ESBD_390681_1737643823920_IFB-015-FY25 amendment.docx

IFB-016-FY25

Department of Information Resources Invitation for Bid

IFB-016-FY25

Name of good/service

Issued:

Responses Due: Tuesday January 28, 2025 2:00pm CT

Respondent Information RESPONDENT INFORMATION (To be completed by Respondent) Respondent Name

Address

City, State, Zip

Phone #

Email Address

VID #

Introduction and Background The Department of Information Resources (DIR) delivers the strategic thinking, purchasing power, and policy insights necessary to ensure organizations across all levels of state and local government can find, procure, and securely implement innovative technology. As the only state agency with a view into how every other agency uses technology, DIR helps the Texas legislature craft smart, statewide Information Technology (“IT”) policy. While DIR is specifically charged with overseeing state government, countless local government entities, including K-12 education organizations and public colleges and universities, also depend on DIR’s services to keep their technology reliable, secure and forward-looking. DIR has authority to complete the objectives of this procurement pursuant to Chapter 2054, 2155, 2156 and Chapter 2157, Texas Government Code. This Invitation for Bid (IFB) is not a solicitation for professional or consulting services as defined in Chapter 2254, Texas Government The objective of this IFB is to solicit responses from potential Respondents to provide a Secure Document Processing Software that works within Appian E-Procurement to DIR. As a result of this IFB, DIR expects to receive and evaluate responses and select one qualified vendor.

Requirements DIR intends to contract with the Successful Respondent to provide An Appian WebViewer Plugin for User based Processes, that is 100% Browser Based in order to create efficient and secure document workflows in Appian.

Required Functions:

· View Document

· Annotate

· Redact

· Edit

· Convert

· Sign

· Search

· Compare

· Collaborate

· Bookmark

· Merge, Split, Re-Order

· Data Extraction Term of Contract The Contract will commence on DATE of AWARD and remain in effect through August 31, 2025.

DIR may, in its sole discretion, may exercise the option to extend the Contract for up to 3 (three) one-year optional renewals.

Successful Respondent Qualifications Electronic and Information Resources (EIR) Accessibility A. Under Texas Government Code, Chapter 2054, Subchapter M, and DIR implementing rules, DIR’s state agency and Institution of Higher Education Customers must procure EIR that complies with the accessibility standards defined in the Texas Administrative Codes 1 TAC 206, 1 TAC 213, and in the Worldwide Web Consortium WCAG 2.0 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.

B. Accordingly, all vendors must provide accessibility documentation:

1. For each commercial product (also referred to as commercial off the shelf or COTS), and service products such as Software as a Service (SaaS), Platform as a Service (PaaS), and any other managed services that include a user interface, a completed Accessibility Conformance Report (ACR) included as Attachment A or the URL to view the ACR online. See IFB Section 5.1.1 for detailed requirements.

2. The Policy Driven Adoption for Accessibility (PDAA) for Vendor Self-Assessment (included as Attachment B). See IFB Section 5.1.2 for detailed requirements.

ACR Submission and Review A. All Respondents must provide ACRs created using the applicable sections of the Voluntary Product Accessibility Template (VPAT) Revised Section 508 Edition (version 2.3 or higher) or provide links to ACRs located on manufacturer(s)’ websites (where available) for every product (as defined above) 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 completed ACRs already exist, and there have been no changes to the product or service since April 18, 2020.

B. Respondents claiming that a proposed product or family of products is exempt from accessibility requirements must specify the product(s) as such in “Notes” located in the product information section of the VPAT v.2.3 or higher, or as an additional note in the product information section of older VPAT versions of the form, specifying each exempt product or product family with a supporting statement(s) for this position.

C. Respondents that do not already have accessibility documentation should complete the form included in the bid package or may obtain the form located here: http://www.itic.org/public-policy/accessibility. Resellers should obtain an ACR(s) from the manufacturer or provide links to the manufacturer’s accessibility documentation.

D. DIR will review a sample of ACRs for credibility and completeness.

E. Respondents that submit incomplete ACRs or are unable to provide or obtain ACRs for products it manufactures or for products from manufacturers it represents, may be required to submit a letter (Accessibility Statement) stating that some or all product(s) accessibility documentation may be missing, product accessibility is untested, and an explanation of alternate accommodation.

PDAA Submission and Self-Assessment Score A. All Respondents must complete the PDAA Self-Assessment Questionnaire for responses that include EIR or ICT. The PDAA generates a self-assessment score which is an indicator of the extent to which a Respondent’s organization has implemented accessibility best practices within operations and integrated accessibility criteria into all phases of a product life cycle. The PDAA is an organizational assessment, not an assessment of products or services.

B. PDAA score will be included in the evaluation and a missing or blank PDAA will receive a score of 0 (fail) and may disqualify the Response.

TX-RAMP

Where applicable, respondents shall comply with the requirements of the Texas Risk and Authorization Management Program (“TX-RAMP”). Information about TX-Ramp can be found at https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp.

Cybersecurity Training In accordance with Section 2054.5192, Texas Government Code, for any contract with a State agency or institution of higher education, if Successful Respondent, or a subcontractor, officer, or employee of Successful Respondent, will have access to a State computer system or database, then Successful Respondent shall ensure that such officer, employee, or subcontractor shall complete a cybersecurity training program certified under Section 2054.519, Texas Government Code, as selected by Customer. The cybersecurity training program must be completed by such officer, employee, or subcontractor during the term of the Contract and during any renewal period. Successful Respondent shall verify to the State agency or institution of higher education completion of the program by each such officer, employee, or subcontractor.

Pricing A. Respondents shall detail their pricing for items listed below. Price should be based on the unit of measure (e.g., per access, enterprise wide, etc.) in which the product or services are provided. Respondents should also provide a summary of any assumptions and exclusions.

B. These specifications are being advertised under Section 2155 067 of the Texas Government Code. Only bids on items conforming exactly to these specifications, which include proposing only the brand name(s), make and model number(s) specified, will be considered in determining an award.

Table 1: Initial Term Pricing

Table 2: Optional Year(s)

Historically Underutilized Businesses (HUB) A. If the Respondent is submitting a bid that will total over $100k for the initial term and all optional renewals combined, Respondent must complete a HUB Subcontracting Plan, using the template available at the link provided in Section 7.1 B below, and return it with the bid package.

B. The purpose of the Historically Underutilized Business (HUB) Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with the goals specified in the State of Texas Disparity Study. Each state agency must make a good faith effort to meet or exceed the goals identified below and assist HUBs in receiving a portion of the total contract value of all contracts that the agency expects to award in a fiscal year.

C. It is the policy of DIR to make a good faith effort to achieve the annual program goals by contracting directly with HUBs or indirectly through subcontracting opportunities in accordance with the Texas Government Code, Chapter 2161.252(b), and HUB Rules promulgated by the Comptroller of Public Accounts (CPA), 34 TAC, Chapter 20.

D. HUBs are strongly urged to respond to this IFB. Under Texas law, state agencies are required to make a good faith effort to assist HUBs in receiving certain percentages of the total value of contract awards. Successful Respondents who meet the qualifications are strongly encouraged to apply for certification as HUBs.

HUB Subcontracting Plan

1. DIR has determined that subcontracting is probable under any contract awarded as a result of this IFB. The HUB Goal for this IFB is 21.1%. ALL RESPONDENTS RESPONDING TO THIS IFB, 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 IFB. FAILURE TO COMPLETE THE HSP AS INSTRUCTED MAY RESULT IN DISQUALIFICATION OF THE RESPONSE FROM CONSIDERATION.

1. 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. Please review the HSP forms carefully and allow sufficient time to identify and contact HUBs and allow them to respond. NOTE: Respondent must demonstrate a good faith effort to contract with new HUBs if currently proposed HUBs have performed as subcontractors to the Successful Respondent for more than five years. If the Successful Respondent does not plan to subcontract, Successful Respondent must state that fact in their plan.

1. A list of certified HUBs is available on the Texas Comptroller of Public Accounts (CPA) Website at: https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. For additional information, contact the CPA’s HUB program office at StatewideHUBProgram@cpa.texas.gov. If Respondent knows of any businesses that may qualify for certification as a HUB, they should encourage those businesses to contact the CPA HUB program office.

Public Information Information, documentation, and other material in connection with this IFB or any resulting contract may be subject to public disclosure pursuant to Chapter 552 of the Texas Government Code (the “Public Information Act”). In accordance with Section 2252.907 of the Texas Government Code, Respondent is required to make any information created or exchanged with the State pursuant to the contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format that is accessible by the public at no additional charge to the State.

Evaluation of Responses DIR will review responses to determine responsiveness to this IFB. All determinations about responsiveness to this IFB are final. DIR intends to award this IFB to the respondent offering the best value.

Evaluation Criteria Pass/Fail Criteria In addition to the criteria listed below DIR also reviews additional Pass/Fail criteria as follows:

1. Complete and signed HUB Subcontract Plan if bid total is over $100,000; and

2. DIR will review compliance with applicable provisions of Texas Government Code Sections 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following reasons:

a) A score of less than a C in the Vendor Performance System; or

b) Currently under a Corrective Action Plan through the CPA, having repeated negative Vendor Performance Reports.

Evaluation Criteria DIR intends to award this IFB to the Respondent offering the best value to the State, as defined by Section 2157.003, Texas Government Code. Prices will be calculated and compiled in a bid tab.

Award of Contract DIR Executive Management shall make the decision to award any Contracts, if in the best interest of DIR and the State to do so. The decision of Executive Management on any award is final. Any Contract resulting from this solicitation is subject to all terms and conditions contained in Appendix A, Contract Terms and Conditions. All responses and working papers pursuant to this IFB are not subject to disclosure under the Public Information Act until all Contracts resulting from this IFB have been executed. Any Contract resulting from this solicitation is contingent upon the continued availability of lawful appropriations by the Texas Legislature.

Rejection of Responses DIR has sole discretionary authority and reserves the right to reject any and all responses received as a result of this IFB. Responses that do not comply with the mandatory submission requirements may be rejected. In addition, DIR reserves the right to accept or reject, in whole or in part, any responses submitted, and to waive minor technicalities when in the best interest of the State.

Right to Amend or Withdraw IFB

1. DIR reserves the right to alter, amend, or modify any provision of this IFB, or to withdraw this IFB, 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. DIR reserves the right to re-solicit for like or similar products and services whenever it determines re-solicitation to be in the best interest of the State.

1. Any changes or additional information regarding this IFB will be issued as an Addendum to the Respondents.

Schedule of Events DIR plans to comply with the following schedule for this IFB. These dates represent DIR’s desired schedule of events. DIR reserves the right to modify these dates at any time, with appropriate notice to prospective Respondents.

Table 3: Schedule of Events

Response Submittal Instructions

1. A signed response to the IFB must be received via email by the Point of Contact listed in Section 14 prior to the “Deadline for Submitting Response” date and time listed in Section 12 Schedule of Events. Respondent should submit their best pricing for services as outlined in this IFB. Bids shall remain valid for a minimum of sixty (60) calendar days.

A complete response is:

1. A signed IFB to include proposed pricing in Section 6;

2. HUB Subcontracting Plan (HSP) in accordance with requirements and thresholds set forth in Section 7;

3. Attachment A - VPAT 2.4 Rev 508 (March2022) (as applicable);

4. Attachment B - Policy Driven Adoption for Accessibility_Vendor Accessibility Development Services_Self Assessment (as applicable); and

5. A copy of the Respondent’s W-9. See Attachment C – Sample W-9.

6. Any additional document(s) from the manufacturer or software publisher requiring the signature of the Customer head, the chairman of its governing body, or a person to whom such signature authority has been properly delegated in the Customer Procurement Plan to fulfill the order.

1. The brand name or manufacturer’s references are descriptive only and indicate type and quality desired. These specifications are being advertised under Section 2155.067 of the Texas Government Code. Only bids on items conforming exactly to these specifications, which include pro-posing only the brand name(s), make and model number(s) specified, will be considered in determining an award.” All associated charges related to the equipment delivery must be provided on this form. For any questions, contact the Point of Contact listed below.

NOTE: (1) Late responses shall not be considered, (2) Awards will be made in the best interest of the State, (3) Respondents must specify if quoting all or none.

1. DIR reserves the right to make an award on the basis of low line-item price, low total of line items, or in any other combination that will serve the best interest of DIR and to reject any and all bid items at the sole discretion of the DIR. DIR also reserves the right to accept or reject all or any part of any bid, waive minor technicalities and award the contract to best serve the interests of DIR.

Point of Contact Tyler McKinley is the sole point of contact for this procurement. Routine correspondence may be directed to Tyler McKinley as follows:

Tyler McKinley, CTCD/CTCM Department of Information Resources E-mail: tyler.mckinley@dir.texas.gov

1. Respondents shall make no contact concerning this IFB with other DIR 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 DIR Historically Underutilized Business (HUB) office at dir.hub@dir.texas.gov is allowed solely for the purpose of addressing HUB Subcontracting Plan (HSP) questions.

Certification Statement The undersigned hereby certifies on behalf of (Respondent to insert company’s legal name here) that IFB-016-FY25 has been read and understood. In submitting its Response (Respondent to insert company’s legal name here) represents to DIR the following:

1. Respondent is capable of providing the products and services as described in the IFB;

2. Respondent is offering true and correct pricing and discounts for the products and services;

3. Respondent agrees, if awarded a contract, to abide by the terms and conditions of the resulting contract;

4. As of the date of signature below, Respondent is not listed in the prohibited vendors list authorized by Executive Order #13224, "Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism”, published by the United States Department of the Treasury, Office of Foreign Assets Control;

5. The Respondent certifies that the Respondent is not listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or Listed in Section 1260H of the 2021 NDAA; or Owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4; or Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4.

6. Respondent and its principals are not suspended or debarred from doing business with the federal government as listed in the System for Award Management (SAM) maintained by the General Services Administration;

7. Respondent certifies, under Texas Government Code, Sections 2155.004, 2155.006, and 2261.053 that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated, and payment withheld if this certification is inaccurate;

8. Respondent certifies that, to the extent applicable to this scope of this IFB, Respondent is in compliance with Health and Safety Code, Chapter 361, Subchapter Y, related to the Computer Equipment Recycling Program, and the related rules found at 30 TAC Chapter 328;

9. Respondent has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Response;

10. Respondent has not received compensation for participation in the preparation of specifications for this solicitation as required by Texas Government Code, Section 2155.004(a);

11. Respondent has not, nor has anyone acting for Respondent, violated the antitrust laws of the United States or the State of Texas, nor communicated directly or indirectly to any competitor or any other person engaged in such line of business for the purpose of obtaining an unfair price advantage;

12. Respondent is not currently delinquent in the payment of any franchise tax owed the State of Texas and is not ineligible to receive payment under Section 231.006 of the Texas Family Code and acknowledges the Contract may be terminated and payment withheld if this certification is inaccurate, and any Respondent subject to Section 231.006 must include names and social security numbers of each person with at least 25% ownership of the business entity submitting the Response, prior to award; Enter the name and Social Security Numbers for each person below (alternatively, if this section applies, Respondent may make a note here and include Names and Social Security Numbers on a separate page and include it in the electronic folder labeled “Confidential and Proprietary.”

13. Respondent agrees that any payments due under this Contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas;

14. Respondent agrees to comply with Texas Government Code, Section 2155.4441, relating to use of service contracts for products produced in the State of Texas;

15. Respondent certifies it is in compliance with Texas Government Code, Section 669.003, relating to contracting with executive head of a Customer; if Section 669.003 applies, bidder will complete the following information for the bid to be evaluated:

Name of Former Executive:__________________ Name of Customer:_____________________ Date of Separation from Customer:_________ Position with Bidder:_______________________ Date of Employment with Bidder:_____________

16. Respondent certifies for itself and its subcontractors that it has identified all current or former, within the last five years, employees of the State of Texas assigned to work on the DIR Contract twenty percent or more of their time and has disclosed them to DIR and has disclosed or does not employ any relative of a current or former State employee within two degrees of consanguinity, and, if these facts change during the course of the Contract, Respondent certifies it shall disclose for itself and on behalf of subcontractors the name and other pertinent information about the employment of current and former employees and their relatives within two degrees of consanguinity;

17. Respondent represents and warrants that the provision of goods and services or other performance under the Contract will not constitute an actual or potential conflict of interest and certifies that it will not reasonably create the appearance of impropriety;

18. Respondent certifies that if a Texas address is shown as the Principal Place of Business in Exhibit A, Respondent Information Form, Respondent qualifies as a Texas Resident Bidder as defined in Texas Administrative Code, Title 34, Part I, Chapter 20;

19. Respondent understands and agrees that Respondent may be required to comply with additional terms and conditions or certifications that an individual Customer may require due to state and federal law (e.g., privacy and security requirements);

20. Respondent agrees that these representations will be incorporated into any subsequent agreement(s) between Respondent and Customer that result from this IFB;

21. Respondent certifies that there ☐ have / ☐ have not been canceled contracts in the past five years. NOTE: If “have” is checked, Respondent must complete and submit Attachment 1 List of Respondent’s Canceled Contracts; if “have not” is checked, Respondent shall include a statement certifying that they have had no canceled contracts in the past five years;

22. Respondent certifies, under Texas Government Code, Section 2155.0061, that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated, and payment withheld if this certification is inaccurate;

23. If Respondent is required to make a certification pursuant to Section 2271.001 of the Texas Government Code, Respondent certifies that Respondent does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation. If Respondent does not make that certification, Respondent must indicate that in its Response and state why the certification is not required;

24. Under Section 161.0085 of the Texas Health and Safety Code, Respondent certifies that the individual or business entity named in this Response is not ineligible to receive the specified contract;

25. If Respondent is required to make a certification pursuant to Government Code Section 2275.0102, Respondent certifies that neither it nor its parent company, nor any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental entities of China, Iran, North Korea, Russia, or any other country designated by the Governor under Government Code Section 2275.0103, or (2) headquartered in any of those countries;

26. If Respondent is required to make a verification pursuant to Section 2276.002 of the Texas Government Code, Respondent verifies that Respondent does not boycott energy companies and will not boycott energy companies during the term of the Contract. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the verification is not required; and

27. If Respondent is required to make a verification pursuant to Section 2274.002 of the Texas Government Code, Respondent verifies that it (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the verification is not required.

Respondent’s authorized agent must sign below. By signing this document, Respondent acknowledges that all information contained in the document is true and correct and Respondent agrees to comply with all terms and conditions of this document. Failure to sign below will disqualify this bid. By signing this bid, Respondent certifies that if a Texas address is shown as the address of the Respondent, then Respondent is claiming that it qualifies as a Texas Bidder as defined in Section §2155.444, Texas Government Code

ATTACHMENT 1

List of Respondent’s Cancelled Contracts THIS FORM MUST BE COMPLETED/SIGNED BY RESPONDENT FOR ANY IDENTIFIED CONTRACT CANCELLED WITHIN THE PAST FIVE YEARS REFERENCE AND SUBMITTED WITH THE RESPONDENT’S RESPONSE Respondent may add additional fields as necessary to comply with the required disclosure.

RESPONDENT NAME: __________________________________________________________________

COMPANY NAME

COMPANY ADDRESS

(Street, City, State, Zip Code)

*CONTACT NAME / PHONE

*E-MAIL

DESCRIPTION OF SERVICE:

REASON FOR CANCELLATION:

COMPANY NAME

COMPANY ADDRESS

*CONTACT NAME / PHONE

*E-MAIL

DESCRIPTION OF SERVICE:

REASON FOR CANCELLATION:

COMPANY NAME

COMPANY ADDRESS

*CONTACT NAME / PHONE

*E-MAIL

DESCRIPTION OF SERVICE:

REASON FOR CANCELLATION:

* NOTE: Do NOT complete these fields if DIR is the Cancelled Contract Reference image1.png