GETAC Meeting Conference Space

The Texas Health and Human Services Commission (HHSC) is soliciting bids for conference meeting space for the Governor's Emergency Management Advisory Council (GETAC) meetings through Invitation for Bids (IFB) number HHS0016712. The procurement seeks to establish a contract for conference facilities to host four quarterly meetings in January, March, June, and August, each requiring three rooms for four consecutive days. The primary conference room must accommodate at least 250 individuals in a horseshoe and auditorium seating configuration, with capabilities for both in-person and virtual attendance, including streaming technologies. Technical requirements include comprehensive AV equipment, monitors, microphones, technical support, easy highway access, proximity to restaurants, and parking for approximately 250 vehicles. The solicitation requires bidders to have a minimum of three years of experience providing similar services, with responses due on November 6, 2025, and an anticipated contract start date upon award. The initial contract term will run through August 31, 2030, with potential extension options, and bids will be evaluated based on the lowest price per line item as submitted on the provided Pricing Sheet.

The procurement includes a Historically Underutilized Business (HUB) Subcontracting Plan requirement with a 26.0% HUB utilization goal for contracts valued at $100,000 or more. Bidders must submit detailed documentation demonstrating outreach to Texas certified HUB vendors, including written notifications to at least three HUB vendors and two trade organizations, with seven working days allowed for responses. The historical spend for similar services is $74,227.20 for the period September 1, 2023 through August 31, 2024, with pricing to remain firm and fixed for the contract's duration. Respondents must complete multiple exhibits, including HHS Solicitation Affirmations, Pricing Sheet, HUB Subcontracting Plan, Bidder Reference Form, and Addendum Acknowledgement Forms. Non-compliance with HUB requirements could result in contract penalties, including potential debarment from state contracting for up to five years. Bidders must provide at least three verifiable references for similar contracts completed within the last two years and demonstrate operational capabilities through comprehensive company information and qualifications documentation.