ESBD_524471_1782917784251_26-012 Addendum 1 Final.pdf

Texas Education Agency RFO 701-26-012, Statewide Vision Screening Data Collection Initiative

Addendum 1, July 1, 2026

This addendum incorporates the following changes to the above-referenced solicitation:

I. Questions - The following questions and associated responses are hereby incorporated into the above-referenced solicitation:

1. QUESTION: Which subcontracting form applies—HUB, VetHUB, or both—and must self-performing vendors submit it?

(a) Vendors must submit only the Historically Underutilized Business Subcontracting Plan referenced in the RFO.

(b) Vendors must submit both the HUB Subcontracting Plan and the State of Texas Subcontracting Plan / VetHUB form.

(c) The applicable form depends on whether the vendor intends to subcontract; self-performing vendors do not need to submit a subcontracting plan.

(d) All vendors, including those self-performing 100% of the work, must submit the applicable subcontracting plan and complete the self-performing declaration.

TEA RESPONSE: All vendors, including those that will self-perform 100% of the work, must submit the subcontracting plan required by the solicitation and complete the applicable self-performing declaration. A vendor's decision to self-perform does not eliminate the requirement to submit the subcontracting plan when one is required by the solicitation. The self-performing option is documented within the subcontracting plan form itself. The applicable form(s) are identified in the solicitation documents and must be completed and submitted with the vendor's response.

The State of Texas VetHUB Subcontracting Plan instructions specifically state that every responding vendor—whether subcontracting or self-performing—must submit a completed subcontracting plan, and self-performing vendors must indicate that they will complete the contract using their own resources.

2. QUESTION: Will the 10% retainage be withheld from each invoice, and when exactly will it be released?

(a) EA will withhold 10% from each approved invoice and release the accumulated retainage upon TEA’s written acceptance of Sprint 12 / Final Report.

(b) TEA will not withhold retainage from invoices but will structure the payment schedule so that 10% of the total contract value is payable only after Sprint 12 / Final Report acceptance.

TEA RESPONSE: (b) TEA will not withhold retainage from invoices but will structure the payment schedule so that 10% of the total contract value is payable only after Sprint 12 / Final Report acceptance.

3. QUESTION: Reference – Attachment K – REQUIREMENTS TRACEABILITY MATRIX, FR-135, FR-136, FR-155, FR-162, FR-164, and FR-167. Several requirements depend on the DSHS Vision, Hearing, and Spinal Screening Annual Report System (VHSSARS) data dictionary and on the Child Health Reporting System (CHRS) submission schema. FR-135 requires generation of CHRS datasets aligned to DSHS submission requirements; FR-136 requires pre-submission validation against those requirements; FR-155, FR- 162, FR-164, and FR-167 require reporting in the format prescribed by DSHS VHSSARS. Please clarify whether TEA and/or DSHS will:

(a) Provide the published VHSSARS data dictionary and CHRS submission schema at or before contract award

(b) Provide the VHSSARS data dictionary and CHRS submission schema during implementation as a deliverable from TEA/DSHS to the awardee

(c) Require the awardee to propose a schema aligned to current DSHS guidance, subject to TEA/DSHS acceptance TEA RESPONSE: Require the awardee to propose a schema aligned to current DSHS guidance, subject to TEA/DSHS acceptance.

4. QUESTION: Reference – Attachment K – REQUIREMENTS TRACEABILITY MATRIX, FR-101, FR-102, IR-001, and IR-002.

FR-101 requires role-based access control "aligned to Texas Education Agency Login (TEAL) roles." FR-102 requires that users hold multiple authorized roles concurrently and support in-session role switching with explicit attestation. IR-002 requires that TEAL roles, claims, and group memberships map to application RBAC. Please clarify whether TEA will:

(a) Publish a defined catalog of TEAL roles and claims that the solution must map to (single role per user, hierarchical privileges acceptable)

(b) Publish a defined catalog of TEAL roles and claims AND require the solution to support concurrent multi-role assignment with in-session role switching, as described in FR-102

(c) Neither — the awardee proposes the role model and the multi-role policy to TEA for acceptance TEA RESPONSE: The awardee will be responsible for configuring, documenting, testing, and supporting the SSO/RBAC integration with TEAL, including any required role mapping, claims mapping, multi-role assignment handling, and in-session role-switching behavior, subject to TEA acceptance.

RFO 701-26-012, Addendum 1 2

5. QUESTION: Reference – Attachment K – REQUIREMENTS TRACEABILITY MATRIX, FR-110, FR-111, FR-159, and FR-166.

Several requirements in Attachment K describe a calibrated digital optotype chart used during the vision screening event (FR- 110 calibrated Sloan/Snellen/LEA charts; FR-111 anti-memorization randomization; FR-159 and FR-166 compliance with 25 TAC §37.22). Other requirements describe the capture of screening results captured outside the system (FR-155, FR-157, FR-160, FR- 164, FR-165). Please clarify whether the solution is expected to:

(a) Perform the vision screening itself using a digital chart presented by the solution (proctor-administered, no self-assessment)

(b) Only capture results from screenings performed with separate equipment (paper charts, standalone devices, etc.)

(c) Both, at the LEA’s (Local Education Agency’s) discretion TEA RESPONSE: (b) Only capture results from screenings performed with separate equipment (paper charts, standalone devices, etc.) The solution would be expected to capture the results from the screening performed with the separate equipment depending on the method of screening and equipment that is being used. It would need to also record the specific screening performed, the date the screening was performed, observations made during the screening, and results. Also, it must document the child's name, age or birthdate, and if the child is wearing corrective lenses during the vision screening. The solutions must capture and record the screeners signature and date for all internal or external screeners who conduct the screenings. The results may vary by the type of screening method used, and the solution must be able to accommodate a variety of screening results and outcomes. For example:

20/30, pass or fail; etc.

6. QUESTION: Reference – Attachment K – REQUIREMENTS TRACEABILITY MATRIX, FR-109.

FR-109 in Attachment K – REQUIREMENTS TRACEABILITY MATRIX states the requirement as: "The system shall support the capture, storage, and reporting of optional Vision, Hearing, and Spinal Screening (VHSS) tests in alignment with DSHS-aligned screening workflows and the clinically valid requirements defined in the SOW." The stated purpose of RFO 701-26-012 is to propose a ready-made Software-as-a-Service (SaaS) solution for collecting and reporting student vision screening data across Texas. Please clarify whether the capture, storage, and reporting of Spinal Screening data is:

(a) A requirement

(b) Not a requirement

(c) Optional (capture if performed; not required to implement) TEA RESPONSE: This solicitation pertains solely to vision screening. Spinal screening data is not required for this request.

7. QUESTION: Reference – Attachment K – REQUIREMENTS TRACEABILITY MATRIX, FR-109.

FR-109 in Attachment K – REQUIREMENTS TRACEABILITY MATRIX states the requirement as: "The system shall support the capture, storage, and reporting of optional Vision, Hearing, and Spinal Screening (VHSS) tests in alignment with DSHS-aligned screening workflows and the clinically valid requirements defined in the SOW." The stated purpose of RFO 701-26-012 is to propose a ready-made Software-as-a-Service (SaaS) solution for collecting and reporting student vision screening data across Texas. Please clarify whether the capture, storage, and reporting of Hearing Screening data is:

(a) A requirement

(b) Not a requirement

(c) Optional (capture if performed; not required to implement) TEA RESPONSE: This solicitation pertains solely to vision screening. Hearing screening data is not a requirement of this request.

II. All other provisions of the solicitation remain the same.