ESBD_387108_1734647745113_00 - 3202500039 RFO CEAS.pdf

Texas Workforce Commission

Request for Offer

Career Exploration Assessment Services

Solicitation Number - 3202500039

Class Item 924 20 920 15 920 03

Issued: December 19, 2024

Responses Due: February 04, 2025 at 10:00 AM CST

Visual Remote Access Services RFO 3202500039 Page ii

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.

Career Exploration Assessment Services RFO (this document)

A. Attachments

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

2. Attachment 2: Executed Offer Form

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

4. Attachment 4: Vendor ICT Accessibility Policy Assessment

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

6. Attachment 6: Deliverables

7. Attachment 7: CEAS 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 (HSP)

13. Attachment 13: Data Privacy and Cybersecurity

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 8)

3. Response Package 3 – Pricing (See Table 9)

4. Response Package 4 – Completed HUB Subcontracting Plan (See Table 10)

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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 Goods and Services

2.2 Excluded Services

2.3 Electronic and Information Resources (EIR) Accessibility

2.4 Data Privacy and Cybersecurity ........................................ Error! Bookmark not defined.

2.4.1 Cybersecurity Requirements ............................................. Error! Bookmark not defined.

2.4.2 Cybersecurity Certifications .............................................. Error! Bookmark not defined.

2.5 Form of Contract

2.5.1 Contract and Terms Negotiation

2.5.2 Proposed Changes and Exceptions

2.5.3 Term of Contract

3.0 GENERAL INFORMATION

3.1 Point of Contact

3.2 Response Integrity

3.3 Schedule of Events

3.3.1 Written Questions and Official Answers

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

3.5 Historically Underutilized Businesses

3.5.1 HUB Subcontracting Plan

3.6 Response Deadline and Submission Requirements

3.7 Response Instructions

3.7.1 No Marketing Materials

3.8 Response organization

3.8.1 Response Package 1: Administrative Submission Requirements

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3.8.2 Response Package 2: Response to Service Requirements

3.8.3 Response Package 3: Pricing

3.8.4 Response Package 4: Completed HUB Subcontracting Plan

3.9 Right to Amend or Withdraw RFO

3.10 Pre-agreement Costs

3.11 Ownership of Responses

3.12 Public Information

3.13 News Release

4.0 EVALUATIONS, NEGOTIATIONS, AND AWARD

4.1 Evaluation of Responses

4.1.1 Written Responses ........................................................... Error! Bookmark not defined.

4.1.2 Demonstrations ............................................................... Error! Bookmark not defined.

4.2 Evaluation Criteria for Written Responses

4.3 Evaluation Criteria for Demonstrations

4.4 Clarification and Integration Sessions

4.5 Best and Final Offer (BAFO)

4.6 Negotiations

4.7 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

5.4.1 Fidelity Bond

5.4.2 Cyber Liability Insurance

5.5 Liquidated Damages

5.5.1 Expectation and Risk Management

5.5.2 Solution Go-Live Delay

5.5.3 Unavailability of Solution After Go-Live

TWC Visual Remote Access Services - Procurement Number - 3202500039

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1.0 INTRODUCTION

1.1 Purpose

A. The objective of this Request for Offer (RFO) is to solicit Responses from qualified Respondents to procure an online Career Exploration Assessment Services solution to support the Texas Workforce Commission’s (TWC) Vocational Rehabilitation (VR) Division in providing career assessment and individual career exploration reports that reflect the strength and stress behaviors of the customer, individual work preferences and motivations, and a recommended work environment.

B. 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.

C. TWC is seeking to procure a Commercial Off the Shelf (COTS) technology solution, commercially available for purchase in the marketplace as of the date of proposal submission. At a minimum, a technology solution will include software and may, if necessary, include hardware.

1.2 TWC Vision and Desired Outcomes

A. TWC intends to acquire a COTS technology solution (“Solution”). The solution needs to be fully functional and allow for minimum customization based upon state and federal requirements.

B. TWC seeks a Solution 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. Additionally, TWC envisions a system that will not interface with other internal and external systems (See Attachment 8: SLAs). The online Career Exploration Assessment Services System will provide ease of use as well as robust data collection and reporting capabilities.

C. Offers will be considered from respondents who offer an online career exploration assessment that produces accurate and valuable results for individuals with disabilities. The assessment should be easily accessible throughout the state and will be utilized by the vocational rehabilitation counselor (VRC), VR customer, employment specialist and employer. The assessment should obtain employment insight for a customer with a neurodevelopmental disorder. Assessment should be appropriate but not limited to individuals with autism, ADHD, intellectual developmental delays and learning disabilities.

D. The Solution must meet the following requirements:

1. Online or SaaS Career Exploration Assessment Services.

2. Biannual (twice a year) virtual training to VR staff and counselors on the Solution.

3. Availability of a post assessment survey.

E. If Solution is a Hosted Solution, TWC 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 Section 2054.391 using Data Center cloud services. The solution provider manages any software necessary to deliver the service and collaborates with DIR DCS providers on all hosting and interface requirements.

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F. If the Respondent intends to propose Software as a Service (SaaS), then the Respondent must demonstrate that the solution must clearly meets the NIST standard definition of SaaS (NIST Definition of Cloud Computing SP 800-145). The TWC will be required to request and receive from DIR a DCS program exemption before a contract can be awarded to a Respondent.

1.3 Background

VR employs Vocational Rehabilitation Counselors (VRCs) who manage cases for TWC customers with neurodevelopmental disorders, such as autism, attention-deficit/hyperactivity disorder (ADHD), intellectual developmental delays, and/or learning disabilities. These services assist these customers with the pursuit of possible career paths, employment insight, or ideal work environments, and are an important element of overall service delivery.

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 Goods and Services

A. Successful Respondent’s Solution must have the following functionality including, but is not limited to:

1. Ability to generate approximately one thousand (1,000) annual Career Exploration Assessments that produces accurate and valuable results for users.

2. Ability to identify careers, strength and stress behavior, and motivational needs.

3. An accessible online format with the flexibility to complete assessment at user’s home or at VRC offices.

4. Ability to allow users to take assessment in phases and stop assessment, save progress, and resume from last question answered.

5. Accessible technical support communication channels for VRCs to ask questions or request assistance via help desk, email, online chat, clear instructions for troubleshooting common issues, or a dedicated accessibility hotline.

6. Customized/configured for TWC’s customers as identified in Section 1.3 Background above. If solution is not written specifically for the identified population, the Successful Respondent must provide documentation that identifies how the assessment tool has been validated for the requested population.

7. Robust data collection and reporting capabilities including but not limited to:

a. individual reporting that is easy to read and interpret,

b. provide practical, personalized, and specific information on users,

c. assesses behavioral traits, motivation, stress, and the occupational interests of users and provide at a minimum evaluation of career interests and work environment needs,

d. identification of strength and stress behaviors, usual behavior patterns in relating to others, possible challenges, handling conflict, work motivations, and how to approach job interviews, and

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e. Reporting available within three (3) business days after assessment is completed;

8. User centered designed (See Attachment 7: Requirements)

9. Compliant with Electronic and Information Resources (EIR) Accessible (§ 508 Compliant) (See

Section 2.3 – EIR Accessibility)

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

Privacy and Cybersecurity).

B. In addition, Successful Respondent must:

1. Provide consultation within three (3) business days to VRCs who request feedback or clarification of assessment results.

2. Conduct post assessment surveys that cover ease of test taking, functionality, user recommendation of tool to others, and opportunity to provide feedback. Quarterly results from post assessment survey must be submitted to TWC.

C. If SaaS, Successful Respondent must work closely with DIR DCS vendors to host solution in a DCS cloud option.

Excluded Services A. No integration with current Case Management System.

B. No SPI will be accessed or shared.

C. No impact on existing application or IT Infrastructure.

2.2 Electronic and Information Resources (EIR) Accessibility

Under Texas Government Code, Chapter 2054, Subchapter M, § 2054.451 et seq., TWC must procure EIR that comply with the Accessibility Standards defined in the Texas Administrative Codes 1 TAC 206, 1 TAC 213, and in the Worldwide Web Consortium WCAG 2.1 AA technical standard as applicable, and when such products or services are available in the commercial marketplace or when such products are developed in response 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 Commercial Off the Shelf (COTS) products, including Software as a Service (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 present 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 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://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/

Visual Remote Access Services RFO 3202500039 Page 4 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 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.

2.3 Form of Contract

2.3.1 Contract and Terms Negotiation

The final terms and conditions of any agreement resulting from this solicitation (“Contract”) shall be agreed upon during negotiation. However, the minimum standard terms and conditions that shall be included in any awarded Contract are contained in the VR Terms and Conditions (see Attachment 1).

Many of the standard terms and conditions contained in Attachment 1 are required by Texas law, which shall be the governing law for any Contract.

2.3.2 Proposed Changes and Exceptions

TWC reserves the right to make changes to the TWC 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.

2.3.3 Term of Contract

A. This Contract relates to the development of information resource applications and information resource technologies and TWC estimates that the term of the Contract will be approximately one

(1) year with four (4) additional one-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 3.8.2.6 of this RFO contains the format for Respondents to note any objection or exceptions to any provision, term, or condition specified in the RFO.

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3.0 GENERAL INFORMATION

3.1 Point of Contact

A. Rebecca Stone is the sole TWC point of contact for this procurement.

Rebecca Stone Texas Workforce Commission Procurement and HUB Services Email: vendorproposals@twc.texas.gov Required Subject Line for all Communications related to this RFO:

3202500039 - Career Exploration Assessment Services – ABC

Examples:

3202500039 – Career Exploration Assessment Services – ABC Question(s) 3202500039 – Career Exploration Assessment 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

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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 Career Exploration Assessment Services RFO Posted to ESBD

12/19/2024

Pre-Offer Conference – optional to attend

12/27/2024

Deadline for Submitting RFO Questions

01/02/2025 at 10:00 AM CST

HSP Courtesy Review deadline 01/24/2025 Answers posted to ESBD 01/17/2025 Deadline for submitting Response 02/04/2025 at 10:00 AM CST Evaluation, Clarification, and Amended Responses

February 2025

Integration sessions, due diligence, final negotiations

March 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 RFO Section 3.3 above.

2. To reserve a conference seat, register at:

https://zoom.us/webinar/register/WN_xUGA71S3SpGSorkO_9qQEg

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

3.3.2 Written Questions and Official Answers

A. Using Table 2: Question Template. Respondents shall submit all questions regarding this RFO by

Visual Remote Access Services RFO 3202500039 Page 7 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:

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)

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

Respondent must work closely with DCS and DCS Service Providers to establish the infrastructure for 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) B. Software as a Service / Platform as a Service (SaaS/PaaS) DCS Template

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

RFO. All respondents responding to the 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.

http://www.txsmartbuy.com/esbd

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B. The State’s Policy on Utilization of Historically Underutilized Businesses and HSP forms are available at: https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

An HSP form is available, see Attachment 12.

C. Review the HUB Subcontracting Plan (HSP) form. A completed HSP must be submitted in accordance with Section 3.8.4.1. NOTE: Respondent must demonstrate a good faith effort to subcontract with HUBs. If the Successful Respondent does not plan to subcontract, Successful Respondent must state that fact in its plan.

D. 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 a Proposal submitted in response to this Solicitation. The Successful Respondent will be required to submit a monthly HUB Progress Assessment Report.

E. If a response to this solicitation does not contain a completed HSP, the response will be rejected as a material failure to comply with the advertised specification in this solicitation.

F. Agency Special Instructions/Additional Requirements

The TWC HUB goal is 26% for all other service contracts. TWC finds that this contract contains subcontracting opportunities in the following services areas.

NIGP Codes:

208-85 Surveying Systems Software, Microcomputer

961-20 Customer Service Evaluation Services

990-48 Identity Theft Protection and Data Security Services

204-29 Data/File Security Hardware/Software, to Include Encryption

962-69 Personnel Services, Temporary

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

470-54 Orientation or Navigational Aids for the Disabled

918-25 Compliance Consulting, Including American Disabilities Act (ADA)

961-93 Communication Access Realtime Translation (CART) as further explained here in the ADA Requirements for Effective Communication and Closed Captioning for Broadcast Television/Webcasts

208-32 Customer Relationship Management Software (CRM), Microcomputer

911-52 C.I.P., Project Management and Administration Surveys

However, you are not restricted to these services only.

Include the NIGP Code for each subcontracting opportunity identified in Section 2:

Respondent’s Subcontracting Intentions, on the Subcontracting Opportunity Description line of the HSP.

Submit supporting documentation (i.e., email, fax, certified letter) demonstrating good faith effort to notify Texas HUBs and Trade Organizations or Development Centers.

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

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G. HUB Subcontractors

1. Locate a list of HUB subcontractors on the Centralized Masters Bidders List (CMBL) at:

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

2. Select HUBs Only, Multiple Vendor Search, Enter NIGP Class / Item Code and Highway District #, click on Search.

Please note: Texas HUB vendors must have an active (A) certification on the date the solicitation is due. If the vendor’s HUB certification expires before the solicitation due date the HSP will be rejected as a failure to comply with the Good Faith Effort (GFE).

3.6 Response Deadline and Submission Requirements

A. Respondents are required to submit Responses in accordance with the requirements outlined in this document. Responses must be received by TWC on or before the date and time 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. Responses must be e-mailed to the designated email address in Section 3.1. TWC only accepts emailed responses. Responses received after the submission deadline will be disqualified. Note:

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

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 Response Instructions

A. Respondent will follow the instructions set forth in the Career Exploration Assessment Services 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 Response.

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

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

D. Submission of a Response indicates Respondent’s agreement that it understands the individual requirements of the RFO and will comply with them unless specifically stated otherwise by the Respondent.

3.7.1 No Marketing Materials

Brochures or other presentations beyond those requested and required to present a complete Response https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

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3.8 Response Organization

Respondent shall organize Response 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

Response shall be a maximum of one hundred (100) pages in total across all four (4) required Response Packages. Failure to stay within 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. All other documentation is included in 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 must submit a transmittal letter on company letterhead, signed by an individual with authority to bind the company in a contract with TWC. The transmittal letter shall include a statement that the person signing is authorized to contractually bind the organization.

B. Respondent must 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 Response. 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 separate Microsoft Word documents, with such files entitled “ABC_RFO_3202500039_Transmittal_Letter.docx” and “ABC_RFO 3202500039_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 Response will be disqualified as noncompliant. By signing, Respondent agrees to provide the services described in this RFO and agrees to abide by all TWC Terms & Conditions as specified in this RFO, except to the extent exceptions are filed, and in any Contract resulting from an award.

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

1. The final terms and conditions of any Contract shall be agreed upon during negotiation.

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However, the minimum required standard 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. 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 an internal Respondent’s 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 Response, Respondent will not be allowed to request an exception after submitting its proposal, during contract negotiations, or upon 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, VR Terms & Conditions (T&Cs), may make the offer unacceptable for award without discussion. If a Respondent proposes exceptions to the T&Cs, TWC may make an award without discussion to another Respondent that did not take exceptions to the T&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_3202500039_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

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ABC_RFO_3202500039_Qual.docx. Respondents that do not meet the minimum qualifications listed below will be disqualified from consideration.

A. 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 Career Exploration Assessment Services similar in size and complexity to the Career Exploration Assessment Services as required in this RFO.

B. Solution version proposed must be fully built, fully tested, production ready, and must have been in production use for a minimum of one-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 Response. 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 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 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 Practices (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.

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.

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

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

A. Dun and Bradstreet D-U-N-S number for the Respondent;

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 Complied 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.

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. See Section 7.1.9 (Proof of “Good Standing”).

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

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_RFO_3202500039_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

To acknowledge receipt of all Addenda, the Respondent shall provide a completed and signed “page one” of each Addendum.

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.

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Table 3: Response Package 1 Files

RFO Reference Form of Response

Respondent Transmittal Letter (See RFO Section 3.8.1.1.A)

ABC_RFO_3202500039_Transmittal_Letter.docx

Respondent Executive Summary (See RFO Section 3.8.1.1.B)

ABC_RFO_3202500039_Executive Summary.docx

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

ABC_RFO_3202500039_EOF (.pdf)

Respondent Qualifications (See RFO Section 3.8.1.3) ABC_RFO_3202500039_Qual.docx Respondent Financial Information (See RFO Section 3.8.1.4)

ABC_RFO_3202500039_Financial Info.docx

Addenda to the RFO (See RFO Section 3.8.1.5) ABC_RFO_3202500039_Addenda (.docx or .pdf) Attachment 3: VPAT (Completed) (See RFO Section 2.3)

ABC_RFO_3202500039_VPAT.docx

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

ABC_RFO_3202500039_PDAA.xlsx

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

ABC_RFO_3202500039_DCS_Templates.docx

Attachment 13: Data Privacy and Cybersecurity (See RFO Section 3.8.1.6) ABC_RFO_3202500039_Cybersecurity.docx

3.8.2 Response Package 2: Response to Service Requirements

3.8.2.1 Technical Solution Summary

A. Respondent shall provide a summary description of the technical solution the Respondent proposes to meet the requirements in the Attachment 7 – Requirements. TWC requests that Respondents evaluate the feasibility of leveraging these existing State investments to minimize transition timelines and maximize cost efficiencies.

B. 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.

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: Requirements.

D. The electronic version shall be in Microsoft Word format and must be entitled “ABC_RFO_3202500039_TechnicalSolution.docx.”

3.8.2.2 Response Requirements

A. Respondent shall respond to Attachment 7 – Requirements.

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B. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_3202500039_ResponseRequirements.docx”.

3.8.2.3 Cloud Hosting

A. Respondent shall respond to Attachment 7 – Requirements, Section 5.

B. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_3202500039_ 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_3202500039_ ResponseDeliverables.docx”.

3.8.2.5 Respondent Experience

A. In no more than ten (10) pages, and in keeping with the minimum qualifications as stated in

Section 3.8.1.3, Respondent shall include experience in a file entitled “ABC_RFO_3202500039_Experience.docx.” Respondent shall provide information regarding its past relevant experience for two (2) major career exploration assessment services system 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.

B. 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 the experience supports Respondent qualifications described in this

RFO.

C. Respondent shall not refer to information located outside the RFO Response, 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.

3.8.2.7 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 career exploration assessment services within the past five (5) years as the prime vendor.

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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.

Name:

Title:

Phone Number:

e-mail:

2.

Name:

Title:

Phone Number:

e-mail:

3.

Name:

Title:

Phone Number:

e-mail:

3.8.2.8 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: Terminated Contracts 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.

Name:

Title:

Phone Number:

e-mail:

2.

Title:

Phone Number:

e-mail:

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Company or Entity Name and Address

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

Reason for Termination

Contact Information

3.

Title:

Phone Number:

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”.

3.8.2.9 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 and the time frame for implementation. 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

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A. Respondent must include in its Response 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 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. Respondent must provide, as a separate Microsoft Word document, a file entitled “ABC_RFO_3202500039_ProposedOrganizationChart.docx.”

3.8.2.10 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.”

3.8.2.11 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.

B. Files to be included in Package 2 are summarized in the table below:

Table 7: Response Package 2 Files

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

ABC_RFO_3202500039_TechnicalSolution.docx

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

ABC_RFO_3202500039_ResponseRequirements.docx

Voluntary Information on Respondent Hosting its solution. (See RFO Section 3.8.2.3 and Attachment 7.)

ABC_RFO_3202500039_Response_Information_Respondent_ Cloud_Hosting.docx

Response to TWC CEAS Deliverables and Respondent Deliverables. See RFO Section

3.8.2.5 and Attachment 6.)

ABC_RFO_3202500039_ResponseDeliverables.docx

Respondent Experience. (See Section 3.8.2.6) ABC_RFO_3202500039_Experience.docx

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RFO Reference Form of Response Respondent References. See RFO Section

3.8.2.7 and Table 4.)

ABC_RFO_3202500039_References.docx

Respondent Terminated Contracts. (See RFO Section 3.8.2.8 and Table 5.)

ABC_RFO_3202500039_TerminatedContracts.docx

Proposed Organization Chart. (See RFO Section 3.8.2.9 and Table 6.)

ABC_RFO_3202500039_ProposedOrganizationChart.docx

Response to TWC Service Level Agreements.

(See RFO Section 3.8.2.10 and Attachment 8)

ABC_RFO_3202500039_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_3202500039_Pricing Cost Worksheet

Respondent Form of Invoice ABC_RFO_3202500039_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_3202500039_HUB Subcontracting_Plan.pdf” and include all supporting documentation in accordance with the HSP submitted. Refer to Section 3.4, 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).

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

E-mail Subject Line: HSP…