2025 Contracting Conference

Background
The Department of Family and Protective Services (DFPS) Contract Oversight and Support division is planning their 2025 Contracting Conference to enhance knowledge of contracting requirements, policies, and procedures. The goal is to share best practices across program areas. The Health and Human Services Commission (HHSC) oversees the procurement process for this event.

Work Details
The contractor will provide conference meeting space, associated services, and accommodations for the DFPS’s 2025 Contracts Conference. The conference will last four consecutive business days between April 2025 and June 2025 in Austin, Texas or surrounding areas. Specific requirements include:

1. Meeting Space:
- One ballroom for up to 225 attendees.
- Seven meeting rooms for pre-conference training sessions (minimum 30 attendees each).
- Six meeting rooms for training sessions during the conference (minimum 30 attendees each).
- One additional secured room for up to 15 people.

2. Equipment: Each room must have electrical power access, projectors, screens, podiums, microphones, and flipchart stands.

3. Registration Area: Must accommodate registration on Day 1 with at least three tables and chairs.

4. Welcome Reception Area: For networking on the first or second evening.

5. Exhibitor Booths: Ten tables with chairs in the foyer on Day 3.

6. Audio/Visual Services: Bid for AV support or allow an external contractor.

7. Lodging: Overnight lodging for 175 attendees if outside Austin; 125 if within Austin at prevailing GSA rates.

Period of Performance
The contract will be performed over a period of four consecutive business days between April 2025 and June 2025.

Place of Performance
Austin, Texas or surrounding areas such as Georgetown, Round Rock, or San Marcos.