Audio - Visual Services for TCDD Council Meetings

The Texas Education Agency, acting on behalf of the Texas Council for Developmental Disabilities, is soliciting responses for professional hybrid meeting support for quarterly Council and Committee meetings during Fiscal Years 2027 and 2028. The selected provider will be responsible for the full lifecycle of audio-visual services, including equipment procurement, staffing, setup, operation, testing, recording, and teardown for events located in Houston, Austin, and San Antonio. A critical requirement is the seamless integration of TCDD-owned Zoom Webinar technology to ensure high-quality audio and video feeds for both in-person and remote participants. Responses must be submitted electronically via the Euna Procurement Bonfire portal by November 5, 2026, at 2:00 P.M. Central Time. Proposals must include a detailed Task, Activity, Deliverable, and Budget Plan, a comprehensive equipment list, and evidence of at least three similar project experiences from the past five years. Disqualification criteria include a Vendor Performance Tracking System rating of D or F, lack of good standing with the agency, or failure to submit required signed attachments. The contract mandates strict adherence to cybersecurity standards, requiring the implementation of a recognized framework such as NIST or ISO, the use of multi-factor authentication for confidential data, and the processing of all agency information solely within the United States. Payment will be issued via state warrants or electronic direct deposit. Award decisions will be made by TEA senior executive staff based on the evaluation of the submitted methodology, management plan, and cost schedules.