Advisory Council Services

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division is requesting bids for Advisory Council Services supporting Family Support Services parent and youth advisory councils under IFB HHS0017451, with bids due July 15, 2026 at 10:30 a.m. Central Time. Questions are due July 1, 2026 at 1:00 p.m. Central Time, with responses posted July 6.

The scope encompasses participant compensation for virtual and in-person advisory council meetings ($100 per parent for monthly virtual meetings, $300 per parent for annual in-person meetings, $25 per youth for monthly virtual meetings, $100 per participant for training meetings), travel expense reimbursement at state rates, childcare reimbursement ($50 per day per child), booking travel arrangements including airfare and lodging, and facilitation of virtual and in-person training in personal, professional, and leadership development for groups of 25 attendees. The contractor must provide recruitment and retention support, submit detailed project plans and reconciliation reports, and maintain tax documentation.

The estimated annual participant reimbursement budget totals approximately $44,181, comprising $12,100 for parent virtual meeting honoraria, $3,300 for in-person meetings, $2,332 for meals, $6,875 for lodging, $8,074 for transportation, $8,800 for childcare, and $2,700 for youth virtual meeting honoraria. The contract term runs September 1, 2026 through August 31, 2029, with no renewal options.

Bidders must demonstrate a minimum of three years of relevant experience working with advisory councils, facilitating virtual training, distributing funds to participants, and providing tax documentation, and must provide three verifiable references for similar services within the last five years. Pricing must be firm and fixed on Exhibit C with all labor, equipment, materials, supplies, and related expenses included in unit rates; prices may be adjusted only at HHSC's sole discretion using the Consumer Price Index formula or based on federal minimum wage increases. The contractor must maintain workers' compensation ($1,000,000 per occurrence), commercial general liability ($1,000,000 per occurrence / $2,000,000 aggregate), commercial automobile liability ($1,000,000 combined single limit), professional liability ($1,000,000), and umbrella liability ($1,000,000). Award is contingent upon HHSC Executive Commissioner approval. No guaranteed volume or compensation is provided, and the contract remains subject to appropriations and fund availability.