Audio - Visual Services for TCDD Council Meetings

The Texas Education Agency is requesting proposals for audio-visual services to support hybrid council and committee meetings for the Texas Council for Developmental Disabilities, with proposals due November 5, 2026 at 2:00 p.m. Central Time through the Euna Procurement (Bonfire) portal. No mandatory State of Texas Subcontracting Plan is required for this solicitation, though VetHUB subcontracting opportunities are encouraged.

The scope covers professional hybrid meeting support including equipment provision, staffing, setup, operation, testing, recording, Zoom Webinar integration, and teardown for quarterly Executive Committee, Committee of the Whole, Public Policy Committee, Project Development Committee, and Full Council meetings across Houston, Austin, and San Antonio during Fiscal Years 2027 and 2028. Meetings range from 20 to 40 in-room participants with various seating configurations (conference table, crescent rounds, U-shape, classroom seating). All AV equipment, hardware, software, cabling, and materials are contractor-provided. Deliverables include operational AV infrastructure, pre-meeting testing, qualified on-site technical support throughout sessions, Zoom integration, and complete equipment removal. Acceptance criteria mandate clear audio without feedback or distortion, full visibility of projectors and displays, seamless Zoom video feed integration, and immediate troubleshooting.

The anticipated contract start date is December 2026, with a term extending for two state fiscal years. The contract allows monthly invoicing based on satisfactory performance and acceptance of deliverables. TEA reserves the right to award one or more contracts or no contracts at all.

Evaluation criteria are: understanding of project requirements and technical components (30 points), management plan and qualifications (20 points), task and budget planning (40 points), innovation (10 points), and reference checks (3 points). Written questions are due October 29, 2026, with final Q&A published November 2, 2026. A Notice of Intent is preferred by November 5, 2026.