ESBD_383486_1732715694252_00 - 3202500034 RFO VRAS.pdf

Texas Workforce Commission

Request for Offers

Visual Remote Access Services (VRAS)

Solicitation Number – 3202500034

NIGP Codes:

Class Item 961 17 470 54 208 54 209 54

Issued: November 27, 2024

Responses Due: January 27, 2025, 10:00 AM CST

TWC Visual Remote Access Services - Procurement Number - 3202500034

SOLICITATION CONTENTS

The list below contains a summary of the documents comprising this Request for Offer (RFO) issued by Texas Workforce Commission (TWC). The Awarded Vendor shall be responsible for fulfilling all requirements contained in these documents.

Visual Remote Access Services (VRAS) RFO (this document)

A. Attachments

1. Attachment 1: Texas Workforce Commission (TWC) - VR Terms § Conditions

2. Attachment 2: Executed Offer Form

3. Attachment 3: Voluntary Product Accessibility Template (VPAT)

4. Attachment 4: Vendor Information and Communications Technology Accessibility Policy Assessment (ICT) – Policy Driven Adoption for Accessibility (PDAA)

5. Attachment 5: Data Center Services (DCS) and DCS Templates, if applicable

6. Attachment 6: Deliverables

7. Attachment 7: VRAS Requirements

8. Attachment 8: Service Level Agreements (SLAs)

9. Attachment 9: Pricing Cost Worksheet

10. Attachment 10: Deliverables Expectation Document (DED)

11. Attachment 11: HUB Subcontracting Plan (HSP) Guide

12. Attachment 12: HUB Subcontracting Plan

13. Attachment 13: Data Privacy and Cybersecurity

14. Appendix A: Vocational Rehabilitation Office Locations

B. Response Packages (to be used for materials expected back from Respondents)

1. Response Package 1 – Administrative Submission Requirements (See Table 3)

2. Response Package 2 – Response to Service Requirements (See Table 7)

3. Response Package 3 – Pricing (See Table 8)

4. Response Package 4 – Completed HUB Subcontracting Plan (See Table 9)

Table of Contents

1.0 INTRODUCTION

1.1 Purpose

1.2 TWC Vision and Desired Outcomes

1.3 Background

1.4 TWC Information

2.0 SCOPE

2.1 Required Services

2.2 Excluded Services

2.3 Electronic and Information Resources (EIR) Accessibility

2.4 Form of Contract

3.0 GENERAL INFORMATION

3.1 Point of Contact

3.2 Response Integrity

3.3 Schedule of Events

3.4 Department of Information Resources (DIR) - Data Center Services (DCS)

3.5 Historically Underutilized Businesses

3.6 Offer Deadline and Submission Requirements

3.7 Offer Instructions

3.8 Offer Organization

3.11 Ownership of Offers

3.12 Public Information

3.13 News Release

4.0 EVALUATIONS, NEGOTIATIONS, AND AWARD

4.1 Evaluation of Responses

4.2 Minimum Qualifications (Pass/Fail Criteria)

4.3 Evaluation Criteria for Written Responses

4.4 Demonstrations

4.5 Clarification and Integration Sessions

4.6 Best and Final Offer (BAFO)

4.7 Negotiations

4.8 Award of Contract

5.0 SPECIFIC CONTRACT TERMS

5.1 Warranty

5.2 Software Escrow Agreement

5.3 Security Agreements, Background Checks, and Mandatory Training

5.4 Bonding and Insurance

5.5 Liquidated Damages

1.0 INTRODUCTION

1.1 Purpose

The objective of this Request for Offer (RFO) is to solicit Responses from qualified Respondents to provide Visual Remote Accessibility, Orientation, and Interpretation Services mobile application and/ or subscription for Visual Remote Accessibility, Orientation, and Interpretation Services to the Texas Workforce Commission (TWC).

As a result of this RFO, TWC expects to receive and evaluate Responses and select one (1) qualified Respondent whose response fully meets all requirements of the Scope of Work with whom the agency can enter negotiations to define final pricing and refine details within the Scope of Work.

TWC is seeking to procure a Commercial Off the Shelf (COTS) Technology Solution, available for purchase in the marketplace as of the date of Offer submission, to provide Visual Remote Accessibility, Orientation, and Interpretation Services mobile application and/or subscription for Visual Remote Accessibility, Orientation, and Interpretation Services to support TWC’s Vocational Rehabilitation (VR) programs, staff, and customers who are blind or visually impaired. At a minimum, the Technology Solution will include software and may, if necessary, include hardware.

1.2 TWC Vision and Desired Outcomes

TWC intends to acquire a COTS Technology Solution (“Solution”) that is currently in use by government agencies. The Solution needs to be fully functional and allow for customization based upon state and federal requirements.

TWC seeks a Technology Solution that includes Visual Remote Accessibility, Orientation, and Interpretation Services mobile application and/or subscription for services that will provide a first-rate user experience and will allow TWC’s VR programs to be responsive to changing program requirements and customer needs.

The Solution must meet the following three (3) minimum requirements:

A. Mobile application system (Android, IOS) that is free to download and/or a subscription for services;

B. Instant access to remotely located, professionally trained agents; and

C. 99.95% uptime.

If the Solution is Software as a Service (SaaS), TWC also seeks a Solution that can be hosted in the Texas Department of Information Resources (DIR) Data Center Services (DCS) as mandated by Texas Government Code § 2054.391 using Data Center cloud services. The SaaS Solution provider will manage any software necessary to deliver the services and collaborate with DIR DCS providers on all hosting and interface requirements.

1.3 Background

The VR Division serves blind and visually impaired customers and staff who may need visual interpretation services. Visual Remote Accessibility, Orientation, and Interpretation Services are an important element of overall service delivery and will need to be available at all VR offices. These services assist customers who are blind or visually impaired with educational and employment pursuits.

1.4 TWC Information

TWC is an administrative agency within the executive branch of the State of Texas, having its principal office at 101 East 15th Street, Austin, Texas 78701.

2.0 SCOPE

2.1 Required Services

TWC intends to contract with one (1) qualified Respondent to provide Visual Remote Accessibility, Orientation, and Interpretation Services mobile application and/or subscription for services. TWC currently has approximately seventy-five (75) end users, however TWC anticipates future growth. The Successful Respondent must provide, but is not limited to, the following:

A. Mobile application or subscription for services to provide visual remote accessibility for individuals who are blind or visually impaired.

B. If mobile application (Android, IOS), it must be free to download.

C. Twenty-four (24) hours per day / seven (7) days a week / 365 days a year access to remotely located, professionally trained, live agents.

D. Visual orientation services to blind or visually impaired users using the following, but not limited to, smartphone audio, video, and GPS or other web-based data and software to provide audio information about the user’s surrounding environment through smartphone video technology or smart glasses technology.

E. Digital or online support using unbiased interpretation support services to assist with editing and completing forms and documents of any type.

F. A Geofence boundary access at all TWC VR locations.

G. 99.95% uptime for mobile application and available 99.95% of the time for subscription for services.

H. Robust data collection and reporting capabilities.

I. English and Spanish visual interpreter and information access support capabilities.

J. Access control and user authentication requirements.

K. If SaaS, Successful Respondent is required to work closely with DIR DCS vendors to host solution in a DCS cloud option unless TWC obtains a temporary exemption from DIR.

L. Maintenance and Operations Support.

Characteristics for the above required services are as follows:

A. User centered designed mobile application and/or subscription (See Attachment 7: VRAS

Requirements).

B. Electronic and Information Resources (EIR) Accessible (Section 508 of the Rehabilitation Act of

1973, as amended (29 USC § 794d) Compliant) (See Section 2.3 – EIR Accessibility).

C. Compliant with Texas Data Privacy and Cybersecurity Standards (See Attachment 13: Data

Privacy and Cybersecurity).

2.2 Excluded Services

A. Integration with current Case Management System.

2.3 Electronic and Information Resources (EIR) Accessibility

Under Texas Government Code § 2054.451 et seq., TWC must procure EIR that comply with the Accessibility Standards defined in the 1 Texas Administrative Code (TAC) § 206, 1 TAC § 213, and the Worldwide Web Consortium WCAG 2.1 AA technical standards as applicable, and when such products or services are available in the commercial marketplace or when such products are developed in response https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=206&sch=B&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=213&sch=B&rl=Y https://www.w3.org/ https://www.w3.org/TR/WCAG21/ to procurement solicitations.

Accordingly, all Respondents must provide accurate Accessibility Conformance Reports (ACRs) created using the applicable sections of the Voluntary Product Accessibility Template® (VPAT®) Revised Section 508 Edition (Version 2.3 or higher) or links to ACRs located on manufacturer websites for COTS products, including SaaS, for each product or product family (as applicable) included in the submitted pricelist.

Instructions on how to complete this document are included in the template itself. ACRs based on earlier versions of the VPAT® template will be accepted if such competed ACRs already exist, and there have been no changes to the product/service since the time of the original document completion.

Respondents must submit a completed, accurate Voluntary Product Accessibility Template (VPAT) for each product or service included in the submitted pricelist.

Respondents that claim their products are exempt from accessibility requirements must submit that position to TWC as a question during the Question and Answer period of the Solicitation.

Additionally, Respondents must ensure that EIR Accessibility criteria are integrated into key phases of the project development lifecycle including, but not limited to planning, training, design, development, functional testing, user acceptance testing, maintenance; and report accessibility status at key project checkpoints as defined by TWC.

In addition to the VPAT requirement, Respondents must complete the Vendor Information and Communications Technology Accessibility Policy Assessment for Vendor Self-Assessment.

Respondent shall complete:

A. Attachment 3: VPAT; and B. Attachment 4: Vendor ICT Accessibility Policy Assessment.

Per Table 3: Response Package 1 Files, the Respondent shall include the above referenced attachments in Response Package 1.

2.4 Form of Contract

2.4.1 Contract Terms and Conditions

The final terms and conditions of any agreement resulting from this Solicitation (“Contract”) shall be agreed upon during negotiation. However, the minimum Terms and Conditions that shall be included in any awarded Contract are contained in the TWC VR Terms and Conditions (see Attachment 1). Many of the Terms and Conditions contained in Attachment 1 are required by Texas law, which shall be the governing law for any Contract.

2.4.2 Proposed Changes and Exceptions

TWC reserves the right to make changes to the TWC VR Terms and Conditions if it is in the best interest of the State to do so. Should this occur prior to the award of any Contract, any Respondent selected for negotiations will be notified.

2.4.3 Term of Contract

A. TWC estimates that the term of the Contract will be approximately one (1) year with four (4) additional one (1) year optional renewals to be exercised by TWC at its discretion. In the event of prolonged Contract negotiations due to the number and/or significance of exceptions taken, lack of responsiveness, or other failure to close Contract negotiations on the part of Respondent that are not due to a failure on the part of TWC, TWC may, in its sole discretion, bypass the Respondent and commence negotiations with the next-highest scoring Respondent, or continue with the current Respondent with a shorter Contract Term.

B. Section 3.8.1.2 of this RFO contains the format for Respondents to note any objection or exceptions to any provision, term, or condition specified in the RFO.

C. In accordance with Texas Government Code § 2155.089 for contracts that exceed five million

($5M) dollars, TWC will complete vendor performance reviews and report results to the Texas Comptroller of Public Accounts (CPA) as follows:

1. At the end of the following milestones:

a. After TWC acceptance of Requirements for Application/Subscription Deliverables;

b. After TWC acceptance of Technical Solution Design Deliverables;

c. After TWC acceptance of Application/Subscription Testing Results

d. After competition of the Go/No Go Decision for Deployment

2. At the end of each fiscal year throughout the life of the Contract.

3. At the end of the Contract.

3.0 GENERAL INFORMATION

3.1 Point of Contact

A. Delight Dehorty is the sole TWC Point of Contact for this procurement.

Delight Dehorty Texas Workforce Commission Procurement and HUB Services Email: vendorproposals@twc.texas.gov

Required Subject Line for all Communications related to this RFO:

3202500034 – Visual Remote Access Services - ABC

Examples:

3202500034 – Visual Remote Access Services - ABC Question(s) 3202500034 – Visual Remote Access Services - ABC RFO Response

Note: ABC refers to Respondent name

B. Respondents shall make no contact concerning this RFO with other TWC personnel, except as permitted by the Point of Contact. Failure to comply with this requirement at any point prior to Contract award may result in disqualification. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

Contact with the TWC Historically Underutilized Business (HUB) office is allowed solely for the purpose of addressing HUB Subcontracting Plan (HSP) questions.

3.2 Response Integrity

A. To ensure the integrity of the competitive process, a Respondent may not directly or indirectly communicate any of the contents of its Response to:

1. A competitor of the Respondent; or

2. Any other company, corporation, firm, partnership, individual, or related entities of the same parent company engaged in the same line of business as the Respondent; or

3. A related entity of the Respondent engaged in the same line of business as the Respondent;

or

4. Other state officials.

This prohibition does not preclude discussions with entities serving as subcontractors to the Respondent on this Solicitation.

B. This prohibition is in effect during the preparation of the Offer and while the Offer is pending with TWC, including the negotiation and finalization of any resulting Contract. The term “related entities” includes, but is not limited to, affiliates, subsidiaries, associates, branches, and divisions. It does not include entities that may occasionally enter into teaming/subcontracting agreements with one another to provide services under a contract with a third party but otherwise have no legal relationship with each other.

mailto:vendorproposals@twc.texas.gov

C. When a related entity of the Respondent (whether related at the time Responses are due or at any time thereafter) submits a competing Offer, TWC may require additional information to ensure each separate Response is independent. Failure to provide or fully disclose all such information may, at TWC’s discretion, disqualify Respondent or result in the termination of any resulting Contract. RESPONDENT HAS AN ONGOING DUTY TO UPDATE REQUIRED INFORMATION

ANY TIME THAT SUCH INFORMATION CHANGES.

3.3 Schedule of Events

It is TWC’s intention to comply with the following schedule for this RFO. These dates represent a tentative schedule of events. TWC reserves the right to modify these dates at any time. Prospective Respondents will be notified of modifications to the schedule via the Electronic State Business Daily (ESBD) web site. Respondents are advised to regularly check the ESBD for updates to this Solicitation.

Table 1: Schedule of Events

Activity Date RFO Posted to ESBD 11/27/24 Pre-Offer Conference – attendance optional

12/06/24 at 2:00 PM CST

Deadline for Submitting Questions 12/12/24 at 5:00 PM CST Answers posted to ESBD 01/10/25 HSP Courtesy Review Deadline 01/10/25 at 5:00 PM CST Offer Submission Deadline 01/27/25 at 10:00 AM CST Evaluation, Clarification, and Amended Offers

February 2025

Project Demonstrations February 2025 Award of Contract (AoC) May 2025

3.3.1 Optional Pre-Offer Conference

The Optional Pre-Offer Conference will be held remotely. There is no option for in-person attendance.

3.3.1.1 Conference Information

1. A conference will be held on the date and time specified in the table above.

2. To reserve a conference seat, register at:

https://zoom.us/webinar/register/WN_WBriwCfvTkWztCmW6V2pvg

3. After registering, you will receive a confirmation email containing information about joining the Conference.

4. TWC will provide conference attendees with an opportunity to submit written questions during the conference. Although TWC may provide tentative verbal answers to questions during the conference, answers are not official until they are posted as an Addendum to this RFO on the ESBD, http://www.txsmartbuy.com/esbd. TWC reserves the right to amend answers prior to the Offer Submission Deadline.

https://zoom.us/webinar/register/WN_WBriwCfvTkWztCmW6V2pvg http://www.txsmartbuy.com/esbd

3.3.2 Written Questions and Official Answers

A. Respondents shall use Table 2: Question Template to submit all questions regarding this RFO by e-mail to the Point of Contact listed in Section 3.1 Point of Contact. Questions regarding this RFO will be accepted until the date and time specified in Section 3.3 Schedule of Events. Official answers will be posted as an Addendum to this RFO, on the Electronic State Business Daily (ESBD), available at http://www.txsmartbuy.com/esbd. Please only use Google Chrome to navigate to ESBD.

B. By submission of a question, Respondent acknowledges that the applicable question will be posted with each official answer and therefore Respondent should not include any confidential or proprietary information in such questions. TWC will not publish the identity of any vendor that submitted any inquiry.

Table 2: Question Template # RFO/Document Location/Cell

Reference Question

Example: 1 RFO Section 3.5 Historically Underutilized Business

What is the HUB goal expected for this procurement?

3.4 Department of Information Resources (DIR) - Data Center Services

(DCS)

If the Solution is Software as a Service (SaaS), TWC also seeks a Solution that can be hosted in the Texas Department of Information Resources (DIR) Data Center Services (DCS) as mandated by Texas Government Code § 2054.391 using Data Center cloud services. The SaaS Solution provider will manage any software necessary to deliver the services and collaborate with DIR DCS providers on all hosting and interface requirements.

TWC is mandated by Texas Government Code § 2054.391 to use Data Center Services, unless otherwise approved by DIR through DCS Exemption.

The Successful Respondent must work closely with DCS and DCS Service Providers to establish the infrastructure for the hosted solution. See Attachment 5: Data Center Services (DCS) and DCS Templates.

Respondent shall complete the following DCS Templates found in Attachment 5:

A. High Level Architecture / Rough Order of Magnitude (HLA/ROM) Template(s); and B. Software as a Service / Platform as a Service (SaaS/PaaS) DCS Template.

Per Section 3.8.1.7, Table 3: Response Package 1 Files, the Respondent shall include the above referenced Attachment 5 in Response Package 1.

3.5 Historically Underutilized Businesses

3.5.1 HUB Subcontracting Plan

A. TWC HAS DETERMINED THAT SUBCONTRACTING IS PROBABLE UNDER ANY CONTRACT

AWARDED AS A RESULT OF THE RFO. ALL RESPONDENTS RESPONDING TO THIS RFO,

INCLUDING THOSE THAT ARE HUB CERTIFIED OR THOSE WHO DO NOT PLAN TO

SUBCONTRACT, MUST COMPLETE A HUB SUBCONTRACTING PLAN (HSP) IN ACCORDANCE

WITH THE STATE’S POLICY ON UTILIZATION OF HUBs. THE HSP MUST BE INCLUDED AS

PART OF THE RESPONSE TO THIS RFO. FAILURE TO SUBMIT A COMPLETE HSP AS

INSTRUCTED WILL RESULT IN DISQUALIFICATION OF THE RESPONSE FROM

CONSIDERATION.

B. The State’s Policy on Utilization of Historically Underutilized Businesses and HSP forms are attached to this Solicitation as well as an example with instructions on how to complete a HSP Plan. The blank form is available at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

C. Please review the HSP forms carefully and allow sufficient time to identify and contact HUBs and allow them to respond. The completed HSP must be submitted in accordance with Section 3.8.4.1, Table 9: Response Package 4). The HSP should be labeled: “HUB Subcontracting Plan (HSP),” and include all supporting documentation in accordance with this Section 3.5.1.

Note: Respondent must demonstrate a good faith effort to subcontract with HUB. If the Respondent does not plan to subcontract, Respondent must state that fact in its HSP plan.

D. The TWC HUB goal is twenty-six percent (26.0%) for all other services contracts.

TWC finds that this RFO contains subcontracting opportunities in the following service area.

However, you are not restricted to these services only.

NIGP Codes:

The following are NIGP Class/Item Code numbers for some possible subcontracting trades:

*209 - 49 Geographic Information System (GIS) Software, Mainframes and Servers

*209 - 54 Internet, Web Site and Mobile Application Software, Mainframes and Servers

*209 - 87 Software, Mainframes and Servers (Not Otherwise Classified)

625 - 26 Eye Glasses Including Sunglasses, Including Frames, Cases, Parts, etc.

785 - 17 Blind Teaching and Training Equipment and Supplies (See Class 600 for Braille Writers and Printers)

* 838 - 86 Telecommunicators for the Hearing and Speech Impaired

915 - 20 Call Center Services

* 915 - 85 Telecommunication Relay Services: Text Telephone (TTY); Text-To-Voice; Voice Carry Over (VCO); Hearing Carry Over (HCO); Speech-To-Speech Relay; Video Relay; Spanish Relay; 7-1-1 Access to TRS, Short Message Service (SM https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

918 - 88 Quality Assurance and Control Consulting

* 920 - 13 Advanced Authentication System Software Services, Including Maintenance and Repair

* 920 - 23 Data Recovery Services

* 920 - 24 Data Conversion Services

* 920 - 45 Software Maintenance and Support Services and Updates and Data Hosting Services

* 920 - 65 System Requirements Quality Assurance Review

939 - 91 Visual Education Equipment Maintenance and Repair

952 - 72 Reading Services for the Blind

956 - 35 Internet Database Subscription

* 961 - 17 Interpreter Services - Electronically Assisted - Foreign Language, Hearing Impaired, etc., (See Item 46 For Interpreter Services - Not Electronically Assisted)

* 961 - 46 Interpreter Services for Foreign Language

961 - 75 Translation Services, All Language

E. CMBL Instructions:

A list of HUB subcontractors on the Centralized Master Bidders List (CMBL) may be located at: https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

1. Select: HUBs Only,

2. Multiple Vendor Search,

3. Enter: NIGP Class / Item Code

4. Highway District #, click on Search.

3.6 Offer Deadline and Submission Requirements

A. Respondents are required to submit Offers in accordance with the requirements outlined in this document. Offers must be received by TWC on or before the Offer Submission Deadline specified in RFO Section 3.3, Schedule of Events. No late Responses will be reviewed.

B. The system clock in the TWC electronic mail address is the official timepiece for determining compliance with the deadline.

C. Offers must be e-mailed to the Point of Contact at the email address in Section 3.1. TWC only accepts emailed responses. Responses received after the Offer Submission Deadline will be disqualified.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

D. TWC does not accept emailed responses that include html link(s) or encrypted emails that require downloading additional software.

E. TWC is not responsible for responses emailed late, illegible, incomplete, or otherwise considered disqualified due to failure of electronic equipment or operator error.

3.7 Offer Instructions

A. Respondent will follow the instructions set forth in this RFO and Attachments.

B. Each Section and Attachment of this RFO, along with any other associated files, contains individual detailed instructions regarding the required format of the Respondent’s Offer.

The Respondent is required to respond according to the instructions contained in each section of this RFO.

C. Respondent’s Offer must be consistent with the structure, sequencing, and terminology used in this RFO.

D. Submission of an Offer indicates Respondent’s agreement that it understands the individual requirements and terms of the RFO and will comply with them in the resulting Contract, if any, unless specifically stated otherwise by the Respondent and agreed to by TWC.

3.7.1 No Marketing Materials

Brochures or other presentations beyond those requested and required to present a complete Offer will not be reviewed.

3.8 Offer Organization

Respondent shall organize its Offer as follows:

A. Response Package 1: Administrative Submission Requirements

B. Response Package 2: Response to Service Requirements

C. Response Package 3: Pricing

D. Response Package 4: Completed HUB Subcontracting Plan

Offer shall be a maximum of one hundred (100) pages in total across all four (4) required Response Packages. Failure to adhere to the one hundred (100) page limit may be grounds for disqualification per TWC’s discretion. Note: Signature pages and financial documentation are excluded from the one hundred (100) page limit.

3.8.1 Response Package 1: Administrative Submission Requirements

3.8.1.1 Transmittal Letter and Executive Summary

A. Respondent shall submit a transmittal letter on company letterhead, signed by an individual with authority to bind the company to a Contract with TWC. The transmittal letter shall include a statement that the person signing is authorized to contractually bind the organization.

B. Respondent shall submit an Executive Summary that shall not exceed two (2) pages in length

(excluding title page). No appendices or specific references to additional information will be accepted. The Executive Summary should be written to communicate a summary of the Respondent’s Offer. The Respondent must not include any pricing information or estimated savings in the Executive Summary.

C. The Respondent must provide the documents addressed in subsections A and B above, in its Response, as two (2) separate Microsoft Word documents, with such files entitled “ABC_RFO_3202500034_Transmittal_Letter.docx” and “ABC_RFO 3202500034_Executive Summary.docx”.

Note: “ABC” in the required file name format refers to Respondent name

3.8.1.2 Executed Offer Form and Exceptions to Requirements

A. The Respondent shall complete and sign the Execution of Offer Form found in Attachment 2 of this RFO document. This Form must be completed and signed, or the Offer will be disqualified as noncompliant. By signing, Respondent agrees to provide the services described in this RFO and agrees to abide by all TWC VR Terms & Conditions as specified in this RFO, except to the extent exceptions are agreed to, and in any Contract resulting from this RFO.

B. Exceptions to Requirements (including exceptions to Attachment 1, TWC VR Terms & Conditions)

1. The final VR Terms and Conditions of any Contract shall be agreed upon during negotiation. However, the minimum required VR Terms and Conditions that will be included in any awarded Contract are contained in the Attachment 1, TWC VR Terms & Conditions included in the RFO documents.

2. Any exception included in an Offer may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Offer, Respondent is required to use Attachment 2 Execution of Offer Form of this RFO and provide all information requested on the form. Required information includes the Section Respondent is taking exception to, an explanation as to why the Respondent cannot comply with the provision, term, or condition, and why the proposed alternative language must be included in the Response. Examples of nonresponsive explanations include:

i. Referencing negotiation of revised language in another TWC or other state agency contract;

ii. Referring to Respondent’s internal division’s need for the revised language without a valid reason as to why the exception is necessary;

iii. Indicating the proposed language is “negotiable”; and

iv. Referencing Respondent’s internal terms and conditions document.

3. Exceptions must include:

i. Section referenced,

ii. Explanation as to why Respondent cannot comply with the term or condition;

and

iii. Proposed alternate language (redline).

4. If Respondent fails to note any exception within its Offer, Respondent will not be allowed to request an exception after submitting its Offer, during Contract negotiations, or upon Contract award.

5. Respondents are encouraged not to request exceptions to Contract Terms and Conditions; TWC, in its sole discretion, may or may not accept the Respondent’s requested exceptions. Any exceptions or deviations by Respondent to Attachment 1, TWC VR Terms & Conditions (Ts&Cs), may make the Offer unacceptable for award without discussion. If a Respondent proposes exceptions to the VR Ts&Cs, TWC may make an award without discussion to another Respondent that did not take exceptions to the VR Ts&Cs.

6. If there are no exceptions, the Respondent shall explicitly state the Respondent takes no exception to any part of this RFO. Any exception may result in the Contract not being awarded to the Respondent.

C. The Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_3202500034_EOF (.docx or .pdf).”

3.8.1.3 Respondent Experience and Proposed Solution Minimum Qualifications

Respondent must clearly state how it meets the required minimum qualifications listed below, and provide that information in a separate Microsoft Word document, in a file entitled ABC_RFO_3202500034_Qual.docx. Respondents that do not meet the minimum qualifications listed below will be disqualified from consideration.

1. Respondent must have either been in business or the principals/owners must have had ownership/executive in a previous company, for a minimum of five (5) years, directly supporting and managing a Visual Remote Accessibility, Orientation, and Interpretation Service similar mobile application or subscription for services in size and complexity to the Visual Remote Accessibility, Orientation, and Interpretation Service mobile application or subscription for services as required in this RFO.

2. The proposed Solution version must be fully built, fully tested, production ready, and must have been in production use for a minimum of one (1) year.

3.8.1.4 Financial Information

The Respondent must include the following items in its Response. Failure to include any of the items listed for the appropriate company type may result in disqualification of the Respondent’s Offer. If the failure to disclose is not learned until a Contract has been awarded to the Successful Respondent, the Contract may be terminated. In the event of such termination, the Successful Respondent shall be liable for all costs associated with the re-procurement, including any increased costs for the services originally awarded.

3.8.1.4.1 Publicly Traded Companies:

A. Respondent’s Dun and Bradstreet D-U-N-S number;

B. Name of exchange on which common stock is listed (e.g., NYSE, AMEX) and ticker symbol (e.g., XOM);

C. Exact name of the Respondent on title page of the most currently filed Security and Exchange Commission (SEC) Forms 10K and 10Q. Fully explain the reason(s) why any reports have not been timely filed within the past three (3) years;

D. For the last three (3) fiscal years most recently ended, audited financial statements prepared in accordance with Generally Accepted Accounting Principles (GAAP);

E. Debt and commercial paper ratings issued by Moody’s Investors Service, Standard & Poor’s or Fitch’s Investors Service, if applicable;

F. Statement describing all unasserted and asserted legal claims, current status and expected outcomes and/or judgments and any off-balance sheet liabilities or contingencies;

G. Any official document displaying current proof of authority to conduct business in the State.

Examples: State Franchise Tax Certification of Account Status and State Sales Tax Permit, both available from the State Comptroller of Public Accounts and the Certification of Fact, that is available from the Secretary of State available at: www.sos.state.tx.us; and

H. If awarded a Contract, the Successful Respondent shall provide coverages and amounts as described in Section 5 – Specific Contract Terms.

I. The Successful Respondent must include a statement of acknowledgement that TWC will be damaged if the Successful Respondent fails to fulfill its obligations under the Contract, in accordance with Section 5.5.1 Expectation and Risk Management.

3.8.1.4.2 Privately Owned Companies (C and S corporations, LLCs and similar forms of ownership):

A. Respondent’s Dun and Bradstreet D-U-N-S number;

B. For the last three (3) fiscal years most recently ended, audited financial statements prepared in accordance with GAAP. If audited financial statements are not prepared, the last three (3) years of un-audited financial statements such as, Reviewed Financial Statement by a Certified Public Accounting (CPA) firm or Compiled Financial Statements by a CPA firm will suffice as long as Respondent affirms that it is not required to have its financial statements audited and therefore does not currently have audited financial statements to provide in response to this RFO;

C. Latest two (2) quarters internally prepared financial statements;

D. Debt and commercial paper ratings issued by Moody’s Investors Service, Standard & Poor’s or Fitch’s Investors Service, if applicable;

E. Statement describing all unasserted and asserted legal claims, current status and expected outcomes and/or judgments and any off-balance sheet liabilities or contingencies;

F. Any official document displaying current proof of authority to conduct business in the State;

http://www.sos.state.tx.us/

Examples: State Franchise Tax Certification of Account Status and, State Sales Tax Permit, both available from the State Comptroller of Public Accounts and the Certification of Fact, that is available from the Secretary of State. and

G. If awarded a Contract, the Respondent shall provide coverages and amounts as described in Section 5.4 Bonding and Insurance.

H. The Successful Respondent must include a statement of acknowledgement that TWC will be damaged if the Successful Respondent fails to fulfill its obligations under the Contract, in accordance with Section 5.5.1 Expectation and Risk Management.

The Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_TWC_RFO_3202500034_Financial_Information.docx.” (A .pdf form is acceptable in the event that is the only form available).

3.8.1.5 Addenda to the RFO

The Respondent must provide a completed and signed “page one” of each Addendum to acknowledge receipt of all Addenda for Offer to be considered responsive. The Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_TWC_RFO_3202500034_Addenda.docx.” (A .pdf form is acceptable in the event that is the only form available).

3.8.1.6 Cybersecurity Requirements and Certifications

Respondent must provide Cybersecurity Certifications, as stated in Attachment 13 Data Privacy and Cybersecurity.

3.8.1.7 Response Package 1 Files

The following table summarizes the files to be included in Package 1 with the corresponding file names.

Table 3: Response Package 1 Files

RFO Reference Form of Response

Respondent Transmittal Letter (See RFO Section 3.8.1.1.A)

ABC_RFO_3202500034_Transmittal_Letter.docx

Respondent Executive Summary (See RFO Section 3.8.1.1.B)

ABC_RFO_3202500034_Executive Summary.docx

Attachment 2: Executed Offer Form (EOF) (See RFO Section 3.8.1.2)

ABC_RFO_3202500034_EOF (.pdf)

Respondent Qualifications (See RFO Section 3.8.1.3) ABC_RFO_3202500034_Qual.docx Respondent Financial Information (See RFO Section 3.8.1.4)

ABC_RFO_3202500034_Financial Info.docx

Addenda to the RFO (See RFO Section 3.8.1.5) ABC_RFO_3202500034_Addenda (.docx or .pdf) Attachment 3: VPAT (Completed) (See RFO Section 2.3)

ABC_RFO_3202500034_VPAT.docx

Attachment 4: Vendor ICT Accessibility Policy Assessment (Completed) (See RFO Section 2.3)

ABC_RFO_3202500034_PDAA.xlsx

RFO Reference Form of Response

Attachment 5: DCS Templates HLA/ROM and SaaS/PaaS (Completed) (See RFO Section 3.4)

ABC_RFO_3202500034_DCS_Templates.docx

Attachment 13: Data Privacy and Cybersecurity (See RFO Section 3.8.1.6)

ABC_RFO_3202500034_Cybersecurity.docx

3.8.2 Response Package 2: Response to Service Requirements

3.8.2.1 Technical Solution

A. The Respondent must describe the Solution’s Architecture and Application Technology Stack— technical environment specifications; framework; scalability; performance metrics; operating systems; database management system; software development language; hardware specifications; web servers; browsers and mobile devices supported; and reporting environment and tools.

B. The Respondent must describe the Software Development Life Cycle (SDLC) for the Solution’s— environments, processes and practices, controls, and tools.

C. The Respondent is encouraged to submit Diagrams, Flow Charts, Screen Shots, Wireframes, Pictures, etc., of its Technical Solution within the response to Attachment 7: VRAS Requirements.

D. The electronic version shall be in Microsoft Word format and must be entitled “ABC_RFO_3202500034_TechnicalSolution.docx.”

3.8.2.2 Response Requirements

A. Respondent shall respond to Attachment 7 – VRAS Requirements.

B. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_3202500034_ResponseRequirements.docx”.

3.8.2.3 Cloud Hosting

A. Respondent shall respond to Attachment 7 – VRAS Requirements, Section 7.4.

B. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_3202500034_ Information_Respondent_Cloud_Hosting.docx”.

3.8.2.4 Deliverables

A. Respondent shall respond to Attachment 6 – Deliverables.

B. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_ ResponseDeliverables.docx”.

3.8.2.5 Respondent Experience

A. In no more than ten (10) pages, and in accordance with Section 3.8.1.3, Respondent Experience and Proposed Solution Minimum Qualifications, Respondent shall include experience in a file entitled “ABC_RFO_3202500034_Experience.docx.”

B. Respondent shall provide information regarding its past relevant experience for two (2) major mobile application services or subscription for services projects on which the Respondent served as the prime vendor within the last five (5) years. Respondent shall duplicate as necessary to provide all required experience.

C. Respondent shall use projects reflecting the markets in which it typically works (i.e., state agency, federal government, education, local governments, etc.). Respondent shall describe and/or demonstrate how its experience supports the Respondent qualifications described in this

RFO.

D. Respondent shall not refer to information located outside the Offer, such as a reference to a website, or linked document. Respondent’s response to each section must be fully contained within the section response, without referral to a response within another section; however, clearly marked attachments are acceptable if clearly referenced within the response to which they pertain.

3.8.2.6 Respondent References

Using Table 4 below, Respondent shall provide the name, title, phone number, email, and description of services provided for three (3) references for which the Respondent provided mobile application services or subscription for services within the past five (5) years as the prime vendor. The completed table shall be included in Response Package 2.

Table 4: Past Performance Reference Information

Company or Entity Name and Address

Contract Description (including contract number, award date, operations start and end dates)

Contact Information

1.

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail:

2.

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail:

3.

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail:

3.8.2.7 Terminated Contract References

A. Using Table 5: Terminated Contracts, Respondent shall provide the name, title, phone number, email, and description of services provided for any contract that was canceled or terminated prior to completion in the past five (5) years. Respondent shall include details on the reason for the cancellation or termination and the Respondent’s position relevant to the cancellation or termination, including the final resolution of the contract termination. Respondent shall add additional rows to Table 5 as necessary to provide all terminated contracts within the required timeframe.

Table 5: Terminated Contracts

Company or Entity Name and Address

Contract Description (including contract award date, operations start and end dates)

Reason for Termination

Contact Information

1.

Contact Name:

Contact Title:

2.

Contact Title:

3.

Contact Title:

Contact Phone Number:

Contact e-mail:

B. Respondent shall provide contact information for individuals able to address questions concerning the termination. Failure to fully disclose a terminated contract within the scope of this requirement will result in disqualification, if termination was known at the time the Response is submitted. If the failure to disclose is not learned by TWC until a Contract has been awarded to the Successful Respondent, the Contract may be terminated. In the event of such termination, the Successful Respondent shall be liable for all costs associated with the re-procurement, including any increased costs for the services originally awarded.

C. If there are no terminated contracts, the Respondent shall affirm such in this section.

D. Completed Table 4 and Table 5 shall be consolidated into one (1) Microsoft Word document and must be entitled “ABC_RFO_3202500034_References.docx”.

3.8.2.8 Proposed Organization Chart

Respondent shall provide a proposed organization chart for the project, indicating which positions are considered Key Personnel, and describe the responsibilities of key positions and departments.

Additionally, Respondent shall describe the benefits of such an organization. The role of Subcontractors on this Contract must also be described in the proposed organization. Respondent shall complete Table

6: Subcontractors to provide a list of the subcontractors who will provide goods or services under the Contract, including those identified in the HSP.

Table 6: Subcontractors (including HUBs)

Name of Subcontractor (Company/Individual)

Subcontractor Scope of Work

Location where Subcontractor will Perform Work

Anticipated Duration of Subcontracting Engagement

Check this box if subcontractor is a HUB

A. Respondent must include in its Offer the resumes and qualifications of all proposed Respondent Key Personnel, including their specific experience working on related projects. Resumes should specifically detail experience working on projects and services of similar scale and complexity as the services sought through this RFO, including work on projects used as references. Resumes shall not be more than two (2) pages in length.

B. The Response must include actual names of Key Personnel initially assigned to the project, their resumes (not simply generic resumes with the types of skills sought), and the teams to which they will be assigned (Executive Team, Project Management Team, and Development Team).

Successful Respondent’s Key Personnel are required to remain on the project a minimum of six

(6) months from Project Kickoff Meeting Date and, if Respondent is selected for a demonstration, Key Personnel must attend the demonstration. The Respondent must provide these resumes as attached pages at the end of the “Proposed Organization Chart” document.

C. TWC Approval of Key Personnel:

Respondent must:

1. Acknowledge that, if TWC objects to Respondent’s proposed Key Personnel, Respondent must attempt to resolve TWC’s concerns on a mutually agreeable basis.

2. Acknowledge that, if both Respondent and TWC are not able to resolve TWC’s concerns within five (5) Business Days of TWC communicating concerns, Respondent is not to assign the individual to that Key Personnel position and must propose to TWC the assignment of another individual of suitable ability and qualifications.

3. Affirm that they will continue to comply with these Requirements during the term of the Contract issued as a result of this Solicitation, if any.

D. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_ProposedOrganizationChart.docx”.

3.8.2.9 Service Level Agreements

A. Respondent shall respond to Attachment 8 – Service Level Agreements.

B. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_Response_Service_Level_Agreements.docx”.

3.8.2.10 Response Package 2 Files

A. The table below summarizes the files to be included in Package 2 with the corresponding file names, with a description of each file to follow.

Table 7: Response Package 2 Files

RFO Reference Form of Response Technical Solution (See RFO Section 3.8.2.1)

ABC_RFO_3202500034_TechnicalSolution.docx

Response to TWC VRAS Requirements. (See Section RFO Section 3.8.2.2 and Attachment 7.)

ABC_RFO_3202500034_ResponseRequirements.docx

Voluntary Information on Respondent Hosting its solution. (See RFO Section

3.8.2.3 and Attachment 7.)

ABC_RFO_Response_Information_Respondent_Cloud_Hosting.docx

Response to TWC VRAS Deliverables and Respondent Deliverables. (See RFO Section 3.8.2.4 and Attachment 6.)

ABC_RFO_3202500034_ResponseDeliverables.docx

Respondent Experience (See Section 3.8.2.5)

ABC_RFO_3202500034_Experience.docx

Respondent References. (See RFO Section 3.8.2.6 and Table 4.)

ABC_RFO_3202500034_References.docx

Respondent Terminated Contracts. (See RFO Section

3.8.2.7 and Table 5.)

ABC_RFO_3202500034_TerminatedContracts.docx

Proposed Organization Chart (See RFO Section 3.8.2.8 and Table 6.)

ABC_RFO_3202500034_ProposedOrganizationChart.docx

Response to Service Level Agreements. (See RFO Section 3.8.2.9 and Attachment 8)

ABC_RFO_Response_Service_Level_Agreements.docx

3.8.3 Response Package 3: Pricing

A. Respondent shall use Attachment 9: Pricing Cost Worksheet and provide a detailed written response.

B. Respondent shall use Respondent Form of Invoice to provide an example of the invoice that will be submitted in accordance with the prices submitted with Attachment 9: Pricing Cost Worksheet.

C. The following table summarizes the files to be included in Package 3 with the corresponding file names.

Table 8: Response Package 3 Files

RFO Reference Form of Response Attachment 9: Pricing Cost Worksheet (Completed)

ABC_RFO_3202500034_Pricing Cost Worksheet

Respondent Form of Invoice (Sample)

ABC_RFO_3202500034_Form of Invoice

3.8.4 Response Package 4: Completed HUB Subcontracting Plan

A. All Respondents, INCLUDING THOSE WITH HUB DESIGNATION AND THOSE THAT DO NOT PLAN

TO USE SUBCONTRACTORS, must submit a HUB Subcontracting Plan (HSP). The HSP should be labeled “ABC_RFP_3202500034_HUB Subcontracting_Plan.pdf” and include all supporting documentation in accordance with the HSP submitted. Refer to Section 3.5, Historically Underutilized Businesses for more information regarding HUB subcontracting.

B. Courtesy Review of HSP

1. A courtesy review of a Respondent’s completed HSP by TWC is optional and is available upon request to assist Respondent in providing a compliant and responsive HSP. This courtesy review may only identify possible deficiencies, and a final compliant determination cannot be provided until the Offer is submitted.

2. To request a courtesy review, submit the completed HSP, including all supporting documentation, in a PDF format by e-mail to the TWC HUB Program Office by or before the HSP Courtesy Review Deadline in Section 3.3 (Schedule of Events).

E-Mail for Courtesy Review: TWCHUBINFO@twc.texas.gov.

E-mail Subject Line: HSP Courtesy Review, No. 3202500034

3. Due Date: In accordance with the HSP Courtesy Review Deadline in Section 3.3 (Schedule of Events), HSPs received after the courtesy review deadline in Section 3.3 (Schedule of Events) will not be reviewed.

4. A response regarding the HSP will be provided at least ten (10) calendar days prior to the Offer Submission Deadline in Section 3.3 (Schedule of Events) from the HUB Office, allowing enough time to rectify any potential deficiencies for the final HSP submission.

C. Respondent must comply with the TWC HUB Subcontracting Plan procedure. Respondent must complete the HUB Subcontracting Plan form and submit it as a part of an Offer submitted in response to this Solicitation. The Successful Respondent will be required to submit a monthly

HUB Progress Assessment Report.

D. The final HSP must be submitted with the Offer by the Offer Submission Deadline in Section 3.3 (Schedule of Events). Offers that do not include a completed HSP will be rejected due to material failure to comply with Texas Government Code § 2161.252(b).

3.8.4.1 Response Package 4 Files

Table 9: Response Package 4 Files

RFO Document/Section Form of Response

HUB Subcontracting Plan (Completed) (See RFO Section 3.5 and Attachments 11 & 12)

ABC_RFO_3202500034_HUB

Subcontracting_Plan.pdf

3.9 Right to Amend or Withdraw RFO

A. TWC reserves the right to alter, amend, or modify any provision of this RFO, or to withdraw this

RFO, in whole or in part, at any time prior to the award of a Contract if doing so is in the best interest of the State.