ESBD_441946_1753993040244_SurveyFormsIFB020FY25.docx

Surveys and Forms IFB-020-FY25

Department of Information Resources Invitation for Bid Surveys and Forms SaaS Platform Tool

IFB-020-FY25

Issued: 7/31/2025 Responses Due: August 14,2025 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 objective of this Invitation for Bid (IFB) is to solicit responses from potential Respondents to provide a Survey and Forms Platform SaaS Tool to the Department of Information Resources (DIR). As a result of this IFB, DIR expects to receive and evaluate responses and select a qualified vendor. DIR reserves the right to make a single award or multiple awards as determined by DIR to achieve the highest overall value to the State.

Requirements DIR or its designee intends to contract with the Successful Respondent to provide a Survey and Forms Platform SaaS tool for forty (40) seats or licenses with the option to add in five to ten increments. DIR utilizes SurveyMonkey throughout for internal and external surveys. Surveys and forms are used to capture improvements, feedback, and report concerns. Responses are then able to be turned into graphs, charts, and allow metrics to be developed from the information collected.

Respondent shall provide SaaS subscription licenses for the Licensed Software listed on the Pricing Table. The licenses must include telephone support, authentication, integrations, and a customer support. Each Licensed Software seat must include unlimited responses and access to all platform features including advanced branching, piping and multilingual support.

Any catalog, brand name, or manufacturer’s reference used in the solicitation is descriptive only (not restrictive) and is used to indicate the type and quality desired.

Requirements/Specifications

· More than 250 available templates

· Multi-factor Authentication

· Application Programming Interface (API) compatibility

· Customizable forms, polls and surveys

· AI-powered survey builder

· Analytics and reporting

· Custom permission sets and user management

· Segmentation of Workgroups for privacy and confidential data

· Integrations to BI tools - SPECTRUM, Salesforce, Microsoft Teams, Tableau, etc.

· Collect payments

· TXRAMP Certification

· Accessibility/PDAA

· Event Registration

· Form testing before deployment – or ability to delete test records

· Field drop-down list

· Branching logic

· Skip logic

· Ability to publish survey URL to a website

· File uploads – currently 50MB (docx, pptx, pdf, xlsx)

· Email notification when new survey submitted

· Ability to export survey response to PDF

· Ability to bulk export survey responses to Excel or CSV

· Email confirmation to submitter

· Anonymous submission (for surveys and evaluations)

· Mobile friendly design

· Link Shortening

· IP Address collection Optional Specifications

· Include PDF of survey response in notification email

· Ability for submitter to start survey and save/finish later

· Customer dashboards

· Multi-channel feedback (email, messaging apps or chatbot, mobile)

· Information triggering based on survey responses (ex if they score low, can it create a ticket for resolution, all while sending them information to help).

Term of Contract The Contract will commence on DATE of AWARD and remain in effect through August 31,2026.

DIR may, in its sole discretion, may exercise the option to extend the contract for up to 2 (two) one-year optional renewals.

The Successful Respondent agrees that DIR may require continued performance, beyond the initial or any renewal Contract term, of any of the within described services at the rates specified in the Contract. This option may be exercised more than once, but the total extension of performance hereunder shall not exceed ninety (90) calendar days. Such extension of services shall be subject to the requirements of the Contract, with the sole and limited exception that the original date of termination shall be extended pursuant to this provision. DIR may exercise this option upon thirty (30) calendar days written notice to the Successful Respondent.

Successful Respondent Qualifications

5.1 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 state agency. 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 Customer state agency are institution of higher education completion of the program by each such officer, employee, or subcontractor.

Pricing A. Respondents shall detail their pricing 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. Start with 40 license/seats with the ability to add 5-10 additional license/seats. Respondents should also provide a summary of any assumptions and exclusions with any differences in level features when increased or decreased.

Table 1: Initial Term Pricing (Enter your product information)

1.

2.

3.

4.

5.

Table 2: Optional Year One (Enter your product information)

1.

2.

3.

4.

5.

Table 3: Optional Year Two (Enter your product information)

6.

7.

8.

9.

10.

Historically Underutilized Businesses (HUB) 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.

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.

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.

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

· 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.

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 (5) years. If the Successful Respondent does not plan to subcontract, Successful Respondent must state that fact in their plan. HUB Resources Available 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.

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 signing of the 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.

1. Best Value Factors, other than price, that may be considered in making an award are: (1) Life cycle costs. (2) Quality and reliability of goods and services. (3) Delivery terms. (4) Indicators of probable vendor performance. (5) Cost of employee training associated with a purchase. (6) The effect of a purchase on agency productivity. (7) Other factors relevant to determining best value for the state set forth in the solicitation.

2. ADDITIONAL BEST VALUE CRITERIA: As provided in Government Code §2157.003, additional best value criteria will be used on all information technology equipment or service purchases including but not limited to: (1) Compatibility to facilitate exchange of existing data. (2) Capacity for expansion and upgrading to more advanced levels of technology. (3) Quantitative reliability factors. (4) Level of training required to bring end-users to a stated level of proficiency. (5) Technical support requirements for maintenance of data across a network platform and management of the network hardware and software. (6) Items, features, etc., which are in addition to requirements listed.

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 this 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.

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 4: Schedule of Events

Response Submittal Instructions A. A signed response to the IFB must be received via email by the Point of Contact listed in Section 13 prior to the “Deadline for Submitting Response” date and time listed in Section 11 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.

B. 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.

C. The 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 the DIR and to reject any and all bid items at the sole discretion of the DIR. The 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 the DIR.

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

Ava Ruschmyer, CTCD, CTCM Department of Information Resources E-mail: ava.ruschmyer@dir.texas.gov

B. 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-020-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 Respondents 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. 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;

6. Respondent certifies, under Texas Government Code, Sections 2155.004 and 2155.006, 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;

7. 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;

8. 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;

9. 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);

10. 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;

11. 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.”

12. 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;

13. 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;

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

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

15. Respondent certifies for itself and its subcontractors that it has identified all current or former, within the last five (5) years, employees of the State of Texas assigned to work on the DIR Contract twenty percent (20%) 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 (2) 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;

16. 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;

17. Respondent certifies that if a Texas address is shown as the Principle 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;

18. 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); and

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

20. Respondent certifies that there ☐ have / ☐ have not been canceled contracts in the past five (5) 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 (5) years.

21. Respondent represents and warrants as required by Texas Government Code section 2270.002, by executing this Contract, that Respondent does not, and will not during the term of this Contract, boycott Israel. Respondent further certifies that no subcontractor of the Respondent boycotts Israel or will boycott Israel during the term of this Contract. Respondent agrees to take all necessary steps to ensure this certification remains true during the term of this Contract; and 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.

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 term 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 (5) 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