HHS0014929v2 Conference Planning and Coordination Services

The Texas Health and Human Services Commission (HHSC) is seeking a contractor to provide annual statewide Conference Planning and Coordination Services for the Council on Sex Offender Treatment (CSOT). The primary objective is to plan and coordinate a 2-3 day in-person conference with capacity for at least 450 attendees, offering 12-21 continuing education hours. Required services include securing a venue, coordinating speakers, managing registration, providing conference materials, handling CEU accreditation, and submitting post-conference reports. Key procurement dates include a pre-proposal conference on February 28, 2025, with questions due by March 3, 2025, and proposal submissions due March 25, 2025. The initial contract term is two years, with three potential one-year renewal options and up to 12 monthly extensions. Evaluation criteria will be weighted as follows: Experience and Demonstrated Ability (30%), Project Work Plan (50%), and Cost (20%). Minimum qualifications require three years of relevant conference planning experience and demonstrated financial solvency.

The procurement appears to have a focus on promoting diverse vendor participation, as evidenced by the requirement to submit a HUB (Historically Underutilized Business) Subcontracting Plan. The contractor will generate revenue through conference registration fees and exhibitor booth sales, with an additional $50,000 administrative fee per conference to cover management, administration, promotion, and conference attendance growth. Travel expenses for HHSC employees and CSOT council members may be reimbursed with prior approval. The contractor must provide required insurance coverage, though specific coverage details are not explicitly outlined in the available documentation. While no incumbent vendor is mentioned, the contract represents a potentially lucrative opportunity for firms with extensive conference planning experience in professional and regulatory conference management. The total contract value is not definitively stated, but the administrative fee structure and revenue generation potential suggest a significant financial opportunity for the selected vendor.