ESBD_460125_1765463117705_3202500192 Addendum 3 TWC Response to Repondent Questions.pdf
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- Solicitation number
- 3202500192
- Issued by
- Texas
About this file
This addendum document, issued by the Texas Workforce Commission (TWC) on December 9, 2025, contains responses to thirty-one questions submitted by respondents regarding the Child Care Expansion Initiative (CCEI) Program RFP No. 3202500192. The RFP seeks a qualified administrator to manage a statewide initiative aimed at expanding child care capacity by at least 6,000 new slots across Texas, with proposals originally due on January 21, 2026. The addendum addresses critical operational questions regarding program administration, data security requirements, system specifications, insurance documentation, and subcontracting procedures. Key clarifications include confirmation that indirect costs can be included within the 10% administrative budget cap, that the Data Use Agreement must be completed upon award notification rather than with the initial submission, and that subcontractors must execute their own Data Use Agreements ensuring compliance with confidentiality safeguards. TWC confirmed it will not provide a sandbox testing environment, will not share APIs or system access with the contractor, and does not anticipate granting the contractor access to internal data or reporting systems beyond publicly available information.
The addendum establishes significant technical and security requirements for the successful respondent, including mandatory encryption and data retention compliance with TWC Information Security Manual standards, monthly vulnerability testing, and penetration testing every twenty-four months. Cloud-based services must be hosted by providers with Texas Risk and Authorization Management Program (TX-RAMP) Level 2 certification, while data centers require SOC 2 certification. The contractor must notify TWC's Chief Information Security Officer within twelve hours of any suspected or confirmed data breaches and maintain an independent incident response plan. The RFP clarifies that travel costs and mileage reimbursement are not allowable expenses, and that the 10% administrative budget cap is a ceiling rather than a required allocation. Additionally, the RFP confirms that respondents must independently meet the three-year minimum qualification requirement specified in RFP Section 5.5, and that combined partner experience cannot satisfy this threshold for lead applicants seeking to form partnerships.
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Addendum # 3 Issue date 12/09/2025
Request For Proposal (RFP)
Child Care Expansion Initiative Program for New Child Care Providers (CCEI Program)
RFP No. 3202500192
Owner:
Texas Workforce Commission
101 East 15th Street, Austin, Texas 78778 Purpose:
1. TWC Responses to Respondent Questions due 12-09-2025.
THIS ADDENDUM FORMS A PART OF THE CONTRACT DOCUMENTS.
ACKNOWLEDGE RECEIPT OF THIS ADDENDUM IN THE SPACE
PROVIDED BELOW AND SUBMIT WITH THE RESPONSE, FAILURE TO
DO SO MAY DISQUALIFY RESPONDENT.
Respondent’s Signature of Acknowledgement
Date:
Respondent must include this page, signed, and dated, with their
RFP submission response.
TEXAS WORKFORCE COMMISSION
Child Care Expansion Initiative
Question and Answers RFP NO. 3202500192
No. RFP Section Respondent’s Question TWC Answer
1. Combination of Form 2: Cost Proposal and RFP Section
2.2.3 Program
Administration of the scope.
Pg. 15
Can you confirm whether indirect costs (audit, insurance, etc.) can be included in the administrative 10% cap?
Yes. Indirect Costs can be included as administration or program costs, depending on the type of expense. Administrative indirect costs would be applied to the cap.
2. General Please clarify whether or not the contracting agency will or will not require an internal administrator of the following if PHS will manage externally.
TWC is unable to respond to this inquiry as it is unclear what “the following” is referencing. It is also unclear what “PHS will manage externally” intends to convey.
3. General PHS will administer the procurement process for this Solicitation, which includes Solicitation publication, handling of communications from vendors, and as managing the receipt of Proposals for review and evaluation.
PHS at TWC is responsible for administering the procurement process for this Solicitation, which includes Solicitation publication, handling of communications from vendors and managing the receipt of Proposals for review and evaluation.
4. Attachment 4 - Insurance Requirements Pg. 1
We acknowledge the insurance requirements as outlined in Attachment 4.
What documentation of agreement or compliance does TWC require as part of our RFP response?
In accordance with Att. 4, Section 1.d, Successful Respondent shall deliver to TWC true and complete copies of certificates and corresponding policy endorsements upon award.
5. Attachment 6 - Data Use Agreement
We acknowledge the data use agreement as outlined in Attachment 6. Is TWC requesting a signed DUA as part of our RFP response? If yes, could you please provide guidance on the "Effective Date" to be entered?
In accordance with RFP Section 3.21, The Successful Respondent must complete and return Attachment B of Attachment 5- Data Use Agreement, Security and Privacy Initial Inquiry (SPI) upon notification of award and before a Contract can be executed.
6. Attachment 6 - Data Use Agreement
Must every subcontractor sign a DUA agreement as part of the RFP submission as well?
In accordance with Attachment 6, DUA, Article 3.01 Obligations of Contractor, Contractor agrees that:
B. With respect to ALL Confidential Information, Contractor shall NOT:
3. Permit, or enter into any agreement with a Subcontractor to, create, receive, maintain, use, disclose, have access to or transmit Confidential Information, on behalf of TWC without notifying TWC in advance and requiring that Subcontractor first execute either the Form Subcontractor Agreement, …or Contractor’s own Subcontractor agreement that ensures that the Subcontractor shall comply with the same safeguards and restrictions contained in this DUA for Confidential Information.
7. Article II Scope of Work 2.2.1 Information and Data Security Pg. 13
We acknowledge the need to complete the development of digital resources and/or guides to assist Applicants with completing the CCEI award application. Does TWC intend for these resources to be hosted on a TWC website, or a contractor provided website?
Each Respondent will indicate and explain in the submitted response how it proposes to make resources and/or guides available.
8. General Will TWC provide any sandbox/test environment to validate the online application form and Business Plan template before launch?
No, TWC will not provide a test environment. The Successful Respondent is responsible for the project implementation.
9. General Will TWC provide encryption, access control, or data retention standards to be followed?
Yes, TWC will provide standard encryption, access and data retention policies in accordance with the TWC Information Security Manual and other TWC policies.
10. General Will TWC provide APIs or secure file transfer methods for data exchange between systems?
TWC will not be sharing data or system access with the Successful Respondent. Should TWC request data collected by the Successful Respondent, TWC will provide the Successful Respondent with instructions on how to transfer the data to TWC.
The Successful Respondent may need to access publicly available data from the Texas Health and Human Services Commission on the Open Data Portal.
11. General What is the reporting process and timeframe for a suspected or confirmed data breach?
The Successful Respondent is required to notify the CISO within twelve hours of loss, improper disclosure, or unauthorized use of Confidential information or TWC information systems. Vendor must notify TWC by email ciso@twc.texas.gov
12. General Is any specific certification required for data systems?
Yes, depending on location of the data system. If located in a data center, SOC 2 or in the cloud, TX_RAMP/StateRAMP/FedRAMP are required. See the Minimum Requirements included in RFP Section 5.5.c which states: Respondent must ensure cloud-based services are hosted by a Cloud Service Provider that has attained Texas Risk and Authorization Management Program (TX-RAMP) level 2 certification.
https://data.texas.gov/See-Category-Tile/HHSC-CCL-Daycare-and-Residential-Operations-Data/bc5r-88dy/data_preview mailto:ciso@twc.texas.gov
13. General Will TWC review and approve the proposed system security plan before or after development?
TWC will work with the Successful Respondent during development and conduct a final review after development is completed.
14. General What is the expected volume of applications to be processed during the contract term?
TWC previously implemented a larger scale initiative under COVID stimulus funding support.
TWC is not able to estimate the volume of applications.
Respondents may wish to review “Child Care Expansion Initiative Funding and Capacity Increase Summary (Final Data)” on TWC website (link embedded for convenience), as a reference, for information related to the previous larger scale implementation.
15. Respondent’s Technical Approach, Proposed Work/Project Plan for Providing the Requested Services (50%)pg.50#5
Is the 6,000 new slot targets statewide or will it be regionally distributed?
Statewide, as this is a statewide initiative.
16. General Who will serve as the designated Program Officer/Point of Contact at TWC for ongoing coordination?
TWC will designate the staffing for the Contract resulting from this RFP and will notify the Successful Respondent.
https://www.twc.texas.gov/programs/child-care/stimulus-resources#%3A%7E%3Atext%3Dexpanding.%20It%20cannot%2CSummary%20(Final%20Data)
17. Attachment 1, Section 8
What is the expected turnaround time for invoice approval and payment once submitted?
See Attachment 1, Section 8 Payment which states “Payment shall be made in accordance with Chapter 2251 of the Texas Government Code, commonly known as the Texas Prompt Payment Act. Chapter 2251 governs remittance of payment and remedies for late payment and non-payment.”
18. Attachment 1 TWC Terms & Conditions Section 3.41
Please clarify any prohibited technologies referenced in Section 3.41.
This is a true statement, we track the prohibited technologies at Covered Applications and Prohibited Technologies | Texas Department of Information Resources in accordance with Attachment 1 TWC Terms & Conditions Section 3.41 requires all contractors to refrain from using any prohibited technologies on systems that store, maintain, or use TWC information, or any system connected to such a system. The link to the list of prohibited technologies is provided in Section
3.41.1 of Attachment 1.
19. General Will TWC provide training or orientation for vendor staff regarding state data and reporting systems?
TWC does not anticipate granting the Successful Respondent access to data or reporting systems beyond what will be publicly available. If the Successful Respondent has questions or needs assistance, the Successful Respondent may request assistance from
TWC.
20. General What frequency and type of vulnerability or penetration testing are required for compliance?
Vulnerability testing is required monthly and penetration testing is required every twenty-four (24) months.
21. General What is the expected applicant/user volume at peak submission periods?
See Answer to Question 14 above.
https://dir.texas.gov/information-security/covered-applications-and-prohibited-technologies https://dir.texas.gov/information-security/covered-applications-and-prohibited-technologies https://dir.texas.gov/information-security/covered-applications-and-prohibited-technologies
22. General Should the system be mobile-responsive and support multiple browsers?
TWC does not specify, or mandate requirements related to mobile-responsiveness or multiple browsers.
23. General Should the system integrate with TECPDS or Workforce Registry for applicant validation?
TECPDS, including Workforce Registry, is not a system managed by TWC, and TWC does not specify or mandate integration. TWC anticipates that the Successful Respondent simply needs to ask providers to submit the “Texas Workforce Registry account number for the center director or administrator.”
24. General Is a SaaS-based or hybrid-cloud solution acceptable for this program?
This is a program decision we will support and evaluate the business area decision. So, from a CISO standpoint yes either hybrid or SaaS is acceptable.
25. General Should the vendor maintain a joint Security Incident Response Plan with TWC’s CISO or independently manage incidents?
The vendor should maintain an independent incident response and report incidents to TWC within twenty-four (24) hours of discovery.
26. General What frequency and type of vulnerability or penetration testing are required for compliance?
See Answer to Question 20 above.
27. RFP Section 5.5 Combined Experience Qualification Can combined partner experience satisfy the three-year minimum qualification outlined in Section 5.5, or must the lead applicant independently meet that requirement?
No, each Respondent must meet the minimum qualifications specified in RFP Section 5.5, regardless of whether it has partners.
28. RFP Section 5.5 Partnership Evaluation Method Will partnerships be evaluated jointly under the Organizational Capacity and Experience section, or will each organization’s qualifications be scored separately?
See Answer to Question 27 above.
29. General Documentation for Partnerships Are Memorandums of Understanding (MOUs) acceptable documentation of partnership commitment at the time of submission, or are signed subcontracts required?
TWC interprets the reference to “partnerships” as related to employer-supported site-based child care, which will be eligible to receive support under funding made available through this TWC RFP. Each Respondent should specify how it plans to process funding applications, including eligibility determination in its response to the RFP.
30. General Budget Flexibility and Ratios Is there flexibility in budget ratios between administration and program delivery, provided the cost structure demonstrates fiscal efficiency and program integrity?
The ten percent (10%) for the budget to administer the CCEI Program is the limit for the amount.
Respondents may propose a budget that is lower than the specified ten percent (10%).
31. General We understand that travel costs are not a reimbursable expense in the Cost Proposal.
Our team would like to know if mileage reimbursement is a reimbursable expense.
No travel costs, including mileage reimbursement, will be reimbursed by TWC for the Contract awarded under this RFP.
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