Video and Audio Transcription, Captioning, and Description Solution

Texas Tech University is requesting proposals for video and audio transcription, captioning, and audio description services under RFP 2026-1175, with proposals due July 10, 2026 at 4:00 p.m. Central. TTU anticipates awarding contracts to one or more proposers and does not establish a contractual minimum commitment.

The scope encompasses transcription, captioning, and audio description for video and audio content from captured lectures, online videos, locally developed content, live presentations, social media, and marketing materials. Proposers must integrate with MS Teams, Mediasite, Dropbox, Vimeo, YouTube, Zoom, Canvas Studio, Panopto, and EAB Global; provide mobile accessibility for iOS and Android; achieve WCAG 2.1 Level AA conformance documented in VPAT 2.4; and comply with Texas Risk and Authorization Management Program (TX-RAMP) certification or equivalent security controls. Proposers must submit three client references, proof of required licenses, and insurance documentation covering workers' compensation, commercial general liability, and automobile liability.

Pricing must remain firm for twenty-four months following contract execution, subject to a maximum three percent annual increase thereafter. Proposers must submit comprehensive pricing sheets detailing costs for solutions, ongoing maintenance, service agreements, licenses, support, and implementation fees. Bulk pricing discounts may be available for multiple project requests or minimum annual order commitments from TTU departments. If the contract value exceeds $100,000 over the term including all renewals and subcontracting opportunities arise, a State of Texas Subcontracting Plan is required.

The contract term begins upon last signature and expires four years thereafter, with automatic renewal options for up to four additional one-year terms unless either party provides sixty days' written notice of non-renewal; total term including renewals cannot exceed five years without a termination-without-cause provision of 180 days or less. An online solicitation conference is scheduled for June 29, 2026 at 2:00 p.m. Central (non-mandatory but recommended); written questions are due by 5:00 p.m. Central the same day. The Contract Review Team will evaluate proposals using financial value (40%), demonstrated ability to fulfill objectives and requirements (35%), value-added options (15%), and quality assurance plans and control measures (10%).