ESBD_469310_1765465678882_14 RFP 608-25-91509 Solicitation Addendum No. 1.pdf
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- Attached to
- Livestreaming, Video Recording, and Archiving Services for TxDMV and MVCPA Board and Committee Meetings
- Solicitation number
- 608-25-91509
- Issued by
- Travis County, Austin City, Texas
About this file
This is Solicitation Addendum No. 1 for RFP 608-25-91509 issued by the Texas Department of Motor Vehicles (TxDMV) and Motor Vehicle Crime Prevention Authority (MVCPA) on December 11, 2025. The addendum provides clarifications and responses to vendor questions regarding livestreaming, video recording, and archiving services for board and committee meetings. TxDMV maintains a Crestron system with 10 hardwired microphones and 16 channels at its headquarters, but vendors must supply all equipment for off-site meetings. The vendor will be responsible for system operation during meetings, providing captions encoder/decoder equipment, and managing audio/video streams. TxDMV does not require transcripts, lower thirds, branding, or additional broadcast destinations at this time. The solicitation represents a consolidation of multiple existing vendor contracts into a single agreement. Proposals were due January 5, 2026, at 4:00 p.m. Central Time, with vendor questions having closed December 1, 2025, at 4:00 p.m. Central Time.
Historical annual compensation for similar TxDMV contracts averages approximately $79,900, with pricing to remain firm and fixed throughout the contract term and subject to potential Consumer Price Index adjustments after the initial period at TxDMV's sole discretion. The contract term extends from the effective date through August 31, 2027, with renewal options available for additional periods not exceeding five years total. Respondents must meet minimum qualifications requiring five years of active engagement in livestreaming, video recording, and archiving services within the last seven years, with assigned personnel possessing at least three years of relevant experience. The solicitation includes a Historically Underutilized Business (HUB) Subcontracting Plan requirement mandating good faith efforts to utilize certified HUB vendors. Evaluation criteria are weighted as follows: technical capabilities (30%), experience and expertise (25%), cost (25%), professional management and support (15%), and implementation timeline (5%). All responses must include a signed acknowledgment of this addendum, and failure to submit the signed document may disqualify the response.
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Text version
Revised May 2023 Pg. 1
Finance and Operations Division – Purchasing Section
Solicitation Addendum and Respondent’s Acknowledgment
Solicitation No. RFP 608-25-91509 Addendum No. 1
Solicitation Title:
Livestreaming, Video Recording, and Archiving Services for TxDMV and MVCPA Board and Committee Meetings
Addendum Date: 12/11/2025
TxDMV Sole Point of Contact: Matthew Windham, CTCD, CTCM; matthew.windham@txdmv.gov
Purpose of Addendum
1. See Attachment A to this Addendum for TxDMV’s Responses to Vendor Questions or Clarifications.
THIS ADDENDUM IS APPLICABLE TO, CHANGES, AND TAKES PRECEDENCE OVER REQUIREMENTS SET FOURTH IN THE ABOVE REFERENCED SOLICITATION, AND BECOMES A PART OF THE ORIGINAL SOLICITATION.
THE RESPONDENT ACKNOWLEDGES RECEIPT OF THIS ADDENDUM BY SIGNING BELOW AND RETURNING THE SIGNED DOCUMENT WITH ITS RESPONSE. FAILURE TO SUBMIT THE SIGNED ADDENDUM MAY DISQUALIFY
THE RESPONSE.
RESPONDENT’S FULL LEGAL NAME RESPONDENT’S AUTHORIZED SIGNATURE
RESPONDENT’S AUTHORIZED REPRESENTATIVE
(PRINTED NAME)
DATE
mailto:matthew.windham@txdmv.gov
# Pg. # Section Question TxDMV Response
1 14 Scope of Work, Section Q, #1 What, if any, existing audio equipment do you have in place?
At TxDMV HQ, there is a Crestron system with a tablet and a built-in monitor for control. The system includes 10 hardwired microphones as well as 16 channels for our 20 desktop/handheld microphones which are all connected to the unit's PC. For meetings held outside of TxDMV HQ, such equipment is not available and must be supplied by the vendor (See Exhibit C, Pricing Sheet for a list of equipment needed). Also Reference SOW Section A.6.2(H).
2 14 Scope of Work, Section Q, #1
Crestron system's are generally for in-room video and/or audio presentations, display controls and more in-room. Is there an existing program out from the system and who is responsible for controlling the system during meetings (i.e. clerk, admin, etc)?
TxDMV does not have an existing program out from the Crestron system. Vendors will be expected to utilize TxDMV equipment and supply any additional equipment/software necessary to interface with TxDMV systems to perform the services (See SOW Section A.6.2(F)). While TxDMV can supply support staff, the vendor's staff will be responsible for controlling the system during meetings.
3 15 Scope of Work, Section Q, #12 Do you already have an existing captions encoder/decoder? If so, what brand and model? TxDMV does not have a captions encoder/decoder. It is expected the vendor will provide this equipment.
4 12 Scope of Work, Section F Do you want a transcript of the meeting available for download, follow along highlighting and clickable for VOD offering? If so, do you also require a spoken word audio that is searchable (seach function) for viewers?
A transcript is not required at this time.
5 14 Scope of Work, Section Q, #1 Who currently controls the audio? Audio/Video streamed is typically controlled by contracted vendors.
6 N/A Scope of Work Does the video and/or archives require lower thirds and branding in a TX DMV branded presentation? If so, will TX DMV provide any imagery/logos for this use?
TxDMV does not require lower thirds and branding. However, if available, TxDMV can provide imagery/logos.
7 N/A Scope of Work Is there a preferred procurement vehicle like TX DIR or TIPS that is desired to be used? Based on the commodity codes for the services needed, TxDMV has posted this Request for Proposals as an open market procurement.
8 14 Scope of Work, Section Q, #1 Is the Department willing to waive the requirement for onsite operators if the proposed solution is remotely managed instead?
Due to the equipment in the meeting room(s) at TxDMV HQ, TxDMV prefers to have an onsite operator(s). For meetings held around the state outside of TxDMV HQ, onsite operators are needed as the vendor will supply and operate the equipment.
9 12 Scope of Work, Section F Are there any other broadcast destinations to consider like cable channel, social media or internal networks?
TxDMV does not currently have a need for other broadcast destinations.
10 N/A A.2.1 Objective
Can the TxDMV share some of the issues you're experiencing with the current livestreaming/ video recording solution? Where is it falling short? What is your biggest complaint or source of dissatisfaction? What are your main reasons for conducting a competitive procurement at this time?
TxDMV currently contracts with multiple vendors for livestreaming services. TxDMV intends to consolidate these services under one vendor.
11 N/A N/A
If possible, please provide the budget for this project. While the final budget will depend on responses received, historical compensation for TxDMV contracts with similar scope and size to this Solicitation has been, on average, approximately $79,900.00 annually. Reference RFP Section A.4.3 Historical Compensation.
Livestreaming, Video Recording, and Archiving Services for Texas Department of Motor Vehicles (TxDMV) and Motor Vehicle Crime Prevention Authority (MVCPA) Board and Committee Meetings
Attachment A - Addendum 1: Questions and Answers RFP No. 608-25-91509
| Draft - TxDMV RFP 608-25-91509 Solicitation Addendum No. 1 |
| Attachment A - Addendum 1 Questions & Answers |
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