ESBD_484604_1769181928257_212-26-0218 JISP RFO Proposal Instructions.pdf

Office of Court Administration’s

Judicial Information Security Project

RFO 212-26-0281

Class/Item: 990-48

Office of Court Administration

January 23, 2026

RFO Responses Due: February 23, 2026, by 2:00pm CT

Offer Submission Instructions

1. BACKGROUND

The Texas Office of Court Administration (OCA) invites submissions of offers for an online system to detect and request the removal of Covered Information (CI) of certain persons (“System”) from a publicly accessible Internet website, as contemplated by House Bill 5081 from the 89th Legislative Session.

House Bill 5081 prohibits the dissemination or display of CI of a protected person (judges, clerks, court and judicial branch personnel, and immediate family members) if the protected person has submitted a written request that the information not be displayed or disseminated by a person (which includes individuals, businesses, and data brokers). The law requires the removal of CI displayed online within 10 business days of receiving the written request. The bill creates civil and criminal remedies for violations.

2. PROJECT INFORMATION

The purpose of the project is to procure a System in accordance with all requirements included in the Requirements Response Workbook attached as Exhibit C, training on use of the System, and reporting regarding System activity.

3. CONTRACT TERM

The contract term shall begin on the last signature date on the Purchase Order and shall be a 3-year contract. OCA may extend the term with the same terms and conditions for two additional 24-month periods by written notice in advance of expiration.

4. TERMS AND CONDITIONS

OCA proposes the terms and conditions attached as Exhibit B. Respondent must agree to the terms and conditions or provide written alternatives to any terms or conditions with which it disagrees.

5. RESPONDENT OFFER

A. SCHEDULE OF EVENTS

The following provides the schedule of events for this RFO. OCA reserves the right, at its sole discretion, to amend the schedule upon notice to prospective Offerors through posting on the Electronic State Business Daily (ESBD) website at https://www.txsmartbuy.gov/esbd. It is the responsibility of interested parties to periodically check the ESBD for updates to the RFO prior to submitting an offer.

https://capitol.texas.gov/tlodocs/89R/billtext/pdf/HB05081F.pdf#navpanes=0 https://www.txsmartbuy.gov/esbd

EVENT DATE TIME

Publish Solicitation January 23, 2026

Offeror Question Deadline February 2, 2026 2:00 PM Central

OCA Official Response to Offeror Questions February 6, 2026

Deadline for Submission of Offers February 23, 2026 2:00 PM Central

Evaluation of Responses / Demonstrations (if selected)

February 24- March 6, 2026

Deadline for Best and Final Offer (BAFO), if necessary

March 11, 2026 2:00 PM Central

Complete BAFO Process and Notify Selected Finalists for Commencement of Negotiations

March 13, 2026

(Estimated) RFO Negotiations Complete March 20, 2026

Expected Award of Contract March 27, 2026

Any questions shall be submitted in writing by e-mail to purchasing@txcourts.gov. Answers to questions will be posted to the ESBD. All questions must be received during the period specified in the schedule of events. A final compilation of all questions and answers will be available in the form of an addendum to this solicitation posted on the ESBD website.

B. SUBMISSIONS

All responses shall be received at OCA prior to the date and time indicated in “Deadline for Submission of Offers” above. OCA may waive or alter the deadline for submission.

Respondents may submit by mail or by hand one electronic copy of the offer on a USB drive or email PDF documents to purchasing@txcourts.gov. All responses must be PDF documents.

Mailed responses should be placed in an envelope or package clearly marked “Judicial Information Security Project” and “Attention: Darryl Gaona.” If emailed, the Subject Line of the email should be “Response for Judicial Information Security Project.”

mailto:purchasing@txcourts.gov mailto:purchasing@txcourts.gov

Telephone, facsimile, or paper responses will not be accepted, unless OCA decides to accept them in the best interest of the State.

Responses shall be submitted to OCA by one of the following methods:

C. SUBMISSION CONTENTS

Listed below is a summary of information required to be included in an offer. OCA reserves the right, in its sole judgment and discretion, to waive any technicalities and errors in the best interest of the State.

1. Respondent Information. Include the following information related to the responding business entity:

formal name and all assumed names used by the business entity; structure of business entity (i.e. sole proprietorship, partnership, corporation, etc.); state in which business entity was formed or incorporated;

physical address and mailing address; principal place of business; whether, and to what extent, Respondent has established a physical presence in the State of Texas including the name, title, address, telephone number, facsimile number, and e-mail address of Respondent’s registered agent or other primary contact.

2. Requirements for Submissions.

A. Exhibit A -Statement of Work (SOW) - Respondent shall review the SOW and provide a detailed description of how its proposal will accomplish the SOW requirements and provide any exceptions and alternate language, if applicable.

B. Exhibit B – Terms and Conditions – Respondent shall review the Terms and Conditions and provide a statement indicating Respondent accepts all Terms and Conditions or, for any provisions that Respondent finds unacceptable, identify, list and describe any exceptions taken and separately provide a “redline” version identifying the provisions taken exception to and providing alternate language where applicable.

C. Exhibit C - Requirements – Respondent shall review and complete the requirements workbook attached as Exhibit C and provide any pertinent information regarding each requirement that Respondent deems necessary for OCA to understand their proposed System.

D. Exhibit D – Cost Workbook – Respondent should provide pricing per license for use of the System for each year of the term, including optional extension years, in the attached Cost Workbook (Exhibit D). Respondent must review the criteria in the Cost Workbook and complete each area

U.S. Postal Service Overnight/Express Mail OR Hand Delivery

Email

Office of Court Administration Attn: Darryl Gaona PO Box 12066 Austin, TX 78711-2066

Attn: Darryl Gaona 205 W. 14th Street, Suite 600 Austin, TX 78701

Hours: 8:00 a.m. to 4:00 p.m. CT

Purchasing@txcourts.gov

And cc: darryl.gaona@txcourts.gov mailto:Purchasing@txcourts.gov mailto:darryl.gaona@txcourts.gov to be considered responsive. The Cost Workbook must be included as a separate, clearly designated file. No pricing information may be included outside of the Cost Workbook. The project is contingent upon available funding and appropriated authority to OCA to expend funds.

E. Exhibit E - Antitrust Certification Statement - Respondent must include a properly completed Antitrust Certification Statement.

F. Exhibit F - Execution of Offer - Respondent must include a properly completed Execution of Offer.

G. Historically Underutilized Business (HUB) Subcontracting Participation – The agency has determined that for this solicitation HUB subcontracting opportunities are not probable.

3. Optional Features, Products, or Services. If offered, Respondent must describe in its Offer any optional features, products or services that would benefit OCA, but are not described in the requirements workbook (Exhibit C). Respondent must provide line-item pricing for each option in the Cost Workbook (Exhibit D). Optional features, products, or services not described in the requirements workbook will not be considered during the evaluation or impact a Respondent’s score.

4. Statement of Objectivity. No OCA employee may have a direct interest in the proceeds of a contract resulting from this Response or be related within the second degree of consanguinity or affinity to anyone having a direct interest in those proceeds. Respondent must include a written statement of Respondent’s objectivity and independence from all OCA employees in accordance with this standard. OCA may conditionally accept a Response without this statement but may not issue a Purchase Order without it.

5. Exempt from Public Disclosure. Respondent should clearly identify any information submitted by Respondent to OCA that Respondent believes to be confidential and exempt from public disclosure under Rule 12 of the Rules of Judicial Administration. Vendor shall submit a second copy of any document submitted to OCA with all confidential or proprietary information redacted. ALL INFORMATION THAT IS NOT REDACTED IS SUBJECT TO PUBLIC DISCLOSURE. OCA cannot guarantee that the records identified as confidential by Respondent are in fact exempt from disclosure under Rule 12 of the Rules of Judicial Administration and OCA may be required to disclose that information.

6. Experience and Qualifications. Respondent shall describe the general nature of its previous similar work, particularly work performed during the last three years. Respondent shall describe the size and scope of all operations, including number of Respondent’s employees and years in business. Respondent shall describe its financial condition and submit its most recent financial statement or annual financial report.

Respondent shall describe Respondent’s prior contracting experience with state agencies and similar entities. Respondent must provide at least three references regarding similar projects during the preceding three years. The information must be provided in the format described below. If no references are available, the Respondent must state this in their response.

The format for the references is:

• Name of the entity

• Description of the project

• Dates of the project

• Name of contact person

• Email address and telephone number of contact person

7. Knowledge and Expertise. The Respondent shall describe its capability to deliver the required services, including process, functional and technical expertise. The Respondent must demonstrate its knowledge and expertise of projects similar to the System.

8. Project Team. The Respondent shall identify the members of its proposed project team and submit resumes for each member.

9. License/Use Agreements. If the Offeror is offering commercially licensed software, the Offeror must describe the licensing arrangement it will require for the implementation of the System. The Offer must also include all terms and conditions of any licenses or user agreements Offeror will desire OCA to execute prior to use of the System.

10. Cancellations or Terminations. Respondent must list all contracts or purchase orders the Respondent executed or accepted within the last three years and which were canceled or terminated prior to completion. For each such contract or purchase order, Respondent must include a detailed explanation for the cancellation or termination and final resolution of the matter. If no cancellations or terminations occurred during this period, Respondent must state this in the response. The information must be provided in the format described below.

The format for the list of cancellations/terminations is:

• Name of the entity

• Explanation for Cancellation or Termination

• Final Resolution

• Name and title of contact person

• Telephone number of contact person

11. Signature Authority. By submitting an offer, Respondent represents and warrants that the individual submitting the response, and all documents made part of the response, is authorized to submit and sign documents on behalf of the Respondent and to bind the Respondent under any contract that may result from OCA’s acceptance of Respondent’s offer.

6. OFFER REVIEW

1. Evaluation Criteria. The following evaluation criteria will be used:

Criteria Weight Qualifications and Experience 30% Statement of Work/Requirements 40%

Cost 30%

TOTAL 100%

1. Offer Review Process. Offers shall undergo review phases prior to contract award, if any.

• The first review phase will confirm that the offer meets the RFO requirements.

• The second review phase will evaluate offers deemed responsive using a scoring system based upon the evaluation criteria above. All items listed in the requirements workbook, including preferred requirements, will be considered in the evaluation.

• The optional third review phase will evaluate system demonstrations based upon the following evaluation criteria: 1) Engagement Interview (50%) and 2) System Demonstration (50%). Rescoring will occur during this phase.

• The optional fourth review phase will evaluate the best and final offer if requested by OCA.

• OCA reserves the right to conduct studies and other investigations as necessary to evaluate any offer. OCA reserves the right to reject any offer and to waive any defects, technicalities, or immaterial formality of this procurement. Submission of offers confers no legal rights upon any Offeror. OCA will narrow those Offerors in each successive review phase and the evaluation in each review phase will be independent of the prior review phase results.

2. OCA’s Right to Cancel Solicitation. OCA reserves the right to cancel this RFO for any or no reason at any time during the procurement process. OCA makes no commitments, expressed or implied, that this process will result in a business transaction with any organization.

6. Offer Review