ESBD_453826_1757969980375_582-26-00018 - TIMS - Solicitation - Final.pdf

TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

Cover Page

Date: 09/15/2025

Type of Solicitation: Request for Offer (RFO)

Name of Solicitation: Texas Information Management System (TIMS)

Solicitation Number: 582-26-00018

Class 926, Item 14

Responses Due

October 14, 2025, at 3:00 p.m. Central Time.

Pre-Proposal Conference September 22, 2025, at 9:00 a.m. Central Time.

Pre-Proposal Conferences are held virtually, using Microsoft Teams Live Event. See Page 6 for further details.

The link for the Pre-Proposal Conference is provided below:

Pre-Proposal Conference

Pre-Proposal Conference is not mandatory.

Deadline for Submission of Questions

September 26,2025 at 3:00 p.m. Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate):

October 2, 2025.

Description:

The purpose of this Request for Offer (RFO) is to select a Contractor to establish a telecommunications network and centralized database system to support real-time and batch electronic transmission of vehicle information and test results from vehicle exhaust emissions inspection analyzers, as well as inquiries from the Texas Commission on Environmental Quality (TCEQ), the Texas Department of Public Safety (DPS), the Texas Department of Motor Vehicles, and local law enforcement agencies.

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Historically Underutilized Business (HUB) Subcontracting Plan Note:

Subcontracting opportunities have not been identified. See additional information under the Responder General Instructions.

PURCHASING AUTHORITY:

• Purchase of Automated Information Systems (RFO) Gov’t Code Chapter 2157

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Solicitation Table of Contents

SECTION 1: General Information

• Cover Page

• Solicitation Table of Contents

• TCEQ Points of Contact for This Solicitation

• Response Submission Procedure

• Responder General Instructions

• Responder Special Instructions

• FTPS User’s Quick Guide for Solicitations

SECTION 2: Scope of Work and Evaluation Criteria

• Scope of Work

• Evaluation Criteria o Responder Qualifications Organization and Financial Resources Past Performance o Technical Approach to Performing the Scope of Work Technical Plan Management Plan Quality Assurance Plan o Price Form / Cost Offer

SECTION 3: Draft Contract Documents

• Contract Signature Page

• Contract Documents List

• Special Terms and Conditions

• General Terms and Conditions

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachments:

o Attachment A: Implementation Schedule o Attachment B: List of Key Personnel o Attachment C: Sample Release of Claims Form to be returned with final invoice, unless otherwise specified in the Contract

SECTION 4: Response Documents – To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (not submitted as part of Response)

• Signed Cover Pages of Addenda

• Responder Qualifications o Organization and Financial Resources o Past Performance

• Technical Approach to Performing the Scope of Work o Technical Plan o Management Plan o Quality Assurance Plan

• Price Form / Cost Offer

• Preferences

• HUB Subcontracting Plan Forms (if applicable)

• Certifications (not submitted as part of Response)

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TCEQ Points of Contact for This Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Demetria Avery Telephone: (512) 239-0368 Email: Demetria.Avery@tceq.texas.gov

Secondary Contact

Name: Yvette Owens Telephone: (512) 239-5715 Email: Yvette.Owens@tceq.texas.gov

Please allow one business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the HUB Coordinator, all communication regarding this solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions: Procurements&Contracts@tceq.texas.gov

TCEQ Historically Underutilized Business (HUB)

HUB Coordinator Name: Claribel Diaz Email: Claribel.Diaz@tceq.texas.gov

Assistant HUB Coordinator Name: Maria Rodriguez Email: Maria.Rodriguez@tceq.texas.gov

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Response Submission Procedure via TCEQ’s File Transfer Protocol Secure (FTPS) Server

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file.

Responses to the Solicitation may only be submitted to TCEQ’s FTPS server. The email address is listed below.

Responder must:

a. Upload the file(s) to TCEQ’s FTPS site,

b. Select the file(s) and click the “Share” button. Note: Press the Share button to share files, not the Share- or the Share√ buttons.

c. Enter esbd-response@tceq.texas.gov as the email address. Click "Add" and then “OK.” Click OK again to confirm the file share.

d. A “Notify Recipients” message will appear. Add the Solicitation Number, Solicitation Name, and the Due Date for Responses before the text in the box that says, “One or more files have been shared…” and send the message.

For instructions for using TCEQ’s FTPS Server, please visit:

FTPS User’s Quick Guide for Solicitations (https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx)

The FTPS User’s Quick Guide is also attached below (after Instructions).

For more detailed directions for using TCEQ’s FTPS Server, please visit:

TCEQ FTPS Help Page (https://ftps.tceq.texas.gov/help/)

Please note: Responses uploaded to TCEQ’s FTPS server without completing the share file(s) steps will not be considered submitted.

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Responder General Instructions

The terms response and proposal are used interchangeably to mean the submission by the Responder to this Solicitation.

Pre-Proposal Conference

Pre-Proposal Conference will be held virtually (no physical location). The date and time are listed on the Cover Page of this Solicitation.

Participants can join the Microsoft Teams Live event for this conference by following the link on the Cover Page. Participants will be asked to either download the Windows application or view the presentation on the web.

Any scheduling changes to the Pre-Proposal Conference made after the posting of this Solicitation will be announced in an addendum posted on the Electronic State Business Daily (ESBD) link https://www.txsmartbuy.gov/esbd.

Questions Regarding the Solicitation

Deliver questions in writing no later than the Deadline for Submission of Questions listed on the Cover Page. Questions must be submitted to the following email address: Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD. TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab G.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions which may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

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Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

A HUB Subcontracting Plan is not required because:

☐ TCEQ has not identified any subcontracting opportunities for this Solicitation.

☒ TCEQ expects the value of the Solicitation to be less than $90,000, including all renewals.

If the Responder’s proposal includes subcontracting opportunities or the potential value of any contract will exceed $90,000, including all renewals, then the Responder must include a HUB Subcontracting Plan.

The HUB Subcontracting Plan (HSP) forms and additional information about the HUB program are found at the Texas Comptroller’s website:

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

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses.

Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and shall not be password protected. In order for the Response to be deemed responsive, the electronic version must contain the entire Response.

Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections. If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch X 11-inch paper. Any maps may be submitted to allow for printing on 11-inch X 17-inch paper. Standard font size for the Response shall be 10 to 12 point. Charts and maps may use smaller font size, but not less than 8 point.

Language shall be American English.

• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed

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Page 7 of 179 Request for Offer: 582-26-00018 https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create a PDF of the entire Response for email submission to the TCEQ.

Submission of Responses

• Submit the Response by the due date and time on the Cover Page using FTPS, as specified under Submission Procedures section. TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified.

TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be, at TCEQ’s discretion, rejected as non-compliant.

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered. TCEQ will not be responsible for the failure of email services.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 calendar days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 calendar days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

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Selection

Depending on the applicable procurement method and solicitation type, in order to secure the best value for the State, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to submit a BAFO. Conduct discussions on Responses scoring within a competitive range and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of work that TCEQ foresees needing performed.

• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

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• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretions deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with Legislative Budget Board (LBB) reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

Conflict of Interest

Responder shall disclose apparent, potential or actual conflicts of interest known with the Response in Tab G. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period. TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

(End of Responder General Instructions)

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FTPS User’s Quick Guide for Solicitations

How to Create an Account

1. Enter https://ftps.tceq.texas.gov/ut.php into your web browser.

Note: it is important to use the same computer when creating an account and when accessing emails from the FTPS system.

2. Click on the “Sign up a new account” button.

3. Enter a name (company name, for example) and an email address. These two fields are required to be completed. Click the Submit button when done.

4. A confirmation box will appear with additional information. Click the OK button.

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5. Check for an email from ftp_account@tceq.texas.gov. To set up your password for your account, click on the link in the email. This will take you back to the FTPS site.

6. Set your password, then click the “Reset Password” button.

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7. A box appears, confirming that your password has been reset. Click “OK”.

How to Use FTPS to Upload Documents

1. Enter https://ftps.tceq.texas.gov into your web browser.

2. Enter your Username and Password. Click “Login”.

3. Click on the “Upload Files” button at the bottom of the screen.

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4. From your computer, find and click on the file or files you want to upload. You can upload multiple files at one time.

5. The uploaded file(s) will now appear in the list. Place a check in the box beside the file or files to be shared. Once the files are selected, click the “Share” button.

6. In the pop-up “Share Files” box, enter esbd-response@tceq.texas.gov in the email address box and click the “Add” button. Confirm the correct email address was entered, and then click the “OK” button.

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7. Another confirmation screen appears, displaying the file or files that have been uploaded and the email address. Click the “OK” button.

8. IMPORTANT: The “Notify Recipients” box appears with pre-filled text.

Insert the solicitation number and name in front of the pre-filled text. The text in the red box, below, is an example. Click the “OK” button.

9. A confirmation that the email was sent appears. Click the “OK” button.

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10. You will be returned to the Home page. Click the “Logout” button in the top right corner.

-End-

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SECTION 2:

SCOPE OF WORK AND EVALUATION CRITERIA

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SCOPE OF WORK

TABLE OF CONTENTS

SCOPE OF WORK

TABLE OF CONTENTS

SECTION 1: INTRODUCTION AND OVERVIEW OF REQUIREMENTS

1.1 PURPOSE OF THIS REQUEST

1.2 DEFINITIONS AND ACRONYMS

1.3 PHASES OF THE CONTRACT

1.3.1 Design and Integration

1.3.2 Beta/Rollout

1.3.3 Operating

1.4 KEY ACTION DATES

1.5 RESPONSIBILITIES OF TCEQ

1.6 RESPONSIBILITIES OF TXDMV

1.7 RESPONSIBILITIES OF DPS

1.8 RESPONSIBILITIES OF THE CONTRACTOR

SECTION 2: INTRODUCTION TO THE INFORMATION MANAGEMENT SYSTEM

2.1 INTRODUCTION

2.2 OBJECTIVES OF THE SYSTEM

2.3 TIMS REQUIREMENTS

2.4 OPERATION OF TIMS

2.4.1 Connection Frequencies and Transaction Throughput Capability

2.4.2 Development and System Changes

2.4.3 Disaster Recovery Planning

2.5 BACK-UP AND BACK-UP STORAGE

2.6 SYSTEM JOURNAL FILES

SECTION 3: ADMINISTRATIVE REQUIREMENTS

3.1 PRODUCTIVE USE REQUIREMENTS

3.1.1 In-Use Requirements

3.2 INSTALLATION

3.2.1 Certification of Equipment Readiness

3.2.2 Acceptance Test Procedure

3.3 IMPLEMENTATION SCHEDULE

3.4 MANAGEMENT PLAN

3.4.1 Requirements

3.4.2 Organization Charts

3.4.3 Job Descriptions

3.4.4 Start-Up Personnel

3.4.5 Project Personnel

3.4.6 Personnel Training Program

3.4.7 Code of Conduct

3.4.8 Project Managers and Technical Staff

3.5 MEETINGS

3.5.1 Monthly Meetings

3.5.2 Kickoff Meeting

3.5.3 Review Meetings

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3.5.4 Additional Meetings

3.6 REPORTS

3.6.1 Monthly Reports

3.6.2 Design and Integration Summary Report

3.6.3 Quarterly Operating Phase Reports

3.7 MAINTENANCE REQUIREMENTS

3.8 TRAINING

3.8.1 Overview

3.8.2 Training Plan

3.9 OTHER ADMINISTRATIVE REQUIREMENTS

3.9.1 Procedures Manual

3.9.2 Subcontractors

3.9.3 Security

SECTION 4: SPECIFICATIONS

4.1 INTRODUCTION

4.2 OVERVIEW

4.3 HOST SERVER FUNCTIONS

4.3.1 Function 1: TAS VID Transmittals

4.3.2 Function 2: Establish and Maintain the VID

4.3.3 Function 3: VID host server and TxDMV database

4.3.4 Function 4: VID VIN Decoding Software Program

4.3.5 Function 5: System Setup and Testing

4.3.6 Function 6: Billing TAS Stations

4.3.7 Function 7: System Redundancies and Contingency Plan

4.3.8 Function 8: Data Collection

4.3.9 Function 9: Technical, Management, and Statistical Reports

4.4 TECHNICAL REQUIREMENTS OVERVIEW

4.4.1 Required Responses

4.4.2 Index of Technical Requirements

4.4.3 Technical Requirements

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SECTION 1: INTRODUCTION AND OVERVIEW OF REQUIREMENTS

1.1 PURPOSE OF THIS REQUEST

The purpose of this Request for Offer (RFO) is to select a Contractor to establish an Information and Data Management System, referred to as the “TIMS” or “system,” to support real-time and batch electronic transmission of motor vehicle information and test results to and from the test analyzer systems (TASs), as well as inquiries from the Texas Commission on Environmental Quality (TCEQ), the Texas Department of Public Safety (DPS), the Texas Department of Motor Vehicles (TxDMV), and local law enforcement agencies.

This Contract anticipates there will be no payments made by the State to the Contractor for services obtained under the Contract. The total price, including profit, for performance of the Contract will be billed back to the testing stations on a charge-per-transaction basis. The Texas Inspection and Maintenance (I/M) program requires an emissions test for gasoline-fueled, two through twenty-four year-old vehicles registered and primarily operated within an I/M program area. Vehicles that are commuting into the program areas on a routine basis and are registered in the counties adjacent to the I/M program counties may be incorporated by remote sensing, and thereby become subject to testing. The I/M program areas are the Dallas-Fort Worth area (Collin, Dallas, Denton, Ellis, Johnson, Kaufman, Parker, Rockwall, and Tarrant Counties), the Houston-Galveston-Brazoria area (Brazoria, Fort Bend, Galveston, Harris, and Montgomery Counties), the El Paso area (El Paso County), and the Austin-Round Rock area (Travis and Williamson Counties). The San Antonio area (Bexar County) will be added to the I/M program beginning November 1, 2026. The Contractor shall be responsible for creating and managing the Texas Information and Management System (TIMS) for the I/M program, including: the integration of the current database containing vehicle safety and emissions testing data; real-time transmission of motor vehicle information; and safety and emissions test information, reports, and ad hoc queries of the database. In addition, the Contractor shall be responsible for the development of various software applications that assist in inspection station and inspector administration, meeting U.S. Environmental Protection Agency (EPA) and state reporting requirements, identifying potentially fraudulent stations and/or inspectors (Triggers), identifying motorists who do not comply with the I/M program (registration denial element), and managing covert and overt auditing of inspectors and emissions testing stations.

1.2 DEFINITIONS AND ACRONYMS

The terms in this document shall have the meaning commonly ascribed to them unless specifically defined otherwise. The following defined references will be used throughout this solicitation and any contract:

Acceptance – Acceptance or approval of the system and completion of each project phase shall be made in writing only by the authorized TCEQ agent.

Annual – Occurring each year.

Application Software – Software designed to fulfill specific needs of a user.

ASM – Acceleration Simulation Mode. An emissions testing system that approximates mass emissions via pollutant concentration measurements during several steady-state modes using a dynamometer.

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Availability – The degree to which a system or component is operational and accessible when required for use.

Calibration Gas – A blend of gases, the concentrations of which are accurately known, used to check and adjust the accuracy of the TAS.

Call – A communication session attempt between the TAS and the TIMS for sending and receiving data using a TCEQ-approved method such as an internet connection.

CFR – Code of Federal Regulations.

Communications Network – The total network of devices and transmission media (radio, cables, etc.) necessary to transmit and receive data.

Contractor – A business entity or individual that has a contract to provide goods or services to the State. The Contractor has been selected through a competitive procurement process to establish and operate the TIMS for the State of Texas.

CSV – Comma separated values, also known as comma delimited values, usually describing the structure of the values stored in a text file.

Data – A representation of facts, concepts, or instructions in a manner suitable for communication, interpretation, or processing by humans or automatic means.

Data Communications – The transmission and reception of data, often including operations such as coding, decoding, and validation.

Decentralized Emissions Inspection – Existing system for vehicle inspections using privately owned and operated, DPS-certified, facilities to conduct vehicle emissions testing and repair.

Defect or “Nonconformity” – A failure of a good, service, or the work, to conform to the specifications, drawings, samples, or other descriptions set forth in this Contract or otherwise furnished or adopted by TCEQ (including any product documentation provided by Contractor).

DPS – The Texas Department of Public Safety.

Dynamometer – A device consisting of rollers, flywheels and/or resistance motors upon which a motor vehicle is driven, simulating on-road loads upon the vehicle engine and drive train.

ECS – Emissions Control System. The sensors and actuators that control the vehicle’s emissions, such as the exhaust gas recirculation system (EGR), the evaporative emissions control system, and the positive crankcase ventilation system (PCV).

Emissions Standards – The federal exhaust and evaporative emissions standards a vehicle must meet, according to test procedures adopted by the State, which will permit a vehicle to pass the emissions portion of its safety inspection.

Emissions Testing System – Vehicle emissions testing devices including, but not limited to, On-Board Diagnostics (OBD) and Remote Sensing Devices (RSD).

EPA – The U.S. Environmental Protection Agency.

EPA Rules – 40 CFR Part 51 Subpart S and all appendices thereto, and the enhanced I/M test procedures described in 40 CFR Sections 85.2201-2231.

HTTPS – Hypertext Transfer Protocol Secure. Used for secure communication over a computer network.

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IBTTL – Inspector Based Trigger Threshold Lockout. A lockout applied to an inspector with an excessive number of inspections with fraudulent indicators.

I/M – Inspection/Maintenance. Automotive emissions inspection programs, administered by a government entity, in which a vehicle’s exhaust emissions are measured or collected and, if the emissions exceed program standards for that vehicle, the vehicle must be repaired and retested.

Interactive Processing – Processing in which the transactions are processed one at a time, often eliciting a response from a user before proceeding. An interactive system may be conversational, implying continuous dialogue between the user and the system.

Interface – A shared boundary between system elements; defined by common physical interconnections, signals, and meanings of interchanged signals.

Interface Requirement – A requirement that specifies an external item with which a system or system component must interact, or that sets forth constraints on formats, timing, or other factors caused by such interaction.

Maintenance – The process of modifying a software or hardware system or component after delivery.

MAC Address – A unique identifier assigned to the network interface in the test analyzer system used for communicating with the TIMS.

Mobile Source Emissions – Toxic and smog-causing gases introduced to the atmosphere by the exhausts of cars, trucks, buses, etc.

OBD – On-Board Diagnostics. An on-board diagnostic system that allows a vehicle’s computer to identify abnormal operations of the vehicle’s engine or emissions systems.

Off-the-Shelf – Production items that are either available from current stock or can be easily attained by purchase or immediately manufactured. Also, the term relates to computer software or equipment that can be used by a customer with little or no adaptation, thereby saving time and expense of developing their own.

On-Road Testing Device – An exhaust gas analyzer capable of measuring vehicle exhaust gas content while the vehicle is in motion on the road or at roadside.

Preconditioning – Operating a vehicle in a manner that brings the engine to its normal operating temperature.

Pressure Test – A check for proper functioning of the vehicle’s evaporative emissions control system, which prevents fuel vapors from escaping into the atmosphere. The pressure test checks the evaporative emissions system for leaks.

Principal Period of Maintenance – The time period from 7:00 A.M. to 7:00 P.M. Central Time (CT), Monday through Saturday. These are the standard operating hours of test stations during which the majority of calls to the network are expected.

Program Areas – Counties in which TCEQ and DPS administer the I/M program.

Programming Support Environment – An integrated collection of software tools accessed via a single command language to provide programming support capabilities throughout the software life cycle. The environment typically includes tools for specifying, designing, editing, compiling, loading, testing, configuration management, TEXAS COMMISSION ON

Page 22 of 179 Request for Offer: 582-26-00018 and project management. It is sometimes called an integrated programming support environment.

Programming System – A set of programming languages and the support software (editors, compilers, linkers, etc.) necessary for using these languages with a given computer system.

Reliability – In data communications or computer equipment, the extent to which hardware or software operates in a repeatable manner, often characterized (for hardware) as low mean-time-between-failures (MTBF).

RSD – Remote Sensing Device. A computer-controlled optical system that measures the exhaust emissions of passing vehicles by shining infrared light across a roadway at tailpipe level and measuring the amount of radiation of specific wavelengths absorbed by the exhaust plumes.

Tampered Vehicle – A vehicle whose emissions control components have been modified, disconnected, or removed, or whose engine has been modified, in violation of the TCEQ regulations specified in 30 Texas Administrative Code §114.20.

TAS – Test Analyzer System. This term includes an OBD system. TCEQ develops and updates the TAS Specifications.

TAS Manufacturer - The manufacturers of TAS used in the I/M program.

TIMS – The Texas Information Management System for the I/M program.

Triggers – Contractor-developed software applications and/or reports that, at a minimum, assist in identifying potentially fraudulent stations and inspectors, supporting the I/M program.

TSI – Two-Speed Idle. Acronym used for the “Idle Exhaust Gas Test Analyzer System Unit,” one of the TASs used by the emissions testing stations when conducting an emissions test.

TSBs – Technical Service Bulletins. Information disseminated by vehicle manufacturers and the repair industry to assist technicians in testing and/or repairing specified vehicles.

TxDMV – The Texas Department of Motor Vehicles.

TX-RAMP - “TX-RAMP” means the Texas Risk and Authorization Management Program established by the Department of Information Resources (DIR) that provides a standardized approach for security assessment, authorization, and continuous monitoring of cloud computing services that process the data of a state agency. To become TX-RAMP certified, entities must submit prescribed documentation to DIR.

Information regarding TX-RAMP is currently located at:

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

VID – Vehicle Information Database. The VID shall incorporate and maintain specified vehicle data from the TxDMV files, information from prior emissions tests, and must include the integration of vehicle testing information from the current TIMS contractor.

VIN – Vehicle Identification Number. A unique code, including a serial number, used by the automotive industry to identify individual motor vehicles and to describe unique

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ENVIRONMENTAL QUALITY

Page 23 of 179 Request for Offer: 582-26-00018 https://www.tceq.texas.gov/downloads/air-quality/mobile-source/txvehanlspecs.pdf https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp characteristics about the vehicle. The VIN is broken into three sections. Section one, designated as the World Manufacturers Identification, uniquely identifies the nation of origin, manufacturer, make, model, and type of vehicle. Section two, designated as the Vehicle Description Section, uniquely identifies the attributes of the vehicle such as model, body, style, engine, etc. The third section is designated as the Vehicle Identification Section. In this third section, the characters represent the vehicle model year, the plant of manufacture, and the sequential production number. In 1981, the United States Department of Transportation required manufacturers selling over-the-road vehicles in the United States to produce the vehicles with a seventeen alphanumeric character VIN. Prior to 1981, typical VINs ranged from five to seventeen alphanumeric characters.

VIR – Vehicle Inspection Report. The report printed by the TAS after an emissions test that displays test results, motor vehicle information, and pass/fail status.

1.3 PHASES OF THE CONTRACT

The deadlines listed below are target dates by which TCEQ intends the Scope of Work (SOW) phases to be completed. Finalized deadlines will be agreed to in the Implementation Schedule. The Contract period runs from date of last signature of the contract to August 31, 2031.

1.3.1 Design and Integration

Upon commencement of the Contract with the Contractor, the “Design and Integration Phase” of the Contract begins. During this phase, the Contractor begins the detailed planning and design tasks and creation of the centralized database. This phase continues until all telecommunication networking, database management, connectivity for the TASs and State agencies, and program procedures have been properly tested according to the requirements of the Acceptance Test Procedure (ATP) described in Section 3 of this SOW. The Design and Integration Phase shall be completed no later than, but preferably before, May 3, 2026.

1.3.2 Beta/Rollout

Following the Design and Integration Phase, the Beta/Rollout Phase shall commence on or before May 4, 2026. During the Beta/Rollout Phase, emissions testing stations shall be brought on-line for sample testing. In addition, training activities shall also be conducted during this phase. The Beta/Rollout Phase shall continue until satisfactory operation of the system is demonstrated to TCEQ in accordance with the requirements of the ATP described in Section 3 of this SOW. The Beta/Rollout Phase shall be completed on or before July 30, 2026.

1.3.3 Operating

The final phase of the Contract will be the Operating Phase. During this phase, which will begin on or before August 2, 2026, testing stations will perform emissions testing as part of the safety inspection program of DPS. During the Operating Phase of the Contract, the Contractor may receive payment from the network users for emissions test transactions. In addition to maintaining the network, the Contractor shall be responsible for the activities defined in this RFO and in the Contract. The Operating Phase shall continue through the duration of the Contract period.

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1.4 KEY ACTION DATES

The TCEQ Responders Pre-Proposal conference will begin at 9:00am central time, September 22, 2025, on a Microsoft Teams meeting live event under this link:

TCEQ has generated the following schedule to implement a program that meets the goals, objectives, and mission as stated in this Contract. The following table contains the milestone dates and times by which the projected actions need to be taken or completed.

TCEQ places a high priority on beginning the Beta/Rollout phase on or before May 4, 2026, and the Operating phase on or before July 30, 2026. The Contractor must be prepared to commit to each milestone date included in the Implementation Schedule.

ACTION

NUMBER

DESCRIPTION DATE TIME

Solicitation Posted to

ESBD

9/15/25 5:00 p.m.

Responders Pre- Proposal Conference

9/22/2025 9:00 a.m.

Solicitation Response Due Date

10/14/2025 3:00 p.m.

4 Award of Contract 12/01/2025 5:00 p.m.

Commencement of Contract, begin Design and Integration phase

12/01/2025 5:00 p.m.

Communications Protocol Due to TAS manufacturers

On or before 01/11/2026 5:00 p.m.

Development TIMS available to TAS manufacturers

On or before 01/25/2026 8:00 a.m.

8 Production TIMS on-line On or before 04/05/2026 5:00 p.m.

Begin Beta/Rollout phase

On or before 05/04/2026 7:00 a.m.

10 Operating phase begins On or before 07/30/2026 12:00 a.m.

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1.5 RESPONSIBILITIES OF TCEQ

TCEQ has the following primary responsibilities:

• adopt rules and regulations concerning the operation of the I/M program;

• provide various reviews and appropriate approvals required by the Contract;

• implementation of the I/M program; and

• EPA reporting.

1.6 RESPONSIBILITIES OF TXDMV

TxDMV is the repository of vehicle registration data. The Contractor will interface with TxDMV to obtain the vehicle registration data. The Contractor will pay any and all fees associated with obtaining the data from TxDMV.

1.7 RESPONSIBILITIES OF DPS

DPS has the following primary responsibilities:

• implementation of the I/M program in coordination with TCEQ;

• maintaining the vehicle inspection cloud (central DynamoDB) database;

• enforcement of the I/M program; and

• auditing the performance of the I/M program.

1.8 RESPONSIBILITIES OF THE CONTRACTOR

The primary responsibility of the Contractor in the Program Areas shall be to provide a fully implemented and maintained system that consists of, but is not limited to, a communications network, support for communications interface, central database system and service, hardware, application software, and programming and maintenance services for the entire system. The Contractor has the sole ultimate responsibility for all actions necessary to ensure that the system meets the requirements of the Contract unless specifically designated otherwise therein.

Immediate access to test results is imperative to the State’s mandate to improve, and more closely monitor, the efficiency and performance of the I/M program. Except as explicitly provided, all costs incurred in the performance of the Contract shall be borne by the Contractor.

TCEQ takes no responsibility for the accuracy or completeness of any of the information, estimates, projections, or assumptions set forth in any of the reference sources referred to or incorporated by reference in this RFO. No plea of ignorance of conditions that exist or of conditions or difficulties that may be encountered will be accepted as an excuse for any failure or omission on the part of the Contractor to fulfill in every detail all of the requirements of the Contract or will be accepted as a basis for any claim whatsoever for extra compensation. The information and requirements set forth in this RFO take precedence over all previously published documentation.

In general, the Contractor shall be responsible for:

• submission of a plan of action and establishment of performance standards, subject to TCEQ approval;

• development of procedures to support the electronic transmission of data, subject to TCEQ approval;

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• development of application software and hardware required to implement and maintain the network and database systems;

• creation of the centralized vehicle emissions information database that includes inspection cloud database loading functionality;

• procurement of the equipment and hardware of appropriate type and in sufficient quantity to ensure proper operation of the network and database systems;

• interfacing with TCEQ, DPS, TxDMV, and entities approved by TCEQ;

• arrangement, management, and support of on-line access to the system by the

TASs;

• obtaining VIN decoding software;

• obtaining the vehicle registration data, with weekly and annual updates;

• obtaining the data needed to create vehicle reference tables (VRT) to be used by the TAS;

• arrangement, management, and support of on-line access to technical service bulletins (TSBs) and manufacturer’s recall information by authorized users;

• scheduling and administration of system implementation throughout all phases of the contract, subject to TCEQ approval;

• on-going monitoring and reporting of system performance results;

• development of management reports and statistics upon request of TCEQ;

• development of various software applications for TIMS that assist in station and inspector administration, EPA and state reporting, Triggers, registration denial, and managing covert and overt auditing of inspectors and emissions testing stations; and

• development of network and database support services responsive to future requirements.

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SECTION 2: INTRODUCTION TO THE INFORMATION MANAGEMENT SYSTEM

2.1 INTRODUCTION

This RFO outlines the requirements for an Information and Data Management System to support real-time and batch electronic transmission to and from TASs located throughout Texas to the central database maintained by the Contractor. The intent of this RFO is designed to take advantage of functional capabilities of OBD inspection equipment to validate vehicle identification, to electronically transmit inspection results via a telecommunications network, and to improve and more closely monitor the performance of the I/M program.

The primary operational objective of the TIMS is to facilitate real-time electronic transmission of emissions testing results, to enable immediate update of motor vehicle information, and to provide immediate access to critical management and enforcement data. In addition, the Contractor is responsible for the development of various software applications for the TIMS that assist in station and inspector administration, EPA and State reporting, identifying potentially fraudulent stations and/or inspectors (Triggers), identifying motorists who do not comply with the I/M program (registration denial element), and managing covert and overt auditing of inspectors and emissions testing stations. The Contractor shall also be responsible for the development and maintenance of the hardware and hosting this system. The Contractor is required to support the electronic collection of data from fixed and remote sites and the processing and analysis of that data to identify emissions testing stations and vehicles that are not in compliance with State laws.

Additionally, the Contractor must:

• provide on-line inspection as well as TSBs and manufacturer’s recall information to all emissions testing stations in a manner that will assist “test-and-repair,” “test-only,” and “recognized repair” facilities in maximizing mobile source emissions reductions and achieving cost-effective vehicle repairs; and

• create a flexible, responsive system environment that allows the Contractor, TCEQ (including TCEQ authorized entities), DPS, and TxDMV to obtain immediate access to inspection data for program performance auditing; to detect and resolve potential problems at the inspection and/or repair site; to process and monitor both inspection site and vehicle-specific data for assistance in the reduction or elimination of fraud that dilutes the effectiveness of the I/M program; and to verify vehicle status.

2.2 OBJECTIVES OF THE SYSTEM

The primary TIMS objectives are to:

• electronically transmit all emissions test, calibration, and analyzer repair and maintenance records from TASs to the VID;

• provide on-line inspection, waiver, diagnostic, and repair information to assist emissions testing stations in maximizing mobile source emissions reductions and cost-effective vehicle repairs;

• maximize the matching of test results with the appropriate vehicle record in the VID by creating a more accurate vehicle database;

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• transmit vehicle history to the TAS, and, where the vehicle’s most recent result is a failed test, enable the TAS to automatically set testing parameters for a “Re-inspection” test mode and alert technician to the “Failed” status;

• store and manipulate data from inspections, including the processing and tracking of citations;

• prohibit unauthorized emissions tests;

• prohibit unauthorized access to the system; and

• collect, process, and analyze data, including:

support enforcement programs that are directed toward eliminating fraud and noncompliance in the performance of emission-related inspections and repairs;

facilitate the development of vehicle emissions performance profiles and diagnostic information; and support the vehicle registration denial element by identifying motorists who do not comply with the I/M program.

2.3 TIMS REQUIREMENTS

The Contractor shall be fully responsible for providing and maintaining hardware, software, communications interface, application development, and ongoing service support. The system must handle transmissions from fixed and remote sources and must demonstrate flexibility to support new application development and expanded database requirements.

The system includes the establishment of a telecommunications network and a centralized VID. The database system shall be housed and operated within a computer system run by the Contractor. The host for the primary and back-up VIDs and the “Help Desk” services must be located in the United States. The VID system shall:

• incorporate and maintain specified vehicle data from the TxDMV files;

• incorporate emissions…