ESBD_547773_1786134674374_Open Enrollment (OE) for Assistive Tech (AT) 3202600208.pdf

Joe Esparza, Chairman and Commissioner

Representing Employers

Alberto Treviño III, Commissioner

Representing Labor

Brent Connett, Commissioner

Representing the Public

Steve Pier, Executive Director

Open Enrollment (OE) For

Assistive Technology (AT) Services for

Customers with Visual Impairments

Open Enrollment No. 3202600208

Date of Release: August 7, 2026

Responses Due: February 4, 2027, by 10:00 a.m. CST

924-86 Vocational Training, All Types, Including Vocational Rehabilitation and

Technical Education

924–40 Instructor-led, Classroom Training, Technical

924-41 Instructor-led, Classroom Training, Non-Technical

924–60 Not-for-Credit Classes, Seminars, Workshops, etc.

952–90 Training and Instruction Services, Clients, Not Staff

Sole Point of Contact for this OE

Meghan Osborn, CTCD

TWC Procurement Portal https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities

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Table of Contents

Article I Purpose

1.1 Purpose

Article II Scope of Work

2.1 Overview/Background

2.2 Provider Requirements, Responsibilities, and TWC Policies

2.3 VR Standards for Providers (VR-SFP) Manual

2.4 Scope of Work (SOW)

2.5 Service Area

2.6 Background Checks

2.7 Transportation of VR Customers

2.8 Provider’s Director

2.9 Provider Staff Providing Services to VR Customers

Article III General Information

3.1 Authority

3.2 Schedule of Events

3.3 Contract Documents

3.4 Attachments and Forms

3.5 Sole Point of Contact

3.6 Addenda

Article IV Application Process

4.1 Deadline

4.2 General Information

4.3 Discrepancies

4.4 Submission Method

4.5 Required Application Documents

4.6 Binding Offer

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4.7 Franchise Tax – Right to transact business in Texas

4.8 Ambiguity, Conflict, or Discrepancy

4.9 TWC Rights

Article V Application Evaluation

5.1 Application Screening

5.2 Review of Applications

5.3 Public Information Act

Article VI General Terms and Conditions

6.1 Contract Award

6.2 Contract Term

6.3 Payments

6.4 Contract Amendments

6.5 No Guarantee of Volume, Usage or Compensation

6.6 Governmental Entities

6.7 Costs Incurred

6.8 Applicant Waiver-Intellectual Property

6.9 Required Insurance

6.10 Failure To Perform

6.11 Remedies

6.12 Change of Ownership or Financial Condition

6.13 Severability

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Definitions

Table 1: Definitions

Term/Acronym Definition

Addendum;

Addenda;

Amendment

A written addition, change, or supplement to this Solicitation that is posted to the ESBD and issued prior to the response due date.

Applicant An entity or individual who submits a Provider Enrollment Packet in response to this Open Enrollment.

Business Day The day and hours (Monday through Friday, 7 a.m. to 6:00 p.m.

Central Time) at which TWC is open for business.

TWC is closed for business on the scheduled holidays indicated by the State Auditor’s Office available at https://hr.sao.texas.gov/holidays/.

The terms “Working Day” and “Business Day” may be used interchangeably. All uncapitalized references to “day” shall mean calendar day.

https://hr.sao.texas.gov/holidays/

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Term/Acronym Definition

Confidential

Information

Any communication or record (whether oral, written, electronically stored or transmitted, or in any other form) provided to or made available to Provider or that Provider may create, receive, maintain, use, disclose or have access to on behalf of TWC that consists of or includes any or all the following:

a. Customer Information;

b. Protected Health Information (PHI), in any form including, without limitation, Electronic Protected Health Information or Unsecured Protected Health Information;

c. Sensitive Personal Information, as defined by Texas

Business and Commerce Code, § 521.002(a)(2);

d. Federal Tax Information;

e. Personally Identifiable Information (PII) as defined by

Texas Business and Commerce Code § 521.002(a)(1);

f. Social Security Administration Data, including, without limitation, Medicaid information;

g. All privileged work product; all information designated as confidential under the constitution and laws of the State of

Texas and of the United States, including the Texas Health and Safety Code and the Texas Public Information Act, Texas Government Code, Chapter 552;

h. Personally Identifiable Information defined by 2 CFR 200.1;

and

i. Information deemed confidential under The Rehabilitation

Act of 1973, 29 U.S.C. Chapter 16, as amended, and implementing regulations 34 C.F.R. Parts 361 through 396.

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Conflict of

Interest

A situation that creates a risk that professional judgment or actions will be unduly influenced by a personal interest or relationship and creates substantial conflicts with the proper discharge of duties required by a contract and the public interest.

Each Applicant must comply with the content on Conflict of

Interest located in the VR-SFP Chapter 3: Basic Standards.

Contract The written agreement entered into by TWC and Provider, which will incorporate the contents of this Open Enrollment and the

Provider’s Application, except as may be provided in the Contract and any amendments thereto.

Contractor (also

Provider)

A legal entity or individual who TWC is contracted with to provide goods and/or services for TWC Customers. Contractor can be used interchangeably with Provider, Service Provider, or Vendor.

Contract Term The definite period of time that the Contract will remain in effect, including all stated renewals and extensions.

Customer An individual that has met the TWC eligibility criteria and has been approved to receive TWC Vocational Rehabilitation (VR) services.

CTCD Certified Texas Contract Developer.

CTCM Certified Texas Contract Manager.

ESBD The Electronic State Business Daily. An online platform administered by the Statewide Procurement Division (SPD) of the

Comptroller of Public Accounts (CPA). The ESBD may be accessed as http://www.txsmartbuy.com/esbd.

https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp#sfp-chapter-3 http://www.txsmartbuy.com/esbd

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Fiscal Year (FY) Texas State Fiscal Year, September 1 through August 31.

Older Individuals who are Blind

(OIB)

An individual age 55 or older whose significant visual impairment makes competitive employment extremely difficult to attain but for whom independent living goals are feasible.

PCS or

Procurement and Contract

Services

A department within TWC’s Business Operations division.

PS Procurement Services, a section within TWC.

Provider The Applicant(s) with whom TWC executes a Contract to provide the goods and/or services that this Solicitation requires.

SAO State Auditor’s Office

SME Subject Matter Expert

Solicitation This Open Enrollment document including all exhibits, attachments, forms, and Addenda, if any.

State The State of Texas and its instrumentalities, including TWC, its officers, employees, or authorized agents, and any other state agencies.

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Subcontractor Any entity(ies) or person(s) providing goods or services under the Contract on Provider’s behalf, whether or not the entity(ies) or person(s) has/have a written agreement with the Provider.

The term does not include a state agency; rather a subcontractor may be an officer or employee of a state agency when the officer or employee contracts with a vendor in a private capacity.

TWC Texas Workforce Commission.

Vocational

Rehabilitation

Division (VRD)

The TWC Vocational Rehabilitation Division (VRD) administers the

Vocational Rehabilitation Services Program, which is a joint state and federally funded program to assess, plan, develop, and provide VR services for eligible individuals with disabilities, consistent with their unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice so that these individuals can prepare for and engage in competitive integrated employment and achieve economic self-sufficiency. In accordance with the Rehabilitation Act of 1973, as amended by

Title IV of WIOA (29 U.S.C. § 720 et seq.). VRD is the single designated state unit for the VR program.

Vocational

Rehabilitation

Standards for

Providers

Manual (VRSFP)

The VR Standards for Providers (VR-SFP) Manual focuses on the business practices, processes, and policies that must be followed for TWC and the Provider to comply with federal and state laws and TWC rules and requirements. The VR-SFP Manual ensures

TWC-VR Customers receive quality services. Each Provider should review the VR-SFP Manual and forms for changes every thirty (30) calendar days. Each Provider is expected to be familiar with and comply with the most recently published VR-

SFP Manual and use the most recently published forms applicable to their Contract.

https://twc.texas.gov/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual

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VPTS Vendor Performance Tracking System, as described under Texas

Government Code § 2262.055 and 34 TAC § 20.115. Reporting requirements and vendor performance factors considered in VPTS are described in Texas Government Code § 2155.089 and 34 TAC

§ 20.509. The VPTS is available at:

https://www.txsmartbuy.gov/vpts.

ARTICLE I PURPOSE

1.1 PURPOSE

The Texas Workforce Commission (TWC) is seeking Applications from qualified

Service Providers to deliver services for customers with visual impairments to be provided to Vocational Rehabilitation (VR) Customers served by TWC’s VR division. Services include AT baseline and post -training assessments, AT evaluation, and AT training. These services help a customer who is blind or has significant visual impairment to make informed choices about which AT products meet his or her needs and how to use them. This is an Open

Enrollment (OE) opportunity.

Opportunities are available to provide Assistive Technology Services for

Customers with Visual Impairments in all areas of the state. Applicants must meet all requirements and specifications outlined herein to be eligible to provide services.

The TWC Procurement Services (PS) section will administer the procurement process for this OE, which includes OE publication, handling of communications from Applicants, as well as managing the receipt of Applications for review.

Information regarding TWC and its programs is available online and can be currently accessed at www.twc.texas.gov.

https://www.txsmartbuy.gov/vpts http://www.twc.texas.gov/

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ARTICLE II SCOPE OF WORK

2.1 OVERVIEW/BACKGROUND

TWC’s mission is to promote and support a workforce system that creates value and offers employers, families, individuals and communities the opportunity to achieve and sustain economic prosperity.

This Open Enrollment is for Assistive Technology (AT) Services for Customers with Visual Impairment. Assistive technology (AT) services for Customers with

Visual Impairment are provided to customers with visual impairments and include AT baseline and post-training assessments, AT evaluations, and AT training. These services help customers who are blind or have significant visual impairments make informed choices about which AT products meet their needs and how to use them.

2.2 PROVIDER REQUIREMENTS, RESPONSIBILITIES, AND TWC

POLICIES

Providers must be knowledgeable about their responsibilities, the service requirements, and TWC policies applicable to them.

2.3 VR STANDARDS FOR PROVIDERS (VR-SFP) MANUAL

The VR Standards for Providers (VR-SFP) Manual focuses on the business practices, processes, and policies that must be followed for TWC and the

Provider to comply with federal and state laws and TWC rules and requirements. Providers must adhere to the current VR-SFP Manual when providing services to VR Customers.

An Applicant applying for a contract must comply with the following VR-SFP

Manual chapters in addition to the OE SOW.

• Chapter 1: Introduction to Vocational Rehabilitation https://twc.texas.gov/partners/vocational-rehabilitation-standards-providers-manual https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp http://www.twc.state.tx.us/partners/vocational-rehabilitation-standards-providers-manual

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• Chapter 2: Obtaining a Contract for Goods and Services

• Chapter 3: Basic Standards

Notice of upcoming changes to the VR-SFP Manual are published on the

Vocational Rehabilitation Providers’ Resources page at least thirty (30) calendar days in advance of the effective date of the changes. Each Provider is contractually responsible for maintaining compliance with the most current VR-

SFP Manual.

A revision list that summarizes any formal changes to the VR-SFP Manual can be found on the Vocational Rehabilitation Standards for Providers Revision Log.

TWC GovDelivery notifies Providers every time revisions are posted to the VR-

SFP Manual and other important information. All Providers should subscribe to

TWC GovDelivery list to receive these notifications. Visit the TWC GovDelivery website, enter an email address, and select the topic “Vocational Rehabilitation

Contractors and Providers News” to subscribe.

For questions about the content in the VR-SFP email, contact vr.standards@twc.texas.gov.

2.4 SCOPE OF WORK (SOW)

Assistive technology (AT) services for Customers with Visual Impairment are provided to customers with visual impairments and include AT baseline and post-training assessments, AT evaluations, and AT training. These services help customers who are blind or have significant visual impairments make informed choices about which AT products meet their needs and how to use them.

Providers must comply with the Chapter 9: Assistive Technology Services for

Customers with Visual Impairments as published for the date(s) the services were delivered. For a PDF of this chapter, see Attachment 05.

The Chapter 9: Assistive Technology Services for Customers with Visual Impairments https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp https://www.twc.texas.gov/programs/vocational-rehabilitation/provider-resources https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp/log http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual https://public.govdelivery.com/accounts/txwc/subscriber/new https://public.govdelivery.com/accounts/txwc/subscriber/new mailto:vr.standards@twc.texas.gov https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp#sfp-chapter-9 https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp#sfp-chapter-9

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 12 of 38 and the VR-SFP Chapter 9: Assistive Technology Services for Customers with Visual

Impairments includes the following:

• Overview of Assistive Technology Services;

• Staff Qualifications;

• Service Description;

• Process and Procedure;

• Outcomes Required for Payment; and

• Fee Table.

Services must be delivered after the issuance of a Service Authorization, which will include the type of service, quantity, start date, end date of service delivery, and associated fee.

2.5 SERVICE AREA

This is a statewide open enrollment solicitation. All Texas counties are included in this solicitation. If awarded a contract for these services, the Provider(s) may serve VR Customers throughout the state of Texas upon receipt of an approved service authorization issued on behalf of a VR Customer.

2.6 BACKGROUND CHECKS

VR-SFP Manual Chapter 3: Basic Standards require each Provider to run background checks on each Provider staff member who will interact with any

VR Customer. This includes any Provider staff who have any communication or other contact whether in person, on paper, by voice, by sign language, electronically or any other method. The only exception is for Provider staff who never communicate with or are physically present with a VR Customer.

Background checks must be completed by the Provider before the Provider staff interacts with any VR Customer.

Applicants and Providers are responsible for obtaining a background check for all applicable Provider staff. A background check consists of running a name-

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 13 of 38 based search from the Texas Department of Public Safety and checking the

National Public Sex Offender public website.

For more information on required background checks refer to the following resources:

• VR-SFP Chapter 3, Section 2.18 Background Checks o Convictions Barring Contractor Staff from Performing Services for

TWC

o Contracted Service Exempt from Background Checks o Exception to Background Check Instructions o Background Check FAQ

• Form VR1307 Background Checks Attestation and Release Form found at https://www.twc.texas.gov/programs/vocational-rehabilitation/forms

• Webinar: Background and National Public Sex Offender Requirements

2.7 TRANSPORTATION OF VR CUSTOMERS

Transportation of VR Customers by a Provider (or Provider’s staff) is not required. However, if a Provider (or Provider’s staff or Provider’s subcontractors) do transport a VR Customer in the Provider’s vehicle or

Provider’s staff personal vehicle, they must meet the minimum liability requirements of the Texas Department of Insurance. The Provider must maintain current proof of insurance for any Provider staff who transports VR

Customers. When Provider staff transports VR Customers in personal vehicles, the Provider staff must submit to VR proof of auto liability insurance as required by the Texas Department of Insurance with Form VR3455.

Verification statements on Form VR3455 must be signed by the Provider staff represented on the form and the Provider’s Director appointed by the legal authorized representative.

https://publicsite.dps.texas.gov/ConvictionNameSearch/ https://www.nsopw.gov/?AspxAutoDetectCookieSupport=1 https://www.twc.texas.gov/programs/vocational-rehabilitation/forms https://www.youtube.com/watch?reload=9&v=ehh1h4_GeFY&feature=youtu.be

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2.8 PROVIDER’S DIRECTOR

Each Provider/Entity must have a Director who meets the qualification as stated in the VR-SFP Manual, Chapter 3 Basic Standards. The

Provider’s/Entity’s legally authorized representative must appoint Director(s) using Form VR3441A. The Provider’s/Entity’s Director must also have a VR

3455 included in the Application. Anytime the VR3455 is completed and/or updated the Provider must keep a copy on file and submit it to VR. For additional information refer to VR-SFP Manual Chapter 3.

2.9 PROVIDER STAFF PROVIDING SERVICES TO VR CUSTOMERS

For any service selected by the Applicant on VR3441B, the Applicant must have at least one (1) person who meets the qualifications to provide the service(s) as described in Article II Scope of Work.

Each Provider staff must have VR3455 with the supporting documentation

(resumes, transcripts, proof of insurance, and credentials) included in the

Application.

After contract award, a VR3455 with supporting documentation must be submitted for each person who will be providing services under the Contract.

Each Provider must submit Form VR3455 and the supporting evidence that the staff member meets the required qualifications within 30 days of:

• hiring new staff member;

• making a significant change to a staff member's job duties such as fundamentally altering the nature of the job, requiring new skills, responsibilities, or a substantial time commitment;

• changing staff qualifications and/or credentials; or

• terminating a staff member.

For additional information refer to the VR-SFP Manual.

https://www.twc.texas.gov/sites/default/files/vr/policy/vr-sfp-03-twc.docx

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ARTICLE III GENERAL INFORMATION

3.1 AUTHORITY

TWC is soliciting Assistive Technology Services for Customers with Visual

Impairments stated in this Solicitation under the statutory authority of Texas

Labor Code §352.060.

All official communication (including, but not limited to, Schedule of Event changes, and Addenda will be posted to the Electronic State Business Daily

(ESBD). TWC has no responsibility to communicate personally with each potential Applicant for this OE. Each interested party is solely responsible for checking the ESBD for official TWC communication regarding this OE.

3.2 SCHEDULE OF EVENTS

The dates in this Schedule of Events are tentative, and TWC reserves the right to modify these dates at any time. At the sole discretion of TWC, events listed in the Schedule of Events are subject to changes and cancellation. Scheduling changes or cancellation made prior to the Deadline for Submission of Applications will be published as an Addendum posted to the Electronic State Business Daily (ESBD) and the TWC Procurement Portal.

Applicant is required to sign and return all Addenda related to the Open

Enrollment.

Table 2: Schedule of Events

EVENT DATE and TIME

Open Enrollment Period Start Date: August 7, 2026

End Date: February 4, 2027, by 10 a.m. CST

NOTE: This solicitation may be closed sooner than the published end date if TWC receives sufficient applications to cover all required needs.

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Applicant must submit their Application to TWC within the open enrollment period in accordance with Schedule of Events shown above, or as changed via a notification of an Addendum posted to the ESBD.

NOTE: TWC reserves the right to close this solicitation at any time prior to the published deadline. If TWC determines that a sufficient number of applications or awarded contracts exist, this solicitation will be closed.

3.3 CONTRACT DOCUMENTS

The Contract(s) resulting from this solicitation may consist of the provisions in this OE (including its attachments, forms, exhibits, and any Addenda); the

Provider’s Application, any TWC Request for Revised Application, the Provider’s

Response to the Request for Revised Application, and TWC’s Service

Authorization (SA). No prior agreement or understanding, oral or otherwise, of the parties or their agents will be valid or enforceable unless embodied in these documents. In the event of a conflict between the provisions of these documents, the documents are given the following order of priority: (1) TWC

SA; (2) most recent Request for Revised Application (if any); (3) Provider’s

Response to the Request for Revised Application; (4) Request for Application

(OE); and (5) Provider’s Application.

TWC may elect to have the Contract(s) resulting from this OE consist of a single document. This document will contain all rights and duties of the parties extracted from the relevant terms and conditions of the OE (including its attachments, forms, exhibits, and any Addenda), the Provider’s Response, the

Request for Revised Response, if any, and Provider’s Response to the Request for Revised Response, if any. Prior to award, TWC will prepare the Contract for review by the Provider.

Discussions may be had concerning possible revisions to the draft Contract to clarify points, further define Contract text, or to correct minor technicalities.

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These discussions are to be finalized and all requests for revisions resolved within ten (10) Business Days after the Provider receives the draft Contract for review or such additional time that may be agreed to by TWC. If discussions are not finalized within such time frame, the Application/Enrollment Packet may be rejected.

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3.4 ATTACHMENTS AND FORMS

Attachment/Form Title

Attachment 01 VR OE T&Cs (12/18/25)

Attachment 02 OE Application Submission Checklist

Attachment 03 Chapter 01

Attachment 04 Chapter 02

Attachment 05 Chapter 03 and Sample Forms

Attachment 06 Chapter 09 and Sample Forms

Form 01 Execution of Offer

Form 02 W-9 and Direct Deposit Form (VR 1020)

Form 03 Child Support Certification (VR 1305)

Form 04 TWC VR Standards for Provider Certification (VR

3443)

Form 05 Conflict of Interest Certification (VR 3444)

Form 06 Provider Insurance Certification (VR 3445)

Form 07 Entity Headquarters Information Management

Form (VR 3441A)

Form 08 Entity Headquarters Information - Services (VR

3441B)

Form 09 Entity Headquarters Information – Location(s)

(VR 3441C)

Form 10 Entity’s Physical Location(s) – Part A – Service

Contracts Certification (VR 3442A)

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Attachment/Form Title

Form 11 Entity’s Physical Location(s) – Part B – General

Information Service Contracts (VR3442B)

Form 12 Provider Staff Information Form(s) with

Supporting Documentation (VR 3455)

3.5 SOLE POINT OF CONTACT

All requests, questions, or other communication about this OE must be submitted through the TWC Procurement Portal and will be directed to the Sole

Point of Contact below:

Meghan Osborn, CTCD

Email: TWC Procurement Portal

3.5.1 Prohibited Communication

Except as provided in Section 3.5 Sole Point of Contact, a potential Applicant and Applicant that has submitted an Application is prohibited from any communication with TWC regarding the OE. Unless allowable, TWC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this OE with any potential Applicant or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Applicants shall rely only on written statements issued by or through TWC designated staff as provided by the Sole Point of

Contact in Section 3.5 Sole Point of Contact.

Failure to comply with these restrictions may result in disqualification of Applicant's Application. These restrictions do not preclude discussions between affected parties for the purpose of conducting business unrelated to this OE.

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3.6 ADDENDA

Should an addition or correction become necessary after the OE is issued, an

Addendum relating the necessary information will be posted to the ESBD.

Applicants are responsible for periodically checking the ESBD for addenda or additional information. Applicants are required to acknowledge the

Addenda by returning the signed and dated Acknowledgment of

Addenda with the Application/Enrollment Packet. Failure to do so does not absolve an Applicant from the requirements contained within any

Addenda.

ARTICLE IV APPLICATION PROCESS

4.1 DEADLINE

Applications must be received by TWC as prescribed no later than date and time specified in Section 3.2 Schedule of Events.

4.2 GENERAL INFORMATION

Applicants must fully and completely address all requirements described in this OE. Incomplete or partial Applications will not be considered. Applicants must provide all information that is required in accordance with Section 4.5

Error! Reference source not found.. Applicants shall prepare an

Application that clearly and concisely represents its qualifications.

4.3 DISCREPANCIES

In the event of any discrepancies or variations between copies, TWC is under no obligation to resolve the inconsistencies and may make its selection decision, accordingly, including the decision to potentially disqualify an

Application. If Applicant fails to designate an “Original” Application as required by Section 4.4 Error! Reference source not found., TWC in its sole

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 21 of 38 discretion, will determine the version to be used as the original or may disqualify the Application. If the Applicant submits a redacted Application as the “Original,” TWC will disqualify the Application, and it will not be reviewed.

4.4 SUBMISSION METHOD

TWC has implemented the eProcurement platform referred to as the TWC

Procurement Portal. Applicants must upload all documentation indicated to the

TWC Procurement Portal link on the “Open Opportunities” tab.

Submissions by any other method will not be accepted.

To respond to this OE, Applicants must register through the TWC Procurement

Portal website. There is no charge to register.

Step-by-step instructions to register are available at: Vendor

Registration – Procurement

For step-by-step instructions about the submission process, visit:

Submissions - Procurement

Any issues with uploading must first be addressed with the TWC Procurement

Portal Technical Support at the contact information included in the

Procurement Information Summary and TWC Procurement Portal Instructions to Applicants document.

Applicants must contact the Sole Point of Contact prior to the deadline if there are issues with using the TWC Procurement Portal and an alternative submission method may be required. Failure to contact the Sole Point of

Contact well before the deadline to make alternative arrangements will disqualify any subsequent Application submission.

In no event will TWC be responsible or liable for any delay or error in delivery.

TWC is not responsible for electronic submissions that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any TWC anti-virus or other security software.

It is the Applicant’s responsibility to appropriately mark and upload the https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities https://procurement-help.eunasolutions.com/hc/en-us/sections/48366912105235-Vendor-Registration https://procurement-help.eunasolutions.com/hc/en-us/sections/48366912105235-Vendor-Registration https://procurement-help.eunasolutions.com/hc/en-us/sections/48367002918163-Submissions

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 22 of 38

Application to the TWC Procurement Portal by the specified date. Each

Applicant is solely responsible for ensuring its Application is submitted in accordance with all Application requirements and ensuring timely receipt by

TWC.

Hard copies received will not be accepted or reviewed.

Application must be RECEIVED by TWC by the Application Deadline identified in Section 3.2 Schedule of Events.

4.5 REQUIRED APPLICATION DOCUMENTS

The Completed Enrollment Packets may be submitted at any time during the enrollment period. All forms listed below must be completed in their entirety and uploaded to your Application as a separate document in Portable

Document Format (PDF). Do not submit encrypted or password protected materials or TWC may eliminate such Applications from consideration for contract award. The Application will be rejected if the

Applicant does not submit each form as a separate document with required signatures and date, as applicable.

For qualified Applicants that submit complete applications, Contracts will be developed as they are approved. The volume of applications may vary during the enrollment period, and Contracts may take three (3) months or more to be finalized, depending upon volume and workload.

4.5.1 Modifications and Withdrawals

Prior to the Application submission deadline in Section 3.2 Schedule of Events, Applicant may: (1) withdraw its Application by deleting the Application in the

TWC Procurement Portal; or (2) modify its Application via the TWC

Procurement Portal. When amending its Application, Applicant must follow the instructions provided by the TWC Procurement Portal, revising the section(s) intended, submit and finalize.

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 23 of 38

Form # Form Name and Additional Instructions

Form 01 Execution of Offer

• Form 1 must be signed by Applicant staff authorized to contractually bind the Applicant and enter into a

Contract with TWC.

• By signing, Applicant:

o Agrees to provide the goods and/or services described in this OE, o Attests to its compliance with the certifications provided in Section 3 of Attachment 1, VR OE T&Cs

(12/18/25), and o agrees to abide by all TWC Terms and Conditions as specified in this OE and in any resulting Contract.

• Naming convention for submission: Applicant Name_Form 1

Form 02 W-9 and Direct Deposit Form (VR 1020)

Important: Alternative W-9 forms will not be accepted.

• Refer to the VR1020 instructions. For additional guidance, see

TWC Substitute W-9 and Direct Deposit Form video.

• If completing Box 2 with a “Business Name” (DBA) designation, include a copy of County DBA registry letter.

• If using an “EIN” in box 6, include a copy of IRS letter assigning Employer Identification Number.

• Naming convention for submission: Applicant Name_W-9

Form 03 Child Support Certification (VR 1305)

• Refer to Form 3 VR1305 instructions for additional guidance.

• Provide the name and social security number (SSN) of the individual or sole proprietor, or if not a sole proprietorship, of each partner, shareholder, or owner with an ownership interest of at least 25 percent of the business entity.

• If no one person owns 25 percent or more of the business, state “Not Applicable (N/A)” in the Name/SSN field and complete the remaining sections.

https://www.twc.texas.gov/sites/default/files/vr/forms/twc1020INST-twc.pdf https://youtu.be/wtHUyJgHfVE

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• Form 3 VR1305 must be signed by the entity’s legal authorized representative.

• Naming convention for submission: Applicant Name_VR1305

Form 04 TWC VR Standards for Provider Certification (VR 3443)

• Form 4 VR3443 must be signed by the entity’s legally authorized representative.

• Naming convention for submission: Applicant Name_VR3443

Form 05 Conflict of Interest Certification (VR 3444)

• Form 5 VR3444 must be signed by the entity’s legally authorized representative.

• Naming convention for submission: Applicant Name_VR3444

Form 06 Provider Insurance Certification (VR 3445)

• Applicants with or without insurance must complete the Form

6 VR3445, Provider Insurance Certification.

• When the Applicant has insurance, a current and accurate certificate of insurance from the Association for Cooperative Operations Research and Development (ACORD) or its equivalent must be attached to Form 6 VR3445.

• Naming convention for submission: Applicant Name_VR3445

Form 07 Entity Headquarters Information Management Form (VR

3441A)

• Form 7 VR3441A provides the Applicant’s management team information.

• Naming convention for submission: Applicant Legal

Name_VR3441A

Form 08 Entity Headquarters Information - Services (VR 3441B)

• Form 8 VR3441B describes the Applicant’s staff experience and indicates what services the Applicant is applying for to gain a contract.

• To be eligible to apply for a service the Applicant must have at least one (1) person who meets the qualifications to provide the service at application

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• Naming convention for submission: Applicant Name_VR3441B

Form 09 Entity Headquarters Information – Location(s) (VR 3441C)

• Form 9 VR3441C must be completed by all Applicants to record the counties where the Applicant is able to provide services with the staff currently hired. Counties can be added and removed without amending the contract as staff availability changes by completing and submitting a new Form VR3441C to the assigned regional quality assurance specialist.

• Naming convention for submission: Applicant Name_VR3441C

Form 10 Entity’s Physical Location(s) – Part A – Service Contracts

Certification (VR 3442A)

• Form 10 VR3442A must be completed by the Applicant to indicate if the Applicant has a physical location. The VR3442A form must be submitted even if the Provider does not have a physical location.

• Naming convention for submission: Applicant Name_VR3442A

Form 11 Entity’s Physical Location(s) – Part B – General

Information Service Contracts (VR3442B)

• Form 11 VR3442B must be completed for each physical location the entity has. If the entity does not have any physical locations, the Form VR3442B is not required.

• Naming convention for submission: Applicant Name_VR3442B

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Form 12 Provider Staff Information Form(s) with Supporting

Documentation (VR 3455)

• Attach required supporting documentation (resumes, transcripts, proof of insurance, and credentials) to demonstrate the staff person, including the Director, meets the required qualifications as stated in the VR-SFP Manual.

• When a Provider staff will be transporting VR Customers in

Provider staff’s personal vehicles, the Provider staff must submit proof of auto liability insurance as required by the

Texas Department of Insurance with Form VR3455.

• Verification statements on Form VR3455 must be signed by the Provider staff represented on the form and the Provider’s

Director appointed by the legal authorized representative.

• Naming convention for submission: Applicant Name_Staff

Legal Last Name_VR3455

Note: TWC will reject the Enrollment Packet if its documents are not submitted in the PDF format and name convention as described in this notice and/or if the forms are submitted as encrypted or password protected.

4.6 BINDING OFFER

Applications shall be binding for a period of one hundred eighty (180) days after the Application due date. An Applicant may extend the time for which its Application will be honored.

4.7 FRANCHISE TAX – RIGHT TO TRANSACT BUSINESS IN TEXAS

If applicable, the Texas franchise tax is imposed on each taxable entity formed or organized in Texas or doing business in Texas.

Applicant must be set up in the Texas franchise tax system prior to Contract award if applicable. Texas franchise tax information can be accessed at https://comptroller.texas.gov/taxes/franchise/.

https://comptroller.texas.gov/taxes/franchise/

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 27 of 38

4.8 AMBIGUITY, CONFLICT, OR DISCREPANCY

Applicants must notify the Sole Point of Contact listed in Section 3.5 of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the OE.

If Applicant fails to properly and timely notify the Sole Point of Contact listed in Section 3.5, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the OE, whether awarded a Contract or not, the Applicant:

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

Contract;

b. Submits an Application at its own risk;

c. May not contest the interpretation by TWC of such provision(s); and

d. 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.

4.9 TWC RIGHTS

All materials submitted by an Applicant will become the property of TWC. TWC reserves the right to use any and all ideas presented in any Application to this

OE. Selection or rejection of any Application does not affect this right.

The rights of TWC include, but are not limited to:

a. Cancellation of this OE at TWC’s sole discretion;

b. Suspension of the procurement process and issuance of OE Addenda;

c. Rejection, in whole or in part, of any and all Applications received for this OE

d. Waiver of administrative deficiencies or minor technicalities in any of the Applications;

e. Utilization of any and all ideas presented in the Applications;

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 28 of 38

f. Directing any Applicant to submit Application modifications addressing subsequent Addenda;

g. Elimination of any requirements that are not met by all Applicants upon notice to all parties submitting an Application;

h. Making typographical corrections to Applications, with the concurrence of the Applicant;

i. Changing computational errors with the concurrence of the Applicant;

j. Requesting Applicants to clarify the Applications;

k. Requesting Applicants to submit additional information pertaining to the Application; and

l. Awarding a Contract without:

1. Requesting clarification;

2. Allowing modification;

3. Discussing;

4. Negotiating; and/or

5. Requesting a revised Application/Enrollment Packet.

ARTICLE V APPLICATION EVALUATION

5.1 APPLICATION SCREENING

a. TWC will review Applications for initial compliance with the Submission requirements in Article IV.

b. TWC will automatically disqualify any Application that does not include one of more of the completed and signed (as applicable) documents.

c. Applications received after the deadline specified in Section 3.2 Schedule of Events will be rejected and will not be evaluated or considered for acceptance. TWC is not responsible for Open Enrollment applications that are submitted or received late, illegible, incomplete, or otherwise disqualified due to failure of electronic equipment or operator error.

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d. In accordance with Texas Government Code § 2262.055(d), TWC will consider Applicant performance as recorded in the CPA Texas Vendor

Performance Tracking System (VPTS), described in Texas Administrative

Code, 34 TAC § 20.115.

e. TWC reserves the right to ask questions or request clarification from any

Applicant at any time during the screening process.

5.2 REVIEW OF APPLICATIONS

a. TWC will determine whether the Applicant meets all requirements of this OE. To be considered responsive, the Applicant must complete and submit all required forms in accordance with

Section 3.4 Attachments and Forms.

b. Disqualification of an application can occur when an Applicant fails to:

1. submit an application in accordance with the requirements of the solicitation; or

2. submit requested corrections or additional documentation within fourteen (14) days unless another timeframe is specified by TWC.

3. Disqualifications for conflicts of interest may occur if:

o The applicant is employed full-time with another employer;

o The applicant is employed by a school district as either full-or part-time and is in a position to refer customers to the applicant.

TWC reserves the right to ask questions to determine if a conflict of interest may arise.

5.3 PUBLIC INFORMATION ACT

Information, documentation, and other materials submitted in connection

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 30 of 38 with this Solicitation or resulting Contract may be subject to public disclosure pursuant to the Texas Public Information Act, Texas Government

Code, Chapter 552. See Attachment1 Vendor OE T&Cs (12/18/25).

TWC may, in its sole discretion (1) disqualify all Applicants that fail to fully comply with the requirements set forth in this section, or (2) offer all Applicants that fail to fully comply with the requirements set forth in this section additional time to comply. Submitting partial or incomplete information that suggests inclusion of confidential information constitutes failure to comply with the requirements set forth in this section.

5.3.1 Applicant Response

If Applicant asserts that information provided in its Application is exempt from disclosure under the Texas Public Information Act, Applicant must mark and submit two separate, searchable Portable Document Format (PDF) copies (Original Application and “Public Information Act Copy,” including attachments, of the Original Application) as identified below. This copy is in addition to the original and all copies otherwise required under the provisions of this Solicitation.

a. Mark Original Proposal:

1. Mark the top of the front page with the words “CONTAINS

CONFIDENTIAL INFORMATION” in large, bold, capitalized letters (the size of, or equivalent to, 12-point Verdana font or larger);

2. Mark the bottom of each page that contains information that Applicant claims is exempt from public disclosure with the words “CONTAINS

CONFIDENTIAL INFORMATION”;

3. Identify, adjacent to each portion of the Response that Applicant claims is exempt from public disclosure, the claimed exemption from disclosure. Vague and general claims to confidentiality will not be

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 31 of 38 acceptable.

NOTE: No redactions are to be made in the Original Response.

b. Mark Public Information Act Copy of Response:

1. Mark the copy at the top of the front page with “Public Information

Act Copy” in large, bold, capitalized letters (the size of, or equivalent to, 12-point Verdana font or larger);

2. Each portion Applicant claims is exempt from public disclosure must be redacted (blacked out); and

3. Identify, adjacent to each redaction, the claimed exemption from disclosure. Each identification provided as required by this subsection

(b) must be identical to the redactions identified in subsection (a)(3), above. The only difference in required markings and information between the Original Application and the “Public Information Act

Copy” of the Application will be redactions, which can only be made in the “Public Information Act Copy.” There must be no redactions in the

Original Application.

Applicant should not submit a Public Information Act Copy indicating that the entire Application is exempt from disclosure. Merely making a blanket claim that the entire Application is protected from disclosure because it contains any amount of confidential, proprietary, trade secret, or privileged information is not acceptable, and this blanket claim will not be considered by TWC.

An Application should not be marked or asserted as copyrighted material. If

Applicant asserts a copyright to any portion of its Application, Applicant agrees to reproduction and posting on public websites by the State of Texas, including all other state agencies, without cost or liability and, additionally, agrees to allow the State of Texas to provide a copy of the Application to individuals making a Public Information Act request for the Application.

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5.3.2 Contract

Within five (5) Business Days from Contract execution, if the Provider is asserting that certain information in the application is exempt from public disclosure, the Provider must submit a “Public Information Act Copy” of the

Original Executed Contract (in addition to the Original Executed Contract) to the TWC Contract Manager by email. The Public Information Act Copy must meet the following requirements:

a. The copy must be clearly marked as “Public Information Act Copy” on the front page in large, bold, capitalized letters (the size of, or equivalent to, 12-point Verdana font or larger).

b. Each portion Provider claims is exempt from public disclosure must be redacted (blacked out); and

c. Provider must identify, adjacent to each redaction, the claimed exemption from disclosure. Each identification provided as required in

Subsection b of this section must be identical to those set forth in the

Original Application. The only difference in required markings and information between the Original Contract and the “Public Information

Act Copy” of the contract will be redactions, which can only be included in the “Public Information Act Copy.” There must be no redactions in the Original Executed Contract.

ARTICLE VI GENERAL TERMS AND

CONDITIONS

The Terms and Conditions identified in the Solicitation and Attachment1

Vendor OE T&Cs (12/18/25) are applicable to this Solicitation and any

Contract resulting from this Solicitation. TWC reserves the right to incorporate additional provisions in the Contract in the best interest of TWC.

In the event of a conflict between this Solicitation and applicable laws and

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 33 of 38 regulations, precedence shall be given to the laws and regulations.

6.1 CONTRACT AWARD

TWC intends to award Contract(s) to qualified Applicants throughout the enrollment period and may award multiple Contracts within individual counties or groups of counties.

Entities, Applicants, and/or individuals that are debarred or excluded by the federal government are excluded from receiving federal contracts or certain subcontracts, and certain types of financial and nonfinancial assistance and benefits. Entities, Applicants and/or individuals that are debarred or excluded by the State of Texas are excluded from doing business with the state.

TWC may consider past performance, or any other factor it deems to be in the best interest of TWC or the State of Texas, when determining whether to award a contract to an Applicant.

Participation in a post-award orientation will be required before any services related to the awarded Contract can be performed.

6.2 CONTRACT TERM

The Contract Term will commence on the fully executed Contract date and expire five (5) years from date of contract execution. TWC reserves the right to cancel for convenience in the event that the

Contract has had no expenditures in a twelve-month period during the

Contract Term.

The Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the General Appropriations Act, TWC consolidation of offices, or

Open Enrollment No. 3202600208 Assistive Technology (AT) Page 34 of 38 any other disruption of current appropriations, Termination provisions of

Attachment 1 VR OE T&Cs (12/18/25) shall apply.

6.3 PAYMENTS

Provider(s) must comply with the Chapter 9: Assistive Technology Services for

Customers with Visual Impairments and or Article II Scope of Work, VR-SFP

Chapter 3: Basic Standards, and any other applicable sections of the VR-SFP

Manual.

Payments made to Provider(s) will be based on the Fee Schedule shown in

Chapter 9: Assistive Technology Services for Customers with Visual

Impairments and/or Article II Scope of Work when all requirements have been achieved.

6.4 CONTRACT…