GETAC Quarterly Conference Space IFB

The Texas Health and Human Services Commission (HHSC) has issued an Invitation for Bids (IFB) for quarterly conference space to host Governor's EMS Trauma Advisory Council (GETAC) meetings in Austin, Texas. The solicitation seeks a conference facility capable of accommodating 200-250 attendees for three full consecutive days during the third week of January, March, June, and August each year. Specific requirements include a main room that can seat at least 250 people in a horseshoe configuration with auditorium-style seating, comprehensive video/audio equipment, and streaming capabilities. Bidders must provide all necessary audio-visual equipment, including monitors, microphones, video mixer, sound board, speakers, and related accessories, along with adequate parking for approximately 250 vehicles. The contract requires a minimum of 5 years of relevant experience, with bidders required to submit three verifiable references for current or previous similar contracts within the last 5 years. The response deadline is March 18, 2025, with a HUB Subcontracting Plan courtesy review deadline of March 4, 2025. The initial contract term will run from award through August 31, 2025, with potential for four optional one-year renewals through August 31, 2029.

The solicitation includes a strong emphasis on Historically Underutilized Business (HUB) participation, with the agency adopting a 26% HUB utilization goal for All-Other Services Contracts. Contractors can demonstrate HUB participation through five specified methods, including using only HUB vendors, participating in a Mentor-Protege Program, or meeting specific subcontracting goals. The historical spend for similar services was $74,227.20 for the period September 1, 2023 through August 31, 2024, with pricing to be submitted using a provided pricing sheet that must include all labor, equipment, materials, supplies, and related expenses. Bidders must complete multiple mandatory attachments, including HHS Solicitation Affirmations, a Bidder Reference Form, and a HUB Subcontracting Plan. Price adjustments are not automatic and may only be permitted when correlated with specified Bureau of Labor Statistics indices. Disqualification can occur for failure to submit required documentation, and all bids must be submitted in US Dollars. The solicitation also includes extensive compliance requirements, including certifications related to public information, cybersecurity, child support, and various state-specific regulations.