EAHCP Habitat Conservation Plan Media Outreach and Newsletter

The Edwards Aquifer Authority (EAA) is seeking qualified vendors to provide comprehensive media, outreach, and newsletter communications services under solicitation 001-26-TES for the Edwards Aquifer Habitat Conservation Plan. The contract encompasses four distinct tasks: administration and attendance at committee and board meetings; development and publication of six bi-monthly electronic newsletters featuring stories, photos, and podcasts; production of six hardcopy newsletters for ASR and VISPO programs, including writing, design, and coordination with EAA staff; and creation of up to four video productions, each no longer than ten minutes. The scope requires performance in Texas, with most meetings conducted in a hybrid format, and commencement of work is immediate upon receipt of a written notice to proceed from the EAA’s General Manager. The initial contract term includes an option for renewal for two additional one-year periods at the EAA’s sole discretion. All deliverables must be completed by the contract expiration date, with specific timelines for publications to be established during a post-award kick-off meeting. Proposals must be submitted electronically via BidNet Direct by 3:00 p.m. Central Time on May 27, 2026, with a single printed original and electronic copy also accepted by mail. Offerors are required to demonstrate commercial quality through experience with comparable programs, proposal quality, and customer references, which collectively account for 60% of the evaluation score. Cost proposals, weighted at 30%, must include itemized expenses and pricing for shipping, crating, insurance, and delivery, excluding sales tax due to EAA’s tax-exempt status. Vendor location and schedule adherence contribute 10% to the evaluation. Mandatory documentation includes Attachment A2 (Cost Proposal Summary), A3 (MWBE/HUB Availability Table), A4 (Subcontracting Plan), B1-B3 (Client References), and an Insurance Requirement Affidavit. Contractors must carry substantial insurance coverage including $1 million in comprehensive general liability, automobile, and umbrella liability, along with worker’s compensation as required by Texas law, and a performance bond equal to 100% of the anticipated contract costs. Subcontracting to M/WBEs is strongly encouraged, with required outreach documentation and self-performance justification if no subcontracts are intended. Monthly invoice packets, submitted electronically by the 15th of each month to accounting@edwardsaquifer.org, must include a certified summary sheet, detailed receipts (no credit card summaries or lost receipts), a progress report with