ESBD_365998_1721660207198_01 RFO MCD TxPROS (608-24-91551).pdf

RFO No. 608-24-91551A Page 1 of 36 Maintenance, Support, and Hosting of the Texas Permitting and Routing Optimization System (TxPROSSM)

Texas Department of Motor Vehicles

Finance and Operations Division - Purchasing Section

4000 Jackson Avenue

Austin, Texas 78731

Email: jason.adams@txdmv.gov

Request for Offers for Maintenance, Support, and Hosting of the Texas

Permitting and Routing Optimization System

RFO No. 608-24-91551A

NIGP Class/Item Code(s): 915-51, 208-00, 208-11, 208-53, 208-54, 209-83, 917-68

Schedule of Events

Solicitation Posting Date July 22, 2024

Deadline for Submitting Solicitation Questions or

Clarifications

July 26, 2024, at 3:00 P.M. Central Time

Tentative Date for Response to Questions or

Clarification through Solicitation Addendum

July 31, 2024

HUB Subcontracting Plan Courtesy Review

(Encouraged but Not Required)

August 1, 2024, at 3:00 P.M. Central Time

Deadline for Submission of Solicitation

Response

August 5, 2024, at 3:00 P.M. Central Time

RESPONSES RECEIVED THAT ARE MISSING REQUIRED INFORMATION AND

DOCUMENTATION, UNSIGNED, OR AFTER THE DUE DATE AND TIME STATED

HEREIN, WILL NOT BE EVALUATED

Summary of Solicitation Documents

This Request for Offers (“RFO”)

Attachment A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance

Attachment B, TxDMV Contract Affirmations

Attachment C, TxDMV Contract Terms and Conditions

Attachment D, Service Level Requirements

Attachment E, Price Sheet

Attachment F, Evaluation Criteria

Attachment G, HUB Subcontracting Plan Form

Attachment H, HUB Subcontracting Plan Instructions

Attachment I, Disclosure of Potential Conflicts of Interest Form

Attachment J, General Insurance Requirements

Attachment K, Information Resources Security Compliance & Confidentiality Agreement

Attachment L, PRO-503-01 Change Management Policy mailto:jason.adams@txdmv.gov

RFO No. 608-24-91551A Page 2 of 36

IMPORTANT NOTICE TO VENDORS

“The issuing office believes that the requested items in this request for offers may be proprietary to one vendor under Section 2155.067 of the Government Code;

however, the issuing office strongly encourages offers from all qualified respondents that may be able to provide the requested items.”

RFO No. 608-24-91551A Page 3 of 36

Table of Contents A.1 Key Definitions A.2 Objective and Background

A.2.1 Objective A.2.2 Background

A.3 General Information and Requirements A.3.1 Sole Point of Contact and Communications A.3.2 Exception to Sole Point of Contact A.3.3 Response Binding A.3.4 Travel, Mileage Rates, and Other Incidental Expenses

A.4 Contract Term and Historical Compensation A.4.1 Contract Term A.4.2 Historical Compensation

A.5 Pricing Structure A.6 Price Adjustments

A.6.1 Price Increase or Cancellation Requests A.6.2 Price Decrease or Discount

A.7 Deliverables, Requirements, and Specifications A.7.1 Scope of Work (“SOW”) A.7.2 Deliverables (Delivery Approval and Changes) A.7.3 Period of Performance A.7.4 Unsatisfactory Performance A.7.5 No Guarantee of Value, Usage, or Compensation A.7.6 Software Enhancement Delays A.7.7 Reporting Requirements A.7.8 Future Contract Development

A.8 Information Security A.8.1 Information Security Requirements A.8.2 Access to Internal TxDMV Network and Systems A.8.3 Disclosure of Security Breach and Security Vulnerabilities

A.9 Response Evaluation and Scoring A.9.1 Initial Compliance Screening A.9.2 Respondent’s Past Performance A.9.3 Evaluation Scoring A.9.4 Evaluation Matrix A.9.5 Best and Final Offers and Competitive Range Determination A.9.6 Discussion with Respondents

A.10 Awards A.10.1 Award Approach A.10.2 Award and Cancellation A.10.3 Negotiations A.10.4 Ties

A.11 Submission Instructions and Requirements A.11.1 Electronic Mail Submission of Response A.11.2 Hand Delivery or Mail Delivery of Response (Optional) A.11.3 Applicable Statutes, Rules, and Regulations A.11.4 Award of Contract A.11.5 Disclosure of Potential Conflicts of Interest and Disclosure of Interest Parties – Mandatory A.11.6 Exceptions A.11.7 Escalation Protocol – Mandatory A.11.8 HUB Subcontracting Plan – Mandatory A.11.9 Insurance – Required Coverage A.11.10 Respondent’s Preferences, Affirmations, and Solicitation Acceptance – Mandatory A.11.11 Price Sheet – Mandatory A.11.12 Protests A.11.13 Respondent’s Response Format and Cover Page A.11.14 Respondent’s Understanding of the Project A.11.15 Respondent’s Staffing Resources A.11.16 Respondent’s Response

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A.11.17 Taxes A.11.18 Texas Identification Number System A.11.19 Solicitation Addenda – Mandatory

RFO No. 608-24-91551A Page 5 of 36

A.1 Key Definitions

In this Solicitation, any resulting Contract that may result from this Solicitation, and any Response submitted in response to this Solicitation, the following terms and acronyms have the meaning set forth below, unless the context clearly indicates otherwise. All other terms retain their ordinary and common meaning.

Term Definition

Addendum A written revision or clarification to this Solicitation being issued by

TxDMV and posted to the ESBD. May also be referred to in its plural form as “Addenda.”

Attachment The document(s) or information that are attached hereto and part of this

Solicitation and may be included by reference and made part of any

Contract that may result from this Solicitation.

CMBL The Centralized Master Bidders List, an online repository of vendors maintained by the Texas Comptroller of Public Accounts, is utilized by public procurement professionals to solicit bidding opportunities.

Additional information regarding CMBL may currently be accessed at:

https://comptroller.texas.gov/purchasing/vendor/cmbl.

Confidential Information

Any information that is proprietary or unique to the TxDMV and that is disclosed by the TxDMV to the Recipient during the term of this

Agreement, including the following: matters of a technical nature such as processes, devices, techniques, and data.

Contract A legally enforceable agreement between TxDMV and the Contractor selected under this Solicitation, if any, and includes this Solicitation and any document attached thereto including the TxDMV Contract Terms and Conditions, any Solicitation Addendum, the Contractor’s Response including the signed TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance, TxDMV Contract Affirmations, and any

Contract amendment thereto. As a result of this Solicitation, TxDMV may issue a TxDMV contract signature document and/or Purchase

Order. See, ‘Purchase Order’ definition below.

Contractor The successful Respondent selected to provide the Deliverables to

TxDMV under a Contract that may result from this Solicitation.

Deliverables The goods, products, or services specified in this Solicitation, that the

Contractor shall deliver to or perform for TxDMV under any Contract that may result from this Solicitation.

ESBD The Electronic State Business Daily, an online application administered by the Texas Comptroller of Public Accounts that is used for publishing procurement opportunities that exceed $25,000.00 in total estimated value and providing public notice of contract awards. The ESBD may currently be accessed at: http://www.txsmartbuy.com/esbd.

Fiscal Year The Texas state fiscal year from September 1st through August 31st of each year. May also be referred to as “State Fiscal Year” or “Texas

Fiscal Year.” This term is not to be confused with calendar year or federal fiscal year.

HSP The HUB Subcontracting Plan, the documentation regarding the use of

Subcontractors by a Respondent, which is required to be submitted with https://comptroller.texas.gov/purchasing/vendor/cmbl http://www.txsmartbuy.com/esbd

RFO No. 608-24-91551A Page 6 of 36 all Responses for TxDMV contracts with an expected value of

$100,000.00 or more, where TxDMV has determined subcontracting opportunities are probable pursuant to Section 2161.252 of the Texas

Government Code. The HSP subsequently becomes a provision of any

Contract awarded to a Contractor under this Solicitation, if any, and shall be monitored for compliance by TxDMV during the term of the

Contract.

HUB A Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code.

Party or Parties Either TxDMV or Respondent, separately or collectively.

Protected Data Personally Identifiable Information is information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual. May also be referred to in its plural form as “PII.” Sources:

NIST SP 800-63-3 under Personally Identifiable Information

Purchase Order The document issued by TxDMV and accepted by the Contractor by its performance in accordance with the Purchase Order terms which shall be subject to the terms and conditions of the Contract. The Purchase

Order terms indicate the types, quantities, and prices for the Deliverables the Contractor will provide to TxDMV during the Contract term. May also be referred to as “PO.”

Respondent The individual or entity that submits a Response to this Solicitation. This term also includes anyone acting on behalf of the individual or entity that submits a Response, such as an employee, representative, or agent. May also be referred to as “Bidder.”

Response The Respondent’s bid, proposal, or all information and materials, submitted to TxDMV in response to this Solicitation. May also be referred to as “Bid,” “Bid Response,” “Proposal,” “Offer,” or

“Solicitation Response.”

Solicitation This “Request for Offers,” along with all other documents referenced in or attached to this Solicitation, and any addendum thereto, if any, and posted to the ESBD, soliciting Responses for the proposed Deliverables set forth herein. May also be referred to as “RFO.”

SOW The Statement of Work, Scope of Work, Statement of Services to be

Performed, or Scope of Services to be Preformed, that provides the description of requirements and specifications for the Deliverables as outlined within this Solicitation and the Contractor is required to provide under any Contract that may result from this Solicitation.

TxDMV The Texas Department of Motor Vehicles, the State agency established under Chapter 1001 of the Texas Transportation Code, issuing this

Solicitation, or any subsequent Texas state agency that becomes statutorily responsible for oversize/overweight permits and routing. May also be referred to as “Department.”

TX-RAMP The Texas Risk and Authorization Management Program that provides a standardized approach for security assessment, certification, and continuous monitoring of cloud computing services that process the data of State agencies, which is administered by the Texas Department of

Information Resources. Additional information regarding TX-RAMP

RFO No. 608-24-91551A Page 7 of 36 may currently be accessed at: https://dir.texas.gov/information-security/ texas-risk-and-authorization-management-program-tx-ramp.

State The state of Texas and its instrumentalities, including TxDMV and any other State agency or public institution of higher education, its officers, employees, or authorized agents.

Subcontractor Any individual or entity that enters into a contract with the Contractor to perform part of or all of the obligations of the Contractor to TxDMV under any Contract that may result from this Solicitation. This term also includes the Subcontractor’s employees.

Vendor An individual or entity that supplies goods, products, or services, and may be a potential Respondent to this Solicitation.

VPTS The Vendor Performance Tracking System, maintained by the Statewide

Procurement Division of the Texas Comptroller of Public Accounts, is a comprehensive online tool that shares vendor performance information between State agencies and public institutions of higher education.

Additional information regarding VPTS may currently be accessed at:

https://www.txsmartbuy.com/vpts.

A.2 Objective and Background

A.2.1 Objective

The Finance and Operations - Purchasing Section (“Purchasing Section”) of the Texas Department of

Motor Vehicles (“TxDMV”), for and on behalf of the Motor Carrier Division (“MCD”), is soliciting offers for the maintenance, support, enhancement, and hosting (the “Deliverables”) of the agency’s existing web-based Texas Permitting and Routing Optimization System (“TxPROS℠”), which is utilized by trucking companies to apply for and obtain Texas oversize/overweight (“OS/OW”) permits and routing information for traveling on Texas roads.

To be considered for any Contract that may result from this Solicitation, Respondent must submit a comprehensive Response that includes all required information and documentation as outlined in this

Solicitation to ensure the Respondent meets all requirements, possesses the required experience, and qualifications, and has the capacity to provide the Deliverables described in this Solicitation.

A.2.2 Background

TxDMV is a dynamic state of Texas (“State”) agency dedicated to customer service, consumer protection, and the success of motor vehicle-related industries, and is established in accordance with

Chapter 1001 of the Texas Transportation Code. The stated mission of the agency is “to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services.”

For more information about TxDMV and its divisions, please visit https://www.txdmv.gov.

TxPROS℠ Overview

TxPROS℠ is a web-based software system composed of the web application, database(s), hardware/infrastructure, and related tools that allows trucking companies in Texas to apply for an

OS/OW)permit, pay fees, and route trucks on the best roads for the load’s size and weight. Along with https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://www.txsmartbuy.com/vpts https://www.txdmv.gov/

RFO No. 608-24-91551A Page 8 of 36 the permit, TxPROS℠ analyzes and generates a custom GIS-based route with turn-by-turn driving directions.

Trucks transporting cargo that are taller, longer, wider or heavier than legal limits must get a permit and route from TxDMV through. Typical permitted loads include construction and oil field equipment, bridge beams, generators and transformers, buildings, wind tower components, and other high value products. Safe routing is critical to reduce risks and avoid weak pavements and bridges, low underpasses and obstructions, such as construction. This keeps loads and motorists safe, and prevents highway, bridge and overpass damage.

Safe and timely transport of high value cargo is crucial to the nation’s infrastructure and economy. All

50 states permit and route such traffic. The first Fiscal Year TxPROS℠ was online, MCD issued 741,080 permits, a 25.4% increase for that year. TxPROS℠ modernized the process of issuing permits, allowing online, 24x7 permit application and approval with custom routes generated with turn-by-turn directions.

From inception external users self-issued more than half of all permits through the new system.

TxPROS℠ was the first system in the nation to use real-time restriction management and true automated routing. A restriction module allows daily real-time management of approximately 9,000 temporary and permanent restrictions for weight, width, height of overhead obstructions, turning radius, construction zones and other conditions statewide.

Before TxPROS℠, a truck loaded and ready to go in the middle of the night might have waited hours for a permit and route. Now, in many instances, a carrier can pay, print and go. The equipment and driver don’t sit idle, the cargo moves quicker for shippers and receivers, and everyone benefits from the savings.

Texas issues more OS/OW permits than any other state. To meet the demand, TxPROS℠ provides beginning-to-end permit processing, tracking, financials and workflow/performance management capabilities for both external users and the State. Several states are now operating on software developed on the TxPROS℠ model.

Technical Details

TxPROS℠ web-based software system, implemented in August 2011, is a .NET application written mostly in C# programming language which uses an Oracle database. Routing is provided to the web site using web services calls. Routing analysis, generation and mapping software is a C++ program component that accesses GIS data in optimized binary files. This component is incorporated into routing engines and tile servers that run as services. Map display is provided using a modern map tile delivery system. Map tiles are archived within TxPROS℠ for fast delivery. Routing and mapping are based on a complete Texas street routing database licensed from TomTom NV and augmented by TxDOT data.

TxDMV staff use associated desktop software tools to maintain roughly 9,000 restrictions real time using a GIS-based restriction management program. TxPROS℠ provides turn-by-turn driving directions customized to meet very specific safety needs for routing. GIS data is updated regularly with input from

TxDOT, creating the most up-to-date and accurate map available. Many functions are table-driven, allowing designated staff to make changes as needed per policy and process changes. All functionality is available using only a modern browser. TxPROS℠ uses no plug-ins or components.

TxPROS℠ was mandated to interface with the Texas.gov payment system for processing credit card payments. It processes state revenue funds in the format required by the Texas Comptroller of Public

Accounts for back-end distribution of funds through the State’s Uniform Statewide Accounting System

(“USAS”).

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TxPROS℠ as a critical State web-based software system, runs in a very high availability network, has achieved uptime of more than 99.65 percent since launch and has a hot backup site. It was designed to reduce the time it takes to issue OS/OW permits, allow TxDMV to meet increasing demand for services, increase the safety of the traveling public, improve tracking of structures that affect OS/OW routing and provide the ability to track the transport of OS/OW loads on Texas’ roadways.

The existing TxPROS℠ software system is web-based and is supported with a suite of desktop software tools used for route and restriction data management with permits are delivered via web download, email, and fax. It was developed for TxDMV and is currently hosted by ProMiles Software Development

Corporation (“ProMiles”) and is hosted externally from the Texas Department of Information Resources

(“DIR”) data centers per waiver from DIR, dated November 21, 2008. Production and disaster recovery hosting sites are in New Mexico and Texas.

Permitting and Routing Web Site

Provides both external users and TxDMV interfaces for creation of permit application, which includes entering truck, load, and route information and also external user account and payment information.

Permits are issued by TxDMV staff and can be issued by external users within particular load dimensions or started by external users and then sent to a queue for completion by TxDMV staff. This interface includes reporting, external user account management, bid route, escrow account management, permit query and review, permit workflow management, financial reporting and management, cash payment queue/processing, queueing and sorting of mailed permits, tables and settings management, bond processing, and mass communication with external users.

Restriction Manager

Provides an interface for real-time creation, editing and management of restrictions or maneuvers used to limit travel on or under road segments. The interface allows multiple users to maintain restriction attributes/directives and identify the road segments associated to the restriction or maneuver. Restrictions are maintained in the production database in real-time and TxPROS℠ then immediately uses the restrictions to automatically and legally route a vehicle between locations on the state roadway infrastructure. TxPROS℠ includes a routing feature which simulates routing based on new restrictions.

Reporting features are also included.

FixMap

Provides an interface for editing the road segment data, and that data’s attributes, used by TxPROS℠ web-based software system. The edited data is exported for introduction to a master data migration staging database and later mass distributed to all applications. Road segment data attributes include road name, grade, road type, ACC level, etc. that describes each segment of roadway. This road segment data is, in turn, used by TxPROS℠ for routing OS/OW vehicles and ‘Restriction Manager’ for applying restrictions and maneuvers.

SuperMap

Provides an interface for importing TxPROS℠ permit routes for modification, when necessary, per the specific needs of ‘Super Heavy’ loads. This includes routing the load against the direction of traffic for particular road segments, routing over medians, and other specific routing needs. A list of bridges over

RFO No. 608-24-91551A Page 10 of 36 which the load will be routed can be extracted from this software. This list is used by third party bridge engineers for route and bridge analysis and approval. SuperMap interfaces with the TxPROS℠ databases.

Carried Bridge Update

Provides an interface through which the attributes of all carried bridges are maintained. Feature-carried, feature-crossed attributes for road segments and bridge numbers are managed and posted for use by

TxPROS℠ routing modules, ‘Restriction Manager’, and ‘FixMap’.

Restriction Violation Notification

Identifies active permits which have a route that violates a newly created or modified restriction. This tool runs daily, after the bulk of new/updated restrictions have been activated, to compare active routes with new/modified restrictions. It produces a list of permits and the restrictions violated. This information generates an email to the external users to notify them of the need to contact the TxDMV for a route amendment.

Dual Database System for Data Migration

Provides the ability to compensate routing for a particular permit type to amend/complete a route that was started on the ‘old’ routing data. At the same time, new permits are routed using the ‘new’ routing data (thus the two or dual database scenario). This transitional system is used only for a short period of time following each GIS data migration to the production TxPROS℠ web-based software system.

A.3 General Information and Requirements

A.3.1 Sole Point of Contact and Communications

The TxDMV Sole Point of Contact for communications, including requests, questions, or clarifications, concerning this Solicitation is:

Jason Adams, MS, CTCD, CTCM

Email: jason.adams@txdmv.gov

Vendor communications relating to this Solicitation must be directed in writing only, via email, to the

TxDMV Sole Point of Contact identified above or an authorized secondary TxDMV Sole Point of

Contact. All communications regarding this Solicitation must clearly identify which section, subsection, and paragraph of the Solicitation or Attachment being referenced. All other communications between a Vendor, its employees, officials, agents, and subcontractors, and any other TxDMV personnel concerning this Solicitation are strictly prohibited. Failure to comply with these requirements may result in disqualification of the Response in TxDMV’s sole and absolute discretion.

All communications concerning this Solicitation must be submitted on or before the “Deadline for

Submitting Solicitation Questions or Clarifications” as noted in the Schedule of Events found on the first page of this Solicitation. Verbal inquiries related to this Solicitation are not acceptable and will receive no response, nor will Vendor communications received after the deadline referenced in the proceeding sentence be answered. Vendor communications pertaining to this Solicitation must include the Solicitation number, title, and the Deadline for Submission of Solicitation Responses date identified

RFO No. 608-24-91551A Page 11 of 36 in the Schedule of Events found on the first page of this Solicitation (the “Response Deadline”) in the email subject line. TxDMV’s responses to questions or clarifications concerning this Solicitation, if any, will be answered by an addendum posted on the Electronic State Business Daily (“ESBD”) by the

“Tentative Date for Responses to Questions or Clarifications” as noted in the Schedule of Events found on the first page of this Solicitation or as soon as practical.

If a Vendor discovers any ambiguity, conflict, discrepancy, exclusionary specifications, omission, or other error in this Solicitation, the Vendor must immediately provide written notification via email to the TxDMV Sole Point of Contact. If a Respondent fails to notify the TxDMV Sole Point of Contact of any error, ambiguity, conflict, discrepancy, exclusionary specification, or omission, the Respondent submits its Response at its own risk and waives any claim of error or ambiguity in the Solicitation and any resulting Contract. If a Respondent is awarded a Contract resulting from this Solicitation, such successful Respondent will not be entitled to additional compensation, relief, or time by reason of the error or its later correction.

The communications restriction set forth in this Subsection (as to only communicating in writing with the TxDMV Sole Point of Contact identified above) does not preclude discussions between a

Vendor and TxDMV personnel for the purposes of conducting business unrelated to this

Solicitation.

A.3.2 Exception to Sole Point of Contact

If applicable to the Solicitation, the only exceptions to the TxDMV Sole Point of Contact are TxDMV

Historically Underutilized Business (“HUB”) personnel, or, if expressly directed by the TxDMV Sole

Point of Contact, another designated TxDMV representative.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan

(“HSP”), TxDMV HUB personnel may be contacted at hub@txdmv.gov. The TxDMV Sole Point of

Contact identified in Subsection A.3.1, must be copied on any email.

A.3.3 Response Binding

In submitting a Response to this Solicitation, the Respondent agrees its entire Response will remain a firm and binding offer for at least 120 days from the Response Deadline.

A.3.4 Travel, Mileage Rates, and Other Incidental Expenses

TxDMV will not pay any per diem, travel, mileage rates, trip charges, hotel, equipment, phone calls, paper, reproduction services, office space, or other incidental expenses related to the Deliverables under any Contract that may result from this Solicitation. Therefore, Respondents must account for all travel, mileage, lodging, and other expenses in their pricing for the Deliverables, as may be applicable.

A.4 Contract Term and Historical Compensation

A.4.1 Contract Term

The initial term of any Contract resulting from this Solicitation is anticipated to be from the Contract effective date until August 31, 2026, unless extended, renewed, or terminated sooner in accordance with the terms and conditions of the Contract. TxDMV, at its sole discretion, may extend or renew any mailto:HUB@TxDMV.gov

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Contract awarded pursuant to this Solicitation for up to any period(s) of time, provided the Contract term, including all extensions or renewals, do not exceed eight years.

Following the initial term and any allowable extensions or renewals, TxDMV, in its sole and absolute discretion, may extend any Contract that may result from this Solicitation beyond the initial term and all extension or renewal periods, in whole or in part, for up to 12 months or for such time deemed necessary to ensure continuity of service, to process a new solicitation, to secure a new contract, for transitioning to a new vendor, or as otherwise determined by TxDMV to serve the best interest of the State.

The Respondent in submitting a Response to this Solicitation, acknowledges and understands that

TxDMV is not responsible for payment under any Contract resulting from this Solicitation before the effective date of the Contract. No pre-Contract spending by a Contractor will be allowed.

A.4.2 Historical Compensation

The historical compensation under TxDMV contracts with similar scope and size to this Solicitation has been an approximate $603,180.00 per Fiscal Year. Notwithstanding anything to the contrary in this

Solicitation, TxDMV reserves the right to adjust any projected amount based on State funding during the term of any Contract resulting from this Solicitation.

A.5 Pricing Structure

All prices offered, as part of a Respondent’s Response, must be firm, fixed prices, for the initial term of any Contract that may result from this Solicitation. Contract pricing must be constant for TxDMV throughout the lifetime of any Contract that may result from this Solicitation and may only change in accordance with Section A.6, Price Adjustments, of this Solicitation.

The Respondent’s must submit its proposed pricing exclusively through Attachment E, Price Sheet.

This submission must align with the descriptions and units of measure specified for each line item therein. Furthermore, the prices offered must cover all Deliverables outlined in this Solicitation.

A.6 Price Adjustments

A.6.1 Price Increase or Cancellation Requests

Price adjustments are not automatic and must remain firm for the initial term of any Contract that may result from this Solicitation, except as may be allowed under Section A.5 and Section A.6. After the initial term of any Contract that may result from this Solicitation, the Parties may negotiate and agree on a price increase or reduction prior to an extension or renewal option being exercised.

TxDMV, in its sole and absolute discretion, may accept, reject, or negotiate price increases after receipt of a complete, properly submitted, written request that includes documentation in support of any price adjustment. All requests submitted without sufficient supporting documentation to support the pricing increase will not be considered. The Contractor will receive written notification from TxDMV’s

Purchasing Section documenting action taken, to include effective dates when appropriate. Any Contract that may result from this Solicitation up to the effective date of approval or cancellation, as applicable, must be honored by the Contractor at the price reflected in the Contract.

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Price increase and cancellation requests under this Subsection should be sent by email to the TxDMV

Contract Representative designated in the Contract with a copy to purchasing@txdmv.gov along with the following in the subject line: “RFO No. 608-24-91551A – Price Increase or Cancellation

Request.”

A.6.2 Price Decrease or Discount

The Contractor shall immediately implement any price decrease or discount applicable to the

Deliverables that may become available during the term of any Contract that may result from this

Solicitation. Additionally, the Contractor must notify the designated TxDMV Contract Representative designated in the Contract in writing so a Contract amendment or PO change notice may be processed for the Contract.

Price decreases or discount notifications under this Subsection must be sent by email to the designated

TxDMV Contract Representative with a copy to purchasing@txdmv.gov along with the following in the subject line: “RFO No. 608-24-91551A – Price Decrease or Discount Notice.”

A.7 Deliverables, Requirements, and Specifications

A.7.1 Scope of Work (“SOW”)

For detailed requirements associated with all items listed here, see Attachment D, Service Level

Requirements for TxPROS℠.

A.7.1.1 TxPROS℠ Web-Based Software System Hosting Services

A.7.1.1.1 Contractor’s Responsibilities

Submit a Hosting Service Plan to outline how services will be performed to meet service level requirements and to address the following:

Hosting shall be provided for the TxPROS℠ web-based software system including all associated processing and processing support functionalities. This includes provision and maintenance of all hardware, server software, database systems, and infrastructure necessary to maintain 365x24x7 availability of the system. This shall include existing facsimile services currently under a separate contract. Hosting shall be agile in order to ensure service level requirements are met, increased permit demand and volume is forecasted and appropriately handled and to accommodate all existing and future upgrades to the TxPROS℠ resulting from this Solicitation.

Table 1 - Estimated Workload Requirements for Hosting

Workload Type Projected Peak

(Next 8 Years)

Projected Average

(Next 8 Years)

Permits Per Year 1,150,000 950,000

Permitted Routes Per Hour 1,150 950

Routes Per Hour 4,600 3,800

Archive Data (Permits & Routes) 4 Years of Data N/A mailto:Purchasing@TxDMV.gov

RFO No. 608-24-91551A Page 14 of 36

TxPROS℠ is mission critical business web-based software system which requires both production and disaster recovery hosting sites. In May 2024, DIR issued a waiver exempting

TxPROS℠ from Data Center Services (“DCS”) hosting requirements under any Contract that may result from this Solicitation.

In providing hosting support services, the Contractor is responsible for:

a) Providing a Primary Data Center (i.e., the production environment location) including hardware, UPS, physical security, on- site support staff, remote monitoring capabilities, backup services sufficient for production operations, and accessibility for periodic TxDMV audits.

b) Providing a Backup Data Center (i.e., the disaster recovery environment location) including sufficient hardware, UPS, physical security and documented processes for moving to scaled production operations.

c) Upon activation of the Backup Data Center for scaled production operations, providing on-site support staff, remote monitoring capabilities, backup services sufficient for scaled production operations, and accessibility for periodic TxDMV audits.

d) Providing secure, reliable, redundant network connectivity with sufficient bandwidth to accommodate traffic and data volumes.

e) Maintaining immediate (within 15 minutes of production commit) backup of

TxPROS℠ production database to a database at the disaster recovery site to be used for immediate disaster recovery site operations.

f) Periodically refreshing hardware, infrastructure, software, and other technical options to ensure TxPROS℠ functionality remains cutting edge, with competitive response time and modern technology that keeps pace with industry standards.

g) Providing data center processing for TxPROS℠ and all components necessary for production operations.

h) Ensuring system availability is at least 99.4%, 24x7x365.

i) Ensuring transaction response time for shorter/less complicated routes is at least 95% returned in 12 seconds or less.

j) Ensuring transaction response time for the composite of shorter/less complicated and significantly longer/more complex routes is at least 99.8% returned in 30 seconds or less.

k) Restoring TxPROS℠ to operational status after unplanned system outage in an average of 60 minutes or less.

l) Providing help desk initial response for reported TxPROS℠ outage within 15 minutes of receipt of notification, on average over a month’s period, which includes an assessment of the problem cause and an estimate of the time required to return the system to operation. TxPROS℠ outage is defined in Attachment D, Subsection

8.1.1. titled “System Availability.”

m) Providing licensing for all non-TxPROS℠ specific software (operating systems, database systems, backup software, code management software, utilities, etc.).

n) Providing hardware, software, assuming line fees, per minute fees and facsimile service fees for facsimile delivery of TxPROS℠ electronic permits.

o) Maintaining all TxPROS℠ operating and system support software licensing never more than two versions behind the most current release available from the manufacturer.

RFO No. 608-24-91551A Page 15 of 36

p) Identifying and implementing a business interruption/disaster recovery process for

TxPROS℠, to include crisis and event management procedures, used to determine levels of disaster and associated disaster recovery actions.

q) Periodically updating languages used for code development to keep pace with emerging technologies to ensure TxPROS℠ remains current with industry standards.

r) Providing for TxPROS℠ database tuning services to ensure proper and efficient interactions between code and data.

s) Completing controlled data changes per documented requests submitted by TxDMV.

t) Providing TxPROS℠ after-hours hardware and infrastructure support including a list of the Contractor’s emergency support numbers and email which is updated regularly.

u) Contacting TxDMV for assistance with the email SMTP solution when it’s determined by the Contractor that a reported issue with permit email delivery is not caused by the TxPROS℠ web-based software system or hosting environment.

v) Working with hosting service providers to maintain required levels of service.

w) Backups and restores of the operating system, server software, and TxPROS℠ software.

x) Backups and restores of the databases created for/maintained by TxPROS℠.

y) Monitoring TxPROS℠ production applications, components, modules, and hosting environment 24x7x365 to assess availability of the ‘system’ and alerting staff when unplanned interruptions are detected.

z) Scheduling system downtime for maintenance prior to maintenance occurring.

aa) Providing and maintaining fully equipped test and training environments for software development and data migration purposes.

bb) Following the TxDMV change management process, where applicable to Contractor responsibilities, when maintenance for hosting services involves coordination with

TxDMV’s Information Technology staff identified in Attachment L - Texas Data

Center Services Change Management Process and Procedure Document, in

Attachment D of the document.

A.7.1.1.2 TxDMV’s Responsibilities

Access to an email SMTP solution to support email delivery of TxPROS℠ permits and for purposes of displaying TxDMV domain email account as return address.

A.7.1.2 TxPROS℠ Web-Based Software System Maintenance and Support

A.7.1.2.1 Contractor’s Responsibilities

Submit a Software Maintenance and Support Service Plan, including Software Change

Management and Software Release Management Plans, to outline how services will be performed to meet service level requirements and to address the following:

All code maintenance for TxPROS℠ and related software/tools shall be governed by the original requirements for each system and subsystem inasmuch as this promotes efficiency and effectiveness of all systems. It shall also be guided by the existing development infrastructure, RFO No. 608-24-91551A Page 16 of 36 configuration management, coding languages and database as applicable in the best interest of a long-term use application.

The Contractor shall maintain TxPROS℠ in a manner that complies with all business requirements set forth by TxDMV and other applicable Texas statute or rule. The software system shall be maintained to operate optimally in the production and disaster recovery hosting environments as agreed by TxDMV during the contract period.

Support shall be provided for all TxPROS℠, and related software/tools developed and implemented for TxDMV, including ongoing telephone support, problem determination and resolution. Support shall be provided for any future upgrades to the TxPROS℠ web-based software system resulting from this Solicitation, as well.

In providing maintenance and support services for TxPROS℠, the Contractor is responsible for:

a) Correcting or replacing defective software and fixing programming error within a reasonable timeframe agreed upon between TxDMV and the Contractor.

b) Providing software maintenance and updates, including software modifications/fixes and/or software/hardware configuration changes to resolve issues that arise with existing system functionality, and which prevent the TxDMV from conducting normal business.

c) Implementing improvements provided by ProMiles, which were made to the software for other states’ oversize/overweight permitting systems, and offered to

TxDMV at no cost, pursuant to the original license agreement.

d) Compiling maintenance fixes and updates into logical new system releases and providing them to TxDMV for testing, approval and authorization for move to production on a quarterly basis, or as directed by TxDMV.

e) Performing adequate functionality and integration testing of code and software interface for fixes and updates to eliminate critical flaws prior to delivery to TxDMV for business user acceptance testing.

f) Conducting software maintenance and updates as coordinated with TxDMV to include, but not be limited to:

i) Moving code to stage location/s with the proper approvals from TxDMV;

and

ii) Moving code to production servers with the proper approvals from TxDMV.

g) Providing primary and backup application consultants to manage the daily software maintenance and enhancements activities and to:

i) Keep TxDMV informed of software maintenance activities via weekly status reports and business team meetings; and

ii) Attend quarterly planning meetings in person at TxDMV offices.

h) Creating and maintaining user and technical software documentation.

i) Providing for software escrow that meets current industry standard requirements

j) Providing after-hours emergency software support including a list of the

Contractor’s emergency support contact numbers and email.

RFO No. 608-24-91551A Page 17 of 36

k) Assisting TxDMV in correcting technical errors created by TxDMV personnel during the day-to- day operation and administrative processes.

l) Providing a help desk for managing support requests.

m) Providing an online ticket system available 24x7x365 for TxDMV staff to submit electronic tickets to request issue resolution and to use as a knowledge base for how to solve previously addressed support issues. The content of this knowledge base will be kept online for a period of time based upon TxDMV directive. Providing an online ticket system/repository available 24x7x365 for TxDMV staff to request and track software enhancements for future software releases and browse a database containing previous enhancement requests.

n) Providing ad hoc reports in response to TxDMV requests and to satisfy administrative and/or legislative inquiries. Turnaround time for these reports will be negotiated on a case-by-case basis, depending upon the urgency of the inquiry.

o) Providing access to frequently used ad hoc reports for TxDMV self-service purposes.

p) Performing ad hoc and routine data queries to support the use of the TxPROS℠ web-based software system and for external user consumption.

q) Providing informal training to staff in the use of TxPROS℠ and related software and tools.

r) Providing assistance via remote software support sessions for users experiencing problems with the TxPROS℠ web application.

s) Providing a shared workspace or repository as a means for document exchange and collaboration.

t) Following the TxDMV change management process, where applicable to

Contractor’s responsibilities, when software maintenance involves coordination with

TxDMV’s Information Technology staff, A.7.1.2.2 TxDMV’s Responsibilities

a) Schedule and attend weekly business team meetings.

b) Manage and document business requirements to guide each software fix or enhancement.

c) Test fixes/enhancements and report findings to the Contractor.

d) Approve and schedule new software updates

e) Perform initial software problem analysis to determine if escalation to the Contractor is necessary

A.7.1.3 TxPROS℠ Mapping Data Maintenance

A.7.1.3.1 Contractor’s Responsibilities

Submit a Mapping Data Maintenance Plan to outline how services will be performed to meet service level requirements and to address the following:

All mapping data maintenance for TxPROS℠ shall be governed by the original requirements for mapping and routing inasmuch as this promotes efficiency and effectiveness of the data, mapping, routing and turn-by-turn directions. It shall also be guided by the previously agreed, or better, GIS standards for geographic accuracy in the best interest of long-term use for routing oversize and overweight loads.

RFO No. 608-24-91551A Page 18 of 36

The Contractor shall maintain mapping data in a manner that complies with all business requirements set forth by TxDMV and other applicable Texas statute or rule. The data and components used for routing and mapping shall be maintained to operate optimally in the production and disaster recovery hosting environments as agreed by TxDMV during the contract period.

In providing maintenance for this mapping data, the Contractor is responsible for:

a) Management and oversight of at least biannual data migrations to incorporate new line work and attributes into the existing production TxPROS℠ mapping and routing components.

b) Management of ℠all updates, for attribute and road segment changes, to production

TxPROS℠ mapping and routing data between data migrations.

c) Procuring and providing GIS base map data from a third party for all roads within the state of Texas for quarterly updates to the base map data (which are incorporated into each biannual update) required by TxPROS℠ for routing.

d) Providing view-only access (via tool provided for this purpose) to the third-party quarterly GIS data to TxDMV ahead of each data migration for use in bench-marking new data against existing data. (i.e., the current tool provided is TARP)

e) During biannual data migration cycles:

i) Conflating GIS data provided by state agency sources, when necessary, for bridges, structures, roads, etc.;

ii) Resolving spatial issues between data sources;

iii) Drawing GIS data when necessary for updates to the base map data;

iv) Updating GIS attributes at the direction of TxDMV;

v) Correcting or replacing defective data within a reasonable timeframe agreed upon between TxDMV and the Contractor; and

vi) Migrating restriction, road segment and carried bridge data as needed.

f) Providing migration-ready mapping data to TxDMV, as scheduled, for QA/QC to be conducted prior to approval for production data migration.

g) Providing completed data migration base files to TxDMV in format that can be imported into ESRI’s ArcGIS software, for history and version control, in such a way as to not conflict with third party data licensing.

h) Conflating LIDAR data and images, from state agency sources to the appropriate

TxPROS℠ desktop application/s for use in identifying bridge heights and other data.

i) Management of production TxPROS℠ ‘dual database’ functionality to handle permit routes generated on both previous and new versions of GIS data to ease impact to users.

j) Management of production ArcGIS server and license server to house TxDMV GIS geodatabase for access by TxDMV for data management and editing.

A.7.1.3.2 TxDMV’s Responsibilities

a) Schedule and attend weekly business team meetings.

b) Manage and document QA/QC processes to guide each data migration.

RFO No. 608-24-91551A Page 19 of 36

c) Provide GIS data from TxDOT (roadway network, bridges, structures, attributes) and other state agencies as required.

d) Perform QA/QC of each quarterly migration data set and report findings to the

Contractor for required updates and fixes to the data.

e) During data QA/QC, update mapping data, where functionality and agreement between the Contractor and TxDMV allow, and provide updated data elements and attributes to the Contractor in acceptable data file format.

f) Identify new construction as it becomes available and provide it to Contractor.

g) Edit data, linework, and attributes.

h) Assist the Contractor in migration of restrictions, bridges and other data items as agreed.

A.7.1.4 TxPROS℠ Service Level Requirements

See Attachment D, Service Level Requirements for TxPROS℠, for all service level requirements pertaining to this Solicitation.

A.7.1.5 TxPROS℠ Monthly Status Reporting

To facilitate contract performance reviews, a report reflecting the status of work shall be submitted on at least a monthly basis. The report is to be submitted with the monthly hosting invoice and will outline the services provided during the invoice period.

A.7.1.5.1 Work Summary

At a minimum, the report will contain the following for TxPROS℠ and related software/tools:

a) Maintenance and support dates covered by the report

b) Regular maintenance tasks completed

c) Number of support calls/email/tickets handled

d) Progress on enhancement items and percent complete

e) Number of emergency patches made to the code

f) Number of new releases promoted to production, including

i) Number of coding errors fixed

ii) Number of enhancements provided

iii) Number of significant errors introduced with new code release

iv) Number of previously implemented improvements removed with new code release

v) Number of new features introduced without approval with new code release

g) Major problem areas identified and anticipated solutions

h) Number of data queries completed

i) Number, type and length of system outages

j) Disposition of hosting hardware (servers, load balancer) and environment

k) Performance tuning efforts, outcomes, and measures

l) Highlights on any other work completed during the period

RFO No. 608-24-91551A Page 20 of 36

A.7.1.5.2 Service Level Performance

At a minimum, the report will detail level of performance for the following service level categories:

a) System Availability

b) Transaction Response Time

c) Help Desk Initial Response Time

d) Software Quality

A.7.1.6 Contractor’s Additional Responsibilities.

The Contractor must:

A.7.1.6.1 Answer to and collaborate with the TxDMV Contract Representative, from the go-live date for ongoing TxPROS℠ maintenance, support, and enhancements.

A.7.1.6.2 Work in good faith to offer options when asked by the TxDMV Contract

Representative to address constraints and risks related to budget, schedule, or scope of work.

A.7.1.6.3 Ensure the implementation and maintenance of appropriate and necessary backup and security.

A.7.1.6.4 Provide the applicable and necessary leadership,…