ESBD_462753_1760715722603_RFI_IOD202510090229_Continuity of Operations Planning Software_final.pdf

RFI # IOD202510090229

TEXAS DEPARTMENT OF PUBLIC SAFETY

Request for Information

TITLE: Continuity of Operations Planning Software

1. INTRODUCTION/OBJECTIVE/PURPOSE

The Texas Department of Public Safety (TXDPS) is seeking current information to perform market research related to an off-the-shelf software needed to collect and store data related to

Continuity of Operations planning, business process analysis, and business impact analysis.

1.1 Agency Liability and Confidential Information

This RFI is only a request for information and no contractual obligation on behalf of the TXDPS whatsoever shall arise from the RFI process. It does not constitute a Request for Proposal (RFP), Request for Offer (RFO), Invitation for Bid (IFB), or other solicitation, nor does it constitute the commitment to issue any solicitation in the future. Therefore, those choosing to respond to this RFI will, merely by virtue of submitting such a response, NOT be deemed to be “bidders” in any sense, and no such respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent procurement process related to this RFI.

This RFI does not commit the TXDPS to pay costs incurred in the preparation or submission of any response to the RFI. It is the responsibility of the potential respondent to monitor the Electronic State Business Daily (ESBD) for additional information pertaining to this RFI.

Pursuant to §552.301(c) of the Public Information Act (PIA), the Director has designated the following portal for public information requests: Public Information Center | Texas Department of Public Safety (govqa.us) or by emailing publicrecords@dps.texas.gov . Respondents are advised that materials contained in their response are subject to the aforementioned section of the PIA. Note: A request must be sent directly to that address or through the Department’s Public Information Request Page on our public website, found at Public Information Requests | Department of Public Safety (texas.gov). A request emailed to any other Department email address does not trigger the requirements of the PIA.

If Respondent asserts that any material in the response is confidential or proprietary information, Respondent must clearly mark the applicable pages of respondent’s submission in boldface type to indicate each claim of confidentiality and include the words “confidential” at the top of the page. Additionally, Respondent must include statement on company letterhead identifying all Response section(s) and specific pages(s) that have been marked as confidential and explain why the information is marked as confidential and excepted from public disclosure under the provisions of the Texas Public Information Act (the Act). Merely making a blanket claim that the entire Response is protected from disclosure because it contains some proprietary information is not acceptable and will make the entire Response subject to release under the Act.

1.2 BACKGROUND INFORMATION/HISTORY

TXDPS currently operates a manual process for updating and reviewing Continuity plans. Although planning updates and exercise efforts are generally successful, the current methods are time-consuming and inefficient. Major incidents and operational changes influence our need for more https://txdps.govqa.us/WEBAPP/_rs/(S(azq2qqquvzbenphwksx2ufsd))/supporthome.aspx https://txdps.govqa.us/WEBAPP/_rs/(S(azq2qqquvzbenphwksx2ufsd))/supporthome.aspx mailto:publicrecords@dps.texas.gov https://www.dps.texas.gov/section/general-counsel/public-information-requests https://www.dps.texas.gov/section/general-counsel/public-information-requests agile continuity of operations planning. The current limitations include using Microsoft Office Word to manually review and update over twenty division plans on a biennial basis, which leaves very little room for after-action review and plan updates following an incident that disrupts normal operations.

2. SCHEDULE OF EVENTS AND TIMELINES

RFI issue date: 10/17/25

Deadline for questions/clarifications to the RFI (Close of Business)

10/31/25

Deadline for responses to questions/clarifications (Close of Business)

11/05/25

Deadline for submission of RFI: 11/14/25

To maintain the integrity of the RFI process, all communications with respondents pertaining to this RFI must be referred to and/or coordinated with the TXDPS point of contact referenced below.

Instructions to Recipients

1. You are requested to complete the enclosed questionnaire and return by 11/14/25, by

5:00 P.M.

2. All respondents responding to this RFI may be required to make a demonstration/presentation of products/services following the deadline for submission upon request by TXDPS. TXDPS shall not be responsible for expenses incurred by a respondent in the preparation and submission of Information. This provision also includes any costs involved in providing an oral presentation/demonstration of product/services.

3. Please list the question (included in the enclosed questionnaire) before each response.

4. All questions/clarifications must be submitted via the Online Bidroom Portal on or before

10/31/25.

Responses for this RFI are to be submitted electronically using the TXDPS Online Bid Room.

Submitting a response in the TXDPS Online Bid Room is a two-step process Step 1: Register as a vendor for the Online Bid Room at TXDPS Vendor Management *NOTE: It can take up to two business days to receive a username and password

Step 2: Log in to your account. Select the Opportunities tab, enter the RFI number in "Search Opportunities," and click "Search." Select the "Mark As Interested" button, and under the Proposals tab, upload and tag the documents for your submission of the RFI to the Online Bid Room.

TXDPS Point of Contact for RFI:

Relationship Manager: Cynthia Wilkerson, CTCD, CTCM Email: Cynthia.Wilkerson@dps.texas.gov https://texasdps.appianportalsgov.com/vendor-management

3. GENERAL REQUIREMENTS

1. Must be off-the-shelf software with minimal or zero additional licensing fees or subscription costs.

2. Ability to create a continuity plan in alignment with FEMA continuity program requirements and a DPS plan template.

3. Ability to maintain a library of historical exercises, training, and after-action reports.

4. Integrate with Microsoft 365 or Outlook to send emails.

5. Store data and report trends for a risk or threat registry.

6. Dashboard and monitor activation of continuity plans and procedures during an incident.

7. Visualize dependency mapping for various essential functions or business areas.

8. Have an internal system for routing approval of plan updates.

9. Any reports should be exportable to Microsoft Excel, Microsoft Word, or Adobe PDF.

10. Have a calendar function to monitor project management on a schedule.

3.1 RFI QUESTIONS

TXDPS is requesting responses to the following questions. Additional explanation and/or capabilities can also be provided:

1. How does this software record Business Impact Analysis (BIA) information?

2. Can user-added text be used to populate a template continuity plan?

3. Will this software integrate with Outlook for email notifications?

4. Is the software standalone/off-the-shelf, without any annual fees or subscriptions?

5. Is there a built-in module that allows us to process and store information from a business impact analysis?

6. How can the software be deployed (on-prem, Gov cloud, SaaS)?

7. What are the software storage requirements?

8. Do you have a DIR contract number? If so, please provide it.

9. Is the software FedRamp/TXRamp certified?

10. What type of plans and reports can this software produce?

11. Will there be mandatory software updates? Can they be downloaded in compliance with

DPS Cybersecurity policies? Is there an associated cost?

12. Is training included with the software?

13. Can multiple users access the software simultaneously?

4. TIMETABLE

The respondent’s response shall include a timetable that will include product configuration deployment, testing, and acceptance.

5. LIMITATIONS

Changes may occur between the publishing of this RFI and any subsequent RFIs. There also may be differences between this RFI and other relevant documents.

Respondent’s staff must be able to pass requisite background checks in order to gain access to:

DPS Data for either server or cloud-based installation and maintenance.

6. INDUSTRY DISCUSSIONS

TXDPS representatives may or may not choose to meet with potential respondents. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. Oral presentations and product demonstrations may be requested from the Respondents.

7. SUMMARY

THIS IS AN REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide C o n t i n u i t y o f O p e r a t i o n s p l a n n i n g s o f t w a r e . The information provided in this RFI is subject to change and is not binding by the TXDPS. The TXDPS has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become TXDPS property and will not be returned.

8. RESPONDENT INFORMATION

Respondents must provide the following:

Company Name:

Street Address:

City/State/Zip:

RFI Point of Contact:

Title:

Phone:

Email:

Company Web Page Address:

NOTE: The respondent acknowledges that they have read all instructions carefully. Complete all requirements as outlined in this RFI, sign and submit in accordance with Section 2 Schedule of Events and Timelines.

RESPONDENT SIGNATURE(S)

Signature of Authorized Representative Name - Printed Date