Request for offers no. 580-27-RFO-0005 for webcasting services

The Texas Water Development Board is requesting offers for cloud-hosted webcasting, hosting, archiving, and public access services to support statutory transparency requirements for TWDB public hearings and meetings, with responses due July 3, 2026 at 5:00 p.m. (CT). No subcontracts are allowed under this contract.

The scope encompasses live internet video broadcasting of designated public meetings with 3-camera high-definition coverage and professional audio/video technician services provided onsite at meeting locations in Austin and alternate locations throughout the state. TWDB anticipates approximately 15 to 18 meetings annually, each lasting one to four hours. Archives must be available within 24 hours and video clips of agenda items within 48 hours of meeting conclusion. All archived meetings must be maintained and publicly accessible for at least two years from the recording date. The contractor must comply with Americans with Disabilities Act standards, Section 508 accessibility requirements, closed captioning standards, and Texas Administrative Code accessibility rules. The contractor must provide 100 percent service availability during TWDB meetings, maintain a continuity of operations and disaster recovery plan with annual testing, and provide technical support to webcast viewers.

The estimated contract value is $98,000 over a two-year term commencing September 1, 2026 and concluding August 31, 2028, with the option to pay on an annual basis. No renewal options are specified.

Evaluation is weighted as follows: clear understanding of the statement of work (15 points), competence, knowledge, and past performance (25 points), pricing (30 points), ability to meet requirements and contract deliverables (25 points), and references (5 points).