ESBD_525115_1781730985257_Addendum 001.pdf
PDF 154 KB Posted
- Attached to
- Online Special Education Tracking System
- Solicitation number
- 644-26-061926
- Issued by
- Hidalgo County, Texas
About this file
This is an Addendum to the Request for Proposals issued by the Texas Juvenile Justice Department (TJJD) for an online special education tracking system. The addendum addresses modifications and clarifications to the original RFP for a platform designed to serve approximately 700 to 800 students annually across five secure juvenile correctional facilities: Evins, Gainesville, Giddings, Mart, and Ron Jackson State Juvenile Correctional Facilities. The system must track special education, Section 504, Emerging Bilingual, and Multi-Tiered System of Supports/Response to Intervention programs with centralized data management and compliance monitoring capabilities. The proposal due date is July 2, 2026 at 2:30 p.m. CST. Questions regarding the RFP must be submitted by June 15, 2026, with answers provided by June 18, 2026. Evaluation is targeted for July 14, 2026, with contract execution by July 29, 2026 and service commencement on August 1, 2026. The initial contract term runs from August 1, 2026 through July 31, 2028, with optional renewal periods of two years and one year.
The evaluation methodology is best-value scoring with weighted criteria including program design (30 points), support and training (25 points), personnel qualifications (20 points), accessibility and flexibility (15 points), and price (10 points). The system must achieve at least 99% uptime and comply with TX-RAMP Level 2, FedRAMP, on-premises hosting, or SOC2 Type 2 security standards. Pricing is structured as recurring per-student licensing costs with license transfer upon student release, initial virtual training across all five facilities, annual subscription fees for data transfer services, annual update and refresh training, and data-migration services from legacy systems. Respondents must submit pricing in Excel format and may identify additional required services outside standard cost categories. The current contractor is EDU Project ELL LLC under contract CON0001306. TJJD will provide student demographics, parent information, special education and 504 data, emerging bilingual information, and STAAR testing data to support implementation.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| ESBD_525115_1781731227805_Attachment 2 - Price Form - Revised.xlsx | XLSX spreadsheet | |
| ESBD_525115_1781026574702_Attachment 2 - Price Form.xlsx | XLSX spreadsheet | |
| ESBD_525115_1781026514682_644-26-061926 - Online Tracking of Special Ed.pdf |
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Text version
ADDENDUM OF SOLICITATION
1. SOLICITATION NO.:
RFP # 644-26-061926
Online Special Education Tracking System
2. ADDENDUM NO.:
A-001
3. EFFECTIVE DATE:
June 17, 2026
4. ISSUED BY:
Texas Juvenile Justice Department Business Operations & Contracts Vickie Griffin, Contract Specialist, CTCM, CTCD 1801 N. Congress Ave.
Austin, Texas 78701
5. NAME AND ADDRESS OF CONTRACTOR:
6. The above numbered solicitation is amended as set forth in Item 7.
The hour and date specified for receipt of Offers is extended, is not extended.
Offers must acknowledge receipt of this Addendum by the hour and date specified in the solicitation or as amended, by:
a) By completing Items 5 and 8, and returning 1 signed copy of this Addendum with each proposal.
b) FAILURE OF YOUR SIGNED ADDENDUM TO BE RECEIVED PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN
REJECTION OF YOUR OFFER. If, by virtue of this Addendum, you desire to change an offer already submitted, such a change may be made by email, provided each email makes reference to the solicitation and this Addendum, and is received prior to the opening hour and date specified.
7. DESCRIPTION OF ADDENDUM:
The language below revises and modifies RFP # 644-26-061926. Acknowledgment of receipt of this Addendum should be indicated by enclosing a copy of the Addendum with your proposal.
a) RFP, Attachment 2 – Price Form – has been revised and is attached.
b) The questions and answers to the solicitation are listed below.
1. The ELL section is very limited and primarily references linguistic progress monitoring and the ability to translate student plans.
There is little detail regarding the district's expected ELL workflows. Will the district complete the other required forms (MOY, EOY, Transfers, BOY PN Letters) on the selected vendor’s platform?
Answer: Yes, we will do BOY, MOY, EOY, and only transfers for new students to our district. Internal movement from one campus to another in our District will not require a transfer.
2. The RFP later states that subject matter expertise is required due to the evolving nature of Texas requirements for student exits and reclassification. However, the responsibilities section does not mention reclassification processes, exit criteria management, or related compliance requirements. Additional clarification is requested regarding the expectations in these areas.
Answer: We follow the state / TEA guidelines for areas related to EB programming and youth. These are found on the TEA website.
3. In regard to Attachment 2 – Price Form, please clarify how to complete the Cost-of-Service field. The Total Cost formula multiplies the Subscription Cost per Student by the Cost of Service, but this does not appear to yield an accurate total cost.
Answer: I have revised attachment 2, the price form, by labeling column D as the quantity of licenses/subscription. Example Quantity 5, x cost of service 2 = 10
4. Is 96 the number of Active and monitored EB students?
Answer: Yes
5. The ESBD posting lists the response due date/time as July 2, 2026, at 3:00 PM, while the RFP Schedule of Events lists the proposal due date/time as July 1, 2026, at 2:30 PM CST. Could you please confirm the official proposal submission deadline?
Answer: Deadline for Proposals July 02, 2026, 3:00 PM CST
6. The RFP lists the anticipated contract term as August 1, 2026, through July 31, 2028, with services commencing August 1, 2026; however, the deliverables table references virtual training occurring in September 2026. Could you please confirm the anticipated award/contract execution timeline please?
Answer: Contract Award/Execution date: August 1, 2026. The deliverable dates are subject to change after the kick-off meeting.
7. The RFP includes detailed requirements across Section II Scope of Work, Section III, Response Content Requirements, etc.
Can you please clarify which sections require a written/narrative response?
Answer: Beginning on page 18, each TAB lists specific items to be in the proposal.
“Please be advised that any oral responses are not binding and that all changes to the solicitation will be made via an addendum. “
8a. NAME AND TITLE OF SIGNER (Type or Print)
8b. OFFEROR
(Signature of Person Authorized to Sign) Date Signed
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