Conference Planning and Coordinating Services

The Cancer Prevention and Research Institute of Texas (CPRIT) is seeking to establish a contract for conference planning and coordinating services. CPRIT is looking for a vendor with at least 10 years of experience planning and coordinating scientific or medical conferences with an anticipated attendance of 700-800 people. The contract term is from the date of award through August 31, 2026, with the possibility of extensions up to six months at a time. The preferred timeframe for holding the conference is late February through July 2026, September through October 2026, or September through October 2027, depending on venue availability. The vendor will be responsible for pre-conference planning, on-site management, and post-conference responsibilities. CPRIT will evaluate proposals based on the vendor's qualifications and experience (30%), proposed pricing (40%), the approach to achieving the scope of services (20%), and references/past history (10%).

The RFP indicates that a HUB Subcontracting Plan is mandatory, and CPRIT encourages the use of HUB certified vendors. No additional details are provided regarding set-asides, the incumbent contractor, or the award value or budget range. The RFP states that CPRIT reserves the right to award multiple contracts or not make an award.