ESBD_374069_1724267602421_IFB 802-25-48358 Closed Captioning Srvcs.pdf

INVITATION FOR BID – SERVICES

SEND INVOICE TO: RETURN BIDS TO: BIDDER MUST SIGN BELOW

Texas Parks and Wildlife Department ATTN: Accounts Payable 4200 Smith School Road Austin, Texas 78744

Purchasing.BidBox@tpwd.texas.gov, FAX 512-389-4677, or return to:

TPWD - Purchasing and Contracting

4200 Smith School Road Austin, Texas 78744

BID OPENING 2:00 PM

September 5, REQUISITION NO. 802-25-48358

Page ___1____

Of ___30_______

By signing this bid, bidder certifies that if a Texas Address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68).

FAILURE TO MANUALLY SIGN THE BID ABOVE WILL DISQUALIFY BID.

Item Description Class/Item - 915-25 Quantity Unit of Measure

Unit Price Extension (Quantity x Unit Price)

The Texas Parks and Wildlife Department (TPWD), on behalf of the Communications Division, is soliciting bids to establish a blanket contract to provide closed captioning services, conversion, copying, various types of encoding, and other video services for TPWD television programs, documentaries, and other productions as needed or identified. For purposes of this bid, only the weekly Texas Parks and Wildlife television series is specified below, but other productions may require the same or similar services, per attached scope of work dated August 2024.

1. Closed Captioning creation and Quality Control for the TPWD TV Show, twenty-six minutes, thirty seconds (26:30) program

26 SHOWS $__________

per show $___________

2. Closed Captioning and creation of Broadcast Deliverables for the TPWD TV Show, twenty-six minutes, thirty seconds (26:30) program

26 SHOWS $__________

per show $___________

3.

File creation, closed captioning, and duplication for video streaming of TPWD TV Show segments (approximate quantity)

78 SEGMENTS $__________

per segment $___________

4.

File creation, closed captioning, and duplication for video streaming of TV Shows 26 SHOWS $__________ per show

5.

Mailing and delivery of all final products

26 SHOWS $__________

per show

FOR FURTHER INFORMATION CONTACT PURCHASER:

Jennifer Robinson, CTCD, CTCM Phone: (512) 960-7483 E-mail: Purchasing.Bidbox@tpwd.texas.gov

AUTHORIZED SIGNATURE DATE

SHOW BID OPENING

DATE AND REQUISITION

NUMBER ON SEALED BID

ENVELOPE AND SHOW

RETURN ADDRESS OF FIRM

BIDDER AGREES TO

COMPLY WITH ALL

CONDITIONS OF THIS BID.

BID F.O.B. AGENCY RECEIVING ROOM

UNLESS OTHERWISE SPECIFIED BELOW

DESTINATION IF DIFFERENT THAN ABOVE

Texas Parks and Wildlife Department Communications Division 4200 Smith School Road Austin, Texas 78744

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

Bidder Must Fill in

TEXAS ID NUMBER

Name of Firm Street Address City–State-Zip Telephone No.

Email address

FAILURE TO

SIGN WILL

DISQUALIFY

BID

mailto:Purchasing.BidBox@tpwd.texas.gov mailto:Purchasing.Bidbox@tpwd.texas.gov

IFB_Services_042023

Solicitation 802-25-48358R Scope of Work for Closed Captioning Services

1) INTRODUCTION: The Texas Parks and Wildlife Department (TPWD), on behalf of the Communications Division, is soliciting bids to establish a blanket contract for closed captioning, conversion, copying, various types of encoding, and other video services for TPWD television programs, documentaries, and other productions as needed or identified. For purposes of this bid, only the weekly Texas Parks and Wildlife television series is specified below, but other productions may require the same or similar services.

2) TERM OF CONTRACT: Contract shall commence on November 1, 2024, and continue through August 31, 2026, unless sooner terminated under the terms of contract.

a) Contract Renewals: This contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing to do so, based on funds availability and contractor performance. Any extension shall be at the same terms and conditions, plus any approved changes. If the contract is extended under this option, the contractor shall be given written notification of the period in which the services shall occur after being determined by the TPWD.

b) Contract Extensions: In the event that the contract(s), if any, resulting from the award of this IFB 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.

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

d) Extension Period Pricing: A price escalation may be allowed upon renewal provided the contractor notifies TPWD Purchasing Section, in writing, prior to renewal. TPWD reserves the right to accept the increase, negotiate new rates, or deny entirely.

3) MINIMUM QUALIFICATIONS:

a) A contract shall be awarded ONLY to a contractor who is experienced in providing the services contained herein. Awarded contractor shall meet the following minimum qualifications:

i) Respondent shall be engaged in the business of closed captioning and services of a similar nature and scope of work as described here for a minimum of five (5) years.

ii) Respondent shall have available the necessary qualified personnel, skills, qualifications, organization, equipment, and supplies required to fulfill all requirements under this Invitation for Bid and any resulting contract.

iii) Key personnel should have experience with professional captioning software, video editing software, and

HD Legalizers. They should also have the ability to fix dead pixels in .mov files.

b) Respondent shall submit a minimum of two (2) references with offer. Reference shall illustrate recent experience (within the last three years) in successfully completing closed captioning and services of a similar nature and scope as the work described in this offer. Reference shall include contact names and phone numbers of the contractor’s customers and a description of the work. References must be verifiable by phone or email within ten (10) working days of bid evaluation.

c) Complete Exhibit A – Company Profile, Exhibit B - Past Projects with Corresponding References, and Exhibit C – Key Personnel and return with bid.

4) RESPONDENTS SHALL PROVIDE THE FOLLOWING WORK SAMPLES WITH THEIR BID

RESPONSE:

a) A five (5)-minute non-legalized, non-captioned source video, and the same five (5)-minute legalized, closed captioned HD data file samples, both on Blu-ray data disc, in the format of 1920x1080 frame size, 29.97 frame rate, interlaced, QuickTime .mov file format wrapper, Apple ProRes422 (HQ) codec, 48 kHz audio sample rate and 24-bit depth, of a show for TV Broadcast your company has legalized and CC’d shall accompany the bid. A .scc caption data file for the sample video should also be provided. Sample Submission Number 1.

b) A five (5)-minute non-legalized, non-captioned source video, and the same five (5)-minute legalized, closed-captioned HD data file samples, both on Blu-ray data disc, in the format of H.264 .mov with ‘Best Quality’ video setting progressive 1920x1080 and 128k 48kHz audio with a watermark in lower right, of a Video Stream for YouTube your company has legalized and CC’d shall accompany the bid. A .scc caption data file for the sample video should also be provided. Sample Submission Number 2.

c) Any bid with an accompanying sample product that is determined to be unacceptable by TPWD will be disqualified from further consideration.

5) SCOPE OF WORK:

a) Broadcast TV Show Supplied:

i) TPWD produces a television program titled Texas Parks and Wildlife. Twenty-six new shows are produced each year.

ii) Each program runs twenty-six minutes, thirty seconds (26:30). The program’s master media is delivered to an upload site provided by the Contractor, formatted as 1920x1080p@29.97 ProRes422HQ files. In addition, a blank hard drive and an accurate text-only script using Microsoft Word format will be provided by TPWD. TPWD is responsible for delivering the blank hard drive and scripts to the Contractor’s facility.

Contractor is responsible for delivering the various completed materials to TPWD, NETA, and PEG channel subscribers as defined below.

b) Closed Captioning and Quality Control Requirements:

i) All captioning must be created in the pop-on style; roll-up or paint-on styles are not acceptable.

ii) All captioning must be encoded caption 1 (CC1) only as EIA-608/708 compliant captions.

iii) All captioning must be verbatim to the program.

iv) All captioning shall not precede or follow the actual audio by more than two seconds.

v) All captioning shall never cover any name key, graphic locator, graphic text, logos, signage or text, peoples face, or critical objects relevant to the current subject.

vi) All deliverables are required to be run through a video legalizer to ensure video levels are in proper spec according to NTSC broadcast limitations, SMPTE 274M and ITU-R BT.709.

vii) Audio should be checked for proper broadcast LKFS levels and legalized if necessary.

viii) Quality Control by the contractor is required to catch any missed errors and fix them as needed for such things as (but not limited to):

• Fonts staying within safe title area.

• Audio anomalies such as clicks/ticks/pops, etc.

• Video and audio edit anomalies.

• Video interlace issues.

• Spelling errors on lower thirds, credits, graphics, etc.

• Proper program duration

c) Closed Captioning - Broadcast Deliverables:

i) The video and audio must be broadcast legal and converted to PBS spec MXF Op1a 1920x1080i2997 or 1920x1080p2997 with closed captions embedded in MXF file. File is to be delivered to NETA FTP site using credentials provided by TPWD.

ii) MPEG2 HD Data file delivery [quantity: one (1) file]: Create legalized 1920x1080i@29.97 upper field first HD MPEG2 program stream with embedded closed captions. Shall be delivered as a data file to Contractor-provided PEG channel download website and be made available to download no sooner than the week before the show’s air date. One (1) new show per data file. All shows should be kept available on download website until contract ends.

iii) MPEG2 SD Data file delivery [quantity: one (1) file]: Create legalized 720x480@29.97 lower field first SD MPEG2 program stream with embedded closed captions. Down-conversion of HD video signal must be accomplished using proper conversion techniques to provide SD material in the standard SD DV file specs for interlaced video. Each show shall be delivered to Contractor-provided PEG Channel download website and be made available to download no sooner than the week before the show’s air date. One (1) new show per data file. All shows should be kept available on download website until contract ends.

iv) HD ProRes422HQ Data Dual Layer BD delivery [quantity: three (3) BDs each delivery]: Create one (1) data Blu-ray disc of each final ProRes422HQ closed captioned, legalized show. Shall be delivered with 1 new show per dual layer BD-R with respective 0-hour. scc, 1-hour .scc, .srt, .ytt and DFXP .xml caption data files – one (1) show per disc.

v) HD ProRes422HQ Data Hard Drive delivery: Copy each final closed captioned, legalized show to supplied hard drive with respective 0-hour. scc, 1-hour .scc, .srt, .vtt and DFXP.xml caption data files.

d) Closed Captioning - Video Streaming for Web Deliverables

i) Create a digital file of each full episode as well as any requested in the TV Show series, exclusive of show teases, opens, postcard segments and credits, approximately three (3) segments in each TV Show, with the following parameters:

(1) H.264 .mov with ‘Best Quality’ video setting progressive 1920x1080 and 128k 48kHz audio with

Texas Parks and Wildlife watermark on lower right. Adobe Premiere preset will be supplied by TPWD.

(2) Create .scc, .srt .ytt and .xml caption data files that shall match each segment file above.

(3) All segment web videos and caption files shall be delivered on one (1) data BD disc to TPWD.

(4) All segment web videos and caption files shall be copied onto a supplied hard drive, then delivered to

TPWD at end of each season.

(5) All web deliverables should be provided as a digital download link to TPWD by show delivery deadlines.

ii) Create a digital file of each full show following PBS Streaming file specs and deliver as downloadable link to KAMU (email addresses to be provided by TPWD) with caption data files and 3-4 select stills that are pulled from the respective show and are a good representation of TPWD show content.

(1) H.264, 1920x1080p, 15Mbps video, AAC audio, 48k Hz, stereo, 192kbps

(2) Caption data files provided as DXFP .xml and 0-hour .scc

(3) Stills provided as 1920x1080 PNG files.

6) CONTRACTOR REQUIREMENTS:

a) All work must be received by TPWD not more than fourteen (14) calendar days following the Contractor’s receipt of program materials.

b) Contractor shall deliver one (1) finished data file and technical review form of the TV show to the National Educational Telecommunications Association via NETA FTP site.

c) Contractor shall deliver one (1) finished letter-boxed SD MPEG2 closed caption file per show and one (1) finished HD MPEG2 closed caption file per show via download site provided and maintained by Contractor.

d) All masters and deliverables should be returned to TPWD at the end of each season on the hard drive provided by TPWD.

e) Contractor shall deliver remaining discs and drives within thirty (30) days of project completion to: Texas Parks and Wildlife Series Producer, 4200 Smith School Road, Austin, Texas 78744.

7) PERFORMANCE MEASURES:

a) Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this IFB 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 IFB. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards, and guidelines relevant to the execution of this contract.

b) 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 IFB 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.

c) TPWD will monitor vendor performance. Failure to provide services in accordance with requirements specified herein and the resulting contract(s) and adherence to the TPWD Terms and Conditions may be considered, by TPWD, as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, or cancellation of the contract or both.

8) TPWD RESPONSIBILITIES:

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

b) TPWD will provide a master file of each episode (ProRes 422 HQ .mov), along with a caption script (Word

.doc), episode rundown and NETA delivery schedule.

9) CONTRACT ADMINISTRATION: Administration of the contract is a joint responsibility of TPWD Communication

Division and the TPWD Purchasing & Contracting Section. 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 Project Manager and point-of-contact between the agency and the Contractor. The Project 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. The Contract Management and contract administration responsibilities include, but are not limited to:

a) Monitoring the Contractor’s progress and performance and ensuring services conform to established specification requirements.

b) Managing the financial aspects of the contract including approval of payments.

c) Meeting with the Contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

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

e) Other areas as identified by the State of Texas Contract Management Guide, latest edition.

10) ADDITIONAL SERVICES: Where found to be in the best interest of TPWD, this contract may be amended in writing to provide for additional services, provided such additional services are within the original scope and intent of the contract. For example, additional services include copying, digitizing and/or upresing video and audio from the following formats: Digibeta, DVCPro (25, 50), XDCam, HDCam. Hardware upconversion equipment must be available for upresing video. In such cases, the contractor shall provide a written quotation. TPWD contracting section will execute an amendment for additional services prior to any services being performed.

11) QUANTITIES: Quantities listed are projected order quantities. TPWD reserves the right to increase or decrease quantities prior to award depending on bid results and budget constraints. Unless this solicitation document states otherwise, the resulting contract award does not guarantee volume or commitment of funds. TPWD will only pay for actual goods received or services performed.

12) INQUIRIES:

a) 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:

Jennifer Robinson, Purchaser Phone: 512-960-7483 Texas Parks & Wildlife Department Fax: 512-389-4677

Smith School Road, Austin, Texas 78744 Purchasing.BidBox@tpwd.texas.gov

b) CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be faxed or e-mailed to the point-of-contact listed above. 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.

c) 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 (b) 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.

13) DELIVERY AND ACCEPTANCE:

a) Project Completion Delays: If delay is foreseen, Contractor shall give written notice to TPWD. Default in promised Completion without accepted reasons or failure to meet specifications authorizes TPWD to purchase services of this contract elsewhere and charge any increased costs for the services, including the cost of re-soliciting, to the Contractor.

b) Acceptance: All services performed will be subject to acceptance inspection upon completion. Acceptance inspection will not take more than five (5) working days. Vendor will be notified within this time frame of any units not delivered in full compliance with the purchase order specifications.

14) BID RESPONSE INSTRUCTIONS:

a) Bid Submission:

i) Submission Deadline: All bids shall be received, and time stamped at TPWD prior to 2:00 PM Central

Time on the “Bid Opening” date specified on the IFB Cover Page (page 1). Late bids will not be considered under any circumstance and will be returned.

ii) General Format: Respondent shall submit bid response, signed dated and completed.

iii) Bid Delivery: Bids may be returned via email to Purchasing.BidBox@tpwd.texas.gov, mail, hand-delivery or fax to 512-389-4677.

iv) Bids returned by mail or hand delivery should be placed in a sealed envelope and correctly identified with IFB number, submittal deadline/opening date and time. Bids returned by fax should include a fax cover sheet correctly identified with IFB number, submittal deadline/opening date and time. It is the Bidder’s responsibility to appropriately mark and deliver the bids to TPWD by the specified date.

v) Respondents are responsible for all costs of bid preparation.

b) Bid Content: Below is a summary of required and requested information. Bids 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.

i) Bid Form: Respondent must submit the IFB form, signed, dated and completed. Failure to submit this information will result in disqualification of bid.

ii) Exhibit A: Company Profile

iii) Exhibit B: Past Projects with Corresponding References

iv) Exhibit C: Key Personnel

v) Exhibit D: Samples Submission

c) 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.

15) EVALUATION AND AWARD:

a) An award will be made on an all or none basis. Only responses submitted by the bid opening, with required submittal documents and meeting qualifications will be considered. Failure to submit the required information may be cause for rejection of the bid response. TPWD reserves the right to waive informalities and minor irregularities in bids received.

b) TPWD reserves the right to consider respondent qualifications, equipment, facility, references; conduct studies and other investigations as necessary to evaluate any response; request additional relevant information;

disqualify bid based on unsatisfactory reference checks, reports, and records of service.

c) Award: TPWD will award a Contract to the respondent whose quote is considered to be the Best Value to

TPWD, price and other factors considered. The following factors may be used to evaluate bids:

i) Lowest Price

ii) Ability, Qualifications and Experience - Meeting or Exceeding the Requirement

iii) Delivery / Service Schedule

iv) Past Performance mailto:Purchasing.BidBox@tpwd.texas.gov

16) INVOICING AND PAYMENT: The following procedures apply to invoicing and payment in addition to those listed in the General Terms and Conditions, Para. 9:

a) Contractor to submit invoice(s) to: Texas Parks & Wildlife, Accounts Payable, 4200 Smith School Road, Austin, Texas 78744 or accounts.payable@tpwd.texas.gov.

b) Invoices must show:

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

ii) Name of receiving entity

iii) Contract/purchase order number

iv) Description, quantity, unit of measure, unit price, extended price of each item

v) Total price

vi) Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

vii) Attach supporting documentation, if required

c) Payment:

i) 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.

ii) 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.

iii) 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.

d) Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-

4833 for additional information.

17) BIDDER AFFIRMATION

a) Bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant connection with the submitted bid.

b) Pursuant to Texas Government code, Title 10, Subtitle D, Section 2155.004(a), the bidder has not received compensation for participation.

mailto:accounts.payable@tpwd.texas.gov

EXHIBIT A – COMPANY PROFILE

Respondent shall use this exhibit (or a reasonable facsimile) to clearly demonstrate how they meet the requirements set forth in this IFB. 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 proposal being considered non-responsive.

Company Name:

Number Years in Business: Number of Employees:

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 proposal submission to the solicitation:

Name / Title:

Phone Number: Fax Number:

Email Address:

Personnel who will be responsible for the management and day-to-day operations of the services solicited in this IFB.

Name / Title:

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

__Yes __No If yes, explain.

Indicate if your company or any of its subsidiaries has been involved in litigation within last five years. If yes, explain.

__Yes __No If yes, explain.

Description of firm's background, history, and qualifications: (You may attach additional page for this section.)

EXHIBIT B – PAST PROJECTS WITH CORRESPONDING REFERENCES

Respondent Name: _____________________________________________________________________

Respondents shall use this exhibit (or reasonable facsimile) to provide a minimum of two (2) references for jobs completed within the last five (5) years. The references shall illustrate recent experience successfully completing work of a similar nature and scope as the work described in this IFB. Attention: Do NOT use TPWD staff or past work performed for TPWD as a “reference” in Exhibit B. 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 proposal being considered non-responsive. TPWD reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

REFERENCE 1:

Company Address:

Contact Name/Title/Phone:

Service Period:

Brief Description of Project

REFERENCE 2:

Contact Name/Title/Phone:

REFERENCE 3:

Contact Name/Title/Phone:

REFERENCE 4:

Contact Name/Title/Phone:

EXHIBIT C – KEY PERSONNEL

Respondent Name: _____________________________________________________________________

Respondents shall submit this exhibit (or a resume, max 1 page per person) for each key personnel to be assigned under the resulting contract. Include all requested information for each key personnel, including current certifications.

Failure to return this exhibit (or reasonable facsimile) may result in bid 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: ______________________________________________________________

IFB No. 802-25-48358R Page 13 of 30

EXHIBIT D – SAMPLES SUBMISSION

1. A five (5)-minute non-legalized, non-captioned source video, and the same five (5)-minute legalized, closed captioned HD data file sample, both on Blu-ray data disc, in the format of 1920x1080 frame size, 29.97 frame rate, interlaced, QuickTime .mov file format wrapper, Apple ProRes422 (HQ) codec, 48 kHz audio sample rate and 16-bit depth, of a show for TV Broadcast your company has legalized and closed captioned shall accompany the bid. Sample Submission Number 1.

2. A five (5)-minute non-legalized, non-captioned source video, and the same five (5)-minute legalized, closed-captioned HD data file sample, both on Blu-ray data disc, in the format of H.264 .mov with ‘Best Quality’ video setting progressive 1920x1080 and 128k 48kHz audio with a watermark in lower right, of a Video Stream for YouTube your company has legalized and closed captioned shall accompany the bid. Sample Submission Number 2.

IFB No. 802-25-48358R Page 14 of 30

GENERAL TERMS AND CONDITIONS – INFORMATION TECHNOLOGY PROJECTS

MARCH 2022

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below. All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. Gov’t Code: The Texas Government Code.

1.4. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.5. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.6. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.7. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.8. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.9. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.10. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.11. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

2.3. Unless otherwise specified, items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

IFB No. 802-25-48358R Page 15 of 30

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177 of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in successfully providing services in this solicitation.

3.3.6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of Gov't Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

a) The Vendor has a score less than C or Legacy Unsatisfactory in the Vendor Performance

System,

b) Currently under a Corrective Action Plan through the Texas Comptroller of Public Accounts

(CPA),

c) Having repeated negative Vendor Performance Reports for the same reason,

d) Having Purchase Orders that have been cancelled in the previous 12 months for non-performance (i.e., late delivery, etc.).

3.3.7. Contractor performance information is located on the CPA web site at: www.txsmartbuy.com/vpts.

CPA may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), CPA may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of CPA, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

4. UNIT PRICES: Respondents must price per unit shown. Unit prices shall govern in the event of extension errors.

5. FREIGHT: Quote FOB destination, freight prepaid and allowed unless otherwise stated within the specifications.

6. DELIVERY:

6.1. Show number of days required to place material in receiving agency's designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time http://www.txsmartbuy.com/vpts

IFB No. 802-25-48358R Page 16 of 30 obligates Respondent to deliver in 14 calendar days. Unrealistic delivery promises may cause solicitation to be disregarded.

6.2. If delay is foreseen, Contractor shall give written notice to the TPWD. Contractor must keep the TPWD advised at all times of status of order.

6.3. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the TPWD to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting Contractor.

6.4. Substitutions: No substitutions permitted without written approval of TPWD.

6.5. Delivery shall be made during normal working hours only unless prior approval has been obtained from ordering agency. Normal working hours are 8:00 AM until 5:00 PM Monday through Friday except State and National holidays.

7. TESTING AND INSPECTION:

7.1. TPWD may test and inspect goods and services purchased under the Contract to ensure compliance with the specifications of this solicitation and the Contract. TPWD may also test and inspect goods and services before they are purchased under the Contract. Authorized TPWD personnel shall have access to the Respondent's place of business for the purpose of inspecting the goods. To the extent practical, TPWD inspections will not disrupt the Respondent's daily operations. Tests shall be performed on samples submitted with the Bid/Proposal or on samples taken from regular shipments. All costs of testing and inspection shall be borne by the Respondent. In the event the goods tested fail to meet or exceed all conditions and requirements of the solicitation and Contract, the goods will be rejected in whole or in part, at the State's option, and returned to the Respondent or held for disposition at the Respondent's expense. Latent defects may result in cancellation of the Contract at no expense to the state.

7.2. If material fails to meet specifications, the Respondent will be notified by fax, mail, or e-mail. The Respondent will have ten (10) working days after receipt of the notification to remove the rejected material from state property. Material will be removed at the Respondent’s expense. Material not removed in the allotted time period will be disposed by TPWD. The Respondent will be charged for all disposable expenses conducted by TPWD.

8. CHANGES: TPWD may at any time, by a written order, make changes within the general scope of this Contract, in the definition of services to be performed, and the time (i.e., hours of the day, days of the week, etc.) and place of performance thereof. If any such change causes an increase or decrease in the cost of, or the time required for the performance of any part of the services under this Contract, whether changed or not changed by any such order, an equitable adjustment shall be made in the Contract price or time of performance or both and the Contract shall be modified in writing accordingly. Any claim by the Contractor for adjustment under this clause must be asserted within 30 days from the date of receipt by the Contractor of the notification of change, provided, however, that TPWD, if it decides that the facts justify such action, may receive and act upon such claims asserted at any time prior to final payment under this Contract. Failure to agree to any adjustment shall be a dispute concerning a question of fact within the meaning of the clause of this Contract entitled "Dispute Resolution."

9. INVOICING AND PAYMENT:

9.1 Invoices: In order to receive payment under the Contract, the Contractor must submit an original invoice to TPWD, which will be designated in the Purchase Order as the "Bill To" address. To be a proper invoice that may be accepted and paid, the invoice must include the following information and/or attachments: (1) Name and address of the Contractor. (2) The Contractor's Texas Identification Number (TIN). (3) The Contractor's invoice remittance address. (4) The Purchase Order number authorizing the delivery of products or services.

(5) A description of what the Contractor delivered, including, as applicable, the time period, serial number, unit price, quantity, and total price of the products and services. If the invoice is for a lease, the Contractor must also include the payment number (e.g., 1 of 36).

9.2 Disputed Invoices: As stated above, the Contractor will receive notice of an error in an invoice submitted for payment by not later than the 21st day after the date the invoice was received by the TPWD. If an invoice dispute is resolved in favor of the Contractor, the Contractor is entitled to receive interest on the unpaid

IFB No. 802-25-48358R Page 17 of 30 balance of the invoice, beginning on the date the invoice became overdue, pursuant to Gov't Code §2251.

021. If a dispute is resolved in favor of the TPWD, the Contractor shall submit a corrected invoice that must be paid in accordance with Section 2251.021. The unpaid balance accrues interest if the corrected invoice is not paid by the appropriate date.

9.3 Time and Manner of Payment: Pursuant to Texas Gov’t Code Chapter 2251, payment by TPWD is overdue on the 31st day after the later of: (1) the date the TPWD receives the goods under the Contract; (2) the date the performance of the service under the Contract is completed; or (3) the date the TPWD receives the invoice for the goods or service. Payment by a political subdivision Customer whose governing body meets only once a month or less frequently is overdue on the 46th day after the later event of: (1) the date TPWD receives the goods under the Contract; (2) the date the performance of the service under the Contract is completed; or (3) the date TPWD receives the invoice for the goods or service.

10. PATENTS, TRADEMARKS, OR COPYRIGHTS: Respondent agrees to defend and indemnify the TPWD and State from claims involving infringement or violation of patents, trademarks, copyrights, trade secrets, or other proprietary rights, arising out of the TPWD's or the State's use of any good or service provided by the Respondent as a result of this solicitation.

11. PROHIBITION ON LOBBYING: The Respondent shall comply with the provisions of a federal law known generally as the Lobbying Disclosure Act, 2 U.S.C. §1601 et seq. By submitting a Bid/Proposal, the Respondent certifies that it shall not and has not used federally appropriated funds to pay any person or organization for influencing or attempting to influence any officer or employee of any federal agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal Contract, grant, or any other award covered by 31 U.S.C. §1352. It also certifies that the Respondent shall disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award by completing and submitting Standard Form LLL.

12. ANTI-TRUST AND ASSIGNMENT OF CLAIMS: The undersigned affirms under penalty of perjury of the laws of the State of Texas that (1) in connection with this Response, neither I nor any representative of the Respondent have violated any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm Code Chapter 15; (2) in connection with this Response, neither I nor any representative of the Respondent have violated any federal antitrust law; and (3) neither I nor any representative of the Respondent have directly or indirectly communicated any of the contents of this Response to a competitor of the Respondent or any other company, firm, partnership or individual engaged in the same line of business as the Respondent. The successful Contractor hereby assigns to TPWD, any and all claims for overcharges associated with any contract resulting from this solicitation which arise under the antitrust laws of the United States 15 U.S.C.A., Section 1, et seq. (1973), and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

13. DEBTS AND DELINQUENCIES: As required by Gov't Code §2252.903, the Respondent agrees that any payments due under the Contract shall be directly applied towards eliminating any debt or delinquency is has to the State of Texas including, but not limited to, delinquent taxes, delinquent student loan payments, and delinquent child support.

14. DISPUTE RESOLUTION:

14.1. The dispute resolution process provided for in Chapter 2260 of Texas Gov’t Code and TPWD regulations shall be used by TPWD and the Respondent to resolve all disputes arising under this Contract. The Contractor shall comply with such rules, as revised from time to time.

14.2. If the Contractor's claim for breach of Contract cannot be resolved informally with TPWD, it shall be submitted to the negotiation process provided in Chapter 2260. To initiate the process, the Contractor shall submit written notice, as required by Chapter 2260. The notice shall also be given to the individual identified in the Contract for receipt of notices. Any informal resolution efforts shall in no way modify the requirement or toll the timing of the formal written notice of a claim for breach of Contract required under § 2260.051 of Texas Gov’t Code. Compliance by the Contractor with Chapter 2260 is a condition precedent to the filing of a contested case proceeding under Chapter 2260.

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14.3. The contested case process provided in Chapter 2260 is the Contractor's sole and exclusive process for seeking a remedy for an alleged breach of Contract by TPWD if the Parties are unable to resolve their disputes as described above.

14.4. Compliance with the contested case process provided in Chapter 2260 is a condition precedent to seeking consent to sue from the Legislature under Chapter 107, Civil Practices and Remedies Code. Neither the execution of the Contract by TPWD nor any other conduct of any representative of TPWD relating to the Contract shall be considered a waiver of sovereign immunity to suit.

14.5. Notwithstanding any other provision of the Contract to the contrary, unless otherwise requested or approved in writing by TPWD, the Contractor shall continue performance and shall not be excused from performance during the period any breach of Contract claim or dispute is pending under either of the above processes;

however, the Contractor may suspend performance during the pendency of such claim or dispute if the Contractor has complied with all provisions of Gov't Code §2251.051, and such suspension of performance is expressly applicable and authorized under that law.

15. FRAUD, WASTE, AND ABUSE: By submitting a Response to this Solicitation, the Respondent represents and warrants that it has read and understood and shall comply with CPA’s Anti-Fraud Policy, found at:

https://comptroller.texas.gov/about/policies/ethics.php, as such Policy currently reads and as it is amended throughout the term of the Contract.

16. NAME CHANGES AND SALES:

16.1. If the Contractor changes its name or is sold to another entity, it must provide written notification to TPWD.

The Contractor, in its notice, shall describe the circumstances of the name change or sale, state its new name, provide the new Tax Identification Number, and describe how the change will impact its ability to perform the Contract. If the change entails personnel changes for personnel performing the responsibilities of the Contract for the Contractor, the Contractor shall identify the new personnel and provide resumes to TPWD, if resumes were originally required by the Solicitation. TPWD may request other information about the change and its impact on the Contract and the Contractor shall supply the requested information within five (5) working days of receipt of the request.

16.2. TPWD may terminate the Contract due to a sale of or change to the Contractor that materially alters the Contractor's ability to perform under the Contract. The TPWD has the sole discretion to determine if termination is appropriate.

17. CONTRACTOR RESPONSIBILITIES:

17.1. Contractor agrees to comply with all terms and…