Texas State Library and Archives Commission RFP # 306-26-0151

De-Escalation Training for Texas Library Staff request for proposal

RFP # 306-26-0151

De-Escalation Training for Texas Library Staff NIGP Class/Items: 924-35, 924-60, 924-64

Schedule of Events

Solicitation Posted Date:

Date

Pre-Submittal Conference:

Date

Vendor Questions Due:

Date; 5:00 PM CT

Answers Posted to ESBD:

Date

Response Due Date:

Date; 2:00 PM CT

Expected Contract Award Date:

Date

Purchasing Department, Room # 309 1201 Brazos Street Austin, TX 78701

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected Vendor from addenda or additional information resulting in additional costs to meet the requirements of the solicitation.

Table of Contents

Texas State Library and Archives Commission RFP # 306-26-0151

De-Escalation Training for Texas Library Staff

Section I General Information Introduction The Texas State Library and Archives Commission (TSLAC) is soliciting proposals from qualified contractors to provide de-escalation training for library staff at Texas libraries. The resulting contract will include in-person and virtual workshops, along with one recorded introductory training workshop, designed to strengthen participants' skills in communication, conflict resolution, and de-escalation techniques in accordance with the specification outline in this solicitation.

Services shall be provided to TSLAC in the Library Development and Networking (LDN) Division at TSLAC Headquarters, 1201 Brazos Street, Austin, TX 78701.

Background The Texas State Library and Archives Commission (TSLAC), as authorized by Texas Government Code section 441.223, supports libraries and library staff across the state by providing training and professional development, including continuing education, to enhance the skills of the current library workforce and leadership and advance the delivery of library and information services in this State.

This De-Escalation training initiative was developed to address the growing need for practical tools and strategies to help library staff manage challenging interactions, maintain their composure, and ensure a positive and safe environment for both staff and patrons.

Prohibited Communication Contact: All requests, questions, and other communications about this solicitation shall be made in writing to TSLAC’s Purchasing Department, addressed to the following assigned Purchasing Team Member:

Texas State Library and Archives Commission Attn: Purchasing Department, Room #309 1201 Brazos Street Austin, TX 78701 Email: fhuber@tsl.texas.gov Phone: 512/936-2774

Phone: 512/463-5487

0. Prohibited Communications: Upon posting of this solicitation, TSLAC, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential Respondents or their representative(s), except for the written inquiries described in Section III, Subsection 3. Attempts to ask questions by phone or in person will not be permitted or considered valid. Failure to observe this restriction may disqualify any subsequent response to this solicitation. Respondents may rely only on written statements from TSLAC’s Purchasing Team. This restriction does not prevent affected parties from discussing business-related matters unrelated to this solicitation.

Solicitation Method and Intent The Request for Proposal (RFP) solicitation allows qualified Respondents to submit a written proposal addressing the requirements of this solicitation, qualifications, experience, approach, and other factors needed to provide the specified products and/or services. TSLAC will review, compare, and evaluate responses based on the criteria and weights specified in this solicitation.

It is TSLAC’s intent to identify one qualified vendor and award one contract for the services included in this solicitation based on the response(s) that present the best value and best meet the business needs of TSLAC.

TSLAC reserves the right to conduct a price analysis of the cost worksheet. Analysis will be conducted on the required items within the cost worksheet.

TSLAC reserves the right to make an award based on a low line-item bid, a low total of line items, or any other combination that will serve the best interest of the State and to reject any and all bid items at its sole discretion. TSLAC also reserves the right to accept or reject all or any part of any bid, waive minor technicalities, and award the bid to best serve the interests of the State.

TSLAC reserves the right to add or delete products and/or services from awarded contracts during the contract period without re-solicitation as new technologies emerge, or the business needs of TSLAC change. The additions or deletions will be mutually agreed upon with a written amendment to the contract.

Contract Term Initial Contract Term: The initial contract term shall commence upon contract execution or as otherwise indicated in the intent to award notice and continue through August 31, 2026, unless sooner terminated under the terms of this contract.

Contract Renewals: The contract may be renewed for an additional four (4) one-year periods, provided both parties agree in writing to do so, prior to the expiration date. TSLAC will require a quote for the upcoming fiscal year, specifying the desired number of training workshops. Quotes should be provided at least 60 days prior to the start of the new renewal term. Any renewals shall be at the same terms and conditions, plus any approved changes.

Contract Extensions: In the event that the contract(s), if any, resulting from the award of a solicitation shall terminate or be likely to terminate before the making of an award for a new contract for the identified products and/or services, TSLAC may, with the written consent of the awarded Contractor(s), extend the contract for a period of time as may be necessary to permit TSLAC continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be under the same terms and conditions, plus any approved changes.

Termination: The contract shall terminate upon full performance of all requirements contained in the contract unless otherwise terminated, extended, or renewed, as provided in accordance with all the contract terms and conditions.

Amendments: The contract may be amended in writing by mutual consent of the parties.

Estimated Quantities/Budget Estimated Quantities: Quantities specified in this contract are estimates only. TSLAC does not guarantee any minimum or maximum quantity of products/services or allocate any specific dollar amount on any contract that may result from this solicitation. TSLAC reserves the right to increase or decrease quantities of products and/or services, as needed, for the same price. TSLAC will only pay for actual products/services provided within the contract term.

Varying Factors: The number of workshops, online sessions, or related training services required under this contract may vary from year to year, depending on program participation, statewide demand, and available funding, making it difficult to predict future quantities.

Adding New Products/Services to Contract After Award Where found to be in the best interest of TSLAC, the resulting contract may be amended in writing to provide additional services. Provided that such additional services are within the original scope and intent of the solicitation.

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. TSLAC will send the Contractor a formal written request for a quote on the proposed additional products/services.

The TSLAC Purchasing Department will execute a written amendment for additional products/services. The Contractor will NOT provide additional products or services without a fully executed amendment to the contract.

Price Adjustments Extension Period Pricing: A price escalation may be allowed upon contract renewal provided the Contractor notifies the TSLAC Purchasing Department, in writing, a minimum of sixty (60) days prior to renewal and TSLAC accepts the price escalation. The price escalation shall correlate with the appropriate U.S. government-published index. https://www.bls.gov/cpi/ Baseline index shall be the index published the month of award. Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

Price Discounts: Price discounts will be allowed at any time. Contractor shall apply price discounts as soon as practicable following their determination. Any discounts passed on to other customers shall be offered to TSLAC at the same ratio. Contractor’s failure to promptly notify TSLAC of such industry-wide price decreases may constitute a breach of contract, and the contract may be terminated. TSLAC reserves the right to award any terminated contract to the next lowest responsive Respondent or re-solicit, whichever is in TSLAC’s best interest.

Modification of Contract Terms and/or Amendments The terms and conditions of the contract shall govern all transactions under the Contract.

The Contract may only be modified or amended upon mutual written agreement of the Texas State Library and Archives Commission and the Contractor.

Additional terms and conditions may be incorporated into this Contract provided that the additional term(s) or condition(s) do not conflict with any provision of the Contract. No additional term or condition may conflict with or diminish a term or condition of the Contract. Any additional terms or conditions agreed to by TSLAC, and the Contractor will be included as an appendix to the Contract. In the event of a conflict between the Contract and the Contractor’s terms and conditions, the TSLAC Contract terms and conditions shall control.

Definitions

Additional Terms and Conditions These terms and conditions apply to the solicitation:

Terms and Conditions Attached to Response – Any terms and conditions attached to a Response will not be considered unless specifically referred to and incorporated into the Response.

Texas Bidder 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.

Vendor Representations - References to the “representations” of contractor include without limitation all representations, warranties, guarantees, certifications, and affirmations of contractor when submitting a response to this solicitation. By submitting a response, the contractor makes all of the representations included in the solicitation and agrees that all representations are material, true, and correct. Respondent acknowledges that TSLAC relies upon Respondent’s representations when awarding a contract. The Contractor must promptly notify TSLAC if any representations are no longer true or correct. If the Contractor does not promptly notify TSLAC as provided under this section, TSLAC will pursue all available remedies under this contract, including contract termination.

Section II Statement of Work

1. Services Specifications The Contractor shall provide the following services:

Recorded In-Person Introductory De-Escalation Workshop

1.1.1. Develop and conduct one (1) in-person, introductory-level De-Escalation Workshop suitable for Texas library staff. The Contractor shall coordinate with the TSLAC Project Manager or designee to plan and deliver the workshop, which will be recorded by TSLAC using the Zoom platform for later use. The workshop shall be scheduled and delivered on a mutually agreeable date coordinated between TSLAC and the Contractor.

1.1.2. The workshop shall introduce fundamental principles and practical techniques that build a foundation for de-escalation workshops. Upon completion of the workshop, participants will be able to:

(A) Identify prevention approaches that can be used to avoid harm and conflict within a library public service environment.

(B) Demonstrate introductory skills for managing unpredictable and unsafe behavior.

(C) Outline introductory approaches related to advanced de-escalation scenarios.

(D) Plan effective post-intervention activities that promote reflection, documentation, and improved future responses.

1.1.3. The workshop shall include narration, visual content, and examples relevant to library settings and be presented in a manner that supports accessibility, captions, or transcripts.

Online Introductory De-Escalation Workshops

1.1.4. Deliver two (2) live online workshops on the topic of de-escalation for Texas library staff at an introductory level. Each workshop shall provide a minimum of two and one-half (2.5) hours of instruction and serve as an interactive alternative for participants unable to attend in-person workshops. The workshops shall be scheduled and delivered on mutually agreeable dates and coordinated between TSLAC and the Contractor, and will be hosted by TSLAC using the Zoom platform.

1.1.5. Upon completion of the workshop, participants will be able to:

(A) Recognize early warning signs and stressors that may lead to conflict in a library setting.

(B) Apply basic de-escalation and communication strategies to reduce tension and prevent escalation.

(C) Practice verbal and nonverbal techniques to manage unpredictable behavior safely and effectively.

(D) Demonstrate an understanding of when and how to seek additional support or intervention.

1.1.6. Each online workshop shall be delivered through TSLAC’s platform that allows for real-time interaction, group discussion, and participant engagement.

In-Person Advanced De-Escalation Workshop

1.1.7. Deliver twelve (12) instructor-led in-person workshops, each consisting of three (3) hours of instruction. These workshops will be conducted at predetermined locations across the State of Texas. The locations will be identified and scheduled after the contract award.

1.1.8. TSLAC retains the right to cancel any training for any reason, provided one week's notice is provided to the Contractor. The Contractor must agree to provide a minimum of 48 hours’ notice, except in unforeseen circumstances, if training is cancelled by the Contractor or if the instructor is replaced. If weather conditions or other unforeseen circumstances delay training, the Contractor must immediately provide notice to the TSLAC. The Contractor must keep TSLAC informed at all times of any delays or interruptions to the training schedule that are due to unforeseen circumstances. No exceptions will be granted if the Contractor does not provide notification to TSLAC. Acceptable forms of notice are an email or a telephone call. The telephone call must be followed up with an email for tracking purposes.

1.1.9. Anticipated Workshop locations are:

(A) Lubbock

(B) Cedar Park

(C) Houston

(D) Seguin

(E) Amarillo

(F) El Paso

(G) Plano

(H) Harlingen

(I) Tyler

(J) Brenham

(K) Corpus Christi

(L) San Angelo Alternative Locations: TSLAC reserves the right to adjust or substitute locations based on library availability, regional participation, and funding. However, in-person workshops will always be hosted within the State of Texas.

1.1.10. These workshops shall provide participants with in-depth strategies, applied practice, and professional guidance for handling complex or escalating situations that may occur in library environments. Upon completion of the workshop, participants will be able to:

(A) Analyze approaches to advanced de-escalation scenarios that apply specifically to the library setting.

(B) Build advanced skills for managing unpredictable and unsafe behavior.

(C) Improve their situational awareness during difficult and potentially dangerous situations.

1.1.11. The workshop shall be interactive and instructor-led, emphasizing scenario-based learning, role play, and discussion that encourages peer engagement and practical skill development.

1.1.12. The workshop shall allow for participant evaluations at the conclusion of each workshop.

Reporting and Documentation

1.1.13. Submit participant attendance of in-person workshops and evaluation summaries following each workshop.

1.1.14. Provide a final summary report within thirty (30) calendar days after the last workshop, detailing participation, data, training outcomes, and recommendations for future workshops.

Deliverables Below is the list of deliverables with the agency’s estimated timeline. Respondents must have the capability to work within the estimated timeline or deadline provided below. The deliverables may be negotiated, but all services must be completed at the end of the agency’s fiscal year.

Kickoff Meeting To discuss workshop schedule and training content drafts Within ten (10) business days after contract execution

Training Content Review To provide TSLAC with training content drafts for approval No later than two (2) weeks prior to the scheduled workshop

Reporting and Documentation Participant attendance summaries, evaluations, and final report covering all workshops Within 30 calendar days of the final workshop

TSLAC reserves the right to alter dates as necessary to accomplish project objectives and performance requirements.

Contractor Responsibilities The Contractor shall:

Provide all labor, materials, equipment, and expertise necessary to develop, design, and deliver comprehensive De-Escalation Training for Texas library staff throughout the contract term. Services shall include all preparation, facilitation, materials, handouts, and interactive exercises, as well as follow-up reporting required to fulfill the intent of this solicitation.

Submit all training content, instructional materials, and handouts to TSLAC for review and approval prior to use, distribution, or delivery to participants. A digital copy of the training materials to TSLAC no later than two (2) weeks prior to each scheduled training workshop. TSLAC reserves the right to request revisions to ensure materials align with program goals and statewide standards. Note that all instructional materials and handouts (slides, captions, and handouts):

1.1.15. Shall be of professional quality.

1.1.16. Be free of watermarks, external branding, or licensing restrictions.

1.1.17. Any training materials or handouts used during the in-person or online workshops shall be provided in editable or shareable digital format (PDF, Word, or PowerPoint) for internal use by TSLAC.

Manage all their administrative, logistical, and technical aspects of the project, including but not limited to:

1.1.18. Developing and preparing training content, materials, and resources for each workshop.

1.1.19. Providing a qualified instructor with relevant training experience.

1.1.20. Arranging travel and accommodations for contractor personnel.

1.1.21. Confirming training locations and workshop logistics prior to each scheduled event with the TSLAC Project Manager.

1.1.22. Ensure that all materials, presentations, and recordings are original or properly licensed and free of copyright or usage restrictions.

Schedule time with TSLAC to familiarize the instructor with the Zoom platform to allow optimal interaction with participants during the virtual workshop.

Coordinate exclusively with TSLAC Project Manager to ensure successful project execution.

Maintain regular communication with TSLAC’s designated Project Manager to ensure timely progress and address any questions or issues.

Agree to conduct all its services under the contract by and through appropriate communication with TSLAC. No work or other services shall begin by the Contractor without the prior written authorization of TSLAC. Contractor understands and agrees that work and other services performed without prior authorization of TSLAC are considered outside of the scope of the contract and shall be performed exclusively at the Contractor’s risk. The Contractor will not be compensated for unauthorized work or work that falls outside the scope of the contract.

Provide services in accordance with the requirements specified herein and the resulting contract(s) and adhere to the TSLAC General Terms and Conditions and any federal terms and conditions, if attached.

The Contractor’s travel costs cannot exceed the state travel reimbursement rates provided on TexTravel. https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php TSLAC may request additional supporting documentation with the invoice. The Contractor must retain all receipts related to the in-person workshops.

Shall provide labor, materials, and equipment necessary to meet the requirements of the specified services throughout the term of the contract.

Be responsible for all costs incurred in the performance of the contract.

Comply with all applicable state and federal laws, accessibility requirements, and TSLAC policies governing training and use of digital materials.

Follow relevant safety rules and conduct the work in a safe manner.

Participate in lessons learned meeting to provide feedback to the agency during contract closure at no additional cost to the agency.

TSLAC Responsibilities The TSLAC will:

Designate a TSLAC Project Manager and point of contact upon contract award; this individual will monitor the contract.

Create a recording of the training workshop as specified; the recording shall be made available for statewide distribution through TSLAC’s Learning Management System (LMS).

Coordinate scheduling, site selection, and communication with participating libraries.

Serve as the main point of contact for all library participants, handling communication, registration, and distribution of training information, including logistical and administrative support.

Promote training opportunities, manage participant list, and communicate workshop details to library staff statewide.

Provide the Contractor with the finalized training schedule and locations and notify the Contractor of any changes as soon as practicable.

Ensure facilities and equipment at host libraries are adequate for in-person training workshop.

Review and approve submitted materials, schedules, and deliverables within reasonable time frames to avoid delays.

Print and assemble workshop packets for in-person training workshops, provided that the awarded contractor submits all materials to TSLAC no later than two (2) weeks before the scheduled training workshop.

Provide and maintain the necessary technology platforms and tools required to host and deliver online training workshops, including scheduling, access links, and technical support during the live workshops.

Not furnish materials, labor, equipment, or facilities unless otherwise specified in this solicitation or the resulting contract.

Qualifications and Experience Respondent shall meet the following minimum qualifications and experience to be eligible for consideration.

Minimum Qualifications

1.1.23. Respondent shall be in the business of providing de-escalation, crisis response, or conflict resolution training, with a minimum of three (3) years of experience providing and performing services similar in size and scope to the services specified within this solicitation; Recent start-up businesses do not meet this requirement. Refer to Section I, Subsection 10 for a definition of a start-up business.

1.1.24. Respondent shall have available the necessary qualified personnel, skills, organization and facilities, equipment, and supplies to fulfill the requirements under this solicitation and any resulting contract.

(A) Hold a master’s degree or higher in Psychology, Counseling, Social Work, Behavioral Health, or a closely related field from an accredited institution.

(B) Possess a current professional license or certification in counseling, psychology, or social work (LPC, LCSW, LMHC, or equivalent).

(C) Five (5) years of experience providing behavioral health services in a clinical or community-based setting.

(D) Five (5) years of experience providing crisis interventions and crisis counseling in a clinical or community-based setting.

(E) Demonstrate expertise in trauma-informed care de-escalation techniques relevant to public service environments.

(F) Be capable of providing training in both personal and virtual formats using interactive, adult learning methods.

1.1.25. Respondent shall be in good financial standing. TSLAC reserves the right to request a copy of the Respondent’s audited or unaudited financial statements.

Preferred Qualifications

1.1.26. Respondent should have available the necessary qualified personnel, skills, organization and facilities, equipment, and supplies to fulfill the requirements under this solicitation and any resulting contract.

(A) Hold a Crisis Prevention Institute (CPI) Instructor Certification or equivalent credential related to crisis de-escalation and prevention.

(B) Ten (10) years of experience in behavioral health and integrated care.

(C) Ten (10) years of experience in crisis intervention services.

1.1.27. Respondent should have ten (10) years of experience as a clinical educator, trainer, or consultant providing instruction to professional or public sector audiences.

Assigned Key Personnel Respondents shall provide the following key personnel:

1.1.28. Project Manager

1.1.29. Account Manager

1.1.30. Lead Instructor and Content Developer

1.1.31. Team Members

Supporting Documentation: The Respondent must include the assigned project team in Appendix D and provide resumes of each team member. Project references on the resumes should correspond with the references required in Section II, Subsection 5.4 below. Experience provided should be similar in scope to the project in this solicitation. Note: Personnel may serve in multiple roles.

Company References Respondent must provide a minimum of three (3) references for projects completed by the company within the last two (2) years and similar in scope. The Respondent must complete the form provided in Appendix B or provide a reasonable facsimile.

All requested information is required. The Respondent may not use TSLAC staff as a reference.

Subcontractors Subcontractors providing services under an awarded Contract shall meet the same requirements and level of experience as required of the Contractor (also referred to as Prime Contractor). No subcontract under the Contract shall relieve the Prime Contractor of responsibilities for ensuring the requested services are provided. Respondents planning to subcontract all or a portion of the work to be performed must identify the proposed subcontractors in their response. The definition of a subcontractor is provided in Section I, Subsection 10 of this solicitation.

TSLAC expects the Prime Contractor to be responsible for contract performance and payment under this Contract, regardless of whether subcontractors are involved.

Historically Underutilized Business Subcontracting Plan (HSP) It is the policy of the TSLAC to promote and encourage contracting and subcontracting opportunities for the State of Texas HUBs in compliance with Texas Government Code, Chapter 2161, Subchapter F and 34 Texas Administrative Code §20.285. Eligible Respondents are encouraged to become HUB certified. More information about HUB certification is located here: https://comptroller.texas.gov/purchasing/vendor/hub/certification-process.php TSLAC has determined that subcontracting opportunities are not probable under this contract. Therefore, the HSP is not required with the Response.

Contract Monitoring TSLAC will maintain an ongoing review and status check of the Contractor’s progress toward completion of services and will certify whether the Contractor’s invoices are reasonably comparable with the work completed. Payment(s) will not be made until all products and work have been reviewed and accepted by TSLAC.

Administration of the contract is a joint responsibility of the TSLAC Library Development and Networking (LDN) Division and the TSLAC Purchasing Team. The TSLAC Purchasing Team administers the contractual business relationship with the Contractor. Upon contract issuance, TSLAC will designate an individual who will serve as the project manager and point of contact between the agency and the Contractor. The project manager does not have the express or implied authority to vary the terms of the contract, amend it in any way, or waive strict performance of its terms and conditions. This individual’s project management and contract administration responsibilities include, but are not limited to:

Monitoring the Contractor’s progress and performance and ensuring services conform to established specification requirements.

Managing the financial aspects of the contract, including approval of payments.

Meeting with the Contractor to schedule service.

Reviewing progress, discussing problems, and considering necessary action as needed throughout the term of the contract.

Identifying a breach of contract by assessing the difference between contract performance and non-performance.

Submitting the Vendor Performance Report for contracts with an overall value of $25,000 or more to the CPA’s Vendor Performance Tracking System (VPTS). http://www.txsmartbuy.com/vpts Other areas as identified in the State of Texas Procurement and Contract Management Guide, current edition.

TSLAC Property Property of TSLAC: All workshop materials supplied to or developed by the Contractor as a result of this solicitation are the property of TSLAC. This includes but is not limited to workshop recordings, workshop materials/handouts, attendance rosters, and workshop evaluations. Refer to Paragraph 100 in the General Terms and Conditions (Section IV) of the solicitation.

Contract Closure: At the end of the contract term or if the contract is terminated by either party, TSLAC will retain ownership of the workshop recording and post to the LMS for continuing education use by the Texas library staff unless otherwise negotiated by the Parties.

Invoice and Payment The following procedures apply to invoicing and payment. Payments will be processed per the Texas Prompt Payment Act and will exclude sales tax. More information is provided in the General Terms and Conditions (Section IV).

Contractor to submit invoices to:

Texas State Library and Archives Commission Attn: Accounts Payable PO Box 12516 Austin, Texas 78711 Phone: (512) 463-5471 or e-mail: AP@tsl.texas.gov Invoice must include:

1.1.32. Name of Contractor, Texas Identification Number, and correct “Remit to” address

1.1.33. Name of State Agency (Receiving entity)

1.1.34. Contract/Purchase Order Number

1.1.35. Description of services and service period

1.1.36. Quantity, Unit, Price; All prices should be extended on the invoice

1.1.37. Total price

1.1.38. Discount, if applicable, extended and deducted to arrive at the Net Total for invoice

1.1.39. Attach supporting documentation, if required

Billing Details The Contractor must be able to provide the following details on their invoice(s). Failure to provide the requested level of detail on the invoice will result in delay of payment or non-payment.

1.1.40. Workshop Date and Location

Payment Schedule:

1.1.41. Payment will be provided upon satisfactory performance of the requested services per the negotiated deliverables schedule in Section II of this solicitation. The Contractor will provide a consolidated invoice of completed workshops or negotiated deliverables completed within a given month.

1.1.42. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of products and/or services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days, or the Contractor may charge a late payment fee per the Texas Prompt Payment Law.

1.1.43. Payments for product(s) and services purchased with state-appropriated funds will be made through state warrants issued by the Texas Comptroller of Public Accounts. Qualified ordering entities will be paid through the entities local payment system.

Section III Response Instructions

1. Schedule of Events TSLAC intends to proceed according to the following schedule. These dates represent a tentative schedule of events and TSLAC reserves the right to change the dates. TSLAC will notify prospective Respondents of changes to the Schedule of Events by posting an Addendum on the ESBD.

Event

Date/Time

Solicitation Posted Date:

Date

Pre-Submittal Conference:

Date Range

Vendor Questions Due:

Date; 5:00 PM CT

Answers Posted to ESBD:

Date

Response Due Date:

Date; 2:00 PM CT

Expected Contract Award Date:

Date

Interested Respondents are responsible for checking the ESBD for all updates and changes to the Schedule of Events.

Note that TSLAC is closed on the following dates and will not be available: https://www.tsl.texas.gov/holiday-closings Refer to the agency calendar for more details on agency closures.

Pre-Submittal Conference The pre-submittal conference will be held on the date and time specified in Section III, Subsection 1 above. The pre-submittal conference is not mandatory. However, Respondents are strongly encouraged to attend as important information regarding solicitation and response requirements will be discussed. Participants will have an opportunity to ask questions during the conference. However, verbal responses provided by the agency are not binding until confirmed by the agency as a posted addendum.

The pre-submittal conference will be held via web conference. Participants will be required to register to document their participation in the conference. For individuals who enter the meeting via phone, participants should message the host with their name.

https://us02web.zoom.us/meeting/register/X2couZbYQVKSofNfGpHgRw After registering, you will receive a confirmation email containing information about joining the meeting.

TSLAC will post all questions and answers from this pre-submittal conference to the ESBD the next business day.

Inquiries Clarifications: All questions or requests for clarification of this solicitation must be submitted in writing to the assigned TSLAC Purchaser’s e-mail. Questions will be collected by the due date specified in Section III, Subsection 1. Questions should be submitted in the following format:

2.1.1. For emailed questions: the subject line must state “Questions concerning Solicitation # 306-26-0151”

2.1.2. Reference the Section number, Subsection number, and page number on the solicitation

2.1.3. Question

Deadline: Questions must be submitted no later than the date and time listed in Section III, Subsection 1 above.

Answers to Questions: TSLAC will post all questions and answers as an Addendum to the solicitation on the ESBD no later than the date listed in Section III, Subsection 1 above. It is the Respondent’s responsibility to view these questions and answers; TSLAC is not required to send a notification email when the Addendum is posted.

Response Submission TSLAC has implemented a temporary process to accept electronic responses to this solicitation.

Submission Instructions:

2.1.4. Respondent shall upload response content using the following link: https://tslac.app.box.com/f/0bb2c0cc931a4a11ad3f849887daabfa

2.1.5. Respondents will have the ability to upload their submissions up to the Response Due Date and Time.

2.1.6. Emailed, telephone, or faxed Responses will not be considered.

2.1.7. The date and time of the last document uploaded will be used to document a Respondent’s compliance with the Response due date and time on the solicitation.

Response Content and Requirements Below is a summary of the required and requested information for the Proposal (Response). Responses submitted without this information will be evaluated accordingly. TSLAC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

General Response Format:

2.1.8. Original Submission – The Respondent shall submit one (1) signed document in PDF format of their Response. The document content shall be organized with a table of contents and bookmarked using the Response Checklist in Attachment 1. The file should use the format of “26-0151 Response [Company Name].” There are only two documents that should be submitted as separate files from the Original Response, which are:

(A) The Company’s License User Agreement (in Word format); the file name for this document should be formatted as “License Agreement [Company Name].”

2.1.9. Confidential Information Submission – The Respondent shall submit one (1) redacted document in PDF format of their Response. The document is separate from the Original Submission. If the Respondent lists any confidential information in Appendix E, that information should be redacted from the document. Refer to Section III, Subsection 6. The file should use the format of “26-0151 Redacted Response [Company Name].”

Required Response Content:

Respondent MUST include the following documents and information in their Response submission. Refer to the Response Checklist for guidance on placement within the Response. Failure to submit the listed documents in the Response will result in disqualification.

2.1.10. Response Checklist – Respondents should use Attachment 1 as a tool to ensure that all content is included and organized appropriately for the submission. Respondents should complete the Response Checklist and place it as the first page of the Response Submission.

2.1.11. Solicitation Coversheet – Include completed, signed, and dated Appendix A. Respondents must enter their Texas Identification Number (TINS), full company name and address. This document must be signed to be considered a valid bid. Unsigned solicitation coversheets will result in disqualification of the Response.

2.1.12. Confidential Information Form – Include completed Appendix E if the Response contains confidential information as specified in Section III, Subsection 6 of this solicitation. If confidential information is not included within the Response, the form must be submitted and marked “N/A” or left blank.

2.1.13. Terms and Conditions Exceptions – Include Appendix F with the Response; If the Respondent takes any exception to any terms and conditions listed in this solicitation, these exceptions must be specifically and clearly identified by Section in the submitted Response, and the Respondent must propose alternative language with their Response. If Respondent does not have any exceptions, the form should be marked and submitted with “None” or left blank.

2.1.14. Company Profile and References – Include the completed Company’s Profile, including three company references using Appendix B. A minimum of three references as specified in Section II, Subsection 5.4.

2.1.15. Technical Proposal – Respondent shall provide a technical proposal of the proposed product(s)/service(s) for this project. This document must include a list of the key personnel assigned to this project. Supporting documentation will include their resumes with their qualifications and experience in similar projects; and the certification that the deliverables schedule will be met. Refer to Appendix D for details and required content needed for the technical proposal.

2.1.16. Cost Worksheet – Include a completed Appendix C or reasonable facsimile; All costs must be outlined and provided to complete the requested services.

2.1.17. Audio/Video Consent Form – Include the completed audio/video consent form using Appendix G.

2.1.18. TSLAC Addenda, if applicable – Include signed addenda generated as part of the solicitation; addenda will be posted on the ESBD. The signed and dated addenda provide acknowledgment of receipt from the Respondent.

Additional Response Content:

The Respondent must include the following additional documentation as separate attachments with their Response submission. If these documents are not included with the original submission, TSLAC may request the documents listed in this section and require a response within one (1) business day or a TSLAC-designated deadline. Failure to submit this additional documentation may result in disqualification.

2.1.19. Respondent’s Contract Template, Service Level Agreement, or Terms and Conditions – Include the contract template, license agreement and/or terms and conditions; Respondent should submit the document(s) as a separate attachment in Microsoft Word format with the Response. Note that this document has been requested by TSLAC and will not disqualify the Respondent from further evaluation. The submitted agreement may be negotiated and incorporated into the contract, if selected.

2.1.20. Redacted Response – If any confidential information is listed in Appendix E, the Respondent must provide a copy of their Response with redaction of the information listed in Appendix E. If nothing is listed in Appendix E, this document is not required for submission.

Response Requirements:

2.1.21. Respondent’s documentation provided with the Response must be complete and comprehensive. TSLAC will not be responsible for locating or securing information not included in the submitted Response. Failure to furnish required documentation with the Response may result in the Response being deemed as non-responsive or incomplete.

2.1.22. TSLAC will not be responsible for any expenses related to Responses or the Respondent’s development of documentation that may result from this procurement. Respondents are responsible for all costs associated with preparing a response to this solicitation.

2.1.23. All Responses must be received and time-stamped by the date and time specified in Section III, Subsection 1. The date and time stamp will be determined by the submission of the last document in the link.

2.1.24. Late, illegible, incomplete, and otherwise non-responsive Responses will not be considered.

2.1.25. TSLAC reserves the right to reject any and all Responses received and to cancel this solicitation in part or in its entirety. This solicitation in no way obligates TSLAC to award a contract.

2.1.26. Responses cannot be altered or amended after the solicitation deadline or due date. No Response can be withdrawn after the solicitation deadline or due date without the TSLAC Purchasing Department’s approval, based on the Respondent’s acceptable written request.

2.1.27. All submitted Responses become the property of TSLAC after the solicitation deadline/due date. Awarded Responses may be posted, along with a copy of the contract, on the TSLAC website. Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TSLAC, whichever is earlier.

2.1.28. Respondents must comply with all rules, regulations, and statutes relating to Purchasing in the State of Texas, in addition to the other requirements of this solicitation.

2.1.29. Any terms or conditions attached to the Response will not be considered unless specifically requested within Section 6 of the solicitation. Submission of unsolicited terms and conditions may result in the disqualification of the Response.

2.1.30. ALL RESPONSES MUST BE SIGNED AND DATED BY A PERSON AUTHORIZED TO BIND THE COMPANY IN A CONTRACT. FAILURE TO SIGN AND DATE THE SOLICITATION COVERSHEET WILL RESULT IN THE DISQUALIFICATION OF A SUBMITTED RESPONSE.

Texas Public Information Act Responses will be subject to the Texas Public Information Act (PIA), as outlined in Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Some information in responses may be excepted from required public disclosure under the PIA, such as trade secrets and certain commercial or financial information. Respondents are responsible for reviewing the PIA and understanding how it applies to any information submitted under this solicitation.

The Office of the Attorney General (OAG) is responsible for determining whether information is confidential and not subject to disclosure under the PIA.

Respondents are advised to consult with their legal counsel regarding disclosure issues that may arise from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.

If the Response to this solicitation contains information that the Respondent claims is confidential and not subject to release under the PIA, the Respondent must prepare and submit the following information with the original Response to the solicitation. Any information not marked as confidential will be released under the PIA if requested.

Respondent must list any confidential information in Appendix E and submit a PDF copy of the Response with all information claimed as confidential redacted or blacked out.

In compliance with Texas Government Code §2261.253, all executed contracts by TSLAC will be posted on the TSLAC website, but certain confidential information may be redacted.