ESBD_430582_1750789693126_IFB-455-25-1019 LIVE AUDIO-VISUAL STREAMING SERVICES.doc

Procurement and Contract Management Competitive Bidding Form (Invitation For Informal Bids) Bid No. 455-25-1019 Issue Date: June 24, 2025 Response Due Date: 07/24/2025 by 2:00 PM CT

Respond to:

Name and Title: Sonya Patterson, Contract Manager Telephone: 512-463-6813 E-mail: Sonya.Patterson@rrc.texas.gov

Calendar of Events Date Issuance of IFB June 24, 2025 Deadline for Submission of Written Inquiries (no later than 2:00PM CT)

July 8, 2025 Response to Written Inquiries, if any (Addenda posted to ESBD)

July10, 2025 Offer Due Date (no later than 2:00PM CT)

July 24, 2025 Award Date (estimated only)

July 31, 2025 Vendor Instructions:

Vendors shall submit their best pricing for products and services as outlined in this document. Quotes must remain good for 30 days. Services may not be substituted unless otherwise specified. All associated charges related to the services and/or equipment delivery must be provided on this form. For any questions, contact the Procurement/Contract staff listed above. NOTE: (1) Late responses will not be considered, (2) award(s) will be made in the best interest of the State, (3) vendors must specify if quoting all or none and (4) must state whether taking exceptions to the attached RRC Terms and Conditions.

The vendor’s authorized agent must sign below. By signing this document, the bidder acknowledges that all information contained in the document is true and correct and that bidder agrees to comply with all terms and conditions. Failure to sign will disqualify this bid. 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 34 TAC Rule §20.282. (Form must be signed; failure to sign will disqualify response.)

Texas Vendor Identification No. (or Federal Employer’s ID):

Name of Business:

Street Address:

City-State-Zip Code:

Telephone Number:

E-Mail Address:

Print Name:

Signature

Title

Date

IFB 101424

In accordance with the provisions of Texas Government Code 2156.121-2156.127, Texas Government Code 2157.121-2157.127 and the Rules and Procedures adopted by for The Railroad Commission of Texas (RRC), RRC is soliciting proposals to provide live audio-video broadcasting (webcast) for the Commissioners’ Conference open meetings held by the agency or on-demand from a hosted website solely dedicated to open meetings of RRC.

840-14

840-56

840-67

840-84

911-09

911-10

915-06

915-07

915-09

915-25

915-82

915-84

The Awarded Vendor shall provide all labor, materials, equipment, tools, incidentals and services necessary to deliver all RRC as described in Appendix A: Statement of Services.

The Awarded Vendor shall perform all service activities required to deliver a completed project.

All work under the Contract shall be performed in accordance with applicable federal, state, and local statutes, laws, ordinances, regulations, and rules, including applicable RRC Rules, the specifications as described in this bid document issued under the Contract, and all terms and conditions of the Contact shall apply.

(See Appendix A: Statement of Services below)

Vendor Experience and Qualifications

Minimum qualifications. To be eligible for consideration of contract award, Respondent must meet all minimum qualification requirements as outlined in the Solicitation and Contract Documents, including requirements stated within any part of this IFB and/or the Statement of Work (SOS), if applicable. A Response must clearly demonstrate Respondent meets the following minimum qualifications:

Responses shall include, but not be limited to the following information:

Pricing:

Pricing information shall be reported as line item, lump sum, with a grand total, and shall include all costs to complete and deliver each and all deliverables. Respondent shall include deliverable and itemized project pricing for each service listed in Appendix B: Pricing Worksheet.

Vendor Experience and Qualifications:

Respondent shall include examples and detailed descriptions of at least three (3) projects delivered by Respondent within past five (5) years that demonstrate Respondent’s ability and qualifications to deliver the goods and services required under a contract arising from this IFB. Respondent shall include projects that represent delivery of information technology services, similar in size and scope to that of the project within this IFB, and that were delivered to one or more state oil and gas regulatory agencies in the U.S.

Responses shall include, at a minimum, resumés for all Respondents key personnel such as;

Project team key personnel, and sub-vendors, who are assigned to the project, and/or assigned in a project management role and/or operations management role, and/or personnel assigned to critical project activities and/or work segments.

Resumés shall include, but not be limited to the following required information:

Relevant certifications and/or licenses;

Detailed description of experience, including quantity (years/months), projects, roles, and type of tasks (vendor-personnel shall be fully qualified with the applicable and relevant experience for the task(s) required);

RRC maintains the authority to approve and/or remove vendor personnel from the project. Vendor personnel must be replaced immediately with the equivalent or greater skill set. All associated costs to do so will be covered by the vendor.

Vendor Technical Approach:

Provide elaboration of, and details related to, Respondent’s approach to meeting the objectives of the IFB. Respondent’s approach shall demonstrate Respondent's experience, expertise, and ability to plan and complete all work required under a Contract arising from this IFB.

Company Information:

Respondent’s name and physical address;

Respondent’s Vendor Identification Number (11-digit number issued by the Texas CPA;

Respondent’s Federal Employer Identification Number (9-digit number issued by the IRS);

Respondent’s authorized agent’s signature, printed name, title, and date of signature to Response.

References:

Provide three (3) work-related references.

Provide three (3)

Email responses to Sonya.Patterson@rrc.texas.gov Please reference the Bid # in the subject line of your quotes.

NOTE: Quote F.O.B. Destination Freight Prepaid & Included, otherwise show exact delivery cost and terms.

Please include delivery time and estimated delivery date.

Check below if preference claimed under Pursuant to 34 TAC §20.306 Vendor claims the preference(s) checked below:

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

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

□ Agricultural products grown in Texas

□ Agricultural products offered by a Texas bidder

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

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

□ Texas Vegetation Native to the Region

□ USA produced supplies, materials or equipment

□ Products of persons with mental or physical disabilities

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

□ Energy Efficient Products

□ Rubberized asphalt paving material

□ Recycled motor oil and lubricants

□ Products produced at facilities located on formerly contaminated property

□ Products and services from economically depressed or blighted areas

□ Vendors that meet or exceed air quality standards

□ Recycled or Reused Computer Equipment of Other Manufacturers

□ Foods of Higher Nutritional Value.

HUB Statement Bidder must answer the following questions:

If an award is issued, do you plan to utilize a subcontractor or supplier for any portion of the contract? ____ Yes ____ No.

If yes, what percentage of the total award would be subcontracted or supplied by HUBs? ______%

If you will be subcontracting any portion of the work of this contract with a State of Texas HUB certified vendor, please identify the subcontractor’s contact information and FEIN below (or attached an additional sheet if needed):

Work to be subcontracted:

Subcontractor Name: ______________________________________________________________________________________________________________

FEIN: _______________________________________________________

Address:

Phone/Fax:_____________________________________________________________________________________________________

Email:

If no, explain below, or on a separate document, why no subcontracting opportunities are available or what efforts were made to subcontract part of this project. ______________________________________________________________________________________________________________

Are you certified as a Texas HUB? ______ Yes ______ No

APPENDIX A

STATEMENT OF SERVICES

1. General Overview.

The Respondent shall provide all labor, equipment, materials, services, coordination and supervisory activities required provide live-audio-video broadcasts (webcasts) of Commissioners’ Conference Open Meetings, certain hearings, and additional meetings as deemed appropriate by RRC for streaming video live, for viewing in real time, or on-demand from video archived. The services include internet connectivity for webcasting the meetings, a private dedicated data circuit to link a video server, software licenses required to operate the webcasting system, operation of the storage media for archiving meeting and operation of video and web servers.

Respondents shall provide a segment to the response providing options for closed captioning and/or a transcript of the live-broadcasted and archived meetings.

2. Project-Based Services.

The responsibilities of the Respondent for the duration of the Contract are to:

a. Provide on-site staff, software, and equipment for temporary internet live-audio broadcast (website) services in room 7-100 for unlimited time limits. Thereafter, provide internet live-audio broadcast (website) services in rooms 1-100, 1-104, and 1-11 of the William B. Travis State Office Building located at 1701 N. Congress Ave, Austin, TX, 78701.

b. Provide on-site staff, software, and equipment to internet live-audio-video broadcast (webcast) services in rooms 1-100, 1-104, and 1-111 of the William B. Travis State Office Building, located at 1701 N. Congress Ave, Austin, TX, 78701.

c. Webcast approximately twenty (20) Commission Open Meetings per year, along with other hearings, rules workshops and RRC internal events that may be added throughout the year. Five hearings (5) and four (4) Executive Director town hall meetings are estimated for Fiscal Year 2026 (September 1, 2025-August 31, 2030).

d. Provide multiple cameras in each meeting room. The largest room, room 1-104 requires a minimum of four (4) cameras. Room 1-100 requires at least two (2) cameras. Room 1-111 requires at least three (3) cameras. The location of the cameras must enable to on-site operator to position speakers in camera range from anywhere in the room. In addition, the system should allow the ability for input for other uses, such as a feed from a PowerPoint projector or a second video feed of a sign-language interpreter.

e. Provide and host a website, dedicated solely to webcasts of the RRC, to view and access both live and archived video files. This page will also include a copy of the meeting agenda, agenda tools such as the live agenda marker, agenda clips, and notes with important information or updates.

f. Publish archive of each web-casted meeting on Respondent-hosted website within 24 hours of meeting conclusion.

g. Maintain online video archives of meetings for two years following the date of the meeting. The archives will contain an individual video segment for each agenda item.

h. Maintain copies of archives, either on or offline, for seven (7) years and furnish a copy to RRC at no additional cost and in any format requested by RRC.

i. Provide webcasts in high definition over the internet, available for viewing on the latest versions of Chrome, Firefox, Internet Explorer and Safari on desktops and laptops and the latest versions of Android Native, Chrome, Safari and additional interest services as may be identified, on mobile devices such as smartphones and tablets.

j. Provide all equipment and staff to live broadcast hearings in an adjacent room when attendance at the hearing is expected to exceed room capacity.

k. Verify and check camera focus and range capabilities, audio levels and feeds, and confirm functionality of other equipment onsite before each meeting.

l. Provide technical support to RRC staff or its customers accessing meeting content.

m. Communicate with RRC personnel (via email) of any relevant technical information, including firewall or network adjustments.

n. Post-meeting agenda during live-broadcasted open meetings using an interactive marker to indicate the agenda item currently being discussed.

o. Ensure adequate bandwidth to support reasonable access by the agency's staff and customers.

p. Provide a system with redundant backup. If the live stream is interrupted, the meeting video will be restored for archival purposes using a designated redundant path.

q. Provide coverage for a webcasted meeting within 14 calendar days of RRC request.

r. Provide independent data circuits, separate from the RRC network to the video server.

s. Provide the RRC with an automated method to post a URL for live broadcasts on the RRC website, https://www.rrc.texas.gov. The script will automatically populate the RRC webpage with live and archive links, as well as notices, as they are made available on the Respondent-hosted website.

t. Provide a mobile broadcast solution, if RRC’s primary facility, the William B. Travis building, becomes uninhabitable. Respondent will supply all required equipment and staff to provide webcast coverage. If no internet connection is available at the temporary facility, Respondent will produce and save a video to be uploaded as an archive.

3. Project Risks, Assumptions and Constraints.

a. Respondent must detail the pricing for the services as required to perform this Contract. Respondents may submit pricing as indicated in Appendix B.

b. Respondent will provide an inventory of all equipment required of this IFB or modified as needed to provide a summary of assumptions and exclusions.

c. Respondent and subcontract staff will sign Non-Disclosure Agreements and security agreements prior to implementation of the Contract and any Subcontracts between the Respondent and third-party providers fulfilling tasks under the scope of this IFB.

d. There must be a Prime Respondent (“Respondent”) legally and financially responsible for all the required scope to perform this Project. One consolidated cost section must be provided by any Respondent acting as a Respondent on behalf of multi-Respondent responses. The Prime Respondent assumes total responsibility for the performance of the work as specified in this IFB.

e. Subcontractors providing the scope under the Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of responsibility for ensuring performance of the requested services. Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed Subcontractors.

4. Respondent Roles and Responsibilities.

a. Responsible for planning and scheduling activities to accomplish work as needed to complete the work described in this IFB.

b. Provide personnel who have identifiable work experience and education to perform their assigned work. Detailed experience and qualifications for the Respondent’s staff members will be provided to RRC prior to the staff commencing any work.

c. Comply with all records retention requirements and schedules as required by Texas state law (13 Texas Administrative Code § 6.94). Respondent understands the video archive files are considered electronic records.

d. Retain video archive files and maintain any software, hardware, or documentation required to retrieve and view such files. Respondent will recopy or reformat archive files as required to ensure availability and usability until the expiration of the retention period of the electronic record. Respondent will provide individually accessible files based on meeting- and date-specific file naming convention. In the event of termination for convenience or non-performance, contract expiration, or business failure of the Respondent, all data will transfer to the RRC in a format usable by a succeeding Respondent or system.

e. Address known cybersecurity risks associated with the technology and any costs associated with addressing identified cybersecurity risks.

f. Ensure recording and transmission services provides content integrity to all users in a manner that the website and its content contains what the end user intends to access, as specified in this IFB.

g. Assume responsibility for the cost, maintenance and security of all equipment and software required to perform the scope of services as specified in this IFB. The equipment includes but is not limited to: pan-tilt zoom cameras, data circuits, editing boards and software. Any equipment, software, or services that the Respondent is unable to provide should be described in the response.

h. Conform to requirements of 1 Texas Administrative Code §209 as well as Department of Information Resources SRPUB05 Video Conferencing Guidelines where applicable.

i. Meet or exceed the standards of the International Telecommunications Union for video conferencing, as applicable, with the equipment and software version utilized for encoding the video stream.

j. Utilize H.264 streaming protocol for the video stream:

· Mixed video and audio signals are sent to an encoding computer and the video is compressed and sent to the Respondent's video servers that deliver the H.264 content to the end user via live or on-demand streaming.

· The stream delivered will not require a specific player (i.e., the video plays embedded in an HTML window) and will scale to the maximum bandwidth available on the end user side.

k. Communicate with the agency point of contact for any scheduling clarifications or requests outside of the calendar postings or email notifications. The Respondent understands that the schedule can change and will check the calendar frequently to ensure complete coverage.

l. Maintain a continuity of disaster recovery plan providing for restoration of service. This plan will include maintenance of mobile equipment; transport over a self-healing network; routers that can be rebooted remotely or by onsite staff; backup power generators for power outages at Respondent’s network operations center (NOC); and co-location of network equipment. Respondent will provide a copy of its disaster recovery plan to RRC upon request.

m. Perform test of the disaster recovery plan on an annual basis and provide RRC with the results and any remediation plans.

n. Comply with the Texas Department of Information Resources (DIR)'s Electronic and Information Resources (EIR) Accessibility Policy in its compliance with accessibility rules as mandated by Texas Administrative Code Title 1, Section 206 and Section 213 and Texas Government Code 2054, Subchapter M.

· Respondent shall provide, when applicable, the Texas Department of Information Resources (“DIR”) with the universal resource locator (“URL”) to its Voluntary Product Accessibility Template (VPAT) for reviewing compliance with the State of Texas Accessibility requirements (based on the federal standards established under Section 508 of the Rehabilitation Act), or indicate that the product/service accessibility information is available from the General Services Administration “Buy Accessible Wizard” (http://www.buyaccessible.gov). Respondents not listed with the “Buy Accessible Wizard” or supplying a URL to their VPAT must provide DIR with a report that addresses the same accessibility criteria in substantively the same format. Additional information regarding the “Buy Accessible Wizard” or obtaining a copy of the VPAT is located at Home | Section508.gov.

o. Certifies and ensures that it utilizes and will continue to utilize, for the term of this Contract, the U.S. Department of Homeland Security’s E-Verify system, in accordance with the U.S. Department of Homeland Security’s rules, to determine the eligibility of:

· all persons employed to perform duties within the State of Texas, during the term of the Contract; and

· all persons, including Subcontractors, assigned by the Respondent to perform work pursuant to the Contract, within the United States of America.

p. Perform all services required under the scope of the contract at an acceptable service level and in a manner consistent with the acceptable Project Management Institute (PMI) standards. RRC will have the right of inspection and testing.

q. Provide 100% service availability during open meetings and public hearings. Respondent’s circuit network should have a Multiprotocol Label Switching (MPLS) backbone, or equivalent, providing low-latency routing. MPLS is a scalable, protocol-independent transport. MPLS circuits on the carrier network are fully-routed connections. If part of the internet network goes down, the traffic will be automatically re-routed without Respondent having to actively do any reconfiguring of physical equipment. If the circuit goes down at the RRC facility, Respondent can send the stream to its server over an Internet connection. Respondent should have added redundancy at its server connections. Respondent must provide its own Network Operating Center (NOC), have co-located equipment at other NOC's. Respondent shall have established automatic fail-overs to those co-locations if its network is compromised. If unforeseen technical issues arise to compromise the live video stream which are not resolved with redundancy, automatic re-routing, and alternate methods to connect, backup recordings will ensure full coverage of the meeting for the archive.

r. Contact the RRC by e-mail or phone as soon as practical once Respondent is aware of any unplanned system outage. The onsite operator will monitor the outgoing stream from the encoding computer; the stream will also be monitored by 1-2 offsite staff. If an outage occurs during a meeting broadcast, Respondent will provide frequent updates to the RRC, at least every 15 minutes.

APPENDIX B

PRICING WORKSHEET

The Pricing Worksheet provides the framework for detailed cost information for Live Audio-Visual Streaming Services and shall be inclusive of all activities proposed on Respondent’s technical approach.

Pricing Worksheet Task

Price

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IFB 101424