ESBD_524136_1780923509335_01. IW247306.pdf

Texas Department of Criminal Justice Response Cover Page

This form requests basic information about the Respondent and project and must be completed in its entirety, including the signature of the Authorized Representative.

SOLICITATION INFORMATION

Document Type: 2 Statutory Cite: Texas Government Code 2157.068

1) Solicitation Number: IW247306

2) Issue Date: 3) Deadline: June 29, 2026 June 8, 2026 3:00 p.m. CT

4) Contract Specialists: Naomi Cruz Anaya (936) 437-3389 naomi.cruzanaya@tdcj.texas.gov (reference Section G.2.2) Kelly Haynes (936) 437-3846 kelly.haynes@tdcj.texas.gov

5) Type of Solicitation: RFO-Request for Offer

6) Solicitation Description:

The TDCJ requires a Contractor to provide a comprehensive assessment and exploratory report of TDCJ policies and procedures as they relate to the determination of which facility an individual under TDCJ custody is assigned to. This assessment will also include reviewing workflows, mechanical processes, and the data infrastructure which relates to the unit assignment process.

RESPONSE SUBMITTAL

7) Submission Portal: https://tdcj.bonfirehub.com

Reference Section L for complete submittal instructions. LATE OR EMAILED RESPONSES WILL NOT BE ACCEPTED.

RESPONDENT INFORMATION

8) Legal Business Name:

9) Mailing Address Information (include street, city, county, state and 9–digit zip code):

10) Payee Name and Mailing Address, including 9–digit zip code (if different from above) (remittance address if not electing Direct Deposit):

11) Federal Tax ID No. (9–digit), State of Texas Comptroller Vendor ID Number (14–digit) or Social Security Number (9–digit):

12) Type of Entity (check all that apply):

Corporation (incorporated under the laws of the State of _____________)

Partnership Individual Non–Profit Organization* Joint Venture

*If incorporated, provide 10–digit charter number assigned by Secretary of State:

If a Foreign Entity:

Individual Partnership Joint Venture

Non–Profit Organization

Corporation (registered for business in _________________ (country)

13) Prompt Payment Discount: _____ % _____Days or Net 30 (reference Section G.3 for additional information)

14) Amendments: Signed and submitted by the Respondent via Bonfire prior to the deadline.

RESPONDENT AUTHORITY AND SIGNATURE

15) Point of Contact Name: __________________________________ Title: __________________________

Email address: ____________________________________________ Telephone #: ___________________

16) Authorized Signature: Date:

IW247306

SUMMARY OF KEY DATES

In compliance with Texas Government Code 2161.252 it has been determined there is not a probability of Subcontracting opportunities available for this Solicitation and the completion of the Subcontracting Plan will not be required for this Solicitation.

June 8, 2026 Issue Solicitation

June 12, 2026 10:00 a.m. CT Pre–Proposal Conference

June 15, 2026 10:00 a.m. CT Deadline for Written Questions for Clarification to the Department

June 22, 2026 Anticipated Date for Amendment to Answer Questions

June 29, 2026 3:00 p.m. CT Deadline for the Department Receipt of Responses. Late Responses will not be accepted.

Upon Signature of All Parties

Service Commencement Date

TABLE OF CONTENTS

Page

SUMMARY OF KEY DATES

SECTION A – CONTRACT DEFINITIONS

A.1 GENERAL DEFINITIONS

A.2 SERVICE SPECIFIC DEFINITIONS

A.3 ACRONYMS

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired B.1.2 Pricing Instructions

B.2 PRICING SCHEDULE

B.3 ALLOWABLE COSTS

B.4 NON–ALLOWABLE COSTS

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

C.2 COMPLIANCE WITH APPLICABLE RULES, REGULATIONS, POLICIES,

PROCEDURES, AND LAWS

C.3 SCOPE OF WORK

C.3.1 General Requirements C.3.2 Contractor Roles and Responsibilities C.3.3 Department Roles and Responsibilities C.3.4 Project Plan C.3.5 Reports and Meetings C.3.6 Additional Services C.3.7 Engagement Completion Criteria C.3.8 Deliverables

C.4 STAFFING

C.5 IMPLEMENTATION

C.6 TRANSITION PLAN

C.7 ADDED VALUE

SECTION D – REQUIRED DOCUMENTS FROM CONTRACTOR

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.2 INSPECTION BY STATE EMPLOYEES

E.3 AUDITS BY OTHER AGENCIES

E.4 FRAUD, WASTE, OR ABUSE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 CONTRACT TERM

F.2 OPTION TO RENEW THIS CONTRACT

F.3 OPTION TO EXTEND SERVICES

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CLAUSES INCORPORATED BY REFERENCE

G.2 AUTHORITY – AUTHORIZED REPRESENTATIVE, CONTRACT SPECIALIST,

CONTRACT MONITOR, PROJECT MANAGER, AND PROGRAM DIRECTOR

G.2.1 Authorized Representative

G.2.2 Contract Specialist G.2.3 Contract Monitor G.2.4 Project Manager G.2.5 Program Director

G.3 INVOICE REQUIREMENTS

G.4 PAYMENTS

G.4.1 Payment Adjustment G.4.2 Late Payment G.4.3 Deductions for Unacceptable Compliance Standards G.4.4 Withholding of Payment G.4.5 Right to Offset

G.5 ANNUAL FINANCIAL DISCLOSURE REPORTS

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 INSURANCE REQUIREMENTS

H.1.1 Required Provisions

H.2 SUBCONTRACTORS (IF APPLICABLE)

H.2.1 Insurance

H.3 CRIMINAL HISTORY INFORMATION COMPLIANCE

H.4 OTHER CONFIDENTIAL OR SENSITIVE INFORMATION

H.5 BOOKS AND RECORDS

H.6 ORGANIZATIONAL AND NAME CHANGE

H.7 FREE EXERCISE OF RELIGION

H.8 DELAY OF SERVICES

H.9 SECURITY

H.10 UTILIZATION OF SERVICES

H.11 TRANSITION

H.12 USE OF CONTRACT BY OTHER STATE AGENCIES

H.13 NO LITIGATION

SECTION I – CONTRACT CLAUSES

I.1 ADVERTISING OF AWARD

I.2 DEFAULT AND TERMINATION

I.2.1 Default by the Contractor I.2.2 Further Opportunity to Cure I.2.3 Remedy of the Department I.2.4 Termination for Convenience I.2.5 Termination by Mutual Agreement I.2.6 Termination Procedures I.2.7 Default by the Department I.2.8 Remedy of the Contractor

I.3 NO WAIVER OF RIGHTS

I.4 TAXES/WORKERS’ COMPENSATION/UNEMPLOYMENT INSURANCE – INCLUDING

INDEMNITY

I.5 NO WAIVER OF DEFENSES

I.6 INDEPENDENT CONTRACTOR

I.7 MAINTENANCE OF CORPORATE EXISTENCE AND BUSINESS

I.8 APPROVAL OF CONTRACT

I.9 NON–DISCRIMINATION

I.10 CONFIDENTIALITY

I.11 CONTRACT CHANGES

I.12 SEVERABILITY

I.13 IMMIGRATION

I.14 NO LIABILITY UPON TERMINATION

I.15 LIMITATION ON AUTHORITY

I.16 INTELLECTUAL PROPERTY INDEMNIFICATION

I.17 ELECTRONIC AND INFORMATION RESOURCES ACCESSIBILITY STANDARDS, AS

REQUIRED BY TEXAS ADMINISTRATIVE CODE, TITLE 1, PART 10, CHAPTER 213

I.18 RIGHTS TO DATA, DOCUMENTS AND COMPUTER SOFTWARE (STATE

OWNERSHIP)

I.19 FORCE MAJEURE

I.20 NOTICES

I.21 SUBSTITUTIONS

I.22 REQUIRED COOPERATION IN LEGAL MATTERS

SECTION J – LIST OF EXHIBITS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

RESPONDENTS

K.1 RESERVED FOR FUTURE USE

K.2 FRANCHISE TAX REPRESENTATION

K.3 REPRESENTATIONS OF THE RESPONDENT

K.3.1 Organization and Qualification K.3.2 Authorization K.3.3 No Violation of Agreements, Articles of Incorporation or Bylaws K.3.4 No Defaults Under Agreements K.3.5 Compliance with Laws K.3.6 Taxes K.3.7 Financial Statements K.3.8 No Adverse Change K.3.9 Disclosure K.3.10 No Collusion K.3.11 Disclosure of Interested Parties K.3.12 Felony Convictions K.3.13 Trade Practices; Unfair Business Practices K.3.14 Notification

K.4 REPRESENTATIONS OF THE DEPARTMENT

K.4.1 Authorization K.4.2 No Violation of Agreements K.4.3 Disclosure

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO CONTRACTORS

L.1 DISCUSSIONS, CORRESPONDENCE, AND AMENDMENTS TO THE SOLICITATION

L.2 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF RESPONSES ...57

L.3 SIGNATURES ON RESPONSES SUBMITTED

L.4 RESPONSE ACCEPTANCE

L.5 CONTRACT AWARD

L.6 RIGHTS OF THE DEPARTMENT

L.7 RESPONSE PREPARATION INSTRUCTIONS

L.8 RESPONSE SUBMISSION FILES AND CONTENT

L.8.1 Response Cover Page L.8.2 Response Introduction L.8.3 Pricing Schedule and Budget Narrative L.8.4 Response to Each Requirement in Section C L.8.5 TDCJ Required Contract Clauses L.8.6 Response to Electronic Information Resource Accessibility Requirements

L.8.7 Respondent’s Financial Statements L.8.8 Statement of Compliance with Sections E through K

L.9 PRE-PROPOSAL CONFERENCE

L.10 LEGISLATIVE BUDGET BOARD (LBB) POSTING

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 SELECTION PROCESS

M.2 MINIMUM QUALIFICATIONS

M.3 EVALUATION CRITERIA

IW247306 Section A

SECTION A – CONTRACT DEFINITIONS

The following terms used in this Contract shall, unless the context indicates otherwise, have the meanings set forth below, to include the singular and plural versions:

A.1 GENERAL DEFINITIONS

Authorized Representative – the person designated in writing to act for and on behalf of a party of this Contract as described in Section G.2.1.

Biennium – any of the two–year periods beginning on September 1st and ending on August 31st of odd numbered years, which are used for budgetary purposes by the State of Texas.

Compliance Standards – Contract requirements that have specific and clearly defined recoupment strategies to ensure that the Department does not pay for Services that are not received.

Contract Monitor – the Department employee responsible for technical administration of this Contract as described in Section G.2.3.

Contract Specialist – the Department employee responsible for non–technical administration of this Contract as described in Section G.2.2.

Contract Term – the duration of this Contract as specified in Section F.1.

Contractor – the individual, partnership, or corporation who performs Services under this Contract.

Day – calendar Days, unless otherwise specified.

Department – the Texas Department of Criminal Justice (TDCJ).

Department Policy – All written policies, procedures, standards, guidelines, directives, and manuals of the Texas Board of Criminal Justice (TBCJ) and the Department applicable to providing the Services specified under the contract.

Event of Default – any of the events of circumstance described in Section I.2.1.

Fiscal Year – any of the one–year periods beginning September 1st and ending August 31st, which are used for annual budgetary purposes by the State of Texas.

Inmate – a person under supervision or custody of the Department.

Material Failure – the failure of a party to fulfill one or more obligations essential to achieving the purpose of this Contract.

Non–Appropriation – failure by the Texas Legislature, as part of its budgetary process, to appropriate money to be used for the Payments due hereunder.

Payment – the amount(s) agreed to be paid by the Department to the Contractor for Services provided under this Contract.

Program Director – the person designated by the Contractor responsible for delivering Services under this Contract as described in Section G.2.5.

Project Manager – the person designated by the Department responsible for all project activity oversight and communication with the Contract Monitor as described in Section G.2.4.

Quarter – the periods that relate to the Department’s Fiscal Year, beginning September, December, March, and June.

Respondent – an individual or entity that submits a Response, including anyone acting on behalf of the individual or entity, such as an agent, employee, or representative.

Service – delivery of requirements in accordance with the terms and conditions of this Contract.

Service Commencement Date – the date on which the Contractor shall begin providing Services pursuant to this Contract.

Working Day – a weekday, unless it is a holiday observed by the Department.

A.2 SERVICE SPECIFIC DEFINITIONS

24X7 – 24 hours a Day, seven Days a week, every week of the year.

Americans with Disabilities Act (ADA) – a civil rights law that prohibits discrimination based on disability.

Artificial Intelligence (AI) – systems capable of: (A) perceiving an environment through data acquisition and processing and interpreting the derived information to take an action or actions or to imitate intelligent behavior given a specific goal; and (B) learning and adapting behavior by analyzing how the environment is affected by prior actions.

Budget Justification Form – the form containing the budget and Budget Narrative as described in Section B.1.2.

Budget Narrative – a detailed, line-by-line explanation of projected costs within a project proposal, justifying why expenses are necessary, reasonable, and how they relate to project goals.

Business Hours – Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Standard Time (CST), except for State of Texas observed holidays. However, on holidays and Days for which skeleton crews are required, services may be required.

Compromised – when something is made vulnerable to attack or misuse by unauthorized access, revelation, or exposure; or impaired or diminished in function. This may refer to an item that is weakened, damaged, or flawed.

Confidential Information – data that must be protected from unauthorized disclosure or public release under the provisions of the Texas Public Information Act (also known as the Texas Open Records Act), judicial rulings, or contractual agreements. Such data may include but is not limited to social security numbers, taxpayer identification numbers, employer identification numbers, credit card numbers, personal identifying information (PII), sensitive personal information (SPI), and personal medical information.

Criminal Justice Information Services (CJIS) – compliance standard for law enforcement at the local, state, and federal levels that is designed to ensure data security in law enforcement.

Deliverable (DEV) – an item delivered to customers as an output of a project.

NCIC – the National Crime Information Center, under the authority of the Federal Bureau of Investigation.

Project Plan – the document as described in Section C.3.4.

Quality – the extent to which a product or service conforms to the explicit requirements set forth in the Request for Offer (RFO), Contract Documents, and all applicable legal, regulatory, and industry standards, as determined by the Department. Quality assurance (QA) refers to the systematic processes implemented by the Contractor to prevent nonconformities and ensure consistent compliance with these requirements. Quality control (QC) refers to the activities undertaken by the Contractor to identify, document, and correct any nonconformities in deliverables before submission to the Department.

Sensitive Information – sensitive data that is not protected by law from being disclosed or released under the Texas Public Information Act; however, it may still require an elevated level of protection and special precautions to ensure its accuracy and integrity. Some information the Department maintains is deemed sensitive, as determined by the Department standards and risk management decisions. Examples of "Sensitive Information" include, but are not limited to, the following:

A. The Department's operational information;

B. The Department's personnel records;

C. The Department's Information Security Procedures, D. The Department's internal communications; and

E. Comments.

Staffing Plan – the document outlining the number of staff dedicated to the project, to include job titles and descriptions of each staff member, as well as the Contractor’s expectations of all staff included in the project.

Stored Data/Information – any and all data, information, records, and media, regardless of source of origination or medium, financial transactions, and all other information, confidential or otherwise, however, obtained, maintained, recorded, retained, stored or archived through the Inmate Assignment Assessment Project. Stored Information is owned by and is the property of the Department.

TCIC – the Texas Crime Information Center, under the authority of the Texas Department of Public Safety.

TDCJ–ITD Directives – written policies, procedures, standards, guidelines, directives and manuals of the Department’s Information Technology Division, which are in effect or as may be amended from time to time which the Information Technology Division has referenced or has made available to the Contractor and with which the Contractor has an affirmative obligation to be and remain familiar.

Unit Assignment Process – the process of determining which facility an individual under TDCJ custody is assigned to.

Unit of Assignment – the facility an individual under TDCJ custody is assigned to.

A.3 ACRONYMS

CMR – Contract Modification Request.

DIR – the Texas Department of Information Resources.

IRSP – the Department’s Information Resources Security Program.

lT – Information Technology.

PD – the Department’s Personnel Directives.

PDF – Portable Document File.

POCN – Purchase Order Change Notice.

RFO – Request for Offers.

SOW – Scope of Work.

TBCJ – the Texas Board of Criminal Justice.

TDCJ–CID – the Department’s Correctional Institutions Division.

TDCJ–CITD – the Department’s Classification and Inmate Transportation Division.

TDCJ–HR – the Department’s Human Resources Division.

TDCJ–ITD – the Department’s Information Technology Division.

TDCJ–OCISO – the Department’s Office of the Chief Information Security Officer.

TDCJ–OSIM – the Department’s Office of Strategic Initiatives and Modernization.

TDCJ PM – the Department’s Project Manager.

TX–RAMP – Texas Risk and Authorization Management Program.

IW247306 Section B

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired

The Contractor shall, in accordance with the terms of this Contract, provide all necessary analyses, development, personnel, storage, materials, supplies, and Services, and otherwise do all things necessary for, or incidental to, provide a comprehensive Inmate Unit of Assignment Assessment.

B.1.2 Pricing Instructions

A. Respondents shall complete Section B.2, and incorporate the rates established in the Staffing Plans and Budget Justification Forms, according to the Services being provided.

B. In its pricing response, the Respondent shall include all costs of providing the Services required in this Contract, including but not limited to labor, staff hours, rate per hour, travel and lodging expenses, per diem, and supplies. The Respondent shall present a detailed Budget Justification Form comprised of the budget and Budget Narrative for all costs. Costs that are not explicitly listed in the pricing response will not be permitted.

Respondents shall also include a summary of any assumptions and exclusions.

C. The Contractor shall provide line–item detail of all Services, storage, and information on the anticipated frequency of recurring Service costs to the Department such as, but not limited to:

1. Back–up data and recovery;

2. Consulting Services; and

3. Usage Analytics and Reporting Tools.

B.2 PRICING SCHEDULE

Per Diem Rate

Base Period, Year One (12/14/2026 – 12/13/2027) $

Base Period, Year Two (12/14/2027 – 12/13/2028) $

Option Period One (12/14/2028 – 12/13/2029) $

Option Period Two (12/14/2029 – 12/13/2030) $

Option Period Three (12/14/2030 – 12/13/2031) $

Table 1 – Deliverables Schedule

Item Section Reference Amount

Kick-off Meeting C.3.7.A $

Analysis of Department Policies Technical Report

C.3.1.A

Analysis of Department Policies Technical Presentation

C.3.1.A

Analysis of Department Procedures and Workflows Technical Report

C.3.1.B

Analysis of Department Procedures and Workflows Technical Presentation

C.3.1.B

Analysis of Department Mechanical Processes Technical Report

C.3.1.C

Analysis of Department Mechanical Processes Technical Presentation

C.3.1.C

Analysis of Department Supporting Data Infrastructure Technical Report

C.3.1.D

Analysis of Department Supporting Data Infrastructure Technical Presentation

C.3.1.D

Final Report C.3.1.E $

Presentation of Findings C.3.1.E $

Total $

B.3 ALLOWABLE COSTS

The proposed budget shall include only costs that are reasonable, necessary, and allowable under state statutes, Department Policy, and federal cost standards. The Department shall make the final decision on the allowance or acceptability of a cost.

B.4 NON–ALLOWABLE COSTS

The proposed budget shall not include costs that are not allowed by the State or any authorized agency, statute, policy, or procedure. Types of non–allowable costs may include but are not limited to alcoholic beverages, bad debts, fundraising, political lobbying, and tobacco products.

IW247306 Section C

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

A. The Department is a state agency tasked with managing adult Inmates and ensuring public safety across Texas. With oversight of state prisons, state jails, private correctional facilities, community supervision programs, and Inmates released on parole or mandatory supervision, the Department operates as a multifaceted organization serving the state’s diverse needs.

B. Central to the Department’s success is its mission to provide public safety, promote positive change in Inmate behavior, reintegrate Inmates into society, and assist victims of crime.

C. The TDCJ–CITD is currently seeking Responses to conduct a comprehensive assessment of Department policies, processes, and procedures as they relate to the Unit Assignment Process. This assessment will include reviewing policies, procedures, workflows, mechanical processes, and the data infrastructure which relates to the Unit Assignment Process.

D. The TDCJ–CITD plays a critical role in agency operations by ensuring the safe, secure, and humane management of individuals in custody through evidenced-based classification practices and efficient, secure transportation.

E. The Department will be scoping the viability of the future procurement and development of an enterprise system which TDCJ–CITD can leverage to optimize its current processes related to unit assignments. These current processes are manual, inefficient, and require Department personnel to directly utilize outdated IT systems.

The Department has determined the need for an independent, outside entity to perform a comprehensive assessment and exploratory project to assess the dependencies which must be considered when establishing such a system.

F. With TDCJ–CITD designated as the lead division for Inmate classification and housing assignments, the Inmate Assignment Assessment Project will serve as the Department’s primary assessment tool for determining the viability of procuring and developing a future enterprise system to optimize the Unit Assignment Process.

G. Ultimately, the Inmate Assignment Assessment Project will contribute to the mission of the Department by increasing the amount of available time for Department personnel, eliminating the need to utilize outdated IT systems, and increasing operational efficiency.

C.2 COMPLIANCE WITH APPLICABLE RULES, REGULATIONS, POLICIES,

PROCEDURES, AND LAWS

A. The Contractor shall provide Services to the Department that are in compliance with all applicable local, state, and federal laws and court ordered requirements, whether now in effect or hereafter effected or implemented; all relevant federal and state financial cost principles and audit requirements; and all rules, policies and procedures established by the Department and the TBCJ regarding the Services.

B. The Contractor shall not deviate from applicable Department Policies and procedures in the provision of Services without the prior written approval of the TDCJ–CITD.

C. The Department shall notify the Contractor of all changes in, or additions to, such policies and procedures, after which time the Contractor shall comply with the policies and procedures contained therein, unless the TDCJ–CITD approves in writing a deviation from such policies and procedures.

D. The Contractor’s written request for deviations from said policies shall originate from the Authorized Representative of the Contractor or designee and shall be forwarded to the TDCJ–CITD Director or designee. The Contractor’s written requests for deviation shall specify the deviation with justification and reference the policy number/procedure, section, paragraph, etc. Unless a deviation from the Contractor is specifically requested and approved in writing by the TDCJ–CITD, the Contractor shall comply with Department Policies and procedures. A Contract award shall not imply approval of a policy/procedure deviation. Any deviations previously granted by the Department under a separate or previous contract do not apply to this Contract.

E. When differences between applicable standards exist, the higher standard, as defined by the Department, will prevail. The specified requirements and standards in this Contract will serve as the benchmark for monitoring the Contractor’s performance.

F. The Contractor shall adhere to:

1. Exhibit J.5;

2. Exhibit J.6; and

3. Exhibit J.7.

C.3 SCOPE OF WORK

The Inmate Unit of Assignment Assessment will review Department policies that establish the overall framework and requirements for the Unit Assignment Process. It will then examine the procedures and workflows that put these policies into practice, including the steps, decision points, and responsibilities involved. Next, it will assess the mechanical processes followed by TDCJ–CITD personnel, focusing on daily tasks, systems utilized, and any bottlenecks that reduce efficiency. Then, it will evaluate the supporting data infrastructure, highlighting potential issues such as data lag, user interface limitations, and system inefficiencies that affect overall performance. Finally, it will develop a framework for a modernized Unit Assignment Process.

C.3.1 General Requirements

The Contractor shall ensure the Inmate Unit of Assignment Assessment fulfills all requirements in this section:

A. Analysis of Department Policies

The Contractor shall review Department policies and business rules that define the overarching principles, timing, and requirements governing the Unit Assignment Process, as well as the scheduling of Inmate transportation and movement to Units of Assignment. Requirements of the Analysis of Department Policies include:

1. Identifying policies that have direct and indirect effects on Inmate Unit of Assignment;

2. Mapping policies and their potential effects;

3. Determining the current business logic model resulting from existing policies;

4. Identifying potential inefficiencies in and resultant from policy;

5. Generating a technical report in this area; and

6. Presenting technical report findings to TDCJ–CITD leadership.

B. Analysis of Department Procedures and Workflows

The Contractor shall examine Department procedures that operationalize the analyzed policies, with particular attention to the step-by-step processes and workflows that drive the Unit Assignment Process, as well as the scheduling of Inmate transportation and movement to Units of Assignment. Requirements of the Analysis of Department Procedures and Workflows include:

1. Mapping workflows end-to-end;

2. Documenting decision points and procedural steps;

3. Identifying where responsibilities are assigned;

4. Generating a technical report in this area; and

5. Presenting technical report finding to TDCJ–CITD leadership.

C. Analysis of Department Mechanical Processes

The Contractor shall evaluate the specific tasks and activities carried out by TDCJ– CITD personnel to ensure compliance with established policies and procedures as they relate to the Unit Assignment Process, as well as the scheduling of Inmate transportation and movement to Units of Assignment. Requirements of the Analysis of Department Mechanical Processes include:

1. Identifying the individual steps and action items followed by personnel;

2. Developing an understanding of the IT systems and tools used to support these tasks;

3. Locating potential bottlenecks or inefficiencies in the execution of mechanical components;

4. Generating a technical report in this area; and

5. Presenting technical report findings to TDCJ–CITD leadership.

D. Analysis of Department Supporting Data Infrastructure

The Contractor shall conduct a high-level assessment of the IT systems and data infrastructure that supports the Unit Assignment Process, as well as the scheduling of Inmate transportation and movement to Units of Assignment. Requirements of the Analysis of Department Supporting Data Infrastructure include:

1. Identifying the constituent components of systems interfaced with TDCJ–CITD personnel;

2. Identifying the relational database tables leveraged by current systems that users are interfacing with and determining if third-party management of the originating data occurs;

3. Identifying potential challenges related to data latency, user interface, limitations, and system usability;

4. Identifying impacts on end-user efficiency and effectiveness;

5. Identifying impacts and dependencies of data retention periods as well as requirements;

6. Generating a technical report in this area; and

7. Presenting technical report findings to TDCJ–CITD leadership.

E. Development of Framework for Modernized Unit Assignment

The Contractor shall develop a framework and requirements for a modernized Unit Assignment Process that will facilitate more effective and real-time facility placement decisions and scheduling of Inmate transportation and movement to Units of Assignment. Requirements of the Development of Framework for Modernized Unit Assignment include:

1. Summarizing the proposed modernized Unit Assignment Process;

2. Identifying how the process will account for existing policies, procedures, and workflow;

3. If applicable, identifying the anticipated level of burden on existing TDCJ–ITD infrastructure the process will have to both create and ameliorate. This should include projected technical debt, anticipated data transmission scales, and other impacts on system dependencies that may require contingency planning by TDCJ–ITD;

4. If applicable, identifying potential solutions to include multiple scaled offers which outline strengths, weaknesses, and cost of each potential solution;

5. Generating a scoping Final Report as described in Section C.3.8; and

6. Presenting the Final Report to Department Leadership.

C.3.2 Contractor Roles and Responsibilities

A. The primary roles of the Contractor will be to conduct an assessment and provide a detailed report of the assessment to Department leadership. The assessment should include all items listed in Section C.3, as well as any additional information pertinent to the development of a modernized Unit Assignment Process as determined by the Contractor. The presentation of this assessment will occur no later than 15 Working Days after submission, unless deferred by Department leadership.

B. The Contractor will conduct site visits, virtual meetings, and engagement with technical staff from the TDCJ–CITD, TDCJ–ITD, and TDCJ–OSIM, or any other pertinent Department stakeholder, as necessary to facilitate the completion of the project.

C. In order to accomplish the tasks outlined in Section C.3, the Contractor must meet the following requirements:

1. Staffing Security Requirements

a. Offshore work is prohibited, and all remote personnel must work from within the United States only.

b. All Contractor personnel, including any subcontractors, must complete the

Department’s Cybersecurity Training Course if they require access to Department systems or data.

c. The Contractor’s personnel must sign a TDCJ Consultant and Contract

Employee Confidentiality Agreement prior to project commencement.

d. The Contractor’s personnel must:

i. Obtain FBI CJIS Division security clearance;

ii. Be fingerprinted;

iii. Pass a criminal history background check;

iv. Pass a Department security check; and

v. Pass a human resources check through a process prescribed by the TDCJ–HR prior to project commencement.

e. All Contractor personnel, including any subcontractors with access to Department systems, data, or proprietary information, must agree to and sign Exhibit J.10.

2. Staffing Qualifications

a. The Contractor’s Program Director must have a terminal degree in mathematics, operations research, the criminal justice system, or a related field.

b. At least 50% of project support staff must have advanced degrees

(Masters, PhD, etc.) in mathematics, operations research, the criminal justice system, information technology, or a related field.

3. Contractor Past Performance

a. The Contractor’s proposal must comply with at least 90% of the items within Section C.3, to be considered.

4. Communication and Document Sharing

a. All communication between the Contractor and the Department must occur through Microsoft Teams meetings, telephone calls, conference calls, or emails.

b. Regular project updates will be provided to the Department by the

Contractor as determined by the TDCJ PM.

c. All documentation shared between the Contractor and the Department will occur through Microsoft SharePoint. The Department will establish a SharePoint for this Contract and provide the Contractor with any necessary credentials to access, view, and upload documents within the SharePoint.

5. Travel

a. This Contract shall require a number of site visits as determined by the Contractor’s Project Plan and the Department. These site visits will be held by the Department’s technical staff in order to facilitate the learning of key operational processes and functions by Contractor staff. These visits will include travel to both administrative and prison facilities.

b. The Contractor’s staff must adhere to all Department policies when visiting secure facilities and/ or prison units as outlined in TDCJ Policies for Accessing Premises: Compliance with Agency Policies and Procedures, as well as the TDCJ Visitation Plan and Board Policy (BP)-03.85.

C.3.3 Department Roles and Responsibilities

A. Project Management

The Department will appoint a TDCJ PM from TDCJ–OSIM.

B. Onboarding

The Department will initiate the onboarding process. This will include provisioning credentials to Contractor staff that will require access to secure electronic mail accounts, SharePoint, Microsoft Teams, and any additional technology solutions required to meet project goals.

C. Facilitation

The TDCJ PM shall collaborate with the Contractor and internal Department stakeholders to schedule all necessary virtual and in-person meetings required to fulfill the goals of this project. This includes site visits intended to facilitate technical analyses, technical report briefings to division leadership, progress reports, and the Presentation of Findings.

D. Standardized Documentation

1. The TDCJ PM shall prove the Contractor standardized templates for all reports, to include technical reports, progress reports, and the final project report.

2. The TDCJ PM shall provide the Contractor standardized templates for technical presentations and the final Presentation of Findings.

C.3.4 Project Plan

A. The Contractor shall develop a Project Plan for all areas associated with Section C.3 for written approval by the Department. The Project Plan shall specify, to the greatest degree possible, the activities that are to be undertaken, including a step-by-step timetable and the names and titles of the Contractor’s staff involved in each step. This shall include all resource requirements necessary to successfully complete the Inmate Assignment Assessment Project. Resource requirements shall include any required input from Department staff and an estimate of the amount of Department staff time required. The Contractor shall provide a draft Project Plan as part of their Response to this RFO. A draft high-level Project Plan will include:

1. An outline of capability to deliver the required Services, including process, functional and technical expertise;

2. A description of the approach the Contractor will use to analyze, assess, validate, document, and complete the deliverables listed in Section C.3.8;

3. A description of key activities and milestones;

4. A draft RACI (Responsible, Accountable, Consulted, and Informed) Chart which clarifies and demonstrates the roles and responsibilities for tasks in the Inmate Assignment Assessment Project. This RACI should include both tasks the vendor and the Department are to subsume responsibility for;

5. A description of the resources necessary from the Department to support the process, including estimates of time needed from Department’s subject matter experts and high-level analysis of data gathering requirements; and

6. Any assumptions and dependencies of the Inmate Assignment Assessment Project.

B. The Contractor shall provide a detailed description of the proposed review process, a sample format of the Final Report, and a method to identify recommendations. This description shall include the types of personnel to be used in the project and an estimated timeline.

C.3.5 Reports and Meetings

A. Weekly Progress Reports

1. The Contractor shall submit weekly written progress reports to the TDCJ PM by the close of business on the final Working Day of each week for the life of the project.

2. 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.

3. The progress reports 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.

4. The TDCJ PM will have decision-making authority in respect to the format, method, and delivery of progress reports.

B. Weekly Status Meetings

1. The Contractor will be responsible for conducting weekly status meetings with the TDCJ PM.

2. The meetings will be held weekly, at a time and place designated by the TDCJ PM, unless otherwise specified by the TDCJ PM.

a. The TDCJ PM will outline the requirements of weekly status meetings during the initial meeting. If the requirements of weekly meetings are changed, the TDCJ PM will document those changes and inform the Contractor of said changes by electronic mail at such time as when those changes are identified.

2. The meetings can be in-person or virtual at the discretion of the TDCJ PM.

a. Virtual meetings will occur over Microsoft Teams.

b. Virtual and in-person meetings will be recorded when possible and uploaded to the project SharePoint.

C.3.6 Additional Services

A. Technical Meetings

Technical meetings between the Contractor and select Department staff will occur at regular intervals as determined by the Contractor’s Project Plan, Department staff availability, and at the discretion of the Department. The Department may reserve the right to increase or decrease the cadence of meetings in alignment with Contractor requests as long as doing so does not negatively impact the Contractor’s ability to meet project deadlines as described in Table 1. Technical meetings will primarily take two forms:

1. Meetings with staff assigned to administrative locations, which may be virtual or in-person at the discretion of the TDCJ PM. These meetings are intended for the purpose of understanding the core administrative processes relating to the Unit Assignment Process; or

2. Meetings with staff assigned to secure facilities will be in person. These meetings are intended for the purpose of directly observing the mechanical processes relating to the Unit Assignment Process.

B. Technical Presentations

Technical presentations between the Contractor and Department division leadership, as well as their designees, will occur at regular intervals as delineated in Table 1. The purpose of these meetings is to brief leadership on the technical report findings in each respective section, and to facilitate high level communication between the Contractor and Department division leadership.

C. Presentation of Findings

The Presentation of Findings will serve as the final meeting of this Contract. This meeting will occur no later than 45 weeks after the Contract award. This will include a scoping review of the Inmate Assignment Assessment Project as described in Table 1, as well as a proposal for an IT-focused solution to decision-making as it pertains to the Inmate Unit Assignment Process. In addition, this meeting will serve to provide a forum by which the Department’s executive leadership can communicate with the Contractor in regard to the overall project findings.

C.3.7 Engagement Completion Criteria

A. Kick-off Meeting

The Contractor shall organize, in coordination with the Department, an initial project kick-off meeting. This meeting is intended to inform the Contractor of the Department’s expectations for the project, clearly defining communication and process parameters, and to establish a working roadmap for the project that addresses any areas where additional detail is needed. The kick-off meeting will be held at a location and time selected by the Department, no later than 10 Working Days after Contract Award.

B. Technical Reports

The Contractor must complete and submit all technical reports as described in Section C.3 and in Table 1.

C. Technical Presentations

The Contractor must complete and submit all technical presentations as described in Section C.3 and in Table 1.

D. Final Report

The Contractor must complete and submit a Final Report as described in Section C.3 and Table 1.

E. Presentation of Findings

The Contractor must complete the Presentation of Findings, as described in Section C.3 and Table 1. This report shall entail:

1. High-level summary of Analysis of Department Policies Technical Report;

2. High-level summary of Analysis of Department Procedures and Workflows Technical Report;

3. High-level summary of Analysis of Department Mechanical Processes

Technical Report;

4. High-level summary of Analysis of Department Supporting Data Infrastructure Technical Report; and

5. Summary of a proposed modernized Unit Assignment Process to include:

a. How the process will account for existing policies, procedures, and workflow;

b. If applicable, the anticipated level of burden on existing TDCJ-ITD infrastructure the process will both create and ameliorate; and

c. Potential solutions to include multiple scaled offers which outline strengths, weaknesses, and cost of each potential solution.

C.3.8 Deliverables

A. Final Report

1. The Final Report shall provide a comprehensive summary of findings across all assessed areas, outline current operational and data infrastructure challenges suitable for Contractor remediation, and present a proposed solution including cost estimates and identified technical debt.

2. The Final Report shall be submitted via electronic mail to the respective government electronic mail accounts of the Department Executive Director and Directors of the TDCJ–CID, TDCJ–CITD, TDCJ–ITD, and TDCJ–OSIM, as well as their designees, no later than close of business 43 weeks after the Contract award.

3. The Final Report must also be uploaded to a location in the SharePoint provisioned by the Department for this project which the TDCJ PM has designated.

4. The transmitted/uploaded Final Report must be in PDF format.

B. Presentation of Findings

1. The Presentation of Findings from this project must occur no later than 45 weeks after Contract award. This presentation will be in person at a designated Department facility and be a minimum of 90 minutes long to allow for detailed conversation on project findings between key Contractor staff and Department leadership.

C.4 STAFFING

A. The Contractor is responsible for all resources necessary to provide the Services included in this Contract. The Contractor shall provide an adequate level of staffing for provision of the Services outlined herein and shall ensure that staff providing Services is appropriately trained, qualified, and licensed, if required.

B. The Contractor’s staff shall coordinate with and maintain a good working relationship with Department staff and other vendors working with the Department. The Department shall provide security for the Contractor’s employees and agents consistent with the security provided for Department staff at each administrative facility.

C. The Contractor’s staff on-site shall adhere to the standards of conduct prescribed in law, and as prescribed in the Department's personnel policy and procedure guidelines, particularly rules of conduct, employee uniform and clothing requirements (as applicable), security procedures, and any other applicable rules, regulations, policies, and procedures of the Department. The Contractor’s staff shall be subject to and shall comply with all security regulations and procedures of the Department and the respective facility. Violation of regulations may result in the employee or individual being denied access to the facility. In this event, the Contractor shall provide alternate personnel to supply services described herein, subject to Department approval.

D. Throughout the Contract Term, the Contractor shall at a minimum:

1. Provide a Program Director who shall be the single point-of-contact assigned to the project from contract award to acceptance.

2. Provide qualified personnel to perform the services required.

3. Provide the Department prior written notice of placement and/or replacement of personnel, or any plan to place and/or replace personnel. Placement and/or replacement by the Contractor of key personnel assigned to the contract shall be allowed provided the Department gives prior written approval.

4. Remove and replace personnel at the request of the Department. The Department shall have the right at any time to request the removal of any of the Contractor’s employees/subcontractors. The Contractor shall use all reasonable efforts to promptly replace such employee/subcontractor with a team member possessing skills, experience and training that are equal to or exceed those of the position description.

5. Ensure personnel follow laws, rules, regulations, standards, policies, and procedures. It is the Contractor’s responsibility to ensure that all contract employees are familiar with Department regulations. Contractor standards of conduct, notification of background checks, relevant policies and/or statutes are incorporated as reference.

E. Prior to Contract implementation, the Department representative shall be provided a list of all Contractor employees involved in the contract who at any time have ever been sentenced to any facility of the Department. Said list should include name, TDCJ Inmate number, and the nature of the offense and the sentence. Prior approval shall be obtained before an ex-Inmate may enter any Department facility.

F. Any Contractor employee that has any relative, either blood or by marriage, within the second degree of affinity or consanguinity, that is or may become during the project, an Inmate at the facility where the work is to be performed shall notify the Department representative in writing prior to starting work, or immediately upon learning of the same.

G. The Contractor shall caution all employees involved in this Contract against becoming familiar with Inmates and/or the Inmates' families. Contractor employees shall not bring anything to any Inmate, nor shall they carry anything out for any Inmate.

H. The Department reserves the right to ban any Contractor employee from entering the property of the Department who fails to comply with any regulations.

I. The Contractor is responsible for the conduct and behavior of all persons working at a Facility (including consultants, independent contractors and their employees and agents) and shall ensure the Department's policies are followed. Should a violation occur, the Contractor shall take corrective action acceptable to the Department.

J. Breach of either physical security or information security by any employee or subcontractor shall require immediate removal of the employee or subcontractor from the Contract. Contractor shall notify the TDCJ–CITD of the breach following the requirements as stated in Exhibit J.5.

K. The Contractor shall notify TDCJ–CITD within 24 consecutive hours of an employee's arrest.

L. The TDCJ–CITD shall provide the Contractor written notification, within 24 consecutive hours of a failure to adhere to Department Policy PD–22 (https://www.tdcj.texas.gov/divisions/hr/hr–policy/pd–22.pdf).

M. In the case of violations of PD–22, the TDCJ–CITD may require the employee or subcontractor to cease all activity and remove self from the property of the TDCJ– CITD. The Contractor may be required to remove said employee or subcontractor from the project at the TDCJ–CITD's discretion.

N. Upon request by the TDCJ–CITD, the Contractor shall provide the replacement of an employee or subcontractor found to be in violation of PD–22. The Contractor shall use all reasonable efforts to promptly replace such employee or subcontractor with a team member possessing skills and training that are equal to or exceed those of the individual being replaced.

O. The Contractor shall not employ any person working directly on the Contract with a misdemeanor or felony conviction without prior written approval of the TDCJ–CITD.

This includes any employee with a criminal history who is employed by the Contractor at the time of award. the Contractor shall comply with PD–75 in determining eligibility for employment. the Contractor shall provide the TDCJ–CITD with a current list of all employees including position title and whether the employee has/had a felony conviction, at the beginning of the contract year, and upon each occurrence.

P. The Contractor agrees to provide a completed TDCJ Non–Employee Background Questionnaire for each of its current and future employees and subcontractors who work under the contract in locations where the TDCJ–CITD's data is stored and processed, in order that a Texas Crime Information Center/National Crime Information Center (TCIC/NCIC) criminal history check can be performed by the TDCJ–CITD.

Q. A background investigation, to include an NCIC and TCIC records check, shall be conducted by the TDCJ–CITD for each Contractor employee (including consultants, independent subcontractors and their employees and agents who work on a routine basis on the Contract) prior to being assigned by the Contractor to perform work at a unit. Fingerprinting may be required as part of the investigation.

R. The Contractor shall provide an Account Manager and alternate, as required. The Contractor shall assign a full-time Account Service Manager exclusively to this Contract. An alternate representative shall be assigned in the absence of the assigned Manager. The Account Service Manager shall have extensive management experience with emphasis in contract management of contracts of similar size and scope. The duties of the Account Service Manager shall include, at a minimum:

1. Account…