21-701-26-021 OneSystem.pdf

RFO 701-26-021, ONESYSTEM

Summary The Texas Education Agency (TEA) seeks responses from qualified respondents to design, develop/configure, test, implement, pilot, and stabilize OneSystem, a centralized digital platform intended to replace TEA’s current fragmented systems for both grant management and the grant performance management.

Authorized by:

Texas Government Code, Chapter 783 – Uniform Grant and Contract Management

Responses are due August 21, 2026 - 2:00 P.M. Central Time

TEA Contracts and Purchasing Division TEASolicitations@tea.texas.gov

Jamel Barnes mailto:TEASolicitations@tea.texas.gov

Table of Contents

1. Purpose, Background, and Scope of Work

1.1. Purpose

1.2. Background and Defined Terms

1.3. TEA Mission and Procurement Authority

1.4. Anticipated Schedule of Events

1.5. Contract Term

1.6. Budget

1.7. Scope of Work, Project Description, and Project Requirements

1.8. Project Deliverables and Milestones

1.9. Collaboration

1.10. Contract Monitoring and Dispute Resolution Procedures

2. Submission Process and Instructions

2.1. Response Format

2.2. Electronic Submission Process

2.3. Communication

2.4. Response Requirements

2.5. Conflict of Interest

3. Response Format and Content

3.1. Requested Information

3.2. Understanding of the Project, Methodology, and Technical Components

3.3. Management Plan, Experience, and Qualifications

3.4. Task, Activity, Deliverable, and Budget Plan

3.5. Contractors Financial Capability

4. Response Review and Evaluation

4.1. Response Review

4.2. Evaluation Criteria

5. Contractual Requirements

5.1. Incorporation and Order of Precedence

ATTACHMENT A: NOTICE OF INTENT TO SUBMIT A RESPONSE

ATTACHMENT B: CONTRACT TERMS AND CONDITIONS, RESPONSE PREFERENCES, AND

EXECUTION OF OFFER

ATTACHMENT C: STATE OF TEXAS SUBCONTRACTING PLAN

ATTACHMENT D: RESPONSE COVER PAGE AND QUESTIONNAIRE

ATTACHMENT E: TASK, ACTIVITY, DELIVERABLE, AND BUDGET PLAN

ATTACHMENT F: PROJECT DELIVERABLES

ATTACHMENT G: CONFLICT OF INTEREST ANALYSIS FORM

ATTACHMENT H: INFORMATION SECURITY REVIEW

ATTACHMENT I: DATA CENTER SERVICES (DCS) INFRASTRUCTURE REQUIREMENTS

ATTACHMENT J: TX-RAMP QUESTIONNAIRE

ATTACHMENT K: URL INVENTORY AND CANONICAL LINKS

ATTACHMENT L: DATA SOURCES ……………………..…………………………………………………………………….119

ATTACHMENT M: KNOWN USER STORIES …………………………………………………………………..….……..120

ATTACHMENT N: APPROVED TEMPLATES …………………………………………..……………………………..….121

ATTACHMENT O: PROCESSES AND PROCEDURES ………………………………………………………………….122

ATTACHMENT P: BRANDING GUIDELINES ……………………………………………………………………………..123

ATTACHMENT Q: INFORMATION TECHNOLOGY STYLE GUIDE ………………………………………………124

ATTACHMENT R: KEY ROLES AND RESPONSIBILITES ………………………………………………………………125

ATTACHMENT S: SERVICE LEVEL AGREEMENT ……………………………………………………………………….126

ATTACHMENT T: VENDOR PROVIDED REPORTS AND MEETINGS …………………………………………..127

ATTACHMENT U: SAMPLE MEETING AGENDAS ……………………………………………………………………..128

1. Purpose, Background, and Scope of Work

1.1. Purpose

The Texas Education Agency (TEA) seeks responses from qualified respondents to design, develop/configure, test, implement, pilot, and stabilize OneSystem, a centralized digital platform intended to replace TEA’s current fragmented systems for planning, grant management and the grant performance management.

OneSystem will streamline and align three integrated components:

1) OneApp: TEA grant management including grant setup, application planning and design, publication and application intake, application review and compliance checks, competitive scoring (if applicable), grant awards, close-out, grant management and amendments. Additionally, this component will align with existing backend fiscal systems.

2) Performance Management: Reporting, monitoring, and performance management to ensure funds are used appropriately, progress toward compliance is tracked, and quality outcomes are achieved.

3) OnePlan: Local Education Agency (LEA) required strategic plans such as the district and campus improvement plans.

The OneSystem solution shall be designed as a scalable and extensible platform that supports end-to-end LEA planning and grant lifecycle management, while enabling effective administration, monitoring, and continuous improvement by TEA and its partners. The project scope includes all application development, testing, user experience design, data standardization, system integration, implementation activities, and a post-go-live stabilization and warranty period required to meet TEA’s long-term modernization goals.

The solution must be architected to support future enhancements, evolving statutory requirements, and seamless knowledge transfer to internal TEA teams responsible for the long-term administration of the solution. The solution must serve two primary user groups (1) LEA staff, by providing a single, streamlined portal for all grant applications and planning, and (2) TEA staff, by providing robust tools for grant management, compliance, and performance monitoring of grants.

Success for this project means LEAs spend significantly less time on administrative tasks and more time on activities that improve student outcomes, while TEA staff streamlines the grant making process and gains real-time, cross-program data to maximize the impact of state and federal funds.

The vendor shall prioritize solution delivery primarily through vendor-supported configuration and low-code capabilities that are upgrade-safe and maintainable by the agency program area staff (user configuration without technical knowledge), rather than through custom software development.

The selected vendor must provide a user-friendly, and sustainable solution that achieves three primary goals:

• Addresses operational challenges for LEAs by consolidating systems into a unified experience for all stakeholders.

• Supports LEAs in identifying and requesting grants that align with local improvement or strategic needs.

• Reduces administrative burden for all users by streamlining and automating processes.

1.2. Background and Defined Terms

1) Grant Applications: TEA currently manages more than 500 unique grants averaging $2.24 billion annually across both formula and discretionary funding streams. These grants are administered through a patchwork of systems - eGrants for formula funds, PDF-based applications for discretionary grants, and separate tools for grant planning, budgeting, implementation, and monitoring. This approach creates inconsistent timelines, duplicated efforts, and significant administrative burdens for both school systems and TEA staff.

Each grant cycle typically involves four to six stages, and applicants often interact with multiple TEA contacts for grants serving similar purposes. On average, TEA receives over 4,000 grant applications each year through eGrants. The agency awards grants to an average of 876 grantees per year, with approximately 5,100 subawards distributed annually. Applicants include a diverse range of organizations such as Independent School Districts (ISDs), charter schools, Education Service Centers (ESCs), higher education institutions, local governments, state agencies, and nonprofit organizations.

Funding sources are equally diverse, encompassing federal, state, and foundation streams.

Federal programs include US Department of Education Title grants and Perkins, while state funding supports initiatives such as school safety, instructional materials, and special education. Foundation-supported grants often target innovation and pilot projects. Each grant is tied to specific compliance and reporting requirements, adding complexity to the management process.

2) Grant Performance Management: TEA’s grant performance management activities, including progress reporting, compliance monitoring, fiscal oversight, and outcomes tracking are currently administered through a fragmented set of systems, tools, and manual processes that vary by program and funding source. LEAs are often required to report on grant performance using a combination of system-based reports, spreadsheets, narrative documents, surveys, and ad hoc submissions, each with different reporting cycles, formats, and expectations. While many grants require reporting on similar implementation milestones, performance indicators, expenditures, and outcomes, there is no consistent mechanism to align or reuse performance data across grants or connect it directly to approved plans and funded strategies.

The methods limit real-time visibility into grant progress, complicates risk identification and intervention, and make it difficult to consistently link funded activities to measurable outcomes.

3) Planning Requirements: Historically, TEA’s grant programs evolved independently within divisions, resulting in siloed priorities and overlapping planning requirements. School systems have had to submit up to 20 grant applications and more than 20 planning documents annually, often in different formats and on different timelines. Internally, TEA staff rely on multiple systems to access grant information, but data is not centralized or easily searchable, and communication tracking is inconsistent. These inefficiencies delay grant awards, require redundant data entry, and limit TEA’s ability to monitor performance and align funding with strategic goals. TEA has identified the following problems related to LEA planning requirements:

a) Multiple fragmented plans:

o Districts create multiple plans for different requirements, repeat similar information across plans, and struggle to keep plans aligned.

o OnePlan solves this by bringing everything into a single, integrated structure

b) Disjointed Compliance and Strategy o Planning often becomes a compliance exercise (checking boxes) that is disconnected from actual district priorities o OnePlan solves this by: Seamlessly integrating compliance and strategic plans together

c) Misalignment Across Initiatives (Including Grants) o Districts may apply for multiple grants without a cohesive strategy, take on more initiatives than they can implement effectively, or plans may lack alignment between funding and priorities o OnePlan addresses this by: Anchoring all initiatives and funding decisions to a single strategic OnePlan

d) Administrative Burden o Current state includes redundant data entry, multiple timelines and submission processes, high effort with low added value o OnePlan reduces burden by: Streamlining requirements into one process, one timeline, one submission

Accordingly, TEA has identified the following priorities for OnePlan:

a) Drive Strategic Coherence o Ensure all goals, initiatives, and resources align to a clear north star o Create a throughline from needs → goals → actions → funding

b) Improve Quality of Planning o Enable districts to reflect deeply on data and root causes o Support stronger goal-setting and progress monitoring o Move beyond surface-level responses

c) Enable Better Decision-Making o Help districts prioritize fewer, higher-impact initiatives o Discourage overextension across too many grants/programs o Promote realistic, implementable plans

d) Strengthen Implementation o Align planning with execution capacity o Ensure initiatives are actionable and resourced o Increase likelihood of effective implementation

e) Creating a Better User Experience o Simplify how districts interact with the agency o Provide clearer guidance and structure o Reduce confusion across multiple requirements

f) Increase Agency-Level Visibility & Alignment o Enable the state to see district strategy holistically o Improve coordination across internal teams and funding streams o Support more coherent decision-making and support

To address challenges related to grant applications, grant performance management, and planning requirements, TEA launched the OneSystem initiative, a phased effort to consolidate grant management, strategic planning, and performance monitoring into a single, user-friendly platform. Steps completed to date include stakeholder engagement, landscape analysis, and pilot testing of tools like OneApp and OnePlan, which confirmed strong demand for streamlined workflows and integrated data systems – 98% of school systems expressed support for consolidation.

OneSystem will unify grant setup, application management, planning, and monitoring into a centralized experience. It will support real-time data exchange with existing TEA systems, enforce security and accessibility standards, and allow for future enhancements. TEA determined that outsourcing the development and implementation of OneSystem through this Request for Offer (RFO) is the most efficient path forward—enabling faster delivery, vendor accountability, and predictable scope and budget.

As used in this solicitation, the following capitalized terms shall have the meaning as specified below:

Term Definition API Application Programming Interface BAFO Best and Final Offer

CMBL Centralized Master Bidders List Contractor Contractor refers to entities who desire to do business with TEA DIR Department of Information Resources ESBD Electronic State Business Daily IVV Independent Verification and Validation LEA Local Education Agency NIGP National Institute of Governmental Purchasing PAR Progress Assessment Report QAP Quality Assessment Plan Response Response refers to content submitted by Contractors to TEA in response to this solicitation SBOE State Board of Education SP State of Texas Subcontracting Plan SLA Service Level Agreement TAC Texas Administrative Code TADBP Task, Activity, Deliverable, and Budget Plan TEA Texas Education Agency TEA Procurement Staff

TEA procurement professional(s) responsible for leading the planning, solicitation, and contract formation processes.

TEA Project Manager, TEA Program Staff, or TEA Contract Manager

TEA staff members who are the subject matter experts concerning this solicitation, one or more of whom will manage the contract(s) resulting from this solicitation.

TGC Texas Government Code TX-RAMP Texas Risk and Authorization Management Program VetHUB VetHUB Veteran Heroes United in Business: 34 TAC § Sections 281-298 VPTS Vendor Performance Tracking System

1.3. TEA Mission and Procurement Authority

TEA is the state agency responsible for overseeing primary and secondary public education in Texas. TEA’s mission is to improve outcomes for all public-school students in the state by providing leadership, guidance, and support to school systems; every child, prepared for success in college, career, or the military.

TEA has adopted a strategic plan comprised of four strategic priorities built upon five key actions identified below. These may be updated in the future and can be found on the TEA website located here, https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan:

• Strategic Priorities o Recruit, support and retain teachers and principals https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan o Build a foundation for reading and math o Connect high school to career and college o Improve low-performing schools

• Key Actions (Continuous Improvement) o Supported Educators o Ready Students o Rigorous Engagement o Aligned Systems o Actionable Goal-setting

This procurement supports TEA’s strategic plan by advancing the OneSystem initiative under the Aligned Systems priority, consolidating planning, grant management, and performance monitoring into a single, coherent system that reduces fragmentation, streamlines LEA access to supports, and strengthens alignment between needs, goals, funding, and outcomes.

This procurement is authorized by the Texas Government Code, Chapter 783 – Uniform Grant and Contract Management.

The solicitation and contract are authorized by Government Code Title 10, Subtitle D (the “Purchasing Act”). The solicitation and contract are subject to all applicable requirements of the Purchasing Act [in particular, Government Code Chapter 2151 (General Provisions), Chapter 2155 (Purchasing: General Rules and Procedures), Chapter 2157 (Purchasing: Purchase of

Automated Information Systems), and 34 TAC § Sections 281-298 Veteran Heroes United in Business (VetHUB) and those requirements established by rule of the Texas Comptroller of Public Accounts (CPA), Statewide Procurement Division (SPD), as contained in Title 34, Chapter 20, of the Texas Administrative Code (“TAC”), and to other applicable federal and state statutes and rules herein cited. Any references in this contract to the “Government Code” mean the Texas Government Code.

1.4. Anticipated Schedule of Events

DATE EVENT

July 13, 2026

Publication of solicitation in the Electronic State Business Daily (ESBD) at: http://www.txsmartbuy.gov/esbd Contractors must have an account at Euna Procurement (Bonfire) to submit a response to TEA. State of Texas Subcontracting Plan and VetHUB-related questions must be directed to the TEA HUB Office HUBOffice@tea.texas.gov

July 22, 2026 A pre-proposal meeting will be held on July 29, 2026, at 9:00 a.m. This meeting will be online only. To attend the meeting please access the following link:

July 29, 2026 Last day to submit written questions about this solicitation no later than 2:00 P.M. Central Time. Submit questions via Vendor Discussion in the Euna Procurement (Bonfire) portal

August 7, 2026 Final publication of questions and answers August 19, 2026 TEA preferred date to receive Notice of Intent to submit a response August 21, 2026 Response(s) due no later than 2:00 P.M. Central Time August – September 2026

Response Check-In, Evaluations, and Oral Presentations (if required)

September – October 2026

Commencement of contract negotiations with selected contractor(s)

November 2026 Anticipated start date of contract

1.5. Contract Term

The contract term is for a total of three state fiscal years commencing from contract execution or an agreed-upon contract start date. Any period starting at contract execution or agreed upon contract start date that is less than a state fiscal year will not count toward the total number of state fiscal years. All contracts are subject to appropriation of funds by the Texas Legislature.

Contractors must not perform any work before both parties have signed a contract. TEA will not pay for services the contractor performs for TEA prior to contract execution.

http://www.txsmartbuy.gov/esbd https://tea.bonfirehub.com/portal/?tab=openOpportunities mailto:HUBOffice@tea.texas.gov https://teams.microsoft.com/meet/295916024460775?p=78i7ls1aqSp78G37x2

1.6. Budget

TEA may award one contract from this solicitation. TEA reserves the right not to award a contract from this solicitation. Contractors must include a detailed Task, Activity, Deliverable, and Budget Plan (TADBP), as described elsewhere in this solicitation and Attachment E. TEA will not accept separate indirect cost rate calculations for this procurement. The proposed budget and payments to a contractor must be based on satisfactory completion and TEA acceptance of deliverables. The Task, Activity, Deliverable, and Budget Plan must clearly identify offered prices related to each task, subtask, and deliverable for each fiscal year of the contract.

TEA will establish monthly invoicing procedures for the awarded contract(s) aligned to completion and acceptance of the deliverables. TEA will pay invoices upon satisfactory performance of services, receipt with acceptance of specified deliverables, and receipt of properly prepared invoices and supporting documentation.

1.7. Scope of Work, Project Description, and Project Requirements

OneSystem is TEA’s enterprise initiative to unify and streamline grant applications, performance management, and planning into a single, integrated platform for LEAs and TEA staff. The project addresses long-standing fragmentation across grants, monitoring processes, and planning that have evolved independently, resulting in duplicative data entry, inconsistent workflows, limited visibility, and high administrative burden.

OneSystem integrates three core components, OneApp (unified grant applications), performance management, and OnePlan (unified planning) to enable reuse of common data points (such as financial, staffing, and performance data) across funding, reporting, and planning activities. The platform is intended to replace disconnected tools and manual processes with configurable workflows, role-based access, and integration with TEA-managed data systems.

A. Mission and Vision

Our mission is to deliver a modern, integrated solution that consolidates fragmented processes into a single platform supporting real-time data exchange, compliance with state and federal requirements, and user-centered design principles. TEA seeks a vendor partner capable of providing a scalable, adaptable system that empowers districts, campuses, and TEA staff to efficiently complete LEA required and strategic plans, apply for and manage grants, monitor performance, and align resources with educational priorities.

TEA envisions a future where grant management and strategic planning are unified, efficient, and transparent. Through OneSystem, TEA will create a secure, accessible platform that simplifies processes, fosters collaboration, and provides actionable insights to drive data-informed decisions and meet the specific needs of school districts. This vision reflects TEA’s commitment to universal access, accountability, and innovation in education across Texas.

B. Scope of Work:

1. The TEA seeks a qualified vendor to design, configure, test, pilot, implement, integrate, and stabilize OneSystem, a secure, enterprise-grade platform that consolidates grant management (OneApp), unified planning (OnePlan), and performance monitoring into a cohesive, user-centered solution. The Vendor shall deliver a production-ready system that supports statewide scale, statutory compliance, audit readiness, and long-term sustainability. The Scope of Work emphasizes solution delivery over custom software development and prioritizes commercial-off-the-shelf (COTS) or low-code platforms configured using vendor-supported, upgrade-safe capabilities.

2. The vendor shall deliver:

• Solution Design and Configuration:

o Configure the platform to support OneSystem business processes.

o Configure settings, rules, workflow, and metadata-driven logic.

o Define and document system architecture, environments (development, test, and production), and configuration standards.

o Configure role-based access controls aligned with TEA identity and security standards.

o Ensure all configurations are upgrade-safe and vendor supported per the

Customization Policy for all delivered functionality and maintain the Customization Register as a required project artifact.

• OneApp (Grant Management Lifecycle):

o Grant setup, eligibility rules and enforcement, and application configuration.

o Application submission, review, negotiation, versioning, amendment, and approval.

o Competitive and non-competitive award processes.

o Award issuance, real-time monitoring, and close-out.

o Integration with TEA financial and entitlement systems.

o Integration with electronic content management system for official documentation.

o Automated notifications, deadlines, and compliance tracking.

o Support multi-year retention, versioning, and historical access.

o Support unlimited fund sources within one grant.

o Pre-populate with data from TEA systems.

o In-App communication allowing secure messaging, notifications, and collaboration tools.

o All grant workflows shall be configurable, auditable, and role-aware.

o Pilot with LEA, ESC, and TEA stakeholders to confirm completion of core module development.

• OnePlan (Unified Planning Module):

o Consolidate required district and campus plans into a single, coherent planning framework.

o Support needs assessment, root cause analysis, priority setting, goal development, strategies, and progress monitoring.

o Allow conditional plan requirements based on statutory applicability and district context.

o Support multi-year retention, versioning, and historical access.

o Integration with electronic content management system for official documentation.

o In-App communication allowing secure messaging, notifications, and collaboration tools.

o Pre-populate with data from TEA systems.

o Enable artifact upload, evidence tracking, and audit exports.

o The solution shall reduce duplicative planning effort while preserving statutory integrity.

o Pilot with LEAs, ESCs, and TEA stakeholders to confirm completion of core module development.

• OnePlan and OneApp Integration:

o Unified user experience across planning and grants and performance management.

o Pre-populate grant applications from approved planning data, where applicable.

o Traceability across planning, grant management, and performance management.

o Approved OnePlan priorities and needs seamlessly inform available or recommended grant opportunities.

o Grant applications must seamlessly pre-populate from approved planning data, where applicable.

o Plan changes are traceable to related grants and monitoring artifacts.

o Acceptance of OnePlan and OneApp deliverables is contingent upon successful and seamless end-to-end integration.

o Pilot with LEAs, ESCs, and TEA stakeholders to confirm completion of core module development.

• Performance Management:

o Tracks compliance.

o Provides insights into program performance metrics and goal attainment.

o Pilot with LEAs, ESCs, and TEA stakeholders to confirm completion of core module development.

• Reporting and Monitoring:

o Role-based dashboards (including public) providing access to real-time data.

o Customizable and exportable reports.

o Exportable and immutable audit trails for all user and system-based actions.

o Pilot with LEAs, ESCs, and TEA stakeholders to confirm completion of core module development.

• In-App Communication:

o Secure messaging based on Role-Based Access.

o User and system notifications.

o User live-collaboration tools.

o Pilot with LEAs, ESCs, and TEA stakeholders to confirm completion of core module development.

• Replacement of functionality available within eGrants and Consolidated Entitlement

Management System (CEMS) applications.

• Data Integration with TEA Systems: Attachment K: URL Inventory and Canonical Links lists every web URL referenced in the source document and provides a recommended canonical/clean version to reduce the risk of broken or redirected links in vendor responses. Included, but not limited to: AskTED/Org, Accountability Testing System, TEA Login (TEAL) for identity management, Texas Academic Performance Reports (TAPR), Texas Academic Performance Reports (TAPR), TSDS Public Education Information Management System (PEIMS), Foundation School Program (FSP), Texas Performance Reporting System (TPRS), Performance Reporting Results Driven Accountability Data and Reports, Texas Success Initiative Assessment (TSIA), Strategic Compensation Operation Management System (SCOMS), Customer Relationship Management System

(CRM)

• System Integration with TEA Systems: Bi-directional Application Programming Interface (API) for integrating data with Texas Grants Interface (TGIF) and TEA’s customized TCAPPS for financial reporting

• System Integration with External Systems: Bi-directional APIs for integrating data from third-party applications into OneSystem, such as Planning for Learning (806 Technologies/P4L), Texas Education Exchange (current contract but could be subject to change in the future)

• API consumption, data mapping, validation, error handling, and audit logging related to system integrations.

• Document Management: Utilize TEAs Electronic Content Management system to maintain official TEA documentation.

• Data Migration for Grants Management, OnePlan, and Performance Management

• Security and Accessibility: Compliance with Open Worldwide Application Security

Project (OWASP) Secure Software Development Framework (SSDF), WCAG 2.2 AA, Texas RAMP certification, and TEA cybersecurity standards. Data privacy, retention, and audit requirements. Any AI-driven interface (e.g. chat, guided assistants, dynamic https://tealprod.tea.state.tx.us/GrantOpportunities/forms/GrantProgramSearch.aspx https://tealprod.tea.state.tx.us/tea.askted.web/Forms/Home.aspx https://tea.texas.gov/texas-schools/accountability/academic-accountability/a-f-accountability https://tealprod.tea.state.tx.us/ https://tealprod.tea.state.tx.us/ https://tea.texas.gov/texas-schools/accountability/academic-accountability/performance-reporting/texas-academic-performance-reports https://tea.texas.gov/reports-and-data/data-submission/peims/peims-overview https://tea.texas.gov/reports-and-data/data-submission/peims/peims-overview https://tea.texas.gov/finance-and-grants/state-funding/foundation-school-program/foundation-school-program https://tea.texas.gov/reports-and-data/school-performance/results-driven-accountability-data-and-reports https://tea.texas.gov/reports-and-data/school-performance/results-driven-accountability-data-and-reports https://tea.texas.gov/academics/college-career-and-military-prep/the-tsia-texas-success-initiative-assessment https://tea.texas.gov/texas-educators/educator-initiatives-and-performance/educator-initiatives/teacher-incentive-allotment-designations https://tea.texas.gov/texas-educators/educator-initiatives-and-performance/educator-initiatives/teacher-incentive-allotment-designations https://fmx.cpa.texas.gov/fmx/capps/capps_modules/ https://www.806technologies.com/plan4learning/ https://www.806technologies.com/plan4learning/ https://txedexchange.net/ recommendations) shall meet WCAG requirements and include chatbot-specific accessibility behaviors (keyboard navigation, focus management, and assistive technology announcements for new messages).

• Hosting and Infrastructure: Prefer DCS hosting; cloud options require DCS exemption and DIR waiver.

• Training and Transition: Knowledge transfer to TEA program staff for TEA to independently operate and configure the system, Train-the-Trainer sessions for administrators and end-users, training materials, configuration and operational documentation, and post-launch support.

• Implementation, Stabilization, and Warranty: Support deployment from development to test environments to production environments; provide post-launch stabilization and defect remediation, support a 90-day warranty/stabilization period after all integrated modules are production, deliver final documentation and transition artifacts.

C. OneApp Grant Management: Setup, Application, Award, and Close Out

The system must provide support for the entire grant lifecycle, including setup, application, competitive processes, award, and close out. Each phase must be streamlined, auditable, and integrated with related planning and performance management modules.

1. Functional Requirements:

• Grant Setup and Configuration o Support for creating new grants, customizing application fields, budget sections, eligibility criteria, and key dates.

o Management of templates, reference document uploads, funding sources, bundled grants, and allowable costs.

o Collaboration, versioning, and applicant experience preview.

o Approval workflows for forms (e.g., Finance Approval, Grant Setup), with routing to appropriate authorities.

• Grant Application and Workflow o Centralized management of grant applications, needs assessments, improvement plans, and compliance reports including a link to OnePlan to support grant application choices based on identified local focus areas.

o Capabilities for users to complete, submit, and track applications.

o Live collaboration, role-based access, versioning, multi-step reviews, negotiation comments, amendment handling, and status tracking.

o Guided experiences, dynamic forms, and support for applications.

• Competitive Grant Processes o Support for competitive grant cycles, including application scoring, evaluation team assignments, and transparent selection workflows.

o Automated notifications for deadlines, status changes, and required actions.

https://dir.texas.gov/shared-technology-services/data-center-services https://dir.texas.gov/node/557251 https://dir.texas.gov/node/557251 o Secure, auditable processes for reviewer assignments, scoring, and award recommendations.

• Grant Award o Automated calculation of awards based on eligibility and scoring criteria.

o Generation and distribution of award notifications and agreements.

o Integration with financial systems for award processing and tracking.

• Grant Close Out o Workflow for grant close out, including final reporting, documentation submission, and compliance verification.

o Automated reminders for close out tasks and deadlines.

o Archiving grant records and audit trails for future reference.

2. Technical Requirements:

• All grant management workflows must be integrated with the OnePlan and

Performance Management modules to ensure seamless data flow and traceability.

• The system must support configurable workflows, role-based permissions, and audit logs for all grant-related actions.

• Integration with TEA’s identity and access management systems for authentication and authorization.

• The system must support importing, mapping, and storing large datasets; APIs for interoperability with external systems (e.g., TGIF, CEMS, Alfresco, AskTED/ORG, TCAPPS, TEAL).

• Ensure all data and documents are accessible, exportable, and compliant with state and federal regulations.

• The system shall pre-populate LEA and Education Service Center (ESC)-specific grant related data with information available to TEA.

D. Reporting, Monitoring, and Communication

The system must provide robust reporting and monitoring features to support grant status tracking, compliance, performance management, and communication across all user roles.

1. Functional Requirements:

• Generate detailed and summary reports on grant status, drawdowns, expenditures, compliance, and performance monitoring.

• Support customizable dashboards and reporting tools for different user roles (e.g., TEA staff, district/campus users, auditors).

• Enable export of reports and data in multiple formats (e.g., PDF, Excel, CSV) for analysis and sharing.

• Provide in-system and email notifications, activity-triggered and date-driven messaging, mass communications, and audit trails.

• Integrate with calendars and document management systems for sharing resources and updates.

• Maintain a searchable audit trail of all reporting and communications for compliance and review purposes.

2. Technical Requirements:

• The system must support real-time data exchange and reporting at various organizational levels.

• The system must ensure all reporting data is auditable, exportable, and accessible for review and compliance purposes.

• The system must provide APIs or connectors for integration with external reporting and analytics tools if required.

• The system must maintain robust security, access control, and data integrity standards for all reporting features. The system shall use LEA specific data for reports, monitoring, and communication with information available to TEA.

E. Performance Management Platform

The system must include a performance management platform that enables TEA and districts to monitor, track, and report on grant assurances, program metrics, and district goal attainment. This platform must provide real-time visibility into progress, compliance, and areas for improvement, directly supporting strategic planning and accountability.

1. Functional Requirements:

• Track grant assurances, program metrics, and district/campus goal attainment.

• Link progress monitoring data directly to the needs assessment and goals, and strategies established in OnePlan.

• Allow users to upload evidence, track milestones, and report on outcomes.

• Enable TEA and district leaders to monitor compliance and performance in real time.

• Identify alignment between district goals, strategies, and identified needs.

2. Technical Requirements:

• The system must integrate seamlessly with the OnePlan module and grant management workflows.

• The system must support real-time data exchange and reporting at various organizational levels.

• The system must provide configurable dashboards and reporting tools for different user roles.

• The system must ensure all performance data is auditable, exportable, and accessible for review and compliance purposes.

• The system must maintain robust security, access control, and data integrity standards.

• The system shall pre-populate LEA and ESC specific data for performance reporting with information available to TEA.

F. In-App Communication

The system must provide robust in-app communication features to support collaboration, streamline correspondence, and ensure transparency between TEA staff, district/campus users, and other stakeholders.

1. Functional Requirements:

• Enable secure, role-based messaging within the platform for all authorized users.

• Support both one-to-one and group communications, including the ability to send mass notifications.

• Allow users to initiate, track, and archive conversations related to specific grants, plans, or compliance activities.

• Provide automated, activity-triggered, and date-driven notifications and reminders for key tasks, deadlines, and status changes.

• Integrate with email and calendar systems to ensure users receive timely updates and can coordinate meetings or reviews.

• Maintain a searchable audit trail of all communications for compliance and reporting purposes.

2. Technical Requirements:

• The system must ensure all in-app communications are encrypted in transit and at rest, with strict access controls.

• The system must support integration with TEA’s identity and access management systems for authentication and authorization.

• The system must provide APIs or connectors for integration with external communication tools if required.

• The system must ensure communication features are accessible and meet WCAG standards.

• The system must allow for configuration of notification preferences and escalation paths for critical alerts.

• The system shall pre-populate LEA, ESC, and TEA specific data for In-App communication with information available to TEA.

o Labeling with authoritative source o Preserve the audit trail o Not overwrite source systems

G. OnePlan Unified Planning Module OnePlan must serve as the unified planning module within OneSystem, consolidating 24+ existing district and campus plans and needs assessments into a single cohesive framework and submission. This must replace multiple separate plans and streamline the planning process for districts and campuses.

OnePlan must connect directly with the OneApp grant module, allowing districts and campuses to link their plans to relevant grant opportunities based on identified needs, priorities, and planning inputs.

The OnePlan module must also auto-populate planning fields wherever possible using publicly available data and TEA internal data sources, reducing manual entry and administrative burden for districts and campuses.

1. The OnePlan module must support inclusion of, but not limited to, the following plans:

• Campus Local Improvement Plan (LIP) and Needs Assessment

• Campus Targeted Improvement Plan (TIP) and Needs Assessment

• Campus Turnaround Plan (TAP) and Needs Assessment

• District of Innovation Local Innovation Plan

• Dropout Prevention Plan and Needs Assessment

• ESSA Talent Plan and Needs Assessment

• House Bill 3 College, Career, Military Readiness (CCMR) Plan

• House Bill 3 Early Childhood Math Plan

• House Bill 3 Early Childhood RLA Plan

• LEA Program Plan (ESSA)

• Migrant Identification and Recruitment Plan (Title I, Part C)

• Multi-Hazard Emergency Operations Plan

• Perkins V Comprehensive Local Needs Assessment (CLNA)

• Priority for Services (PFS) Action Plan (Title I, Part C)

• Results Driven Accountability (RDA) Bilingual Education / ESL Self-Assessment

• Results Driven Accountability (RDA) Other Special Populations Self-Assessment

• Results Driven Accountability (RDA) Special Education Self-Assessment

• School Safety Plan

• Special Education Consolidated (IDEA)

• Special Populations Corrective Action Plan (CAP)

• Special Populations Dyslexia Performance Plan

• Special Populations Strategic Support Plan (SSP)

• TEC Chapter 11 Campus Improvement Plan (CIP) and Needs Assessment

• TEC Chapter 11 District Improvement Plan (DIP) and Needs Assessment

• Title I Schoolwide Program Plan

• Title I Targeted Assistance Plan

2. Functional Requirements:

• Needs Assessment o The module must provide a set of pre-defined questions aligning to specific plan needs.

o The module must allow questions to be configured based on statutory requirements, whether defined by the agency or selected by the user as applicable.

o Responses will include a combination of open-response fields, multi-select, matrixed, and yes/no selections.

• Data Integration o The OnePlan module must integrate the listed data sources, enabling automatic population of relevant information, as well as data-driven recommendations and automation. The solution must include the development of a standardized (generic) API that enables integration with existing TEA external vendor contracts and ESCs, allowing for the seamless ingestion and retrieval of data.

o Data Sources: Attachment L: Data Sources list current data sources. TEA may add up to 10 additional data sources per quarter, at which point the vendor may provide cost estimates for TEA’s review and approval. Data

• Root cause analysis and identification of priorities o Users must be able to select root cause analysis criteria and link that analysis to a specific needs assessment question or data point.

• Goal setting with aligned metrics and progress indicators o Users must be able to set their own goals, metrics, and progress indicators.

o Users must be able to periodically update their progress towards each metric.

o Users must be able to upload artifacts and evidence to support each metric.

• Strategy and action planning tied to funding sources and timelines o Each strategy must have an accompanying response field for staffing, timelines, resources, initiatives, funding, and formative evaluation criteria.

• Ongoing progress monitoring, evidence collection, and plan adjustments o The module must include multiple checkpoints for periodic progress monitoring, allowing both standard milestones and user‑defined checkpoints with specified dates.

o The module must allow for editing and revision options for plans needing course correction.

o The module must allow for the upload and storage of multiple documents (PDF, Word, etc.), aligned to specific objectives (agendas, sign-in sheets, etc.).

• Storage and access o Users must be able to access their planning materials for up to seven years.

o Users must be able to upload evidence of previous planning efforts to prevent a fragmented record-keeping process.

3. Technical Requirements:

• The module must allow districts and campuses to collaboratively develop, revise, and monitor this plan within the platform through multi-user access and tiered permissions.

• The module must support the addition, modification, or removal of plan sections and requirements as deemed necessary by TEA and/or statutory development, without requiring redevelopment of the core system.

• The workflow must ensure alignment with all relevant state and federal statutory requirements, reducing duplication and administrative burden.

• The plan must be easily accessible for district and campus users, TEA reviewers, and auditors, and must link directly to related grant applications and reporting requirements.

• The module must support plan customization based on district and campus context through conditional display of sections, questions, and requirements based on district or campus context including grant participation, accountability status, and statutory applicability; supporting differentiated requirements without duplicating effort.

• The module must allow for district responses, priorities, and data to pre-populate in relevant campus-level planning areas.

• All plan content and changes must be auditable, with clear history and the ability to export or share both plans and accompanying artifacts for review. The system must support the storage of at least 7 years of previous plans and accompanying documentation.

• The system shall pre-populate district and campus-specific data for needs assessments and plans with information available to TEA.

• The system must possess the capability to securely authenticate and consume data directly from an Ed-Fi Operational Data Store (ODS) via RESTful API. The platform must autonomously query (via HTTP GET requests) and ingest relevant Ed-Fi resources – targeting core demographics, enrollment associations, and organizational hierarchies – to dynamically pre-populate and continuously update OneSystem’s internal databases and user queues.

4. Security, Access Control, and Compliance:

• The system shall integrate with TEA identity and access management (TEAL), role-based permissions, session management, and secure authentication.

• The system shall verify input validation, prevention of security vulnerabilities (e.g., replay attacks, SQL injection), encrypted communications, and audit logs.

• The system shall be scanned for viruses during file uploads, must provide unique identifiers, must provide secure error handling, and must provide environment separation for development, test, and production level environments.

• Must comply with OWASP, SSDF, and WCAG accessibility standards.

• Any cloud computing service used to process, store, or transmit TEA data in support of

AI/ML capabilities shall meet applicable TX-RAMP requirements and maintain compliance throughout the contract term.

5. System Integration and Data Exchange:

• Must integration with TEA systems and data sources (TGIF, CEMS, Alfresco, AskTED/ORG, TCAPPS, TEAL).

• Must provide seamless data exchange for grant funding, entitlements, organization data, and document storage.

• Must support for importing, mapping, and storing large datasets; APIs for interoperability.

• Must ensure accurate, up-to-date information for grant setup, award processing, and reporting.

6. User Stories: Attachment M: Known User Stories is a set of preliminary user stories will be the starting point for the development of software to be provided under this contract. These preliminary user stories are provided only for illustrative purposes and do not comprise the full scope or detail of the project. The Texas Education Agency expects that the Contractor will work closely with the Product Owner to perform regular user research and usability testing and to develop and prioritize a full gamut of user stories as the project progresses.

Individual user stories may be modified, added, retracted, or reprioritized by the Texas Education Agency at any time, and the Texas Education Agency expects that the user stories will be continuously refined during the development process.

7. User-Centered (UX) Design and Development

• The vendor must conduct user research and usability testing to inform design decisions.

• The vendor must develop wireframes, prototypes, and interactive mockups that reflect user needs and accessibility standards.

• The vendor must incorporate feedback from TEA stakeholders and end-users throughout the design and development process.

8. AI-Assisted Efficiency Features

• The solution shall include AI-assisted capabilities to improve efficiency and reduce manual effort, such as automatically checking submissions for completeness against TEA-defined requirements and flagging submissions for manual review when risk indicators are detected. AI outputs shall be advisory and shall not replace TEA’s final determinations or approvals.

• Vendor shall provide an AI governance approach that includes human oversight, documentation, and workforce readiness (training materials) for any AI capabilities delivered.

• Vendor shall align AI risk management activities to the NIST AI Risk Management Framework (Govern, Map, Measure, Manage), including documented risks, mitigations, and monitoring.

• The application shall:

o Analyze TEA data to identify strengths/gaps o Recommend priorities/goals o Recommend applicable grants aligned to goals o Extract key fields for document intelligence o Classify attachments o Detect missing artifacts

9. Data Migration and Data Conversion Requirements The Contractor shall design, execute, and validate a comprehensive data migration strategy to transition data from TEA legacy systems and external sources into OneSystem. The migration approach must ensure data integrity, completeness, traceability, and minimal disruption to ongoing operations.

The Contractor shall deliver:

• Data Migration Strategy and Plan:

o Develop and maintain a detailed Data Migration Plan outlining scope, approach, sequencing, dependencies, and rollback procedures.

o Identify all source systems, including but not limited to eGrants, CEMS, TGIF, Alfresco, and other TEA and third-party systems.

o Define data migration waves aligned to project phases (e.g., OneApp, OnePlan, Performance Management).

• Data Discovery and Mapping:

o Conduct data profiling and analysis to assess data quality, structure, completeness, and gaps across source systems.

o Define and document source-to-target data mappings, transformation rules, and data standardization requirements.

o Align data models to support unified data structures across grant management, planning, and performance monitoring.

• Data Cleansing and Transformation:

o Identify and remediate data quality issues (e.g., duplicates, inconsistent formats, missing values).

o Standardize and normalize data to align with TEA-defined data governance, reporting, and compliance requirements.

o Apply transformation logic to ensure compatibility with OneSystem workflows and data structures.

• Data Migration Execution:

o Extract, transform, and load (ETL/ELT) data into OneSystem environments

(development, test, and production).

o Support phased and repeatable migration processes, including multiple test and validation cycles prior to production migration.

o Ensure minimal downtime and continuity of operations during migration activities.

• Data Validation and Reconciliation:

o Perform…