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, serving between 500 and 600 staff members daily. The selected provider must deliver a fully ADA-compliant facility featuring a large plenary space, a minimum of five breakout rooms, dedicated exhibitor space for at least ten vendors, indoor restrooms, adequate circulation areas, and complimentary or fully validated parking for all attendees. Comprehensive event services include onsite event coordination and staffing, full audiovisual equipment and technical support throughout all event hours, furniture and setup for meetings, dining, and exhibits, and catering for lunch, beverages, and snacks with full accommodations for dietary needs. The vendor is required to participate in pre-event walkthroughs and menu tastings at no cost to Integral Care and attend a post-event debrief. Proposals must include tiered pricing options—Premium, Standard, and Cost-Conscious—with detailed itemized rate sheets for venue, catering, AV, and staffing, all submitted in a single PDF file accompanied by an Excel Rate Sheet as Attachment D. The procurement is governed by Texas state statutes, requiring compliance with the Civil Rights Act of 1964, the Americans with Disabilities Act, and Section 2155.4441 of the Texas Government Code, which mandates use of Texas-produced materials when available at comparable price and time. Proposers must maintain all federal, state, and local licenses, provide certificates of insurance meeting specified minimums including $1,000,000 general liability, automobile, employer liability, and workers’ compensation with waiver of subrogation in favor of Integral Care, and name Integral Care as an additional insured on all policies except personal automobile liability. All proposals must include a signed Assurances Document as a mandatory pass/fail gate, exhibit required legal and financial certifications including a Certificate of Account Status from the Texas Secretary of State, Articles of Incorporation, organizational chart, licenses, and a Risk Assessment and Emergency Plan. Proposers must disclose any litigation, judgments, debarments, or vendor holds from the past ten years, as well as conflicts of interest involving local government officers. Evaluation is based on best value, with points allocated to Technical Approach (30 points), Tiered Pricing (25 points), Risk Profile (20 points), Financial Information (15 points), and General Information (10 points), for a total of 100 points. Subcontract