Closed Captioning Services

The Texas A&M University System is soliciting proposals for a comprehensive closed captioning services contract that will serve 11 universities, a health science center, eight state agencies, and other educational entities. The Request for Proposal (RFP) seeks to establish a master services agreement with one or more vendors capable of providing full-scale, real-time verbatim captioning in English and Spanish for live, streamed, and pre-recorded content. Vendors must demonstrate the ability to deliver 99% accurate captioning, support multiple streaming platforms including YouTube, Kaltura, Panopto, and Canvas Studio, and provide editing capabilities that comply with Web Content Accessibility Guidelines (WCAG) 2.1 levels A and AA. The RFP requires a 48 to 72-hour turnaround for pre-recorded content and mandates vendors submit an Accessibility Conformance Report, Policy Driven Adoption Vendor Self-Assessment, and an Accessibility Roadmap. Proposals are due by July 2, 2025, at 2:00 P.M. Central Time, with an initial contract term of three years and an option to renew for an additional two-year period.

The procurement includes a 15% Historically Underutilized Business (HUB) participation goal, indicating a commitment to supporting diverse vendors. Vendors must maintain TX-RAMP certification for cloud computing services and provide cybersecurity training for employees accessing system databases. While specific pricing details are not explicitly outlined, the RFP indicates that individual system members will pay for services through individual order forms. The contract appears designed to accommodate multiple vendors, suggesting potential for multiple awards based on demonstrated capabilities. Prospective vendors must be prepared to integrate with existing technological infrastructures across the A&M System's diverse educational and administrative platforms. Cybersecurity and accessibility are paramount considerations, with vendors required to demonstrate robust compliance mechanisms and a commitment to ongoing accessibility improvements. The comprehensive nature of the RFP suggests a potentially significant contract value, though exact budget ranges are not specified in the available documentation.