Audio-Visual Services for TCDD Council Meetings

The Texas Education Agency, on behalf of the Texas Council for Developmental Disabilities (TCDD), is soliciting responses for professional hybrid meeting support services—including equipment, staffing, setup, operation, testing, recording, Zoom Webinar integration, and teardown—for quarterly Council and Committee meetings during Fiscal Years 2027 and 2028, with proposals due October 21, 2026.

A completed Subcontracting Plan (SP) is mandatory for all responding vendors. The plan requires demonstration of good faith efforts to recruit Texas Certified Veteran Heroes United in Business (VetHUB) program vendors, with notification to at least two VetHUBs per subcontracting opportunity and a minimum seven-business-day response window. Vendors electing to self-perform must submit pages one and two of the SP only. Any modifications to subcontractor selections after contract award require agency approval, or enforcement remedies up to debarment may apply.

The scope spans support for approximately four Council meetings and four to six Committee meetings annually. Services must accommodate simultaneous in-person and remote participants with professional-grade audio, video, and streaming capabilities. ADA and accessibility standards (WCAG 2.1 Level AA) apply to all participants. Vendors must demonstrate experience with hybrid meeting support for government or educational entities.

Pricing must be submitted as a bundled offering covering all equipment, personnel, travel, setup, and operational expenses. The contract term is two fiscal years with potential extension based on performance and funding availability.

TEA's standard contract terms (Attachment B) apply, including intellectual property assignment to TEA, TxRAMP cloud computing compliance, NIST cybersecurity standards, FERPA confidentiality obligations, E-Verify employment verification, and restrictions on generative AI use for decision-making. Contractors must maintain TEA Confidential Information for seven years post-expiration and provide immediate breach notification.

Responses must be submitted through the Euna Procurement (Bonfire) online platform. Addendum II extended the deadline from October 15 to October 21, 2026. The solicitation reference is 701-27-001. Inquiries should be directed to TEASolicitations@tea.texas.gov.