ESBD_456112_1758592366973_25-009 FINAL for Bonfire-ESBD.pdf

RFO 701-25-009,

INSTRUCTIONAL

MATERIALS INTERNET

WEBSITE

Summary The Texas Education Agency (TEA) is seeking qualified respondents to use an agile approach for Application Development, Maintenance, Support Business Intelligence/Data Warehouse

Comprehensive Web Development and Managed Services of Instructional Material Review and Approval (IMRA).

Authorized by:

Texas Education Code §31.025 and Senate Bill 1, 89th Regular Legislative Session, 2025, Article III, Rider 2.a.(3)

Responses are due October 22, 2025 - 2:00 P.M. Central Time

TEA Contracts and Purchasing Division TEASolicitations@tea.texas.gov

Kristi Nichols-Arnold mailto:TEASolicitations@tea.texas.gov

Table of Contents

1. Purpose, Background, and Scope of Work

1.1. Purpose

1.2. Background and Defined Termss

1.3. TEA Mission and Procurement Authority

1.4. Anticipated Schedule of Events

1.5. Contract Term

1.6. Budget

1.7. Scope of Work, Project Description, and Project Requirements

1.8. Project Success Metrics

1.9. Collaboration

1.10. Contract Monitoring and Dispute Resolution Procedures

2. Submission Process and Instructions

2.1. Response Format

2.2. Electronic Submission Process

2.3. Communication

2.4. Response Requirements

2.5. Conflict of Interest

3. Response Format and Content

3.1. Requested Information

3.2. Understanding of the Project, Methodology, and Technical Components

3.3. Staffing Plan, Experience, Qualifications, Evaluation, and Management

3.4. Task, Activity, Deliverable, and Budget Plan………………………………….………………………….30

3.5. Contractor Provided Reports

3.6. Approved Templates

3.7. Sample Meeting Agendas

3.8. Project Initiation

3.9. Contractors Financial Capability

4. Response Review and Evaluation

4.1. Response Review

4.2. Evaluation Criteria

5. Contractual Requirements

5.1. Incorporation and Order of Precedence

ATTACHMENT A: NOTICE OF INTENT TO SUBMIT AN OFFER

ATTACHMENT B: CONTRACT TERMS, CONDITIONS, RESPONSE PREFERENCES, AND EXECUTION

OF OFFER

ATTACHMENT C: HISTORICALLY UNDERUTILIZED BUSINESS SUBCONTRACTING PLAN

ATTACHMENT D: RESPONSE COVER PAGE AND QUESTIONNAIRE

ATTACHMENT E: TASK, ACTIVITY, DELIVERABLE, AND BUDGET PLAN

ATTACHMENT E1: SERVICE LEVEL AGREEMENT

ATTACHMENT E2: PROJECT ORGANIZATIONAL CHART

ATTACHMENT E3: CHANGE AND RISK MANAGEMENT PROCESSES, AND KNOWLEDGE

TRANSFER

ATTACHMENT F: DELIVERABLE DESCRIPTIONS AND GENERAL ACCEPTANCE CRITERIA

ATTACHMENT G: CONFLICT OF INTEREST ANALYSIS FORM

ATTACHMENT H: INFORMATION SECURITY REVIEW

ATTACHMENT I: DATA CENTER SERVICES (DCS) INFRASTRUCTURE REQUIREMENTS

ATTACHMENT J: TX-RAMP QUESTIONNAIRE

GLOSSARY

1. Purpose, Background, and Scope of Work

1.1. Purpose

The Texas Education Agency (TEA) seeks a qualified contractor to design, develop, and support a modern, user-centered digital system for the Instructional Material Review and Approval (IMRA) and local classroom review processes. The selected contractor will use an agile approach to deliver a secure, accessible, and scalable web-based application that streamlines how instructional materials are reviewed, approved, and managed. Services include user research, application development, integration with TEA systems, performance monitoring, and ongoing support. The solution must meet state and federal accessibility standards, align with TEA branding, and support data-driven decision-making through robust analytics and reporting.

1.2. Background and Defined Terms

In 2023, the 88th Texas Legislature passed House Bill (HB) 1605, which significantly reformed how instructional materials are reviewed, approved, and funded in Texas public schools. The legislation directed the State Board of Education (SBOE) to establish a new, centralized process for evaluating High-Quality Instructional Materials (HQIM), replacing the previous Proclamation and Texas Resource Review (TRR) systems. This new process is known as the IMRA process.

To support the IMRA process, TEA launched im.tea.texas.gov, a public-facing web application that serves as the central platform for instructional materials review. This application enables publishers to submit materials, facilitates coordination of expert reviews, and provides public access to approved instructional content and review outcomes. The platform is essential to ensure that the IMRA process is transparent, efficient, and aligned with legislative requirements.

In addition to the centralized expert review, HB1605 also requires a local classroom review process. This process allows educators across Texas to evaluate how well instructional materials align with classroom needs and instructional practices. To support this, TEA will develop a new web-based module within the IMRA platform. This module will enable educators to access materials, complete structured reviews, and submit feedback through a secure, user-friendly interface.

As the IMRA process continues to evolve, TEA seeks a qualified contractor to provide ongoing development, maintenance, and support for the im.tea.texas.gov platform. The selected contractor will help ensure the application remains responsive to user needs, scalable for future growth, and compliant with all applicable accessibility and security standards.

https://im.tea.texas.gov/

As used in this solicitation, the following capitalized terms shall have the meaning as specified below:

Term Definition API Application Programming Interference BAFO Best and Final Offer CAP Corrective Action Plan CCB Change Control Board CDN Content Delivery Network CFD Cumulative Flow Diagram CI/CD Continuous Integration and Continuous Deployment CMBL Centralized Master Bidders List CMS Contract Management System DIR Department of Information Resources DoD Definition of Done DoR Definition of Ready EIR Electronic and Information Resources ERD Entity-Relationship Diagram ESBD Electronic State Business Daily FERPA Family Education Rights and Privacy Act GUI Graphical User Interfaces HB 1605 House Bill 1605 HIPPA Health Information Portability and Accountability Act HQIM High-Quality Instructional Materials HSP Historically Underutilized Business Subcontracting Plan HSTS HTTP Strict Transport Security HUB Historically Underutilized Business as defined in Texas Government

Code § 2161.001 ICCB Infrastructure Change Control Board IMRA Instructional Material Review and Approval ITG IT Governance IVV Independent Verification and Validation KPI Key Performance Indicators OSI Open-Source Initiative PCI DSS Payment Card Industry Data Security Standards PM Project Manager POC Point of Contact QAP Quality Assessment Plan RBR Request for Budget Revision RPO Recovery Point Objective State or Texas State of Texas SBOE State Board of Education SLA Service Level Agreement SME Subject Matter Expert SOP Standard Operating Procedures SQL Structured Query Language https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm

TAC Texas Administrative Code TADBP Task, Activity, Deliverable, and Budget Plan TEA Texas Education Agency TEA Procurement Staff

TEA procurement professional(s) responsible for leading the planning, solicitation, and contract formation processes.

TEA Project Manager, TEA Program Staff, or TEA Contract Manager

TEA staff members who are the subject matter experts concerning this solicitation, one or more of whom will manage the contract(s) resulting from this solicitation.

TGC Texas Government Code TLS Transport Layer Security TRC Technology Review Committee TRR Texas Resource Review TX-RAMP Texas Risk and Authorization Management Program UAT User Acceptance Testing UI/UX User Interface and User Experience VPTS Contractor Performance Tracking System WCAG Web Content Accessibility Guidelines WIP Work in Progress XSS Cross-site scripting

1.3. TEA Mission and Procurement Authority

TEA is the state agency responsible for overseeing primary and secondary public education in Texas. TEA’s mission is to improve outcomes for all public-school students in the state by providing leadership, guidance, and support to school systems; every child, prepared for success in college, career, or the military.

TEA has adopted a strategic plan comprised of four strategic priorities built upon five key actions identified below. These may be updated in the future and can be found on the TEA website located here, https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan:

• Strategic Priorities o Recruit, support and retain teachers and principals o Build a foundation for reading and math o Connect high school to career and college o Improve low-performing schools

• Key Actions (Continuous Improvement) o Supported Educators o Ready Students o Rigorous Engagement o Aligned Systems o Actionable Goal-setting https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan

This procurement supports TEA’s strategic plan directly related to Rigorous Engagement.

Identifying high-quality instructional materials helps to ensure that all students engage with rigorous content.

This procurement is authorized by Texas Education Code §31.025 and Senate Bill 1, 89th Regular Legislative Session, 2025, Article III, Rider 2.a.(3).

Pursuant to Texas Government Code §§2151.004(d) and 2155.131, The Office of the Comptroller of Public Accounts has delegated authority to TEA to conduct this solicitation and to award a contract for the purposes stated herein.

1.4. Anticipated Schedule of Events

DATE EVENT

September 22, 2025 Publication of solicitation in the Electronic State Business Daily (ESBD) at: http://www.txsmartbuy.com/esbd. Contractors must have an Euna Procurement (Bonfire) account to provide a submission to TEA. HUB-related questions must be directed to the HUB Office HUBOffice@tea.texas.gov

September 26, 2025 Last day to submit written questions about this solicitation no later than 2:00 P.M. Central Time. Submit questions via Contractor Discussion in the Bonfire portal

October 3, 2025 Final publication of questions and answers October 3, 2025 TEA preferred date to receive Notice of Intent to submit an offer https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2151.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm http://www.txsmartbuy.com/esbd https://tea.bonfirehub.com/portal/?tab=openOpportunities https://tea.bonfirehub.com/portal/?tab=openOpportunities mailto:HUBOffice@tea.texas.gov

October 22, 2025 Response(s) due no later than 2:00 P.M. Central Time October 2025 – November 2025

Response Check-In, Evaluations, and Oral Presentations (if required)

November2025 – December 2025

Commencement of contract negotiations with selected contractor(s)

January 2026 Anticipated start date of contract

1.5. Contract Term

The contract term is for a total of four state fiscal years commencing from contract execution or an agreed-upon contract start date. Any period starting at contract execution or agreed upon contract start date that is less than a state fiscal year will not count toward the total number of state fiscal years. All contracts are subject to appropriation of funds by the Texas Legislature.

Contractors must not perform any work before both parties have signed a contract. TEA will not pay for services the contractor performs for TEA prior to contract execution.

1.6. Budget

TEA may award one or more contracts from this solicitation. TEA reserves the right not to award a contract from this solicitation. Responses must include a detailed Task, Activity, Deliverable, and Budget Plan (TADBP), as described elsewhere in this solicitation and in Attachment E. The TADBP must clearly identify offered prices related to each deliverable for each fiscal year of the contract. The TADBP must be valid for at least 120 business days from the solicitation closing date.

The proposed budget and payments to a contractor must be based on satisfactory completion and TEA acceptance of deliverables. TEA will establish monthly invoicing procedures for the awarded contract(s) aligned to completion and acceptance of the deliverables. TEA will pay invoices for the satisfactory performance of services, receipt with acceptance of specified deliverables, and receipt of properly prepared invoices and supporting documentation.

1.7. Scope of Work, Project Description, and Project Requirements

This solicitation is designed to seek high-quality responses from contractors for the following services.

TEA is leading a statewide effort to modernize and streamline the review and approval of instructional materials through the IMRA process, as authorized by HB1605 (88th Texas Legislature). This initiative includes the development and ongoing enhancement of im.tea.texas.gov, the primary digital platform supporting the IMRA process.

TEA’s vision is to ensure that all Texas students have access to high-quality instructional materials that are aligned with state standards, meet the needs of diverse learners, and are accessible to educators, families, and the public. The IMRA platform is central to this vision, serving as the digital hub for publishers, reviewers, educators, and the public to engage with the instructional materials review process.

The successful contractor will play a critical role in the continued development, maintenance, and support of the IMRA platform, including:

• Enhancing the core IMRA application to support publisher submissions, expert reviews, public transparency, and reporting.

• Developing a new web-based module to support the local classroom review process, which allows educators across the state to evaluate instructional materials in real classroom settings. This module must be intuitive, secure, and scalable to accommodate thousands of educators and reviewers.

• Ensuring accessibility and compliance with:

o WCAG 2.1 AA standards o Data privacy requirements (See Attachment B, Section 19 Confidential Information, FERPA, and Information Security Requirements) o TEA’s branding Branding Standards | Texas Education Agency o TEA’s security policies (See Attachment B, Section 20. Information Security

Requirements)

• Providing agile development services, including sprint planning, backlog refinement, user story development, testing, and deployment.

• Collaborating closely with TEA staff, including product owners, program leaders, and IT stakeholders, to ensure the platform meets evolving program needs and legislative requirements.

• Delivering user-centered design and usability improvements based on ongoing research, feedback, and analytics.

• Supporting integration with TEA’s internal systems and data infrastructure, including future connections to the agency’s data lake.

TEA requires a minimum of 3 scrum teams for this RFO. Responses should include sufficient staffing to support this level of work.

TEA expects the contractor to bring a highly skilled, collaborative team with experience in agile software development, user experience design, accessibility, and enterprise-level web application support. The contractor must demonstrate a strong understanding of public-sector technology projects and a commitment to transparency, quality, and continuous improvement.

The success of this project depends on the contractor’s ability to deliver a stable, user-friendly, and adaptable platform that supports TEA’s long-term goals for instructional materials quality, transparency, and educator empowerment.

https://www.w3.org/TR/WCAG21/ https://tea.texas.gov/about-tea/news-and-multimedia/branding-standards

TX-RAMP

Pursuant to TGC 2063, the awarded contractor must comply with the requirements of the state risk and authorization management program. The awarded contractor must maintain compliance of the requirement throughout the term of the contract. Any third-party cloud computing services leveraged as part of the contract to store, process, or transmit TEA data is subject to Texas Risk and Authorization Management Program (TX-RAMP) requirements and must be disclosed as part of the response. Additional information about TX-RAMP can be found on the DIR website here: Texas Risk and Authorization Management Program (TX-RAMP) | Texas Department of Information Resources.

The TX-RAMP certification application can be found here: TX-RAMP Scoping Tool for Vendors Survey

Contractors must provide answers regarding TX-RAMP in Attachment J.

Electronic and Information Resources (EIR) Accessibility Standards

Any EIR produced as part of the resulting contract must follow all accessibility standards referenced in Attachment B. EIR includes documents, websites, and audio & video presentations. These standards include but are not limited to the following requirements:

1. All images and other non-text objects must contain appropriately descriptive alternative text and null alternative text;

2. Tables should only be used for tabular data and must include valid row and column header tags;

3. Header tags (h1, h2, etc.) must be used to convey document structure;

4. Users must be able to navigate the web pages, including all links, features, forms, navigations, and sub-navigation, using the keyboard only;

5. All scripted features must be able to function using the keyboard only with losing focus;

6. All form fields must have descriptive form labels;

7. All information conveyed with color must also be available without color;

8. Foreground and background color combinations must provide sufficient contrast when viewed by someone with color deficits or when viewed on a black and white screen;

colors used in the design must be WCAG 2.1, Level AA standards for color/contrast ratio;

and

9. Video and audio content must follow accessibility guidelines and include closed captioning and audio descriptions; audio files must include written transcripts; audio and video controls must be operable using a keyboard only.

Cybersecurity Training

If the awarded contractor requires access to any state computer system or database, the awarded contractor shall complete cybersecurity training and verify completion of the training program to TEA pursuant to and in accordance with TGC 2063. (See Attachment B)

Transition Plan https://statutes.capitol.texas.gov/Docs/GV/pdf/GV.2063.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 https://texasdir.surveymonkey.com/r/28CCRGJ https://texasdir.surveymonkey.com/r/28CCRGJ https://statutes.capitol.texas.gov/Docs/GV/pdf/GV.2063.pdf

To facilitate the transition of the application to TEA maintenance and continual oversight, the contractor must:

1. Create and maintain a development manual throughout the project that includes clear and detailed descriptions of how the application was designed and built and all applicable code tables.

2. Participate in knowledge transfer meetings with TEA IT and program staff at least twice a year to provide relevant information about the application build (i.e., info from the development handbook), walkthroughs of development.

The Outgoing Contractor shall submit to TEA requested reports and data. TEA will not release the final invoice until all materials are returned to TEA or their designee. TEA Contract Manager shall approve the transition plan prior to its implementation. The transition plan must minimize the impact on continuity of operations and maintain communication with TEA Contract Manager and the new contractor.

Security and Data Privacy Requirements

Appropriate levels of security shall be implemented to meet federal, state, and local regulations, particularly the Family Education Rights and Privacy Act (FERPA) and Health Information Portability and Accountability Act (HIPAA). (See Attachment B)

1. TEA and its business partners are required to comply with TGC 2063, requiring all data agency websites or applications that process sensitive personal information or confidential information be subjected to vulnerability and penetration testing, and to address any vulnerability identified.

2. Websites shall be accessible through a secure connection (HTTPS-only, with HTTP Strict Transport Security (HSTS)), utilizing Transport Layer Security (TLS) version 1.2 or higher.

TEA retains the right to scan websites for vulnerabilities and requires remediation of identified issues in a timely manner not to exceed three months, compliant with the Payment Card Industry Data Security Standards (PCI DSS) at a minimum.

3. Provide secure configuration guidelines that were utilized that fully describe all security relevant configuration options and their implications for the overall security of the software. The guidelines shall include a full description of dependencies on the supporting platform, including operating system, web server, and application server, and how they should be configured for security.

4. The following sample list of requirements is given to exemplify best application and development practices:

a. Usage-limiting techniques and other protective countermeasures wherever a denial-of service or automated attack vulnerability is clearly inherent in the architecture.

b. Sufficiently strong encryption, per industry standards, wherever confidential data is at rest or traverses a network.

c. Effective error handling that does not return unnecessarily verbose message to the user that could be used to gain insight into the application internals or other privileged processes or data.

5. The contractor will notify TEA immediately upon learning of any actual or suspected security breach or denial of service attack. A security breach is an incident in which sensitive, protected, or confidential data may have been viewed, stolen, altered, or used by an individual unauthorized to do so. A denial-of-service attack is a cyber-attack where the perpetrator seeks to make a machine or network resource unavailable to its intended users by temporarily or indefinitely disrupting the services of a host connected to the Internet.

Service Level Agreements:

1. Bugs at the highest level of priority are those that prevent customers from using the application, users are unable to meet deadlines, or major functions are not working as suspected. These bugs are prioritized for the same day fix. Bugs that impact critical features of the application, but where workarounds exist, must be corrected within 30 calendar days. Bugs that result in non-critical, but important features being unavailable to the end user must be corrected within 60 calendar days.

2. A threshold of 10 bugs that escape production for any release will be used as the quality threshold to not pay for that deliverable.

3. For any highest priority, critical production bugs, the contractor will engage in a root-cause analysis to identify any quality control or other issues to understand why the problem happened and develop a plan to prevent re-occurrence.

4. Best-in-class performance and response time. (See ATTACHMENT E1: SERVICE LEVEL

AGREEMENT)

1.8. Project Success Metrics

Parameter Description Priority Objective Acceptable +/- Variance

User Satisfaction

User satisfaction and positive feedback: Measure the extent to which users are satisfied with the new application and offer positive feedback

Measurement Method:

Post-Implementation Survey:

A comprehensive survey administered to users quarterly each year. Questions will focus on ease of use, task completion, information relevance, and overall satisfaction. The contractor will be responsible for creating the survey with approval from TEA on the format, questions and distribution method.

85% user satisfaction rating

+/- 5%

Data Driven Insights & Decision Making

Provide actionable data insights to enhance strategic decision-making and improve efficiency through comprehensive reporting and analytics Measure the impact of the software on the speed and accuracy of decision-making processes.

Measurement Method:

Analysis of decision-making cycle times (before and after software implementation), comparison of decision outcomes against Key Performance Indicators (KPIs), and user surveys assessing the perceived value and usability of the data insights provided by the software.

10% reduction in process time and 10% decrease in maintenance costs.

+/- 5%

Project Acceptance Criteria

• Each deliverable meets the requirements and specifications outlined in the SOW.

• Contractor provides comprehensive training and documentation that is accessible and available for TEA staff and end-users.

• Stakeholders are satisfied with the functionality and design of the application.

• TEA IT stakeholders understand what is required for ongoing application management and maintenance.

• The application adheres to all applicable laws and regulations, such as data privacy and accessibility standards.

• The application adheres to performance and security requirements.

• The application adheres to all relevant WCAG 2.1 AA accessibility standards

• TEA branding guidelines.

• The application functions flawlessly across all modern devices and browsers.

• The application is fully functional, accessible, and user-friendly.

• The application is optimized for scalability, reliability, and maintainability.

• The application successfully integrates with TEA systems.

• The application undergoes Independent Verification and Validation (IVV) to ensure there are independent reviewers checking the application to ensure it meets the requirements and specifications.

• The project success metrics are met within the variance specified.

• User testing validates the usability and effectiveness of the application.

Known Risks, Constraints, and Dependencies Known Risks

• Change in project scope: While the project will adhere strictly to the scope defined in this SOW, TEA's priorities or user needs may evolve during the project, requiring adjustments to the release or sprint scope and potentially impacting deadlines and budgets.

• Stakeholder management: Coordinating with various stakeholders within TEA and across government agencies can be complex, leading to potential delays or conflicting feedback.

• Technical compatibility: Integrating the new website with existing TEA systems and ensuring compatibility with various devices and accessibility standards could present technical challenges.

• Security concerns: Protecting sensitive user data and government information must be a top priority throughout the project, requiring adherence to strict security protocols.

• Communication gaps: Inadequate communication about approved changes or status of change requests can lead to confusion and rework among team members.

Constraints

• Approval Processes: The multi-layered approval processes for certain types of changes (e.g., budget, contractual, procurement) can limit flexibility and potentially slow down the project if timelines for approvals are not taken into consideration.

• Budget limitations: The project will have a defined budget, which may limit the options for technology, design, and development. As with all state appropriated funding, the budget may expire at the end of the biennium.

• Documentation Requirements: Time required to ensure clear and detailed reporting of requirements, design, and issues must be considered when attempting to gain approval for contractual deliverables, especially when tied to payment.

• Timeline constraints: Meeting the desired launch date may require working under tight deadlines and prioritizing critical features over less essential ones.

• Limited IT resources: TEA may have limited internal IT resources to support the project, requiring the contractor to provide comprehensive technical expertise and support.

• Existing branding guidelines: The new application or website must adhere to established TEA branding guidelines, limiting design flexibility in some areas.

• Accessibility compliance: Meeting current WCAG 2.1 AA accessibility standards is mandatory for government websites, adding an additional layer of complexity to development and testing.

• Project Management Tools: The project team must use TEA’s suite of tools (e.g., Jira Software, Jira Advanced Roadmaps, Jira Dashboards, Jira Service Management, Modern Requirements, Zephyr Scale, and Tempo) to manage roadmaps, schedules, sprint activities, and reporting. Additionally, the project team must utilize Microsoft 365 products and Smartsheet.

• Contractor staff: Contractor team members will be required to onboard TEA as a contractor and use a TEA email address and TEA Microsoft and TEA licensed software or tools. All work must be conducted on the TEA network for this project.

• Technology Review Committee: All software and hardware must be approved by TEA’s Technology Review Committee prior to use.

• Software and Documentation: All software and documentation, including data, code, designs, open-source contributions, and deployment tools, produced by the awarded contractor shall be owned by TEA and may be released into the public domain.

• Software Build and Deployments: All software builds and deployments must follow TEA’s IT Dev Ops procedures.

• Infrastructure Change Control Board: All software and hardware configuration changes that are accessed through the TEA network must be approved by TEA’s Infrastructure Change Control Board (ICCB).

• Independent Verification and Validation: All software delivered by the contractor must show evidence of completing IVV to ensure there are independent reviewers checking the product or system and ensuring it meets the requirements, specifications, and application quality needs.

• Open-Source Initiative: The awarded contractor is encouraged to prioritize public domain or Open-Source Initiative-compliant software when incorporating external software. Promptly disclose any licensed software to TEA in writing and documentation.

Adhere to open-source license guidance or include license terms within the work.

Obtain written permission from TEA before using non-OSI-compliant software and assign rights to TEA if granted.

Dependencies

• Third-party integrations: The application or website may need to integrate with external systems or APIs, requiring collaboration with third-party contractors.

• Data access and permissions: Access to existing website content and development needs to be clearly defined and granted by TEA.

• Availability of internal testing resources: User acceptance testing, and quality assurance may require resources from both TEA and the contractor to be available at specific times.

• Clear communication and documentation: Consistent communication and comprehensive documentation are essential for managing expectations and ensuring smooth project execution and payment on contractual deliverables.

• Change Requests: Reviewing and implementing change requests relies on the approval from the project’s change control board.

Key Personnel: The awarded contractor must designate a Project Manager, Scrum Master/Project Manager, Project Coordinator, Architects, Business Analyst, UI/UX Developer(s), and a Technical Lead as Key Personnel for this project. The Lead User Researcher must have a full understanding of the user research and design approach to be used by the contractor’s development team and will be responsible for ensuring that the contractor’s development team follows that approach. The Technical Lead must have a full understanding of the technical approach to be used by the contractor’s development team and will be responsible for ensuring that the contractor’s development team follows that approach. Contractors proposing Key Personnel who are not currently employed by the contractor, or a teaming partner, must include a signed letter of intent from the individual proposed as Key Personnel that he/she intends to participate in this project for at least one (1) year.

1.9. Collaboration

The awarded contractor(s) will collaborate closely with TEA staff for this project. These responsibilities include, for example:

Awarded Contractor Responsibilities:

- Engaging in ongoing, responsive communication about the project(s);

- Participating in scheduled project meetings;

- Working continuously on the project, including during summer months;

- Adhering to the TADBP, or other schedules for deliverables as specified by TEA after consultation with the awarded contractor, including offered deadlines for draft work products;

- Obtaining advance written approval from TEA prior to any staffing changes or additions, especially changes to key staff members assigned to this project;

- Producing high-quality drafts of all submitted work products, reports, evaluation plans, analysis plans, and instruments, etc. with minimal typos and in alignment with applicable guidelines (branding, accessibility, reading level, etc.);

- Adhering to policies and procedures regarding use of confidential data and data collection procedures;

- Adhering to policies and procedures regarding fingerprinting and criminal background checks prior to conducting any school visits, as applicable; and

- Adhering to all terms and conditions of the contract with TEA, for example, following the change management process for contract revisions; informing TEA of changes in ownership, key staff, or subcontractors; and immediately reporting actual or potential conflicts of interest to TEA.

TEA Responsibilities:

- Providing awarded contractor(s) and any subcontractors information on changes in legislation, reporting needs, or any other activities that may impact the project(s);

- Collaborating with the awarded contractor(s) to address unforeseen developments, identify issues, and propose solutions;

- Coordinating support and resources for the project;

- Providing necessary data and documentation;

- Reviewing and approving the contractor’s evaluation and analysis plans, including all qualitative and quantitative methodologies and data analyses;

- Reviewing use of data, data sources, data manipulation, data processing business rules, and analytic results;

- Monitoring the awarded contractor’s progress to ensure compliance with contract terms;

- Reviewing and approving monthly invoices (including disputing invoices as necessary and working with contractor(s) to resolve disputes);

- Monitoring the awarded contractor’s performance and compliance with the terms and conditions of the contract, including following the change management policy for all amendments and budget revisions and

- Monitoring proper transmission and destruction of data.

1.10. Contract Monitoring and Dispute Resolution Procedures

TEA monitors its contracts to ensure contractors adhere to the terms and conditions of their TEA contracts and to prevent fraud, waste, and abuse. TEA Contract Managers carefully review invoices to verify the following:

- Services and/or products provided are included in the contract;

- Charges match the contract budget and pricing clearly ties to the task plan;

- Invoice charges are within scope, allowable, and reasonable;

- Invoice amounts are tied to specific contract tasks with enough supporting documentation to show that services and/or products were received and were of acceptable quality; and

- Each invoice shows the contract number, purchase order number, dates of service, tasks, and pricing.

All pricing provided in the response should include a specific deliverable or a set of deliverables that demonstrate successful completion of activities. All activities must have documentation to support their completion. TEA reserves the right to reject services and/or products which do not address the deliverables stated in the contract and do not meet TEA quality review.

In addition to carefully reviewing invoices prior to authorizing payment, TEA Contract Managers conduct ongoing contract monitoring activities depending on the nature and risk factors associated with the contract. Examples of standard contract monitoring activities include:

- Monitoring the contractor’s progress and performance to ensure services and/or products conform to the contract requirements;

- Managing, approving, and documenting any changes to the contract through the change management process authorized by the terms of the contract;

- Maintaining documentation verifying that services and/or products were reviewed and accepted;

- Monitoring the contract budget to ensure sufficient funds are available throughout the term of the contract;

- Identifying and resolving disputes with the contractor promptly;

- Exercising legal remedies, as appropriate, when a contractor’s performance is deficient;

and

- Confirming all services and/or products have been delivered and delivery is completed prior to the expiration date of the contract.

TEA will determine whether a contract should be subject to enhanced monitoring, an increased level of monitoring. For example, a contractor who has access to sensitive data or contact with students may be subject to enhanced monitoring. In addition to the responsibilities that come with standard contract monitoring, Contract Managers may implement any of the following examples of enhanced monitoring measures:

- Developing a Quality Assessment Plan (QAP) to document contract monitoring activities;

- Holding regular project management meetings with contractors to ensure the project is meeting established milestones and deadlines;

- Reviewing contractor-prepared progress reports;

- Reviewing satisfaction surveys from training attendees or other quality assurance reports;

- Implementing a corrective action plan if the contractor is not meeting contract performance expectations;

- Monitoring contractor performance and invoking applicable remedies for contract breaches (for example, liquidated damages assessed for service level agreement breaches); and

- Monitoring contractor’s access to sensitive data and ensuring data is handled properly and returned or destroyed at the end of the contract, as appropriate.

TEA expects contractors to support these monitoring efforts, including responding promptly to requests for documentation and working together in good faith to resolve disputes.

In the event of a dispute, TEA will make every effort to resolve the issue(s) with contractor’s project staff before escalating to executive-level management. Throughout the dispute resolution process, the parties should make a good faith effort to work together toward a mutually beneficial resolution. Resolution may include corrective action plans, substitutions, liquidated damages, or other remedies, as appropriate.

2. Submission Process and Instructions

2.1. Response Format

Contractors must submit a complete response and follow all the instructions contained within this solicitation. Responses with conditional clauses, alterations, or irregularities are subject to rejection by TEA in its sole discretion. Contractors must submit responses electronically and ensure TEA receives them no later than the deadline stated in the Anticipated Schedule of Events. TEA will not accept late responses.

Response Format and Requirements:

- Complete and upload all required documents listed under the Requested Information section in Bonfire.

- The file name should be short but descriptive and avoid special characters. Use capital letters, hyphens, or underscores instead of spaces or periods. (i.e., 25- 009_CompanyName_Response).

- Contractors must ensure an authorized representative sign all required forms and those signatures are included in the electronic file (digital signatures or scanned ink signatures are both acceptable).

- The contractor must sign the Execution of Offer contained within Attachment B. By signing the Execution of Offer, the contractor affirms that all statements within the response are true and correct. Discovery of any false statement in the response may void the submitted response or any resulting contracts.

- Contractors must submit responses electronically via Bonfire.

2.2. Electronic Submission Process

Submission via Bonfire

TEA will only accept responses using the Bonfire electronic bidding portal as a secure electronic submission method. Please upload your submission to Texas Education Agency Bonfire Portal.

Responses will not be accepted by email or facsimile.

Once uploaded, the Bonfire platform will notify TEA of the upload. Contractors will receive a submission confirmation number upon successful submission response. The file(s) will be dated and time-stamped upon upload and the system will provide a confirmation number to the contractor’s email address. Contractors are advised to plan accordingly to ensure TEA receives the response ahead of the deadline. Once the close date has passed, you will not have an opportunity to change any of the submitted documents.

***Please note the location, type, and requirements of these forms. Failure to submit required documents will result in a contractor’s disqualification from consideration for this procurement.

Forms must be submitted at the specified location in Bonfire***

Intent to Submit a Response

TEA requests contractors notify TEA as soon as possible of their intent to submit a response on the Bonfire platform. Toggle the “Intent to Bid” checkbox in Bonfire to confirm the intent to submit a response. Notifying TEA of an intent to submit a response in no way obliges a contractor to submit a response. You will not be able to prepare a submission unless you submit “Yes”.

2.3. Communication

To protect the integrity of the procurement process, contractors must adhere to the communication procedures outlined in this solicitation.

Bonfire Registration

To contact TEA or ask questions in relation to this solicitation, contractors must register at Euna Procurement (Bonfire) and initiate communication electronically through the Vendor Discussions section.

https://tea.bonfirehub.com/ https://tea.bonfirehub.com/

To assist with registration, submission of a response, and learning how to get started with Bonfire, access the Bonfire online knowledge base. For questions or support when using the platform contact the Bonfire support team at support@gobonfire.com.

Limited Contact Policy

Contractors may contact the TEA Historically Underutilized Business (HUB) office at HUBOffice@tea.texas.gov for the purpose of addressing HUB and HUB Subcontracting Plan (HSP) questions only.

TEA will not accept phone inquiries regarding this solicitation.

Non-procurement staff at TEA may not discuss this procurement with outside parties. If a potential contractor fails to observe this prohibition or attempts to circumvent the limited contact policy, their response may be subject to disqualification.

The limited contact policy does not apply to discussions concerning matters unrelated to this procurement, including business related to current contracts with TEA.

Question and Answer Process

Contractors may submit questions within the date and time specified in the Anticipated Schedule of Events. Any questions or needed clarifications pertaining to this solicitation shall be submitted through Bonfire Opportunity Q&A. TEA will compile questions and related responses into one or more addenda documents and post them on the Bonfire platform. It is the contractor’s responsibility to review any addenda documents before submitting.

Communication after the Response Due Date

Between the response due date and contract execution, TEA may communicate with contractors to:

- Seek clarification regarding response(s).

- Invite contractors to participate in oral presentations.

- Conduct negotiations, including requesting a potential contractor’s best and final offer

(BAFO).

- Exchange information required to facilitate a potential contract award.

TEA will notify all contractors of the award or non-selection upon contract execution. The Limited Contact Policy remains in force until all contract(s) from this solicitation have been executed.

2.4. Response Requirements

TEA will not consider late or incomplete responses. Responses that address only part of the requirements of this solicitation are non-responsive.

Failure to formalize the terms of the response by signing the Contract Terms, Conditions and Affirmations, Response Preferences, and Execution of Offer, (Attachment B) will result in disqualification of the offer contained within the response.

https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration mailto:support@gobonfire.com mailto:HUBOffice@tea.texas.gov

Contractors must carefully review and complete all forms within the solicitation. TEA encourages contractors to review TAC § 20.285 regarding the good faith effort requirements of the HSP and to reach out to the HUB Office at HUBOffice@tea.texas.gov with questions. Failure to comply with HUB requirements, including correctly filling out all HUB related forms, will result in disqualification.

TEA reserves the right to reject responses and to negotiate portions thereof, including the offered TADBP and identified personnel.

Contractors must furnish clarifying information to TEA if requested. Failure to provide the requested material or information may disqualify the response.

The selected contractor must collaborate with TEA staff to clarify the project design, design of the materials, project activities, and/or other work products, and modify these items, if necessary.

All responses received in response to this solicitation are the property of TEA. TEA is not liable for any costs incurred in the preparation or submission of a response.

Texas Bidders Affirmation

Respondent certifies that if a Texas address is shown as the address of the Respondent on this response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

Texas Public Information Act

Responses submitted in response to this solicitation are subject to release under TGC, Chapter 552, Public Information Act. If TEA receives a Public Information Act request for responses received under this solicitation, contractors may have the opportunity to demonstrate that some or all their offer falls into one or more exceptions to disclosure. Contractors should indicate on the response cover if their submission contains proprietary information and identifies the specific sections within the response that are proprietary. It is not sufficient to mark every page as confidential; rather, contractors should identify specific information or sections as proprietary.

Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

In alignment with state law and public policy, TEA encourages contracting and subcontracting opportunities for HUBs in all contracts. If TEA determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan (HSP) is a required element of the response.

Statement of Probability

TEA has determined that subcontracting opportunities are probable in connection with this procurement. Therefore, ALL contractors must submit an HSP in their response. Responses that do not include an HSP will be rejected for non-compliance.

https://texas-sos.appianportalsgov.com/rules-and-meetings?interface=LANDING_PAGE mailto:HUBOffice@tea.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

If the contractor is itself a HUB, the HSP is still required to identify the percentage of the work to be performed by subcontractors and document whether the contractor is self-performing or made a good faith effort to subcontract work to other HUBs.

If the contractor (HUB or non-HUB) is not subcontracting any portion of the work, the Self Performance portion of the HSP must be completed and returned with the response.

The contractor shall develop and administer the HSP as a part of the response in accordance with the TEA policy on utilization of HUBs and State law. The contractor must make a good faith effort and solicit a minimum of three Texas-certified HUBs from the State’s Centralized Master Bidders List (CMBL) / HUB Directory for work that they cannot complete with their own staff and resources. The contractor must also notify minority or women trade organizations or development centers of subcontracting opportunities. Additional requirements are listed in Attachment C. In addition to a completed HSP, contractors planning to subcontract portions of their work for TEA are required to provide supporting documentation to support good faith efforts under Method A or Method B (for example, emails between the contractor and potential subcontractors, trade organizations, and development centers).

The HSP will be incorporated into the contract between TEA and the selected contractor.

HUB Subcontracting Goal

The HUB subcontracting goal for this procurement is 26.0% minority-owned, woman-owned, and/or service-disabled veteran-owned business participation.

TEA encourages contractors to collaborate with the HUB Office to develop mentor-protégé opportunities. Under 34 TAC § 20.298, a contractor’s participation in a Mentor-Protégé Program under TGC § 2161.065, and the submission of a protégé as a subcontractor in the HUB subcontracting plan constitutes a good faith effort for the work to be subcontracted with the protégé.

HUB Subcontract Progress Assessment Reporting

The contractor will be responsible for maintaining business records documenting compliance with HUB Program requirements. The contractor must submit a Progress Assessment Report (PAR) monthly documenting all subcontractor payments made in the preceding month.

Submission of the PAR is a condition for payment. PARs are due no later than the 10th day of the following month. The PAR must be submitted monthly, even if no subcontracting activity occurred during the month, to TEA’s HUB Office at HUBOffice@tea.texas.gov.

How to Find Texas Certified HUBs for Subcontracting Opportunities

Manufacturers, suppliers, and other vendors, including Historically Underutilized Businesses, may be found on the Centralized Master Bidders List (CMBL) / HUB Directory at:

https://comptroller.texas.gov/purchasing/vendor/cmbl/. Vendors are listed by the National Institute of Governmental Purchasing (NIGP) commodity codes for which they’ve self-identified as related to the service and/or goods they provide.