EAHCP Habitat Conservation Plan Media Outreach and Newsletter

The Edwards Aquifer Authority (EAA), a political subdivision of the State of Texas located in San Antonio, is issuing a Request for Proposals (RFP) for Edwards Aquifer Habitat Conservation Plan (EAHCP) Media, Outreach, and Newsletter Communications services. The procurement encompasses four primary tasks: attending and listening to EAHCP committee meetings and EAA Board meetings; developing and publishing six bi-monthly EAHCP electronic newsletters featuring stories, photos, and audio content; attending stakeholder meetings and assisting with Aquifer Storage Recovery (ASR) and Voluntary Irrigation Suspension Program Option (VISPO) outreach, including development of six bi-monthly hardcopy EAHCP Conserve Newsletters and promotional materials for up to four regional lunch meetings; and providing videography and miscellaneous media content work, with a maximum of four video productions of ten minutes or less each. The project will be awarded as a time-and-materials contract not to exceed an agreed-upon total amount. The RFP was issued on May 4, 2026, with a deadline for questions by May 19, 2026, and proposals due by 3:00 p.m. Central Time on May 27, 2026. Proposals must be submitted electronically via BidNet Direct or physically to Ms. Shelly Hendrix at the EAA offices, and proposals remain confidential until award. Selection criteria are weighted as follows: Commercial Quality (60 points), which includes satisfactory response to terms and conditions, experience with similar programs, proposal quality, and customer references; Cost Factors (30 points); and Vendor Location and Schedule (10 points). Offerors must provide three client references for similar newsletter editing and communication services provided within the past five years, and proposals must remain valid for ninety calendar days from the proposal opening date.

The EAA strongly encourages minority-owned and women-owned businesses (M/WBEs) to submit proposals and has established a good faith effort goal to award 30 percent of total contract amounts to M/WBEs. Offerors must complete a Project Subcontracting Plan (Attachment A4) as part of their submission. The EAA is exempt from sales tax but may be subject to other taxes, which must be specified by offerors. Successful offerors must provide proof of insurance coverage including worker's compensation, commercial general liability of at least $1,000,000 per occurrence, and automobile liability insurance of $500,000 combined single limit. Additionally, selected contractors may be required to submit a Form 1295 disclosure of interested parties if the contract value meets certain thresholds. The RFP includes an option to renew for two additional years, though no specific contract value or budget range is listed in the available documentation.