ESBD_510668_1777326364014_RFI_ITD202604210249.pdf

RFI # ITD202604210249

TEXAS DEPARTMENT OF PUBLIC SAFETY

Request for Information

TITLE: Contract Management Cost Optimization

Services

1. INTRODUCTION/OBJECTIVE/PURPOSE

The Texas Department of Public Safety (TXDPS), is seeking current information to perform market research to identify opportunities to consolidate or restructure, eliminate underutilized or redundant contracts, and assess cost optimization across all IT contracts.

1.2 Agency Liability and Confidential Information

This RFI is only a request for information and no contractual obligation on behalf of the TXDPS whatsoever shall arise from the RFI process. It does not constitute a Request for Proposal (RFP), Request for Offer (RFO), Invitation for Bid (IFB), or other solicitation, nor does it constitute the commitment to issue any solicitation in the future. Therefore, those choosing to respond to this RFI will, merely by virtue of submitting such a response, NOT be deemed to be “bidders” in any sense, and no such respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent procurement process related to this RFI.

This RFI does not commit the TXDPS to pay costs incurred in the preparation or submission of any response to the RFI. It is the responsibility of the potential respondent to monitor the Electronic State Business Daily (ESBD) for additional information pertaining to this RFI.

Pursuant to §552.301(c) of the Public Information Act (PIA), the Director has designated the following portal for public information requests: Public Information Center | Texas Department of Public Safety (govqa.us) or by emailing publicrecords@dps.texas.gov . Respondents are advised that materials contained in their response are subject to the aforementioned section of the PIA. Note: A request must be sent directly to that address or through the Department’s Public Information Request Page on our public website, found at Public Information Requests | Department of Public Safety (texas.gov). A request emailed to any other Department email address does not trigger the requirements of the PIA.

If Respondent asserts that any material in the response is confidential or proprietary information, Respondent must clearly mark the applicable pages of respondent’s submission in boldface type to indicate each claim of confidentiality and include the words “confidential” at the top of the page. Additionally, Respondent must include statement on company letterhead identifying all Response section(s) and specific pages(s) that have been marked as confidential and explain why the information is marked as confidential and excepted from public disclosure under the provisions of the Texas Public Information Act (the Act). Merely making a blanket claim that the entire Response is protected from disclosure because it contains some proprietary information is not acceptable and will make the entire Response subject to release under the Act.

1.3 BACKGROUND INFORMATION/HISTORY

Texas Department of Public Safety procures a broad range of information technology (IT) services to support its mission-critical operations, strategic initiatives, and ongoing system https://txdps.govqa.us/WEBAPP/_rs/(S(azq2qqquvzbenphwksx2ufsd))/supporthome.aspx https://txdps.govqa.us/WEBAPP/_rs/(S(azq2qqquvzbenphwksx2ufsd))/supporthome.aspx mailto:publicrecords@dps.texas.gov https://www.dps.texas.gov/section/general-counsel/public-information-requests https://www.dps.texas.gov/section/general-counsel/public-information-requests maintenance. These services are acquired through multiple contracting methods, including deliverables-based engagements, staff augmentation, and cooperative contracts administered through the Texas Department of Information Resources (DIR), including the Deliverables- Based Information Technology Services (DBITS) program.

Historically, the agency has engaged multiple vendors across various IT disciplines, including application development, data management, cybersecurity, infrastructure support, and project management. These engagements have been executed through separate contracts, business units, and procurement approaches, resulting in a decentralized environment for tracking contractor utilization, performance, and outcomes.

As a result, the agency has identified a need to improve visibility into contractor engagements, including the ability to consistently track contractor types, roles, work status, deliverables, and overall contract performance across the enterprise. This includes gaining a clearer understanding of how different categories of IT contractors are utilized, ensuring alignment with procurement classifications (including applicable NIGP codes), and supporting compliance with state and federal reporting requirements.

In parallel, the agency’s technology landscape continues to evolve, with increased adoption of cloud-based solutions, greater emphasis on data governance and analytics, and heightened cybersecurity expectations. These changes require more structured, scalable, and outcome-driven contracting approaches that align with DBITS deliverables-based methodologies.

This Request for Information (RFI) is being issued to gather input from qualified vendors on best practices, tools, and methodologies for managing and tracking IT contractor engagements within a DBITS framework. The agency is particularly interested in solutions and approaches that support or identify:

• Opportunities for contract consolidation, streamlining, and/or restructuring

• Elimination of underutilized or redundant contracts

• Cost optimization across the full vendor portfolio

Information obtained through this RFI will be used for planning purposes and may inform the development of a future solicitation and Statement of Work (SOW) under the DBITS program.

2. SCHEDULE OF EVENTS AND TIMELINES

RFI issue date: 04 / 27 / 2026 Deadline for questions/clarifications to the RFI (Close of Business)

05 / 04 / 2026

Deadline for responses to questions/clarifications (Close of Business)

05 / 11 / 2026

Deadline for submission of RFI: 05 / 18 / 2026

To maintain the integrity of the RFI process, all communications with respondents pertaining to this RFI must be referred to and/or coordinated with the TXDPS point of contact referenced below.

Instructions to Recipients

1. You are requested to complete the enclosed questionnaire and return by June 08, 2026, by 5:00 P.M.

2. All respondents responding to this RFI may be required to make a demonstration/presentation of products/services following the deadline for submission upon request by TXDPS. TXDPS shall not be responsible for expenses incurred by a respondent in the preparation and submission of Information. This provision also includes any costs involved in providing an oral presentation/demonstration of product/services.

3. Please list the question (included in the enclosed questionnaire) before each response.

4. All questions/clarifications must be submitted on or before May 13, 2026.

Electronic transmission via email to Vittorio Garcia is required for both question/clarifications and RFI proposal submission.

Relationship Manager: Vittorio Garcia, CTCD, CTCM Email: vittorio.garcia@dps.texas.gov

3. GENERAL REQUIREMENTS

The Vendor shall provide services including, but not limited to:

Contract Inventory & Classification

• Classify contracts by type (e.g., staff augmentation, software, SaaS, maintenance, interagency)

• Identify key attributes (term, value, vendor, renewal dates, funding source)

Contract Lifecycle Management (CLM) Support

• Document contract lifecycle processes (initiation, execution, monitoring, renewal, closeout)

• Identify gaps in current lifecycle management practices

• Recommend standardized workflows and controls

Data Standardization & Governance

• Assess current contract tracking tools and data quality

• Define standard data fields and naming conventions

• Develop data governance practices for maintaining contract records

Requirements Development for Tracking Solution

• Gather and document business and technical requirements for a contract tracking solution

• Develop user stories, workflows, and reporting requirements

• Support solution selection or enhancement (if applicable)

Reporting & Compliance

• Define reporting requirements for internal leadership and oversight entities mailto:vittorio.garcia@dps.texas.gov

• Support development of dashboards or reports (e.g., expirations, spend tracking, vendor usage)

• Ensure alignment with state compliance and audit expectations

Stakeholder Engagement

• Align cross-functional requirements and processes

• Provide regular updates and recommendations

Deliverables Deliverables must include:

• Comprehensive IT Contract Inventory

• Contract Classification Framework

• Current-State and Future-State Process Documentation

• Data Standards & Governance Guidelines

• Reporting Framework (including sample dashboards/reports)

• Risk and Gap Analysis

• Final Recommendations Report that establishes a baseline for ongoing vendor performance monitoring and accountability

All deliverables are subject to agency review and approval.

Reports and Meetings

i) The Vendor is required to provide the Agency contract manager with weekly or biweekly written progress reports of this project. These are due to the Agency contract monitor by the close of business on the specify day each week throughout the life of the project.

ii) The progress reports shall cover all work performed and completed during the week for which the progress report is provided and shall present the work to be performed during the subsequent week.

iii) The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.

iv) The Vendor will be responsible for conducting weekly or biweekly status meetings with the Agency contract monitor. The meetings will be held on specify day of each week - at a time and place so designated by the Agency contract manager - unless revised by the Agency contract manager. The meetings can be in person or over the phone at the discretion of the Agency contract manager.

3.1 RFI QUESTIONS

TXDPS is requesting responses to the following questions. Additional explanation and/or capabilities can also be provided:

1. Describe your experience delivering these services requested, specifically with state agencies – provide examples of past projects of similar size/scope, including outcomes and timelines

2. What is your approach to staffing projects? Describe how you handle continuity if key personnel leave, average turnaround time to fill roles, sample resumes, role descriptions, etc.

3. What tools do you use for project tracking and reporting? How are benchmarks communicated with the client?

4. What are the most common challenges in a project like this, and how do you mitigate those risks? Provide examples.

4. TIME TABLE

The respondent’s response shall include a timetable that will include product configuration deployment, testing, and acceptance.

5. LIMITATIONS

Changes may occur between the publishing of this RFI and any subsequent RFIs. There also may be differences between this RFI and other relevant documents.

Respondent’s staff must be able to pass requisite background checks in order to gain access to: DPS Data for either server or cloud-based installation and maintenance.

6. INDUSTRY DISCUSSIONS

TXDPS representatives may or may not choose to meet with potential respondents. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. Oral presentations and product demonstrations may be requested from the Respondents.

7. SUMMARY

THIS IS AN REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide ways to consolidate or restructure, eliminate underutilized or redundant contracts, and assess cost optimization across all IT contracts. The information provided in this RFI is subject to change and is not binding by the TXDPS. The TXDPS has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become TXDPS property and will not be returned.

8. RESPONDENT INFORMATION

Respondents must provide the following:

Company Name:

Street Address:

City/State/Zip:

RFI Point of Contact:

Title:

Phone:

Email:

Company Web Page Address:

NOTE: The respondent acknowledges that they have read all instructions carefully. Complete all requirements as outlined in this RFI, sign and submit in accordance with Section 2 Schedule of Events and Timelines.

RESPONDENT SIGNATURE(S)

Signature of Authorized Representative Name - Printed Date