802-27-80098 Media Monitoring.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-27-80098

Media Monitoring Service

NIGP Class/Items: 915-64; 67

RFP Issue Date: August 11, 2026

Questions Due: August 24, 2026; 2:00 PM CT

Proposal Due Date: September 3, 2026; 2:00 PM CT

Purchaser: Vanessa D Contreras, CTCD, CTCM 512-389-4722 Purchasing.bidbox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

mailto:Purchasing.bidbox@tpwd.texas.gov

Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Background

3. Solicitation Method and Intent

4. Contract Term

5. Qualifications and Experience

6. Scope of Work and Specifications

7. Contractor Requirements

8. TPWD Responsibilities

8. PERFORMANCE MEASURES

9. Adding New Products/Services to Contract After Award

10. Modifications of Contract Terms and/or Amendments

11. Price Adjustments

12. Subcontracting

13. Contract Administration

14. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

5. Delivery of Proposals

6. Evaluation and Award

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – PRICE SCHEDULE

EXHIBIT C – COMPANY PROFILE

EXHIBIT D – KEY PERSONNEL

EXHIBIT E – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT F – SAMPLE ANAYLITICS REPORT

EXHIBIT H – RESPONSE SUBMISSION CHECKLIST

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is requesting proposals to establish a blanket contract for an experienced provider to conduct Media Monitoring Services per the attached specifications described in this solicitation.

2. BACKGROUND

2.1 The Texas Parks and Wildlife Department (TPWD) plays a vital role in conserving the state’s natural and cultural resources, managing state parks, and promoting outdoor recreation. As a public-facing agency, TPWD’s reputation and effectiveness are closely tied to how its initiatives, policies, and activities are represented in the media.

2.2 In today’s fast-paced information environment, news cycles move rapidly across traditional outlets, online platforms, and social media channels. Public perception can shift quickly, and misinformation can spread widely if not addressed promptly. To remain proactive, TPWD requires a comprehensive media monitoring service capable of tracking, analyzing, and reporting on coverage relevant to its mission

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows qualified respondents to submit a written proposal addressing pricing, qualifications, experience, location, availability, approach and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare and evaluate responses based on the criteria and weights identified in this RFP.

3.2. It is TPWD’s intent to award to one Contractor based on the proposal that presents the best value to TPWD and the State of Texas. It is TPWD’s sole discretion to determine best value. TPWD reserves the right to make multiple awards if found to be in the best interest of TPWD.

3.3. Response Period: Responses shall be binding for a period of sixty (60) business days from bid due date.

No other costs, rates, or fees shall be payable to the Successful Respondent unless expressly agreed upon in writing by TPWD

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on Date of Award and continue through August 31, 2028, unless sooner terminated under the terms of the contract.

4.2. Renewal Option: Contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing prior to contract expiration date. Any extensions shall be in accordance with the original terms and conditions plus any approved changes. If renewal options are exercised, TPWD will provide the new timeline and delivery schedule to the vendor.

4.3. Contract Extensions: In the event that the contract(s), if any, resulting from the award of this RFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

4.4. Termination: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

4.5. Amendments: The contract may be amended in writing by mutual consent of the parties.

4.6. Quantities: Unless this RFP states otherwise, the resulting contract award does not guarantee volume or a commitment of funds.

5. QUALIFICATIONS AND EXPERIENCE

5.1. Minimum Qualifications and Experience: Respondent (and awarded contractor) shall meet the following minimum qualifications:

5.1.1. Shall be engaged in the business of Media Monitoring Services for a minimum of five (5) years within the past five (5) years, services similar in type and quantity to those listed herein. Recent start-up businesses do not meet the requirements of this solicitation. (A start-up business is defined as a new company that has no previous operations history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.)

5.1.2. Shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, equipment and supplies required to fulfill all requirements under this RFP and any resulting contract.

5.1.3. Shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

5.2. Supporting Documentation: Respondent shall complete and submit Exhibit D – Company Profile, Exhibit E – Key Personnel, Exhibit F – Past Projects with Corresponding References with proposal to provide documentation to support the above qualifications. (Ref: Section II, Subsection 3.3.)

6. SCOPE OF WORK AND SPECIFICATIONS

Contractor shall maintain a media monitoring service in accordance with the following specifications.

The media monitoring service shall include an online news coverage monitoring database and archive. The account should allow access for 10 user seats. At a minimum, monitoring shall span print, broadcast television and radio, online news, wire services, trade and industry publications, newsletters, blogs, and podcasts, and shall include Spanish-language and other non-English outlets that serve Texas audiences. The service shall cover statewide, regional, and national sources, with the ability to filter results by major Texas media markets, including Austin, Dallas-Fort Worth, Houston, San Antonio, El Paso, and the Rio Grande Valley.

Work shall include, but not be limited to, the following as applicable:

• Online searchable news coverage monitoring database and archive

• Daily reports from keywords in statewide, national and international media stories

• Media analytics reporting including but not limited to the advertising value equivalent (AVE), estimated reach and Return on Investment (ROI); allow for customizable reports to share. Reporting shall also include potential audience reach, share of voice, prominence, and tone or sentiment scoring at the article and campaign level, and shall be exportable to PDF, CSV, and Excel

• Customer Service availability including live chat, email, and telephone support during Texas business hours, a named account manager, onboarding and training for all user seats, and defined response times for urgent requests

• Real-time, configurable email and mobile alerts for high-priority keywords, with the ability to set thresholds that flag spikes in coverage volume or negative sentiment

• Crisis support, including rapid notification when coverage about TPWD escalates outside of normal business hours

• Broadcast monitoring with audio and video clip retrieval and transcripts where available

• Custom dashboards and scheduled reports that can be shared with TPWD leadership and downloaded in standard formats

• A historical archive with full-text search reaching back at least three (3) years from the date of award

• Data handling that complies with applicable State of Texas information security standards and records retention requirements, including the ability to retrieve records responsive to Texas Public Information Act requests

• Platform availability (uptime) of at least ninety-nine percent (99%), measured monthly, with advance notice of scheduled maintenance

Services that are not necessary, but can be included, are:

• Social listening: monitor linked social media channel analytics in real-time including trends and earned metrics

• AI-assisted summarization of daily coverage and emerging narratives

• Influencer identification and tracking across social platforms

• Application programming interface (API) access for integration with TPWD reporting and dashboard tools

• Quarterly business reviews and refresher training sessions

7. CONTRACTOR REQUIREMENTS

7.1. Contractor shall provide service in accordance with requirements specified herein and the resulting contract(s) and adhere to the TPWD Terms and Conditions.

7.2. Contractor is responsible for all costs incurred in the performance of the contract.

7.3. Contractor shall comply with all laws, ordinances, statutes and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

8. TPWD RESPONSIBILITIES

TPWD will designate a Contract and Project Manager upon contract award.

8. PERFORMANCE MEASURES

8.1. Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractor(s).

By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of this contract.

8.2. TPWD will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract.

If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

9. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added.

A formal written request will be sent to successful respondent to quote on the proposed additional products/services. Respondent shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses.

The products/services covered under this provision shall conform to the specifications as outlined in the request.

10. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

10.1. The terms and conditions of the Contract shall govern all transactions under the Contract.

10.2. The Contract may only be modified or amended upon mutual written agreement of TPWD Purchaser(s) and the Contractor.

10.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

11. PRICE ADJUSTMENTS

11.1. Extension Period Pricing: A price escalation may be allowed upon renewal provided the vendor notifies TPWD Contracting Section, in writing. The price escalation shall correlate with an appropriate U.S. government published index. Baseline index shall be the index published the month of award.

Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

11.2. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TPWD. Contractor’s failure to promptly notify TPWD of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled.

TPWD reserves the right to award any canceled contract to the next lowest responsive respondent or re-bid, whichever is in TPWD’s best interest.

12. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

13. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

Administration of the contract is a joint responsibility of TPWD Communications and the TPWD Purchasing & Contracting Branch. TPWD purchasing staff will be responsible for administering the contractual business relationship with the contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the contract manager and point-of-contact between the agency and the contractor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s contract management and contract administration responsibilities include, but are not limited to:

13.1. Monitoring the contractor’s progress and performance and ensuring services conform to established specification requirements.

13.2. Managing the financial aspects of the contract including approval of payments.

13.3. Meeting with the contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

13.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

13.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

14. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

14.1. Contractor to submit invoice(s) to: Texas Parks & Wildlife Department, Accounts Payable, via email, AccountsPayable@tpwd.texas.gov , or mail, 4200 Smith School Road, Austin, Texas 78744.

14.2. Invoices must show:

14.2.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

14.2.2. Name of receiving entity

14.2.3. Contract/purchase order number

14.2.4. Description, quantity, unit of measure, unit price, extended price of each item

14.2.5. Total price

14.2.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

14.2.7. Attach supporting documentation, if required

14.3. Payment:

mailto:AccountsPayable@tpwd.texas.gov

14.3.1. The contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then contractor will be paid in accordance with the agreement approved by the parties.

14.3.2. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor if any of the following conditions exists:

14.3.2.1. Contractor is in breach of this contract;

14.3.2.2. Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract;

14.3.2.3. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TPWD has made payment to Contractor;

14.3.2.4. If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve a level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

14.3.3. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days, or the Contractor may charge a late payment fee established by law.

14.3.4. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

14.3.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at

512-389-4833 for additional information.

SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time

RFP Issue Date: August 11, 2026

Questions Due: August 24, 2026; 2:00 PM CT

Proposal Due Date: September 3, 2026, 2:00 PM CT

2. INQUIRIES

2.1. CONTACT: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Vanessa Contreras, Senior Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone 512-389-4722 Fax 512-389-4677 Email: purchasing.bidbox@tpwd.texas.gov

2.2. CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be faxed or e-mailed to the point-of-contact listed in Section II, Subsection 3.1. Questions should be submitted in the following format: a) Reference the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

2.3. DEADLINE FOR SUBMISSION OF QUESTIONS: To provide TPWD with sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. ANSWERS TO QUESTIONS: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection

3.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

3. PROPOSAL CONTENT

mailto:purchasing.bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

3.1. GENERAL RESPONSE FORMAT:

Respondents shall submit one (1) original proposal signed (marked Original). In addition, Respondents should submit one (1) copy of the proposal. Pricing should not be included in the submitted copy.

3.2. REQUIRED RESPONSE CONTENT:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed Exhibit A - Execution of Proposal.

3.2.2. Exhibit B – Pricing Schedule: Include completed Exhibit B – Pricing Schedule. Pricing should not be included in the submitted copies.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent shall include the following additional documentation in their response submission, or within one business day of TPWD request. Failure to submit this additional documentation by TPWD designated deadline may result in disqualification of the proposal.

3.3.1. Exhibit C – Company Profile: Include completed Exhibit C (or reasonable facsimile).

3.3.2. Exhibit D – Key Personnel: Include completed Exhibit D (or a reasonable facsimile, or resumes)

3.3.3. Exhibit E – Past Projects with Corresponding References: Include completed Exhibit E (or reasonable facsimile).

3.3.4. Exhibit F – Sample Analytics Report: Include Sample Analytics Report – tabbed Exhibit F, including numbered responses corresponding to each of the items listed in Exhibit F.

3.3.5. Addenda: Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. E-MAIL submittals are preferred for this solicitation to purchasing.bidbox@tpwd.texas.gov. If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods:

4.2. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 2. Late proposals will not be considered under any circumstance and will be returned unopened.

4.3. Proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.4. Hard copies are not required, and electronic submissions via email can be accepted; Respondent may submit via hard copy OR electronic. If submitting electronically, TPWD can only accept an attachment to the email and cannot accept a link to a file.

4.5. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum to the response.

4.6. Respondents to this RFP are responsible for all costs of proposal preparation.

4.7. Proposals shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in Section II, Subsection 6 below.

4.8. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline.

Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

4.9. When Proposals are opened, only the names of the Respondents who submitted proposals will be read.

Prices and terms will not be divulged until after contract award.

5. DELIVERY OF PROPOSALS

E-MAIL submittals are preferred for this solicitation. If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods:

6. EVALUATION AND AWARD

6.1. A contract will be awarded to the responsible respondent(s) who submits the proposal determined to be the best value to the State and who meet all requirements included in this solicitation.

6.2. Cash discounts offered by the respondent will NOT be a factor in proposal evaluation.

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the purchaser name identified in Section II, Subsection 2 above, will be acceptable as a written notice for withdrawn. No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: A TPWD evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be

U.S. Postal Service Overnight/Express Mail Email

Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744 Hours – 8:00 AM to 5:00 PM

Purchasing.Bidbox@tpwd.texas.gov

NOTE: Proposals must be date stamped in Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.Bidbox@tpwd.texas.gov evaluated according to the respondent’s ability to best satisfy TPWD requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Evaluation Criteria Weight

Price Schedule (based on Exhibit B) 25%

Qualifications, Experience, Capability, References, etc. (based on Exhibit C, D and E)

75%

Total 100%

6.6. Step 3 – Short List: At TPWD’s sole discretion, a short-list may be developed. Then, TPWD may check references.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.7. Step 4 - Best and Final Offer (BAFO): The evaluation committee will determine if discussions and/or Best and Final Offers are necessary. Awards of a contract may be made without discussions or Best and Final Offers, if in the best interest of the state.

6.7.1. Discussions: The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal.

6.7.2. Oral Presentations: TPWD may, at its discretion, elect to have respondents provide oral presentations of their proposals.

6.7.3. BAFO: A request for a Best and Final Offer is at the sole discretion of TPWD and will be requested in writing. If requested, respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award. TPWD will make the final determination on the best value.

6.7.4. The evaluation committee will evaluate the finalists and make a recommendation for award.

6.8. AWARD: TPWD reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to TPWD in performance of this service. TPWD will be the sole judge of best value. (Refer to Section III, Item 3.3 for Best Value criteria.)

Rev.01/2026

EXHIBIT A – EXECUTION OF PROPOSAL

NOTE: RESPONDENTS SHALL COMPLETE AND RETURN THIS EXHIBIT WITH THEIR PROPOSAL.

Failure to do so will result in disqualification of the proposal.

1. By signature hereon, the Respondent certifies that:

1.1. All statements and information prepared and submitted in the response to this RFP are current, complete and accurate.

1.2. Certification Concerning Dealings with Public Servants: The Respondent has not given, offered to give, nor intends to give at anytime hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response. Failure to sign the Execution of Proposal or signing it with a false statement shall void the submitted offer or any resulting contracts.

1.3. Neither the Respondent or the firm, corporation, partnership, or institution represented by the Respondent or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. By signing this RFP, respondent certifies that if a Texas address is shown as the address of the respondent, respondent qualifies as a Texas Resident Respondent as defined in Texas Administrative Code, Title 34, Part 1, Chapter 20.

1.4. Pursuant to Section 2155.004 (a), Government Code, the Respondent has not received compensation for participation in the preparation of the specifications for this RFP.

1.5. Under Section 2155.004 (b), Government Code, the Contractor certifies that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.

1.6. Child Support Obligations: Pursuant to Section 231.006 (d), Family Code, re: child support, the respondent certifies that the individual or business entity named in this RFP is not ineligible to receive the specified payment and acknowledges that this contract may be terminated, and payment may be withheld if this certification is inaccurate.

1.7. Contractor shall defend, indemnify, and hold harmless the State of Texas, its officers, and employees, and Texas Parks and Wildlife Department (TPWD), its officers, and employees and contractors, from and against all claims, actions, suits, demands, proceedings, costs, damages, and liabilities, including without limitation attorneys’ fees and court costs, arising out of, connected with, or resulting from any acts or omissions of contractor or any agent, employee, subcontractor, or supplier of contractor in the execution or performance of this contract. Contractor shall coordinate its defense with the Texas Attorney General as requested by TPWD.

This paragraph is not intended to and shall not be construed to require contractor to indemnify or hold harmless the State or TPWD for any claims or liabilities resulting from the negligent acts or omission of TPWD or its employees.

1.8. Respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas.

1.9. Respondent certifies that they are in compliance with section 669.003 of the Government Code, relating to contracting with executive head of a State agency. If section 669.003 applies, respondent will complete the following information in order for the RFP to be evaluated:

1.9.1 Name of former executive: ____________________________

1.9.2 Name of state agency: ________________________________

1.9.3 Date of separation from state agency: ___________________

1.9.4 Position with respondent: _________________________________

1.9.5 Date of employment with respondent: _______________________

1.10. Respondent agrees to comply with Government Code 2155.4441, pertaining to service contract use of products produced in the State of Texas.

1.11. Contractor understands that acceptance of funds under this contract acts as acceptance of the authority of the State Auditor’s

Office, or any successor agency, to conduct an audit or investigation in connection with those funds. Contractor further agrees to cooperate fully with the State Auditor’s Office or its successor in the conduct of the audit or investigation, including providing all records requested. Contractor will ensure that this clause concerning the authority to audit funds received indirectly by subcontractors through Contractor and the requirement to cooperate is included in any subcontract it awards.

1.12. Pursuant to Section 231.006 (c), Family Code, RFP must include names and Social Security Numbers of each person with at least 25% ownership of the business entity submitting the RFP. Attach name & social security numbers for each person. This information must be provided prior to contract award.

1.13. Suspension, Debarment, and Terrorism: Respondent certifies that the bidding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that Respondent is in compliance with the State of Texas statutes and rules relating to procurement and that Respondent is not listed on the federal government’s terrorism watch list as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://sam.gov/

1.14. Pursuant to Executive Order GA-48 of the Governor of Texas, Respondent certifies that it, nor its holding companies or subsidiaries, is: (a) Listed in Section 889 of the 2019 National Defense Authorization Act; (b) Listed in section 1260H of the 2021 National Defense Authorization Act; or (c) Owned by the government of a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. Section 791.4; or (d) Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. Section 791.4.

1.15. Respondent represents and warrants that the individual signing this Execution of Proposal is authorized to sign this document on behalf of the Respondent and to bind the Respondent under any contract resulting from this proposal.

2. In the case of a tie between two (2) or more Respondents, the award will be made in accordance with preferences as outlined in TAC, Title 34, Part 1, Chapter 20, Subchapter C, Section 20.306. If a tie still exists after review of preferences claimed by Respondents, TPWD will draw lots to break the tie.

PREFERENCES

See Appendix 21 of the State of Texas Procurement and Contract Management Guide regarding preferences.

Check below if preference claimed under TAC, Title 34, Part 1, Chapter 20, Subchapter C, Section 20.306

□ Goods produced or offered by a Texas respondent that is owned by a Texas resident service-disabled veteran

□ Goods produced in Texas or offered by a Texas respondent that is not owned by a Texas resident service-disabled veteran

□ Agricultural products grown in Texas

□ Agricultural products offered by a Texas respondent

□ Services offered by a Texas respondent that is owned by a Texas resident service-disabled veteran

□ Services offered by a Texas respondent that is not owned by a Texas resident service disabled veteran

□ Texas Vegetation Native to the Region

□ USA produced supplies, materials or equipment

□ Products of persons with mental or physical disabilities

□ Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel

□ Energy Efficient Products

□ Rubberized asphalt paving material

□ Recycled motor oil and lubricants

□ Products produced at facilities located on formerly contaminated property

□ Products and services from economically depressed or blighted areas

□ Contractors that meet or exceed air quality standards

□ Recycled or Reused Computer Equipment of Other Manufacturers

□ Foods of Higher Nutritional Value

RESPONDENT (COMPANY/FIRM): _____________________________________________________

SIGNATURE: _______________________________________________________________________

NAME (TYPED/PRINTED): ____________________________________________________________

TITLE: ___________________________________ DATE: ___________________________________

STREET: __________________________________________________________________________

CITY/STATE/ZIP: ___________________________________________________________________ TELEPHONE AND FAXSCMILE NO.: ____________________________________________________ E-MAIL ADDRESS: __________________________________________________________________ TEXAS IDENTIFICATION NUMBER (TIN): ________________________________________________

See definition / instructions for Texas ID Number in General Terms &Conditions, Paragraph 1.10.

https://sam.gov/

EXHIBIT B – PRICE SCHEDULE

Respondent (Company/Firm): ________________________________________________________________

THIS EXHIBIT SHALL BE COMPLETED AND RETURNED WITH THE RESPONSE. FAILURE TO RETURN

THIS EXHIBIT WILL RESULT IN THE DISQUALIFICATION OF THE RESPONSE.

Respondents shall submit all costs for services listed in Line Items 1 and 2.

Line Item

Description Quantity Unit Unit Price Extension

1.

Online searchable news coverage monitoring database and archive.

1 YEAR $ $

2.

Searchable access to broadcast national services 1 YEAR $ $

EXHIBIT C – COMPANY PROFILE

Respondent shall use this exhibit (or a reasonable facsimile) to clearly demonstrate how they meet the requirements set forth in this solicitation. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the response submission being considered non-responsive.

Company Name:

Principal place of business (Corporate Headquarters):

Address:

City, State, Zip:

Facility responsible for servicing the contract:

Address:

City, State, Zip:

Contact Person regarding company’s submission to the solicitation:

Name & Title:

Phone & Email Address:

Personnel who will be responsible for management and day-to-day operation of services described in this solicitation.

Name & Title:

Phone & Email Address:

Indicate if your company or any of its subsidiaries filed or met criteria for bankruptcy within the last five years.

__ Yes __ No If yes, explain.

Indicate if your company or any of its subsidiaries has been involved in litigation within the last five years.

__ Yes __ No If yes, explain.

Number years in business: Number of employees:

Number years actively participating in offering the goods/services described herein:

_________________ (To meet minimum requirements for this RFP, respondent shall be in the media monitoring service business for a minimum of 5 years within the past five 5 years, producing items similar in type and quantity to those listed herein.)

Provide company background, experience, qualifications & capabilities in areas of goods/services described herein. Attach page if needed.

Provide present commitments for related or similar services.

Provide description of industry certifications, if applicable.

EXHIBIT D – KEY PERSONNEL

Respondent Name: _________________________________________________________________________

Respondents shall provide a Key Personnel profile – tabbed Exhibit D, for each key personnel to be assigned under the resulting contract. Include all requested information for each key personnel. Submit one Exhibit E (or reasonable facsimile) or resume - not to exceed 1 page per person for each key personnel. Failure to return this exhibit (or reasonable facsimile) may result in proposal being considered non-responsive.

Key Personnel:

Full Name: __________________________________________________________________________

Job Title: __________________________________________________________________________

Total Years Employed by Respondent: ________ Total Years Experience (in required service): ________

Qualifications and Experience: __________________________________________________________

Specific Education, Training, Certifications: ________________________________________________

Personnel - Reference 1:

Company Name: _______________________________________________________________________

Contact/Title: _______________________________________________________________________

Phone: ___________________________ Service Period: __________________________________

Roles and Responsibilities: _______________________________________________________________

Personnel - Reference 2:

Company Name: _______________________________________________________________________

Contact/Title: _______________________________________________________________________

Phone: ___________________________ Service Period: __________________________________

Roles and Responsibilities: _______________________________________________________________

EXHIBIT E – PAST PROJECTS WITH CORRESPONDING REFERENCES

Respondent Name: _________________________________________________________________________

Respondents shall use this exhibit (or reasonable facsimile) to provide a minimum of three (3) past projects with corresponding references for projects completed within the past five (5) years that illustrate experience in successfully completing work of a similar nature and scope as the work described in this solicitation. Include all requested information. Please do not use TPWD staff or past work performed for TPWD as a “reference” in this Exhibit. Failure to return this exhibit (or reasonable facsimile) may result in proposal being considered non-responsive.

REFERENCE 1:

Company Address:

Contact Name/Title:

Phone/Email Address:

Service Period: Cost:

Brief Project Description:

REFERENCE 2:

Contact Name/Title:

Phone/Email Address:

REFERENCE 3:

Contact Name/Title:

Phone/Email Address:

REFERENCE 4:

Contact Name/Title:

Phone/Email Address:

EXHIBIT F – SAMPLE ANAYLITICS REPORT

Respondent shall submit a sample analytics report – tabbed Exhibit F, including numbered responses corresponding to each of the following items. Failure to provide this information may result in proposal disqualification.

EXHIBIT H – RESPONSE SUBMISSION CHECKLIST

The following checklist is provided for the convenience of Vendors in their response preparation process. It is not intended to represent an exhaustive list of the mandatory requirements for this RFP. Vendors must ensure that all mandatory requirements for this RFP are met, even if they are not included in this checklist.

The mandatory documentation must be submitted with the original and each copy of the response.

A completed checklist shall not be binding on TPWD’s administrative review for compliance with the mandatory response contents specified in this RFP. As step one of the evaluation process, TPWD will review all responses to ensure compliance with the mandatory response contents as specified in Section II, Subsection 3.2 of the RFP and reject any response that does not comply.

All responses must be received by TPWD on or before 2:00 p.m. (CT) on the date specified in Section II, Subsection 1 of the solicitation. No late responses will be considered.

Item Check

Response addressed to:

Attn: Vanessa Contreras CTCD, CTCM Purchasing & Contracting C-1 Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

OR emailed to: purchasing.bidbox@tpwd.texas.gov

External packaging OR email subject line references “RFP 802-27-80098”

Package contains one (1) signed original (clearly marked) of the complete response

Response cover references “RFP 802-27-80098” and includes the name and address of the responding Vendor

Mandatory Response Contents Check

Exhibit A – Execution of Proposal (per Section II, Subsection 3.2.1)

Exhibit B – Price Schedule (per Section II, Subsection 3.2.2. )

Exhibit C – Company Profile (per Section II, Subsection 3.3.1)

Exhibit D – Key Personnel (per Section II, Subsection 3.3.2.)

Exhibit E – Past Projects with Corresponding References (per Section II, Subsection 3.3.3.)

Exhibit F – Sample Analytics Report (per Section II, Subsection 3.3.4.)