4-701-27-001 FINAL.pdf

RFP 701-27-001, AUDIO -

VISUAL SERVICES FOR TCDD

COUNCIL MEETINGS

Summary The Texas Education Agency (TEA), on behalf of the Texas Council for Developmental Disabilities (TCDD), is seeking responses from qualified audio-visual service providers to furnish professional hybrid meeting support, equipment, staffing, setup, operation, testing, recording, Zoom Webinar integration, and teardown services for quarterly Council and Committee meetings during Fiscal Years 2027 and 2028.

Authorized by:

Ex. Order RP 37 / Texas Human Resource Code, Chapter 112

Responses are due October 15, 2026 - 2:00 P.M. Central Time

TEA Contracts and Purchasing Division TEASolicitations@tea.texas.gov

Ms. Demetreus Jones mailto:TEASolicitations@tea.texas.gov

Table of Contents

1. Purpose, Background, and Scope of Work

1.1. Purpose

1.2. Background and Defined Terms

1.3. TEA Mission and Procurement Authority

1.4. Anticipated Schedule of Events

1.5. Contract Term

1.6. Budget

1.7. Scope of Work, Project Description, and Project Requirements

1.8. Project Deliverables and Milestones

1.9. Collaboration

1.10. Contract Monitoring and Dispute Resolution Procedures

2. Submission Process and Instructions

2.1. Response Format

2.2. Electronic Submission Process

2.3. Communication

2.4. Response Requirements

2.5. Conflict of Interest

3. Response Format and Content

3.1. Requested Information

3.2. Understanding of the Project, Methodology, and Technical Components

3.3. Management Plan, Experience, and Qualifications

3.4. Task, Activity, Deliverable, and Budget Plan

3.5. Contractors Financial Capability

4. Response Review and Evaluation

4.1. Response Review

4.2. Evaluation Criteria

5. Contractual Requirements

5.1. Incorporation and Order of Precedence

ATTACHMENT A: NOTICE OF INTENT TO SUBMIT A RESPONSE

ATTACHMENT B: CONTRACT TERMS AND CONDITIONS, RESPONSE PREFERENCES, AND

EXECUTION OF OFFER

ATTACHMENT C: INTENTIONALLY OMITTED

ATTACHMENT D: RESPONSE COVER PAGE AND QUESTIONNAIRE

ATTACHMENT E: TASK, ACTIVITY, DELIVERABLE, AND BUDGET PLAN

ATTACHMENT F: INTENTIONALLY OMITTED .................................... Error! Bookmark not defined.

ATTACHMENT G: CONFLICT OF INTEREST ANALYSIS FORM

1. Purpose, Background, and Scope of Work

1.1. Purpose

The Texas Education Agency (TEA), on behalf of the Texas Council for Developmental Disabilities (TCDD), is seeking responses from qualified audio-visual service providers to furnish professional hybrid meeting support, equipment, staffing, setup, operation, testing, recording, Zoom Webinar integration, and dismantling services for quarterly Council and Committee meetings during Fiscal Years 2027 and 2028.

1.2. Background and Defined Terms

TCDD conducts quarterly Council and Committee meetings throughout Texas. Meetings include in-person attendees and remote participants using TCDD-owned Zoom Webinar technology. Professional AV support is required to ensure reliable audio, video, recording capability, and seamless participation for both onsite and remote attendees at meetings in Houston, Austin, and San Antonio.

As used in this solicitation, the following capitalized terms shall have the meaning as specified below:

Term Definition BAFO Best and Final Offer CMBL Centralized Master Bidders List Contractor Contractor refers to entities who desire to do business with TEA DIR Department of Information Resources ESBD Electronic State Business Daily LEA Local Education Agency NIGP National Institute of Governmental Purchasing PAR Progress Assessment Report QAP Quality Assessment Plan Response Response refers to content submitted by Contractors to TEA in response to this solicitation SBOE State Board of Education SP State of Texas Subcontracting Plan TAC Texas Administrative Code TADBP Task, Activity, Deliverable, and Budget Plan TCDD Texas Council for Developmental Disabilities TEA Texas Education Agency TEA Procurement Staff

TEA procurement professional(s) responsible for leading the planning, solicitation, and contract formation processes.

TEA Project Manager, TEA Program Staff, or TEA Contract Manager

TEA staff members who are the subject matter experts concerning this solicitation, one or more of whom will manage the contract(s) resulting from this solicitation.

TGC Texas Government Code TX-RAMP Texas Risk and Authorization Management Program VetHUB Veteran Heroes United in Business

34 TAC § Sections 281-298 VPTS Vendor Performance Tracking System

1.3. TEA Mission and Procurement Authority

TEA is the state agency responsible for overseeing primary and secondary public education in Texas.

TEA’s mission is to improve outcomes for all public-school students in the state by providing leadership, guidance, and support to school systems; every child, prepared for success in college, career, or the military.

TEA has adopted a strategic plan comprised of four strategic priorities built upon five key actions identified below. These may be updated in the future and can be found on the TEA website located here, https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan:

• Strategic Priorities o Recruit, support and retain teachers and principals o Build a foundation for reading and math o Connect high school to career and college o Improve low-performing schools

• Key Actions (Continuous Improvement) o Supported Educators o Ready Students o Rigorous Engagement o Aligned Systems o Actionable Goal-setting https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan

The solicitation and contract are authorized by Government Code Title 10, Subtitle D (the “Purchasing Act”). The solicitation and contract are subject to all applicable requirements of the Purchasing Act [in particular, Government Code Chapter 2151 (General Provisions), Chapter 2155 (Purchasing: General Rules and Procedures), Chapter 2157 (Purchasing: Purchase of Automated Information Systems), and 34 TAC § Sections 281-298 Veteran Heroes United in Business (VetHUB) and those requirements established by rule of the Texas Comptroller of Public Accounts (CPA), Statewide Procurement Division (SPD), as contained in Title 34, Chapter 20, of the Texas Administrative Code (“TAC”), and to other applicable federal and state statutes and rules herein cited. Any references in this contract to the “Government Code” mean the Texas Government Code.

1.4. Anticipated Schedule of Events

DATE EVENT

October 1, 2026

Publication of solicitation in the Electronic State Business Daily (ESBD) at: http://www.txsmartbuy.gov/esbd Contractors must have an account at Euna Procurement (Bonfire) to submit a response to TEA. State of Texas Subcontracting Plan and VetHUB-related questions must be directed to the TEA HUB Office HUBOffice@tea.texas.gov

October 6, 2026

Last day to submit written questions about this solicitation no later than 2:00 P.M. Central Time. Submit questions via Vendor Discussion in the Euna Procurement (Bonfire) portal http://www.txsmartbuy.gov/esbd https://tea.bonfirehub.com/portal/?tab=openOpportunities mailto:HUBOffice@tea.texas.gov

October 8, 2026 Final publication of questions and answers October 15, 2026 TEA preferred date to receive Notice of Intent to submit a response October 15, 2026 Response(s) due no later than 2:00 P.M. Central Time October 2026 Response Check-In, Evaluations, and Oral Presentations (if required) November 2026 Commencement of contract negotiations with selected contractor(s) December 2026 Anticipated start date of contract

1.5. Contract Term

The contract term is for a total of two state fiscal years commencing from contract execution or an agreed-upon contract start date. Any period starting at contract execution or agreed upon contract start date that is less than a state fiscal year will not count toward the total number of state fiscal years. All contracts are subject to appropriation of funds by the Texas Legislature.

Contractors must not perform any work before both parties have signed a contract. TEA will not pay for services the contractor performs for TEA prior to contract execution.

1.6. Budget

TEA may award one or more contracts from this solicitation. TEA reserves the right not to award a contract from this solicitation. Responses must include a detailed Task, Activity, Deliverable, and Budget Plan, as described elsewhere in this solicitation and in Attachment E. TEA will not accept separate indirect cost rate calculations for this procurement. The proposed budget and payments to a contractor must be based on satisfactory completion and TEA acceptance of deliverables. The Task, Activity, Deliverable, and Budget Plan must clearly identify proposed prices related to each proposed task, subtask, and deliverable for each fiscal year of the contract.

TEA will establish monthly invoicing procedures for the awarded contract(s) aligned to completion and acceptance of the deliverables. TEA will pay invoices upon satisfactory performance of services, receipt and acceptance of specified deliverables, and receipt of properly prepared invoices and supporting documentation.

1.7. Scope of Work, Project Description, and Project Requirements

The solicitation is designed to seek high-quality responses from vendors to provide the following services and requirements:

1. All AV equipment

2. Staffing

3. Setup

4. Operation

5. Testing

6. Troubleshooting

7. Recording support

8. Dismantling services.

Requirements include audio reinforcement, Zoom Webinar integration, microphones, mixers, speakers, cameras, displays, recording capability coordination with hotel AV staff, and onsite technician support.

1.8. Project Deliverables and Milestones

Meeting Format Requirements TCDD utilizes its own Zoom Webinar account. The AV provider must interface seamlessly with that platform and support recording capabilities. Meetings are hybrid: most participants will be in person, with some participating remotely.

A. Audio Requirements

1. Provide in-room sound reinforcement ensuring all in-person participants can clearly hear one another.

2. Provide a clean audio feed to Zoom, ensuring remote participants receive clear, uninterrupted sound.

3. Ensure Zoom participant audio is clearly audible in the room through appropriate sound reinforcement equipment.

4. Ensure all tabletop and room microphones are properly mixed and free from feedback, distortion, or drop-outs.

B. Video Requirements

1. Provide full visibility of the projector screen for all in-person participants.

2. Provide a high-quality camera feed of in-person participants to remote attendees via Zoom.

3. Ensure video feeds integrate seamlessly with the Zoom platform and function throughout meeting sessions.

C. Meeting Schedule and Room Requirements

1. Wednesday - Executive Committee Meeting

a. Estimated Time: 1:30 – 5:00 PM

b. Room Setup: conference table for 20 people

2. Thursday

Room 1 – Committee of the Whole

a. Estimated Time: 8:30 AM – 12:00 PM

b. Room Setup: Crescent rounds for 40 people

Room 2 – Public Policy Committee

a. Estimated Time: 1:30 PM – 5:00 PM

b. Room Setup: U-shape for 20 people

Room 3 – Project Development Committee

a. Estimated Time: 1:30 PM – 5:00 PM

b. Room Setup: U-shape for 20 people

3. Friday - Full Council Meeting

a. Estimated Time: 8:30 AM – 12:00 PM

b. Room Setup: U-shape for 30 people, Classroom seating for 10 additional attendees

D. Vendor Deliverables Vendors must include the following in their proposal:

1. Equipment List A comprehensive list of all AV equipment to be used, includes but not limited to:

a. Microphones (table, wireless, boundary, etc.)

b. Mixers and audio interfaces

c. Speakers and amplification

d. Camera(s) suitable for hybrid broadcasting

e. Projectors, screens, and monitors

f. Cables, switching, and distribution equipment

g. Any additional AV hardware or software required

2. Labor Charges

Breakdown of labor costs should include:

a. Setup and teardown

b. Technicians (hourly or day rate)

c. On-site support throughout all meeting sessions

d. Any required pre-event testing or coordination time

E. Travel and Lodging Costs Proposals must specify whether:

1. Travel expenses are included (absorbed) within the quoted scope of work, OR;

2. Travel expenses will be itemized separately o If separate, provide estimated costs for both the Houston and San Antonio events.

This section provides information about the minimum project deliverables; conditions associated with completing the deliverables and anticipated acceptance criteria for the named deliverables. Information about key dates, milestones, reports and meetings are also provided here. TEA also encourages vendors to provide additional deliverables, milestones and innovative solutions in their response to address the requirements of this solicitation.

A. Required Deliverables and Delivery Schedule

The following table contains the minimum required deliverables and the expected delivery schedule for those deliverables. TEA expects vendors to include additional deliverables relative to the contents of their proposed services.

Deliverable Number Deliverable Description Expected Due Date

1 AV equipment and hybrid infrastructure – System operational

Prior to each applicable meeting

2 Audio, visual, presentation, and Zoom Webinar integration successfully tested

Prior to each meeting session

3 Qualified onsite technical support provided Throughout each scheduled meeting session

4 AV equipment dismantling and removal completed

Following completion of each applicable meeting

B. Expectations & Acceptance Criteria The contractor must perform all services in accordance with the requirements of this solicitation and the accepted proposal. Deliverables will be considered acceptable when the following minimum requirements are met:

1. All required AV equipment is installed, configured, tested, and fully operational prior to the start of each scheduled meeting or session.

2. In-room participants must be able to clearly hear meeting audio without persistent feedback, distortion, drop-outs, or other conditions that materially interfere with the meeting.

3. Remote participants must receive clear audio and video through the TCDD’s Zoom Webinar platform, and audio from remote participants must be clearly audible to in-person participants when required for the meeting format.

4. Cameras, projectors, screens, monitors, microphones, speakers, and other equipment required for the applicable meeting must remain functional throughout the scheduled meeting session.

5. The contractor must complete testing of the audio, video, presentation, and Zoom Webinar connections before each meeting session.

6. The contractor must promptly address technical issues that arise during a meeting and provide replacement or backup equipment when necessary to minimize disruption to meeting proceedings.

7. The contractor must complete equipment set up and removal in coordination with TCDD and applicable venue requirements.

TCDD will determine acceptance based on successful completion of the required services and deliverables, including successful pre-meeting testing and satisfactory AV operation during the scheduled meeting.

C. Reports & Meetings

1. The contractor must promptly notify TCDD ‘s designated representative of any technical issue that may affect meeting operations and communicate the status and resolution of the issue.

2. Upon request, the contractor must provide a summary of significant technical issues encountered during the event, actions taken to resolve those issues, and any recommendations applicable to subsequent meetings.

D. Equipment & Workspace

1. The contractor must provide all AV equipment, hardware, software, cabling, adapters switching equipment, distribution equipment, and other materials necessary to perform the required services unless otherwise expressly identified by the agency as agency provided.

2. All contractor-provided equipment must be suitable for the meeting environment and compatible with TCDD’s Zoom Webinar platform and applicable venue infrastructure.

3. The contractor is responsible for ensuring that all equipment is properly installed, secured, operated, and removed in accordance with applicable venue requirements.

4. The contractor must coordinate with hotel or venue AV personnel when access to house audio systems, internet connectivity , electrical service, projection systems, or other venue-controlled infrastructure is required.

5. The contractor must maintain an orderly and professional work area. Cables and equipment must be positioned secured to minimize interference with meeting operations and participant access.

6. The contractor must provide the tools, equipment, and supplies necessary for its personnel to perform the services.

7. The agency is not responsible for loss of or damage to contractor-owned equipment except to the extent otherwise provided under the resulting contract.

8. Technical issues that cannot be promptly resolved by onsite personnel must be escalated to the contractor’s appropriate technical support personnel while onsite troubleshooting continues.

E. Service Level Agreement The Contractor must maintain the following minimum service levels throughout each meeting session:

1. All required AV and hybrid meeting components must be tested and operational prior to the scheduled start of each meeting session.

2. At least one qualified AV technician must be available onsite throughout all scheduled meeting sessions. The contractor must provide additional technical staffing when reasonably necessary base on simultaneous meetings, room configurations, or the contractor’s proposed technical solution.

3. The contract must immediately begin troubleshooting technical issues that materially affect meeting audio, video, presentation capabilities, or Zoom Webinar connectivity.

4. The contractor must take reasonable measures minimize meeting interruptions and must maintain appropriate back up or replacement equipment for critical AV components when necessary to support continuity of service.

5. Meeting audio must remain clear and intelligible for both in person and remote participants and be free from persistent feedback, distortion, or drop-outs that materially interfere with participation.

6. Required camera, presentation, and display feeds must remain available and viewable throughout the applicable meeting session.

7. Audio and video transmitted between the meeting room and Zoom Webinar must remain operational throughout the applicable hybrid meeting session.

8. Technical issues that cannot be promptly resolved by onsite personnel must be escalated to the contractor’s appropriate technical support personnel while onsite troubleshooting continues.

1.9. Collaboration

The awarded contractor(s) will collaborate closely with TEA staff for this project. These responsibilities include, for example:

Awarded Contractor Responsibilities:

• Engaging in ongoing, responsive communication about the project(s);

• Participating in scheduled project meetings;

• Working continuously on the project, including during summer months;

• Adhering to the Task, Activity, Deliverable, and Budget Plan, or other schedules for deliverables as specified by TEA after consultation with the awarded contractor, including proposed deadlines for draft work products;

• Notifying TEA within 48 hours of project-related issues that negatively impact timelines;

• Obtaining advance written approval from TEA prior to any staffing changes or additions, especially changes to key staff members assigned to this project;

• Producing high-quality drafts of all submitted work products, reports, evaluation plans, analysis plans, and instruments, etc. with minimal typos and in alignment with applicable guidelines (branding, accessibility, reading level, etc.);

• Responding within 5 business days to all requests for feedback on evaluation plans, methodology, analysis plans, instruments, data manipulation, analysis results, reports, etc.;

• Responding within 48 hours to inquiries regarding invoicing and document requests (as in the case of an audit);

• Adhering to policies and procedures regarding use of confidential data and data collection procedures;

• Adhering to policies and procedures regarding fingerprinting and criminal background checks prior to conducting any school visits, as applicable; and

• Adhering to all terms and conditions of the contract with TEA, for example, following the change management process for contract revisions; informing TEA of changes in ownership, key staff, or subcontractors; and immediately reporting actual or potential conflicts of interest to TEA.

TEA Responsibilities:

• Providing awarded contractor(s) and any subcontractors information on changes in legislation, reporting needs, or any other activities that may impact the project(s);

• Collaborating with the awarded contractor(s) to address unforeseen developments, identify issues, and propose solutions;

• Coordinating support and resources for the project;

• Providing necessary data and documentation;

• Reviewing and approving the contractor’s evaluation and analysis plans, including all qualitative and quantitative methodologies and data analyses;

• Reviewing use of data, data sources, data manipulation, data processing business rules, and analytic results;

• Monitoring the awarded contractor’s progress, as outlined in contractor-submitted monthly progress reports to ensure compliance with contract terms;

• Reviewing and approving monthly invoices (including disputing invoices as necessary and working with contractor(s) to resolve disputes);

• Providing and coordinating feedback on all submitted reports;

• Monitoring the awarded contractor’s performance and compliance with the terms and conditions of the contract, including following the change management policy for all amendments and budget revisions;

• Coordinating on-site presentations of findings prior to the submission of major deliverables; and

• Monitoring proper transmission and destruction of data.

1.10. Contract Monitoring and Dispute Resolution Procedures

TEA monitors its contracts to ensure contractors adhere to the terms and conditions of their TEA contracts and to prevent fraud, waste, and abuse. TEA Contract Managers carefully review invoices to verify the following:

• Goods and/or services provided are included in the contract;

• Charges match the contract budget and pricing clearly ties to the task plan;

• Invoice charges are within scope, allowable, and reasonable;

• Invoice amounts are tied to specific contract tasks with enough supporting documentation to show that goods and/or services were received and were of acceptable quality; and

• Each invoice shows the contract number, purchase order number, dates of service, tasks, and pricing.

All pricing provided in the response should include a specific deliverable or a set of deliverables that demonstrate successful completion of activities. All activities must have documentation to support their completion. TEA reserves the right to reject goods or services which do not address the deliverables stated in the contract and do not meet TEA quality review.

In addition to carefully reviewing invoices prior to authorizing payment, TEA Contract Managers conduct ongoing contract monitoring activities depending on the nature and risk factors associated with the contract. Examples of standard contract monitoring activities include:

• Monitoring the contractor’s progress and performance to ensure goods and services conform to the contract requirements;

• Managing, approving, and documenting any changes to the contract through the change management process authorized by the terms of the contract;

• Maintaining documentation verifying that goods and/or services were reviewed and accepted;

• Monitoring the contract budget to ensure sufficient funds are available throughout the term of the contract;

• Identifying and resolving disputes with the contractor promptly;

• Exercising legal remedies, as appropriate, when a contractor’s performance is deficient;

and

• Confirming all goods and/or services have been delivered, and delivery is completed prior to the expiration date of the contract.

TEA will determine whether a contract should be subject to enhanced monitoring, an increased level of monitoring. For example, a contractor who has access to sensitive data or contact with students may be subject to enhanced monitoring. In addition to the responsibilities that come with standard contract monitoring, Contract Managers may implement any of the following examples of enhanced monitoring measures:

• Developing a Quality Assessment Plan (QAP) to document contract monitoring activities;

• Conducting site visits to a contractor’s facility;

• Holding regular project management meetings with contractors to ensure the project is meeting established milestones and deadlines;

• Reviewing contractor-prepared progress reports;

• Reviewing satisfaction surveys from training attendees or other quality assurance reports;

• Implementing a corrective action plan if contractor is not meeting contract performance expectations;

• Monitoring contractor performance and invoking applicable remedies for contract breaches (for example, liquidated damages assessed for service level agreement breaches); and

• Monitoring contractor’s access to sensitive data and ensuring data is handled properly and returned or destroyed at the end of the contract, as appropriate.

TEA expects contractors to support these monitoring efforts including responding promptly to requests for documentation and working together in good faith to resolve disputes.

In the event of a dispute, TEA will make every effort to resolve the issue(s) with contractor’s project staff before escalating to executive-level management. Throughout the dispute resolution process, the parties should make a good faith effort to work together toward a mutually beneficial resolution. Resolution may include corrective action plans, substitutions, liquidated damages, or other remedies, as appropriate

2. Submission Process and Instructions

2.1. Response Format

Contractors must submit a complete response and follow all the instructions contained within this solicitation. Responses with conditional clauses, alterations, or irregularities are subject to rejection by TEA in its sole discretion. Contractors must submit responses electronically and ensure TEA receives them no later than the deadline stated in the Anticipated Schedule of Events. TEA will not accept late responses.

Response Format and Requirements:

• The contractor must download all files from Euna Procurement (Bonfire) under Public Files to prepare a submission.

• Complete and upload all required documents listed under the Requested Information section in Euna Procurement (Bonfire).

• The file name should be short but descriptive and avoid special characters. Use capital letters, hyphens, or underscores instead of spaces or periods. (i.e., 2X- 0XX_CompanyName_Response).

• Contractors must ensure an authorized representative sign all required forms and those signatures are included in the electronic file (digital signatures or scanned ink signatures are both acceptable).

• The contractor must sign the Execution of Offer contained within Attachment B. By signing the Execution of Offer, the contractor affirms that all statements within the response are true and correct. Discovery of any false statement in the response may void the submitted response or any resulting contracts.

• The contractor shall not encrypt or password protect response or embed documents within the response.

• Contractors must submit responses electronically via Euna Procurement (Bonfire).

2.2. Electronic Submission Process

Submission via EUNA Procurement (Bonfire)

TEA will only accept responses using the Euna Procurement (Bonfire) electronic bidding portal as a secure electronic submission method. Please upload your submission at Texas Education Agency Euna Procurement (Bonfire) Portal. Responses will not be accepted by email or facsimile.

Once uploaded, the Euna Procurement (Bonfire) platform will notify TEA of the upload.

Contractors will receive a submission confirmation number upon successful submission response. The file(s) will be dated and time-stamped upon upload and the system will provide a confirmation number to the contractor’s email address. Contractors are advised to plan accordingly to ensure TEA receives the proposal ahead of the deadline. Once the close date has passed, you will not have an opportunity to change any of the submitted documents.

***Please note the location, type, and requirements of these forms. Failure to submit required documents will result in a contractor’s disqualification from consideration for this procurement.

Forms must be submitted at the specified location in Euna Procurement (Bonfire)***

Intent to Submit Response

TEA requests contractors notify TEA as soon as possible of their intent to submit a response on the Euna Procurement (Bonfire) platform. Toggle the “Intent to Bid” checkbox in Euna Procurement (Bonfire) to confirm the intent to submit a response. Notifying TEA of an intent to submit a response in no way obliges a contractor to submit a response. Contractors will not be able to prepare a submission unless you submit “Yes”.

2.3. Communication

To protect the integrity of the procurement process, contractors must adhere to the communication procedures outlined in this solicitation.

Euna Procurement (Bonfire) Registration

To contact TEA or ask questions in relation to this solicitation, contractors must register at https://tea.bonfirehub.com and initiate the communication electronically through the Vendor Discussions section.

To assist with registration, submission of a response, and learning how to get started with Euna Procurement (Bonfire), watch this training video. For questions or support when using the platform, access the Euna Procurement (Bonfire) online knowledge base, search the FAQ, or contact the Euna Procurement (Bonfire) support team at support.bonfire@eunasolutions.com.

Limited Contact Policy https://tea.bonfirehub.com/portal/?tab=openOpportunities https://tea.bonfirehub.com/portal/?tab=openOpportunities https://tea.bonfirehub.com/ https://procurement-help.eunasolutions.com/hc/en-us/articles/48576297891603-VIDEO-Vendor-Registration-and-Submission https://procurement-help.eunasolutions.com/hc/en-us/categories/48350402912275-Vendors mailto:support.bonfire@eunasolutions.com

Contractors may contact the TEA HUB office at HUBOffice@tea.texas.gov for the purpose of addressing VetHUB and State of Texas Subcontracting Plan (SP) questions only.

TEA will not accept phone inquiries regarding this solicitation.

Non-procurement staff at TEA may not discuss this procurement with outside parties. If a potential contractor fails to observe this prohibition or attempts to circumvent the limited contact policy, their response may be subject to disqualification.

The limited contact policy does not apply to discussions concerning matters unrelated to this procurement, including business related to current contracts with TEA.

Question and Answer Process

Contractors may submit questions within the date and time specified in the Anticipated Schedule of Events. Any questions or clarifications pertaining to this solicitation shall be submitted through Euna Procurement (Bonfire) Opportunity Q&A. TEA will compile questions and related responses into one or more addenda documents and post them on the Euna Procurement (Bonfire) platform. It is the contractor’s responsibility to review any addenda documents before submitting.

Communication after the Response Due Date

Between the response due date and contract execution, TEA may communicate with contractors to:

• Seek clarification regarding response(s).

• Invite contractors to participate in oral presentations.

• Conduct negotiations, including requesting a potential contractor’s best and final offer

(BAFO).

• Exchange information required to facilitate a potential contract award.

TEA will notify all contractors of the award or non-selection upon contract execution. The Limited Contact Policy remains in force until all contract(s) from this solicitation have been executed.

2.4. Response Requirements

TEA will not consider late or incomplete responses. Responses that address only part of the requirements of this solicitation are non-responsive.

Failure to formalize the terms of the response by signing the Contract Terms, Conditions and Affirmations, Response Preferences (Texas Government Code Chapter 2155), and Execution of Offer (Attachment B) will result in disqualification of the offer contained within the response.

mailto:HUBOffice@tea.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm

Contractors must carefully review and complete all forms required by this solicitation. TEA encourages contractors to review 34 TAC §§20.281–20.298 regarding the applicable VetHUB and Subcontracting Plan (SP) requirements and to contact the TEA HUB Office at HUBOffice@tea.texas.gov with questions. Failure to comply with VetHUB requirements, including correctly filling out all VetHUB related forms, will result in disqualification.

TEA reserves the right to reject responses and to negotiate portions thereof, including the offered TADBP and identified personnel.

Contractors must furnish clarifying information to TEA if requested. Failure to provide the requested material or information may disqualify the response.

The selected contractor must collaborate with TEA staff to clarify the project design, design of the materials, project activities, and/or other work products, and modify these items, if necessary.

All responses received in response to this solicitation are the property of TEA. TEA is not liable for any costs incurred in the preparation or submission of a response.

Texas Bidders Affirmation

Respondent certifies that if a Texas address is shown as the address of the Respondent on this response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

Texas Public Information Act

Responses submitted in response to this solicitation are subject to release under TGC, Chapter 552, Public Information Act. If TEA receives a Public Information Act request for responses received under this solicitation, contractors may have the opportunity to demonstrate that some or all their offer falls into one or more exceptions to disclosure. Contractors should indicate on the response cover if their submission contains proprietary information and identifies the specific sections within the response that are proprietary. It is not sufficient to mark every page as confidential; rather, contractors should identify specific information or sections as proprietary.

Veteran Heroes United in Business (VetHUB)

In alignment with state law and public policy, TEA encourages contracting and subcontracting opportunities to certified VetHUBs in all contracts. Respondents are encouraged to utilize certified VetHUB vendors when subcontracting opportunities are available. A state of Texas Subcontracting Plan (SP) is not required for this solicitation.

How to Find Texas Certified VetHUBs for Subcontracting Opportunities https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=20&division=1&interface=VIEW_TAC&part=1&subchapter=D&title=34 mailto:HUBOffice@tea.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

Manufacturers, suppliers, and other vendors, including VetHUBs, may be found on the Centralized Master Bidders List (CMBL) / VetHUB Directory at: Search For Vendors. Vendors are listed by the National Institute of Governmental Purchasing (NIGP) commodity codes for which they’ve self-identified as related to the service and/or goods they provide. TEA has identified the following sample list of NIGP commodity codes that may be related to this solicitation, but each contractor is responsible for identifying the subcontracting needs for their unique proposal.

1. Class Code: 915 – Communications and Media Related Service Item: 07, Audio Recording Services Item: 09, Audio and Video Production Services Item: 16, Broadcasting Services, Internet Item: 25, Captioned Services for the Hearing Impaired Item: 79, Telecommunication Services (not otherwise classified) Item: 82, Video Production Services Item: 84, Video Recording Services Item: 90, Video Media Duplicating and Production Service

2. Class Code: 920 – Data Processing, Computer, Programming, and Software Services Item: 48, Storage Services, Data Media

3. Class Code: 961 – Miscellaneous Services, No 1 Item: 02, Administrative Services, All Kinds Item: 72, Transcription Services

2.5. Conflict of Interest

An entity will not be selected if it has a conflict of interest that will or may arise during the performance of its obligations under the contract. The contractor must disclose any existing or potential conflicts of interest or possible issues that might create appearances of impropriety relative to the submission of a response by the entity and its proposed subcontractors. The contractor must complete the Conflict of Interest Analysis Form in Attachment G. TEA will not accept information provided in other areas of the offer as satisfaction in lieu of full completion of the Attachment G form with the required attachments. TEA recommends the completed form and responsive attachments be incorporated into a separate and distinct section in the response. Failure to provide this information will result in disqualification from further consideration.

As part of this disclosure requirement, each response must include all past and present contractual, business, financial, or personal relationships between the contractor or contractor’s staff and TEA and between the contractor’s planned subcontractors or such https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do subcontractor’s staff, if any, and TEA. Failure to disclose the identities of known subcontractors in Attachment G will subject a response to disqualification.

For purposes of this disclosure requirement:

• “Past” means within the two calendar years prior to the deadline for submission of a response to this solicitation;

• “TEA” means the statewide elected official who heads TEA, as well as TEA’s employees or recent former employees;

• “Recent former employee” means a TEA employee who has terminated TEA employment within the two calendar years prior to the deadline for submission of responses in response to this solicitation;

• “Personal relationship” means a current or past connection other than a clearly contractual, business, financial, or similar relationship and includes family relationships or other connections outside simply providing a response to this solicitation; and

• For this purpose, “family relationship” means a relationship within the third degree of consanguinity or second degree of affinity. TGC Chapter 573 defines these degrees of consanguinity and affinity.

Connections other than such family relationships fall within this definition and must be disclosed, if:

• A reasonable person could expect the connection to diminish the contractor’s independence of judgment or effectiveness in the performance of its responsibilities to TEA or the State under the contract; or

• If a reasonable person could expect the connection, within the overall context of the contractor’s submission of a response, possible selection for an award, or its performance of the contract, to create an issue for TEA’s consideration relative to a potential appearance of impropriety or conflict of interest.

For each item, the contractor must provide a detailed explanation as to why the entity does or does not believe such an item poses a conflict of interest, potential conflict of interest, or appearance of impropriety relative to submission of a response, possible selection as contractor, or its performance of the contract.

The contractor must certify compliance with TGC § 669.003, relating to contracting with the executive head of a state agency. If TGC § 669.003 applies, the contractor must provide the following information: name of former executive; name of state agency; date of separation from state agency; position with the contractor; and date of employment with the contractor.

The contractor agrees that it has a continuing duty to supplement its response under this provision and that its duty to disclose any conflicts of interest is an ongoing obligation throughout the term of the contract. The contractor must submit updated information as soon as reasonably possible upon learning of any updates that are required to these mandatory disclosures.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.669.htm#669.003

Certificate of Interested Parties Form 1295

A state agency may not enter into certain contracts with a business entity unless the business entity submits a certificate of interested parties form. Subject to the exemptions found in TGC § 2252.908(c), the law applies to any state agency contract that either: (i) requires an action or vote by the governing body of the state agency or entity before the contract may be signed; or

(ii) has a value of at least $1 million.

The Form 1295 is not required to be submitted with the response. The contractor recommended for an award will be required to submit Form 1295 electronically through the Texas Ethics Commission’s website. An authorized agent of the contractor must sign the printed form. TEA will notify the Texas Ethics Commission of receipt of the filed Form 1295 as required.

3. Response Format and Content

Contractors must submit responses in the specified location, file type, and requirements listed on the Euna Procurement (Bonfire) portal. Forms requiring signatures must be signed (digital signatures or scanned ink signatures are both acceptable). Responses may be deemed non-responsive if requested documents are not submitted. Responses must also be submitted in a manner that does not carry any personal benefit or value for members of the evaluation team or other TEA staff.

Responses must include a completed cover page questionnaire Attachment D: Response Cover Page and Questionnaire.

3.1. Requested Information

Responses should be organized, indexed, and clearly labeled according to the contents below.

Euna Procurement (Bonfire) provides a Requested Information section to assist contractors with including all required information in their response and to assist the evaluation team during their review of the responses. The contractor should refer to the appropriate section of this solicitation for detailed information on the items listed in the checklist. Failure to provide the required information will result in the disqualification of the response from consideration.

REQUESTED INFORMATION

Understanding of the Project, Methodology, and Technical Components

Section 3.2

Management Plan, Experience, and Qualifications Section 3.3 Contract Terms and Conditions, Response Preferences, and Execution of Offer

Attachment B

Response Cover Page and Questionnaire Attachment D, Q-35AU https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm#2252.908 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm#2252.908

Task, Activity, Deliverable, and Budget Plan Section 3.4, Attachment E Conflict of Interest Analysis Form including all attachments (i.e.

organization charts, resumes, etc.)

Section 2.5, Attachment G

3.2. Understanding of the Project, Methodology, and Technical Components

The response must communicate an understanding of Audio and Video Production Services and deliverables relevant to this project and organizational experience in the areas of the project.

The response must also describe the tasks to be performed, identify potential problems in the execution of the project, and provide methods to identify and solve such problems. The contractor must describe clearly, specifically, and as completely as possible, the methodology for carrying out the objectives and requirements of the project.

The response must describe the project design, project activities, materials, and other products, services, and reports to be generated during the contract period and relate them to the stated purposes and specifications described in the solicitation. The contractor should append technical evidence relating to the contractor's ability to perform the proposed services to the response. This evidence is intended to provide TEA with examples of how the contractor’s staff proposed for the contract provided similar services on past engagements and how they will utilize that experience to perform the requirements of the project. The overall quality of these components and the response itself will be considered.

Failure to provide a response to the requirements in this section will result in the disqualification of the offer from consideration.

3.3. Management Plan, Experience, and Qualifications

The contractor must provide satisfactory evidence of its ability to manage and coordinate the types of tasks, activities, and deliverables described in this solicitation and to produce the specified goods and/or services on time and with high quality. At a minimum, the contractor must include the following information:

A. The contractor’s organizational chart (with names and titles) and a description of its management structure;

B. Evidence of the ability to perform the tasks described in this solicitation;

C. Evidence, to include samples, of successful past performance for similar projects;

D. Number of years the contractor has provided the type(s) of services described in this solicitation;

E. Name and detailed resume of the proposed Project Manager(s) who will direct the overall project throughout the duration of the contract, if awarded;

F. Names and resumes for each member of the proposed project team including the time allocations proposed personnel will devote to fulfillment of the contract. (Resumes of all project staff members shall be submitted as an appendix. If the resumes include references, the references will not be considered in the review.); and

G. Names, resumes and organizational chart(s) of all proposed subcontractors and who will participate in the project;

H. At least three similar project experiences within the past five years similar in size, scope, and complexity to the one described in this solicitation. Contractors should also include information about current and/or past TEA contracts (and project managers) but this information should be provided in addition to the non-TEA projects and references. The response must include a description of each project and include at least one customer reference contact per project, including current contact information. For each reference provided, the response should include the:

o Organization/Company name, point of contact with the current telephone number and email address;

o Industry/subject focus, project description, implementation dates and total contract value; and o Key milestones and deliverables I. The proposal must include contact information for three (3) references for similar projects. TEA may contact references to verify past performance such as:

o Quality of deliverables, methodology, and timeliness/adherence to schedule and budget;

o Business conduct and innovation; and o Problem resolution and customer satisfaction.

The references should be able to attest to the quality of your work, adherence to project timelines, and overall satisfaction with your services, as well as speak to your performance and outcomes on similar projects.

o Ensure that the references provided have accurate contact information and are aware that they will be contacted.

o Incomplete reference information will negatively impact the vendor's score.

o Submit reference information in Reference Questionnaire o References cannot be from TEA Agency/employee.

Note: The contractor must also complete the Conflict of Interest Analysis Form (Attachment G.) TEA will not accept information provided in response to Section 3.3 as satisfaction in lieu of full completion of Attachment G and its required attachments. TEA recommends the completed form and responsive attachments be incorporated into a separate and distinct section in the response.

Failure to provide a response to the requirements in this section will result in the disqualification of the response from consideration.

3.4. Task, Activity, Deliverable, and Budget Plan

The response must include a detailed Task, Activity, Deliverable, and Budget Plan (TADBP) for proposed services by fiscal year.

Attachment E contains a sample TADBP. At a minimum, each TADBP should include:

• The offered major tasks, subtasks, activities, and deliverables;

• The name(s) of staff responsible for each task;

• The acceptance criteria offered for each deliverable;

• The offered due date for each task subtask, activity, and deliverable;

• The offered price for each task, subtask, activity, and deliverable; and

• The detailed costs associated with the offered price for each task, subtask, activity, and deliverable.

• A detailed per-meeting cost schedule showing proposed pricing for each individual

Council and Committee meeting identified in Section 1.8.C.

The TADBP should be designed to provide evidence of satisfactory delivery of goods and/or services. Time frames must be logical and appropriate to complete all activities within the contract period. Costs must be reasonable, allocable, and necessary to accomplish the objectives of the project. Detailed costs associated with the offered pricing should be included as a separate table and must show clear alignment to the offered prices in the TADBP. The TADBP should provide evidence that financial resources are adequately and appropriately allocated in a cost-effective and prudent business manner to accomplish project objectives and activities. Goods and services to be fulfilled from other entities, subcontractors, including any amounts subcontracted to VetHUBs, consultants, and others must also be specified.

Failure to provide a response to the requirements in this section will result in disqualification of the offer from consideration.

3.5. Contractors Financial Capability

In its sole discretion, TEA may require contractors to provide evidence of financial capability to fulfill the…