ESBD_484604_1770320538719_Addendum 1 - Questions Answers.pdf
PDF 139 KB Posted
- Attached to
- OCA's Judicial Information Security Project
- Solicitation number
- 212-26-0281
- Issued by
- Travis County, Austin City, Texas
About this file
This Addendum #1 to RFP 212-26-0281 issued by the Texas Office of Court Administration addresses clarifying questions and answers regarding the Judicial Information Security Project. The project seeks a comprehensive online system to detect and remove confidential information of protected judicial personnel from publicly accessible websites, with scope covering approximately 1,700 judges initially through a phased expansion approach. The system must provide centralized administrative capabilities for onboarding, reporting, user management, and compliance oversight, operating as a managed service with continuous monitoring and manual data removal capabilities. Implementation services include project initiation within 10 days, system configuration and validation through design sessions and user acceptance testing, instructor-led training for the Court Security Team with materials delivered 15 days before deployment, and production deployment with successful user verification within 45 business days of contract effectiveness. The proposal deadline remains February 23, 2026, at 2:00 PM Central Time, with evaluation scheduled for February 24 through March 6, 2026, potential Best and Final Offer submission by March 11, 2026, and estimated contract award on March 27, 2026. The contract term spans 36 months with two optional 24-month renewal periods at OCA's discretion.
The Texas Office of Court Administration will fund all licenses except self-pay licenses, with pricing structured as firm fixed price for implementation services and licenses using tiered per-license pricing based on volume brackets, plus annual maintenance and support costs and training costs per license. Participation in the program is voluntary and not mandatory for covered personnel. The vendor must demonstrate centralized administrative capabilities, provide data residency and processing within the United States with services performed by United States citizens or within the United States, and maintain 99.9% monthly average application availability. Required compliance includes Texas Administrative Code Chapters 202, 206, and 213, WCAG 2.1 accessibility standards, and specific security frameworks identified in the Requirements Workbook. The selected vendor is not required to hold active TX-RAMP certification at contract award but must maintain Commercial General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 per aggregate, and Professional Liability/Cyber Risk Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 annual aggregate. Technical support is required Monday through Friday from 8:00 AM to 6:00 PM Central Time, with 24/7/365 support available for the Court Security Division for threat-based and emergency situations. All respondents must acknowledge receipt of this Addendum by signing and returning it with their proposal.
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Office of Court Administration
RFP 212-26-0281
Judicial Information Security Project
ADDENDUM #1
DATE: February 5, 2026
RFP No.: 212-26-0281 TITLE: Judicial Information Security Project
PROPOSAL DEADLINE: February 23, 2026, at 2:00 PM CT (Remains Unchanged)
NOTE: Acknowledge receipt of Addendum by signing and returning with your proposal.
ADDENDUM ITEM #1:
The purpose of this Addendum is to publish the Questions received and Answers provided by OCA.
Q1. Scope of Coverage
Is the solution intended solely for Judges, or will coverage also extend to other court-affiliated personnel such as Commissioners, Court Executives, Clerks, Recorders, Administrators, Judicial Assistants, and additional courtroom staff?
RESPONSE: Refer to Proposal Instructions, see 1. Background and Exhibit A: Statement of Work, see first paragraph.
Q2. Program Scale
Approximately how many total users does OCA anticipate including in the initial deployment, and is there an expectation for phased expansion over time?
RESPONSE: Approximately 1700 judges have taken advantage of the state’s privacy protections. This number is not guaranteed or finalized. Please complete Exhibit D: Cost Workbook in its entirety.
Q3. Enterprise Administration
Does OCA require centralized administrative capabilities for onboarding, reporting, user management, and compliance oversight across the judiciary?
RESPONSE: Yes. Refer to Exhibit C: Requirements Workbook.
Q4. Service Model
Is OCA seeking a fully managed service (including continuous monitoring and manual data removals), or a self-service software platform?
RESPONSE: Refer to Exhibit C: Requirements Workbook.
Q5. Vendor Location
Is OCA seeking a vendor that is headquartered and operates primarily within the United States?
RESPONSE: Refer to Exhibit B: Terms & Conditions, see 5.5 and 39.
Q6. Data Residency and Citizenship Requirements
Is OCA requiring that all customer data be stored and processed in the United States and all services performed by United States citizens and/or in the United States?
RESPONSE: Refer to Exhibit B: Terms & Conditions, see 5.5 and 39.
Q7. DIR Contract Vehicle
Is it a requirement that the selected vendor be available through the Texas Department of Information Resources (DIR) cooperative contracts, or are there other specific contract requirements?
RESPONSE: The selected vendor does not need to be available on DIR contract. All requirements are listed in the RFO documents.
Q8. Security & Compliance Frameworks
What security certifications or compliance standards are required (e.g., TX-RAMP, SOC 2 Type II, ISO 27001, FedRAMP readiness)?
RESPONSE: Refer to Exhibit C: Requirements Workbook for this information. This can be found on the Non- Functional Requirements tab ID # 60.
Q9. TX-RAMP Certification
Will OCA require the selected vendor to hold an active TX-RAMP certification at the time of award?
RESPONSE: The selected vendor will not be required to hold an active TX-RAMP certification at the time of the award.
Q10. Family/Household Protection
Is coverage for immediate family or household members of judges and court personnel within scope of this program?
RESPONSE: Refer to Exhibit D: Cost Workbook.
Q11. Implementation Timeline
What is OCA’s desired timeline for initial rollout following contract award?
RESPONSE: Refer to Exhibit A: Statement of Work, see Section 1 – Implementation Services.
Q12. Program Objectives & Risk Drivers
What specific risks or incidents is OCA seeking to address through this program (e.g., doxxing, stalking, harassment, threats tied to high-profile cases, statutory protections)?
RESPONSE: Refer to Proposal Instructions, see 1. Background and Exhibit A: Statement of Work, see first paragraph.
Q13. Success Criteria
How will OCA define and measure success for this program (e.g., reduction in exposed PII, response time to removals, adoption rates, compliance outcomes)?
RESPONSE: Improving the security of the Texas Judiciary and court staff. Metrics to be determined.
Q14. Removal SLAs & Escalation
Are there defined service-level expectations for data removals, including expedited or emergency response for credible threats?
RESPONSE: Refer to Exhibit C: Requirements Workbook. For information about expedited responses, see Non- Functional Requirements ID # 260, 310.
Q15. Monitoring Scope
Should the solution provide continuous monitoring for re-exposure of PII and new data broker sources, or point-in-time removals only?
RESPONSE: Refer to Exhibit C: Requirements Workbook for all system requirements.
Q16. Coverage Depth Expectations
Does OCA expect a hybrid approach that includes both automated coverage and manual removals for high-risk or hard-to-remove sources?
RESPONSE: Refer to Exhibit C: Requirements Workbook for all system requirements.
Q17. Legal & Policy Alignment
What specific Texas statutes, judicial policies, or administrative directives must the vendor explicitly support or align with?
RESPONSE: Refer to Exhibit A: Statement of Work, see first paragraph, Exhibit B: Terms & Conditions, and Proposal Instructions, see 1. Background.
Q18. Auditability & Records
What reporting, audit, and documentation capabilities are required to support compliance, oversight, or public-sector recordkeeping obligations?
RESPONSE: Refer to Exhibit A: Statement of Work, Exhibit B: Terms & Conditions, and Exhibit C:
Requirements Workbook.
Q19. Funding & Cost Structure
Will this program be centrally funded by OCA, or allocated across courts or jurisdictions, and what pricing model is preferred as the program scales?
RESPONSE: OCA will be paying for all licenses other than self-pay licenses in this contract. Refer to Exhibit C: Requirements Workbook, see Functional Requirements tab, ID # 150 and Non-Functional Requirements tab, ID # 250.
Q20. Participation Model
Will participation be mandatory for covered personnel, or opt-in at the individual or court level?
RESPONSE: Participation is not mandatory.
Q21. Program Evolution
How does OCA anticipate this program evolving over the next 2–3 years as digital threats to the judiciary continue to increase?
RESPONSE: This is to be determined.
All other aspects of RFP No. 212-26-0281 remain unchanged.
Darryl G. Gaona, CTCM/CTCD Purchasing Mangager
Office of Court Administration Purchasing Department 205 W. 14th Street, Suite 600 Austin, TX 78701 purchasing@txcourts.gov darryl.gaona@txcourts.gov mailto:purchasing@txcourts.gov mailto:darryl.gaona@txcourts.gov
RECEIPT OF ADDENDUM NO. 1 of RFP NO. 212-26-0281
THE RESPONDENT’S PROPOSAL SUBMITTAL MUST INCLUDE SIGNED COPY OF THIS
ADDENDUM AS ACKNOWLEDGEMENT OF RECEIPT.
Signature: Title:
Printed Name: Date:
Company Name:
| PROPOSAL DEADLINE: February 23, 2026, at 2:00 PM CT (Remains Unchanged) |
| NOTE: Acknowledge receipt of Addendum by signing and returning with your proposal. |
| RECEIPT OF ADDENDUM NO. 1 of RFP NO. 212-26-0281 |
| THE RESPONDENT’S PROPOSAL SUBMITTAL MUST INCLUDE SIGNED COPY OF THIS ADDENDUM AS ACKNOWLEDGEMENT OF RECEIPT. |
| Title: |
| Signature: |
| Date: |
| Printed Name: |
| Company Name: |
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