Exhibits Audio-Visual Equipment Maintenance and Repair Services

The Texas Historical Commission is soliciting a contractor to provide comprehensive audio-visual equipment maintenance and repair services at the Washington on the Brazos State Historic Site under a one-year contract period from September 1, 2026, to August 31, 2027. The scope requires three annual in-person preventative maintenance visits by two Media Technicians, each lasting two full days, to service all AVC equipment. Annually, one of these visits will include a Senior Video Expert Technician to perform critical projector realignment and blending, as well as server system maintenance. The contractor must submit a detailed project plan, price proposal aligned with Exhibit II, demonstrate at least three comparable projects completed within the last five years, and provide qualifications and references for all assigned staff. Evaluation for award is based on a best value trade-off methodology weighted 30% to project plan, 30% to price, 20% to comparable experience, and 20% to staff qualifications. All work must comply with Texas state accessibility standards aligned with Section 508, cybersecurity requirements under Government Code §2054.138 and §2054.519, including mandatory training for all personnel, and must produce monthly progress reports and a final delivery report. The contractor is obligated to adhere to strict confidentiality and public information protocols, including immediate 24-hour reporting of any security incidents involving state systems, full cooperation with investigations, and reimbursement of THC costs if a public notice is issued. Subcontractors require prior written approval from THC, and no financial participation in the solicitation’s development is permitted. All proposals must be submitted as a single consolidated PDF via email by June 1, 2026, containing all 15 required exhibits including conflict of interest disclosures, vendor certifications, lobbying certifications, and data use agreements. The contractor must also provide Social Security Numbers for owners holding 25% or greater interest, disclose any felony convictions or pending legal actions, and confirm VetHUB veteran-owned status if claiming preference. Inspection and acceptance occur solely at the project site by THC, which retains full authority to reject non-conforming work, audit subcontractors, and withhold payment based on acceptable quality level standards. No fixed contract value is disclosed, and payment terms do not specify electronic invoicing systems, though invoices are limited to monthly submissions with supporting documentation. All deliverables must be in searchable PDF format and comply with public information laws.