TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

Cover Page

Date: 04/27/2026

Type of Solicitation: Request for Offer (RFO)

Name of Solicitation: Central File Room (CFR) Operations and Records Management Support

Solicitation Number: 582-27-40030

Class 958, Item 82

Responses Due : May 26, 2026 at 2:00 PM Central Time

Pre-Proposal Conference and Site Visit:

May 6, 2026 at 2:00 PM to 4:00 PM . (Central Time). TCEQ will be hosting a hybrid pre-proposal conference followed by a site visit. Those seeking in-person participation will meet at <insert location details>. Virtual Attendees to the Pre-Proposal only: Link to Town Hall: Central File Room Pre- Proposal Conference

Location for In-person Pre-Proposal: 12100 Park 35 Circle, Austin, TX 78753, Building A, Room 257

Attendees will need to check in with Security to obtain Visitor Badges

Pre-Proposal Conference and Site Visit is not mandatory.

Deadline for Submission of Questions: May 11, 2026 at 2:00 PM Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate): May 15, 2026

Description:

Texas Commission on Environmental Quality (TCEQ) is seeking the services of a qualified records management contractor to operate the Agency’s Central File Room (CFR) and provide Records Management Support. The initial term of the contract will be two (2) years with three (3) one-year optional renewal periods.

Historically Underutilized Business (HUB)/ Veteran Heroes United in Business (VetHUB) Subcontracting Plan

Subcontracting opportunities have been identified. See information regarding the HUB program and completing the HUB Subcontract Plan in the Responder General Instructions and in the HUB Subcontracting Plan form in Section 4 of this Solicitation.

PURCHASING AUTHORITY:

• Purchase of Automated Information Systems (RFO) Gov’t Code Chapter 2157

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Solicitation Table of Contents

SECTION 1: GENERAL INFORMATION

• Cover Page

• Solicitation Table of Contents

• TCEQ Points of Contact for This Solicitation

• Response Submission Procedure

• Responder General Instructions

• Responder Special Instructions

• Responder’s Quick Guide to Send Portal

SECTION 2: SCOPE OF WORK AND EVALUATION CRITERIA

• Scope of Work

• Exhibits

• Evaluation Criteria o Company Overview, Qualifications, and Past Performance Company Overview Company Resources Company’s Past Performance Responder’s Client References o Personnel and Staffing Plan Organization Structure and Chart Key Personnel Non-Key Personnel Staffing Plan o Technical Approach o Price

SECTION 3: DRAFT CONTRACT DOCUMENTS

• Contract Signature Page

• Contract Documents List

• Federal Terms and Conditions (if applicable)

• Special Terms and Conditions

• General Terms and Conditions

• Procedures for Task Orders

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachment A: Release of Claims

SECTION 4: RESPONSE DOCUMENTS

To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (copy of the document is not submitted as part of Response)

• Signed Cover Pages of Addenda

• Statement of Qualifications

• Personnel and Staffing Plan

• Technical Approach

• Approved Price Form

• Preferences

• HUB Subcontracting Plan Forms

• Certifications (copy of the document is not submitted as part of Response)

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TCEQ Points of Contact for This Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Stacy Thompson Telephone: (512) 239-0323 Email: stacy.thompson@tceq.texas.gov

Secondary Contact

Name: Janelle Tepera Telephone: (512) 239-3242 Email: janell.tepera@tceq.texas.gov

Please allow one (1) business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the VetHUB Coordinator, all communication regarding this solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions: Procurements&Contracts@tceq.texas.gov

TCEQ VetHUB Coordinator Name: Claribel Diaz

Email: Claribel.Diaz@tceq.texas.gov

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Response Submission Procedure via TCEQ’s Send Portal

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file.

Responses to the Solicitation may only be submitted through TCEQ’s Send portal. A user-friendly quick guide for using TCEQ’s Send portal can be found attached, as Exhibit A, after the response instructions:

Responder's Quick Guide to Send Portal

(Clicking the link, above will take you directly to Exhibit A.)

For more detailed information regarding TCEQ’s Send portal, please visit the following resources:

• Submitting To a File Drop: (https://send.tceq.texas.gov/img/help.html#external-filedrop)

• Send User Guide: (https://send.tceq.texas.gov/img/help.html)

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Responder General Instructions

The terms response, proposal, and offer are used interchangeably to mean the submission by the Responder to this Solicitation.

Pre-Proposal Conference

Pre-Proposal Conference will be held virtually and in-person. The date and time and location are listed on the Cover Page of this Solicitation.

Participants can join the Microsoft Teams Town Hall event for this conference by following the link on the Cover Page. Participants will be asked to either download the Windows application or view the presentation on the web.

Any scheduling changes to the Pre-Proposal Conference made after the posting of this Solicitation will be announced in an addendum posted on the Electronic State Business Daily (ESBD) link: https://www.txsmartbuy.gov/esbd.

Questions Regarding the Solicitation

Deliver questions in writing no later than the Deadline for Submission of Questions listed on the Cover Page. Questions must be submitted to the following email address:

Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD.

TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab 7.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions which may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

HUB Subcontracting Plan (HSP)

This Solicitation requires a HUB Subcontracting Plan for any contracted staffing, services, materials, supplies, or any other portions of Work. Failure to comply with the HUB requirements and submit a complete HSP will result in rejection of the Response.

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The HUB Subcontracting Plan (HSP) forms and additional information about the VetHUB program are found at the Texas Comptroller’s website:

(https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php).

Responders are encouraged to seek assistance in completing the HSP from the TCEQ VetHUB Coordinator, listed under the TCEQ Points of Contact for this Solicitation. You may also request an HSP courtesy review from the TCEQ VetHUB Coordinator. Requests for HSP courtesy reviews must be made well in advance of the Response due date. HSP assistance may depend upon staff availability and resources.

Responders understand that if awarded a Contract, the HSP becomes part of the Contract terms, and any changes to the HSP must first be reviewed and approved by TCEQ to ensure the good faith effort requirements found in 34 Texas Administrative Code §20.285 were followed. This includes subcontracting for any contracted staffing, services, materials, and/or supplies with a subcontractor not listed on the approved HSP.

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses. Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and must not be password protected. In order for the Response to be deemed responsive, the electronic version must contain the entire Response. Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections.

If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch x 11-inch paper. Any maps may be submitted to allow for printing on 11-inch x 17-inch paper. Standard font size for the Response shall be 10 to 12 point. Charts and maps may use smaller font size, but not less than 8 point. Language shall be American English.

• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create a PDF of the entire Response for submission to the TCEQ.

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Submission of Responses

• Submit the Response by the due date and time on the Cover Page using the TCEQ Send portal, as specified under Response Submission Procedure section. TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified. TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be rejected as non-compliant, at TCEQ’s discretion..

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

Selection

Depending on the applicable procurement method and solicitation type, in order to secure the best value for the State, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to submit a BAFO.

Conduct discussions on Responses scoring within a competitive range and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of Work that TCEQ foresees needing performed.

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• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretions deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with Legislative Budget Board (LBB) reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

Conflict of Interest

In Tab 6, Responder shall disclose apparent, potential or actual conflicts of interest known to it in Tab 6. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period.

TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

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Responder Special Instructions

TCEQ has a limited budget for this contract. Therefore, TCEQ may negotiate reductions in the Scope of Work during Best and Final Offer (BAFO) negotiations, if any. These reductions might be substantial. If a Responder believes that its proposed price for a reduced Scope of Work may be more competitive than its proposed price for the complete Scope of Work, Responder may flag the proposed reduced Scope of Work and its associated price for TCEQ consideration if TCEQ determines that BAFO negotiations are in the best interest of the state. Also, if a Responder prefers to propose for a reduced Scope of Work only, it may do so. A proposal for a reduced Scope of Work will not be scored in the first round. A proposal for a reduced Scope of Work will be considered only if TCEQ determines that reducing the Scope of Work would be in the best interest of the state. If TCEQ opens BAFO negotiations and determines that a reduced Scope of Work of the nature proposed by such a Responder might be in the state’s best interest and Responder’s proposed prices for that reduced Scope of Work are in the competitive range, TCEQ will include that Responder to BAFO negotiations.

If TCEQ conducts BAFO negotiations and invites BAFOs for a reduced Scope of Work, TCEQ will modify the selection criteria and apply it to the reduced-scope BAFOs. Because Responders submitting a reduced Scope of Work might be invited to participate in BAFO negotiations if TCEQ determines that a reduced Scope of Work of the nature proposed by such a Responder might be in the state’s best interest and Responder’s proposed prices for that reduced Scope of Work are in the competitive range, such a reduction and modification of the selection criteria will not be considered to materially affect initial applicant eligibility or invitation to participate in BAFO negotiations and submit a BAFO.

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Responder’s Quick Guide to Send Portal

1. Enter this web address into your browser:

https://send.tceq.texas.gov/filedrop/Solicitation-Response.

This screen will appear.

Enter your email address and click the blue “Authenticate” button:

2. Check your email for a response from TCEQ Send.

Open the email to retrieve the unique Secure Token. Please note that the token has a time limit.

Click on the blue “Validate Email” button inside the email. This will return you to the Send portal (see screenshot in #3, below).

Alternatively, you can manually return to the Send portal and type in the Secure Token and click the blue “Verify” button. The Secure Token is case-sensitive.

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Either method will take you to the next screen (see the screenshot in #3, below).

3. Complete this screen to submit your response. Fields marked with an “*” are required.

Subject: Enter a subject line. (i.e.: solicitation name, etc.)

Solicitation Number*: Enter the solicitation number found on the front of the solicitation document. Use the complete solicitation number as shown on the document.

Submitter Company Name*: Enter your company’s name.

TCEQ Contact Name*: Enter the name of the individual listed as the Primary Contact.

This is found on the solicitation page named “TCEQ Points of Contact for this Solicitation”.

Message: Use the optional field to include information you feel is pertinent (e.g., ”3 files uploaded”). The message text will not be scored as part of the Response.

Upload all files that are part of your response to the solicitation. You have the option to either drag and drop files into the “Drop Files Here” box, or you can upload the files by clicking on the green “+Add Files…” button.

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Note: A list of uploaded files will display under the “Attached files” area at the bottom of the screen.

When all files have been uploaded and you are ready to submit your response, click the blue “Send” button.

After submitting your response, this screen will appear.

You can now logout.

4. A confirmation email will be sent to the email address you used to submit your response.

Keep this for your records.

-End-

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SECTION 2

SCOPE OF WORK AND EVALUATION CRITERIA

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Scope of Work

1. SUMMARY

Texas Commission on Environmental Quality (TCEQ) is seeking the services of a qualified records management contractor to operate the Agency’s Central File Room (CFR) and provide Records Management Support.

2. BUSINESS NEED

TCEQ strives to protect our state’s public health and natural resources consistent with sustainable economic development. Our goal is clean air, clean water, and the safe management of waste.

TCEQ must comply with various federal and state laws that require the Agency to maintain records and to provide copies to the public under the conditions stipulated by law. Generally, official records are those documents, regardless of media, that record agency functions, policies, decisions, procedures, and essential transactions.

CFR provides storage, maintenance, security, retrieval, and circulation of certain agency records, including the record copy of files related to TCEQ’s primary regulatory activities. These files include permits, licenses, inspections, certifications, and other files. Agency records must be released only as provided by TCEQ policy and CFR procedures.

TCEQ’s Information Resources Division (IRD) provides the information technology infrastructure that is the foundation for the development and management of all TCEQ information systems and information products supporting essential core information services. The IRD Records and Application Support Team (RAST) is responsible for the management of record information in support of TCEQ’s aim to improve data integrity and access through good records management practices.

TCEQ has responsibility for retaining, archiving, and destroying agency records in various media, including paper and electronic format. Under this Contract, the Contractor must perform these tasks so that all of these TCEQ responsibilities are fulfilled. The Contractor must follow the policies and procedures specified in the TCEQ Records Management Manual (included as Exhibit M) as well as other policies and procedures specific to the Central File Room and maintenance of TCEQ files, as these policies and procedures may be updated by TCEQ during the Contract term.

The Contractor must exercise the highest levels of data stewardship to provide accurate information to TCEQ staff and the public, to ensure that TCEQ fulfills all its records-related responsibilities and in support of TCEQ’s goal.

The Contractor must:

• Administer, operate and implement, and evaluate TCEQ CFR policies and procedures.

• Manage the CFR and Customer Viewing Area (CVA) and two (2) file storage areas.

• Maintain the CFR inventory accurately.

• Manage electronic and physical media, e.g., paper of various sizes, optical discs, cassette tapes, VHS tapes, microfiche, and microfilm per TCEQ policies.

• Administer the agency retention schedule, including recommending corrections and adjustments to make it compliant with TSLAC requirements, and the disposition of agency records.

• Convert physical records of various sizes and media into electronic format, ensuring the digital version maintains the same quality as the original hardcopy.

• Conduct Document Review and Redaction (DRR) of confidential information within electronic records, prior to making the redacted records available to the public.

• Retrieve and disclose information in response to both internal TCEQ requests and Public Information Requests (PIRs), incorporating TCEQ-required measures from TCEQ Policies and Procedures to protect the privacy and integrity of TCEQ information.

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• Train agency staff on records management best practices and use of the agency Electronic Content Management (ECM) system.

• Identify issues with and test ECM application performance and communicate issues to TCEQ upon identification.

• Follow TCEQ’s policies and procedures and comply with applicable statutes and regulations when required to design, develop, or operate a system of records as a contractual task.

• Prepare monthly and weekly reports and submit them to designated TCEQ recipients.

• Provide high-quality customer service support.

3. TCEQ-PROVIDED RESOURCES

3.1 Facilities

Most tasks will require the Contractor to perform Work at TCEQ’s Main Campus. Other tasks, at TCEQ’s discretion and approval, will be completed remotely. For Work required to be performed at TCEQ’s Main Campus, TCEQ will provide cubical workspaces, computers, TCEQ network credentials, and LAN connections for Contractor staff.

For Work not performed at TCEQ’s Main Campus, TCEQ will provide a Virtual Private Network (VPN) connection and TCEQ network credentials. Except for TCEQ-provided resources, Contractor shall be responsible for all other facilities and equipment necessary to perform the Work. Contractor will ensure that all equipment that establishes a connection with a TCEQ computer system or database meets security requirements established by TCEQ.

3.1.1. CFR

The CFR is located at TCEQ’s Main Campus, 12118 N Interstate Hwy 35 in Austin, Texas. The main location of the CFR within the Campus is in Building E, Rooms 103 and 104 -108. This building is state-owned and managed by the Texas Facilities Commission (TFC). The TFC is responsible for all matters related to the facility itself while TCEQ is responsible for CFR’s files and TCEQ-owned equipment (Exhibit E). The Contractor shall work on business days, and the other working days specified below.

The estimated hours of operation for the CFR for a fiscal year are approximately two thousand and eighty (2,080).

Business Days are defined as Monday through Friday between 8:00AM and 5:00PM excluding State of Texas and Federal holidays and emergencies (inclement weather closings, power outages, etc.). The Contractor must not work at TCEQ’s facilities outside of Business Days, except on the following other working days:

o For Skeleton Crew holidays (holidays when the agency is open with limited staff), the Contractor must have enough employees on duty to conduct the CFR business of TCEQ.

o Federal and State of Texas holidays that occur during a regular or special Texas legislative session are to be treated as Skeleton Crew holidays, unless otherwise directed by the TCEQ. The Contractor must have enough employees on duty to conduct the CFR business of TCEQ.

o The Contractor may perform required Work at the CFR outside of a Business Day if necessary and with prior approval from TCEQ.

o The Contactor may, at its option and with TCEQ approval, schedule routine shift Work before 8:00 a.m. or after 5:00 p.m. Such Work must not affect customer service operations during normal business hours.

o Emergency Hours of Operation, as set forth in the Contractor Tasks and Associated Requirements section.

3.1.2 CFR Central Viewing Area (CVA)

The CVA, located in Building E, Room 103, is for use by TCEQ staff and the public to view TCEQ files during normal CFR Business Days or other working days.

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The CVA contains equipment allowing customers to view and/or print records in microfilm/microfiche, as well as copiers for self-service copying of up to one hundred and fifty (150) consecutive pages. Customers requesting copying that exceeds one hundred fifty (150) pages are required to submit a Public Information Request (PIR) for the information, as a cost is required to be paid.

3.1.3 CFR Storage Areas

Currently approved CFR storage areas, as of November 2025, with their available and occupied records space, are:

• Building A, Room 124: Of 34,360 linear inches of shelf storage, there are 11,356 linear inches of paper records.

• Building C, Room 110: Of 21,672 linear inches of shelf storage, there are 5,090 linear inches of paper records.

• Building E, Room 103: There are 6,114 microfilm rolls, 1,688 microfiche jackets;

4,450 Optical Discs, and 6,850 cassette tapes.

• Building E, Rooms 104 - 108: Of 240,000 linear inches of shelf storage, there are 124,445 linear inches of paper records. There are 1,977 linear inches of microfiche, 1,016 CDs, 62 VHS tapes, and 369 Optical Discs.

• Electronic Storage / Oracle OCI: There are 6,994,007 items in TCEQ’s Enterprise Content Management (ECM).

• Electronic Storage / File Share: There are 1,478 items in a server / file share managed by the CFR.

3.1.4 CFR Equipment

The Contractor must use existing CFR equipment unless TCEQ authorizes an exception. TCEQ-supplied CFR equipment is listed in Exhibit E.

• TCEQ may purchase additional equipment at its sole discretion and add it to the

TCEQ Supplied Equipment List, Exhibit E.

• If TCEQ equipment requires consumable part replacement, the Contractor must request replacement parts from TCEQ. Contractor will email TCEQ Project Manager/ Records Management Coordinator (TCEQ PM/RMC) with the part description and make and model of the TCEQ equipment.

• The Contractor is expected to install replacement parts for scanners and equipment when the items are replaced as part of general maintenance.

• Equipment that has been damaged through misuse and negligence shall be repaired at the Contractors’ expense.

• For TCEQ equipment still under warranty, Contractor will coordinate with the TCEQ PM/RMC for warranty repairs.

3.1.5 Emergency Hours of Operation

For major natural or man-made events that the TCEQ responds to or prepares for, such as hurricanes, floods, etc., TCEQ may require the CFR to be operational outside of normal business hours, including weekends. For such disasters, the Contractor may be required to be available or on-call outside normal CFR business hours to provide any necessary records service. It is possible that any or all personnel may need to be available outside normal CFR business hours.

In the event of an emergency, the Contractor may proceed with Work upon issuance of a written Emergency Work Authorization. An Emergency Work Authorization may be issued only by the following authorized TCEQ representatives: OAS Director, IRD Deputy Director, or the Financial Administration Deputy Director. The Emergency Work Authorization shall specify: (a) the scope of the emergency Work to be performed; (b) the maximum number of Contractor personnel authorized; (c) the maximum number of labor hours authorized per personnel classification, and (d) any

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After TCEQ issues an Emergency Work Authorization, the Contractor will perform the Work necessary to address the emergency conditions. Contractor is expected to respond to an emergency request for assistance within four (4) hours, unless the request is after 8:00pm, in which case Contractor shall respond by 8:00am the following day. The Contractor will begin performance of the Work immediately.

A Task Order will be issued by the TCEQ Project Manager/Records Management Coordinator (PM/RMC) when the need for emergency Work outside normal business hours is identified by the TCEQ. TCEQ will issue a written Task Order within a reasonable amount of time of issuing the Emergency Work Authorization. TCEQ may amend the Task Order after issuance if necessary.

Emergency after-hours Work at the CFR required by TCEQ will be billed at the fixed prices listed in Part B of the Price Form for fixed price Work times Emergency Rate percentage, and for Contractor employees required to work, will be billed by applying the percentage multiplier in Part C of the Price Form to the Hourly Rates for Special Projects in Part B of the Price Form.

The Contractor shall provide the TCEQ PM/RMC emergency contact information for the Contractor’s CFR Project Manager and CFR Administrator and update the information immediately upon change.

3.1.6 Work Completed Offsite

Document Review and Redaction (DRR) can be conducted offsite utilizing a VPN connection to the TCEQ network. Other positions may be considered to be performed offsite with TCEQ PM/RMC approval of written request.

Imaging: TCEQ does not allow off-site Imaging at this time but may allow it based on information provided by the Contractor in the solicitation. Consideration of offsite imaging would require a detailed plan of how records will be managed, security of agency records, and how responsive information to Public Information Requests will be provided to the agency in a timely manner. The Contractor would have to obtain TCEQ PM/RMC approval of written request.

3.2 TCEQ’s Enterprise Content Management (ECM) Application

TCEQ’s current ECM application, Oracle Web Center Content (WCC), is the records repository for records managed through the CFR and includes an online internal and external viewer for the search and retrieval of electronic records.

WCC is an off-the-shelf multi-user automated records management software package designed for managing records, including inventory, circulation, retention, and final disposition. The Contractor shall use this Application for the management of electronic and physical records managed through the CFR and those stored at the Texas State Library and Archives Commission (TSLAC).

TCEQ retains the right to alter, replace, modify, or discontinue the use of the WCC at any time. Contractor acknowledges and agrees that in connection with such changes the agency may request consultation, advisory services, or implementation assistance, which Contractor shall provide. This will be included in the annual administrative contract rate on the Price Form.

All electronic records submitted to the CFR must fall within the file types supported by the WCC. For records series that require DRR processing, only records that are in .pdf format, or can be converted to .pdf format, are reviewed for redaction.

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The following is a description of the document management and records management capabilities of the WCC.

3.2.1 Storage

These requirements include storing, accessing, and logical referencing of the documents in TCEQ’s ECM application. Storage requirements are divided into the following categories:

• Legacy Repositories - The system accesses other, integrated document repositories.

• Compliance - The system complies with federal and state information processing standards.

• Data Repository -TCEQ records are stored in Oracles Cloud Infrastructure, a secure, scalable cloud platform used for hosting and managing agency data. The system stores unredacted and redacted versions of electronic documents.

• Folder Trees - The system supports logical hierarchies, allowing users to store documents in familiar logical storage constructs like cabinets, folders, and files.

• Physical File Treatment - The system supports management of paper files, microfilm, etc., in physical storage as they relate to file check in/out.

• Electronic File Treatment – The system allows end users to submit electronic documents digitally.

3.2.2 Management

These requirements include administering the record keeping system in compliance with agency records management practices. Management requirements are divided into the following categories:

• Implementing File Structure - The record keeping system supports the management of file structure as they relate to file naming conventions, planning, and linking to retention schedule.

• Metadata Updates – The record keeping system allows for metadata updates to inventoried records.

• Disposition – The record keeping system supports the management of record disposition.

• Screening Records – The record keeping system supports the management of records screening in conjunction with disposition review.

• Transferring Records – The record keeping system supports the exporting of documents to other repositories.

• Destroying Records – The record keeping system supports the management of record destruction.

• System Audits – The record keeping system supports the tracking of actions on documents for purposes of auditing.

• Security – The record keeping system manages the access of documents by user based on user roles and privileges.

3.2.3 Publishing

These requirements include distributing documents to requestors in various ways including printing and e-mail. Report generation is also included here. Publishing requirements are divided into the following categories:

• Publishing – The system supports the integration of certain office applications for publishing.

• Printing – The system prints documents for hardcopy distribution.

• Labels – The system prints barcode labels.

• E-Mail – The system distributes documents via e-mail.

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• Web Interface - The system distributes publicly available documents and metadata of physical records to the World Wide Web.

• Metadata – The system supports the importing and exporting of metadata to other applications.

3.3 Applications

The following applications are commonly used to manage the CFR; applications will be available depending on job description/need.

3.3.1 Microsoft Access: A database management system. The Central File Room Contractor utilizes and maintains a Microsoft Access database developed to support many business functions, and to interface with Oracle tables (ECM application) for reporting.

• The use of the CFR Microsoft Access database has been identified as a vital component to meet expectations for imaging, redaction, and processing customer requests.

3.3.2 Public Information Request Collaboration System (PIRCS): A TCEQ developed and maintained application used to process Public Information Requests (PIRs). The CFR utilizes this application to verify CFR holdings in response to Public Information Requests.

3.3.3 Canon Capture: A document-capture and scanning application designed for Canon Scanners.

3.3.4 Adobe Pro: A tool used for creating, reviewing, editing, and managing electronic documents.

3.3.5 Camtasia: An application to develop training videos.

3.3.6 Microsoft Suite: Software including Word, Excel, and PowerPoint.

3.3.7 BOE/BOEXI – A agency-maintained reporting application used to generate reports; for the CFR; this can include ECM data.

The Contractor may propose the use of software, digital tools, or technology-based solutions that could improve quality, or delivery of services under this Contract. However, any such proposal is subject to review and approval by TCEQ and must not be considered pre-approved.

Approval of any software use is at the sole discretion of the agency; the TCEQ reserves the right to reject, modify, or request alternatives to any proposed software without affecting the Contractor’s obligation to meet the Contract requirements.

3.4 TCEQ Staff

3.4.1 Records Management Officer (RMO)

TCEQ has a designated RMO to ensure that agency records management policies and procedures are documented and carried out by TCEQ, and that the agency staff is kept aware of state laws and administrative rules related to the management of state records (Texas Government Code §441.184).

3.4.2 TCEQ Contract Manager (CM)

TCEQ designates a TCEQ Contract Manager (CM) to serve as the point of contact for contractual matters under this Contract.

3.4.3 TCEQ Project Manager (PM)/Records Management Coordinator (RMC)

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The RMC is a position in the Information Resources Division (IRD) on the Records and Applications Support Team (RAST). The TCEQ PM/RMC serves as the main point of contact with the Contractor.

The TCEQ PM/RMC will coordinate the review and approval of all deliverables and invoices for payment, including communicating any deficiencies, as well as the use of subcontractors or any staff changes made by the Contractor.

4. CONTRACTOR-PROVIDED RESOURCES

4.1 Key Personnel

The labor categories described below are the Contractor’s Key Personnel. It is essential that the Contractor’s performance of this Contract be conducted by these Key Personnel where indicated and that all Work be supervised by approved Key Personnel. Key personnel must have the qualifications and skills specified for those positions described or by individuals with equal or greater qualifications.

• The Contractor must not substitute any individual listed as Key Personnel without TCEQ approval. All substitutes must have equal or greater qualifications than the Key Personnel originally assigned unless TCEQ agrees in writing to lesser qualifications. In no case may Key Personnel have lesser qualifications than the minimum qualifications specified in this contract. The TCEQ PM/RMC may waive this requirement, if necessary, only on a case-by-case basis. Any such waiver must be in writing. A waiver is not a continuing waiver for the next proposed substitution. The Contractor must provide justification if qualifications are below TCEQ’s minimum requirements.

• Irrespective of whether the TCEQ PM/RMC waives the above requirement, if the Contractor chooses to select a substitution other than a Contractor employee, the Contractor must adhere to the HUB Subcontracting Plan (HSP) requirements. Contractor must seek approval from the TCEQ prior to making any modifications to its HSP. If the HSP is modified without the TCEQ’s prior approval, Contractor may be subject to debarment from other contracting opportunities with TCEQ pursuant to Government Code §2161.253(d).

4.1.1 CFR Project Manager – is responsible for the overall management and supervision of CFR operations, and shall provide consultation on Records Management best practices and problem resolution. The CFR Project Manager serves as the primary liaison with the TCEQ and must facilitate communications, help resolve issues and complaints, and escalate problems.

Qualifications: 5 years’ experience in records management and records storage for an organization with more than 1,000 employees, including management of staff.

Experience in management of outside vendors (subcontractors) to perform peripheral tasks associated with the scope of services. Knowledge of records imaging and storage of electronic records including quality control and quality assurance. Knowledge of records retention and records series procedures.

Experience in reviewing contract documents and complying with contract requirements. Preference for a person that has experience with government records management, storage, retention and archiving including knowledge of TSLAC rules and regulations pertaining to records retention and archiving.

4.1.2 CFR Administrator – is responsible for overseeing daily operations of CFR, verifying adherence to TCEQ records management policies and procedures, including the Records Management Manual (Exhibit M) and agency Operating Policies and Procedures, e.g. OPP 13.02 (Records Management), and OPP 19.10 (Sensitive Personal Information Protection Policy). The CFR Administrator serves as the primary contact for agency personnel on file room services and procedures.

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Qualifications: 3 years’ minimum experience in records management and records storage for an organization with more than 500 employees, public or private. Experience in management of staff. Experience in management of outside vendors (subcontractors) to perform peripheral tasks associated with the records management.

4.1.3 Records Retention Analyst – is responsible for administering the agency records retention schedule, offsite storage coordination, and the disposition of records; serves as primary contact for TSLAC and agency personnel on records retention functions.

Qualifications: 3 years’ experience in records management, preferably for a governmental entity in the State of Texas. This experience must include categorization of records, and developing, maintaining, and updating records retention schedules and procedures. Familiarity with records retention requirements of the TSLAC and archival practices and storage. Strong understanding of legal compliance and data governance principles. Strong attention to detail and analytical, organizational, problem solving, and communication skills. Experience in providing training to all levels of staff and management regarding records retention. Preference for a person that has experience working with TSLAC or working as an employee of TSLAC.

4.1.4 Technical Support Analyst – is responsible for providing technical support for TCEQ’s ECM and any other TCEQ approved applications used for CFR; may serve as a point of contact for ECM Admins and agency IT personnel.

Note: Use of the Access database developed for management of CFR workflows will require the contractor to maintain the system, as it is not directly supported by TCEQ.

An individual with SQL development or administration is recommended.

Qualifications: 2 years of technical support experience; experience in systems administration, business process analysis and modeling, application development or system and application design; experience providing technical support to system users and customer support staff; experience developing user acceptance testing scripts, coordinating testing activities with customers, and validating testing results; advanced database management and maintenance skills. Access Database and SQL knowledge strongly recommended.

4.1.5 Circulation Supervisor – oversees the Customer Service department, which manages the inventory of the CFR and processes all incoming records requests from the public and agency personnel and contractors. Responsibilities include supervising delivery services and management of the file room inventory.

Qualifications: 2 years of supervisory experience; experience in direct customer service with the public; knowledge and experience with Texas Public Information Act requests and providing records in response to such requests;

experience with reviewing records and following guidelines pertaining to ensure that certain confidential information is not released; knowledge in maintaining an inventory of physical and digital records.

4.1.6 Electronic Records Management Supervisor –oversees the Imaging department, which electronically converts assigned hardcopy records (paper, microfilm, and microfiche).

Responsibilities may include processing incoming mail for imaging and the receipt of electronic submittals.

Qualifications: 2 years experience supervising imaging or 3 years of experience in imaging from paper to electronic records. This experience should include both hands-on work as well as supervision and oversight of the imaging process; proficiency in MS Word, Excel, and Access; experience in quality

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4.1.7 Document Review Supervisor – oversees the Document Review and Redaction (DRR) department, which reviews agency records for confidential information, performs redaction and / or reclassification.

Qualifications: 2 years of experience reviewing documents or 3 years of experience in a position reviewing records for confidential data. Knowledge in privacy regulations, data protection standards, and secure handling of records.

Skilled in quality control, workflow management, and training staff to maintain accuracy and in ensuring that confidential data is not released. Experience with document redaction applications.

4.2 Non-Key Personnel

Non…