Invitation for Bids for Event Venue

Integral Care, a behavioral health and intellectual/developmental disabilities services organization located in Travis County, Texas, is seeking an Invitation for Bids (IFB) for an Americans with Disabilities Act (ADA)-compliant event venue to host its staff development conference on May 12-13, 2026, in Austin. The venue must accommodate approximately 1,000 staff members, with up to 500 attendees per day, and requires a ballroom for plenary sessions and lunch, at least five meeting rooms for breakout sessions, ample parking, exhibition space, and comprehensive amenities including onsite support, multimedia presentation capabilities, and catering options. The bid evaluation will be based on a scoring system allocating 30 points to overall cost, 10 points to service description, 20 points to bidder experience and references, and 10 points to ability to accommodate the event date. The procurement opportunity was posted on October 24, 2025, with a bid submission deadline of November 20, 2025, and an anticipated contract commencement date of January 3, 2026. Bidders must submit comprehensive proposals that demonstrate their capacity to meet all specified venue requirements and event logistics.

The procurement opportunity emphasizes commitment to Historically Underutilized Businesses (HUBs) and includes specific insurance requirements of $2 million per claim and $3 million aggregate. Potential bidders must comply with Texas state procurement regulations, federal, state, and local laws, including non-discrimination requirements and conflict of interest regulations. Integral Care reserves the right to accept or reject any bids, negotiate with bidders, and potentially enter into multiple contracts if necessary. While a specific contract value is not explicitly stated, the comprehensive requirements and scale of the event suggest a substantial procurement opportunity. The organization's focus on inclusive procurement and detailed evaluation criteria indicates a thorough and competitive selection process designed to secure a high-quality venue that meets all operational and accessibility standards for their staff development conference.