CONFERENCE VENUE, CATERING, AND EVENT SUPPORT

Integral Care is seeking qualified vendors to host its Annual Employee Training Conference on February 10–11, 2027, in Austin, Texas, for an anticipated attendance of 500 to 600 staff members per day. The selected vendor must provide a fully ADA-compliant facility capable of accommodating a large plenary session, at least five breakout rooms, designated exhibitor space for ten vendors, comprehensive audiovisual equipment and technical support, onsite catering with dietary accommodations, and full event-day operations including staffing and parking arrangements. Proposals must include tiered pricing structures—Premium, Standard, and Cost-Conscious—with an itemized rate sheet submitted as an Excel file, along with required documentation such as a Key Persons List, Services Description, Assurances Document, and evidence of compliance with state and federal regulations, including the Civil Rights Act and the Americans with Disabilities Act. Vendors must also be prepared to participate in pre-event walkthroughs, menu tastings, and post-event debriefs, with all services performed in Travis County and aligned with industry best practices. The solicitation, designated IC-RFP-2027-001 and posted on May 19, 2026, with a submission deadline of May 6, 2026, will be evaluated based on a best-value trade-off approach, prioritizing technical approach (30 points), tiered pricing (25 points), risk profile (20 points), financial stability (15 points), and general information compliance (10 points). Evaluation will not be based on lowest price alone. Offerors must submit a single PDF containing all narrative responses and an Excel Rate Sheet via email to procurement@integralcare.org; no other formats or submission methods are accepted. Contractors are required to affirm ethical compliance through an Assurances Document, disclosing any conflicts of interest involving local officials and certifying adherence to Texas Government Code provisions, including VetHUB certification eligibility. Integral Care retains the right to terminate the contract with 15 days’ notice and may modify the scope of services post-award. No formal contract type, funding codes, payment office details, or COR/COTR designations are specified, and while UEI or CAGE codes are not explicitly required, state licensing and financial documentation must be provided. The contract does not involve physical goods, shipping, or security clearances, and all performance obligations center on delivery of high-quality event services at the venue in Austin.