Conference Planning and Coordination Services

The Texas Health and Human Services Commission (HHSC) is seeking a contractor to provide Conference Planning and Coordination Services for the Council on Sex Offender Treatment (CSOT). The primary objective is to design, plan, coordinate, and execute an annual two-day statewide training conference that can be delivered either in-person or virtually, accommodating up to 450 guests. Key deliverables include securing conference venues, managing speaker selection and presentations, coordinating registration and continuing education units (CEUs), developing and maintaining a conference website, and providing comprehensive event logistics management. The contractor will be responsible for disseminating information, educating, and training professional organizations that assess, treat, and manage sex offenders and prevent sexual assault. Evaluation criteria for the proposal include Experience and Demonstrated Ability (30%), Respondent's Proposed Project Work Plan (50%), and Cost (20%). Proposals are due by December 20, 2025, at 10:30 AM Central Time, with an anticipated contract start date of May 2025. The initial contract term is three years with two optional one-year extensions and potential additional monthly extensions up to 12 months for transition purposes.

The contract is structured as a zero-dollar agreement, with the contractor generating revenue solely through conference registration fees and booth/exhibit sales. Minimum qualifications require three years of experience in training coordination and conference management. Respondents must submit a HUB Subcontracting Plan and provide three years of financial statements (2021-2023) to demonstrate financial solvency. While no specific set-asides are explicitly mentioned for this particular contract, the solicitation suggests alignment with Texas state contracting practices that often include provisions for small and minority-owned businesses. The contractor may be reimbursed for travel, lodging, and other expenses related to HHSC employees and CSOT council members, subject to prior HHSC approval. Although no specific incumbent vendor is identified, the contract allows for potential monthly extensions up to 12 months to facilitate a smooth transition between contractors. The conference aims to provide critical professional development and continuing education for sex offender treatment providers, with the potential for significant impact on professional practice in this specialized field.