ESBD_428046_1750426059642_582-26-00020 A_V Services solicitation FINAL2.pdf

TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

Cover Page

Date: June 20, 2025

Type of Solicitation: Request for Proposal

Name of Solicitation: Audio/Visual Services

Solicitation Number: 582-26-00020

Class 915 Item 09

Responses Due July 15, 2025 at 2:00 p.m. Central Time

Pre-Proposal Conference June 27, 2025 at 1:30 p.m. Central Time. Refer to “Responder General Information” on page 5 for more information.

Deadline for Submission of Questions

July 2, 2025 at 12:00 noon Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate):

July 9, 2025

Description:

Texas Commission on Environmental Quality (TCEQ) is seeking qualified contractor(s) to provide technical audio/visual (AV) assistance and rental of A/V equipment for a variety of trainings, workshops, seminars, and events.

Historically Underutilized Business (HUB) Subcontracting Plan Note:

Subcontracting opportunities have been identified. See information regarding the HUB program and completing the HUB Subcontract Plan in the Responder General Instructions and in the HUB Subcontracting Plan form in Section 4 of this Solicitation.

PURCHASING AUTHORITY:

Competitive Sealed Proposals (RFP) Gov’t Code Chapter 2156, Subchapter C

TCEQ Solicitation #582-26-00020 A/V Services 1 of 89

Solicitation Table of Contents

SECTION 1: General Information

• Cover Page

• Solicitation Table of Contents (this page)

• TCEQ Points of Contact for this Solicitation

• Response Submission Procedure

• Responder General Instructions

• FTPS User’s Quick Guide for Solicitations

SECTION 2: Scope of Work and Evaluation Criteria

• Scope of Work

• Evaluation Criteria o Statement of Qualifications Responder’s Company Qualifications

♦ Company Organization ♦ Company Ability to Perform ♦ Company Past Performance

Responder’s Company Client References o Responder’s Key Personnel Qualifications and Experience o Technical Approach and Sample Work Order

Exhibit 1 o Price

SECTION 3: Draft Contract Documents

• Contract Signature Page

• Contract Documents List

• Special Terms and Conditions

• General Terms and Conditions

• Procedures for Work Orders

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachment A: Release of Claims

SECTION 4: Response Documents – To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (not submitted as part of Response)

• Signed Cover Pages of Addenda

• Statement of Qualifications

• Responder’s Key Personnel Qualifications and Experience

• Technical Approach and Sample Work Plan

• Price Form

• Preferences

• HUB Subcontracting Plan Forms

• Certifications (not submitted as part of Response)

TCEQ Solicitation #582-26-00020 A/V Services 2 of 89

TCEQ Points of Contact for this Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact Name: Janell Tepera Telephone: (512) 239-1184 Email: janell.tepera@tceq.texas.gov

Secondary Contact Name: Stacy Thompson Telephone: (512) 239-0323 Email: stacy.thompson@tceq.texas.gov

Please allow one business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the HUB Coordinator, all communication regarding this solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions:

Procurements&Contracts@tceq.texas.gov

TCEQ Historically Underutilized Business (HUB)

HUB Coordinator Name: Claribel Diaz Email: Claribel.Diaz@tceq.texas.gov

Assistant HUB Coordinator Name: Maria Rodriguez Email: Maria.Rodriguez@tceq.texas.gov

TCEQ Solicitation #582-26-00020 A/V Services 3 of 89 mailto:janell.tepera@tceq.texas.gov mailto:stacy.thompson@tceq.texas.gov mailto:Procurements%26Contracts@tceq.texas.gov mailto:Claribel.Diaz@tceq.texas.gov mailto:Maria.Rodriguez@tceq.texas.gov

Response Submission Procedure via TCEQ’s File Transfer Protocol Secure (FTPS) Server

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file.

Responses to the Solicitation may only be submitted to TCEQ’s FTPS server. The email address is listed below.

Responder must:

1. Upload the file(s) to TCEQ’s FTPS site,

2. Select the file(s) and click the “Share” button. Note: Press the Share button to share files, not the Share- or the Share√ buttons.

3. Enter esbd-response@tceq.texas.gov as the email address. Click "Add" and then “OK.” Click OK again to confirm the file share.

4. A “Notify Recipients” message will appear. Add the Solicitation Number, Solicitation Name, and the Due Date for Responses before the text in the box that says, “One or more files have been shared…” and send the message.

For instructions for using TCEQ’s FTPS Server, please visit:

FTPS User’s Quick Guide for Solicitations (https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx)

The FTPS User’s Quick Guide is also attached below (after Instructions).

For more detailed directions for using TCEQ’s FTPS Server, please visit:

TCEQ FTPS Help Page (https://ftps.tceq.texas.gov/help/)

Please note: Responses uploaded to TCEQ’s FTPS server without completing the share file(s) steps will not be considered submitted.

TCEQ Solicitation #582-26-00020 A/V Services 4 of 89 mailto:esbd-response@tceq.texas.gov https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx https://ftps.tceq.texas.gov/help/ https://ftps.tceq.texas.gov/help/

Responder General Instructions

The terms “response” and “proposal” are used interchangeably to mean the submission by the Responder to this solicitation.

Pre-Proposal Conference/Meeting

June 27, 2025 at 1:30 p.m. Central Time

Pre-proposal conferences are held virtually, using Microsoft Teams Town Hall. The link for the pre-proposal conference is provided below:

582-26-00020 A/V Services Pre-Proposal Meeting

This conference is non-mandatory.

Questions Regarding the Solicitation

Deliver questions in writing no later than the “Deadline for Submission of Questions” listed on the Cover Page. Questions must be submitted to the following email address: Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD. TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab 7.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions which may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

This Solicitation requires a HUB Subcontracting Plan for any contracted staffing, services, materials, supplies, or any other portions of work. Failure to comply with

TCEQ Solicitation #582-26-00020 A/V Services 5 of 89 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmM2OGQ4YTItMjNkMy00YjkwLTg5YzgtYzI1YTllNThkM2Jl%40thread.v2/0?context=%7b%22Tid%22%3a%22871a83a4-a1ce-4b7a-8156-3bcd93a08fba%22%2c%22Oid%22%3a%2227c504f6-025e-4748-9e58-1f103bef55ea%22%7d mailto:Procurements%26Contracts@tceq.texas.gov the HUB requirements and submit a complete HSP will result in rejection of the Response.

The HUB Subcontracting Plan (HSP) forms and additional information about the HUB program are found at the Texas Comptroller’s website:

(https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php).

Responders are encouraged to seek assistance in completing the HSP from the TCEQ HUB Coordinator, listed under the TCEQ Points of Contact for this Solicitation. You may also request an HSP courtesy review from the TCEQ HUB Program Coordinator. Requests for HSP courtesy reviews must be made well in advance of the Response due date. HUB assistance may depend upon the staff availability and resources.

Responders understand that if awarded a Contract, the HSP becomes part of the Contract terms, and any changes to the HSP must first be reviewed and approved by TCEQ to ensure the good faith effort requirements found in 34 Texas Administrative Code §20.285 were followed. This includes subcontracting for any contracted staffing, services, materials, and/or supplies with a subcontractor not listed on the approved HSP.

If the Responder’s proposal includes subcontracting opportunities or the potential value of any contract will exceed $90,000, including all renewals, then the Responder must include a HUB Subcontracting Plan.

The HUB Subcontracting Plan (HSP) forms and additional information about the HUB program are found at the Texas Comptroller’s website:

(https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php).

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses.

Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and shall not be protected. In order for the Response to be deemed responsive, the electronic version must contain the entire Response.

Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections. If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch X 11-inch paper. Any maps may be submitted to allow for printing on

TCEQ Solicitation #582-26-00020 A/V Services 6 of 89 https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php

11-inch X 17-inch paper. Standard font size for the Response shall be 10 to 12 point. Charts and maps may use smaller font size, but not less than 8 point.

Language shall be American English.

• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create an Adobe searchable PDF of the entire Response for submission to the

TCEQ.

Submission of Responses

• Submit the Response by the due date and time on the Cover Page using FTPS, as specified under Submission Procedures section. TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified.

TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be, at TCEQ’s discretion, rejected as non-compliant.

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered. TCEQ will not be responsible for the failure of email services.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s

TCEQ Solicitation #582-26-00020 A/V Services 7 of 89 mailto:Procurements%26Contracts@tceq.texas.gov performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

Selection

Depending on the applicable procurement method and solicitation type, in order to secure the best value for the State, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to submit a BAFO. Conduct discussions on Responses scoring within a competitive range and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of work that TCEQ foresees needing performed.

• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

TCEQ Solicitation #582-26-00020 A/V Services 8 of 89 https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php https://texreg.sos.state.tx.us/public/readtac%24ext.TacPage?sl=R&app=9&p_dir&p_rloc&p_tloc&p_ploc&pg=1&p_tac&ti=30&pt=1&ch=11&rl=2 https://texreg.sos.state.tx.us/public/readtac%24ext.TacPage?sl=R&app=9&p_dir&p_rloc&p_tloc&p_ploc&pg=1&p_tac&ti=30&pt=1&ch=11&rl=2

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretions deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with LBB reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

Conflict of Interest

Responder shall disclose apparent, potential or actual conflicts of interest known with the Response in Tab 6. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period. TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

TCEQ Solicitation #582-26-00020 A/V Services 9 of 89

FTPS User’s Quick Guide for Solicitations

How to Create an Account

1. Enter https://ftps.tceq.texas.gov/ut.php into your web browser.

Note: it is important to use the same computer when creating an account and when accessing emails from the FTPS system.

2. Click on the “Sign up a new account” button.

3. Enter a name (company name, for example) and an email address. These two fields are required to be completed. Click the Submit button when done.

TCEQ Solicitation #582-26-00020 A/V Services 10 of 89 https://ftps.tceq.texas.gov/ut.php

4. A confirmation box will appear with additional information. Click the OK button.

5. Check for an email from ftp_account@tceq.texas.gov. To set up your password for your account, click on the link in the email. This will take you back to the FTPS site.

6. Set your password, then click the “Reset Password” button.

TCEQ Solicitation #582-26-00020 A/V Services 11 of 89 mailto:ftp_account@tceq.texas.gov

7. A box appears, confirming that your password has been reset. Click “OK”.

TCEQ Solicitation #582-26-00020 A/V Services 12 of 89

How to Use FTPS to Upload Documents

1. Enter https://ftps.tceq.texas.gov into your web browser.

2. Enter your Username and Password. Click “Login”.

3. Click on the “Upload Files” button at the bottom of the screen.

4. From your computer, find and click on the file or files you want to upload. You can upload multiple files at one time.

TCEQ Solicitation #582-26-00020 A/V Services 13 of 89 https://ftps.tceq.texas.gov/

5. The uploaded file(s) will now appear in the list. Place a check in the box beside the file or files to be shared. Once the files are selected, click the “Share” button.

6. In the pop-up “Share Files” box, enter esbd-response@tceq.texas.gov in the email address box and click the “Add” button. Confirm the correct email address was entered, and then click the “OK” button.

7. Another confirmation screen appears, displaying the file or files that have been uploaded and the email address. Click the “OK” button.

TCEQ Solicitation #582-26-00020 A/V Services 14 of 89 mailto:esbd-response@tceq.texas.gov

8. IMPORTANT: The “Notify Recipients” box appears with pre-filled text. Insert the solicitation number and name in front of the pre-filled text. The text in the red box, below, is an example. Click the “OK” button.

9. A confirmation that the email was sent appears. Click the “OK” button.

TCEQ Solicitation #582-26-00020 A/V Services 15 of 89

10. You will be returned to the Home page. Click the “Logout” button in the top right corner.

-End-

TCEQ Solicitation #582-26-00020 A/V Services 16 of 89

SECTION 2

Scope Of Work and Evaluation Criteria

TCEQ Solicitation #582-26-00020 A/V Services 17 of 89

Scope Of Work

A. Background

Texas Commission on Environmental Quality (TCEQ) is soliciting responses from qualified Contractors to provide technical audio/visual (A/V) assistance and rental of A/V equipment for a variety of trainings, workshops, seminars, and events. Events may be several days in length, with the first day being designated for set-up.

B. Events

1. TCEQ Current Schedule of Events:

a. September 17, 2025 - Pollution Prevention Workshop at the Commons Conference Center

b. October 21, 2025 – Water Quality / Stormwater Seminar at the Commons Conference Center

c. February 24-25, 2026 – State of the Bay Symposium at the Moody Gardens Convention Center

d. May 19-20, 2026 – Environmental Trade Fair and Conference at the Henry B.

Gonzalez Convention Center

e. June 9, 2026 – Texas Environmental Excellence Awards at the Bullock State History Museum

f. May 11-12, 2027 - Environmental Trade Fair and Conference at the Henry B.

Gonzalez Convention Center

g. May 16-17, 2028 - Environmental Trade Fair and Conference at the Henry B.

Gonzalez Convention Center

*TCEQ may or may not require A/V assistance by the contractor for each of these events.

2. Environmental Trade Fair and Conference (ETFC)

For more than 30 years, TCEQ has hosted the Environmental Trade Fair and Conference (ETFC). The ETFC provides educational training for environmental professionals, sanitarians, professional engineers, professional geoscientists, environmental managers, consultants, business owners, etc.

The next ETFC is scheduled for May 19-20, 2026, at the Henry B. González Convention Center (HBGCC) in San Antonio, Texas. Throughout the two

(2) day conference, typically 12-15 educational tracks are held, with concurrent presentations totaling over 100 classes. This event hosts over 3,000 registered attendees. The Exhibit Hall floor hosts over 300 exhibitors spanning over 500 booths.

3. Texas Environmental Excellence Awards (TEEA)

TCEQ also hosts the Texas Environmental Excellence Awards (TEEA) annually. The next TEEA event is scheduled for June 9, 2026 at the Bullock Texas State History Museum in Austin, Texas. A/V setup for the 2026 TEEA Event will be in the Grand Lobby. This event may or may not require A/V assistance by the contractor. The venue for this event is subject to change

TCEQ Solicitation #582-26-00020 A/V Services 18 of 89 after 2026. A/V needs are subject to change based on the venue and may require a different A/V setup and installation than at the Bullock Texas State History Museum. (See Section D.3.d).

4. Other

TCEQ also hosts smaller seminars, such as the Advanced Air Permitting Seminar (AAPS) and Water Quality/Stormwater Workshop (WQWS) throughout the year that may require A/V assistance. These seminars are typically held in smaller venues throughout central Texas and may or may not require A/V assistance from the contractor. There may be additional events hosted by TCEQ throughout the year that may or may not require A/V assistance from the contractor.

TCEQ reserves the right to add or remove Events and Seminars to this Contract.

Contractor must have the resources available to perform the tasks and deliverables under the Scope of Work for a live event of any scale. TCEQ expects all tasks, duties, and deliverables to be performed. Contractor must perform the duties in a timely and professional manner.

C. Summary of Work

1. Work Orders

The selected Contractor will perform work described in the Scope of Work in accordance with the contract documents and written Work Orders issued by TCEQ. TCEQ does not guarantee a minimum amount of work or Work Orders for each event.

The Work Order will specify the services required. In response to the Work Order, selected Contractor shall provide a Work Plan detailing an A/V Plan, Staff List (staff dedicated to specified Event) and a corresponding Work Order Budget. The Work Order process is defined in the Procedures for Work Orders Section. The Work is funded by the State of Texas.

Refer to “Procedures for Work Orders” located in the Draft Contract section.

2. TCEQ Responsibilities

a. Venue size will be communicated in the Work Order.

b. Quantities and types of actual equipment required will be specified in the Work Order

3. Contractor Responsibilities

a. Selected Contractor shall provide one master bill for all A/V charges including equipment rental, AV services, and labor hours.

b. Refer to Work Order procedures. When returning Work Order Plan, Contractor shall list A/V equipment pricing as per the Price Form. Where multiple items are available, the price shall be based on the best available.

D. Tentative Event and Equipment Details

1. Environmental Trade Fair and Conference (ETFC)

When possible, TCEQ amends the contract with the HBGCC to allow move in the Friday prior to ETFC (subject to availability at the HBGCC). Currently, TCEQ utilizes Exhibit Hall 4A and 4B as well as Meeting Rooms 205-217 on the Meeting Level of the convention center.

TCEQ Solicitation #582-26-00020 A/V Services 19 of 89

TCEQ staff and A/V staff will be granted access to the Facility by 6:00 am each day. TCEQ Contract Manager and A/V Contractor will agree upon move in date and time after the Event agenda has been finalized. A/V Contractor must be available for move in the Sunday and Monday prior to the Event (Day 1 and Day 2). Classrooms should be set up by 4:00 pm on Day 2. Move out/strike can begin at 6:00 pm and must be completed no later than midnight on the last day of the event (Wednesday - Day 4).

Event times and details are tentative. TCEQ reserves the right to adjust the Event times and details dependent on the final agenda.

2. Texas Environmental Excellence Awards (TEEA)

TEEA and A/V staff will be granted access to the Bullock Texas State History Museum at 1:00 pm on June 9, 2026. TCEQ Contract Manager and A/V Contractor will agree upon move in date and time after the Event agenda has been finalized. Move out/Strike can begin at 9:30 pm and must be completed no later than 10:30 pm. TCEQ will communicate move in, setup, move out and strike times for another venue used for this Event if/and when applicable.

3. Equipment Rental

The A/V needs may consist of any or all of the equipment listed below and will vary based on event and the venue where the event is held.

a. General A/V Requirements

• Lectern with wired microphone and light

• Handheld wireless microphone

• Wireless paging microphone

• Microphone stand

• Wireless lavaliere microphone

• Table/Panel microphone

• Laptop computer with wireless mouse and speakers

• Cabling for laptop connections either on podium or presenter’s table

• USB wireless remote w/pointer

b. A/V Needs for the Classrooms

• LCD projector: 3,000-6,000 lumens, 1080 pixel, 16:9 aspect ratio

• Stand for LCD projector and/or laptop

• Front projection screen:- 16:9 aspect ratio, various sizes appropriate for classroom

• Dress kit for screen

• HD/SD digital video mixer

• Audio mixer: minimum 16-channel

• Video distribution amplifier (signal booster)

c. A/V Needs for the TEEA Event (Grand Lobby setup)

• Audio PA and column speakers

• Powered speakers

• Lectern microphone kit

• 16-channel digital mixer

• Wireless microphone package

• Stage lighting

• Column uplighting

• 6’ x 8’ stage

TCEQ Solicitation #582-26-00020 A/V Services 20 of 89

d. A/V Needs for the TEEA Event (subject to change based on the venue)

• Front projection screen: 16:9 aspect ratio, of various sizes, and appropriate size for ballroom

• Rear projection screen: 16:9 aspect ratio, of various sizes, and appropriate size for ballroom

• Dress kit for screen

• Lcd projector: 4,500-6,000 lumens, 1080 pixel, 16:9 aspect ratio

• Video distribution amplifier (signal booster)

• HD/SD digital video mixer

• Dual screen switching package HD

• Cameras with studio kit

• Digital video recorder

• Playback device

• Flat panel video floor monitors (minimum 42”)

• High-definition playback unit

• Image blending unit (picture-in-picture)

• Presidential teleprompter

• Line array/flown audio system

• Patch (audio)

• Stage monitor system

• Specialty lectern microphone

• Intercom base station

• Intercom headset

• Anchor speakers

• Short-cut editor

• Audio mixer (minimum 16-channel)

• LED lighting package for scrim

• Stage lighting package

• Chain motors

• Sound system, either house or stand alone

• HD video camera, suitable for webcast

• HD camera tripod

• Video encoding device

• Staging and associated structures

e. Webcast TCEQ may offer a webcast of none, any, or all presentations. TCEQ prefers to host events at a facility that can provide equipment for webcast. TCEQ may consider bids that request the TCEQ furnish webcast equipment or allow TCEQ the option to furnish webcast equipment.

• 1080P HD video camera, suitable for webcast

• HD camera tripod

• Video encoding device suitable for webcast (encoding hardware or laptop with encoding software installed)

f. Miscellaneous A/V Electrical Fees

• Electricity fee for exhibitors: 120v 1,000W outlet

• Electricity fee for presentations: 120v 1,000W outlet

TCEQ Solicitation #582-26-00020 A/V Services 21 of 89

• Electricity fee for rigging; 30-amp 3 phase 208v

• Electricity fee for lighting; 100-amp 3 phase 208v

• Electricity fee for audio/video; 60 amp single

• Electricity fee for audio/video; 100-amp 3 phase 208v

• Electricity fee for front of house/tech riser; 3-30-amp 110 v

g. Miscellaneous A/V Items The following equipment may be rented upon request.

• Industry standard pipe & draping, minimum 19 ft.

• Phone lines/interface for the hearing impaired

• Flat panel monitor, 42”

• Dual post floor stand

• Tablet

• Tablet stand

• Printer

• Computer speakers

• Walkie-talkie system

• Earpieces

• Extension cord

• Portable hard drive for TCEQ copy of the TEEA event

• Lift for installation and dismantling

• Network switch, minimum 8-port

• Network switch, minimum 16-port

h. Other AV Services

• Graphics production for various uses. TCEQ may request graphics for the Presentation Management System, and for the TEEA entryway photo carousels.

• Conference Presentation Management System. Performing party will build and manage a webpage which will contain PDF copies of all classroom presentations for the ETFC. Contractor will host Presentation Management webpage for one year following the ETFC.

Performing party will provide a method for uploading all presentations by various TCEQ staff. Performing Party will be responsible for transferring uploaded files to Presentation Management webpage.

The TCEQ reserves the right to request additional A/V equipment on an ‘a la carte’ basis should needs change.

i. .A/V Service Charge Service charge for A/V rental, if applicable, shall not to exceed 21%.

4. AV Staffing and Estimated Labor Hours

Contractor shall list staffing needs per employee role and pay rate. Actual staffing needs for events may consist of any or all of the staff listed below.

Exact labor hours and staff required will be determined on an as-needed basis for each event and specified in the Work Plan. Pay rates quoted on Work Plan shall be the same as those listed on the Price Form.. Staging and production services in the exhibit halls, smaller venues, Grand Lobby, and a convention center ballroom for TEEA banquet, and for general and classroom sessions. A/V labor hours must be included on the master bill and detailed in the Work Order Budget.

TCEQ Solicitation #582-26-00020 A/V Services 22 of 89

E. Key Personnel

1. A/V On-Site Show Coordinator

One (1) A/V On-site Show Coordinator will be required for ETFC, TEEA and smaller seminars. A/V On-Site Show Coordinator must meet the following requirements:

a. Responsibilities

• Serves as the main point of contact between the A/V Contractor and the TCEQ.

• Responsible for managing and coordinating audio visual services at the TCEQ Events and Seminars.

• Coordinator will create a Work Plan. Will work with TCEQ Contract

Manager to determine exact A/V needs, to include equipment rentals, staffing, and labor hours. Work Plan will be delivered via email.

• Coordinator will Develop a Work Order Budget in connection with the TCEQ Contract Manager. Except for complementary items, only items identified in the Price Form may be used in the Work Order Budget, unless approved by TCEQ Contract Manager.

• Work involves establishing objectives; developing schedules, priorities, and standards for achieving deliverables under this contract; evaluating program activities; developing budget requests;

and coordinating program activities.

• Plans, assigns, and supervises the work of others.

• On site and available during set up days, during the Event, and after the Event for tear down.

2) Experience

• Must have a minimum of five (5) years of experience in positions with similar responsibilities.

• Must have knowledge of relevant laws, procedures, regulations, industry practices and resources.

• Must have ability to work under minimal supervision with extensive latitude for the use of initiative and independent judgment.

Project Manager

Will be required for ETFC only.

• Coordinates audio visual services in the exhibit hall and classrooms under the direction of the on-site show coordinator.

• Minimum Qualifications: Five years of experience in positions with similar responsibilities.

a. Additional A/V Staff

Contractor must provide adequate staffing for TCEQ Events and Seminars. Contractor will utilize support from personnel such as those outlined below. Contractor will propose exact personnel, description of work performed, hourly rates, and estimated hours in the Plan. Only the staff outlined in the Work Order may be utilized for any Event. TCEQ will consider bids that request TCEQ to provide webcast staff.

A minimum of three (3) years of full-time experience will be required, unless otherwise noted:

TCEQ Solicitation #582-26-00020 A/V Services 23 of 89

• Meeting room coordinator to lead the meeting room technicians.

• Meeting room technicians to resolve technical, lighting, and computer issues that may arise in each classroom during the presentations. Minimum one (1) A/V technician in each classroom, smaller venue and/or TEEA Event space during show hours is required; technicians must be available to assist with lighting, sound, and A/V equipment.

• Computer Coordinator/Specialist to lead the computer technicians.

• Computer Technician to set up and tear down computers in classrooms.

• General Technician to operate A/V systems in exhibit hall and classrooms.

• Lighting Engineer/Specialist to design lighting for TEEA.

• Audio Engineer/Specialist to design audio for ETFC.

• Video Engineer/Specialist to design and integrate sources for ETFC.

• Graphics Designer to develop graphic images to be used for the TEEA ceremony.

• Audio Assistant to manage stage audio.

• Video Assistant to manage stage video.

• Technicians to setup and teardown sound, video, and lighting equipment.

• Audio, video, and lighting personnel to operate systems.

• Camera Operator for webcasting (only at request)

• Teleprompter Engineer to operate teleprompter during practice runs and banquet.

• Licensed riggers to setup and teardown equipment.

C. Specifications and Standards for Performance

1. Participation in meetings

A/V On-site Show Coordinator must participate in pre planning and post conference meetings with agency staff.

2. Deliverables

Electronic copies of all deliverables, including Work Plan and Work Order Budget, shall be delivered to the TCEQ by the deliverable date. All electronic deliverables must meet the requirements of Title 1 Texas Administrative Code Chapters 206 and 213. The TCEQ’s software standards are Microsoft Office 2016 Professional (Word, Excel, Access, and PowerPoint). Specific Work Orders will lay out more detailed tasks and provide additional specifications for deliverables.

TCEQ Solicitation #582-26-00020 A/V Services 24 of 89

Evaluation Criteria

Responses and Best and Final Offers will be scored on the basis of factors constituting the best value and best interest of the state using the following general categories for which maximum possible scores are shown:

1) Statement of Qualifications – 20 points

2) Key Personnel Qualifications and Experience – 30 points

3) Technical Approach and Sample Work Plan – 30 points

4) Price – 20 points

The TCEQ may consider, for the assignment of points for Qualifications, information regarding the Responder’s past performance for TCEQ, other governmental entities and businesses.

1. STATEMENT OF QUALIFICATION

A. Responder’s Company Qualifications – Selection Criteria: 20 Points

I. Company Organization:

Describe the Company's organization including at a minimum:

type of business organization, e.g., corporation, partnership, sole proprietorship, etc.; date established; state of incorporation; Texas authorization(s) to conduct business; location of your company headquarters; relevant branch offices.

II. Company Ability To Perform:

Give an overview description of the Company's resources you deem necessary to fulfill the requirements of the Scope of Work.

Provide a general explanation and/or organizational chart which specify project leadership and reporting responsibilities. Include proposed number of personnel by discipline to be dedicated to perform the services for TCEQ. The overall description should include the Company’s plan for managing resources, as well as an escalation hierarchy and contingency plan for handling any issues that may arise.

III. Company Past Performance:

Responders shall submit information on the three (3) most recently completed contracts or contracts currently in progress for similar work to that described in the Scope of Work. Three (3) examples should also be provided by each listed subcontractor.

These example contracts may include contracts with Federal, State and local governments, as well as commercial businesses. Some additional consideration/weight may be given to examples of projects that are similar to this project in type and scale or level of effort. Provide examples of entities comparable in size to TCEQ that have locations across the state. Demonstrate at least four (4) years of experience in the type of work described in the SOW.

TCEQ Solicitation #582-26-00020 A/V Services 25 of 89

Include the following information for each contract and subcontract:

1. Name of contracting activity.

2. Contract number, if applicable.

3. Contract title.

4. Brief description of contract or subcontract.

5. Total contract amount.

6. Period of performance.

7. Project or program manager and telephone.

8. List of major subcontractors (if applicable).

9. Description of the services and how they were delivered to participants.

10. If the Responder has no relevant past performance history, the Responder must affirmatively state that it possesses no relevant directly related or similar past performance. If the Responder does not indicate whether past performance history exists, the Responder’s proposal may be considered ineligible for award.

11. List all work performed for the TCEQ as prime Contractor or subcontractor during the last twenty-four (24) months including contracts, purchase orders, and sole source and emergency procurements. For each specific project, list the TCEQ contact associated with the project and the TCEQ division and section in which the contact is or was employed.

Please be aware that TCEQ will review and take into consideration when evaluating past performance any information gained about a Responder from the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System.

B. Responder Company’s Client References

Pass/Fail

Provide at least three (3) client references including names, contact addresses and phone numbers for clients for whom the Responder has performed similar services as described in the Scope of Work. If the clients listed in Company Past Performance above are for similar work, the Responder may list the same client references in both the Company Past Performance Section and the Responder Company’s Client References Section of the Responder’s Response under Tab 2.

Do not include references that refuse to release information on previous contract work to TCEQ or others upon request.

Note: If references cannot be contacted because information supplied was erroneous or incomplete, those references will be counted as “unsatisfactory” and may result in a “fail” designation.

If the Responder does not provide all of the required references, the Responder must affirmatively state the reason. Part of the procedure for

TCEQ Solicitation #582-26-00020 A/V Services 26 of 89 selecting the Response will involve a state employee calling the references and asking them questions related to their knowledge of the Responder’s work.

2. RESPONDER’S KEY PERSONNEL QUALIFICATIONS AND EXPERIENCE

Selection Criteria: 30 Points

Description of company's key personnel deemed necessary to fulfill the requirements of the Scope of Work. Provide a general explanation and/or chart which specify project leadership and reporting responsibilities, and indicates which team members will interface with TCEQ management. Team members might include personnel you deem necessary for TCEQ to evaluate your Response.

List all personnel who are available and key to providing the services described in the Scope of Work. For the personnel listed, Responder shall describe specific, relevant experience(s) including: contract numbers, dates and project officers/team leaders for projects listed. The Responder shall also provide detailed resumes for all key personnel designated to take responsibility for segments of the Work. The Responder shall include similar information for any subcontractors to be engaged for any Work under this Contract.

3. TECHNICAL APPROACH AND SAMPLE WORK PLAN-

Selection Criteria: 30 Points

Describe generally your technical approach for performing the services described in the Scope of Work. These descriptions are not expected to exhaustively illustrate all of the Responder’s capabilities but instead should provide examples of areas where Responder’s abilities can be of service to the

TCEQ.

Please provide the following:

a. A detailed description of the technical approach for completing tasks,

b. A communication and escalation plan,

c. A schedule of Work,

d. Quality Assurance/Quality Control procedures for performing the work.

The Technical Approach must demonstrate that the Responder is able to competently perform all required services in accordance with the schedule and within the budget the Responder provides.

Include a Work Plan for providing services as described in the Example Work Order found in Exhibit 1. The Work Plan should be formatted as described in the Work Order Process section (refer to the Contracts Section). The evaluation criteria of the work plan is described below:

a. Adequacy and innovativeness of the approach based upon the description of how the Work would be completed.

b. Demonstrated understanding of the TCEQ’s requirements as described in the Sample Work Order. Demonstrated understanding is reflected by such factors as: choice of project example documentation; attention to detail in the proposal; and the quality of the technical work plan. The technical work plan

TCEQ Solicitation #582-26-00020 A/V Services 27 of 89 should demonstrate the Responder’s comprehensive understanding of the required effort and any other factors necessary for successful completion of the work order tasks.

c. Demonstrated understanding of the contract objectives and the Responder’s description of the specific details of the methods to be used to accomplish the contract objectives.

d. Responders are encouraged to include diagrams showing the tasks and milestones related to draft and final reports.

e. Demonstration of the appropriate and timely use of professional staff.

f. The budget distribution for the contract.

g. Distribution of labor hours among labor classifications. Work plans should strive to achieve a fair balance between price and appropriate use of higher-level employees. Using too few high-level staff hours will result in a lower price, but may reduce the quality of the work product, and vice versa. When showing staff assignments, the Work Plan should use the labor classifications provided in the Scope of Work.

h. Demonstration of appropriate use of quality assurance/quality control procedures. The Work Plan should include a QA/QC plan describing the measures to be taken to assure that the work product is of high quality and as error-free as possible.

i. Demonstration of schedule control procedures.

j. Describe approach to dealing with existing TCEQ staff. Include any additional information or resources you would suggest that the TCEQ utilize to accomplish this objective.

4. PRICE FORM –

Selection Criteria: 20 Points

Propose your fully-loaded, firm, fixed prices or hourly rates. Prices shall include all costs of performance, including materials, equipment, labor, communication, and planning to successfully complete all services. All prices shall be considered as fully-loaded rates, that is, the rates include an accounting of all expenses. No other prices may be charged to TCEQ or paid by TCEQ. TCEQ may authorize reimbursement of specifically described necessary costs for items not on the Price Form if the authorization is made in writing prior to the Contractor incurring the cost.

Individual pay item prices may be weighted according to estimated project usage during evaluation. The price score will be calculated per the formula below:

𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃 𝑆𝑆𝑃𝑃𝑆𝑆𝑃𝑃𝑃𝑃 = �1 −

Responder’s price total− Lowest price total of a Responder

Highest price total of a Responder � ∗ 20 𝑝𝑝𝑆𝑆𝑃𝑃𝑝𝑝𝑝𝑝𝑝𝑝

TCEQ Solicitation #582-26-00020 A/V Services 28 of 89

EXHIBIT 1

Sample Work Order Please provide a sample Work Plan based on the following example Work Order.

Please follow the format as described under #3 Technical Approach and Sample Work Plan – Selection Criteria and return with your proposal under TAB 4 – Technical Approach and Sample Work Plan.

Please note that all names, dates, and dollar amounts are hypothetical.

TCEQ Solicitation #582-26-00020 A/V Services 29 of 89

Sample Work Order

FY26 Audio and Visual Services for ETFC

Texas Commission on Environmental Quality (TCEQ)

WORK ORDER 01 under Umbrella Contract # 582-26-00020

BETWEEN TCEQ and (Contractor)

FY26 Audio and Visual Services for ETFC

Work Order No.: 01 Umbrella Contract No.: 582-26-00020

Contract Title: Audio and Visual Services for Conference and Seminar Account Events Original Amount of Umbrella Contract: $2,000,000

Work Order Amount (Maximum Not-to-Exceed): $225,000 Amount in Contract after this Work Order: $1,750,000 Effective Date of the Work Order: When Issued

TCEQ Program Manager: Eve Adams TCEQ Contract Manager: Jane Eden

This Work Order and Contract do not involve the use of Federal Funds.

Timeline:

Upon issuance of this Work Order, Contractor will prepare and submit to TCEQ the following items for the for the Environmental Trade Fair and Conference (ETFC): a draft Audio and Visual (A/V) Work Plan, floor plans for the ETFC classrooms, and the Conference Presentation Management System (presentations webpage). Contractor will develop a Work Order Budget for the costs to implement all tasks and deliverables in the Work Plan. Contractor shall begin work upon issuance of the Work Order; no notice to proceed will be issued for these tasks. Contractor shall be paid for the Preparation of the Work Plan, for preparation of the Conference Presentation Management System, and for preparation of the Work Order Budget according to the agreed upon price form.

After TCEQ approval of the floor plans for the ETFC and upon notice from TCEQ, Contractor shall revise the Work Plan and Work Order Budget to reflect final equipment orders as negotiated with the TCEQ Contract Manager. Contractor will not be paid an additional fee for revising the Work Plan or Work Order Budget. Upon approval of the revised Work Plan and Work Order Budget, TCEQ will issue a Notice to Proceed, and Contractor may begin work on the Tasks 5 through 13.

Unless extended, Work Order will expire August 31, 2025. Contractor shall communicate to TCEQ 14 days prior to the deliverable due date if it anticipates that all deliverables will not be completed prior to the due date.

TCEQ Solicitation #582-26-00020 A/V Services 30 of 89

Contractor must submit a final payment invoice/request as well as a Release of Claims no later than the 15th day of the month after the TCEQ’s approval of the final deliverable for this Work Order.

Background:

The Texas Commission on Environmental Quality (TCEQ) is authorized by the Texas Legislature to operate a cost recovery account to provide our customers training and education opportunities. The TCEQ hosts various Trainings, Workshops, Seminars and Events throughout the year.

For more than 30 years, the TCEQ has hosted the Environmental Trade Fair and Conference (ETFC).