Audio-Visual Services for TCDD Council Meetings

The Texas Education Agency is soliciting proposals on behalf of the Texas Council for Developmental Disabilities for professional audio-visual services supporting hybrid Council and Committee meetings in Fiscal Years 2027 and 2028, with proposals due October 21, 2026 at 2:00 p.m. Central Time under RFP 701-27-001.

The scope includes comprehensive AV equipment, staffing, setup, operation, testing, recording, Zoom Webinar integration, and teardown for quarterly meetings held in Houston, Austin, and San Antonio. Meeting configurations span Wednesday Executive Committee sessions (1:30–5:00 p.m.), three concurrent Thursday committees (8:30 a.m.–12:00 p.m. and 1:30–5:00 p.m.), and Friday Full Council meetings (8:30 a.m.–12:00 p.m.), supporting 20 to 50 participants per room with seamless integration of in-person and remote participants. Contractors must furnish all AV equipment, hardware, software, cabling, and supplies unless otherwise specified by TEA and must coordinate with venue AV personnel and hotel infrastructure. Proposals must specify whether travel and lodging are included or itemized separately, with estimated costs broken out by Houston and San Antonio events.

Responses must include a detailed Task, Activity, Deliverable, and Budget Plan (TADBP) with clear pricing aligned to each fiscal year. TEA will not accept separate indirect cost rate calculations; payment is contingent upon satisfactory performance and TEA acceptance of deliverables. The anticipated contract commencement is December 2026, spanning two state fiscal years.

Evaluation criteria total 103 points: understanding of project requirements (30 points), management plan and qualifications (20 points), TADBP quality and cost alignment (40 points), innovation (10 points), and reference verification (3 points). Responses must comply with VetHUB preferences, conflict-of-interest disclosures, Texas Public Information Act requirements, and standard TEA contract terms and conditions, including WCAG 2.1 Level AA accessibility standards, FERPA compliance, cybersecurity requirements with encryption and multi-factor authentication, and restrictions on Generative AI use for decision-making. TEA reserves the right to award one or more contracts or not award the solicitation.