibit B), and a comprehensive Price Sheet (Exhibit C). While a specific budget range is not provided, the pricing must be firm and fixed for the initial contract term, with provisions for implementing any available price decreases during the contract period. Bidders must demonstrate financial capability, operational capacity, and provide 24-hour contact information. The solicitation covers various compliance requirements, including certifications related to public information, confidentiality, contracting information, and state-specific requirements concerning issues such as energy companies, critical infrastructure, and various political considerations.