ESBD_445676_1755570069245_582-26-00030 - Outreach Education Services - Solicitation Posting.pdf

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Attached to: Outreach and Education Services
Solicitation number: 582-26-00030
Issued by: Texas

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TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

Cover Page

Date: 8/19/2025

Type of Solicitation: Request for Proposals (RFP)

Name of Solicitation: Outreach and Education Services

Solicitation Number: 582-26-00030

Class 915, Item 01

Class 915, Item 04

Class 915, Item 06

Class 915, Item 09

Class 958, Item 84

Responses Due

9/10/25 at 3:00PM Central Time

Pre-Proposal Conference:

None

Deadline for Submission of Questions

8/26/25 at 3:00PM Central Time

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

9/2/25 at 3:00PM

Description:

The Texas Commission on Environmental Quality (TCEQ) is seeking a contractor to develop, budget, and implement outreach and education tasks.

Besides assisting other areas within TCEQ, when requested, the primary focus of the contractor will be to assist AGD in maximizing program participation through various outreach and education activities, including public service announcements, media buying, billboard advertising, direct mail, email marketing, social media campaigns, paid search services, media library creation, and animated explainer videos in both English and Spanish.

Texas Commission on Environmental Quality 1 of 95 TCEQ Request for Proposals 582-26-00030

The Contract will commence on November 1, 2025, or the date of last Contract Signature, whichever is later, and continue through August 31, 2026. This Contract may be renewed for three (3) one-year terms.

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

Texas Commission on Environmental Quality 2 of 95 TCEQ Request for Proposals 582-26-00030

Solicitation Table of Contents

SECTION 1: General Information

• Cover Page

• Solicitation Table of Contents

• 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 Company Experience and Capability o Personnel Qualifications and Experience o Past Performance and Client References o Technical Approach and Understanding of Scope of Work o Cost Proposal

SECTION 3: Draft Contract Documents

• Contract Signature Page

• Contract Documents List

• Federal Conditions and Forms

• General Terms and Conditions

• Procedures for Work Orders

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachment A: Release of Claims

• Attachment B: Sample Work Order

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

• Company Experience and Capability

• Personnel Qualifications and Experience

• Past Performance and Client References

• Technical Approach and Understanding of Scope of Work

• Price Form

• Preferences

• Federal Forms

• HUB Subcontracting Plan Forms

• Certifications (not submitted as part of Response)

End of Solicitation Table of Contents

Texas Commission on Environmental Quality 3 of 95 TCEQ Request for Proposals 582-26-00030

TCEQ Points of Contact for This Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Brianna Mendoza Telephone: (512) 239-4422 Email: Brianna.Mendoza@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@tceqtexas.gov

Texas Commission on Environmental Quality 4 of 95 TCEQ Request for Proposals 582-26-00030 mailto:Brianna.Mendoza@tceq.texas.gov mailto:Stacy.Thompson@tceq.texas.gov mailto:Procurements%26Contracts@tceq.texas.gov mailto:Claribel.Diaz@tceq.texas.gov mailto:Maria.Rodriguez@tceqtexas.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:

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

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

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

d. 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.

Texas Commission on Environmental Quality 5 of 95 TCEQ Request for Proposals 582-26-00030 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

None.

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 8.

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 the HUB requirements and submit a complete HSP will result in rejection of the Response.

Texas Commission on Environmental Quality 6 of 95 TCEQ Request for Proposals 582-26-00030 mailto:Procurements%26Contracts@tceq.texas.gov

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.

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 password 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 11-inch X 17-inch paper. Standard font size for the

Texas Commission on Environmental Quality 7 of 95 TCEQ Request for Proposals 582-26-00030 https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php

Response shall be 10 to 12 points. Charts and maps may use a smaller font size, but not less than 8 points. 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 a PDF of the entire Response for email 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 the 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 the 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.

Texas Commission on Environmental Quality 8 of 95 TCEQ Request for Proposals 582-26-00030 mailto:Procurements%26Contracts@tceq.texas.gov

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 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 to evaluate 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.

Texas Commission on Environmental Quality 9 of 95 TCEQ Request for Proposals 582-26-00030 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

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.

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 8. 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.

Texas Commission on Environmental Quality 10 of 95 TCEQ Request for Proposals 582-26-00030 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

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.

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

Texas Commission on Environmental Quality 11 of 95 TCEQ Request for Proposals 582-26-00030 https://ftps.tceq.texas.gov/ut.php

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.

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

Texas Commission on Environmental Quality 12 of 95 TCEQ Request for Proposals 582-26-00030 mailto:ftp_account@tceq.texas.gov

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.

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.

Texas Commission on Environmental Quality 13 of 95 TCEQ Request for Proposals 582-26-00030 https://ftps.tceq.texas.gov/

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.

Texas Commission on Environmental Quality 14 of 95 TCEQ Request for Proposals 582-26-00030 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.

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

-End-

Texas Commission on Environmental Quality 15 of 95 TCEQ Request for Proposals 582-26-00030

SECTION 2

SCOPE OF WORK AND EVALUATION CRITERIA

Texas Commission on Environmental Quality 16 of 95 TCEQ Request for Proposals 582-26-00030

SCOPE OF WORK

A. Background

The Texas Commission on Environmental Quality (TCEQ) is the state agency responsible for the conservation of natural resources and protection of the environment. The agency’s mission is to protect our state's public health and natural resources consistent with sustainable economic development with a goal of clean air, clean water, and the safe management of waste. This contract can be used for outreach and education initiatives consistent with this mission. This contract is structured as an umbrella agreement and may be used by different divisions throughout TCEQ, as authorized by the agency. Other divisions within TCEQ may issue Work Orders under this contract for outreach and education services regarding their programs or activities, consistent with their authority to do so.

The primary purpose of this contract is to provide outreach and education services to the Air Grants Division (AGD) which provides financial incentives to individuals, businesses, state and local governments, and other entities. Most grant programs focus on the upgrade or replacement of older, higher emitting vehicles and equipment with newer, cleaner vehicles and equipment. Certain grant programs encourage the use of alternative fuels for transportation in Texas, and the implementation of new technologies that reduce emissions from stationary sources as well as oil and gas operations.

Since 2001, emissions reductions from the Texas Emissions Reduction Plan (TERP) have been included in the State Implementation Plan (SIP) to help demonstrate attainment and progress toward attainment of the National Ambient Air Quality Standards (NAAQS) established by the United States Environmental Protection Agency (EPA) under authority of the federal Clean Air Act (FCAA). TERP programs continue to support attainment demonstrations in SIP revisions as additional measures called “Weight of Evidence,” which includes activities that are expected to further reduce ozone levels in the nonattainment areas.

TCEQ’s AGD is also responsible for the administration of funds received from the Volkswagen State Environmental Mitigation Trust (Trust). Funds provided under the Trust are awarded through grants to governmental and non- governmental entities.

Grant programs are established under the Texas Volkswagen Environmental Mitigation Program (TxVEMP) with overall goals of reducing NOX emissions, reducing the potential for exposure of the public to pollutants, preparation for increased and sustained use of zero emission vehicles, and to complement other incentive funding programs.

Each grant program has a target audience, and some audience overlap exists between grant programs. For example, a school district that owns a school bus could potentially apply for three grant programs, whereas a person with an agricultural tractor could apply for just one grant program. Target audiences for TERP grant programs typically include people and entities operating specific vehicles or equipment in designated areas of Texas, such as nonattainment areas where air quality levels do not meet one or more of the national standards for air pollutants set under the FCAA.

Within these target audiences are projects that are more favorable at achieving the

Texas Commission on Environmental Quality 17 of 95 TCEQ Request for Proposals 582-26-00030 goals for the specific grant program. For most grant programs, projects with the greatest reduction in NOX are more favorable. For example, a project where a person is replacing a 1997 diesel-powered haul truck with a 2024 diesel-powered haul truck is more favorable than a person replacing a 2009 diesel-powered haul truck with a 2024 diesel-powered haul truck. This is because the 1997 haul truck generates more NOX emissions than the 2009 haul truck; therefore, removing the 1997 haul truck should result in a greater reduction in NOX emissions.

Under the TERP program, AGD is authorized to conduct outreach and education activities to increase interest and participation in these grants. AGD seeks to maximize the funding available to it for these programs, keep the public informed about its grant programs, and reach key target audiences in order to work to improve the air quality in the state. The Contractor will work with AGD toward that goal.

B. Tasks

Contractor shall assist TCEQ in developing, budgeting, and implementing outreach and education tasks consistent with the agency’s mission and authority. TCEQ will enter into an umbrella contract with the Contractor and will then issue Work Orders for the tasks requiring the Contractor’s assistance. The Work Order process is defined in the section Procedures for Work Orders. All tasks will include collaboration with TCEQ staff to further be detailed in issued Work Orders. A sample Work Order can be found in Attachment B.

Anticipated Work Orders will include one or more of the following tasks:

1. Public Service Announcement (PSA) - Audio Production (English)

a. Under the direction of agency staff, the Contractor shall create a branded anthem in English to increase public awareness of an agency program or activity. This task will include:

i. Creative Development

(A) Research topic and target audience to understand the key message;

(B) Define the branded anthem's objectives;

(D) Write simple and memorable lyrics with appropriate rhyme and rhythm; and

(E) Compose a complementary melody.

ii. Pre-production

(A) Develop a detailed production plan, including timeline, budget, and resource allocation; and

(B) Source and select appropriate voice talent and musicians.

iii. Production

(A) Coordinate and manage the recording session, including studio booking, direction, recording, and travel (if needed).

iv. Post-production

Texas Commission on Environmental Quality 18 of 95 TCEQ Request for Proposals 582-26-00030

(A) Produce a high-quality recording with professional mixing and editing to fit the desired length; and

(B) Ensure appropriate masters are produced for media placement and future agency use.

2. PSA - Audio Production (Spanish)

a. Under the direction of agency staff, the Contractor shall create a branded anthem in Spanish to increase public awareness of an agency program or activity. This task will include:

i. Creative Development

(A) Research the brand and target audience to understand the key message;

(B) Define the branded anthem's objectives;

(D) Write simple and memorable lyrics with appropriate rhyme and rhythm; and

(E) Compose a complementary melody.

ii. Pre-production

(A) Develop a detailed production plan, including timeline, budget, and resource allocation; and

(B) Source and select appropriate talent and musicians.

iii. Production

(A) Coordinate and manage the recording session, including studio booking, direction, recording, and travel (if needed).

iv. Post-production

(A) Produce a high-quality recording with professional mixing and editing to fit the desired length; and

(B) Ensure appropriate masters are produced for media placement and future agency use.

3. PSA - Video Production (English)

a. Based on the branded anthem created for Task 1, and under the direction of agency staff, the Contractor shall create a PSA video in English to increase public awareness of an agency program or activity. This task will include:

i. Creative Development

(A) Research the brand and target audience to understand the key message;

(B) Define the video's objectives; and

ii. Pre-production

(A) Write the script, and create the storyboard;

Texas Commission on Environmental Quality 19 of 95 TCEQ Request for Proposals 582-26-00030

(B) Develop a detailed production plan, including timeline, budget, and resource allocation;

(D) Hire the crew, secure necessary permits, arrange equipment rental, and conduct rehearsals.

iii. Production

(A) Set up equipment and the set;

(B) Film the PSA, direct actors and crew;

(D) Manage logistics; and

(E) Monitor the footage for quality and consistency.

iv. Post-production

(A) Edit and assemble the footage;

(B) Add sound effects and music;

(D) Incorporate visual effects;

(E) Conduct review and revisions; and

(F) Prepare the final PSA video and once approved by TCEQ, distribute it to the intended media channels.

4. PSA - Video Production (Spanish)

a. Based on the branded anthem created for Task 2, and under the direction of agency staff, the Contractor shall create a PSA video in Spanish to increase public awareness of an agency program or activity. This task will include:

i. Creative Development

(A) Research the brand and target audience to understand the key message;

(B) Define the video's objectives;

ii. Pre-production

(A) Write the script, and create the storyboard;

(B) Develop a detailed production plan, including timeline, budget, and resource allocation;

(D) Hire the crew, secure necessary permits, arrange equipment rental, and conduct rehearsals.

iii. Production

(A) Set up equipment and the set;

(B) Film the PSA, direct actors and crew;

Texas Commission on Environmental Quality 20 of 95 TCEQ Request for Proposals 582-26-00030

(D) Manage logistics; and

(E) Monitor the footage for quality and consistency.

iv. Post-production

(A) Edit and assemble the footage;

(B) Add sound effects and music;

(D) Incorporate visual effects;

(E) Conduct review and revisions; and

(F) Prepare the final PSA video and once approved by TCEQ, distribute it to the intended media channels.

5. PSA - Media Buying Services

a. Under the direction of agency staff, the Contractor shall conduct media buying services. This task will include:

i. Media Strategy Development – Develop a PSA media placement strategy to maximize reach and impact.

ii. Media Planning – Identify and select appropriate media outlets for possible PSA placement.

iii. Media Placement – Once approved by TCEQ, negotiate and purchase airtime on a targeted group of selected radio stations.

iv. Tracking /Reporting – Monitor airtime and provide detailed reports on any placements and performance.

6. Billboard (Outdoor) Services

a. Under the direction of agency staff, the Contractor shall develop and execute billboard advertising. This task will include:

i. Planning – Develop a detailed billboard advertising plan, including timeline, budget, and resource allocation.

ii. Location Selection – Identify and select optimal billboard locations based on target audience demographics and traffic patterns.

iii. Creative Development – Design visually compelling billboard ads that effectively communicate the key messages. Ensure alignment with agency branding and objectives.

iv. Vendor Coordination – Manage relationships with billboard vendors, negotiate contracts, and secure placements.

v. Production – Oversee the production of billboard materials, ensuring high-quality production and timely delivery to vendors.

vi. Installation – Once approved by TCEQ, coordinate the installation of billboard ads, ensuring proper placement and visibility.

vii. Monitoring and Maintenance – Monitor billboard performance and condition, making or directing necessary adjustments.

Texas Commission on Environmental Quality 21 of 95 TCEQ Request for Proposals 582-26-00030

viii. Tracking/Reporting – Provide detailed reports on campaign performance, including reach, engagement, and impact metrics.

7. Direct Mail Services

a. Under the direction of agency staff, the Contractor shall provide direct mail services. This task will include:

i. Plan Creation – Develop a direct mail plan to reach out to members of the public who may participate in the specified TCEQ programs.

ii. Mailing List Research and Procurement – Conduct research and procure targeted mailing lists.

iii. Creative Development – Create and produce direct mail pieces, ensuring alignment with agency objectives.

iv. Printing – Coordinate the printing process, including vendor selection and quality.

v. Lettershop Services – Manage the selection and coordination of a vendor for lettershop services (including sorting, addressing, and preparing mail for distribution).

vi. Postage and Delivery – Handle postage requirements and ensure timely delivery of direct mail pieces

8. Email Services

a. Under the direction of agency staff, the Contractor shall provide email services. This task will include:

i. Plan Creation – Develop an email plan to reach out to members of the public who may participate in the specified TCEQ programs.

ii. List Procurement Services – Acquire and provide email contact lists that:

(A) Are legally obtained in accordance with data privacy regulations;

(B) Include verified email addresses of targeted direct mail recipients;

and

iii. Creative Development – Create and produce email marketing messages, ensuring alignment with agency objectives.

iv. Delivery – Execute the distribution of email marketing campaigns to the targeted email list members, ensuring proper timing and frequency, while utilizing industry-standard practices to maximize deliverability and engagement rates.

v. Tracking/Reporting – Provide regular performance reports, including key metrics and insights.

9. Social Media Services

a. Under the direction of agency staff, the Contractor shall provide social media services. This task will include:

i. Plan Creation – Develop a social media advertising plan.

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ii. Creative Development – Create and produce social media ads and content, ensuring alignment with agency objectives.

iii. Audience Targeting – Implement audience targeting strategies to optimize ad reach and engagement.

iv. Ad Placement – Place ads on selected social media platforms.

v. Monitoring and Optimization – Continuously monitor ad performance and optimize as needed.

vi. Tracking/Reporting – Provide regular performance reports, including key metrics and insights.

10. Paid Search Services

a. Under the direction of agency staff, the Contractor shall provide search engine advertising and marketing services. This task will include:

i. Plan Creation – Develop a detailed plan for search engine Responsive Search Ads (RSA).

ii. Ad Creation and Placement – Create and place RSAs on search engine platforms.

iii. Campaign Optimization – Regularly optimize the campaign based on performance data and agency feedback.

iv. Tracking/Reporting - Provide weekly reports on campaign performance, including key metrics and recommendations for improvement.

11. Media Library Creation

a. Under the direction of agency staff, the Contractor shall produce a library of royalty-free images that TCEQ can freely use, such as posting the image on a TCEQ webpage. This task will include:

i. Consultation – Meet with agency staff to understand image needs and preferences.

ii. Source Identification – Compile a list of existing royalty-free image sources tools or other sources and recommend suppliers for this effort.

iii. Criteria Establishment – Define selection criteria and organize categories.

iv. Image Collection – Secure and/or generate images, ensuring all are royalty-free.

v. Quality Assurance – Review and curate images for quality and relevance.

vi. Editing – Enhance images to meet agency standards.

vii. Metadata and Organization – Tag and organize images for easy search and retrieval.

viii. Delivery – Deliver the final image library in both .jpg and .png formats.

12. Animated Explainer Video Production

a. Under the direction of agency staff, the Contractor shall create animated explainer videos in English and Spanish, not to exceed two minutes.

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Example: This may include how to request reimbursement for a grant, dispose of an old vehicle or equipment under the TERP program, etc. This task will include:

i. Creative Development – Determine the appropriate video genre (explainer video, kinetic typography video, whiteboard animation, etc.) and develop the concept, including defining objectives and key messages. Create clear, concise scripts that effectively communicate the required information. Produce detailed storyboards to visualize the animation sequences and ensure alignment with project goals.

ii. Pre-production – Develop a detailed production plan, including timeline and resource allocation.

iii. Production – Complete the following:

(A) Design and create all necessary visual elements, including characters, backgrounds, and icons;

(B) Utilize industry-standard 2D or 2.5D animation techniques to bring the storyboard to life; and

iv. Post-production – Under the creative direction of agency staff, complete the following:

(A) Combine all elements, including animation, voice-over, subtitles, music, and sound effects;

(B) Create or source appropriate music and sound effects to enhance the viewer experience;

(D) Prepare the final versions of the animated explainer videos for distribution across various platforms.

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13. Outreach & Education Plan

a. Upon request and under the direction of agency staff, the Contractor shall develop and implement an outreach and education plan to address new, previously unanticipated opportunities or special needs that may arise during the contract period. This plan will provide a framework for TCEQ to initiate and execute additional targeted outreach efforts as required. The plan shall include:

i. Needs Assessment – Evaluate, in coordination with TCEQ, the emerging outreach and education requirements as requested by TCEQ and develop strategies to address specified challenge(s).

ii. Plan Development – Create a detailed plan outlining the objectives, messaging, audience, timeline, and necessary resources. Submit a proposed Work Plan, based upon the tasks listed in this Scope of Work and the prices provided within the Price Form, to execute this outreach and education plan.

iii. Plan Execution – Upon TCEQ’s approval, execute the plan and carry out the required outreach and education activities.

iv. Tracking/Reporting – Track and report the performance of all activities conducted under the plan, including metrics such as reach, engagement, and overall effectiveness.

As explained in the attached Accessibility Requirements, electronic deliverables must comply with TCEQ’s accessibility standards. For example, any videos created must include closed captions.

TCEQ does not guarantee a minimum number of Work Orders. TCEQ does not guarantee a minimum expenditure.

C. Additional Work TCEQ may request additional work that is not listed in the Scope of Work; this additional work will be related to the education and outreach needs and objectives of AGD or other TCEQ divisions. The cost for additional work will be negotiated based on the Hourly Rates section in the Price Form, and TCEQ will issue a Work Order.

As explained in the Contract’s General Terms and Conditions and Accessibility Requirements, electronic deliverables must comply with TCEQ’s accessibility standards. For example, any collateral one-sheets created must be created with sufficient color contrast and in a manner that allows a screen reader to logically read it out loud.

D. Invoicing Upon TCEQ’s acceptance of a deliverable, Contractor shall invoice TCEQ. The Contractor shall submit invoices no later than the 15th day of the month after the services were completed. Invoices must be supported by appropriate documentation.

(End of Scope of Work)

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EVALUATION CRITERIA

Proposals and Best and Final Offers will be scored based on factors constituting the best value and best interest of the State using the following general categories for which total possible scores are shown. The maximum attainable score is one hundred (100).

Responses must include all requested information, or the Response may be disqualified.