REQUEST FOR OFFERS NO. 580-27-RFO-0005 FOR WEBCASTING SERVICES

The Texas Water Development Board (TWDB) is soliciting offers for comprehensive webcasting services to fulfill statutory transparency obligations for its public hearings and meetings across Texas. The contract requires the provision of reliable, secure, and continuous cloud-based live streaming, archiving, and public access solutions capable of broadcasting Board Meetings, Hearings, and Work Sessions in real time and storing recordings for public viewing over a two-year period running from September 1, 2026, through August 31, 2028. The services must include agenda-indexed video clips, branded public access portals, and ensure all archives remain available for a minimum of two years with 100% service availability during meetings. All deliverables must meet strict accessibility standards, including compliance with 1 Texas Administrative Code Chapters 206 and 213, as well as WCAG 2.1 Level AA, with proof of adherence verified through TWDB’s provided checklists. Archives must be accessible within 24 hours of meeting conclusion, and agenda-specific clips within 48 hours, while maintaining continuity with existing historical records. The contract has a maximum total project cost of $98,000, with optional annual payment structures permitted. Proposals will be evaluated based on a weighted system prioritizing pricing at 30%, followed by competence and past performance at 25%, ability to meet requirements at 25%, understanding of the statement of work at 15%, and references at 5%. Vendor performance scores from the Texas Comptroller’s Vendor Performance Tracking System will be considered, and TWDB reserves the right to request oral presentations or a best and final offer. The award will be made to the respondent offering best value, as defined by Texas Government Code § 2155.074, with one contract anticipated. Respondents must certify compliance with Texas ethics statutes, antitrust laws, child support obligations, and debarment prohibitions, while disclosing ownership of 25% or more and any potential conflicts of interest. Additional requirements include professional liability insurance equal to the contract value, full insurance coverage for all vehicles used in service, adherence to TX-RAMP for cloud services, cybersecurity training for state data access, a drug-free workplace environment, and explicit prohibition on using artificial intelligence without prior approval. Proposals must be submitted as a single PDF under 100MB by July 3, 2026, at 5:00 PM CT, with strict formatting guidelines