ESBD_531302_1783604315992_5510001089_Summer_Media_Campaign_final.06.25.26.docx

Texas Department of Agriculture (TDA) Purchasing and Contracting Office 1700 N. Congress Avenue Austin, Texas 78701 Summer Media Campaign

REQUEST FOR PROPOSAL (RFP)

DATE ISSUED

7/9/2026

Respondent must submit sealed response no later than 3:00 PM CT on through 8/6/2026, to the following address:

Attention: bidroom@texasagriculture.gov For information contact:

Rhonda Gips Phone: (512)463-7710 E-mail: Rhonda.Gips@TexasAgriculture.gov

RESPONSE (Respondent must fully complete)

ACKNOWLEDGMENT OF ADDENDA:

(Respondent acknowledges receipt of Solicitation addenda and related documents numbered and dated:

NAME AND ADDRESS

OF RESPONDENT:

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

CERTIFICATION, DISQUALIFICATION, AND REMEDIES. Respondent must submit its response electronically to Bidroom@texasagriculture.gov before the due date and time posted on posted on the Electronic State Business Daily (ESBD)

ATTENTION: It is the responsibility of interested parties to periodically check the above method for updates to this solicitation prior to submitting a response. Respondent’s failure to periodically check the method above will no way release the selected Respondent (Contractor) from “addenda or additional information” resulting in additional costs to meet the requirements of this solicitation.

By signing this document, Respondent represents and warrants that all statements, certifications, and information submitted in response to this solicitation are true, current, complete, and accurate. Failure to sign will disqualify response. TDA may pursue and enforce any available remedies against Respondent for making false statements, including disqualifying the Respondent’s response, immediately cancelling any Contract awarded to Successful Respondent, or recommending State of Texas debarment.

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Texas Department of Agriculture

PCO 805 RFx Template Version 5.2 Revision 12/15/2025

Table of Contents

PCO 805 RFX Template Page 2 of 2 Version 5.2 Revised 03.10.2026

SECTION I – INTRODUCTION AND STATEMENT OF WORK

INTRODUCTION

The Texas Department of Agriculture (TDA or Department), an agency of the State of Texas, issues this REQUEST FOR PROPOSAL (RFP) to solicit responses from qualified Respondents for 5510001089, as described in this Section I and in this solicitation. TDA’s objective is to obtain the services of a Contractor to provide a full-service media and outreach campaign to promote the Summer Food Service Program (SFSP) statewide as well as target areas based on vendor and agency assessments that represent the best value for TDA and the State of Texas, according to the terms and conditions of this solicitation.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS SOLICITATION CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

All costs associated with the solicitation must be included in the Respondent’s Proposal. Solicitation responses that do not meet all the requirements or contain all the required documentation specified in this solicitation may be rejected as non-responsive.

BackGRound Established by the Texas Legislature in 1907, TDA was created to gather statistics on crops and livestock and to educate farmers on advanced farming methods and practices. Over time, TDA’s responsibilities expanded significantly, including the absorption of the Texas Department of Rural Affairs and the State Office of Rural Health in 2011.

TDA touches the lives of nearly every Texas citizen and is charged with protecting consumers by ensuring standards are upheld with licensed professionals and businesses. These standards provide an environment for consumers to conduct business with confidence with those licensees. TDA serves the public by providing public protection, consumer confidence and health protection.

The Department has regulatory responsibility to ensure licenses are appropriately issued and renewed. TDA strives to provide accessible and responsive services that strengthen public safety and consumer protection. Today, TDA performs a wide variety of regulatory, nutrition, economic development, and marketing activities, such as:

1) Regulating the production and transport of agricultural commodities and reviewing commodity board budgets;

2) Administering numerous federal and state nutrition assistance programs for children and adults;

3) Regulating agriculture-related activities in the marketplace to protect consumers, such as retail package content and weighting device calibration and the registration and use of agricultural, residential, and commercial site pesticide applications;

4) Providing financial assistance for agribusinesses and rural enterprises, rural healthcare facilities, and community infrastructure projects to promote economic development in rural Texas; and

5) Promoting Texas agricultural and rural products locally, nationally, and internationally.

6) TDA’s Food and Nutrition Division (F&N) administers the federally funded SFSP in Texas. The purpose of the SFSP is to ensure that children can access nutritious meals during the summer months when those children do not have access to meals through the National School Lunch Program or the National School Breakfast Program. Organizations that operate the SFSP provide nutritious meals at no cost to children ages 18 and under during the summer months at participating meal sites. The awareness campaign is statewide. While meal site locations will vary from year to year, TDA targets its SFSP campaign and marketing tactics towards audiences residing in zip codes where meal sites were located in previous years, although new areas are anticipated during the Contract period due to new program options unique to rural areas.

7) TDA contracts with schools and non-profit organizations, sometimes referred to herein as Contracting Entities (CEs), who then work with summer sites to provide no-cost meals. The United States Department of Agriculture (USDA) provides funding to TDA to reimburse CEs for the meals served at their sites. The program is governed by state and federal regulations.

Legal Authority This solicitation is issued pursuant to TDA's authority in Chapter 12 of the Texas Agriculture Code and pursuant to Texas Government Code, Chapter 2156, Subchapter C, Sections §§2156.121 – 2156.127. Pursuant to Section §2155.131 of the Texas Government Code and 34 TAC §20.82. Competitive sealed proposals will be received before the deadline set forth below in this solicitation.

TDA has authority to procure promotional and advertising commodities and services under Chapter 12 of the Texas Agriculture Code and pursuant to Texas Government Code, in Sections 12.002 and 12.031 Definitions The words and terms listed below have the following meanings unless the context clearly indicates otherwise. These definitions shall apply to this solicitation, including the terms and conditions attached to the solicitation, and any Contract entered into by the parties as a result of this solicitation.

1. Addendum means a written clarification or revision to the solicitation issued by the TDA. Bidder must acknowledge receipt of any addenda in the submission of the Bid.

2. Amendment means the final written agreement signed and dated by TDA and Respondent(s) selected for an award as a result of this solicitation subsequent to the effective date of the Contract, which amends, changes, extends, modifies or revises the Contract.

3. Business Days-means Monday through Friday except for federal, state, and legal holidays observed by the State of Texas.

4. Centralized Master Bidders List (CMBL) is a public website comprised of businesses interested in contracting with the state and maintained by the Texas Comptroller. It can be used by Respondents to identify potential respondents and VetHUB.

5. Contract means the final written agreement signed and dated by TDA and the respondent(s) selected for an award as a result of this solicitation, and includes the solicitation and all attachments, the proposal(s) of any respondent(s) selected for an award, any appendices, final proposals, amendments to the solicitation, schedules, or special provisions incorporated into the Contract. This term also includes a purchase order. Purchase order is a legal document between two (2) parties to purchase and sell commodities and/or services.

6. Contractor means an entity or individual selected for an award as a result of this solicitation and that enters into a Contract to complete the scope of work described in this solicitation and the Contract.

7. Contract Manager means a person designated by TDA or Contractor that is responsible for invoicing and payment under the Contract, and for monitoring the overall progress of the scope of work required by the Contract. Either party may designate the same individual to be both the Contract Manager and the Project Manager.

8. Days means calendar days unless otherwise specified.

9. Effective Date means the date TDA's Deputy Commissioner or duly authorized designee signs and dates a Contract resulting from this solicitation.

10. Electronic State Business Daily (ESBD) means the public website for posting state contracting opportunities managed by the Texas Comptroller of Public Accounts (CPA)

11. Intellectual Property means worldwide legal rights or interests in intangible property evidenced by or embodied in: (1) any idea, design, concept, method, process, technique, apparatus, invention, discovery, or improvement that is capable of being patented; (2) any copyright or patent; (3) any work that is capable of being copyrighted, including moral rights or neighboring rights; (4) any trademark, service mark, certification mark, trade dress, trade name, or other indicia of source or origin; (5) any design, display, graphic design, letter or letter combination, logo, mark, number or number combination, phrase, word or word combination that indicates the origin, quality or source of goods or services and that is capable of being copyrighted; and (6) any rights, interests or property similar in kind or nature to the rights, interests or property created or resulting from this solicitation. The intellectual property of a party includes all worldwide intangible legal rights or interests that the party may have acquired by assignment or license with the right to grant sublicenses.

12. Project means the purpose, result, or work to be accomplished as a result of the Contract.

13. Project Manager means the person assigned by TDA or Contractor that is responsible for managing the day-to-day work of the Contract.

14. Proposal means a response submitted to TDA as a result of this solicitation.

15. Respondent means an entity or individual that submits a proposal or offer

16. Scope of Work or Statement of Work (SOW) means the deliverables, services and work set out and defined in the Contract and described in this solicitation.

17. Solicitation means this REQUEST FOR PROPOSAL (RFP) ,

18. Successful Respondent means the respondent awarded a Contract resulting from this solicitation.

19. TDA means the Texas Department of Agriculture. TDA may also be referred to as the "Department."

20. Veteran Heroes United in Business (VetHUB) as defined by Chapter 2161 of the Texas Government Code.

Scope of Work/Specifications TDA is seeking a proposal(s) from respondents to provide a full-service media campaign utilizing various types of media services, marketing tactics, and platforms to promote the Summer Food Service Program (SFSP). Contractor shall provide all services customarily performed by a media department/agency, including, but not limited to: developing a media and outreach plan to reach outlined goals, developing placement schedules, negotiating pricing, purchase/place spots, creative development (as needed), printing and distribution of marketing materials, and maintaining records and reconciling appropriate reports for the campaigns. Some creative services are also required as further described in this Statement of Work (SOW).

Goals and Objectives The goal of this solicitation is to obtain services from a Contractor who will increase the statewide awareness of the SFSP in rural and urban communities and to increase targeted awareness and program participation by eligible children. To achieve these goals, TDA has established the following objectives:

1. Inform target audiences, including parents, guardians, children, teachers, and others, of no-cost meals available to children at various site locations throughout Texas.

2. Inform target audiences that program operators are contractually obligated to provide nutritious meals to eligible children.

3. Inform target audiences that the SFSP operates during the summer months, from June 1 through August 31 of the calendar year.

4. Communicate available options to parents or guardians that they can utilize to locate nearby SFSP meal sites, such as:

a. Calling 2-1-1 (Texas Connecting People and Services) and speaking to a live operator capable of conveying the information in English and Spanish;

b. Accessing the program’s website at Summerfood.org and using the interactive map tool to locate a nearby SFSP feeding site; or

5. Strengthen current brand recognition and positive reputation, and drive program participation.

Deliverables A Successful Respondent will provide the following:

1. Analyze, plan, and carry out an effective media campaign. Campaign proposal should utilize existing TDA data to identify target areas of the campaign based on summer meal sites in existence.

A. Develop proposed project schedule:

i. Before the campaign begins, the Contractor will submit a flowchart to TDA showing all proposed ad placements and a project schedule that includes all marketing tactics to be utilized in the media campaign. The flowchart should include tactics requested by TDA and/or recommended by the Contractor. If a marketing tactic is rejected by TDA, the Contractor must use a comparable tactic that reaches the same target audience and produces the same results, unless otherwise specified in writing by TDA. If the information below is not included in the flowchart, the Contractor will be given five (5) business days to edit the flowchart, which TDA must review and approve. TDA Food and Nutrition must provide signature approval prior to commencement of the campaign. The flowchart shall include the following elements:

1. Markets identified by geographic area or demographics, and designated as statewide, rural, or urban, or identified by specific zip codes, along with a recommended designated market area (DMA) list that reaches target audiences across Texas.

2. Marketing tactics, such as radio, mobile, electronic, digital, public service announcement (PSA), print, or other media.

3. Budget for each tactic and proposed final total budget for the entire campaign.

4. Starting and ending dates for each ad placement or marketing tactic along with the placement timeframe for each ad or tactic and the targeted geographic area or demographic audience for such ad or tactic. All campaign ad tactics must run during the timeframe from April 1 through August 10.

5. Total impressions indicating the number of people the ad or tactic is projected to reach.

6. Frequency guarantees.

7. Justification for each tactic and market. Contractor should explain and demonstrate how it utilized and analyzed the data provided by TDA to make its recommendations on how best to reach target audiences including:

a. Media types;

b. Which media platforms to leverage;

c. Timing;

d. Geographic location; and,

e. Psychographic data

8. The expected metrics at the end of the campaign.

B. Include traditional and digital media tactics. Recommendations should include creative ideas to reach target audiences and address both urban and rural audiences.

C. Establish detailed timelines with tactic and content deliverables for TDA approval, TDA approval deadlines, and tactic deployment dates, which shall be agreed upon by TDA well in advance of the commencement of the campaign.

i. Campaigns may start as early as April 1. Campaign end dates are traditionally August 10, but may vary depending on meal site availability.

ii. TDA review, editing, and proofing approval must be included in the project review and approval process for all media plans, tactics, creative assets, documents, material creation, or other work product and shall be included in the timeline. The timelines for these processes will be similar regardless of the campaign media format.

iii. Communication tactics must be coordinated with TDA in advance, with all relevant and time-sensitive details included. Contractor should provide advance notice of individual deliverables requiring TDA approval.

D. Print and distribute campaign materials. Campaign materials include but are not limited to door hangers for out-of-home campaigns or radio events. Campaign materials will be at the Contractor’s expense and are part of the campaign line-item cost. If TDA supplies the printed marketing materials, the Contractor shall oversee the distribution of the materials, including postage costs to mail or deliver the materials to their ultimate destination.

2. Develop and carry out ads, PSAs and/or other marketing tactics.

A. Contractor must analyze data provided by TDA and recommend ads, PSAs, and/or marketing placements to TDA to effectively target parents and maximize program resources. Existing content and/or new content may be used. If the information described below is not provided to TDA, Contractor will be given five (5) business days to include missing information in its recommendations.

i. Contractor must submit its recommendations and analyses to TDA for approval prior to commencing the campaign.

ii. Contractor must provide quantitative analyses of each proposed ad or tactic and a description of how the placements will reach the proposed target audience.

iii. Contractor shall provide TDA with ratings analysis for all proposed ad placements and tactics, by program and by individual market.

iv. Contractor must negotiate spot rates with each radio or television station proposed for ad placement and obtain TDA’s advanced written approval for each proposed placement.

v. Contractor shall support leveraging existing TDA partners for outreach, including available in-kind or other similar opportunities.

vi. Contractor is required to finalize all proposed ad placements, tactics, and/or media buys after TDA’s approval of same, and timely pay for all such ads, tactics, or media buys in accordance with the usual and customary practices of each television or radio station, media outlet, or other company.

vii. Contractor must maintain records of its Contract, communications, invoices, and other relevant documentation of its agreements with all subcontractors and/or third-party vendors. Contractor shall include such backup documentation with its invoices, along with all other documentation or backup documentation as reasonably requested by TDA.

B. Contractor shall edit previously created radio and television PSAs as well as any ads or graphics created by previous Contractors (under TDA’s discretion).

C. Reconciliation of media and other marketing tactics: Contractor is responsible for all follow-up activities after securing placements for ads, PSAs, and other marketing tactics. These follow-up activities may include but are not limited to, ensuring the campaign begins at the required time, delivering spots to each station, monitoring media buys on a daily basis throughout the on-air schedule, collecting and examining placement affidavits, and supervising and coordinating the issuance of “make good” spots (spots that are offered as a replacement for any paid spots not delivered) and/or credits for any spot discrepancies, including make good spots for ads that did not meet projected analytics. If Contractor or the relevant media outlet cannot accommodate a make good spot during the current SFSP campaign, Contractor may, in TDA’s sole and absolute discretion, provide a make good spot of equal or greater value in TDA’s next SFSP media campaign.

3. Develop advertisements.

A. Create new graphic materials as needed for the SFSP campaign. Graphic materials may include, but are not limited to, animated videos, public service announcements, social media ads, posters, and other items as directed and approved by TDA.

B. Contractor may be required to develop artwork, translate materials from English into Spanish or other languages, and update older materials. Contractor will be required to procure voiceover talent or qualified actors necessary to update PSAs and include the expense in the overall campaign budget, subject to TDA approval and signature.

i. Creative services: Contractor must include the costs for services necessary to complete the entire project, including but not limited to, PSA scripting, development, logistics, talent and production management, procurement, size modifications for digital advertisement (if required by placement specifications), postproduction, purchase of stock photography, e-communications, artwork, and all other costs associated with a successful SFSP media campaign. Contractor will have access to previously created artwork related to the campaign, if necessary, for successful creative development.

ii. Contractor must submit proposed creative materials to TDA for review prior to utilization so that TDA can ensure that the materials are visually appealing, meet brand goals, and uphold TDA “brand” standards so that the materials incorporate the colors, look, and feel of previously utilized creative advertisements in prior SFSP campaigns.

C. Contractor must take creative strategy and direction from TDA.

D. Edits and revisions to copy, creative, or general content are at no extra cost or limit. Pricing should be included in overall price package.

E. Purchase ad space, as needed. Ad space includes but is not limited to radio ad space. The Contractor must retain all correspondence and documentation related to the purchase of ad space to facilitate reconciliation of reports and performance measures.

4. Complete campaign close-out.

A. Conduct campaign debriefing: For each campaign tactic, Contractor must conduct a campaign debriefing, either in-person or conference call, to provide TDA a high-level overview of all campaign marketing tactics and their corresponding effectiveness as well as all campaign and related documents.

i. The debrief should provide TDA with a high-level overview of all campaign marketing tactics and their effectiveness. Accompanying documentation should include, but not limited to: detailed campaign progress, metrics, and recommendations for future campaigns.

ii. At campaign closeout, Contractor must provide TDA with all campaign and related documents, including but not limited to, fully executed agreements and associated documents for media buy, flow charts, analytics, reports, subcontractor and third party vendor information, television and radio stations utilized during the campaign, and a list of all ads, placements, spots or tactics run at each station or media outlet, including date(s) of placements and analytics for each such placement. All documents must be delivered in a format acceptable to TDA in a flash or USB drive as a prerequisite to payment of Contractor’s final invoice. Such flash or USB drive becomes the property of TDA and will not be returned to Contractor.

B. Provide campaign reports. Contractor shall provide proof of performance or analytics for each campaign component while the campaign is in process, and one comprehensive report after the campaign has concluded. Report should outline tactical effectiveness based on reach/impressions as well as impact on meals served to students compared to prior years (data on meals to be provided by TDA).

5. Acceptance Criteria A. All materials must be provided to TDA in an industry accepted electronic format such as Adobe Creative Suite, or as otherwise specified by TDA.

B. Each deliverable will be deemed complete when TDA Food and Nutrition Contract Manager has approved in writing that the overall campaign meets the following elements: (i) the requirements of the media campaign specified above in Section I, Para. 5.2 have been met.

6. Milestones

Campaign plan presentation to TDA Communications

reporting Requirements Successful Respondent shall maintain records, collect data, and provide reports as requested by TDA. Any reports requested will be submitted via e-mail to designated TDA staff. TDA may utilize these reports as part of its review and oversight of Successful Respondent’s performance.

Successful Respondent shall submit to TDA its reports that contain all the following information:

1. Contractor shall be responsible for providing weekly status reports to the TDA Manager by 12:00 noon on Friday each week throughout the life of the project.

2. Reports shall include the following information at a minimum:

A. Project Plan Status/Progress by Contractor B. Process deliverables C. Status of milestones, emphasizing any past due milestones D. Status of outstanding action items E. Status of deliverables F. Risk summary and mitigation strategies G. Outstanding issue discussions

3. The Status Report shall identify any problems encountered or still outstanding with an explanation of the cause, clearly identified owners, and a proposed resolution of the problem or how the problem will be resolved.

Status meetings will be scheduled throughout the project plan.

Contractor shall be responsible for scheduling and conducting deliverables review meetings to ensure understanding of recommendations and specific deliverable details.

PROJECT CALENDAR (Implementation) The proposed schedule will ensure the completion of deliverables by specified dates. Workflow and milestones such as deliverables, invoicing, and quality assurance activities should be included.

PROJECT PLAN – PRICE TO VALUE/BEST VALUE

While price is not the sole deciding factor, TDA expects the cost proposal to be based on the best value for the price proposed. This requires submission of a Project Plan that aligns costs, resources, and activities for an overall determination of best value for the price.

A draft Project Plan detailing how Respondent will provide or implement the requirements of this solicitation must be included within Respondent’s response.

The draft Project plan must detail how Respondent would address the following:

1) A description of the project organization;

2) A breakdown and detailed description of the different deliverables of the Project;

3) Expected dependencies that exist within the Project Plan;

4) A schedule and work plan for the different deliverables of the project;

5) Any dependencies, caveats, or risks associated with the schedule; and

6) The methodology Respondent will employ to ensure the schedule for each deliverable is met.

INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Exhibit A, Execution of Offer, Affirmation of Terms and Conditions, and Proposal Preferences, Paragraph 11 and 12.

Invoice Submission The Successful Respondent must submit invoices electronically to Texas Department of Agriculture, Accounts Payable, invoices@texasagriculture.gov , or mail to P.O. Box 12847, Austin, TX 78711-2847.

Invoices must include:

1. Name of Contractor: Exactly as shown on the Contract.

2. Texas Identification Number (TIN): Required for identification.

3. Correct "Remit to" address: Must be accurate for proper delivery.

Texas Department of Agriculture 1700 N. Congress, Ste. 1100 Austin, TX 78701

4. Contract/Purchase Order number: Essential for tracking and reference.

5. Description, quantity, and amount: Detailed information about the goods or services provided by unit of measure, unit price, extended price of each item.

6. Total price.

7. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice; and

8. Attach supporting documentation, if required.

Payment:

1. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Chapter 2251. Payment normally will be made to Contractor within thirty (30) days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by Chapter 2251 to pay properly submitted invoices within thirty (30) days or Contractor may charge a late payment fee established by law. Any Contract resulting from this solicitation is contingent upon the continued availability of lawful appropriations by the Texas Legislature.

2. Under no circumstances shall TDA be obligated to make any payment (whether a progress payment or final payment) to Contractor, if any of the following conditions exists:

A. Contractor is in breach of the Contract;

B. Any portion of a payment is for services that were not performed in accordance with the Contract provided, however, payment shall be made for those services which were performed in accordance with the Contract;

C. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TDA has made payment to Contractor; and D. If TDA, in good faith, determines that the balance of the unpaid fees is not sufficient to complete the services in accordance with the Contract; or if Contractor has failed to achieve a level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other Contractors or on account of the cost of changes in the work other than those for which Contractor may be liable.

E. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Texas Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities’ local payment system.

F. Any additional expenses incurred by Contractor are the responsibility of Contractor and will not be paid by TDA.

G. TDA will not pay any per diem, travel, hotel, equipment, phone calls, paper, reproduction services, office space, or other incidental expenses related to performing the services required by the Contract.

Performance and Service Level Expectations

7.1 TDA Responsibilities

TDA is responsible for planning, leading, and executing the work activities that are required for the completion of the Project. TDA will look solely to Respondent for the performance of all contractual obligations that may result from an award based on this solicitation.

Respondent shall not be relieved of its obligations for any nonperformance by its subcontractors.

TDA’s Project and Contract Manager shall be responsible for the following tasks:

1. Determine campaign goals.

2. Facilitate strategic planning meetings between Contractor and agency leadership.

3. Provide creative input on each campaign element.

4. Provide any required creative elements to be included in campaign elements such as TDA seal and logos.

5. Approval of all campaign elements by TDA’s Director of Communications.

6. Provide contact information for TDA staff with responsibilities under the Contract.

0. Contractor Responsibilities Contractor is responsible for planning, leading, and executing the work activities that are required for the completion of the Project. TDA will oversee the Contractor’s Project and Contract Manager shall be responsible for the following tasks:

1. Manage the project consistent with the approved Project Plan.

1. Dedicate a Project Manager and Contract Manager or assign both duties to a single staff member.

1. Respond to support requests and resolve escalated issues within agreed upon time frames.

1. Notify the TDA Project Manager of any requests for copies of records from third parties not party to the Contract.

A. Project Plan

a. Present the proposed Project Plan for approval

b. Maintain the approved Project Plan for the development of Strategic Plan

c. Identify potential deviations from the plan

d. Present the proposed Project Plan for approval B. Project Management

a. Dedicate and identify a Project Manager and Contract Manager

b. Respond to support requests and resolve escalated issues within agreed upon time frames

c. Establish detailed timelines and deliver on or before scheduled benchmark dates, as outlined in Project Plan approved by TDA

d. Participate in planning meetings, as scheduled by the selected TDA representative

e. Apply quality assurance processes on deliverables before submission and explain the quality assurance process

f. Ensure the confidentiality of all information obtained from TDA C. Documentation

a. Document the status of work performed and update TDA weekly in Status Update Report

KEY PERFORMANCE MEASURE

If Contractor fails to meet the analytics established at the beginning of the campaign, regardless of the reason(s) or factor(s) noted for the failure(s), Contractor must provide a “make good” option for the following summer or make a financial adjustment based on the failure to meet campaign goals based on the final analytics provided at the end of the current SFSP campaign year. Options for acceptable financial adjustments include:

1. Reduction in campaign fees – Charge TDA only for the actual analytics produced by the ad by proportionately reducing the cost to TDA based on the actual impressions of the ad when compared to the promised impressions for the ad.

a. For example: if the TDA-approved media buy promised 100,000 impressions at a cost of $90,000 and reported analytics show that the ad produced only 90,000 impressions, then TDA would be entitled to a 10% reduction in the cost of the ad and owe $81,000, instead of $90,000.

2. Provide a “make good” option for next year’s campaign that equals or exceeds the value of the deficiency. TDA reserves the right to accept or reject proposed make-proposed make-good options. If the parties cannot complete a make-good option because of the Contract’s termination, the Contractor must make a financial adjustment as stated above.

1.4 2.4 3.4 4.4 5.4 6.4

7.4 OWNERSHIP OF WORK

All reviews, reports, revisions, and supporting documentation shall be the intellectual property of TDA. All services performed and all material created or produced pursuant to this RFP are created and delivered to TDA. Contractor relinquishes all rights including intellectual property rights, in and to such services or materials. Contractor must provide all original documents and data files in a format acceptable to TDA for use, reproduction, and/or revision. Final Files must be provided to TDA in an online-ready format, ready to post on the web. All copy rights, printing/reprinting, and publishing/republishing rights for any publications shall be in the name of or conveyed to TDA.

0. information Security Requirements Contractor shall adhere to the Texas Department of Information Resources’ (DIR) Information Resources Security and Risk Management Policy, Standards and Guidelines as published in Texas Administrative Code, Title 1, Part 10, Chapter 202 and as authorized by the Information Resources Management Act, Chapter 2054, of the Texas Government Code. (See Exhibit K, Data Security Requirements)

Contractor shall adhere to the following policy standards:

Contractor shall ensure that security controls for Information Resources (including all data and reports associated with the background checks conducted under any Contract awarded under this solicitation, hereinafter "IR'') are not bypassed or disabled.

Contractor shall ensure that:

1) Security awareness is continually emphasized, reinforced, updated, and validated;

2) The user must keep any data used in an IR system confidential and secure;

3) Contractor must take appropriate steps to ensure the integrity and security of all programs and data files created by, or acquired for, computer applications that will be utilized to perform the services requested by this solicitation;

4) TDA reserves the right to immediately terminate the Contract and cease all payment for services if Contractor does not comply with these security guidelines; if Contractor's IR security does not comply with industry standards; or if TDA does not consider Contractor's IR to be adequately secure;

5) The sale or release of data, reports or lists generated as a result of the services contemplated by this solicitation, to any entity, organization, or person other than TDA is strictly prohibited;

6) Contractor shall carefully assess the risk of unauthorized alteration, unauthorized disclosure or loss of the data for which it is responsible. Contractor shall immediately disclose any alterations, losses or risks to TDA in writing;

7) Contractor must have backup and contingency plans for disaster recovery based on risk assessment and business requirements;

8) Contractor is responsible for all, but not necessarily limited to, the following: the maintenance, monitoring and procurement of all computers, electronic devices, computer or network systems, Contracts, leases, licenses, consulting arrangements or other agreements necessary for Contractor to deliver the services required by this solicitation; and

9) Contractor shall adhere to all other guidelines, laws, policies, practice standards, procedures and regulations promulgated by DIR, TDA, or the state that affect the Scope of Work contemplated by this solicitation.

TDA is solely responsible for data security, once the reports contemplated by this solicitation have been delivered to TDA, and the underlying data has been completely and permanently removed from Contractor's computers, electronic devices, networks, and/or systems.

Project Change Management Any proposed changes to be made within the Contract, whether initiated by TDA or Contractor, must receive final written approval in the form of a Contract amendment and/or Purchase Order Change Notice (POCN).

Change in Scope All change orders are subject to mutual agreement and must be in writing. Change orders that change the scope of the Project will be documented through written amendment to the Contract and signed by the parties. Change orders will be made as necessary within the budget. A material change in the scope may require a new solicitation to maintain a fair solicitation process.

Amendment The parties shall initiate changes to the Contract in a written instrument signed by an authorized Project or Contract Manager for each party. However, any proposed change to the Contract amount or work to be performed, whether initiated by TDA or the Contractor, must receive final written approval in the form of a Contract amendment or a Purchase Order Change Notice (POCN), which must be signed by an authorized representatives of TDA and Contractor who have authority to bind TDA and Contractor, respectively. The agreement to make the contract change must indicate the reason the change, amendment or POCN is necessary.

Quality Assurance TDA will approve all proposed work prior to Contractor carrying out the work, to ensure that it meets the needs of the Contract.

Project completion and contract closeout Requirements As part of Contract close-out, TDA’s Contract Manager must compare actual performance against performance measures, goals and objectives, to determine whether all required work has been completed. A Contract is completed when:

1) all goods or services have been received and accepted;

2) all reports have been delivered and accepted;

3) all administrative actions have been accomplished;

4) all agency-furnished equipment and materials have been returned;

5) all property inventory and ownership issues are resolved including disposition of any equipment or licenses purchases under the Contract;

6) final acceptance from the Project Manager has been received;

7) A closeout meeting between TDA and Contractor is conducted prior to final payment and Contract closeout; and

8) final payment has been made to the Contractor.

TDA’s Contract Manager must also ensure that vendor performance is reported to the Texas Comptroller’s Vendor Performance Tracking System (VPTS) and that the Contractor is aware of and is in compliance with records retention requirements.

contract term Initial Contract Term:

The Contract shall commence on the date of TDA’s signature and continue through 9/30/2027, unless sooner terminated under the terms of the Contract. Any work done outside of the period of performance shall be provided at no cost to TDA.

Renewal Option:

The Contract may be renewed for up to three (3) additional one (1) year periods. TDA will notify Contractor of its intent to renew and will send a Contract amendment to Contractor. If renewal options are exercised, TDA will provide the new timeline and delivery schedule to Contractor. The total duration of performance under an option renew term shall not exceed the three (3) one-year renewals to be exercised by TDA at its sole discretion. Each option to renew term shall run concurrently with the state fiscal year as follows:

Option Year 1 - 10/1/2027, through 9/30/2028 Option Year 2 - 10/1/2028, through 9/30/2029 Option Year 3 - 10/1/2029, through 9/30/2030 TDA may exercise an option to renew upon thirty (30) calendar days’ prior written notice to Contractor.

Termination:

The Contract shall terminate upon full performance of all requirements contained in the Contract, unless otherwise extended or renewed, in accordance with the Contract terms and conditions.

No Exclusivity in Award There shall be no exclusivity under any Contract awarded pursuant to the terms of this solicitation. TDA may re-solicit the services under this solicitation at any time for any reason if it is in the best interests of TDA or the State of Texas to do so.

SECTION II – ADMINISTRATIVE INFORMATION

1. SCHEDULE OF EVENTS

TDA intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TDA reserves the right to change the dates in the schedule of events above upon written notification to prospective respondents through a posting on the Electronic State Business Daily (ESBD)

Solicitation Publication on posted on the Electronic State Business Daily (ESBD) the Electronic State Business Daily (ESBD) at:http://www.txsmartbuy.com/esbd 7/9/2026

Addendum Posted on the Electronic State Business Daily (ESBD)

7/24/2026 (estimated)

Ending Date of Contract:

9/30/2027

INquirIes Point of Contact All requests, questions, or other communications about this solicitation must be made in writing to TDA’s Purchasing and Contracting Office, addressed to the following person:

Rhonda Gips E-mail: Rhonda.Gips@TexasAgriculture.gov Texas Department of Agriculture 1700 N. Congress, 11th Floor Austin, TX 78701 All Respondents shall make no contact concerning this solicitation with other TDA personnel, except as permitted by the point of contact. The only exceptions to the Sole Point of Contact are the VetHUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated Agency representative, e.g., during Contract negotiations, if any. Should Respondents have questions regarding proper completion of the VetHUB Subcontracting Plan, the VetHUB coordinator may be contacted at bidroom@texasagriculture.gov. Failure to comply with this requirement at any point prior to Contract award may result in disqualification. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

Questions and Clarifications:

TDA will allow written questions and requests for clarification of this solicitation. Questions must be e-mailed to the Contact listed above. Questions must be submitted on Exhibit E, Respondent Solicitation Questions Form of this solicitation. Responses to questions or other written requests for clarification will be posted on the ESBD. It is the responsibility of an interested party to check the ESBD for updates to this solicitation. before submitting a Proposal. Each Respondent is solely responsible for verifying TDA’s receipt of its questions, if applicable, and its Proposal by the deadlines specified in this solicitation.

Note: Questions or other written requests for clarification must be received by the sole point of contact by the deadline set forth in Section II of this solicitation.

CHANGES, AMENDMENT OR MODIFICATION TO SOLICITATION

In order to ensure that no prospective respondent may obtain a competitive advantage because of acquisition of information unknown to other prospective respondents, TDA will provide any additional information that is different from or in addition to, information provided in the solicitation only in response to written inquiries. TDA will provide answers to all such inquiries via an Addendum on the Electronic State Business Daily (ESBD) at . Respondent names will be removed from questions in the responses released. TDA reserves the right to amend answers prior to the response submission deadline. If Respondents do not have Internet access, copies may be obtained through the point of contact listed above.

Note: It is the responsibility of interested parties to periodically check the method above for updates to the procurement prior to submitting a response. Respondent’s failure to periodically check the method above will in no way release the selected Respondent from “Addenda or additional information” resulting in additional costs to meet the solicitation requirements.

Informalities TDA reserves the right to waive minor informalities in a solicitation response if it is in the best interest of TDA. A "minor informality" is an omission or error that, in TDA’s determination if waived or modified when evaluating solicitation responses, would not give one (1) Respondent an unfair advantage over other Respondents or result in a material change in the solicitation response or solicitation requirements.

Prohibited Communications Upon issuance of this solicitation, TDA, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential Respondent or its representative(s), except for the written inquiries described in Section II, Subsection 2. Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify Respondent. Respondent shall rely only on written statements issued through or by TDA’s Purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

SUBCONTRACTING AND VETHUB SUBCONTRACTING PLAN

Refer to Exhibit A – Execution of…