HHS0016711v3 Custom Wheelchair, Accessories, Parts

The Health and Human Services Commission of Texas is soliciting competitive bids for custom manual and power wheelchairs, associated accessories, and replacement parts for clients at the Denton State Supported Living Center, specifically for items not reimbursed by Medicare or Medicaid. The solicitation, identified as HHS0016711v3, is an Invitation for Bids (IFB) with a deadline of February 17, 2026, and anticipates a contract start in March 2026 with a base term ending August 31, 2026, and two one-year renewal options, plus a potential one-year extension. The contract is open to Texas-based vendors and includes mandatory compliance with state-specific requirements, including the submission of Exhibit A affirmations covering legal certifications, ethical conduct, and adherence to the Texas Public Information Act, as well as Exhibit E, a Historically Underutilized Business subcontracting plan requiring a 21.1% HUB participation goal. All bids must include a completed pricing sheet detailing costs for wheelchairs, fittings, training, and service components, and must be submitted electronically via the HHS Online Bid Room or by email to pcsbids@hhs.texas.gov, with a strict 25 MB file size limit, or delivered in person via USB drive to HHSC’s procurement office in Austin. Performance requires certified Assistive Technology Professionals to conduct client assessments, provide staff and client training, ensure compliance with CMS DME regulations and HIPAA, and maintain a four-hour response time for service requests at the Denton facility and other HHSC or DSHS locations as directed. Award will be based on best value, considering technical compliance, past vendor performance rated through the Vendor Performance Tracking System, ability to perform, and price, with no obligation to select the lowest bidder. Contractors must adhere to strict recordkeeping standards, retaining all documentation for seven years, and grant the state unrestricted rights to use contract-related information and conduct inspections anywhere performance occurs. The contract prohibits assignment without prior written consent, bans improper dealings with public servants, and requires disclosure of any pending litigation or employment of former state employees within the last two years. The solicitation explicitly excludes federal FAR clauses, using instead Texas state-specific contract language and administrative terms, with no FOB terms specified and no defined contract value due to the absence of finalized pricing data in the solicitation documents.