ESBD_506646_1777406286546_RFP 458-E260331 Tax ID Stamps & POS System.pdf

TABC 04.28.2026 RFP No. 458-E260331 Page 1 of 48

REQUEST FOR PROPOSALS

RFP No. 458-E260331

Tax ID Stamps and Point of Sale System

NIGP Class/Item:

• 255-50 Liquor Stamps, Numbered

• 209-66 Point of Sale (POS) Software, Mainframes, and Servers

Date of Release: April 28, 2026 Responses Due: May 28, 2026, 5:00 pm CDT

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

1.2 DEFINITIONS

1.3 AUTHORITY

ARTICLE II. SCOPE OF WORK AND AWARD

2.1 SCOPE OF WORK

2.2 CONTRACT AWARD, TERM, AND AMOUNT

2.3 NO GUARANTEE OF VOLUME, USAGE OR COMPENSATION

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

3.2 TABC CHANGES, AMENDMENTS, OR MODIFICATIONS TO THE

SOLICITATION

3.3 IRREGULARITIES IN THE SOLICITATION

3.4 INFORMALITIES IN A SOLICITATION RESPONSE

3.5 COMMUNICATIONS RELATED TO THIS SOLICITATION

3.6 SUBMITTING A SOLICITATION RESPONSE

3.7 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS .. 38

4.1 EVALUATION CRITERIA

4.2 INITIAL COMPLIANCE SCREENING

4.3 COMPETITIVE RANGE AND BEST AND FINAL OFFER

4.4 ORAL PRESENTATIONS AND SITE VISITS

4.5 QUESTIONS OR REQUESTS FOR CLARIFICATION BY THE TABC

ARTICLE V. NARRATIVE PROPOSAL

5.1 NARRATIVE PROPOSAL

ARTICLE VI. REQUIRED RESPONDENT INFORMATION

6.1 COMPANY INFORMATION

6.2 MAJOR SUBCONTRACTOR INFORMATION

6.3. VETHUB SUBCONTRACTING

6.4 LITIGATION AND CONTRACT HISTORY

6.5 CONFLICTS OF INTEREST

6.6 AFFIRMATIONS AND CERTIFICATIONS

ARTICLE VII. COST PROPOSAL

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7.1 COST PROPOSAL

ARTICLE VIII. GENERAL TERMS AND CONDITIONS

8.1 GENERAL CONDITIONS

8.2 INSURANCE

ARTICLE IX. SUBMISSION CHECKLIST

1. NARRATIVE PROPOSAL AND RESPONDENT INFORMATION AND FORMS . 47

2. COST PROPOSAL WORKSHEET (Exhibit E & Section 7.1) ____

3. VETHUB SUBCONTRACTING PLAN (HSP) (Exhibit C & Section 6.3) ____ 47

4. EXHIBITS REQUIRING EXECUTION ARE INDICATED WITH AN ASTERISK

BELOW

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas Alcoholic Beverage Commission (“TABC”) seeks to contract with one or more qualified Vendor(s) to provide Tax ID Stamps and a Point of Sale (“POS”) System as well as management support services for both, in accordance with the Scope of Work (“SOW”) herein as Article II Sub-Section 2.1.

To be considered for this award, Respondents must execute: Exhibit A – Respondent Affirmations and Solicitation Acceptance attached hereto and incorporated herein in their entirety for all purposes and must provide all other required information and documentation as set forth in this Request for Proposals (“RFP” or “Solicitation”).

1.2 DEFINITIONS

Definitions in Exhibit B – TABC Uniform Terms and Conditions, shall apply upon execution of any Contract awarded pursuant to this RFP.

As used in this Solicitation, unless the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation, issued by the TABC.

“Business Day” means any day excluding Saturday, Sunday and any day which is a legal holiday under the laws of the State of Texas or is a nationally recognized federal bank holiday.

“Calendar Day” means every consecutive day on the calendar, including weekends (Saturday/Sunday) and public holidays.

“Contract” means the document memorializing the agreement between TABC and the Vendor to perform the SOW described in this Solicitation.

“ESBD” means the Electronic State Business Daily, the electronic marketplace where state of Texas bidding opportunities over $25,000 are posted; located here.

“Expedited shipment” means overnight delivery service that includes Saturday delivery to ensure timely fulfillment of urgent orders.

“Local Distributor” or “LP” means a package store that holds a subordinate local distributor permit which permits the holder to sell and distribute distilled spirits to authorized retailers.

https://www.txsmartbuy.com/esbd https://www.txsmartbuy.gov/esbd

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“Point of Contact” or “POC” means the TABC Purchaser named in Paragraph 3.5.1 below.

“Request for Proposals” or “RFP” or “Solicitation” means this entire posting, including Exhibits and Addenda, if any, and the terms are interchangeable.

“Respondent” means the entity responding to this Solicitation.

“Response” or “Solicitation Response” means a Respondent’s complete submission pursuant to this RFP, and the terms are interchangeable.

“SaaS” means software as a service. See also “System”.

“Scope of Work” or “SOW” refers to documentation defining tasks, deliverables, and timelines described in this Solicitation.

“State” means the State of Texas and its instrumentalities, including the TABC and any other state agency, and the officers, employees, or authorized agents thereof.

“System” or “Point of Sale System” or “POS” or “POS SaaS” means a combination of hardware and software that allows businesses to process customer transactions, track orders and shipping, manage inventory, and handle other critical operations such as reporting analytics and customer account management, and the terms are interchangeable.

“Tax ID Stamp” and “Stamp” means a physical and digital marker that serves as objective evidence that the required excise tax has been paid to the appropriate government authority for a bottle of alcoholic spirits, and the terms are interchangeable.

“Texas Alcoholic Beverage Commission” or “TABC” means the administrative agency established under the Texas Alcoholic Beverage Code, or its designee.

“Vendor” means the entity contracted to perform the services described in this Solicitation.

“VetHUB” means Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code; located here.

“VetHUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, required to be submitted with all Responses to state agency Contracts with a potential value of $100,000 or more, where subcontracting opportunities have been determined by the state agency to be probable. The HSP subsequently becomes a provision of any Contract awarded and shall be monitored for compliance by the state agency during the term of the Contract and any extensions.

“WBS” means Work Breakdown Structure.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm

TABC 04.28.2026 RFP No. 458-E260331 Page 6 of 48

1.3 AUTHORITY

The TABC is soliciting the services listed herein under Title 10, Subtitle D of the Texas Government Code, State Purchasing and General Services and the Texas Alcoholic Beverage Code.

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ARTICLE II. SCOPE OF WORK AND AWARD

2.1 SCOPE OF WORK

The Scope of Work (“SOW”) is incorporated herein in its entirety.

2.1.1 Introduction and Background

TABC seeks to enter into a contract with a qualified Vendor to provide tax ID stamps, a secure cloud-based point-of-sale (POS) system, and associated management support services. The awarded Vendor shall be responsible for the complete production and distribution of tax ID stamps, as well as the implementation and maintenance of a statewide POS solution for ordering and managing tax ID stamps. The system must support compliance processes across Texas, ensure data security, and deliver a cost-effective approach that does not impose additional financial burdens on local distributors. TABC intends to award one or more Contracts pursuant to this Solicitation.

The System will enable local distributors to order, receive, report discrepancies, and return tax ID stamps directly through the Vendor, eliminating the need for TABC to handle these transactions. The System must incorporate advanced security features to prevent fraud and counterfeiting, while supporting electronic tracking for audits and compliance verification (see TX-RAMP guidelines).

TABC’s primary objectives for this initiative are to strengthen tax compliance, improve operational efficiency, and enhance transparency in tax ID stamp distribution. The agency aims to increase gross receipts and excise tax collections by improving accountability for each tax ID stamp issued and reducing opportunities for fraud. The System must streamline and standardize reporting from local distributors, minimize or eliminate tax ID stamp reuse or replication, and provide robust security measures.

Additional goals include outsourcing tax ID stamp distribution to a qualified Vendor, leveraging technology to create a user-friendly and efficient ordering and tracking system, and improving customer service through streamlined workflows. The system should support automated processes for ordering, approval, and distribution, and provide TABC staff with real-time access to data and management reports to monitor tax ID stamp disposition and identify potential compliance risks.

Data security is critical. All records must be protected for confidentiality, integrity, and availability at rest, in transit, and in motion, following TX-RAMP guidelines.

Vendors must comply with Texas Business and Commerce Code § 521.053 regarding data breach notifications and implement measures to prevent unauthorized access, data corruption, and denial-of-service attacks. Certain https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

TABC 04.28.2026 RFP No. 458-E260331 Page 8 of 48 requirements are mandated by statute; others may be negotiated during contract finalization.

All project management activities, documentation, and reporting must adhere to Project Management Institute (PMI) standards to ensure alignment with TABC’s internal project management office requirements.

TABC will require additional enhancements to the system if the original software does not meet the requirements outlined in the Business Goals and Objectives.

2.1.2 Business Goals and Objectives

TABC seeks to implement a comprehensive solution designed to achieve the following strategic objectives, with statewide release scheduled for September 1, 2026:

2.1.2.1 Enhance Tax Compliance and Revenue Collection

A. Increase gross receipts and excise tax collections through improved tracking and accountability of each tax ID stamp issued.

B. Reduce fraud and unauthorized activities by ensuring accurate reporting and reconciliation of stamp usage.

C. Cost for tax ID stamps will be incurred by TABC. The System shall not collect revenue for standard orders or returns submitted by local distributors.

2.1.2.2 Strengthening Security and Prevent Counterfeiting

A. Minimize or eliminate the ability to reuse, replicate, or counterfeit tax stamps.

B. Incorporate advanced overt and covert security features to safeguard the integrity of the stamp program.

2.1.2.3 Standardize and Simplify Reporting

A. Establish uniform report processes for local distributors.

B. Enable automated workflows for submitting orders/requests, tracking returns, and notice of discrepancies to reduce manual intervention and errors.

2.1.2.4 Improve Operational Efficiency and Customer Service

A. Outsource stamp distribution to a qualified Vendor to streamline operations.

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B. Provide a user-friendly, cloud-based system for ordering, returning, reporting discrepancies, and tracking stamps.

C. Implement automated alerts for low stock, backorders, and discrepancies.

2.1.2.5 Enable Real-Time Visibility and Audit Capability

A. Ensure TABC staff can access comprehensive queries and management reports to monitor stamp disposition.

B. Support authentication of tax ID stamps during field audits to verify compliance and detect irregularities.

2.1.2.6 Support Data Security and Regulatory Compliance

A. Protect all data at rest, in transit, and in motion in accordance with TX-RAMP standards.

B. Comply with Texas Business and Commerce Code §521.053 for data breach notifications.

C. Implement measures to prevent unauthorized access, data corruption, and denial-of-service attacks.

2.1.2.7 Facilitate Continuous Improvement and Risk Management

A. Provide version control and release notes for all system changes.

B. Include routine upgrades and security patches without removing existing functionality.

C. Allow for feature enhancements based on TABC’s needs, subject to cost and timeline assessment.

2.1.3 Deliverables

2.1.3.1 Deliverable #1 – Project Plan

The Project Plan shall encompass Communication, Configuration, Quality, Risk, Performance, and Schedule management to ensure successful implementation.

The Vendor must provide complete and accurate project documentation in accordance with agreed-upon standards and timelines.

The Vendor will provide a Project Plan that includes but is not limited to:

A. Work breakdown Structure (WBS)

B. Reporting and Analytics.

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C. Transaction and Compliance Features.

D. Test Plan description.

E. Description of any unique tools, techniques, or methods utilized.

2.1.3.2 Deliverable #2 – Requirements

The Requirements should include but are not limited to:

A. Security requirements

B. Account Creation, Approval and Deactivation

C. Local distributor inventory Log

D. Online Orders

E. Order Approval and Rejection

F. Online Cancel orders

G. Online Returns

H. Online Discrepancy

I. Disposition Updates and Notifications

J. Retail level traceability (invoice reporting)

K. Online System Administration features

L. Online Dashboards

M. Reporting: Ad hoc and Downloads

N. Data History

O. Authentication

P. Real-time inventory management and shipment tracking

Q. Automated alerts: Accounts and Inventory

2.1.3.3 Deliverable #3 – System Workflows

The Vendor should provide workflow diagrams based on the requirements.

2.1.3.4 Deliverable #4 – Test Plan

The Test Plan should include but not limited to:

A. Scope, test environment(s), schedule, and security.

B. Data validation on migration

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C. Data validation on system integration

D. Physical tax ID stamp validation

E. System User Acceptance Testing (UAT) execution WBS

F. Test scripts WBS

G. Defect management

2.1.3.5 Deliverable #5 – System Integration Plan

The System Integration Plan should include but not limited to:

A. Describe parallel system approach (if applicable)

B. External Integration

C. POS SaaS Configuration

D. Performance and Security

2.1.3.6 Deliverable #6 - Deployment (Go-Live) Plan

The Deployment Plan should include but not limited to:

A. Deployment Specification

B. Contract Initiation Transition Plan

C. Back-out Specifications

D. Backup Specifications

E. Deployment to Production

2.1.3.7 Deliverable #7 – Voluntary Product Accessibility Template (VPAT)

Vendor shall provide a Product Accessibility Template (VPAT) or a comparable report in a format substantially similar to a VPAT, and shall respond to all written inquiries from TABC regarding the system’s compliance with requisite accessibility standards.

2.1.3.8 Deliverable #8 – Training Materials

Training requirement details are outlined in Section 2.1.9. Training Materials should include but not limited to:

A. Local Distributor Training

B. TABC Admin Staff Training https://dir.texas.gov/resource-library-item/section-508-vpat-instructions-vendors

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C. TABC Non-Admin Staff Training

D. Knowledge Transfer

2.1.3.9 Deliverable #9 – End-of-Contract Transition Plan

End-of-Contract Transition Plan requirement details are outlined in Section 2.1.11 and should include but not limited to:

A. Physical Inventory Transfer

B. Knowledge Transfer

C. Secure Disposal of Sensitive Data

D. Data Handover

E. Continuity Planning

2.1.3.10 Weekly Status Reports

The Vendor shall provide TABC with detailed weekly written progress reports throughout the project lifecycle, including:

A. Content Requirements

a. Summary of work completed during the reporting period.

b. Planned activities for the upcoming week.

c. Identification of issues, risks, and mitigation actions.

d. Status of deliverables and milestones against the project schedule.

B. Submission Timeline

a. Reports must be submitted by close of business on the agreed-upon day each week.

2.1.3.11 Vendor-Led Project Management Meetings (Pre-Acceptance)

The Vendor shall conduct regular project management meetings with TABC stakeholders from project initiation through full system acceptance:

A. Meeting Objectives

a. Review project progress, risks, and mitigation strategies.

b. Validate milestone completion and deliverable quality.

c. Address change requests and update timelines as needed.

B. Frequency and Participation

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a. Weekly or bi-weekly meetings, as agreed upon in the project plan.

b. Attendees to include Vendor project manager, TABC project lead, and key stakeholders.

C. Documentation

a. Meeting agendas and minutes must be documented and shared within 24 hours of each meeting.

2.1.3.12 Vendor-Led Customer Management Meetings (Post-Acceptance)

After system acceptance, the Vendor shall continue to provide customer management support through scheduled meetings:

A. Purpose

a. Review system performance and compliance metrics.

b. Discuss upcoming upgrades, enhancements, and maintenance schedules.

c. Address any operational issues or user feedback.

B. Frequency

a. Monthly or quarterly meetings, as defined in the Service Level

Agreement (SLA).

C. Deliverables

a. Provide performance dashboards and compliance reports during each meeting.

2.1.4 Functional and Technical Requirements

2.1.4.1 Physical Tax ID Stamps

The Vendor shall provide tax ID stamps that meet the following requirements:

A. Stamp Packaging Formats

a. Sheets: 1” x 1”, surface cut, pressure-applied stamps arranged in 10 rows and 8 columns per sheet (9.5” x 12.5” sheet). Packaged in quantities of 800 stamps (8 sheets per package).

b. Small Rolls: “1 x 1”, surface cut, pressure-applied or hand applicator stamps. Standard size of 500 stamps per roll. Packaged in quantities of 5,000 stamps (10 small rolls per package).

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c. Large Rolls: “1 x 1”, surface cut, pressure/machine-applied stamps containing 10,000 stamps per roll. Packaged individually.

B. Material and Adhesive Specifications

a. Adhesive must securely adhere to glass, plastic, ceramic, metal and paper surfaces and designed to self-destruct upon removal.

b. Self-adhesive substrate, pressure-sensitive paper with label paper weight of 50 lbs. or an equivalent material.

C. Design and Security Features

a. Vendor shall collaborate with TABC to design, develop, and finalize the tax ID stamp. The Vendor must receive final approval for tax ID stamp design before production begins from TABC.

b. Overt features: UV watermarks, color-shifting ink, holograms, unique serial numbers, security designs, and QR code(s).

c. Optional features: taggants, microtext, and forensic markers, etc.

Vendor must provide justification, cost-benefit analysis, and identify the authentication tools utilized for these features.

D. Durability and Testing

a. Minimum shelf-life storage of 12 months under conditions exceeding 100°F and 90% humidity.

b. Ability to withstand refrigeration-induced condensation.

c. Must pass fingernail, knife, razor blade, and paper towel rub removal tests.

d. Must withstand alcohol exposure (80 and 190 proof), running water tests, and oil-based and chemical removal attempts (e.g., acetone or other organic solvent), and pass base weight testing.

2.1.4.2 Shipping and Delivery

A. All approved stamp orders must be shipped within 1–2 business days and issued in consecutive numerical order.

B. Secure, bonded carrier must be used for all shipments to and from the local distributor.

C. Standard delivery should reach the local distributor within five business days.

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D. Full shipment tracking provided to TABC and distributors.

E. Support expedited order processing with payment options for associated fees. Approved expedited shipments must be dispatched the same day, including Fridays, for Saturday delivery.

2.1.4.3 Returns and Discrepancies

A. Allow a local distributor to return unused tax ID stamps to the Vendor and place those stamps back into TABC’s inventory.

B. All tax ID stamps ineligible for reissuance will be securely destroyed by the

Vendor.

C. Vendor will follow TABC return policy to determine if returned stamps are eligible for reuse.

D. Allow local distributors to document and notify TABC of stamp discrepancies (stolen, lost, damaged stamps, or transfer). All notifications must be reviewed and stored in the system for future reference.

2.1.4.4 POS SaaS Requirements

The Vendor shall deliver a cloud-based Point-of-Sale (POS) fully functional, cloud-based system for managing stamp operations:

A. Hosting and Accessibility

a. SaaS hosted by Vendor; no hardware or software acquisition required by TABC.

b. Accessible via standard web browsers (Microsoft Edge, Chrome, Firefox, Safari) and mobile platforms (responsive design or mobile app).

c. Vendor’s public or internal website, portal, application, documents, or similar technology, meets the requirements of Web Content Accessibility Guidelines (“WCAG”) version 2.1 AA or later, as required by the federal government.

B. Performance and Availability

a. 24x7x365 system availability with scheduled maintenance windows (Tuesdays, 6:00 PM–11:00 PM CST).

b. Downtime limit: No more than four (4) units per month (10–30 minutes per unit).

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C. Security and User Management

a. Provides user password management that aligns with TABC’s password policy and multi-factor authentication (MFA).

b. Password self-service reset feature with identity verification and

CAPTCHA.

c. Capacity to accommodate 5,000 authorized users with 30% concurrent user access.

d. Support self-service registration with TABC administrator approval workflow.

e. Support role-based access control with configurable permission levels based on user roles and job functions.

D. Functional Capabilities

a. Prefer single unified platform providing all system functionality with a user-friendly interface for both TABC staff and local distributors.

b. Enables local distributors to manage and place orders for multiple locations under a single user account.

c. Ability to manage and view real-time inventory levels and order tracking integrated with stamp data for compliance verification. Issue inventory alerts (reorder, low stock, back order) and allow configuration of minimum replenishment levels.

d. Securely process ACH and credit card payments for expedited shipping.

e. Customizable user dashboards and system notification emails.

f. Robust, intuitive search functionality available across all system features, with multiple options to locate, export, filter, and sort key data.

g. Support clear differentiation and execution of essential process functions: 1) stamp ordering, 2) return processing, 3) discrepancy notifications, 4) administrative actions, and 5) ad hoc reporting.

h. Full lifecycle authentication and tracking for each stamp which includes retail level traceability via QR code or comparable digital identifier.

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i. Support comprehensive reporting functionality, including standard and advanced ad hoc administrative reports available online and exportable in Excel, PDF, and CSV formats. (See Compliance and Performance Reports).

j. Reports unavailable in the online system must be supplied by the Vendor within 48 hours of request.

k. Query large volumes of data with results displayed in a timely manner.

l. Provide local distributor level daily inventory management.

m. Include built-in access to user support materials, including a User Guide and FAQs.

n. Must comply with the State of Texas accessibility standards as defined in Texas Administrative Code, Title 1, Part 10, §206.50.

E. Permission Specifications

a. External User - Access will be given to all local distributors who qualify to access the online ID stamp system.

b. TABC Staff - TABC auditors and agents (approximately 300 to 400) access; This access will also include the ability to view, add, edit and delete notations to an account which will only be visible by internal staff.

c. TABC Administrator – full system administrator functionality.

2.1.4.5 Compliance and Performance Reports

The system must support automated and ad hoc reporting capabilities to ensure compliance monitoring and operational performance tracking:

A. Usage Report

a. Track stamp orders, returns, and discrepancies per local distributor location.

B. Monthly/Yearly Report

a. Summarize activity for regulatory compliance and auditing purposes.

C. User Report History

a. Provide detailed records of internal compliance actions taken.

D. Warehouse and Inventory Reports

a. Monitor stock levels and replenishment needs in real-time.

E. Disposition Report

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a. Comprehensive record of all stamp status changes within the system.

F. Order Status and History Report

a. Track fulfillment timelines and exceptions.

G. Cost Center and Vendor Consolidation Report

i. Support financial reconciliation and Vendor management.

H. Invoicing Consolidation Report

a. Ensure accurate billing and cost tracking.

2.1.4.6 Integration Requirements

The solution must support secure and scalable integration between the tax ID stamp management system, POS SaaS, and external systems:

A. System Setup and Configuration

a. TABC has adopted the Department of Information Resources (DIR)

Open Data Portal (ODP) and Closed Data Portal (CDP) as its standard method for data exchange. These portals provide a secure, neutral, and cloud-based environment for sharing data between entities.

i. Provide secure data feed for active and inactive distributor permit holders to prevent unauthorized access.

ii. Enable integration with TABC internal systems (e.g., Tableau), Alcohol Industry Management System (AIMS), and Texas Comptroller systems for tax reporting.

iii. Transition plan from current Vendor.

B. Operational Preferences

a. While the standards below are preferred, TABC is open to mutually agreeable alternatives if business needs require adjustments.

i. Daily file processing (7 days/week, 52 weeks/year).

ii. Full file uploads or replacements daily.

iii. Automated notifications for successful/failed uploads.

iv. Production data changes will require coordination and testing by both TABC and Vendor.

v. Minimum of two dedicated administrators and an SLA for recovery/response times.

C. For more information: Texas Data Portals Resource Guide 2022.

2.1.4.7 Storage and Retention

The Vendor shall ensure secure storage and retention of all system and transaction data:

https://dir.texas.gov/office-chief-data-officer/texas-open-data-portal

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A. Retention Policy

a. Ensure the system allows users to search and retrieve data from the four most recent years.

b. Archive older data beyond four years in formats such as XML, JSON, or other extensible standards.

c. Retain user and program records for 10 years.

B. Data Security and Termination

a. Maintain adequate storage capacity to support retention requirements without performance degradation.

b. Adhere to the security requirements outlined in the TX-RAMP guidelines.

c. Provide detailed procedures for secure data termination upon retention expiration or contract termination.

2.1.5 Acceptance Management

2.1.5.1 User Acceptance Testing (UAT)

The Vendor must support a formal User Acceptance Testing process to validate that the POS SaaS system and the physical tax ID stamp meets TABC’s functional and technical requirements before production deployment:

A. UAT Planning and Documentation

a. Develop and deliver a User Acceptance Test Plan, including test cases, success criteria, and timelines.

b. Coordinate with TABC staff and designated industry representatives to conduct Proof of Concept and beta testing.

B. Execution and Validation

a. Conduct internal UAT with TABC staff to verify system functionality, usability, and compliance with specifications.

b. Facilitate Proof of Concept sessions with local distributors to validate real-world workflows (e.g., ordering, returns, discrepancy reporting).

C. Success Criteria and Sign-Off

a. Define measurable acceptance criteria for each system component

(e.g., ordering process, reporting accuracy, security features).

b. Document lessons learned during UAT and incorporate necessary modifications before final approval.

c. Obtain formal sign-off from TABC upon successful completion of

UAT.

2.1.5.2 Physical Stamp Acceptance Criteria

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The Vendor must ensure that all physical tax ID stamps meet TABC’s specifications and pass acceptance testing prior to distribution:

A. Stamp Quality and Security Validation

a. Verify compliance with size, material, and layout requirements (e.g., 1” x 1” labels, sheet and roll formats).

b. Confirm overt security features (e.g., color-shifting ink, holograms, unique serial numbers, QR code, destruct-on-removal functionality).

c. Validate adhesive performance and durability through mechanical

(e.g., fingernail, knife, razor blade removal) and environmental (e.g., alcohol exposure, water immersion, chemical resistance) tests.

B. Performance Standards

a. Ensure stamps maintain legibility and integrity under specified conditions (e.g., temperature, humidity, shelf life of 12 months).

b. Confirm procedure for securely packaging and delivering tax ID stamps in consecutive numerical order.

C. Acceptance Procedure

a. TABC must sign off on the final tax ID stamp design before production can commence.

b. Vendor must document and certify compliance with all physical and security specifications before production.

c. Provide sample stamps for TABC inspection and approval prior to full production.

2.1.5.3 System Acceptance Criteria

The Vendor must ensure that the POS SaaS system meets all functional, technical, and security requirements:

A. Functional Validation

a. Confirm that all core workflows for internal and external users (e.g., ordering, returns, reporting, inventory tracking, and defect management process) operate as required.

b. Validate integration with external systems (permit data feed, Comptroller systems, internal TABC platforms).

B. Performance and Availability

a. Demonstrate system uptime guarantees and maintenance procedures.

b. Validate response times for queries, reporting, and transaction processing under expected load conditions.

C. Security and Compliance

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a. Verify implementation of multi-factor authentication, password policies, and role-based access controls.

b. Confirm compliance with TX-RAMP security standards and Texas accessibility requirements WCAG 2.1.

c. Validate encryption for data at rest, in transit, and in motion.

D. Reporting and Audit Capability

a. Ensure standard and ad hoc reports are accurate, complete, and exportable in required formats (Excel, PDF, CSV).

b. Validate dashboard functionality for real-time monitoring of orders, returns, and discrepancies.

E. Acceptance Procedure

a. Provide TABC with access to a staging environment for validation testing.

b. Document all test results and obtain formal acceptance from TABC prior to production deployment.

2.1.6 Service Level Agreements (SLAs)

2.1.6.1 POS SaaS Uptime and Performance Metrics

A. System Availability

a. The stamp management system and POS SaaS shall be accessible

24x7x365, except for scheduled maintenance or downtime beyond the Vendor’s reasonable control.

b. Scheduled maintenance shall occur during designated windows (e.g., Tuesdays between 6:00 PM and 11:00 PM CST) and must be communicated to TABC in advance.

c. Downtime Limit: Unscheduled downtime shall not exceed four (4) units per calendar month, where one unit equals 10–30 minutes of service unavailability.

B. Performance Standards

a. The system shall provide timely response for all core functions, including ordering, returns, discrepancy reporting, and reporting queries.

b. Ad hoc queries and large data volume reports must return results within acceptable timeframes as defined in the technical specifications.

2.1.6.2 Stamp Delivery Timelines

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A. Order Fulfillment

a. All approved stamp orders shall be shipped within 1–2 business days of approval.

b. Shipments must use a secure, bonded carrier with full tracking capabilities provided to TABC and the distributor.

c. Approved expedited orders shall be dispatched on the same day, including Fridays, to ensure Saturday delivery.

d. Any delays in shipping caused by the Vendor or the system shall be resolved at the Vendor’s expense.

e. Vendor shall ensure inventory levels for each stamp format does not fall below the minimum replenishment level identified by TABC.

B. Return Processing

a. Vendor shall ensure returned stamps are processed promptly and, if eligible for reuse, reissued without additional fees unless otherwise agreed upon.

2.1.6.3 Support Response Times

A. Issue Resolution

a. Vendor shall provide timely responses to support requests, including system access issues, order discrepancies, and reporting errors.

b. Vendor shall notify TABC of critical issues impacting system availability or compliance and address resolve issue immediately.

c. Vendor shall notify TABC of all non-critical issues and resolve such issues within the timeframes specified in the Service Level Agreement (SLA).

B. Communication

a. Vendor shall notify TABC immediately of any issues that may result in downtime or data integrity risks.

2.1.6.4 Data Integrity

A. Accuracy and Security

a. All data must maintain confidentiality, integrity, and availability at rest, in transit, and in motion, following TX-RAMP standards.

b. Vendor shall implement measures to prevent unauthorized access, data corruption, and denial-of-service attacks.

c. Compliance with Texas Business and Commerce Code §521.053 for breach notifications is mandatory.

B. Retention and Archival

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a. System shall allow users to search and retrieve data from the four most recent years.

b. System shall retain user and program records for 10 years, with archival options for older data in XML, JSON, or comparable formats.

c. Vendor shall provide detailed procedures for secure data termination upon retention expiration or contract termination.

2.1.6.5 Report Availability and Accuracy

A. Standard and Ad Hoc Reports

a. Usage, compliance, inventory, and financial reports must be accurate, complete, and available online.

b. Reports shall be exportable in multiple formats (Excel, PDF, CSV).

c. Ad hoc reporting requests must be fulfilled within 48 hours of submission.

B. Performance Monitoring

a. Vendor shall ensure dashboards and reporting tools reflect real-time data for order status, returns, and discrepancies.

2.1.7 Training and Knowledge Transfer

The Vendor shall provide comprehensive training and knowledge transfer to ensure successful adoption and effective use of the POS SaaS system by all stakeholders.

2.1.7.1 Distributor Training

A. Purpose

a. Equip local distributors with the knowledge and skills to perform all required functions, including ordering stamps, initiating returns, reporting discrepancies, managing daily inventory log, inventory reporting, and accessing compliance reports (only information associate with their account).

B. Training Methods

a. Self-directed learning modules tailored for local distributor workflows.

b. Online reference materials, including user guides and FAQs.

c. Instructor-led training sessions, if recommended or requested by

TABC.

C. Content Requirements

a. Step-by-step instructions for system registration and login.

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b. Procedures for but not limited to: customizing dashboard view, placing orders, tracking orders, submitting returns and notice of discrepancy requests, managing daily inventory log, entering retail-level reports, stamp authentication, and generating compliance reports.

c. Interpretation of system errors, notifications, and compliance alerts.

2.1.7.2 End-User Training (TABC Staff)

A. Purpose

a. Enable TABC administrators and staff to manage system operations, monitor compliance, and generate reports.

B. Training Methods

a. Documentation and self-directed learning resources for non-admin and admin staff workflows.

b. Online reference materials, including user guides and FAQs.

c. Instructor-led sessions for admin functions should include but not limited to: customizing dashboard view, processing system registration requests, entering, approving, and rejecting orders, proxy on behalf of local distributor, managing user accounts, access and permissions, report generation, stamp authentication, viewing real-time inventory levels, and system configuration.

d. Instructor-led sessions for non-admin functions should include but not limited to: customizing dashboard view, report generation, stamps authentication, reviewing account notes, view-only all historical records.

e. Using the defect management system to report and track defects.

C. Content Requirements

a. Step-by-step instructions for processing user registration.

b. Managing user accounts and permissions.

c. Reviewing and approving orders and returns.

d. Running compliance and performance reports in multiple formats

(Excel, PDF, CSV).

e. Using dashboards for monitoring of stamp activity and real-time inventory levels.

f. Interpretation of system errors, notifications, and compliance alerts.

2.1.7.3 Online Help, FAQs, and Documentation

A. System Help Features

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a. Provide an integrated help link within the system for quick access to user guides and FAQs.

b. Ensure documentation is clear, concise, and updated regularly to reflect system changes.

B. Knowledge Base Deliverables

a. User Guide: Comprehensive instructions for local distributors, TABC non-admin staff, and TABC admin staff.

b. Help and FAQ: Common troubleshooting steps and answers to frequently asked questions.

c. Training Plan: Outline of training objectives, methods, and timelines.

2.1.7.4 Knowledge Transfer

The Vendor shall deliver the following work products to support training and knowledge transfer:

A. Training Plan: A detailed plan specifying training objectives, delivery methods, and schedules.

B. User Documentation: Separate guides for distributors and TABC staff, including system navigation and operational workflows.

C. Instructor-Led Training Materials: Presentation decks, exercises, and reference sheets for classroom or virtual sessions.

D. Self-Directed Learning Resources: Online modules or videos for independent learning.

2.1.7.5 Post-Implementation Support

A. Provide ongoing access to updated documentation and FAQs.

B. Offer refresher training sessions as needed for new features or system enhancements.

C. Ensure Vendor support team is available to address training-related inquiries during the transition period.

2.1.8 Initiation and End-of-Contract Transition

The Vendor shall ensure a seamless transition at both the start and end of the contract term, including the physical transfer of tax ID stamp inventory, complete data handover, secure disposal of sensitive information, and continuity planning to maintain compliance and operational integrity.

2.1.8.1 Transition Planning

A. Transition Plan Development

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a. Coordinate with TABC and the existing tax ID stamp vendor to develop a comprehensive transition plan for the physical inventory upon contract initiation.

b. Collaborate with TABC and the incumbent tax ID stamp vendor to develop a detailed end-of-contract transition plan for physical and system requirements.

c. Include timelines, roles, and responsibilities for both parties to ensure minimal disruption to operations.

B. Initiation Transition Plan - Product Transfer

a. The Vendor must coordinate with the current tax ID stamp vendor to transition existing inventory.

b. Existing inventory must be transferred via insured, bonded courier with real-time tracking.

c. Upon receipt, vendor must develop a transition plan that provides the following but is not limited to:

i. Physically inspect and reconcile inventory within 48 hours of receipt.

ii. Log and photograph the condition of the tax ID stamps received.

iii. Provide confirmation of inventory receipt signed off by both parties.

iv. Discrepancies should be reported to TABC within 48 hours of receipt.

v. Identify the storage location inventory.

vi. The existing inventory must be fully depleted before any new stamps from the Vendor are shipped.

vii. The Vendor should provide a detailed plan for recording, tracking, and shipping the existing inventory within the system.

C. End-of-Contract Transition Plan - Product Transfer

a. The Vendor must coordinate with the incumbent tax ID stamp vendor to transition existing inventory.

b. Existing inventory must be transferred via insured, bonded courier with real-time tracking.

c. Before the end-of-contract, the Vendor must have a working document transition plan that provides the following but is not limited to:

i. Physically inspect and reconcile remaining inventory within 48 hours of shipping to the incumbent vendor.

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ii. Log and photograph the condition of the tax ID stamps to be shipped.

iii. Provide confirmation of inventory shipped and received by the incumbent vendor within 48 hours receipt.

Documentation must be signed off by both parties.

D. End-of-Contract Knowledge Transfer

a. Provide documentation and training to TABC staff on system administration, data retrieval, and archival processes.

b. Ensure TABC has access to all necessary credentials, system diagrams, and technical specifications.

2.1.8.2 End-of-Contract Data Handover Requirements

A. Complete Data Export

a. Deliver all system and transaction data in agreed-upon formats

(e.g., XML, JSON, or other extensible standards).

b. Include historical records, audit logs, user activity, and compliance reports covering the full retention period.

c. Ensure data integrity during transfer by using secure encryption protocols.

B. Verification and Acceptance

a. Provide TABC with an opportunity to validate the completeness and accuracy of all transferred data.

b. Address any discrepancies before final acceptance of the transition deliverables.

2.1.8.3 End-of-Contract Secure Disposal of Sensitive Data

A. Data Sanitization

a. After successful handover, securely delete all TABC-related data from Vendor systems and backups.

b. Follow industry best practices and TX-RAMP guidelines for data sanitization to prevent unauthorized recovery.

B. Certification of Disposal

a. Provide TABC with a written certification confirming that all sensitive data has been permanently removed from the Vendor-controlled environments within no more than 30 days after the termination of the contract.

2.1.8.4 End-of-Contract Continuity Planning

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A. Operational Continuity

a. Maintain system availability and support services during the transition period until TABC confirms successful migration.

b. Ensure no disruption to stamp ordering, returns, and compliance reporting during the transition phase.

c. TABC will provide the Vendor with the system cut-off date. The Vendor must remove all system access within 48 hours after the cut-off date to prevent user confusion and ensure a clean transition.

B. Risk Mitigation

a. Identify potential risks associated with transition and propose mitigation strategies.

b. Include contingency measures for unexpected delays or technical issues.

2.1.9 Invoices and Payment Terms

The Vendor shall provide invoices and adhere to the agreed-upon pricing structure and payment terms throughout the contract period. All invoices must be accurate, detailed, and submitted according to the schedule defined below.

2.1.9.1 Pricing Structure

A. Deliverable-Based Pricing

a. Vendor shall provide a detailed pricing schedule for all deliverables, including physical stamps, system implementation, integration, and support services.

b. Each deliverable must be itemized with associated costs and assumptions clearly documented.

B. Stamp Pricing

a. Vendor shall offer “per-M” pricing options for all tax ID stamp formats. Per-M pricing refers to the cost per 1,000 stamps and should include all components related to producing, handling, warehouse, and other associated activities (e.g., packaging, quality control) for tax ID stamps. Shipping and system access fees are excluded from this pricing.

b. Pricing must include any applicable volume discounts or tiered pricing structures for bulk purchases.

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c. The price “per-M” shall remain firm and fixed for the duration of the contract, except as allowed under the Price Adjustment provisions of the master agreement.

d. If the Vendor offers lower pricing to any other customer for the same goods or services under similar terms, the Vendor must extend the same pricing to TABC.

C. System and Shipping Pricing

a. System access should be billed and priced separately from other services and deliverables. The Vendor should clearly identify the cost associated with providing and maintaining system access.

b. Vendor shall provide separate pricing and invoices for shipping tax ID stamps to and from local distributors.

c. Shipping costs must reflect the actual cost of transporting tax ID stamps to or from the local distributor using FedEx Ground or an equivalent shipping service.

d. The Vendor must provide separate pricing and billing for transitioning existing inventory (e.g., shipping, handling, and warehousing) from the current vendor as a one-time expense.

The only additional cost the agency should incur for the existing inventory is shipping tax ID stamps to local distributors.

D. Additional Services

a. Vendor shall provide a separate cost breakdown for optional or additional services requested by TABC during the contract term.

2.1.9.2 Billing Frequency and Conditions

A. Invoice Submission Schedule

a. Vendor shall submit invoices for system access and shipping on a monthly basis or as otherwise agreed upon in the contract.

b. Vendor must submit invoices for tax ID stamp production within fourteen (14) calendar days after services are rendered and deliverables are completed. Each invoice should provide a detailed itemization of all charges.

B. Invoice Content Requirements

a. Itemized list of deliverables and services provided.

b. Reference to applicable pricing schedule or contract line item.

c. Supporting documentation for any additional charges or approved change requests.

C. Payment Conditions

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a. Payments will be made in accordance with the terms outlined in the master contract and subject to TABC’s acceptance of deliverables.

b. No payment will be processed for incomplete or non-compliant deliverables.

c. Vendor must provide any pricing assumptions or conditions that apply to invoiced amounts.

2.1.9.3 Escalation Clause

A. Vendor shall comply with the escalation clause requirements:

a. Proposed prices or discounts offered to TABC shall be considered the Vendor’s most favored customer pricing.

b. If the Vendor provides a decrease in price or an increase in discount to other customers for the same commodities or services under similar terms, the same adjustment must be applied to

TABC.

2.1.10 Vendor/TABC Responsibilities

Both parties shall collaborate to ensure compliance, operational efficiency, and timely delivery of all project objectives.

2.1.10.1 Vendor Responsibilities

The Vendor shall provide all resources, expertise, and services necessary to fulfill the requirements of this SOW, including:

A. Staffing and Expertise

a. Assign qualified personnel with demonstrated experience in:

i. Cloud-based system implementation and management.

ii. Secure data handling and compliance with TX-RAMP standards.

iii. Integration of systems using APIs and secure data feeds.

iv. Training and knowledge transfer for diverse user groups.

b. Provide resumes or qualifications for key personnel upon request.

B. Service Capabilities

a. Deliver a fully functional stamp management system and POS SaaS solution hosted on Vendor infrastructure.

b. Ensure system availability 24x7x365 with defined maintenance windows and uptime guarantees.

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c. Provide secure, bonded shipping for all physical stamps within 1– 2 business days of order approval.

d. Implement robust security measures, including multi-factor authentication, encryption, and compliance with Texas Business and Commerce Code §521.053 for breach notifications.

e. Offer ongoing support and maintenance, including timely application of security patches and feature updates.

C. Project Management

a. Assign a dedicated Project Manager to lead project management, coordinate communication, and oversee execution to ensure successful implementation.

b. Develop and maintain a detailed project plan with milestones and deliverables.

c. Conduct weekly status meetings and provide written progress reports.

d. Manage and track defects through a formal process, including root cause analysis and resolution approvals.

D. Training and Documentation

a. Deliver comprehensive training for TABC staff and distributors, including user guides, FAQs, and instructor-led sessions if required.

b. Provide a training plan and all supporting materials prior to system deployment.

E. Compliance and Reporting

a. Ensure all reports (usage, inventory, compliance, financial) are accurate, timely, and available in multiple formats (Excel, PDF, CSV).

b. Fulfill ad hoc reporting requests within 48 hours.

2.1.10.2 Agency Responsibilities (TABC)

TABC will act in a reasonable manner in all interactions with the Vendor and will provide timely payment for work that has been satisfactorily completed in accordance with the terms of the agreement.

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2.2 CONTRACT AWARD, TERM, AND AMOUNT

2.2.1 Contract Award and Execution

The TABC intends to…