6-RFP 721-26053 Audio Production Engineer Services.pdf

REQUEST FOR PROPOSAL

RFP No. 721-26503 Audio Production Engineer Services

Proposal and VetHUB Subcontracting Plan Submittal Deadline:

Friday, February 20, 2026, by 02:30 pm (Central Time)

PROCUREMENT OFFICER:

Michelle Bernal

PROPOSALS ARE DUE IN THE UNIVERSITY EUNA (PREVIOUSLY BONFIRE)

PORTAL SHOWN BELOW NO LATER THAN:

Friday, February 20, 2026, by 02:30 pm (Central Time)

UT Bonfire Portal

NOTE: A public opening of responses will not be conducted for this RFP.

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION…………………………………………………………………………………………………………………….

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK

SECTION 5: PRICING AND DELIVERY SCHEDULE

SECTION 6: PROJECT INSTRUCTIONS

Attachments:

Attachment One: General Information

Attachment Two: Sample Agreement and/or Business Associate Agreement

Attachment Three: VetHUB Subcontracting Plan (HSP)

ATTACHMENT FOUR: HIGHER EDUCATION VENDOR ASSESSMENT TOOL (HECVAT) (NOT REQUIRED)

ATTACHMENT FIVE: ACCESS BY INDIVIDUALS WITH DISABILITIES (NOT REQUIRED)

ATTACHMENT SIX: ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT SPECIFICATIONS (NOT

REQUIRED)

ATTACHMENT SEVEN: INFORMATION SECURITY REQUIREMENTS AND QUESTIONS (NOT REQUIRED)

ATTACHMENT EIGHT: CERTIFICATE OF INTERESTED PARTIES, FORM 1295 (NOT REQUIRED)

Appendices:

Appendix 1: Execution of Offer

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is a bold, ambitious leader supporting some 52,000 students, 3,000 teaching faculty, 15,000 staff and top national programs across nineteen colleges and schools. As Texas’ leading research university, UT attracts more than $650 million annually for discovery. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the university provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs, and engineers.

1.2 Background and Special Circumstances

The University of Texas at Austin’s McDonald Observatory has produced StarDate radio since 1978. It is the longest-running daily science radio program in the nation. We require the services of a professional studio, located in Austin, Texas, to record and edit the voice tracks for each program, mix the programs with a music bed and sound effects, deliver the completed programs to the University producer for review, and make any revisions or corrections needed to meet professional broadcast standards and the standards established by the producer. Currently, the program is recorded in person, with the same experienced studio engineer at every session, and the voice talent and producer all working in the same facility with clear lines of sight during recording. Sessions are scheduled for two-week intervals, up to three months in advance. Each session requires a minimum of four hours of studio time. This scope, schedule and production arrangement need to be maintained.

1.3 Objective of Request for Proposal

The University of Texas at Austin (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Section 4.5 (Scope of Work) of this Request for Proposal (RFP), including (1) schedule and production arrangement; (2) in-studio engineering services; and (3) related production services.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this solicitation. In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Friday, February 20, 2026 (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Euna (previously Bonfire) portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before February 11, 2026 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP, will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Veteran Heroes United in Business;

and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in Section 51.9335, of the education code:

Criteria Scored Criteria Weight Respondents’ Qualifications, Abilities, and Reputation (See Section 6, subsection 6.5 below)

Respondents’ Quality of Proposed Goods or Services (Methodology and Approach) (See Section 6, subsection 6.6 below)

Respondents’ ability to meet University’s needs via Proposed Goods and/or Services (See Section 6, subsection 6.7 below)

Respondents’ Price Proposal, and the long-term cost of using Respondent’s proposed Goods and/or services (See Section 6, subsection 6.8 below, Price Schedule and BidTable)

Respondents’ Staffing Resources and Past Business Relationship Strength with the University (See Section 6, subsection 6.9 below)

Total 100

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break”.” Reasoned judgment will establish the "natural break";

solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

2.3.5 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in Section 5, shall be included in the Respondent's final written score. After the initial assessment, the University may, at its sole discretion, request the Best and Final http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post interview scoring along with the Initial Price Proposal or BAFO Price Proposal when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section 3.

2.3.6 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondents(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one (1) Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

Pursuant to §361.965(d), Health and Safety Code, University will give preference to a Proposer that demonstrates a program to recycle computer equipment of other http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.361.htm#361.965 manufacturers, including collection events and manufacturer initiatives to accept computer equipment labeled with another manufacturer's brand (ref. Section 4.4.3)

2.4 Key Events Schedule

The following anticipated solicitation schedule, including a brief description of milestone dates, is also available on the events details page in Euna (previously Bonfire):

Solicitation Milestone Proposed Date RFP Issued Friday, February 6, 2026 Deadline for Questions from Supplier

Wednesday, February 11, 2026, at 2:30 PM CST

Answers to Supplier Questions (estimated)

Friday, February 13, 2026

RFP Proposal Submittal Deadline Friday, February 20, 2026, at 2:30 PM CST

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Bonfire portal for your convenience.

2.5 Veteran Heroes United in Business Submittal Requirements:

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts.

The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications. Failure to submit a required HSP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent's Qualifications. Respondents shall develop and administer an HSP as a part of the Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs (Appendix Three).

A list of service-disabled veterans trade organizations and development centers can be obtained at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the HSP in accordance with the Terms and Conditions of this solicitation. Refer to APPENDIX THREE for instructions on how to access the HSP. Respondents that fail to submit the signed HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code

Questions regarding the E-HSP may be directed at:

Contact: Gary Hampton Jr., Vendor Management Office Email: utvethub-HSP@austin.utexas.edu http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:utvethub-HSP@austin.utexas.edu

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref. Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted HSP. Respondent’s failure to submit the HSP will result in University’s rejection of the response as non-responsive due to material failure to comply with advertised specifications

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft HSP by University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

2.6 Public Information

Respondents are hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Prop will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

Balance of page intentionally left blank.

mailto:utvethub-hsp@austin.utexas.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via University Euna (previously Bonfire) portal.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT TWO). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions.

Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an Indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Appendix 1)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 5)

3.4.3 Acknowledged Addenda (ref. Euna (previously Bonfire) Acknowledgement)

3.4.4 Responses to Specifications and Scope of Work as outlined in Section 4. (ref. Section 4)

3.4.4.1 Responses to Section 6 for additional information and instructions to respond to section 4 and proposal requirements. (ref. Euna previously Bonfire)

3.4.5 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and ATTACHMENT THREE).

SECTION 4

SPECIFICATIONS AND SCOPE OF WORK

4.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, contractor means the successful Proposer or Respondent.

4.2 Term of Agreement

University intends to enter into a UT Austin Service Agreement “(Contract)” with Contractor to perform the Services for an initial one (1) year base term, with the option to renew for four (4) additional one (1) year renewal periods, upon mutual written agreement signed by authorized signers of both parties. The initial contract term will be in effect as of the date of execution of the contract, proposed to expire on March 1, 2030. Further, the University reserves the right to extend the contract term on a month-to-month basis, not to exceed three (3) months upon the expiration of the initial term and any successive renewal term.

4.3 Preferred Qualifications and Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

4.3.1 Contractor will provide an accessible studio space located in Austin, Texas with a clear, full body line of sight between the voice talent, producer, and audio engineer for all recording sessions, and appropriate working space for the producer, with easy communication with the engineer.

4.3.2 The studio and engineer must have at least five (5) years of experience recording and editing short-format informational radio programs (not commercials) for distribution to public and commercial radio stations.

4.3.3 Contractor will assign an audio engineer with at least five (5) years of experience working with

ProTools recording and editing software. Programs are recorded with punch-ins, so the engineer must be able to edit quickly.

4.4 Additional Submittals Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

4.4.1 If Proposer takes exception to any terms or conditions set forth in the Agreement (ref.

ATTACHMENT TWO), Proposer must submit a red-lined version of ATTACHMENT TWO and a detailed list of reasons for the exceptions as part of its proposal. If Proposer agrees with terms or conditions set forth in the ATTACHMENT TWO, Proposer will submit a written statement acknowledging it.

4.5 Scope of Work

Contractor will provide the following services to the University:

4.5.1 Recording Sessions: Contractor shall book StarDate recording sessions at approximately two-week intervals. Each session shall be scheduled for a minimum of four (4) consecutive hours.

4.5.2 Audio Engineering and Production: Contractor’s studio engineer shall:

4.5.2.1 Record and edit the voice tracks for each program.

4.5.2.2 Mix each program with the required music bed and approved sound effects.

4.5.2.3 Remove extraneous noises (e.g., clicks, pops, background sounds) to ensure a clean, broadcast-quality audio.

4.5.2.4 Utilize a contractor-provided audio template to ensure consistent fades, levels, pacing, and overall voice quality across all programs.

4.5.3 Delivery Requirements: Contractor shall deliver a final mixed version of all programs for each month to the University producer within five (5) business days following completion of recording unless the producer approves a reasonable extension in writing. Deliverables shall be submitted in the format specified by the University.

4.6 University Rights and Responsibilities

4.6.1 Scripts and Talent: University producer will provide all program scripts and voice talent.

4.6.2 Scheduling: University producer will collaborate with the Contractor and voice talent to schedule recording sessions. Sessions may be booked up to three (3) months in advance.

4.6.3 Supplemental Audio: University producer will provide additional audio clips for specific programs.

4.7 Contractor Rights and Responsibilities

4.7.1 Consistent Staffing: Contractor will ensure production consistency by assigning the same experienced audio engineer for all recording sessions.

4.7.2 Engineer Substitution: Contractor may substitute another qualified engineer only with the prior written approval of the University producer.

4.7.3 Sound Library: Contractor will provide sound-library clips for programs as needed to support program production.

4.7.4 Schedule Changes: Contractor will provide a minimum of forty-eight (48) hours’ notice for any changes to a scheduled recording session.

4.7.5 Revisions and Corrections: Contractor will make any revisions or corrections necessary to ensure each program meets:

4.7.5.1 Professional broadcast standards, and

4.7.5.2 Standards established by the University producer.

4.7.5.3 Revised final mixes shall be delivered according to the schedule provided by the University producer.

4.7.6 Business Administration: Contractor agrees to perform all services in an efficient, timely, and economical manner consistent with the University’s interest and standard business practices.

4.8 Invoicing, Payment, and Acceptance

4.8.1 Upon completion of the deliverables and acceptance by University, Contractor will submit an invoice due each month.

4.8.2 Each invoice will be accompanied by a detailed breakdown of amounts due for that month, and any supporting documentation reasonably requested by the University.

4.8.3 University shall, within thirty (30) days of receiving a complete invoice package. Approve and pay the invoice (or approved portion) if compliant or provide Contractor with written reasons for disapproval of any portion.

Invoices shall be submitted as follows:

Email: ap@astro.as.utexas.edu Format: PDF Required: Contract number on the invoice mailto:ap@astro.as.utexas.edu

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas at Austin

RFP No.: 721-26053 Audio Production Engineer Services

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below. The University will not accept proposals that include assumptions or exceptions to the work identified in this RFP.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost (hourly rates) must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 Discounts

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts.

5.2 Total Cost

Provide a total price (to include all travel and living expenses) for the proposed solution. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP for the contract term.

Indicate in the Euna (previously Bonfire) BidTable the pricing for services to be provided to the University.

5.3 Total Cost Breakdown

Please provide a comprehensive annual pricing breakdown for each renewal period. The quoted price must include all services, equipment, materials, connectivity, and licenses, with no additional monthly charges. Fees will be paid on a monthly basis.

5.4 Additional Services Related Services

Respondents shall provide a price list for any other available goods, services, or benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by University, but pricing is requested.

5.5 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm

Prompt Payment Discount: __% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Please indicate that you will accept payment under this program.

Yes No

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be monthly after each service has been rendered.

5.6 Group Purchasing Organization (GPO) Contract

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

5.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

Company:

Contact Name:

Title:

Email Address:

Date:

Signature:

mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

Section 6 – Project Instructions

6.1 General Instructions

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

6.1.5 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest. Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

6.1.6 Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref. APPENDIX ONE). The returned form should indicate your company's name and include the words “No-Response” in the comment section of the table provided.

6.1.7 Failure to comply with the requirements contained in this solicitation may result in the rejection of your response.

6.2 Preparation and Submittal Instructions

All Attachments noted are to be properly completed and submitted with the response. Signature by an authorized officer of Respondent must appear on the Execution of Offer (ref. APPENDIX ONE) of the submitted electronic copy of the response.

6.3 Document Format and Content

6.3.1 Response must be signed by Respondent’s company official(s) authorized to commit such response. Failure to sign and return these forms may subject your response to disqualification.

6.3.2 Response to this solicitation must include a response to the requirements set forth in Bonfire.

6.3.3 Response must be typed on letter-size (8-1/2” x 11”) paper. University requests that responses be submitted in an organized electronic fashion resembling a binder format to include section tabs as further defined below. Preprinted electronic material should be referenced in the response and included as labeled attachments. Sections should be divided by tabs for ease of reference.

6.3.4 Responses shall be submitted to the University via the official sourcing portal noted in the solicitation announcement. Electronic response files should clearly indicate the company name on the file. Respondents shall upload files individually and not upload folders. Any questions regarding the submittal process shall be submitted to the Procurement Contracting Officer of record as noted on the project detail page in advance before the Submittal Deadline. Any Response received after the specified time and date noted on the project details page will not be considered under any circumstance. University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive responses will not be considered

Respondent’s Response

6.4 Cover letter

The cover letter shall not exceed 1 page in length, summarizing key points in the response and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation, corporate charter number), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the State of Texas for the services offered.

6.5 Respondents’ Qualifications, Abilities, and Reputation

This section should describe the qualifications and experience of the Respondent and your ability to provide the services described in this solicitation.

6.5.1 Provide a brief description of your firm, including years in business, the geographic area served, and the total number of your personnel related to providing the services of the type and kind required in this solicitation. Include the availability and commitment of the Respondent, its principals(s), and assigned professionals to undertake the services described in this solicitation.

6.5.2 Describe Respondent’s overall ability to provide the services required in this solicitation.

6.5.3 Demonstrate firm’s understanding, knowledge, and experience of the solicitation requirements.

6.5.4 This section should describe the past performance and references of the Respondent. Provide a

MINIMUM of three (3) clients where the Respondent has provided services of the type and kind required in this solicitation during the past five (5) years, including but not limited to public and private tier one research institutions of higher education or for other similarly complex organizations.

University may verify all information furnished. At a minimum, include the following project experience for the last five (5) years:

• Project Name, Location – Year Completed.

• Brief project description describing work performed by your firm, result, and work subcontracted.

• Owner’s Name, title, email, and current phone number.

• Brief description of work performed with samples if possible.

• Provide documented experience in providing the types of services described herein especially related to tier 1-research institutions of higher education or similarly complex university system like The University of Texas System.

6.5.5 Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

6.5.6 Has the vendor worked with the University in the past five years? If yes, list the department, contact person, and briefly describe the work performed. Include any work done for the University of Texas at Austin in this period, specifying the nature of the work, performance details, and whether it was as a direct contractor or subcontractor.

6.5.7 Demonstrated Qualifications and Experience of the Assigned Team & Key Personnel. Identify Key personnel that would be assigned to university and that will provide the services described in this solicitation, include an organizational chart, which identifies key personnel and their roles in furnishing the services required. Describe how the team will be organized to deliver the services outlined by the University.

6.5.8 Provide brief resumes (not more than one (1) page) for each key personnel. The resumes must clearly specify the number of years the personnel have been providing the type of services described in this solicitation, to include but not limited to:

• A brief description of their unique qualifications, experience, and education as it pertains to services of the type and kind required in this solicitation.

• Personnel’s job function, role, percentage of time to be assigned to this account and physical office location.

• Provide a list of similar accounts where they have provided services of the type and kind required in this solicitation and include detailed description of their particular role in the account and length of time on the account.

6.6 Respondent’s Quality of Proposed Services

6.6.1 This section should describe and discuss the Respondent’s approach and methodology in providing the services of the type and kind required in this Request for Proposal. By reading the proposed approach and methodology overview, University must be able to gain a comfortable grasp and clear understanding of the level of services to be provided, and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirements of this solicitation.

6.6.1.1 Quality: Identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this solicitation to University.

6.6.1.2 Customer Satisfaction: How do you measure and monitor customer satisfaction;

describe the method used, frequency, and how results are reported.

6.6.1.3 Capabilities and Capacity: Respondent shall clearly define its in-house capability and capacity to perform the work identified in the Scope of Work of this solicitation.

6.7 Respondent’s Ability to meet the University’s Needs

6.7.1 Describe studio’s experience producing science radio programs for a general/non-technical audience including years working in the field, and number of projects and segments completed.

6.7.2 Describe the Respondent’s role, if any, in helping the University comply with laws and rules related to VetHUB At a minimum, response must include:

• Describe Respondent’s process for the selection of VetHUB subcontractors in accordance with the statutory procedures required for the solicitation of subcontractors, including Respondent’s process for evaluating subcontractors’ performance. Description of previous engagements where Respondent has successfully subcontracted VetHUB businesses.

• Narrative outlining your overall approach to subcontracting and how you will solicit participation as part of this solicitation.

6.8 Respondent’s Pricing and Delivery Schedule Proposal

6.8.1 Respondent must respond to all requirements noted in Section 5- Pricing and Delivery Schedule

Proposal

6.8.1.1 If Respondent indicated a discount the respondent must provide a description of any discounts offered to the University.

6.8.1.2 Respondent must confirm if the proposed award may be offered under a UT System approved

GPO, see Section 1.4 of the solicitation.

6.8.2 Describe your proposed pricing and delivery model for the services outlined in Section 4 (Scope of Work). Include a summary of your rate structure, key cost components, and delivery approach.

Additionally, provide any recommendations to the University for improving cost-efficiency, service reliability, or scalability.

6.9 Respondents’ Staffing Resources and Past Business Relationship Strength with the University

6.9.1 Please describe your vision for a mutually successful engagement with the University. In your response, address communication practices, expectations for collaboration, and how your studio ensures long‑term relationship success.

6.9.2 Describe the location, layout, and technical specifications of your studio facilities. Include information on equipment, acoustic design, accessibility, and any features relevant to broadcast‑quality production. Images or diagrams of the studio space are strongly encouraged.

6.9.3 Describe the experience, qualifications, and relevant training of the studio personnel who will support this project. Specifically address each staff member’s proficiency with ProTools recording and editing software and their experience producing broadcast‑quality audio.

6.9.4 Explain your studio’s approach to coordinating recording sessions. In your response, include:

6.9.4.1 How scheduling is typically managed.

6.9.4.2 What a typical monthly schedule looks like.

6.9.4.3 Any seasonal constraints, high demand periods, or other limitations that may affect availability.

6.9.4.4 Your process for communicating scheduling changes.

6.9.5 Describe your studio’s workflow for reviewing, editing, and finalizing audio mixes. Include:

6.9.5.1 Steps in the review and quality assurance process.

6.9.5.2 Typical turnaround time for initial mixes.

6.9.5.3 Expected turnaround time for revisions following edit requests.

6.9.5.4 Your approach to meeting tight or unforeseen deadlines.

6.9.6 Respondents will provide details describing any unique or special services or benefits offered or advantages to be gained by University from doing business with Respondent. Additional services or benefits must be related to the goods and services solicited under this solicitation.

6.9.7 Does Respondent have a contingency plan or disaster recovery plan in the event of a disaster? If so, then Respondent will provide a copy of the plan.

5.2 Total Cost