2025 Contracting Conference

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services, on behalf of the Department of Family and Protective Services (DFPS), is seeking a venue and associated services for the 2025 Contracts Conference. The conference requires a four-day event to be held between April and June 2025 in Austin, Texas or within 50 miles, including potential locations like Georgetown, Round Rock, or San Marcos. The venue must provide comprehensive meeting spaces, including one ballroom for up to 225 attendees, seven meeting rooms for pre-conference training, six meeting rooms for regular sessions, a registration area, and exhibitor space for 10 booths. Bidders must have a minimum of three years of experience hosting conferences and provide three business references. The conference aims to enhance knowledge of contracting requirements, policies, procedures, and share best practices across program areas. The response due date was initially January 10, 2025, but has been extended to January 21, 2025, at 10:30 AM, with written questions due by January 6, 2025. Bidders must submit a completed Exhibit C Pricing Sheet that includes all labor, equipment, materials, supplies, and related expenses, with pricing firm and fixed for the initial contract term.

No specific set-aside designations are mentioned in the solicitation documents, and a HUB Subcontracting Plan is not required unless subcontracting opportunities are identified. The venue must accommodate overnight lodging for either 175 attendees (if outside Austin) or 125 attendees (if in Austin), with room rates adhering to prevailing GSA per diem rates. Optional complimentary services may include Wi-Fi, breakfast buffet, welcome reception package, and waived audio/visual fees. DFPS reserves the right to make multiple awards across DFPS Regions 1-11. Bidders must complete and submit multiple required attachments, including Exhibit A HHS Solicitation Affirmations, Exhibit C Pricing Sheet, Exhibit D Bidder Reference Form, documentation of minimum experience qualifications, and evidence of financial capability. The solicitation emphasizes strict compliance requirements, including certifications related to public information laws, cybersecurity training, E-Verify participation, and various state-specific restrictions. While no specific award value is explicitly stated, the comprehensive requirements suggest a significant investment in conference services for the 2025 event.