RFP 701-26-008, TEACHER

LIABILITY INSURANCE

Summary The Texas Education Agency (TEA) is seeking responses from qualified respondents to design, implement, and manage a comprehensive liability insurance program for classroom teachers. The goal is to ensure that classroom teachers understand their rights, duties, and benefits and are protected against liability claims arising from their professional duties.

Authorized by:

89th GAA, Strategy B.3.2, Agency Operations; HB 2 3rd Party Provider of Liability

Insurance Section 1.03

Responses are due February 25, 2026 - 2:00 P.M. Central Time

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

Kristi Nichols-Arnold 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: HISTORICALLY UNDERUTILIZED BUSINESS SUBCONTRACTING PLAN

ATTACHMENT D: RESPONSE COVER PAGE AND QUESTIONNAIRE

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

ATTACHMENT F: DELIVERABLE DESCRIPTIONS AND GENERAL ACCEPTANCE CRITERIA

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: FEE/RATE SCHEDULE

ATTACHMENT L: OUTSIDE COUNSEL CONTRACT………………………………………………………………..….70

ATTACHMENT M: OAG LETTER TO AGENCIES AND PROSPECTIVE OUTSIDE COUNSEL…….…..…..71

ATTACHMENT N: TEXAS ADMINISTRATIVE CODE, TITLE 1, CHAPTER 57……………………………..….72

1. Purpose, Background, and Scope of Work

1.1. Purpose

The Texas Education Agency (TEA) is seeking responses from qualified respondents to design, implement, and manage a comprehensive liability insurance program for classroom teachers.

The goal is to ensure that classroom teachers understand their rights, duties, and benefits and are protected against liability claims arising from their professional duties.

Responses should include, but are not limited to providing …

- Liability Coverage

- Criminal Defense

- Civil Rights Claims

- Bail Bond Coverage

- Identity Theft

- Legal Support

- Professional Development

- Publications/Newsletters

1.2. Background and Defined Terms

Texas Teacher Liability Insurance was established by HB 2 (89th Texas Legislature). This statute provides that the agency shall contract with a third party to provide assistance to classroom teachers in understanding the teacher’s rights, duties, and benefits and to provide liability insurance to protect a teacher against liability to a third party based on conduct that the teacher allegedly engaged in during the course of the teacher’s duties.

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

Term Definition 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 HSP Historically Underutilized Business Subcontracting Plan HUB Historically Underutilized Business as defined in Texas Government

Code § 2161.001 LEA Local Education Agency https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm

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 TAC Texas Administrative Code TADBP Task, Activity, Deliverable, and Budget Plan TDI Texas Department of Insurance 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.

TEC Texas Education Code

TGC Texas Government Code TX-RAMP Texas Risk and Authorization Management Program 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 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 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 Rigorous Engagement o Aligned Systems o Actionable Goal-setting

This procurement supports TEA’s strategic plan by supporting and retaining educators.

This procurement is authorized by 89th GAA, Strategy B.3.2, Agency Operations; HB 2 3rd Party Provider of Liability Insurance Section 1.03

This procurement is authorized by House Bill 1605, 88th Texas Legislature, Regular Session, 2023. Pursuant to Texas Government Code §§2151.004(d) and 2155.131.

1.4. Anticipated Schedule of Events

DATE EVENT

January 30, 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. HUB-related questions must be directed to the HUB Office HUBOffice@tea.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2151.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm http://www.txsmartbuy.gov/esbd https://tea.bonfirehub.com/portal/?tab=openOpportunities mailto:HUBOffice@tea.texas.gov

February 5, 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

February 10, 2026 Final publication of questions and answers February 25, 2026 TEA preferred date to receive Notice of Intent to submit a response February 25, 2026 Response(s) due no later than 2:00 P.M. Central Time February – March

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

April – June 2026 Commencement of contract negotiations with selected contractor(s) July 2026 Anticipated start date of contract

1.5. Contract Term

The contract term is for a total of five 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.

1.6. Budget

TEA may award one or more contracts from this solicitation. TEA reserves the right not to award a contract from this solicitation. Responses must include a detailed Task, Activity, Deliverable, and Budget Plan (TADBP), as described elsewhere in this solicitation and in 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 TADBP must clearly identify proposed prices related to each proposed 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 and acceptance of specified deliverables, and receipt of properly prepared invoices and supporting documentation.

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

TEA seeks to offer Texas classroom teachers access to a high quality, comprehensive suite of coverage and benefits related to liability insurance, and assistance in understanding rights, duties, and benefits.

The contracted provider will design, implement, and manage a comprehensive liability insurance program for classroom teachers. This program will provide comprehensive support comparable to similar liability insurance programs and support currently offered in the market.

The selected provider will be responsible for the following tasks:

- Task 1: Program Design: Design a liability insurance program for Texas classroom teachers, including providing liability insurance, criminal defense, civil rights claims, bail bond coverage, identity theft, and legal support, along with providing professional development and newsletter materials to understand teachers’ rights, duties, and benefits. The provider will also develop the enrollment process in coordination with TEA and develop and distribute recruitment, enrollment, and communication materials.

- Task 2: Enrollment and Claims: Implement an enrollment system for teachers to enroll in options of coverage, with potential for districts to enroll as a co-payer of coverage, and deduct the amount from teachers’ paychecks, as well as provide a 30 calendar day notice of cancellation to enrolled teachers and annual renewal certificates of insurance. Contractors will also administer claims efficiently and transparently and provide ongoing technical assistance to teachers with enrollment, claims process, and support regarding rights, duties, and benefits. TEA seeks to align all payments with this contract with the number of teachers enrolled in this program and seeks to set different unit prices for different tiers of numbers of teachers.

- Task 3: Demand Generation and Customer Support: Provide high quality customer support and communications to the field to generate demand for and enrollment in liability insurance and associated offerings. Manage the liability program by submitting quarterly reports on enrollment, claims, and technical assistance provided.

- Task 4: Project Management and Reporting: Management of the overall project.

Examples of support include, but are not limited to, strategic plans and ongoing strategic planning support; management and monitoring of project plans and project documents; and facilitation of project meetings.

1.8. Project Deliverables and Milestones

Task Deliverable Type

Deliverable Deliverable Acceptance Criteria

Timeline

TASK 1: PROGRAM DESIGN

1.1 Liability

Program Structure Plan

PPT or another

TEA-

approved platform

Program Blueprint

Develop a comprehensive liability insurance plan that provides coverage options to Texas classroom teachers and coverage fees. This plan should

7/1/26 – 8/31/26 include a landscape/market analysis to show comparable options and rates. The coverage options should include liability insurance, criminal defense, civil rights claims, bail bond coverage, identity theft, and legal support, along with professional development and newsletter materials to understand teachers’ rights, duties, and benefits. Providers will also show in the plan to develop the enrollment process in coordination with TEA and the plan to develop and distribute recruitment and enrollment, and communication materials.

TASK 2: ENROLLMENT AND CLAIMS

2.1 Enrollment

and Claims System

TEA-

approved platform

Develop System Develop a TEA-approved system that Texas classroom teachers will use to enroll in the Texas Liability Insurance plans, as secured by vendor, and submit claims. This system will be on a platform approved by TEA and used to complete quarterly reports in task 4.3.

TEA seeks to align all payments with this contract with the number of teachers enrolled in this program and seeks to set different unit prices for different tiers of numbers of teachers.

7/1/26 – 8/31/26

2.2 Teacher

Enrollment

TEA-

approved platform

Enrollment Support

Monitor and support teachers using the system to enroll into Texas Liability Insurance coverage.

9/1/26 – 8/31/30

2.3 Management

of Claims System

TEA-

approved platform

Claims Management

Utilizing the system developed in task 2.1, contractors will

9/1/26 – 8/31/30 manage all claims efficiently and with transparency to TEA.

3. DEMAND GENERATION AND CUSTOMER SUPPORT

3.1 Demand

Generation and Enrollment Materials Development

Flyers, FAQs, and guides

Marketing and Communication

Develop marketing and communication resources to provide teachers with information about the program, coverage options, and professional development materials. These resources may include, but are not limited to, flyers, guides, FAQs, webinar decks, and one-pagers

9/1/26 – 8/31/30

3.2 Recruitment

of Classroom Teachers

Events, webinars, and email outreach

Recruitment Facilitation

Facilitate recruitment efforts that may include but not limited to enrollment events, live webinars, and email outreach using materials developed in task 3.1 to maximize teacher enrollment in liability coverage.

9/1/26 – 8/31/30

3.3 Training and

Resources

Training, guides, FAQs, and recordings

Communication Resources

Develop and deliver communication resources to provide teachers with information about teachers' rights, duties, and benefits.

8/1/26 – 8/31/30

3.4 Help Desk TEA-

approved platform

Support to educators

Provide technical assistance through a help desk system that is approved by TEA and is used to track support needed by Texas classroom teachers that is used for the quarterly reports in task 4.3. Support may include but not limited to questions about enrollment, submitting a claim, legal counsel, and general insurance benefits questions.

9/1/26 – 8/31/30

4. PROJECT MANAGEMENT AND REPORTING

4.1 Project

Management

TEA-

approved platform

Monthly meetings and reports

Facilitate monthly virtual meetings for TEA, including time in the first meeting of each month to review the

7/1/26 – 8/31/30 monthly invoice and program updates. Meeting facilitation includes managing meeting agendas and meeting notes using TEA provided template.

Monitor and update project plans to ensure timely completion of tasks and follow up on overdue tasks with assigned owners. Manage all project documents, including organizing documents, managing version control, and archiving files. Internal shared project documents are stored in Microsoft SharePoint/Teams and external shared project documents are stored in a TEA-approved platform.

4.2 Metric Survey Survey

Form

Survey Development

Develop surveys to report on program satisfaction from teachers enrolled for coverage

11/1/26 - 8/31/30

4.3 Reports PPT or

another

TEA-

approved platform

Quarterly Report Develop quarterly reports on how many Texas classroom teachers are currently enrolled, the number of classroom teachers enrolled in that quarter, the number of help desk tickets submitted and completed, and survey data from classroom teachers who used the help desk support.

12/1/26 – 8/31/30

**Contractor may propose other tasks or deliverables deemed necessary to reach initiative goal.

1.9. Collaboration

The awarded contractor(s) will collaborate closely with TEA staff for this project. These responsibilities include, for example:

Awarded Contractor Responsibilities:

• Engaging in ongoing, responsive communication about the project(s);

• Participating in scheduled project meetings;

• Working continuously on the project, including during summer months;

• Adhering to the Task, Activity, Deliverable, and Budget Plan, or other schedules for deliverables as specified by TEA after consultation with the awarded contractor, including proposed deadlines for draft work products;

• Notifying TEA within 48 hours of project-related issues that negatively impact timelines;

• Obtaining advance written approval from TEA prior to any staffing changes or additions, especially changes to key staff members assigned to this project;

• Producing high-quality drafts of all submitted work products, reports, evaluation plans, analysis plans, and instruments, etc. with minimal typos and in alignment with applicable guidelines (branding, accessibility, reading level, etc.);

• Responding within 5 business days to all requests for feedback on evaluation plans, methodology, analysis plans, instruments, data manipulation, analysis results, reports, etc.;

• Responding within 48 hours to inquiries regarding invoice and document requests (as in the case of an audit);

• Adhering to policies and procedures regarding use of confidential data and data collection procedures;

• Adhering to policies and procedures regarding fingerprinting and criminal background checks prior to conducting any school visits, as applicable; and

• Adhering to all terms and conditions of the contract with TEA, for example, following the change management process for contract revisions; informing TEA of changes in ownership, key staff, or subcontractors; and immediately reporting actual or potential conflicts of interest to TEA.

TEA Responsibilities:

• Providing awarded contractor(s) and any subcontractors information on changes in legislation, reporting needs, or any other activities that may impact the project(s);

• Collaborating with the awarded contractor(s) to address unforeseen developments, identify issues, and propose solutions;

• Coordinating support and resources for the project;

• Providing necessary data and documentation;

• Reviewing and approving the contractor’s evaluation and analysis plans, including all qualitative and quantitative methodologies and data analyses;

• Reviewing use of data, data sources, data manipulation, data processing business rules, and analytic results;

• Monitoring the awarded contractor’s progress, as outlined in contractor-submitted monthly progress reports to ensure compliance with contract terms;

• Reviewing and approving monthly invoices (including disputing invoices as necessary and working with contractor(s) to resolve disputes);

• Providing and coordinating feedback on all submitted reports;

• Monitoring the awarded contractor’s performance and compliance with the terms and conditions of the contract, including following the change management policy for all amendments and budget revisions;

1.10. Contract Monitoring and Dispute Resolution Procedures

TEA monitors its contracts to ensure contractors adhere to the terms and conditions of their TEA contracts and to prevent fraud, waste, and abuse. TEA Contract Managers carefully review invoices to verify the following:

- Goods and/or services provided are included in the contract;

- Charges match the contract budget and pricing clearly ties to the task plan;

- Invoice charges are within scope, allowable, and reasonable;

- Invoice amounts are tied to specific contract tasks with enough supporting documentation to show that goods and/or services were received and were of acceptable quality; and

- Each invoice shows the contract number, purchase order number, dates of service, tasks, and pricing.

All pricing provided in the response should include a specific deliverable or a set of deliverables that demonstrate successful completion of activities. TEA reserves the right to reject goods or services which do not address the deliverables stated in the contract and do not meet TEA quality review.

In addition to carefully reviewing invoices prior to authorizing payment, TEA Contract Managers conduct ongoing contract monitoring activities depending on the nature and risk factors associated with the contract. Examples of standard contract monitoring activities include:

- Monitoring the contractor’s progress and performance to ensure goods and services conform to the contract requirements;

- Managing, approving, and documenting any changes to the contract through the change management process authorized by the terms of the contract;

- Maintaining documentation verifying that goods and/or services were reviewed and accepted;

- Monitoring the contract budget to ensure sufficient funds are available throughout the term of the contract;

- Identifying and resolving disputes with the contractor promptly;

- Exercising legal remedies, as appropriate, when a contractor’s performance is deficient;

and

- Confirming all goods and/or services have been delivered and delivery is completed prior to the expiration date of the contract.

TEA will determine whether a contract should be subject to enhanced monitoring, an increased level of monitoring. For example, a contractor who has access to sensitive data or contact with students may be subject to enhanced monitoring. In addition to the responsibilities that come with standard contract monitoring, Contract Managers may implement any of the following examples of enhanced monitoring measures:

- Developing a Quality Assessment Plan (QAP) to document contract monitoring activities;

- Conducting site visits to a contractor’s facility;

- Holding regular project management meetings with contractors to ensure the project is meeting established milestones and deadlines;

- Reviewing contractor-prepared progress reports;

- Reviewing satisfaction surveys from training attendees or other quality assurance reports;

- Implementing a corrective action plan if contractor is not meeting contract performance expectations;

- Monitoring contractor performance and invoking applicable remedies for contract breaches (for example, liquidated damages assessed for service level agreement breaches); and

- Monitoring contractor’s access to sensitive data and ensuring data is handled properly and returned or destroyed at the end of the contract, as appropriate.

TEA expects contractors to support these monitoring efforts including responding promptly to requests for documentation and working together in good faith to resolve disputes.

In the event of a dispute, TEA will make every effort to resolve the issue(s) with contractor’s project staff before escalating to executive-level management. Throughout the dispute resolution process, the parties should make a good faith effort to work together toward a mutually beneficial resolution. Resolution may include corrective action plans, substitutions, liquidated damages, or other remedies, as appropriate

2. Submission Process and Instructions

2.1. Response Format

Contractors must submit a complete response and follow all the instructions contained within this solicitation. Responses with conditional clauses, alterations, or irregularities are subject to rejection by TEA in its sole discretion. Contractors must submit responses electronically and ensure TEA receives them no later than the deadline stated in the Anticipated Schedule of Events. TEA will not accept late responses.

Response Format and Requirements:

- The contractor must download all files from Euna Procurement (Bonfire) under Public Files to prepare a submission.

- Complete and upload all required documents listed under the Requested Information section in Euna Procurement (Bonfire).

- The file name should be short but descriptive and avoid special characters. Use capital letters, hyphens, or underscores instead of spaces or periods. (i.e., 26- 008_CompanyName_Response).

- Contractors must ensure an authorized representative sign all required forms and those signatures are included in the electronic file (digital signatures or scanned ink signatures are both acceptable).

- The contractor must sign the Execution of Offer contained within Attachment B. By signing the Execution of Offer, the contractor affirms that all statements within the response are true and correct. Discovery of any false statement in the response may void the submitted response or any resulting contracts.

- Contractors must submit responses electronically via Euna Procurement (Bonfire).

2.2. Electronic Submission Process

Submission via EUNA Procurement (Bonfire)

TEA will only accept responses using the Euna Procurement (Bonfire) electronic bidding portal as a secure electronic submission method. Please upload your submission at Texas Education Agency Euna Procurement (Bonfire) Portal. Responses will not be accepted by email or facsimile.

Once uploaded, the Euna Procurement (Bonfire) platform will notify TEA of the upload.

Contractors will receive a submission confirmation number upon successful submission response. The file(s) will be dated and time-stamped upon upload and the system will provide a confirmation number to the contractor’s email address. Contractors are advised to plan accordingly to ensure TEA receives the proposal ahead of the deadline. Once the close date has passed, you will not have an opportunity to change any of the submitted documents.

***Please note the location, type, and requirements of these forms. Failure to submit required documents will result in a contractor’s disqualification from consideration for this procurement.

Forms must be submitted at the specified location in Euna Procurement (Bonfire)***

Intent to Submit Response

TEA requests contractors notify TEA as soon as possible of their intent to submit a response on the Euna Procurement (Bonfire) platform. Toggle the “Intent to Bid” checkbox in Euna Procurement (Bonfire) to confirm the intent to submit a response. Notifying TEA of an intent to submit a response in no way obliges a contractor to submit a response. Contractors will not be able to prepare a submission unless you submit “Yes”.

2.3. Communication

To protect the integrity of the procurement process, contractors must adhere to the communication procedures outlined in this solicitation.

Euna Procurement (Bonfire) Registration

To contact TEA or ask questions in relation to this solicitation, contractors must register at https://tea.bonfirehub.com and initiate the communication electronically through the Vendor Discussions section.

To assist with registration, submission of a response, and learning how to get started with Euna Procurement (Bonfire), watch this training video. For questions or support when using the platform, access the Euna Procurement (Bonfire) online knowledge base, search the FAQ, or contact the Euna Procurement (Bonfire) support team at support.bonfire@eunasolutions.com.

Limited Contact Policy

Contractors must send all communications about this solicitation via Bonfire, Vendor Discussions Section at https://tea.bonfirehub.com .Contractors may contact the TEA Historically Underutilized Business (HUB) office at HUBOffice@tea.texas.gov for the purpose of addressing HUB and HUB Subcontracting Plan (HSP) questions only.

TEA will not accept phone inquiries regarding this solicitation.

Non-procurement staff at TEA may not discuss this procurement with outside parties. If a potential contractor fails to observe this prohibition or attempts to circumvent the limited contact policy, their response may be subject to disqualification.

The limited contact policy does not apply to discussions concerning matters unrelated to this procurement, including business related to current contracts with TEA.

Question and Answer Process

Contractors may submit questions within the date and time specified in the Anticipated Schedule of Events. Any questions or clarifications pertaining to this solicitation shall be submitted through Euna Procurement (Bonfire) Opportunity Q&A. TEA will compile questions and related responses into one or more addenda documents and post them on the Euna Procurement (Bonfire) platform. It is the contractor’s responsibility to review any addenda documents before submitting.

Communication after the Response Due Date

Between the response due date and contract execution, TEA may communicate with contractors to:

- Seek clarification regarding response(s).

https://tea.bonfirehub.com/ https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration mailto:support.bonfire@eunasolutions.com https://tea.bonfirehub.com/

- Invite contractors to participate in oral presentations.

- Conduct negotiations, including requesting a potential contractor’s best and final offer

(BAFO).

- Exchange information required to facilitate a potential contract award.

TEA will notify all contractors of the award or non-selection upon contract execution. The Limited Contact Policy remains in force until all contract(s) from this solicitation have been executed.

2.4. Response Requirements

TEA will not consider late or incomplete responses. Responses that address only part of the requirements of this solicitation are non-responsive.

Failure to formalize the terms of the response by signing the Contract Terms, Conditions and Affirmations, Response Preferences (Texas Government Code Chapter 2155), and Execution of Offer (Attachment B) will result in disqualification of the offer contained within the response.

Contractors must carefully review and complete all forms within the solicitation. TEA encourages contractors to review 34 TAC § 20.282 regarding the good faith effort requirements of the HSP and to reach out to the HUB Office at HUBOffice@tea.texas.gov with questions.

Failure to comply with HUB requirements, including correctly filling out all HUB related forms, will result in disqualification.

TEA reserves the right to reject responses and to negotiate portions thereof, including the offered TADBP and identified personnel.

Contractors must furnish clarifying information to TEA if requested. Failure to provide the requested material or information may disqualify the response.

The selected contractor must collaborate with TEA staff to clarify the project design, design of the materials, project activities, and/or other work products, and modify these items, if necessary.

All responses received in response to this solicitation are the property of TEA. TEA is not liable for any costs incurred in the preparation or submission of a response.

Texas Bidders Affirmation

Respondent certifies that if a Texas address is shown as the address of the Respondent on this response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=10%2F13%2F2025&recordId=214411

Texas Public Information Act

Responses submitted in response to this solicitation are subject to release under TGC, Chapter 552, Public Information Act. If TEA receives a Public Information Act request for responses received under this solicitation, contractors may have the opportunity to demonstrate that some or all their offer falls into one or more exceptions to disclosure. Contractors should indicate on the response cover if their submission contains proprietary information and identifies the specific sections within the response that are proprietary. It is not sufficient to mark every page as confidential; rather, contractors should identify specific information or sections as proprietary.

Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

In alignment with state law and public policy, TEA encourages contracting and subcontracting opportunities for HUBs in all contracts. If TEA determines that subcontracting opportunities are probable, then an HSP is a required element of the response.

Statement of Probability

TEA has determined that subcontracting opportunities are probable in connection with this procurement. Therefore, ALL contractors must submit an HSP in their response. Responses that do not include an HSP will be rejected for non-compliance.

If the contractor is itself a HUB, the HSP is still required to identify the percentage of the work to be performed by subcontractors and document whether the contractor is self-performing or has made a good faith effort to subcontract work to other HUBs.

If the contractor (HUB or non-HUB) is not subcontracting any portion of the work, the Self Performance portion of the HSP must be completed and returned with the response.

The contractor shall develop and administer the HSP as a part of the response in accordance with the TEA policy on utilization of HUBs and State law. The contractor must make a good faith effort and solicit a minimum of three Texas-certified HUBs from the State’s Centralized Master Bidders List (CMBL) / HUB Directory for work that they cannot complete with their own staff and resources. The contractor must also notify minority or women trade organizations or development centers of subcontracting opportunities. Additional requirements are listed in Attachment C. In addition to a completed HSP, contractors planning to subcontract portions of their work for TEA are required to provide supporting documentation to support good faith efforts under Method A or Method B (for example, emails between the contractor and potential subcontractors, trade organizations, and development centers).

The HSP will be incorporated into the contract between TEA and the selected contractor.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

HUB Subcontracting Goal

The HUB subcontracting goal for this procurement is 5% service-disabled veteran-owned business participation.

TEA encourages contractors to collaborate with the HUB Office to develop mentor-protégé opportunities. Under 34 TAC § 20.298, a contractor’s participation in a Mentor-Protégé Program under TGC § 2161.065, and the submission of a protégé as a subcontractor in the HUB subcontracting plan constitutes a good faith effort for the work to be subcontracted with the protégé.

HUB Subcontract Progress Assessment Reporting

The contractor will be responsible for maintaining business records documenting compliance with HUB Program requirements. The contractor must submit a Progress Assessment Report (PAR) monthly documenting all subcontractor payments made in the preceding month.

Submission of the PAR is a condition for payment. PARs are due no later than the 10th day of the following month. The PAR must be submitted monthly, even if no subcontracting activity occurred during the month, to TEA’s HUB Office at HUBOffice@tea.texas.gov.

How to Find Texas Certified HUBs for Subcontracting Opportunities

Manufacturers, suppliers, and other vendors, including HUBs, may be found on the Centralized Master Bidders List (CMBL) / HUB Directory at:

https://comptroller.texas.gov/purchasing/vendor/cmbl/. Vendors are listed by the National Institute of Governmental Purchasing (NIGP) commodity codes for which they’ve self-identified as related to the service and/or goods they provide. TEA has identified the following sample list of NIGP commodity codes that may be related to this solicitation, but each contractor is responsible for identifying the subcontracting needs for their unique proposal.

1. Class Code: 953 – INSURANCE AND INSURANCE SERVICES, ALL TYPES

Item: 52, Insurance and Insurance Services (Not Otherwise Classified)

Item: 56, Liability Insurance, General

Item: 58, Liability Insurance, Professional

Item: 60, Liability Insurance, Public Official and Government

2. Class Code: 958 – MANAGEMENT AND OPERATION SERVICES

Item: 61, Insurance and Risk Management Services

Item: 68, Support Services, Management https://comptroller.texas.gov/purchasing/vendor/cmbl/

2.5. Conflict of Interest

An entity will not be selected if it has a conflict of interest that will or may arise during the performance of its obligations under the contract. The contractor must disclose any existing or potential conflicts of interest or possible issues that might create appearances of impropriety relative to the submission of a response by the entity and its proposed subcontractors. The contractor must complete the Conflict of Interest Analysis Form in Attachment G. TEA will not accept information provided in other areas of the offer as satisfaction in lieu of full completion of the Attachment G form with the required attachments. TEA recommends the completed form and responsive attachments be incorporated into a separate and distinct section in the response. Failure to provide this information will result in disqualification from further consideration.

As part of this disclosure requirement, each response must include all past and present contractual, business, financial, or personal relationships between the contractor or contractor’s staff and TEA and between the contractor’s planned subcontractors or such subcontractor’s staff, if any, and TEA. Failure to disclose the identities of known subcontractors in Attachment G will subject a response to disqualification.

For purposes of this disclosure requirement:

- “Past” means within the two calendar years prior to the deadline for submission of a response to this solicitation;

- “TEA” means the statewide elected official who heads TEA, as well as TEA’s employees or recent former employees;

- “Recent former employee” means a TEA employee who has terminated TEA employment within the two calendar years prior to the deadline for submission of responses in response to this solicitation;

- “Personal relationship” means a current or past connection other than a clearly contractual, business, financial, or similar relationship and includes family relationships or other connections outside simply providing a response to this solicitation; and

- For this purpose, “family relationship” means a relationship within the third degree of consanguinity or second degree of affinity. TGC Chapter 573 defines these degrees of consanguinity and affinity.

Connections other than such family relationships fall within this definition and must be disclosed, if:

- A reasonable person could expect the connection to diminish the contractor’s independence of judgment or effectiveness in the performance of its responsibilities to TEA or the State under the contract; or

- If a reasonable person could expect the connection, within the overall context of the contractor’s submission of a response, possible selection for an award, or its performance of the contract, to create an issue for TEA’s consideration relative to a potential appearance of impropriety or conflict of interest.

For each item, the contractor must provide a detailed explanation as to why the entity does or does not believe such an item poses a conflict of interest, potential conflict of interest, or appearance of impropriety relative to submission of a response, possible selection as contractor, or its performance of the contract.

The contractor must certify compliance with TGC § 669.003, relating to contracting with the executive head of a state agency. If TGC § 669.003 applies, the contractor must provide the following information: name of former executive; name of state agency; date of separation from state agency; position with the contractor; and date of employment with the contractor.

The contractor agrees that it has a continuing duty to supplement its response under this provision and that its duty to disclose any conflicts of interest is an ongoing obligation throughout the term of the contract. The contractor must submit updated information as soon as reasonably possible upon learning of any updates that are required to these mandatory disclosures.

Certificate of Interested Parties Form 1295

A state agency may not enter into certain contracts with a business entity unless the business entity submits a certificate of interested parties form. Subject to the exemptions found in TGC § 2252.908(c), the law applies to any state agency contract that either: (i) requires an action or vote by the governing body of the state agency or entity before the contract may be signed; or

(ii) has a value of at least $1 million.

The Form 1295 is not required to be submitted with the response. The contractor recommended for an award will be required to submit Form 1295 electronically through the Texas Ethics Commission’s website. An authorized agent of the contractor must sign the printed form. TEA will notify the Texas Ethics Commission of receipt of the filed Form 1295 as required.

3. Response Format and Content

Contractors must submit responses in the specified location, file type, and requirements listed on the Euna Procurement (Bonfire) portal. Forms requiring signatures must be signed (digital signatures or scanned ink signatures are both acceptable). Responses may be deemed non-responsive if requested documents are not submitted. Responses must also be submitted in a manner that does not carry any personal benefit or value for members of the evaluation team or other TEA staff.

Responses must include a completed cover page questionnaire Attachment D: Response Cover Page and Questionnaire.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.669.htm#669.003 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm#2252.908 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm#2252.908

3.1. Requested Information

Responses should be organized, indexed, and clearly labeled according to the contents below.

Euna Procurement (Bonfire) provides a Requested Information section to assist contractors with including all required information in their response and to assist the evaluation team during their review of the responses. The contractor should refer to the appropriate section of this solicitation for detailed information on the items listed in the checklist. Failure to provide the required information will result in the disqualification of the response from consideration.

REQUESTED INFORMATION

Understanding of the Project, Methodology, and Technical Components

Section 3.2

Management Plan, Experience, and Qualifications Section 3.3 Contract Terms and Conditions, Response Preferences, and Execution of Offer

Attachment B

HUB Subcontracting Plan Attachment C Response Cover Page and Questionnaire Attachment D, Q-12GU Task, Activity, Deliverable, and Budget Plan Section 3.4, Attachment E, Q-46WZ

Conflict of Interest Analysis Form including all attachments (i.e.

organization charts, resumes, etc.)

Section 2.5, Attachment G

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

The response must communicate an understanding of teacher liability insurance and legal experience in the areas of the project. The response must also describe the tasks to be performed, identify potential problems in the execution of the project, and provide methods to identify and solve such problems. The contractor must describe clearly, specifically, and as completely as possible, the methodology for carrying out the objectives and requirements of the project.

The response must describe the project design, project activities, materials, and other products, services, and reports to be generated during the contract period and relate them to the stated purposes and specifications described in the solicitation. The contractor should append technical evidence relating to the contractor's ability to perform the proposed services to the response. This evidence is intended to provide TEA with examples of how the contractor’s staff proposed for the contract provided similar services on past engagements and how they will utilize that experience to fulfil the requirements of the project. The overall quality of these components and the response itself will be considered.

Failure to provide a response to the requirements in this section will result in the disqualification of the offer from consideration.

3.3. Management Plan, Experience, and Qualifications

The contractor must provide satisfactory evidence of its ability to manage and coordinate the types of tasks, activities, and deliverables described in this solicitation and to produce the specified goods and/or services on time and with high quality. At a minimum, the contractor must include the following information:

A. The contractor’s organizational chart (with names and titles) and a description of its management structure;

B. Evidence of the ability to perform the tasks described in this solicitation;

C. Evidence, to include samples, of successful past performance for similar projects;

D. Number of years the contractor has provided the type(s) of services described in this solicitation;

E. Name and detailed resume of the proposed Project Manager(s) who will direct the overall project throughout the duration of the contract, if awarded;

F. Names and resumes for each member of the proposed project team including the time allocations proposed personnel will devote to fulfillment of the contract. (Resumes of all project staff members shall be submitted as an appendix. If the resumes include references, the references will not be considered in the review.); and

G. Names, resumes and organizational chart(s) of all proposed subcontractors and who will participate in the project;

H. At least three similar project experiences within the past five years similar in size, scope, and complexity to the one described in this solicitation. Contractors should also include information about current and/or past TEA contracts (and project managers) but this information should be provided in addition to the non-TEA projects and references. The response must include a description of each project and include at least one customer reference contact per project, including current contact information. For each reference provided, the response should include the:

o Organization/Company name, point of contact with the current telephone number and email address;

o Industry/subject focus, project description, implementation dates and total contract value; and o Key milestones and deliverables I. The proposal must include contact information for three (3) references for similar projects. TEA may contact references to verify past performance such as:

o Quality of deliverables, methodology, and timeliness/adherence to schedule and budget;

o Business conduct and innovation; and o Problem resolution and customer satisfaction.

The references should be able to attest to the quality of your work, adherence to project timelines, and overall satisfaction with your services, as well as speak to your performance and outcomes on similar projects.

o Ensure that the references provided have accurate contact information and are aware that they will be contacted.

o Incomplete reference information will negatively impact the vendor's score.

o Submit reference information in Reference Questionnaire o References cannot be from TEA Agency/employee.

The selected provider must meet insurance and bonding requirements and adhere to confidentiality and data protection standards as outlined by TEA and have a high rating (A- or better) from AM Best.

• Insurance company: Licensed by the Texas Department of Insurance (TDI) Insurance agent: General Lines-Property and Casualty License

Note: The contractor must also complete the Conflict of Interest Analysis Form (Attachment G.) TEA will not accept information provided in response to Section 3.3 as satisfaction in lieu of full completion of Attachment G and its required attachments. TEA recommends the completed form and responsive attachments be incorporated into a separate and distinct section in the response.

Failure to provide a response to the requirements in this section will result in the disqualification of the response from consideration.

3.4. Task, Activity, Deliverable, and Budget Plan

The response must include a detailed TADBP for proposed services by fiscal year.

Attachment E contains a sample TADBP. At a minimum, each TADBP should include:

- The offered major tasks, subtasks, activities, and deliverables;

- The acceptance criteria offered for each deliverable;

- The offered due date for each task subtask, activity, and deliverable;

- The offered price for each task, subtask, activity, and deliverable; and

- The detailed costs associated with the offered price for each task, subtask, activity, and deliverable.

The TADBP should be designed to provide evidence of satisfactory delivery of goods and/or services. Time frames must be logical and appropriate to complete all activities within the contract period. Costs must be reasonable, allocable, and necessary to accomplish the objectives of the project. Detailed costs associated with the offered pricing should be included as a separate table and must show clear alignment to the offered prices in the TADBP. The TADBP should provide evidence that financial resources are adequately and appropriately allocated in a cost-effective and prudent business manner to accomplish project objectives and activities. Goods and services to be fulfilled from other entities, subcontractors, including any amounts subcontracted to HUBs, consultants, and others must also be specified.

Failure to provide a response to the requirements in this section will result in disqualification of the offer from…