ESBD_375907_1725653449219_644-24-100523-RFP-Drivers Ed Youth-ESBD.pdf

Texas Juvenile Justice Department 1801 N Congress Ave.

Austin, TX 78701

REQUEST FOR PROPOSAL

DRIVER EDUCATION FOR YOUTH SERVICES

RFP# 644-24-100523

NIGP Class/Item 924-60

Posting Date:

September 06, 2024

Solicitation No.: 644-24-100523

Table of Contents

Section I General Information 3

Section II Scope of Work 4

Section III Proposal Submittal Information 15

Section IV General Requirements 27

Exhibit A Execution of Offer 28

Exhibit B Price Form 30

Exhibit C Terms and Conditions 34

Exhibit D HR-038

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The purpose of this solicitation is for Texas Juvenile Justice Department (TJJD) to solicit Respondents to secure delivery of driver education programming (Program) for youth returning to their homes and communities on parole following out of home placement or commitment to a state-operated TJJD facility. Program services are initiated prior to a youth’s release, if appropriate. Respondent will be responsible for facilitating the Program planning process and service delivery process for TJJD youth in collaboration with TJJD department staff.

B. BACKGROUND:

TJJD as the state’s juvenile corrections agency promotes public safety by operating juvenile facilities and by collaborating with youth, families, communities, and juvenile probation departments. TJJD aims to ensure youth in the care and custody of the juvenile justice system receive individualized treatment, education, life skills, family reintegration, and vocational training to reduce recidivism and facilitate successful community reintegration.

TJJD has researched and found that lack of transportation is one of the re-entry challenges for individuals involved with the justice system. Youth who do not have a driver’s license, and limited access to public transportation have greater difficulty successfully reintegrating. These youth may reoffend at greater rates because of the transportation barrier.

TJJD is seeking service providers to deliver online driver education programming to youth who are in halfway houses or on parole and in need of independent living skills and supports to keep the youth from moving deeper into the juvenile justice system.

C. PERIOD OF PERFORMANCE:

The initial term of the contract is for three (3) years, effective December 1, 2024 to November 30, 2027, with one (1), one (1) year renewal option. The contract may be extended for an additional 90 days after renewals.

Period Dates Initial Period November 1, 2024 to October 31, 2027 Renewal Option Period 1 November 1, 2027 to October 31, 2028

Renewal is based on availability of provided funding. The contract may be renewed by written amendment signed by both parties, prior to the expiration date. Any renewals shall be at the same terms and conditions, plus any mutually agreed to and approved changes.

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this RFP will be:

Vickie Griffin, CTCM, CTCD Texas Juvenile Justice Department 1801 N, Congress Ave., Suite 13.1400, Austin, Texas 78701 Phone: (512) 490-7148

Email: Vickie.griffin@tjjd.texas.gov

Secondary Contract Specialist Contact:

Charles P Matuke, CTCM, CTCD Texas Juvenile Justice Department 1801 N Congress Ave., Suite 13.1400, Austin, Texas 78701 Phone: (512) 490-7728 Email: Charles.p.Matuke@tjjd.texa.gov

The Contract Specialist will be the point of contact throughout the solicitation process. No other TJJD staff will be able to provide information or answer questions regarding this solicitation. The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated TJJD representative, e.g., during contract negotiations, if any. Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (HSP), the HUB coordinator may be contacted at:

2. TJJD Historically Underutilized Business (HUB) Coordinator

Name: Kellie Love Phone: 254-218-2065

Email: Kellie.Love@tjjd.texas.gov

E. ADDITIONAL INFORMATION

a. In order to provide the most comprehensive statewide coverage for TJJD youth and their driver education needs, it is the intention of TJJD to issue one or multiple contract(s) for the services described within this solicitation. The contract(s) may be awarded statewide.

b. Any Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding contracts.

SECTION II

SCOPE OF WORK

A. STATEMENT OF WORK:

TJJD is seeking Respondents who offer online driver education programming to youth ages 15-19 who may reside throughout the State of Texas. This service will be utilized on an “as needed” basis with no guaranteed quantities”.

B. SCOPE OF WORK:

TJJD is seeking one or multiple Respondent(s) who currently offer online driver education programming.

The Program must provide the youth with a comprehensive understanding of driving laws, safety practices, and practical driving skills. The Program should be delivered on an interactive online platform, making it convenient for youth to learn at their own pace on various devices, including tablets, cell phones, and PC’s.

1. Objectives:

Solicitation No.: 644-24-100523 mailto:Vickie.griffin@tjjd.texas.gov mailto:Charles.p.Matuke@tjjd.texa.gov mailto:Kellie.Love@tjjd.texas.gov

(a) To educate youth on the rules of the road and safe driving practices.

(b) To prepare youth for their written and practical driving exams.

(c) To provide an engaging and interactive learning experience.

(d) To ensure youth understand state-specific driving regulations.

(e) To offer a flexible learning environment that accommodates different learning styles and schedules.

2. Track and Monitor Youth Progress

(a) User Dashboards

Personalized dashboards for youth to track their own progress, including course completion, percentage, quiz scores, and upcoming assignments.

(b) Administrator Dashboards

Dashboards for TJJD to monitor individual and group progress in the Program.

(c) Progress Metrics

i. Track the number of modules completed by each youth.

ii. Record scores for quizzes and assessments to monitor understanding and identify areas for improvement.

iii. Track the amount of time spent by youth in Program.

3. Respondent shall perform the following tasks:

(a) Provide dates, online platform information, and any materials necessary for successful completion of online driver education programming by a youth. Ensure all programming is implemented in accordance with Texas Administrative Code (TAC), Title 16, Part 4, Chapter 84, Subchapters A-M.

(b) Provide required certifications for youth who successfully complete the Program.

(c) Continuously offer online driver education programming without extensive breaks in service throughout the term of the contract.

(d) Employ and train instructors who meet instructor requirements outlined in TAC, Title 16, Part 4, Chapter 84, Subchapters A-M and provide copy(s) of certifications upon TJJD request.

4. Provide quarterly reports and maintain up-to-date information on the availability of resources. For example, work books and or other training materials.

5. Provide a summary of deliverables required in this solicitation and any additional deliverable the Respondent plans to execute this effort using Table 1 format below. The summary should include a description of key deliverable/milestone and estimated dates to be completed. The summary of deliverables TJJD has identified for this solicitation are included in the table below. Any additional deliverable(s) the Respondent identifies, need to be included in Table 1 below.

Table 1. Deliverable List

Deliverable No. Deliverable Description Estimated Due Date

1 Initiation of online driver’s education programming and support.

60-days post award

2 Initial Enrollment of TJJD youth in the online driver’s education programming.

90-days post award

3 Access and Enrollment for each TJJD youth for Online Driver’s Education Programming

7 calendar days after completion of initial assessment

4 Quarterly Process Packet Ten (10) workdays from the last day of the month

5 Quarterly Programmatic reports Quarterly

6 Annual Programmatic Reports November 1, 2025, 2026, and 2027

7 Monthly resource development report

Last business day of the month

C. DOCUMENTATION REQUIREMENTS:

1. Fiscal.

a. Awarded Respondent shall submit monthly invoices to the TJJD-designated accounting personnel no later than ten workdays from the last day of the month for which payment is requested. Each invoice must be detailed and specific and must contain the name of the youth, the youth’s TJJD number, the number of instructional hours provided to the youth, and the dates of service.

b. Billing more than one revenue source for the same costs or services provided to a single youth is strictly prohibited and shall be recouped or administrative error sanctions shall be imposed as set forth herein. Neither a youth nor his/her parents or guardians will pay for the youth's registration and /or associated fees in the program.

c. Awarded Respondent shall maintain all financial records in accordance with generally accepted accounting principles.

d. Awarded Respondent shall disclose in writing to the TJJD contract manager any transactions with related parties providing goods or services to awarded respondent for which Awarded Respondent is reimbursed under the terms of this awarded contract.

i. A related party always includes a family member by blood or marriage, (i.e., spouse, parents, grandparents, child(ren), grandchild(ren), aunt, uncle, niece, nephew, first cousins). In addition, a related party is defined as any person or entity involved with awarded Respondent in any manner that would result in the ability of either party to significantly influence the management or operation of the other.

Examples of related parties include, but are not limited to, parent companies, subsidiaries, as well as principal investors, owners, or managers and their relatives as listed above.

ii. Awarded Respondent must report to TJJD any transaction with a related party that could result in excessive profits from its relationship with the related party. If excessive profits are found to have occurred, administrative error sanctions may be imposed.

iii. Any violation of this section can be considered a breach and could result in administrative error sanctions or termination.

e. When a Texas business address is shown hereon that address is, in fact, the legal business address of the Respondent, who meets the definition of a Texas Bidder under Texas Administration Code, Title 34, Sec. 20.32(68).

2. Reports.

a. Awarded Respondent shall allow TJJD access to all youth records and/or information on youth at all times. TJJD shall have access to records of all youth who receive services under the contract.

b. Awarded Respondent shall submit a quarterly process packet to the TJJD Regional Parole Manager no later than ten workdays from the last day of the month. Each process packet must include:

i. the date services were provided;

ii. an itemized list of the specific type of service that was rendered;

iii. the log-in date and time stamps;

iv. the monthly progress reports (includes name of person receiving services and current state of curriculum progress);

c. Awarded Respondent shall, in a format approved by TJJD, develop and submit to TJJD quarterly written reports on fiscal and programmatic trends, as well as an annual report.

Programmatic reports shall include a description of the Awarded Respondent’s progress in implementing the provisions under the awarded contract, any pertinent facts, and any staff changes and reasons for any such changes. Awarded Respondent shall state whether it is or is not progressing satisfactorily in achieving the terms under the awarded contract and if not, shall specify what steps will be taken to achieve satisfactory progress.

Annual reports shall be submitted to the TJJD Manager V of Reentry Systems and Parole Operations by December 1 of each new fiscal year.

d. Awarded Respondent shall, in a format approved by TJJD, develop and submit to TJJD monthly written reports on resource development, such as, but not limited to, the number of resources, type of resources, and resource updates. Awarded Respondents shall include current copies of Department of Public Safety (DPS) driver instructor certification(s) or other nationally recognized certifications from the American Driver and Traffic Safety Education Association or the National Safety Council. Awarded Respondent shall report any complaints made to the licensing board on an Awarded Respondent no less than 24 hours after notice that a complaint has been received.

3. General Provisions.

a. Awarded Respondent shall abide by licensure code of ethics.

b. Awarded Respondent shall maintain and retain records for a minimum of seven (7) years after the termination of the contract period. If any litigation, claims, disputes, or audit involving these records begins before the seven (7) year period expires, the awarded respondent will keep the records and documents until all litigation, claims, disputes, or audit findings are resolved. Resolution occurs when a final order is issued in litigation, or a written agreement is entered into between TJJD and the Awarded Respondent. Contract period means the beginning date through the ending date specified in the original contract or as adjusted by applicable amendment.

c. Awarded Respondent shall forward copies of any audits, monitoring, or investigative reports completed on the awarded Respondent within five workdays of receipt.

d. Awarded Respondent shall allow TJJD or their designee(s) to perform monitoring, performance evaluations, investigations, or audits.

i. Awarded Respondent shall provide access to inspect and reproduce all records related to services rendered under the awarded contract. These records are necessary to facilitate monitoring, performance evaluations, investigations, or audits.

ii. Records include, but are not limited to, contracts, notes, real property documents, accounting/financial records, written policies and procedures, correspondence, performance evaluation data and reports, and any other information pertinent to revenues, costs, expenses, and performance of services provided under the awarded contract belonging to either the awarded respondent, its subsidiaries, parent(s) and/or affiliate(s), including sub-consultants, subcontractors, and employees; and any and all related parties to the contract. Related Party is discussed above in Section C.

e. Awarded Respondent shall provide information deemed necessary by TJJD to complete any state-required reports related to the services provided under the awarded contract.

f. Awarded Respondent shall maintain records and submit reports containing such data and information regarding the performance of awarded Respondents’ services or other data relating to the awarded contract as may be requested by TJJD.

g. Awarded Respondent shall establish procedures, as approved by TJJD, to document fiscal and service delivery data regarding the online driver license program services.

D. MEASURES OF PERFORMANCE AND QUALITY OF SERVICES:

1. TJJD has adopted a system of evaluating program effectiveness and promoting continuous improvement by monitoring compliance with the contract agreement, identifying and monitoring targeted performance measures, evaluating the quality of service delivery, requiring corrective action for any identified area(s) of deficiency, modifying goals to maximize performance; and sustaining continuous improvement. The basis for program evaluation and monitoring includes the following:

a. Awarded Respondent shall cooperate with and allow periodic requests, from TJJD, to review:

i. online driver’s education curriculum; content and overall programming and/ or conduct site visits to in-person youth programming;

ii. progress towards individual outcomes based on youths’ identified needs referred;

iii. Awarded Respondent’s responsibility for monitoring the operations of the program and improving and correcting deficiencies as they occur; and

iv. Awarded Respondent’s consistency in taking appropriate action within the time period specified by TJJD to correct findings and deficiencies identified during any and all reviews conducted by TJJD.

2. After the contract is awarded, TJJD Reentry and Community Services staff, and the Awarded Respondent, may discuss and mutually agree on additional performance measures and standards for the contract.

3. The Awarded Respondent recognizes that the Awarded Respondent is paid to deliver the services specified herein. Awarded Respondent shall be required to meet a minimum Acceptable Quality Level (AQL). The AQL is defined as the level of service at which the program will operate properly as agreed upon under the awarded contract and below which the awarded contract payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required corrective actions being taken, damages may be assessed. The Awarded Respondent is required to ensure the AQL is maintained at all times during the performance under the awarded contract.

4. In order to evaluate the quality of service delivery and progress toward the online driver’s education program outcomes, Awarded Respondent shall be subject to performance standards that will measure their progress in meeting the goals of the driver’s education program being provided. TJJD may conduct desk reviews during the term of the contract. Prior to any desk review, a monitoring form will be provided, describing the areas to be monitored and reviewed.

At a minimum, Awarded Respondent will be reviewed annually in meeting the included measures of service and performance measures. Additional measures of service and performance measures can be negotiated.

E. MEASURES OF SERVICE:

1. Provide youth timely access and enrollment in online driver education programming by completing an initial intake assessment within 14 calendar days of receiving a referral.

2. Ensure youth receive services within seven (7) calendar days after the completion of the initial assessment.

3. Provide youth the requisite number of instructional hours of service (virtual) per week/month and the required number of service hours for completion of program requirements. TJJD’s Reentry and Community Services staff and the Awarded Respondent will discuss and mutually agree on the final terms upon contract award.

4. The potential target population for reentry and parole services are male and female youth, ages

15-19, who are on parole or transitioning from a TJJD state-operated facility. Awarded Respondent should further refine the portion of the target population whom they see as best-fit for their programs and services.

Awarded Respondent will be expected to periodically review their programs for adherence to the intended target population. Should the review indicate that youth outside of the target population are being referred to the program, Awarded Respondent will communicate that finding to the TJJD. TJJD and Awarded Respondent will discuss and mutually agree on whether those youth will remain in the program.

F. PERFORMANCE MEASURES:

1. Acceptable Quality Level (AQL): The respondent recognizes that TJJD is paying respondent to deliver the services specified herein. Respondent is required to meet a minimum quality level to include at least a ninety-nine percent (99%) system uptime. The AQL is defined as the level of service at which the system will operate properly as agreed upon in the contract and below which the contract payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required correctives being taken, damages may be assessed.

2. In the event Awarded Respondent does not provide online Driver’s Education as per the requirements of the contract and it is caused by Respondent’s failure to provide these services for reasons within Awarded Respondent 's reasonable control and not as a result of any action or inaction of TJJD or any third party (including TJJD equipment and/or third-party equipment), Awarded Respondent will, upon TJJD's request, credit TJJD's account as needed.

G. AWARDED RESPONDENT RESPONSIBILITIES

The Respondent shall perform one or more of the following services for TJJD if awarded a contract:

1. An applicable, Respondent must have a current Online Driver Education Instructor license, certificate or other recognized certifications by the State of Texas before any services are rendered pursuant to the awarded contract. All personnel providing services to TJJD youth, after the awarded contract is fully executed, must be properly qualified and credentialed in the service being provided and pre-approved by TJJD before any services are rendered pursuant to the awarded contract. The required licenses in the State of Texas are outlined in TAC Title 16, Part 4, Chapter 84, Subchapters A - M, for these services. Awarded Respondent(s) shall include current copies of Department of Public Safety (DPS) driver instructor certification(s) or other nationally recognized certifications from the American Driver and Traffic Safety Education Association or the National Safety Council.

2. Provide TJJD’s designated point of contact with virtual platform information, dates of completion of programming, and identified instructor no later than two weeks prior to delivery of services.

3. The Awarded Respondent shall submit copies of quarterly reports to TJJD that include the following information:

a. Up-to-date information on the availability of on-line application/platform and equipment used to assist youth in obtaining and completing online driver education programming;

b. A brief summary of the number of youths participating in the online driver education program;

4. Awarded Respondent(s) will provide online services as identified in their proposal for youth at a halfway house location; TJJD will ensure youth have access to a computer device for the delivery of the service. For youth on parole in the community, TJJD will link youth to the Awarded Respondent for virtual participation.

5. In the event an Awarded Respondent’s billable services exceed the “not to exceed amount” (NTE) amount in the contract, the awarded Respondent may risk having payment delayed until a contract amendment is executed to increase the NTE amount.

J. TJJD RESPONSIBILITES

For and in consideration of the services provided to TJJD youth, TJJD will perform the following at contract award:

1. Determine which youth are eligible for referral to Awarded Respondent's Program and make appropriate referrals;

2. Approve Awarded Respondent’s plan to provide services prior to commencement of services;

4. Ensure that terms of payment shall be in accordance with Chapter 2251, Texas Government Code and Texas Government Code 403.0551 that payment owing to the awarded Respondent under this contract will be applied toward elimination of the Awarded Respondent’s indebtedness to the state, delinquency in payment of taxes to the state, or delinquency in payment of taxes that the Comptroller administers or collects until the indebtedness or delinquency is paid in full;

5. Remove youth from awarded Respondent's Program when conditions exist that threaten the health, safety, and welfare of TJJD youth in the Program;

6. Maintain records of all Program approvals by TJJD.

K. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the TJJD Regional Parole Manager, or designee.

2. All deliverables must be submitted in a format approved by the TJJD Manager V of Reentry Systems and Parole Operations, or by the TJJD designee.

3. If the deliverable cannot be provided within the scheduled timeframe, the Respondent is required to contact the Regional Parole Manager, or designee in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related deliverable.

4. A request for a revised schedule must be reviewed and approved by the Regional Parole Manager, or designee before placed in effect. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the facts related to the request for a revised schedule.

5. TJJD will complete a review of each submitted deliverable within five (5) working days from the date of receipt unless otherwise stated by TJJD.

6. Relevant quality assurance processes that will apply, such as change management, acceptance, and risk and issue management.

L. SUBCONTRACTORS:

Subcontractors providing services under the contract shall meet the same requirements and level of experience as required of the Respondent. No subcontract under the contract shall relieve the primary Respondent of the responsibility for the service. If the Respondent uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1. If the Respondent is planning to subcontract any portion of the work, Respondent must identify the proposed subcontractors in their initial proposal, and TJJD must approve all subcontractors and subsequent contracts and Respondent must obtain prior approval from TJJD before Respondent enters into any subcontract agreements;

2. Subcontracting shall be at the Respondent’s expense;

3. TJJD retains the right to check subcontractor’s background and make approval determination as to the use of the proposed subcontractor(s); and

4. The Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries.

M. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at tjjdinvoice@tjjd.texas.gov, sainvoice@tjjd.texas.gov, or via regular mail to, P. O. Box 12757, Austin, Texas 78711 or 1801 N. Congress, Suite 13.1400, Austin, Texas 78701.

Solicitation No.: 644-24-100523 mailto:tjjdinvoice@tjjd.texas.gov mailto:sainvoice@tjjd.texas.gov

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice or billing statement. Awarded Respondent shall submit invoice(s) showing the Awarded Respondent name, address, TJJD contract number, payee I.D., itemization of the services provided, itemized amount of services provided, the name and division of TJJD Contract Manager, Awarded Respondent remit to address, and telephone number. No payment whatsoever shall be made under this contract without the prior submission of correct and itemized invoices. Payments under this contract are subject to the availability of appropriated funds. Awarded Respondent acknowledges and agrees that payments for services provided under the Contract are contingent upon TJJD’s receipt of funds appropriated by the Texas Legislature. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251.

N. CHANGE CONTROL:

The contract may only be amended or supplemented in writing, executed by the parties hereto or their successors, and expressly made a part of the contract, except that TJJD reserves the right to make unilateral minor administrative changes to correct typographical errors, change the TJJD contract identification number, or increase the “Not to Exceed (NTE)” amount if necessary for continuation of services.

SECTION III

PROPOSAL SUBMITTAL INFORMATION

A. SCHEDULE OF EVENTS: The following dates represent TJJD’s desired schedule of events associated with this solicitation. TJJD reserves the right to modify these dates at any time, with appropriate notice to prospective respondents.

EVENT DATE

Issue solicitation September 6, 2024 Pre-Proposal Conference September 25, 2024, 11:00 A.M. CT Deadline for Submission of Questions September 30, 2024, 3:00 P.M. CT Deadline for Submission of Proposals October 3, 2024, 3:00 P.M. CT Complete Evaluation and Review of Proposals October 15, 2024 Execute Contract October 25, 2024 Commence Services November 01, 2024

All inquiries that result in a change to the solicitation or that TJJD deems necessary for clarifications will result in a written addendum.

1. Pre-proposal Conference A non-mandatory pre-proposal conference will be conducted through a Microsoft Teams meeting at the date and time in the Scheduled of Events, stated above. Below is the link to use to join the pre-proposal meeting.

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Solicitation No.: 644-24-100523 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTQ0MDA1YzMtZTM1MC00YjQ0LTlkOGQtYmUzOWUwYzU3ZmIz%40thread.v2/0?context=%7b%22Tid%22%3a%229a8daaa9-08e8-4b8b-9e7f-d3c33453f4cb%22%2c%22Oid%22%3a%2210fbc418-27f0-40ea-904b-57c48d937f6c%22%7d

Meeting ID: 221 182 889 850

Passcode: WBE8xU

For organizers: Meeting options

B. PROPOSAL REQUIREMENTS:

1. Purpose of Instructions

The following paragraphs set forth instructions for proposal preparation and the required format. These instructions are designed to assure the submission of information essential to the understanding and comprehensive evaluation of the Respondent's proposal.

Proposals shall be prepared in accordance with these instructions providing all required information in the format specified. Failure of a proposal to show compliance with these instructions may be grounds for exclusion of the proposal from further consideration.

2. Submission of Proposal Proposals must be typed using 12-point font print, all pages numbered, a table of contents included, and sections clearly tabbed. Do not submit printed brochures with the Proposal. Proposals shall be submitted under the tabs as described above.

a. Each proposal must contain individual sections, as well as subsections, addressing each of the solicitation criteria in order.

b. Proposals must be received by TJJD by email to the TJJD contact person listed in this solicitation.

Proposals must be received by TJJD on or prior to the due date stated in the Schedule of Events.

c. Proposal should be attached as one (1) PDF file in an email and emailed to the TJJD contact person for this solicitation. The email subject line must have the solicitation number and name and Respondent’s business name. The text in the email shall contain this information along with the submittal deadline/opening date and time. It is the Respondent’s responsibility to ensure that the email for the proposal contains this information and is emailed to TJJD by the specified due date and time.

d. Receipt of all addenda to this solicitation should be acknowledged by returning a signed copy of each addendum to the response as part of the Respondent’s submitted proposal. The Respondent’s failure to acknowledge receipt of all addenda to this solicitation will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

e. Responses submitted shall constitute an offer for a period of one hundred twenty (120) days or until award is made by TJJD, whichever is later.

f. Respondent is responsible for all of their own costs of proposal preparation and submission for this solicitation.

g. TJJD incurs no obligation regarding this solicitation unless and until a contract is fully executed by the parties. However, all proposals received by TJJD will remain confidential until the evaluation process is complete.

Solicitation No.: 644-24-100523 https://teams.microsoft.com/meetingOptions/?organizerId=10fbc418-27f0-40ea-904b-57c48d937f6c&tenantId=9a8daaa9-08e8-4b8b-9e7f-d3c33453f4cb&threadId=19_meeting_NTQ0MDA1YzMtZTM1MC00YjQ0LTlkOGQtYmUzOWUwYzU3ZmIz@thread.v2&messageId=0&language=en-US

h. Proposals will be subject to the Texas Public Information Act (Act), Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Respondent may request protection of trade and confidential information from public release by clearly marking each page on which this information appears with “Confidential” in bold face type at least 14-point font, however all information submitted is subject to the Act and considered for release.

i. Prospective Respondents are asked to bear in mind that all material submitted should be directly pertinent to the requirements of the solicitation. Extraneous narrative, elaborate brochures, uninformative PR material, etc., shall not be submitted.

j. Telephone, mail, or facsimile transmission of proposal will not be accepted.

k. Proposals from a partnership shall be signed in the firm name by at least one (1) general partner or in the firm name by an Attorney-in-fact. If signed by an Attorney-in-fact, there shall be attached to the Proposal a Power of Attorney evidencing authority to sign the Proposal, dated and executed by all partners in the firm. Proposals from a corporation shall have the correct corporate name thereon and the signature of an authorized officer of the corporation.

Title of office held by the person signing for the corporation shall appear below the signature of the officer. Proposals from an individual doing business under a firm or fictitious name shall be signed in the name of the individual doing business under the proper firm name. Proposals of a joint venture shall be signed by all members or by a member of the joint venture if there is a copy of the Joint Venture Agreement a t t a c h e d t o t h e P r o p o s a l evidencing that the Proposal is signed by the member who has authority to bind the Joint Venture.

Unsigned proposals will not be considered under any circumstances.

C. RESPONSE CONTENT REQUIREMENTS AND SUBMISSION:

Proposals are evaluated on how well a Respondent’s program meets the needs of the target population of youth, specific services being offered, and outcome data for the programs and/or services, or provider as applicable.

Content: Below is a summary of requested information. A Proposal submitted without this information will be evaluated accordingly. TJJD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. The following documents must be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

Place information under corresponding TABs as follows:

TAB 1 Transmittal Letter, addendums, all signed and preferences TAB 2 Company Information, experience, and qualifications TAB 3 Proposed Technology Platform TAB 4 Work Plan- Program Components, Implementation, and Commencement of Services TAB 5 Execution of Offer (Exhibit A) TAB 6 Price Form (Exhibit B) TAB 7 References TAB 8 Solicitation Exceptions and/or Assumptions

2. Description of TAB Information Content

TAB 1:

a. Transmittal Cover Letter, limited to two (2) pages, which shall include a brief statement of the Respondent’s understanding of the work to be performed and summary of proposed features, signed.

b. A cknowledgement of solicitation addendums, signed, if applicable; and

c. Preferences: Describe all procurement preferences to which you are entitled under the Texas

Government Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas.

TAB 2:

a. Company Information: Including, but not limited to the following:

1. Description of Individual or Entity (e.g., Company), names and addresses of principal officers, directors, or partners

2. Ownership, if a corporation, include the date and state of incorporation

3. Primary Service location(s)

4. Physical and mailing address, if different

5. Other service locations

6. Telephone and facsimile number

7. E-mail address of Respondent’s primary contact

8. Provide the name and address of the Respondent's insurance carrier, for the purpose of responding to this solicitation, the Respondent will not be required to purchase insurance, but must show the ability to provide such insurance as specified in the Terms and Conditions. Only Awarded Respondent will be required to provide insurance policy documentation.

9. Statement about whether or not any content in the Respondent’s proposal is or will be copyrighted.

10. Describe any litigation Respondent has been involved in over the past five (5) years.

b. Experience and Qualifications (20 Points)

1. Describe services Respondent has provided in the past three (3) years that demonstrates the capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided.

Evaluation will be based on the Respondent’s past experience in providing services to youth.

While this experience will be most important, the history, other experience, and qualifications of the Respondent are important as well. The evaluation will consider the cultural diversity of the Respondent’s organization as well as the description of cultural sensitivity in the provision of services.

2. Online Driver Education certifications of course completion: Provide copies with proposal.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

TAB 3:

Proposed Technology Platform (20 Points)

1. Evaluation will be based on the description and diagram of the proposed technical architecture, platform, and technology features. Database/web/networking hardware, software, tools, and information.

2. Evaluation should describe how the proposed technology platform deliveries optimum experience and solutions for online drivers’ education.

TAB 4:

Work Plan: Program Components, Implementation, and Commencement of Services (50 Points)

1.Evaluation will be based on the degree of commitment to the program services and demonstrated ability to commence services on required start date.

2.Evaluation will be based on acknowledgment of an understanding of, and willingness to comply with, all requirements and responsibilities listed in the solicitation

3.The additional descriptive information relating to requirements such as staff qualifications, respondent requirements, and other requested information will be critically evaluated.

4. Evaluation will be based on type and effectiveness of the program(s) being offered.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

TAB 5:

Execution of Offer (Exhibit A) Respondent shall complete and submit the Exhibit A with their proposal.

TAB 6:

Price form (Exhibit B) (10 Points) Provide and submit Exhibit B with the proposal. The proposed cost submission will be evaluated in terms of reasonableness, competitiveness with other respondents, and competitiveness with existing service providers in the marketplace. The overall cost will include the following elements:

Online Driver Education Curriculum/Programming, Driver Education Curriculum/Programming, Instructor/Facilitator, Materials/Supplies.

TAB 7:

References: (P/F) Provide a minimum of three (3) references for which similar services were performed or provided.

Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation. Respondent shall not include contracts where they performed only as a subcontractor or provided only partial delivery of services.

Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided.

Respondent shall furnish the following information for each past and present reference contract:

1. Name of contracting activity and agency or organization name;

2. Contract number;

3. Contract type (firm fixed price, cost reimbursement, etc.);

4. Total contract value;

5. Dates of contract performance;

6. Description of services performed;

8. Contracting officer and telephone number and email address; and

9. Program/technical manager and telephone number and email address.

TAB 8:

Solicitation Exceptions and /or Assumptions In this section, Respondent shall indicate compliance with solicitation requirements set forth in the solicitation. It is not necessary to respond on a paragraph by paragraph basis; but to identify by reference, any exceptions in a single statement. If the Respondent agrees to the terms of the solicitation in its entirety, a single statement to that effect will suffice.

If the Respondent does not certify compliance with any of the above listed sections, Respondent shall also include in this section any assumptions used in preparing the proposal and any exceptions and/or requested changes. All deviations from the solicitation requirements or terms and conditions shall be fully explained and justified.

E. INQUIRIES:

1. All inquiries should be submitted in writing to our E Bids email address:

TJJD-Contracts-Ebids@TJJD.Texas.Gov , and cc:

Primary Contact: Vickie Griffin, CTCM, CTCD by email to Vickie.griffin@tjjd.texas.gov and, Secondary Contact: Charles Matuke, CTCM, CTCD by email to Charles.P.Matuke@tjjd.texas.gov

2. All relative inquiries will result in written responses by addendum and posted to the Electronic State Business Daily (ESBD) at: http://www.txsmartbuy.com/esbd. If Respondent does not have Internet access, copies may be obtained through the point of contact listed above.

3. Besides written inquiries as described above, other employees and representatives of TJJD will not answer questions or otherwise discuss the contents of the solicitation with any potential respondent or their representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation.

4. Any changes to this solicitation will be posted as an addendum on the ESBD. It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Failure to periodically check the ESBD will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

If this solicitation is amended by addendum, all terms and conditions which are not modified remain unchanged.

F. THE AGENCY REPRESENTATIVE OF DISCUSSION AND CORRESPONDENCE

All communications and questions concerning this solicitation, including any of a technical nature, must be made through TJJD Contracts Department. All correspondence and communication, including written questions, shall be directed to TJJD’s contact person listed in this solicitation.

Written answers to the questions will be provided to all respondents through the ESBD by addendum(s). Respondent should only rely on the written information provided in this manner.

Respondents are specifically barred from making contact with any TJJD personnel involved in this solicitation for the purpose of discussing their proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondents are specifically cautioned against relying on any oral information. The

Solicitation No.: 644-24-100523 mailto:TJJD-Contracts-Ebids@TJJD.Texas.Gov mailto:Vickie.griffin@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov http://www.txsmartbuy.com/esbd responsiveness of each proposal will be evaluated upon instructions given in this solicitation and any addendums thereto. Unauthorized contacts with TJJD personnel could result in the proposal being rejected in its entirety.

G. POINT OF CONTACT:

The Respondent shall provide the name, address and phone number of a point-of-contact for questions concerning the submitted proposal.

Name: Title:

Phone Number: Fax Number:

Email: ______________________________________________

Street Address:

City: State: Zip Code:

H. QUESTION AND ANSWERS:

Respondents must submit all questions regarding this solicitation by email to the TJJD point of contact for this solicitation. Questions regarding this solicitation will be accepted by the date and time specified in the Schedule of Events. TJJD will respond to questions received no later than the date and time specified in the Schedule of Events.

By submission of an inquiry, Respondent acknowledges that the applicable inquiry and official answer may be shared with other Respondents and therefore Respondents will not include any confidential or proprietary information in such inquiries. TJJD will not identify the Respondent that submitted any particular inquiry.

I. DELIVERY OF PROPOSALS:

1. Proposals should be submitted in writing to our E Bids email address:

TJJD-Contracts-Ebids@TJJD.Texas.Gov

2. Proposals emailed to TJJD after the deadline stated in the Schedule of Events in this section may be disqualified and will not be evaluated.

J. PROPOSAL OPENING:

1. Proposals will be received until the date and time established for receipt. Proposals will be opened at stated time on the date of the Deadline for Submission of Proposals per the Schedule of Events.

2. Telephone calls and facsimiles are not acceptable when in response to this solicitation.

3. All submitted Proposals become the property of the State of Texas after the deadline/opening date.

Prices and terms will not be divulged until after contract award.

mailto:TJJD-Contracts-Ebids@TJJD.Texas.Gov

K. EVALUATION PROCESS:

Selection of proposal for award will be based on the Best Value to TJJD. TJJD will solely determine the Best Value through evaluation of each proposal. TJJD reserves the right to reject any and all proposals, or to re-solicit or cancel this RFP, if such action is deemed in the best interest of the State of Texas and TJJD.

1. An evaluation committee will be established by TJJD to review and evaluate the proposals. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. No information will be provided to anyone about the status of the proposals while they are under evaluation.

2. At any stage in the process, TJJD may request clarification or additional information to assist in determining the qualifications, competence, and ability of the respondent to provide the required service(s). Respondent’s responses will become part of their proposal. TJJD reserves the right to accept or reject all or part of any proposal, waive minor technicalities, and award the contract to best serve the interest of the State.

3. Proposal will be evaluated on the basis of the ability to meet the requirements of this solicitation.

Minor irregularities: To be considered responsive, a proposal must set forth full, accurate, and complete information and all forms must be signed as indicated and as required by this solicitation.

If the requirement that is not met is considered a minor irregularity or an inconsequential variation, an exception may be made at the discretion of TJJD, and the proposal considered responsive. This may occur only if the variation has negligible significance to price, quality, quantity, or delivery of services and does not affect the competitiveness of other proposals. Please note - not signing in the required places and answering “no” to any of the assurances is not considered a minor irregularity.

4. The Evaluation Committee will determine the respondent’s proposal to select for the award of a contract. The proposals meeting the minimum qualifications described in this solicitation will be scored and ranked. The highest ranked respondents may be asked to make presentations to the Evaluation Committee (if applicable). Each presentation will be scored and factored into an overall score. The highest scoring proposal will be selected for award of a contract. Negotiations may be conducted with one or more of the highest ranked respondents to ensure best value is obtained.

Best and final offers (BAFOs) may be requested. This will be at the sole discretion of TJJD. TJJD requests BAFOs by email.

5. In evaluating Proposals to determine the best value for the State of Texas, TJJD may consider information related to past contract performance of a Respondent including, but not limited to, State of Texas Vendor Performance Tracking System, available at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. Prior work performance with TJJD and other state agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TJJD or another state agency may be disqualified.

6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of Sections 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Texas Government Code. Respondent may fail this selection criterion for any of the following conditions:

a. A grade lower than “C” in the Vendor Performance System;

b. Currently under a Corrective Action Plan through the Texas Comptroller of Public Accounts

(CPA);

Solicitation No.: 644-24-100523 https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

c. Having repeated negative Vendor Performance Reports for the same reason; or

d. Having purchase orders that have been cancelled in the previous 12 months for non-performance (i.e. late delivery, etc.).

7. Vendor performance information is located on the CPA web site at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. This link is provided for the convenience of the Respondents. The link may change or may no longer be available.

8. TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code Section 20.115), TJJD may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated…