ESBD_543090_1787160754851_HHS0016857 RFO IV&V CMT.pdf

PCS 550 HHS RFO Template RFO No. HHS0016857 Page 1 of 49 Version 2.20 Revision Date 11/20/2024

Audrey O’Neill, Commissioner

Request for Offers (RFO) for

Independent Verification and Validation Services for Case Management Transformation

RFO No. HHS0016857

Date of Release: August 19, 2026

Responses Due: Refer to Section 3.1 Schedule of Events

NIGP Class/Item Codes

Class- Item Code

AIS* DATA PROCESSING, COMPUTER, PROGRAMMING, AND SOFTWARE

SERVICES

920-15 Yes Assessment and Profiling Services of Software

920-44 Yes Risk Management for Software Development

920-46 Yes Software Updating and Upgrading Services

920-64 Yes System Implementation and Engineering Services

920-65 Yes System Requirements Quality Assurance Review

958-77 Yes Project Management Services

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Table of Contents Article I. Executive Summary, Definitions, and Authority

1.1 Executive Summary

1.2 Definitions

1.3 Authority

1.4 Program Background

1.4.1 Existing Case Management System

1.4.2 New Case Management System

1.4.3 Need for an IV & V Contractor

Article II. Statement of Work

2.1 Description of Services

2.1.1 Texas Risk and Authorization Management Program Overview

2.1.2 Texas Risk and Authorization Management Plan (TX-RAMP)

2.1.3 Accessibility

2.1.4 Supplemental Services

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.3 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

2.5 Invoicing

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Solicitation Response Composition

3.4.1 General Information

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3.4.2 Page Limit and Supporting Documentation

3.4.3 Discrepancies

3.4.4 Exceptions

3.4.5 Assumptions

3.4.6 Binding Offer

3.5 Solicitation Response Submission and Delivery

3.5.1 Deadline

3.5.2 Submission Options

3.5.3 Submission Checklist

3.5.4 Labeling and Delivery for USB Submission and Other Materials

3.5.5 Modifications and Withdrawals

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Best and Final Offer (BAFO)

4.2.7 Final Written Response Score

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

4.4 Final Award consideration

Article V. Narrative Proposal

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Key Staffing Profile

5.2 IV&V Project Work Plan

Article VI. Required Respondent Information

6.1 Company Information

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6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

6.9 Secretary of State Certification

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.1.9 Required Coverage

8.1.10 Alternative Insurability

8.2 Protest

Article IX. List of Exhibits, Forms, and Attachments

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas Health and Human Services Commission (HHSC) on behalf of the Texas Department of Family and Protective Services (DFPS) seeks a qualified Respondent to provide Independent Verification and Validation Services (IV&V). The awarded Contractor will work in coordination with DPFS and DFPS Vendors for the duration of the Information Management Protecting Adults and Children in Texas (IMPACT) system replacement project currently called the “Project.”

HHSC Procurement and Contracting Services (PCS) will administer the procurement process for this Solicitation, which includes Solicitation publication, handling of communications with Respondents, as well as managing the receipt of Solicitation Responses for review and evaluation.

To be considered for award, Respondent shall complete and submit Exhibit A, HHS Solicitation Affirmations and provide all other required information and documentation as set forth in this Solicitation.

Prior to Contract award, Respondent must have TX-RAMP Level 2 certification for any tools or software to be used by the Respondent within the DFPS environment. TX-RAMP Provisional Status does not satisfy the TX-RAMP Certification Level 2 requirement. Note, for this Solicitation, DFPS shall not provide “agency-sponsored” TX-RAMP Provisional Status certification to any Respondent.

1.2 DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms have the meanings assigned below:

“Addendum” - A written clarification or revision to this Solicitation issued by HHSC PCS and posted via e-mail.

“Administration for Children and Families” or “ACF” - A federal agency which promotes the economic and social well-being of families, children, youth, individuals, and communities through funding, strategic partnerships, guidance, training, and technical assistance.

“Administration for Community Living” or “ACL” - Created around the fundamental principle that all people, regardless of age or disability, should be able to live independently and participate fully in their communities. By funding services and supports provided primarily by networks of

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Revision Date 11/20/2024 community-based organizations, and with investments in research, education, and innovation, ACL helps make this principle a reality.

“Advance Planning Document” - A crucial tool for states to request federal funding for the development and operation of automated data processing systems.

“APS” - Adult Protective Services.

“ADP” – Automated Data Processing.

“Award Consideration (AC) Documents” - Documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“Best and Final Offer” or “BAFO” - A process requested from one Respondent or short-listed Respondents for their best price(s) for a specific solicitation prior to determining a contract award.

“Business Day(s)” - Refers to any day in which normal business operations are conducted. For DFPS, a business day is considered to be Monday through Friday and does not include weekends and public holidays.

“Capability Maturity Model Integration” or “CMMI” - A collection of globally accepted best practices designed to help organizations identify and understand challenges, build capability, and improve the performance of essential business processes.

“CCWIS” - Comprehensive Child Welfare Information System.

“Change Control Board” or “CCB” – A group of people from the Project team that meets regularly to consider changes to the Project.

“CMTPP” - Case Management Transformation Planning Project.

“Communication Plan” - A plan that defines the information to be disseminated internally and externally and that describes how and when it will be disseminated and through what channels.

“Competitive Range” - Defined under Title 1 of the TAC Part 15, Chapter 391, Subchapter A, Rule §391.107(3), this consists of the offers or Proposals that have a reasonable chance of being selected for award considering the evaluation criteria and basis for award as stated in the solicitation.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=05%2F02%2F2025&recordId=208793 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=05%2F02%2F2025&recordId=208793

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“Computer-Aided Software Engineering (CASE) Tools” or “CASE Tools” - Software applications designed to support various stages of the software development life cycle (SDLC).

These tools help automate tasks, improve productivity, and ensure high-quality software development.

“Contract” - The signature document, the Uniform Terms and Conditions, along with any attachments, amendments, or purchase orders that may be issued by DFPS to be incorporated by reference for all purposes.

“Contract Effective Date” - The date agreed to by the Parties as the date on which the Contract takes effect.

“Contract Term” - The period of time beginning with the commencement date or Effective Date of the Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“Contractor” or “Awarded Contractor” - The Party selected to provide the goods or Services to DFPS under the Contract.

“Contractor’s Solution” or “Solution” means the software, computer hardware, and network and telecommunications equipment used by Contractor to perform the Services.

“COTS” - Commercial Off the Shelf.

“CPI” - Child Protective Investigations.

“CPS” - Child Protective Services.

“CPU” - Central Processing Unit; the primary processor in a given computer.

“Data Center Services” or “DCS” - Overseen by Texas Department of Information Resources (DIR), the DCS program provides all server management functions including system administration, operating system management and patching, base security services, dedicated local area network connectivity, storage services, backup services, and disaster recovery services.

“Data Quality Plan” - A living document required by ACF to reflect changes in data governance, CCWIS enhancements, and biennial data quality review procedures.

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“Deliverable(s)” - The work product(s), including all reports and project documentation, prepared, developed, or procured by Contractor as part of the Services under the Contract for the use or benefit of DFPS or the State of Texas.

“DFPS” - Texas Department of Family and Protective Services.

“DFPS Vendors” - Third party providers or contractors providing goods and services to DFPS in relation to the Project. Includes the Systems Integrator (SI) and other vendors contracted to implement and support the Project.

“DIR” - Texas Department of Information Resources.

“Effective Date” - The date agreed to by the Parties as the date on which the Contract takes effect.

“Electronic State Business Daily” or “ESBD” - The electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“Final Written Response Score” - The final scoring of the written response as documented in the Solicitation.

“Go-live” - The date the new case management system will be live in the production environment for the first time.

“Governor Limits” - The runtime constraints in a multi-tenant SaaS or PaaS platform that prevent a single user or process from monopolizing shared resources like CPU, memory, and database access. These limits ensure platform stability, scalability, and a consistent performance experience for all users by distributing resources fairly.

“HHSC” - Health and Human Services Commission.

“HHSC PCS” - Health and Human Services Commission, Procurement and Contracting Services

“HUB” - Historically Underutilized Business.

“HUB Subcontracting Plan” or “HSP” - Written documentation regarding the use of subcontractors, which is required to be submitted with all responses to state agency contracts with an expected value of $100,000 or more where the state agency has determined http://www.txsmartbuy.com/esbd

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Revision Date 11/20/2024 subcontracting opportunities are probable. The HSP subsequently becomes a provision of the awarded contract and shall be monitored for compliance by the state agency during the term of the contract.

“Information Management Protecting Adults and Children” or “IMPACT” - The DFPS child welfare and adult protection services case management system.

“Information Technology Infrastructure Library” or “ITIL” - A framework with a set of practices for IT activities such as IT service management (ITSM) and IT asset management (ITAM) that focus on aligning IT services with the needs of the business.

“Integrated Project Schedule” or “ISP” - Detailed schedule that outlines how and when the tasks and deliverables will be completed.

“International Organization for Standardization” or “ISO” - An independent, non-governmental organization that sets global standards for quality, safety, sustainability and more.

“IT-SSA” - Information Technology System Security Accreditation.

“IV&V” or “Independent Verification and Validation Services” - required under 45 C.F.R.

§ 95.626 (2026) which requires states to implement Independent Verification and Validation (IV & V) for high-risk or large-scale Automated Processing (ADP) projects funded by HHS. It ensures an objective third party evaluates system development, covering procurement, technical management, and performance metrics to ensure compliance and success.

“KPIs” - Key Performance Indicators. A quantifiable measurement used to gauge performance on a task or deliverable.

“Liquidated Damage” or “LD” - Pre-determined, fixed monetary amounts defined for specific breaches where damages are hard to calculate.

“Module” - A standardized, interchangeable component of a system that is designed for flexible use.

“NIST” - National Institute of Standards and Technology.

“PaaS” - Platform as a Service; a cloud service model that delivers and manages all the hardware and software resources to develop applications.

“Party” - Party means either DFPS or Contractor, individually.

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“Parties” - Parties means DFPS and the Contractor, collectively.

“PCS” - Procurement and Contracting Services, a division of the Health and Human Services Commission.

“Project” - Refers to the new case management system that replaces IMPACT.

“Project Management Body of Knowledge” or “PMBOK” - The Project Management Institute's industry standards structured around eight (8) project management domains and identifies twelve (12) key principles of project management.

“Project Work Plan” - A formal document that outlines the goals and objectives; tasks and activities; timeline and schedule; resources needed; and scope and deliverables. Includes communication, quality, and risk management plans.

“Proposal” - Proposal means all information and materials submitted by a Respondent in response to this Solicitation. Also, may be referred to as “Solicitation Response” in this Solicitation, exhibits, attachments or Addenda.

“Purchase Order” - Any agreement to a purchasing transaction resulting from this Solicitation.

“QA” - Quality Assurance.

“QAT” - Quality Assurance Testing.

“Quality Management Plan” - An integral part of any Project Work Plan that describes how quality will be managed throughout the lifecycle of the project. It provides direction to assist the project team in executing quality management and quality assurance actions.

“RCCI” - Residential Child Care Investigations.

“Release” - Refers to a software build that has been developed and tested through different stages and environments in preparation for deployment.

“Release Management” - The process of planning, designing, scheduling, testing, deploying, and controlling software releases.

“Respondent” - The individual or entity responding to this Solicitation.

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“Risk Management Plan” - An integral part of any Project Work Plan that helps project managers foresee potential risks, evaluate those risks, estimate the possible impacts of the risk realization, and define responses to the risks identified.

“SaaS” - Software as a Service; a cloud computing service model that delivers software applications over the internet. Users can access these applications through a web browser or an app, usually on a subscription basis.

“Scrum” - An agile project management framework designed to enhance collaboration, adaptability, and efficiency within teams.

“SEC” - Securities and Exchange Commission.

“Services” - The tasks, functions, and responsibilities assigned and delegated to Contractor under the Contract.

“SLA” - Service Level Agreement.

“Software Development Lifecycle” or “SDLC” - A structured and iterative methodology used by development teams to build, deliver and maintain high-quality and cost-effective software systems.

“Solicitation” - This RFO including all exhibits, attachments, forms, and addenda, if any.

“Solicitation Consideration (SC) Documents” - Documents that must be submitted by Respondent with the Solicitation Response to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“Solicitation Response” - Respondent’s full and complete response (including any attachments and addenda) to the Solicitation.

“Source Escrow Agreement” - Source code escrow is an exercise where the source code of software is deposited with a third-party escrow agent. Source code escrow agreement takes place in a contractual relationship, formalized in a source code escrow agreement, between at least three (3) parties: one (1) or several licensors, one (1) or several licensees, and the escrow agent.

“SOW” - Statement of Work.

“SP” - Special Publication.

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“Sprints” - Fixed length periods of work that last one month or less to create consistency and ensure short iterations for feedback to inspect and adapt both how work is done and what is being worked on.

“Sprint Planning” - An event in Scrum that occurs at the beginning of a Sprint.

“State” - The State of Texas and its instrumentalities, including HHSC or DFPS, and any other state agency, its officers, employees, or authorized agents.

“Supplemental Services” - A formal request to obtain services to accommodate future business objectives, which may be a result from implementation of federal and State mandates and other State initiatives, funding opportunities and emergencies that are aligned with the original purpose of the Contract and directly related to the scope of the Solicitation.

“SWI” - Statewide Intake.

“System” - The new case management system which replaces IMPACT and will be developed by Systems Integrator.

“Systems Integrator” or “SI” - A person or company that specializes in bringing together component subsystems into a whole and ensuring that those subsystems function together.

“TAC” - Texas Administrative Code.

“Task Order(s)” - Mini-contracts that define a specific project’s scope, cost, and schedule and conform to the terms of the master contract.

“Task Plan” - A formal document that outlines the goals and objectives; tasks and activities;

timeline and schedule; resources needed; scope and deliverables associated with Supplemental Services.

“TCCO” - Texas Civil Commitment Office.

“Title IV-B” - A federal program that funds child welfare services to protect children, support families, and promote permanency, with flexible funding for states and tribes.

“Title IV-E” - The Social Security Act which authorizes the federal-state Foster Care, Prevention, and Permanency programs.

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“Title IV-E Agency” - Any state agency that receives IV-E funding to support the management of foster care, prevention of abuse and neglect, and permanency programs for children who are subject to abuse or neglect in their own homes and are removed and placed in foster care, kinship care, or adoption settings.

“Total Score” - The Final Written Response Score plus any additional points, as outlined by this Solicitation.

“Texas Risk and Authorization Management Plan” or “TX-RAMP” - established by DIR and provides a standardized approach for security assessment, authorization, and continuous monitoring of cloud computing services that process the data of a state agency.

“United States” – All fifty (50) states of the United States of America and the District of Columbia.

“Vendor Performance Tracking System” or “VPTS” - Defined under Section 2262.055 of the Texas Government Code and Title 34 of the TAC Part 1, Chapter 20, Subchapter B, Division 2, Rule §20.115 and Subchapter F, Division 2, Rule §20.509.

1.3 AUTHORITY

DFPS is soliciting the Services stated in this Solicitation under the authority of Texas Government Code Section 2157.006(a)(2), and the Texas Administrative Code 34 TAC § 20.222.

1.4 PROGRAM BACKGROUND

The mission of DFPS is to promote safe and healthy families and protect children and vulnerable adults from abuse, neglect, and exploitation. DFPS is comprised of approximately 13,000 employees, located in 11 regions with 250 local offices across Texas and is headquartered in Austin. Additional information regarding DFPS and its programs is available online and can currently be accessed https://www.dfps.texas.gov. DFPS services include the following program areas:

a. Adult Protective Services (APS) - The APS mission is to protect older adults and people with disabilities from abuse, neglect, and exploitation by investigating and providing or arranging for services as necessary to alleviate or prevent further maltreatment.

b. Child Protective Investigations (CPI) - The CPI program investigates reports of child abuse and neglect by parents or other members of the family or household as well as reports of abuse and neglect within childcare facilities. CPI also provides services to children and https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=06%2F23%2F2026&recordId=228302 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=06%2F23%2F2026&recordId=228303 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2157.htm#2157.006 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F27%2F2026&recordId=211360 https://www.dfps.texas.gov/

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Revision Date 11/20/2024 families in their own homes and sometimes places children in foster care, which is overseen by Child Protective Services (CPS).

c. Child Protective Services (CPS) - CPS becomes involved with children and families when they are referred by the DFPS Child Protective Investigations division. The program partners with families and communities to address child abuse and neglect by practicing in a way that ensures safety, permanency, and wellbeing for the children and youth we serve.

d. Community Based Care (CBC) - CBC is the new Texas foster care model. It allows local communities to meet children and their families' unique and individual needs by tapping into the strengths and resources of each community. Most CPS duties will transition to local service networks, each operated by a Single Source Continuum Contractor (SSCC).

The SSCC is responsible for finding foster homes or other living arrangements for children in state care and providing a full range of services, including case management. CBC currently serves about one-half of Texas, geographically, and about a quarter of the children who are in state custody due to child abuse or neglect. By 2029, all of Texas will be served by CBC.

e. Statewide Intake (SWI) - The SWI program takes reports of abuse, neglect, and exploitation from across the state through its Texas Abuse Hotline and through its website 24 hours a day, every day of the year. SWI assesses all reports of abuse, neglect, or exploitation, and routes them to the corresponding program for investigation.

1.4.1 Existing Case Management System

Having an effective case management system is integral to DFPS achieving its mission and supporting the program areas referenced above. The current official case management system of record for DFPS is the IMPACT system, designed to align with the regulations established by the Administration for Children and Families (ACF), a division of the United States Department of Health and Human Services (HHS). IMPACT is a robust browser-based information system that serves many functions to aid DFPS in its mission. DFPS programs such as SWI, CPS and APS use IMPACT to record case information about the children and adults the agency protects. DFPS uses IMPACT to document all stages of service in a case, including when someone reports abuse, neglect, or exploitation and when those cases are investigated. IMPACT is also used for financial processing to pay for services provided to those served by DFPS. DFPS also partners with other state agencies, community organizations and SSCCs to exchange data when and where appropriate.

1.4.2 New Case Management System

With the ACF announcement of the Comprehensive Child Welfare Information System (CCWIS) final rule 45 CFR Sections 1355.50 - 1355-57, DFPS has the opportunity to take advantage of leading technology and implement a modular solution specifically designed to https://www.ecfr.gov/current/title-45/subtitle-B/chapter-XIII/subchapter-G/part-1355#1355.50

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Revision Date 11/20/2024 enhance the efficiency, effectiveness, and outcomes of child welfare program practices, while meeting CCWIS requirements. This change will provide flexibility to tailor information technology needs more closely to program requirements. DFPS seeks to transition from the IMPACT system to a Commercial Off-the-Shelf (COTS) Platform as a Service (PaaS) system that is efficient, secure, and interoperable.

The new System must support DFPS requirements, facilitate compliance, support the needs of internal and external stakeholders, and be tailored to meet State of Texas legislative mandates.

DFPS intends for the new case management system to be, at a minimum:

a. Cloud-based and market ready.

b. Compliant with all Texas and federal reporting requirements, including those for Title

IV-B and Title IV-E. This will support DFPS’s efforts in determining Title IV-E eligibility, service authorizations, and tracking related expenditures.

c. Compliant with the final Adult Protective Services (APS) rule issued by the Administration for Community (ACL), including all applicable requirements related to data collection, reporting, system interoperability, and confidentiality standards.

d. Compliant with DFPS and CCWIS data quality and confidentiality requirements set forth by federal, state, and tribal laws, thereby supporting child welfare policies, goals, and practices. Data collection must be consistent, complete, timely, and accurate across the new case management system.

e. Optimized using features and functions for caseworkers such as, reporting dashboards, artificial intelligence tools, digital signature capabilities and offline/mobile application capabilities.

f. Fully interoperable to enable data sharing with other systems and agencies via bidirectional data exchanges when feasible.

g. Modular in nature to increase flexibility and reusability resulting in decreased development time and costs.

h. Include Artificial Intelligence capabilities and integrations to increase efficiency in decision making and enhance the user experience in line with DFPS and Department of Information Resources (DIR) policies.

Implementation of the new System is expected to follow a phased iterative approach. Refer to Table 1: Projected System Module Implementation Schedule, for the projected timeline implementation of the new case management System modules.

Due to the expected duration of the Project, DFPS will be working in the legacy IMPACT system and the new System until all phases are complete. DFPS and DFPS Vendors shall consistently review current processes for efficiency and gradually release new features to support sustainable change management and continuous operations. To ensure the new System meets DFPS requirements and specifications and the System fulfills its intended purpose, DFPS seeks a Contractor to provide IV&V Services.

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Table 1: Project System Module Implementation Schedule

Projected Implementation Schedule

No. Modules Fiscal Year Start

1 Intake Module 2027

2 Investigations Module 2028

3 Case Management Module 2029

4 Eligibility and Finance Module 2031

5 Portals, Mobility and Other Modules 2028 - 2031

Maintenance and operations phase is for one (1) year for every module implementation

The Project shall provide a solution that includes software functionality configured and tailored to fit the business process needs of DFPS program areas. DFPS is soliciting for a SI to develop this System, in addition to soliciting other services in support of this Project, such as IV&V Services.

1.4.3 Need for an IV & V Contractor

IV&V is considered an adjunct activity that does not fall within the managerial oversight or control of the day-to-day operations of the Project’s management structure. The IV&V Contractor must maintain organizational independence and autonomy from the Project’s organization. In accordance with 45 CFR Section 95.626, IV&V efforts shall be conducted by an entity that is independent from DFPS, SI, and DFPS Vendors associated with the Project.

ARTICLE II. STATEMENT OF WORK

2.1 DESCRIPTION OF SERVICES

The IV&V Services provided by the Contractor shall play an integral role in all implementation phases of the Project. The Contractor shall serve as an independent advisor throughout the Project and DFPS will rely heavily on their expertise and monitoring to review and advise DFPS on the progress of the System Integrator and other DFPS Vendors working on the Project.

IV&V Services include but are not limited to performing reviews and providing expertise in the following areas:

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-95/subpart-F/subject-group-ECFR8ea7e78ba47a262/section-95.626

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a. Project Management and Reports

b. Project Wide Processes

c. Environment, Architecture, Processes, and Products

Services must be provided in accordance with the specifications contained in this RFO, including but not limited to, Exhibit R, Service Requirements, Exhibit S, Deliverables, and Exhibit T, Key Performance Measures and Liquidated Damages.

2.1.1 Texas Risk and Authorization Management Program Overview

TX-RAMP is a DIR program that provides review of security measures taken by cloud products and services that transmit data to Texas state agencies. Cloud providers must comply with an established DIR framework and continuous compliance to be accepted. TX-RAMP was established from requirements put forth in S.B. 475, 87th Legislature, Regular Session, 2021. The following section outlines the high-level approach to TX-RAMP, and the Contractor is required to get additional guidance from DIR Texas Risk and Authorization Management Plan (TX-RAMP).

2.1.2 Texas Risk and Authorization Management Plan (TX-RAMP)

Commencing on the Effective Date and during the Contract Term, Contractor must provide a Solution that complies with TX-RAMP Certification Level 2. Contractor acknowledges that TX-RAMP Provisional Status does not satisfy the TX-RAMP Certification Level 2 requirement.

DFPS shall not provide agency-sponsored interim Provisional Certification or otherwise assist Contractor in Contractor’s compliance with TX-RAMP requirements.

Contractor shall comply with the program requirements of TX-RAMP as they currently exist and as amended throughout the Contract Term. Commencing on the Contract Effective Date, Contractor shall have achieved TX-RAMP Level 2 Certification, and Contractor must maintain such certification for the duration of the Contract Term. If Contractor fails to achieve Level 2 Certification on the Contract Effective Date or manage to the continuous maintenance of the minimum certification required by the Contract, the failure shall constitute a material breach of contract, and DFPS reserves the right to hold Contractor accountable by taking any remedial or corrective actions available under the Contract, at law, or in equity.

In addition, Contractor will:

a. Upon DFPS request, provide Contractor’s submission(s) to DIR that supports DIR’s approval of certification status and respond to DFPS and DIR TX-RAMP staff inquiries promptly.

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

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b. Provide written notification to DFPS of any lapse in TX-RAMP certification including, but not limited to, DIR revocation of TX-RAMP certification within two (2) Business Days of Contractor’s discovery of non-compliance with TX-RAMP requirements.

c. Complete all TX-RAMP monitoring reports required by DIR and submit copies of reports to DFPS on or before the second (2nd) Business Day following the DIR submission deadline.

d. Routinely assess and monitor for compliance with required security controls and demonstrate that the security posture of the cloud computing Services offered is acceptable to maintain TX-RAMP certification.

e. If Contractor has TX-RAMP Level 2 Certification, commencing six (6) months prior to the expiration date of the TX-RAMP Level 2 Certification, provide a progress update to DFPS on Contractor’s application for renewal or extension of its TX-RAMP Level 2 Certification no later than the third (3rd) Business Day of each calendar month, unless DFPS requires more frequent reporting.

2.1.3 Accessibility

Vendors must ensure any solution used in support of the Project and all Electronic and Information Resources (EIR), including software, websites, mobile apps, documents, and platforms, conform to the Web Content Accessibility Guidelines, Version 2.1, Level AA (WCAG 2.1 AA) and the Revised Section 508 Standards for Information and Communication Technology (ICT). Products and services must support interoperability with assistive technologies and not reduce accessibility during implementation, upgrades, or maintenance.

Refer to Exhibit U, Voluntary Product Accessibility Template v2.5rev and Exhibit R, Service Requirements: ACC-01.

2.1.4 Supplemental Services

To accommodate future business objectives, which may be a result of implementation of State and federal mandates and other DFPS initiatives, that are aligned with the original purpose of the Contract and reasonably related to the scope of the Solicitation, DFPS may request Contractor to perform Supplemental Services during the Contract Term. Supplemental Services may include but are not limited to the additional tasks referenced in this RFO.

The DFPS contract manager or program manager shall provide Contractor with a Task Order Form for the identified Supplemental Services (Reference Exhibit F, Task Order Form). DFPS shall provide Contractor with the information regarding the additional IV&V Services at the time the Task Order Form is provided, and DFPS shall select the relevant work for each Task Order issued, based on business need and available funding. The Task Order Form will include the following information:

a. Description of the task being requested including purpose/objective and cost.

https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.w3.org%2FTR%2FWCAG21%2F&data=05%7C02%7CKathryn.Wilkerson%40dfps.texas.gov%7Cee2fce7b7041401ed79308dd705da1ef%7C0915ef3812cd4561ab809c7f41bfb31e%7C0%7C0%7C638790269639848682%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=TiAlMDlY3HVl9moyQUGeOATPqfwGcDL4Eo9HUMAWEjE%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.access-board.gov%2Fict%2F&data=05%7C02%7CKathryn.Wilkerson%40dfps.texas.gov%7Cee2fce7b7041401ed79308dd705da1ef%7C0915ef3812cd4561ab809c7f41bfb31e%7C0%7C0%7C638790269639867325%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=cuHaKsX434%2FDXeYjegVxxc3%2FLFqcidKYuoM6aPkn0Kc%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.access-board.gov%2Fict%2F&data=05%7C02%7CKathryn.Wilkerson%40dfps.texas.gov%7Cee2fce7b7041401ed79308dd705da1ef%7C0915ef3812cd4561ab809c7f41bfb31e%7C0%7C0%7C638790269639867325%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=cuHaKsX434%2FDXeYjegVxxc3%2FLFqcidKYuoM6aPkn0Kc%3D&reserved=0

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b. Date of the Task Order.

c. Contract number and Task Order number.

d. Functional description of the work identifying the objectives or results desired from the Task Order, including special instructions or other information necessary for performance of the task.

e. Performance standards, and where appropriate, quality assurance standards.

f. Total (maximum) dollar amount authorized (cost/fee/price).

g. Any other resources (travel, materials, equipment, facilities, etc.) authorized.

h. Delivery/performance schedule including start and end dates and acceptance criteria, if applicable.

i. If Contract funding is by individual Task Order, accounting and appropriation data should be included as well.

Unless otherwise agreed by the Parties, Contractor shall respond in writing to DFPS’s Supplemental Services Task Order request on or before the fifth (5th) Business Day following the date of receipt of DFPS’s request.

In response to DFPS’s Supplemental Services Task Order request, Contractor shall complete the Task Order Form (Reference Exhibit F, Task Order Form). Additionally, Contractor shall provide a detailed Task Plan for the requested Task Order that includes, in an itemized format, documentation as listed below in numbers 1 thru 7. All documentation must be supported and substantiated by those performing the work and the Task Plan for the Task Order will be evaluated by DFPS before implementation. The supporting documentation shall be included as attachments to the Task Order Form:

a. A Task Plan for the Task Order providing the Supplemental Services in accordance with Section 2.1.4 (Supplemental Services), to include the following:

1. Technical approach

2. Period of performance

3. Any other information required to determine the reasonableness of the Contractor’s Task Plan

b. A detailed breakdown of the pricing estimate.

c. The estimated level of effort (Service hours).

d. A description of the performance metrics to be associated with the Supplemental Services, if applicable. Proposed performance standards to be used as acceptance criteria for determining whether the work requirements have been met.

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e. A schedule for commencing and completing the Supplemental Services.

f. A description of the software, hardware, and other resources necessary to provide the Supplemental Services.

g. A description of any risks associated with the Supplemental Services or the integration of the Supplemental Services into the existing environment (if applicable).

DFPS, at its sole discretion, may accept or reject any Task Plan in support of Supplemental Services. After Task Order Form review and any necessary discussions, the DFPS contract manager or program manager will accept the Task Plan for the Task Order in support of Supplemental Services and approve the start of work. Upon DFPS’s acceptance of the Contractor’s Supplemental Services Task Plan, the Contract will be amended to include the addition of such Supplemental Services via Task Order. Contractor shall not invoice and DFPS shall not pay for any charges related to the investigation of any proposed change to existing Services or the development of the Supplemental Services Task Plan(s). In addition, Contractor shall not invoice and DFPS shall not pay for Supplemental Services that:

a. Deviate from DFPS’ approved Supplemental Services Task Plan.

b. Commence prior to the date of the applicable Contract amendment.

c. Exceed the fees specified in the applicable Contract amendment.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

DFPS intends to award one (1) Contract as a result of this Solicitation. Any award is contingent upon approval of the DFPS commissioner or designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within thirty (30) Calendar Days of DFPS’s determination to seek to contract with that Respondent, DFPS may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be three (3) years. DFPS, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to one (1) additional two (2) year term.

Following the initial term and any allowable renewals or extensions, DFPS may extend any resulting Contract for not more than one (1) additional option period to address immediate

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Individual Task Orders, if applicable, issued during the Contract Term may survive the termination or expiration of this Contract and may be extended for the purpose of completing any authorized work.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with DFPS as a result of this Solicitation, Respondent agrees to be bound by the terms of the DFPS Data Use Agreement (DUA), attached as Exhibit P.

Respondents must complete and return with their Solicitation Response Exhibit P-1, DUA Attachment 2, Security and Privacy Inquiry (SPI).

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

DFPS makes no guarantee of volume, usage, or total compensation to be paid to any Contractor under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

DFPS reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

2.5 INVOICING

Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code Chapter 2251 . Vendors shall submit a copy of a correct, itemized invoice(s) electronically to DFPS at DFPSCaseManagementTransformationInvoices@dfps.texas.gov. To avoid duplicating invoices, please DO NOT send other copies of the invoice(s) via regular mail, fax, or other means.

When submitting an invoice(s) via email, the company name (as it appears on the invoice) and the DFPS contract and purchase order number should be in the subject line to assist in identifying and processing invoice(s) in a timely manner.

All invoices submitted electronically to DFPSCaseManagementTransformationInvoices@dfps.texas.gov, shall include:

a. DFPS Contract Number;

b. The DFPS Purchase Order Number;

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2251&artSec= https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2251&artSec= mailto:DFPSCaseManagementTransformationInvoices@dfps.texas.gov mailto:DFPSCaseManagementTransformationInvoices@dfps.texas.gov

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c. Date(s) of Delivery of Services(s);

d. Description of Services including Deliverable Task ID, Deliverable Description, Milestone ID and Milestone Description, if applicable;

e. Contractor Payee Identification Number;

f. Remit to address with contact name(s) and telephone number;

g. Invoice Date; and

h. Invoice Number (may not be duplicate invoice number from prior invoice submitted).

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD AUGUST 19, 2026

Deadline for Submitting Questions or Requests for Clarification

AUGUST 28, 2026 at 4:00 PM Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

SEPTEMBER 7, 2026

Deadline for Courtesy HSP review SEPTEMBER 10, 2026 at 4:00 PM Central Time

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

SEPTEMBER 17, 2026 at 10:30 AM Central Time

Evaluation Period SEPTEMBER – OCTOBER, 2026

Anticipated Notice of Award JANUARY 2027

Anticipated Contract Start Date JANUARY 2027

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Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the

ESBD.

NOTE: All dates are tentative, and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC and DFPS, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent shall notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract.

b. Shall not contest the interpretation by DFPS of such provision(s).

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf

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3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail to receive updated contact information.

Name Mario Gutierrez, CTCD/CTCM

Title Contract Specialist V

Address Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

Phone (512) 776-4621

Email mario.gutierrez@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC and DFPS regarding the Solicitation. HHSC and DFPS, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondents shall rely only on written statements issued by or through HHSC designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation.