HHS0016711v3 Custom Wheelchair, Accessories, Parts

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division has issued an Invitation for Bids (IFB) solicitation number HHS0016711v3 for custom wheelchair evaluation, measurement, fabrication, fitting, accessories, and parts for clients at the Denton State Supported Living Center. The procurement seeks services including assistive technology professional (ATP) assessments, staff and client training on wheelchair operation and maintenance, equipment servicing, modifications, follow-up customer service, and provision of wheelchair components such as seat covers, contour seat covers, mounts and brackets, back cushions, and related accessories for items not reimbursed by Medicare or Medicaid. The contractor must employ a certified Assistive Technology Professional, possess a minimum of five years of relevant experience for the bidder and three years for assigned staff, comply with Centers for Medicare & Medicaid Services Durable Medical Equipment regulations, and file applicable Medicare and Medicaid claims. The contractor must respond to service calls within four hours during regular Monday through Friday business hours (8 a.m. to 5 p.m. Central Time) and within one hour for pre-approved emergency services. Pricing must be firm and fixed for the contract life, with all labor, equipment, materials, supplies, and related expenses included in unit rates provided on the Price Sheet (Exhibit C). The bid deadline is February 17, 2026, at 10:30 a.m. Central Time, with an anticipated contract start date of March 2026; the initial contract term extends from the award date through August 31, 2026, with two optional one-year renewal periods available (September 1, 2026 through August 31, 2027, and September 1, 2027 through August 31, 2028). All responses must include a completed HUB Subcontracting Plan, HHS Solicitation Affirmations (Exhibit A), the Price Sheet (Exhibit C), and any applicable addendum acknowledgement forms.

This procurement is subject to Historically Underutilized Business (HUB) subcontracting requirements, with HHS determining that probable subcontracting opportunities exist and establishing a HUB utilization goal of 21.1% consistent with the 2009 State of Texas Disparity Study. All respondents, regardless of HUB certification status, must submit a completed HUB Subcontracting Plan demonstrating good-faith effort through one of five methods: using only certified HUBs, participating in the Mentor-Protege Program, meeting or exceeding the HUB goal with a mix of HUB and non-HUB subcontractors, conducting formal solicitations with notifications to a minimum of three HUBs and two trade organizations providing seven working days response time, or self-performance. All HUB vendors must be verified as actively certified through the Texas Comptroller of Public Accounts' Centralized Master Bidders List at the time of solicitation, and failure to submit a compliant HUB Subcontracting Plan will result in automatic rejection of the bid. The historical monetary value for similar goods and services is approximately $150,000 for fiscal year 2025, provided as a guideline only without guarantee of actual volumes or compensation. HHSC reserves the right to award to a single or multiple bidders based on best value considerations including compliance with specifications, performance delivery capability, and price. Both HHSC and the Department of State Health Services may utilize any resulting contract. Bidders may submit responses either in person at the HHS Procurement and Contracting Services office located at 1100 W. 49th Street, Austin, Texas, or through the optional HHS Online Bid Room electronic submission system.