Page 1 of 33 RFP No. 608-25-91509

Texas Department of Motor Vehicles Finance and Operations Division - Purchasing Section 4000 Jackson Avenue Austin, Texas 78731 Email: matthew.windham@txdmv.gov

REQUEST FOR PROPOSALS FOR

LIVESTREAMING, VIDEO RECORDING, AND ARCHIVING SERVICES FOR TEXAS

DEPARTMENT OF MOTOR VEHICLES (TXDMV) AND MOTOR VEHICLE CRIME

PREVENTION AUTHORITY (MVCPA) BOARD AND COMMITTEE MEETINGS

RFP NO. 608-25-91509

NIGP Class/Item Code(s): 915-09, 915-16, 915-84

Schedule of Events

Solicitation Posting Date on the Electronic State Business Daily

November 19, 2025

Deadline for Submitting Questions or Clarifications

December 1, 2025, at 4:00 P.M. Central Time

Tentative Date for TxDMV’s Response to Questions or Clarifications through Addendum Posted on the Electronic State Business Daily

December 9, 2025

Deadline for Submission of Solicitation Responses

January 5, 2026, at 4:00 P.M. Central Time

RESPONSES RECEIVED THAT ARE MISSING REQUIRED INFORMATION AND

DOCUMENTATION, UNSIGNED, OR AFTER THE DUE DATE AND TIME STATED HEREIN,

WILL NOT BE EVALUATED.

Summary of Solicitation Documents:

This Request for Proposals (“RFP”) Exhibit A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance Exhibit B, TxDMV Contract Uniform Terms and Conditions with Affirmations Exhibit C, Pricing Sheet Exhibit D, Respondent’s Disclosure of Potential Conflicts of Interest Form Exhibit E, General Insurance Requirements Exhibit F, Information Resources Security Compliance & Confidentiality Agreement Exhibit G, References Form Exhibit H, Evaluation Criteria Exhibit I, HUB Subcontracting Plan Instructions Exhibit J, HUB Subcontracting Plan Form Exhibit K, Work Order Template Exhibit L, Draft Signature Document mailto:matthew.windham@txdmv.gov

Page 2 of 33 RFP No. 608-25-91509

Table of Contents

Table of Contents A.1 Key Definitions A.2 Objective & Background A.2.1 Objective A.2.2 Background A.3 General Information & Requirements A.3.1 Sole Point of Contact and Communications A.3.2 Exceptions to Sole Point of Contact A.3.3 Response Binding A.3.4 Travel, Mileage Rates, and Other Incidental Expenses A.4 Contract Signature Document; Contract Term; Historical Compensation A.4.1 Contract Signature Document A.4.2 Contract Term A.4.3 Historical Compensation A.5 Pricing Structure A.5.1 Price Increase A.5.2 Price Decrease or Discount A.6 Scope of Work - Deliverable Requirements & Specifications A.6.1 Purpose A.6.2 Deliverables and Specifications A.6.3 Subcontracting Deliverables A.6.4 TxDMV Responsibilities A.6.5 Contractor’s Performance, Performance Measures, and Liquidated Damages A.7 Additional Terms and Conditions A.7.1 Period of Performance A.7.2 Acceptance Criteria A.7.3 No Guarantee of Volume, Usage, or Compensation A.7.4 Historical Reporting Requirements A.7.5 Future Contract Development A.7.6 Delivery Delays A.7.7 Contractor Furnishing Requirements A.7.8 Information Resources Security Compliance & Confidentiality Agreement A.8 Response Submission Instructions and Requirements A.8.1 Electronic Mail Submission of Response A.8.2 Hand Delivery or Mail Delivery of Response (Optional) A.8.3 Applicable Statutes, Rules, and Regulations A.8.4 Pricing Sheet Responses – Mandatory

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A.8.5 Cash Discounts A.8.6 Texas Identification Number System (TINS) – Mandatory A.8.7 Taxes

A.8.8 RESPONDENT WAIVER – INTELLECTUAL PROPERTY

A.8.9 Exceptions to Contract Terms and Conditions A.8.10 Respondent’s Response Format - Required Elements

A. Title Page B. Table of Contents C. Executive Summary D. Respondent’s Experience, Qualifications, and Capacity to Perform E. Qualifications of Respondent’s Personnel F. Contract Termination History G. Escalation Protocol – Mandatory H. Disclosure of Potential Conflicts of Interest and Disclosure of Interested Parties – Mandatory I. HUB Subcontracting Plan (HSP) – Mandatory J. Respondent’s Preferences, Affirmations, and Solicitation Acceptance – Mandatory K. Solicitation Addenda – Mandatory L. Insurance M. Respondent’s Response – Checklist

A.9 Response Evaluation and Scoring A.9.1 Selection Methodology A.9.2 Minimum Qualifications A.9.3 Initial Compliance Screening A.9.4 Respondent’s Past Performance A.9.5 Evaluation Scoring A.9.6 Evaluation Matrix A.9.7 Best and Final Offers and Competitive Range Determination A.9.8 Discussion with Respondents A.10 Awards A.10.1 Award Approach A.10.2 Award and Cancellation A.11 Negotiations A.12 Ties A.13 Protests

Page 4 of 33 RFP No. 608-25-91509

A.1 Key Definitions

In this Solicitation, any Solicitation Response submitted, and any Contract that may result from this Solicitation, the following terms and acronyms have the definitions set forth below, unless the context clearly indicates otherwise. For additional terms and definitions that may be used within this Solicitation, please refer to Exhibit B, TxDMV Contract Uniform Terms and Conditions with Affirmations. All other terms herein have their ordinary and common meanings.

TERM DEFINITION

Addendum A written revision or clarification to this Solicitation being issued by TxDMV and posted to the ESBD. May also be referred to in its plural form as “Addenda.”

Attachment The document(s) or information that are attached hereto and part of this Solicitation and may be included by reference and made part of any Contract that may result from this Solicitation.

Bidder The individual or entity that submits a Response to this Solicitation. This term also includes anyone acting on behalf of the individual or entity that submits a Response, such as an employee, representative, or agent. May also be referred to as “Respondent.”

Business Day Any day (24-hour period) in which normal business operations of TxDMV are conducted (e.g., excludes weekends and the national holidays specified in Section 662.003(a) of the Texas Government Code).

Calendar Day Each day shown on the calendar, beginning at 12:00 Midnight and ending at 11:59 p.m. the following day, including Saturdays, Sundays, and national and State holidays listed in Texas Government Code § 662.003.

Centralized Master Bidders List (“CMBL”)

The Centralized Master Bidders List, an online repository of vendors maintained by the Texas Comptroller of Public Accounts, is utilized by public procurement professionals to solicit bidding opportunities. Additional information regarding CMBL may currently be accessed at:

https://comptroller.texas.gov/purchasing/vendor/cmbl.

Contract A legally enforceable agreement between TxDMV and the Contractor selected under this Solicitation, if any, and includes this Solicitation and any document attached thereto including the TxDMV Contract Terms and Conditions, any Solicitation Addendum, Contractor’s Response including the signed TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance, TxDMV Contract Affirmations, and any Contract amendment thereto. As a result of this Solicitation, TxDMV may issue a TxDMV contract signature document and/or Purchase Order. See, Purchase Order definition below.

Contractor The successful Bidder selected to provide the Deliverables to TxDMV under a Contract that may result from this Solicitation.

Deliverables The goods, products, or services specified in this Solicitation, that Contractor shall deliver to or perform for TxDMV under any Contract that may result from this Solicitation.

Effective Date The date upon which the Contract resulting from this Solicitation takes effect, as agreed to by the Parties.

Electronic State Business Daily

(“ESBD”)

The Electronic State Business Daily, an online application administered by the Texas Comptroller of Public Accounts that is used for publishing procurement opportunities that exceed $25,000.00 in total estimated value and providing public notice of contract awards. The ESBD may currently be accessed at:

https://comptroller.texas.gov/purchasing/vendor/cmbl

Page 5 of 33 RFP No. 608-25-91509 http://www.txsmartbuy.com/esbd.

Fiscal Year The Texas state fiscal year from September 1st through August 31st of each year. May also be referred to as “State Fiscal Year” or “Texas Fiscal Year.”

This term is not to be confused with calendar year or federal fiscal year.

Historically Underutilized Business (“HUB”)

A Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code.

HUB

Subcontracting Plan (“HSP”)

The HUB Subcontracting Plan, the documentation regarding the use of Subcontractors by a Bidder, which is required to be submitted with all Responses for TxDMV contracts with an expected value of $100,000.00 or more, where TxDMV has determined subcontracting opportunities are probable pursuant to Section 2161.252 of the Texas Government Code. The HSP subsequently becomes a provision of any Contract awarded to a Contractor under this Solicitation, if any, and shall be monitored for compliance by TxDMV during the term of the Contract.

Party or Parties Either TxDMV or Bidder, separately or collectively.

Purchase Order A legally enforceable document issued by TxDMV and accepted by Contractor by its performance in accordance with the Purchase Order terms which shall be subject to the TxDMV Contract Uniform Terms and Conditions with Affirmations and terms and requirements contained within the Solicitation. The Purchase Order may indicate the terms, types, quantities, and agreed prices for the Deliverables Contractor will provide to TxDMV during the Contract term.

Also, considered the ‘Contract’ when issued by TxDMV without a TxDMV contract signature document. May also be referred to as “PO.”

Respondent The individual or entity that submits a Response to this Solicitation. This term also includes anyone acting on behalf of the individual or entity that submits a Response, such as an employee, representative, or agent. May also be referred to as “Bidder.”

Response A Bidder’s bid, proposal, or all information and materials, submitted to TxDMV in response to this Solicitation. May also be referred to as “Bid,” “Bid Response,” “Proposal,” or “Solicitation Response.”

Service(s) The tasks, functions, and responsibilities assigned and delegated to Contractor under the Contract.

Solicitation This “Request for Proposals,” along with all other documents referenced in or attached to this Solicitation, and any addendum thereto, if any, and posted to the ESBD, soliciting Responses for the proposed Deliverables set forth herein. May also be referred to as “RFP.”

State The state of Texas and its instrumentalities, including TxDMV and any other State agency or public institution of higher education, its officers, employees, or authorized agents.

Statement of Work The Statement of Work, Scope of Work, Statement of Services to be Performed, or Scope of Services to be Preformed, that provides the description of requirements and specifications for the Deliverables as outlined within this Solicitation and any resulting Contract, if any, that Contractor is required to provide under any Contract that may result from this Solicitation.

Subcontractor Any individual or entity that enters into a contract with Contractor to perform part of or all of the obligations of Contractor to TxDMV under any Contract that may result from this Solicitation. This term also includes the Subcontractor’s employees or contractors.

http://www.txsmartbuy.com/esbd

Page 6 of 33 RFP No. 608-25-91509

Texas Identification Number System

(“TINS”)

The Texas Identification Number System, a number that is issued by the Texas Comptroller of Public Accounts and used to identify entities for tax-related purposes.

TxDMV The Texas Department of Motor Vehicles, the State agency established under Chapter 1001 of the Texas Transportation Code and is issuing this Solicitation.

May also be referred to as “Department.”

TxDMV Headquarters

(“HQ”)

The “TxDMV Headquarters” located at 4000 Jackson Avenue, Austin, Texas 78731, and includes the surrounding buildings and premises, serving as its managerial and administrative center, which encompasses 3700-4000 Jackson Avenue, Austin, Texas 78731.

Vendor An individual or entity that supplies goods, products, or services, and may be a potential Bidder to this Solicitation.

VPTS The Vendor Performance Tracking System, maintained by the Statewide Procurement Division of the Texas Comptroller of Public Accounts, is a comprehensive online tool that shares vendor performance information between State agencies and public institutions of higher education. Additional information regarding VPTS may currently be accessed at: https://www.

txsmartbuy.com/vpts.

A.2 Objective & Background

A.2.1 Objective

The Finance and Operations Division - Purchasing Section (“Purchasing Section”) of the Texas Department of Motor Vehicles (“TxDMV”) is soliciting Responses for conducting, managing, and providing Equipment and technical support for livestreaming (with closed captions), and video and audio recording (also with closed captions) and archiving of, TxDMV and Motor Vehicle Crime Prevention Authority (“MVCPA”) board and committee meetings or events held (primarily) at TxDMV Headquarters, as well as various other locations Statewide (collectively, the “Project Sites”).

TxDMV is required to broadcast, to the public, live video and audio of each board and committee meeting held by TxDMV and MVCPA and make available through TxDMV’s website, archived video and audio of each meeting. Contractor must manage internet connectivity for livestreaming the meetings; provide a dedicated data circuit to link the video server; provide software licenses necessary to operate the webcasting system; and operate the storage media for archiving and operation of the video server and web server.

To be considered for any Contract that may result from this Solicitation, a Respondent must submit a comprehensive Response that includes all required information and documentation as outlined in this Solicitation to ensure the Respondent meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the Services and Deliverables described in this Solicitation.

TxDMV will not pay any costs, expenses, or other amounts incurred by any entity before the Effective Date of any Contract resulting from this Solicitation. TxDMV reserves the right, in its sole discretion, to reject any or all Responses to this Solicitation. All Responses become the property of TxDMV after submission; will not be returned to Respondent; and will become part of TxDMV’s official procurement file. TxDMV reserves the right to retain and use any and all information or materials presented in response to this Solicitation. No obligation is made by TxDMV’s retention or use of any Response.

https://www.txsmartbuy.com/vpts https://www.txsmartbuy.com/vpts

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A.2.2 Background

TxDMV is a dynamic state of Texas (“State”) agency dedicated to customer service, consumer protection, and the success of motor vehicle-related industries, and is established in accordance with Chapter 1001 of the Texas Transportation Code. The stated mission of the agency is “to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services.”

The public interacts with TxDMV personnel daily to register their vehicles, obtain license plates, acquire parking placards for disabled drivers, address complaints associated with the motor vehicle industry, and more. Additionally, each year the agency registers almost 25 million vehicles; regulates vehicle dealers;

credentials buses and large trucks for intrastate and interstate commerce; issues oversize and overweight permits; and awards grants to other state agencies, local governments, organizations, and concerned parties to raise public awareness of and reduce vehicle-related thefts and burglaries.

For more information about TxDMV and its divisions, please visit https://www.txdmv.gov/.

A.3 General Information & Requirements

A.3.1 Sole Point of Contact and Communications

The TxDMV Sole Point of Contact for communication, including requests, questions, or clarifications, concerning this Solicitation is:

Matthew Windham, CTCD, CTCM

Email: matthew.windham@txdmv.gov

Vendor communications relating to this Solicitation must be directed in writing only, via email, to the TxDMV Sole Point of Contact identified above or an authorized secondary TxDMV Sole Point of Contact. All communications regarding this Solicitation must clearly identify which section, subsection, and paragraph of the Solicitation or Attachment is being referenced. All other communications between a Vendor, its employees, officials, agents, and subcontractors, and any other TxDMV personnel concerning this Solicitation are strictly prohibited. Failure to comply with these requirements may result in disqualification of the Response.

All communications concerning this Solicitation must be submitted on or before the “Deadline for Submitting Questions or Clarifications” as noted in the Schedule of Events found on the first page of this Solicitation. Verbal inquiries related to this Solicitation are not acceptable and will receive no response, nor will Vendor communications received after the deadline referenced in the proceeding sentence be answered. Vendor communications pertaining to this Solicitation must include the Solicitation number, title, and the Deadline for Submission of Solicitation Responses date identified in the Schedule of Events found on the first page of this Solicitation (the “Response Deadline”) in the email subject line. TxDMV’s responses to questions or clarifications concerning this Solicitation, if any, will be answered by an addendum posted on the Electronic State Business Daily (“ESBD”) by the Tentative Date for Responses to Questions or Clarifications or as soon as practical.

If a Vendor discovers any ambiguity, conflict, discrepancy, exclusionary specifications, omission, or other error in this Solicitation, the Vendor must immediately provide written notification via email to the TxDMV Sole Point of Contact. If a Respondent fails to notify the TxDMV Sole Point of Contact of any error, ambiguity, conflict, discrepancy, exclusionary specification, or omission, the Respondent submits its Response at its own risk and waives any claim of error or ambiguity in the Solicitation and any https://www.txdmv.gov/

Page 8 of 33 RFP No. 608-25-91509 resulting Contract. If the Respondent is awarded any Contract that may result from this Solicitation, such Respondent will not be entitled to additional compensation, relief, or time by reason of the error or its later correction.

A.3.2 Exceptions to Sole Point of Contact

The communications restriction set forth in Subsection A.3.1 (as to only communicating in writing with the TxDMV Sole Point of Contact identified above) does not preclude discussions between a Vendor and TxDMV personnel for the purposes of conducting business unrelated to this Solicitation.

Additionally, if applicable to the Solicitation, an exception to Vendor communications exclusively with the TxDMV Sole Point of Contact, is Vendor communications with TxDMV Historically Underutilized Business (“HUB”) staff, or, if expressly directed by the TxDMV Sole Point of Contact, another designated TxDMV representative. Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (“HSP”), TxDMV HUB staff may be contacted at hub@txdmv.gov. The TxDMV Sole Point of Contact identified in Subsection A.3.1, must be copied on any email.

A.3.3 Response Binding

By submitting a Response to this Solicitation, the Respondent agrees its entire Response will remain a firm and binding offer for at least 120 days from the Response Deadline.

NOTE: A Respondent’s failure to complete, sign, and return Attachment A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance with its Response will disqualify the entire Response.

A.3.4 Travel, Mileage Rates, and Other Incidental Expenses

TxDMV will not pay any per diem, travel, mileage rates, trip charges, hotel, equipment, phone calls, paper, reproduction services, office space, or other incidental expenses related to the Deliverables under any Contract that may result from this Solicitation. Therefore, Respondents must account for all travel, mileage, lodging, and other expenses in their pricing for the Deliverables, as may be applicable.

A.4 Contract Signature Document; Contract Term; Historical Compensation

A.4.1 Contract Signature Document

Exhibit L, Draft TxDMV Signature Document will be used to enter any Contract resulting from this Solicitation.

A.4.2 Contract Term

The initial term of any Contract resulting from this Solicitation is anticipated to be from the Contract Effective Date and expire on August 31, 2027, unless sooner extended, renewed or terminated in accordance with the terms and conditions of the Contract. Thereafter, TxDMV, at its sole discretion, may extend or renew any Contract awarded pursuant to this Solicitation for any period(s) of time, provided the Contract term, including all extensions or renewals, does not exceed five years.

Following the initial term and any allowable extensions or renewals, TxDMV, in its sole and absolute discretion, may extend any Purchase Order/Contract that may result from this Solicitation beyond the mailto:HUB@TxDMV.gov

Page 9 of 33 RFP No. 608-25-91509 initial term and all renewal periods, in whole or in part, for up to 12 months or for such time deemed necessary to ensure continuity of service, to process a new solicitation, to secure a new contract, for transitioning to a new Vendor, or as otherwise determined by TxDMV to serve the best interest of the State.

The Respondent in submitting a Response to this Solicitation, acknowledges and understands that TxDMV is not responsible for payment under any Contract resulting from this Solicitation before the Effective Date of the Contract. No pre-Contract spending by a Contractor will be allowed.

A.4.3 Historical Compensation

Historical compensation for TxDMV contracts with similar scope and size to this Solicitation has been, on average, approximately $79,900.00 annually. Notwithstanding anything to the contrary in this Solicitation, TxDMV reserves the right to adjust any projected amount based on State funding during the term of any Contract resulting from this Solicitation.

A.5 Pricing Structure

Any Contract price adjustment agreed to by the Parties under the Contract will be effective only upon execution of a Contract Amendment or Purchase Order change notice, as applicable.

All prices offered as part of a Respondent’s Response must be firm, fixed prices, throughout the entire term of the Contract, including all Contract renewals exercised, except as may be allowed under the terms and conditions of this Solicitation. Contract pricing may only change in accordance with this Section A.5.

A.5.1 Price Increase

After the initial term of any Contract that may result from this Solicitation, the Parties may negotiate and agree on a price increase (or reduction) prior to a Contract renewal option or extension exercised. Whether any price increase is permitted is at the sole discretion of TxDMV. Any Contract pricing that may result from this Solicitation, up to the Effective Date of any Contract Amendment or Purchase Order (“PO”) change notice (as applicable) documenting any price adjustment, must be honored by Contractor at the price reflected in the Contract.

TxDMV, in its sole and absolute discretion, may accept, reject, or negotiate price increases after receipt of a complete and properly submitted written price increase request that includes documentation in support of any price increase.

All price increase requests must be correlated with the index as specified below and as published by the Bureau of Labor Statistics (BLS), Region VI, Washington, DC 20212.

• BLS Website: data.bls.gov/series-report

• CPI-W Urban Wage Earners and Clerical Workers - Series ID: CWUR0000AA0:

data.bls.gov/timeseries/CWUR0000AA0

• CPI-U All Urban Consumers - Series ID: CUUR0000AA0:

data.bls.gov/timeseries/CUUR0000AA0

When using the most recent monthly information from the index, the following applies:

A = Index from the month of the Deadline for Submission of Solicitation Responses, or https://data.bls.gov/series-report https://data.bls.gov/timeseries/CWUR0000AA0 https://data.bls.gov/timeseries/CUUR0000AA0

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The effective date/month of the last approved price increase or Contract renewal option exercised, whichever is later.

B = Current or latest baseline index.

The allowable percent change must be calculated as follows:

(B-A) ÷ A x 100% = Percent of allowable price increase or decrease

Failure by the Contractor to calculate this formula and provide any supporting documentation for the price increase request will not be considered a properly submitted price increase request and will result in rejection of the price increase request by TxDMV.

Price increase (and cancellation) requests under this Subsection must be sent by email to the TxDMV Contract Representative designated in the Contract with a copy to matthew.windham@txdmv.gov and purchasing@txdmv.gov along with the following in the subject line: “RFP No. 608-25-91509 – Price Increase Request.”

A.5.2 Price Decrease or Discount

Contractor will immediately implement any price decrease or discount applicable to the Services or Deliverables that may become available during the term of any Contract that may result from this Solicitation.

Price decreases or discount notifications under this Subsection must be sent by email to the designated TxDMV Contract Representative with a copy to matthew.windham@txdmv.gov and purchasing@txdmv.gov along with the following in the subject line: “RFP No. 608-25-91509 – Price Decrease or Discount Notice.”

A.6 Scope of Work - Deliverable Requirements & Specifications

A.6.1 Purpose

Contractor will conduct, and provide all equipment, management, and technical support for livestreaming all TxDMV and MVCPA board and committee meetings or events on TxDMV’s internet website, and must provide closed captions with livestreaming (“Live Broadcast(ing)”). It is anticipated that Contractor will be required to provide the Live Broadcasting Services and Deliverables documented in the Solicitation for approximately twelve (12) TxDMV and approximately eight (8) MVCPA board and committee meetings or events annually (collectively referred to herein as “Meetings”).

Most TxDMV Meetings will occur at the TxDMV Headquarters, Lone Star Conference Room, Building 1, at 4000 Jackson Avenue, Austin, Texas. MVCPA Meetings will be held at TxDMV Headquarters and at remote or mobile locations (“Remote Locations”). Contractor must provide all equipment, management, and technical support necessary for Live Broadcasting of Meetings at all TxDMV designated locations (i.e., all Project Sites).

Contractor must also manage internet connectivity for streaming the Meetings; provide a dedicated data circuit to link the video server; and provide software licenses necessary to operate the webcasting system.

Additionally, Contractor must record all committee Meetings to capture both video and audio, and provide mailto:matthew.windham@txdmv.gov mailto:purchasing@txdmv.gov mailto:Purchasing@TxDMV.gov

Page 11 of 33 RFP No. 608-25-91509 closed captions for all recordings (“Video Recording(s)”). The Video Recordings must comply with all requirements of this Solicitation to enable Contractor to post and archive the Video Recordings on TxDMV’s internet website, in compliance with all applicable State and federal laws. Contractor must ensure the Video Recordings are posted in a format that enables the public to access the Video Recordings.

Contractor will provide technical support for posting and archiving the Video Recordings. Contractor must operate the storage media for archiving and operation of the video server and web server to enable posting and archiving on TxDMV’s website.

All Services and Deliverables under the Contract must be provided at a quality level consistent with industry standards, customs, and best practices, and will be subject to review, acceptance, and audit by an authorized TxDMV representative to ensure compliance with the terms and conditions of the Contract.

A.6.2 Deliverables and Specifications

In providing the Services and Deliverables under the Contract, Contractor agrees to the following duties, obligations, and requirements:

A. Contract Representative

Contractor will designate a qualified individual to serve as the Contractor’s designated Contract Representative. This representative will perform scheduling, billing, contract management, and the day-to-day coordination and management of the Services and Deliverables to be provided under any Contract resulting from this Solicitation.

B. Personnel and Staffing

Contractor will provide sufficient and appropriately trained Contractor personnel to provide the Services and Deliverables for Meetings in accordance with the quality standards identified within this Solicitation.

Contractor must ensure all Contractor personnel involved in providing Services and Deliverables are trained in:

1. All accessibility standards required by applicable State and federal law; and

2. Livestreaming platforms and technologies identified within this Solicitation required for all

Meetings and utilized by TxDMV.

C. Collaboration and Communication

Contractor will collaborate effectively with all TxDMV staff to ensure the successful implementation, delivery, and completion of all Services and Deliverables.

D. Professional Conduct

Contractor will maintain honesty, openness, courtesy, respect, and fairness in all interactions with TxDMV staff and the general public.

E. Risk Management

Contractor will proactively identify and communicate any risks, challenges, or issues that may impact provision of Services and Deliverables to the TxDMV Contract Representative in a timely manner, along with proposed mitigation strategies.

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F. Live Broadcasting and Closed Captioning

1. Contractor will ensure that all technical aspects of Live Broadcasting (including closed captioning) services are effectively managed and delivered with accuracy and reliability during each committee Meeting. This includes providing appropriate management, equipment, technology, systems, and technical support personnel to meet quality and accessibility standards.

2. Contractor must provide a host website from which Live Broadcasting can be accessed through TxDMV’s website.

3. Contractor must provide a live stream for Live Broadcastings that meets or exceeds H.264 and advanced video coding standards, and that enables real-time streaming across industry leading desktop and mobile operating systems. The Live Broadcasting must be available for viewing on all current web browsers and mobile devices.

4. Contractor must provide independent data circuits to the TxDMV video server that are separate from the TxDMV network to render the Live Broadcasting/livestream accessible to the public.

5. Contractor must provide 100% service availability for Live Broadcasting with livestream uptime of at least 99%, and at a video resolution of 1080p or higher. Contractor must maintain a system with redundant backup in the event the Live Broadcasting/live stream is interrupted.

6. Live Broadcasting of Meetings must conform to all applicable law, including, but not limited to, 1 Texas Administrative Code §§ 206.22 and 206.23, as well as Texas Department of Information Resources – Video Conferencing Guidelines, as applicable.

G. Compliance with Accessibility Requirements

Contractor will ensure that all Deliverables meet federal and State accessibility requirements (i.e., including, but not limited to, the accessibility requirements of the Americans with Disabilities Act of 1990 (“ADA”); Section 508 of the Rehabilitation Act of 1973; applicable sections of the Texas Administrative Code; and Web Content Accessibility Guidelines (“WCAG”).

H. Equipment Standards and Maintenance

Contractor will provide and maintain high-quality Equipment to enable and provide Live Broadcasting and Video Recording Services. The Equipment Contractor is required to maintain and have available at all times during the Contract term for providing Services and Deliverables to TxDMV under the Contract is documented in Exhibit C, Pricing Sheet (“Equipment”). Cameras and microphones will be provided by TxDMV for Meetings held at TxDMV Headquarters only. Contractor will conduct routine maintenance and testing of all Contractor and TxDMV equipment required to satisfy the Services and Deliverables to ensure optimal quality and performance.

I. Emergency and Backup Plans

Contractor will develop and maintain contingency or backup plans to address potential disruptions in Services, including:

1. Availability of backup personnel and Equipment during Meetings.

2. Documented procedures for minimizing service interruptions due to technical failures or other issues.

J. Pre-Meeting Testing and Preparation https://dir.texas.gov/resource-library-item/videoconferencing-guidelines https://dir.texas.gov/resource-library-item/videoconferencing-guidelines

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Contractor will conduct pre-Meeting technical tests to verify that video and audio livestreaming and closed captioning systems are functioning correctly, and coordinate with the TxDMV Contract Representative to resolve any issues regarding any Contractor requirements in this Solicitation before the Meeting begins.

K. Video Recording and Posting to TxDMV’s Internet Website

1. Contractor must conduct Video Recordings of the Meetings and post and archive the Video

Recordings on a host website that can be accessed through TxDMV’s website within five Calendar Days of any recorded Meeting. Each posted Video Recording must be provided with audio and closed captioning.

2. Contractor will provide a host website from which Video Recordings can be accessed through TxDMV’s website.

3. Contractor will not remove any archived Video Recordings from, or accessed through, TxDMV’s website, unless removal of the Video Recording is requested and authorized by TxDMV, in writing.

4. Contractor must ensure that each Video Recording meets all Contract and federal and State legal requirements, including, but not limited to, accessibility standards, and ensure all Video Recordings are always accessible to the public through TxDMV’s website (24 hours per day/7 days per week).

L. Reporting

Contractor will provide periodic reports, as requested by the TxDMV Contract Representative, summarizing the Services and Deliverables provided, including, but not limited to, Meeting attendance;

any technical issues that occurred during a Live Broadcast of a Meeting; and any Video Recording issues.

M. Service Feedback Mechanism

Contractor will establish a process for TxDMV to provide feedback on Service and Deliverable quality.

Contractor will promptly address and resolve any concerns raised by TxDMV regarding Services or Deliverables provided.

N. Flexibility

Contractor will be prepared to adapt to schedule changes or unforeseen adjustments relative to Meeting dates, times, locations, or formats, to ensure continuity of Services.

O. Data Security and Confidentiality

Contractor will comply with all applicable State and federal law and regulation and TxDMV policies and procedures relating to data security.

P. Quality Assurance

Contractor will implement quality control measures to ensure the accuracy, reliability, and consistency of Live Broadcasting and Video Recording and archiving services. Contractor will provide a clear escalation process for addressing and resolving Service issues identified by TxDMV or Contractor.

Q. General Requirements

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1. Onsite Equipment Usage

For Meetings held at TxDMV Headquarters, Contractor must use TxDMV’s audio/video hardware and software technologies (currently Crestron) with Contractor provided onsite operator(s) present during Meetings. Contractor is solely responsible for maintenance and operation of TxDMV’s audio/video hardware and software technologies for Live Broadcasting.

2. Remote Location Meeting Equipment

For Meetings at Remote Locations, Contractor must provide all requested Equipment for Live Broadcasting Services, including, but not limited to, cameras, microphones, speakers, projectors, screens, and cables.

3. Meeting Readiness

Contractor must arrive at the Meeting location prior to the Meeting within sufficient time to complete equipment setup and be ready to provide Live Broadcasting and recording of the Meeting no later than 20 minutes prior to the scheduled Meeting start time.

4. Interactive Agenda

Contractor must provide an interactive agenda to TxDMV for each Meeting with the following features:

a. Progress Marker: A visible indicator (e.g., highlight or checkmark) to show the current agenda item and track progress dynamically.

b. Interactive Navigation: Participants, including TxDMV staff and the viewing public, must be able to click on agenda items to access details or supporting materials.

c. Status Updates: Clearly distinguish between completed, in-progress, and upcoming items.

d. Accessibility Compliance: Ensure the Meeting agenda meets WCAG 2.2 accessibility standards for usability and accessibility.

5. Customer Support

Contractor must provide technical support to both TxDMV and the public user base through both telephone and email. Contractor support must be available as follows:

a. At a minimum, technical support must be offered 8:00 a.m. to 5:00 p.m., Central Time.

b. Technical support must also be available during any Meeting, regardless of whether the

Meeting falls outside 8:00 a.m. to 5:00 p.m., Central Time.

6. Video Segmentation

Video Recordings of Meetings must be segmented into clips and mapped to agenda items.

7. Continuity and Disaster Recovery

Contractor must maintain a comprehensive Continuity of Operations (“COOP”) and Disaster Recovery (“DR”) Plan to ensure the timely restoration of services in the event of an outage or disruption. The plan must:

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a. Include detailed procedures to restore Services promptly and minimize downtime;

b. Be reviewed and approved by the TxDMV DR Coordinator prior to implementation; and

c. Be regularly updated to reflect changes in systems, processes, or requirements, with updates submitted to the DR Coordinator for review and approval.

8. Disaster Recovery Testing

Contractor must perform annual tests of its DR Plan on an agreed-upon date, coordinated with the TxDMV DR Coordinator. The testing requirements are as follows:

a. Conduct a comprehensive test of the DR Plan each year to ensure its effectiveness and readiness.

b. Provide test results and any necessary remediation plans to the TxDMV Contract

Representative and DR Coordinator within fifteen days of test completion.

c. Coordinate the testing schedule and procedures with the DR Coordinator to align with

TxDMV requirements.

9. Outage Notification

Contractor must promptly contact TxDMV by email or phone as soon as it becomes aware of any unplanned system outage. If the outage occurs during a Live Broadcast, Contractor is required to provide updates to TxDMV every 15 minutes until Live Broadcasting is fully restored.

10. Ownership of Data

All Video Recording and Live Broadcasting data, materials, and records are the sole and exclusive property of TxDMV. In the event of Contract expiration or termination, Contractor will transfer all TxDMV Data to TxDMV in the format prescribed by TxDMV.

11. Data Transfer Plan

Prior to Contract expiration or termination, Contractor must provide a detailed plan for the transfer of any Contractor held TxDMV Data to either TxDMV or a successor service provider designated by TxDMV.

12. Closed Captioning

Contractor will provide closed captioning during Live Broadcasts and for Video Recordings of the Meetings. The captions must be accurately embedded. The Contractor will apply edits or corrections to the captions post-Meeting to the Video Recording, if necessary. Closed captioning must comply with the following requirements:

a. Accuracy: Contractor will ensure that captions are accurate, clear, and represent the spoken content, with correct spelling and punctuation, and with 98% accuracy.

b. Caption Synchronization: Contractor will ensure that captions are properly synchronized with the Video Recording to facilitate ease of viewing for all viewers.

c. Multiple Language Support: Contractor will provide the option to offer captions in multiple languages, where applicable and upon TxDMV request, to accommodate a multilingual audience.

d. Customizability: Contractor will ensure that captions are customizable in terms of font size, Page 16 of 33 RFP No. 608-25-91509 color, and background to meet the visual needs of viewers.

e. Compliance with Accessibility Standards and other Applicable Law: All Live Broadcasts and Video Recordings, including captions, must be comply with all applicable State and federal laws, including, but not limited to, accessibility standards identified herein; the WCAG; the ADA; Section 508 of the Rehabilitation Act; and the Texas Administrative Code.

f. Integration with Streaming Platforms: Contractor must ensure that captions for Live Broadcasting and Video Recordings are properly integrated for on-demand viewing across mainstream platforms (e.g., YouTube, Vimeo) and accessible on desktop and mobile devices.

g. Quality Control and Testing: Contractor shall implement a quality control process to verify caption accuracy and make any necessary corrections after the Meeting.

R. Work Order Authorization(s) to Request Services and Deliverables; Scheduling; Hours of Services;

Cancellations; Delays

1. All Live Broadcasting, Video Recording, and archiving Services will be provided to and ordered by TxDMV under the Contract on an as needed basis only. Contractor will provide the Services to TxDMV only if requested by TxDMV pursuant to Work Order authorization(s) (“Work Order(s)”). All Work Orders will be in writing and sent by the TxDMV Contract Representative to the Contractor Contract Representative. Contractor must provide a secondary contact, with email address and phone number, for TxDMV to send Work Orders.

2. All Work Orders will be executed by both Parties and include the following:

a. The Deliverables requested by TxDMV;

b. A time schedule for delivery of Deliverables;

c. Any Equipment/systems Contractor must provide to deliver the requested Deliverables;

d. Any additional tasks to be performed by the Contractor and such other necessary information or special conditions.

3. Any executed Work Orders will be entered using Exhibit K, Work Order Template, and will be incorporated into and become a part of the Contract.

4. Work Order Scheduling: TxDMV will attempt to coordinate with Contractor to finalize the

Meeting schedule and confirm all dates and times to ensure accuracy and alignment, prior to TxDMV sending a Work Order. Contractor must be available to provide Live Broadcasting, Video Recording, and archiving services when requested via Work Order, based on the following scheduling options:

a. Standard Scheduling (five Business Days). For standard scheduling, Contractor will be provided a Work Order for requested Services/Deliverables a minimum of five Business Days prior to the Services/Deliverables due date.

i. TxDMV will send Work Orders to the email provided by Contractor for the Contractor Contract Representative or secondary Contractor contact.

ii. Contractor must confirm whether it will provide the requested Deliverable(s), by signing the Work Order and sending the signed Work Order to the TxDMV Contract Representative with the name and contact information for the Contractor personnel assigned by Contractor to provide the Services/Deliverables, within 24-hours of receipt of the Work Order, or Contractor must otherwise inform TxDMV that

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Contractor cannot fulfill the Work Order.

iii. If Contractor needs to cancel confirmed Services/Deliverables, Contractor must notify the TxDMV Contract Representative via email and telephone no less than three Business Days prior to the Services/Deliverables date scheduled via the Work Order.

b. Expedited Scheduling (two to four Business Days). For expedited scheduling, Contractor will be provided a Work Order for requested Services/Deliverables a minimum of four Business Days prior to the Services/Deliverables due date.

i. TxDMV will send Work Orders on an expedited basis to the email provided by Contractor for the Contractor Contract Representative or secondary Contractor contact.

ii. Contractor must confirm whether it will provide the requested Services/Deliverables, by signing the Work Order and sending the signed Work Order to the TxDMV Contract Representative with the name and contact information for the Contractor personnel assigned by Contractor to provide the Services/Deliverable(s), within 24-hours of receipt of the Work Order, or Contractor must inform TxDMV that Contractor cannot fulfill the Work Order.

c. Emergency Scheduling (1 Business Day). For emergency scheduling, Contractor will be provided a Work Order for requested Services/Deliverables less than one Business Day (24-hours) prior to the Services/Deliverables due date.

i. TxDMV will send Work Orders on an emergency basis to the email provided by Contractor for the Contractor Contract Representative or secondary Contractor contact.

ii. Contractor must confirm whether it will provide the requested Deliverable(s), by signing the Work Order and sending the signed Work Order to the TxDMV Contract Representative with the name and contact information for the Contractor personnel assigned by Contractor to provide the Services/Deliverable(s), within 24-hours of receipt of the Work Order, or Contractor must inform TxDMV that Contractor cannot fulfill the request.

5. Hours of Services. Contractor must be available to provide the Services when requested via

Work Orders Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time (“Normal Business Hours”), excluding observed State or federal holidays when TxDMV’s offices are officially closed. Any Deliverables requested and provided outside Normal Business Hours will require the advance written approval of the TxDMV Contract Representative and Contractor.

A.6.3 Subcontracting Deliverables

Contractor may subcontract the Deliverables under the Contract. However, prior to any subcontracting of the Deliverables, Contractor understands and agrees the following conditions apply:

A. Subcontractor(s) must meet or exceed the requirements and qualifications of Contractor as set forth in the Solicitation and provide the same quality of Deliverables required under the Contract.

B. The Contactor remains the sole point of contact under the Contract and is solely responsible for communications with and keeping Subcontractor(s) informed regarding the Deliverables.

C. Contractor must manage all quality and performance, project management, and schedules for

Subcontractors, and will be held solely responsible and accountable for the completion of all Deliverables for which Contractor has subcontracted.

D. Subcontracting must be at Contractor’s sole expense, and at no cost to TxDMV beyond those costs authorized under the Contract.

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E. Subcontract(s) may not relieve the Contactor of its duties, obligations, or responsibilities under the Contract. TxDMV will look solely to Contractor for the performance of all Contractor obligations under the Contract.

F. If Contractor determines a need for a Subcontractor change during the term of the Contract, Contractor must provide advance written notice to the TxDMV Contract Representative of the proposed change. The written notice must include references and work history for any proposed Subcontractor replacement. Contractor cannot make any change to a Subcontractor without written approval by the TxDMV Contract Representative (which consent shall not be unreasonably withheld or delayed).

A.6.4 TxDMV Responsibilities

TxDMV agrees to the following requirements during the Contract Term:

A. TxDMV will designate a TxDMV Contract Representative that is authorized to administer activities that include, but are not limited to, non-legal notices, consents, approvals, inspections, requests, or other general communications provided for or permitted under the Contract. The TxDMV Contract Representative may be changed by providing written notice to Contractor’s designated representative.

B. TxDMV will attempt to request services at least five days prior to a Meeting, when possible, with each request including the type of Deliverables and Services being requested, the date, start time, estimated duration, and location.

C. TxDMV will collaborate with Contractor to ensure the success of each Meeting, which may include providing subject-matter experts and/or technical staff as needed to assist Contractor in providing the Deliverables.

D. For Meetings held onsite at TxDMV Headquarters, TxDMV will assign a designated parking space or location for Contractor, its employees, and/or Subcontractor(s) to park while providing the Deliverables, if applicable. For Meetings held off-site, parking cannot be guaranteed, and it is the responsibility of Contractor to make necessary arrangements.

E. Notwithstanding anything to the contrary in the Contract, TxDMV reserves the right to review and verify the qualifications of Contractor, and any Contactor personnel assigned to provide Services under the Contract, and determine, in TxDMV’s sole discretion, whether to approve Contractor, or its designated personnel, to provide the Services. If TxDMV rejects any Contractor personnel, Contractor will provide replacement personnel to the approval of TxDMV. Any negative background checks may result in disqualification of Contractor, and/or any Contractor personnel, to provide Services under the Contract.

F. Notwithstanding anything to the contrary in the Contract, TxDMV reserves the right, in its sole discretion, to refuse entry, remove, or request the…