ESBD_548449_1786540348728_304-27-1555JW CentralSquare OneSolution Licensed Software.pdf

RFO # 304-27-1555JW ONE Solution RMS Licensed SW Maintenance and Related Services Page 1 of 44 Rev. 9/8/2023

Texas Comptroller of Public Accounts

Request for Offers (RFO)

ONESolution Records Management System Licensed Software Maintenance and Related Services

RFO No. 304-27-1555JW

Issuance Date: August 12, 2026

Anticipated Schedule of Events

August 12, 2026 Issuance of RFO August 17, 2026 Deadline for Submission of Questions (2:00 p.m., CT)

August 20, 2026 Release of Official Responses to Questions (or as soon thereafter as practical)

September 1, 2026 Deadline for Submission of Offers (2:00 p.m. CT) Late Offers will not be considered

December 1, 2026 Services Commencement Date (or as soon thereafter as practical)

RFO # 304-27-1555JW ONESolution RMS Licensed SW Maintenance and Related Services Page 2 of 44 Rev. 6/27/23

Table of Contents

I. Summary II. Specifications

A. Introduction B. Background C. Definitions and Acronyms D. Scope of Services E. Contract Resulting From This Solicitation; Order of Priority F. Warranty of Performance G. Security Incident Notification H. Insurance and Bonds I. Criminal Background Investigation J. Contract Term K. Invoice Acceptance Criteria L. Payments M. Discounts N. PO Addition and Deletion O. VetHUB Subcontracting Plan Information P. Respondent Documents Q. Respondent Exceptions R. Respondent’s Past Performance

III. Offer Submission Requirements A. Delivery of Offer B. Offer Content and Format

IV. Mandatory Price Sheet V. Standard Terms and Conditions VI. Execution of Offer VII. Conflict of Interest/Disclosure Statement VIII. Nondisclosure Agreement IX. Confidential Treatment of Information Acknowledgment X. Certification Regarding Public Nature of the Offer XI. Respondent Exceptions Response Template

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I. Summary

1. Type of Solicitation: Request for Offers (RFO)

2. Issuing Office: Texas Comptroller of Public Accounts Procurement Section Room 300, Attn: RFO No. 304-26-0360JW 111 E. 17th Street Austin, Texas 78774

OR Texas Comptroller of Public Accounts Procurement Section Attn: RFO No. 304-26-0360JW P.O. Box 12050 Austin, Texas 78711-2050

3. Additional Requirements/Qualifications: N/A

4. Responses to RFO: Sealed Competitive Offers

5. Deadline for Offers: In Issuing Office No Later Than:

September 1, 2026; 2:00 p.m., Central Time (CT)

6. Initial Contract Term: December 1, 2026 to November 30, 2027

7. CPA Optional Contract Terms: December 1, 2027 through November 30, 2028 December 1, 2028 through November 30, 2029, and December 1, 2029 through November 30, 2030

8. CPA Contact Person for this RFO: Jennifer Williams, CTCD, CTCM Email: bidcpa@cpa.texas.gov with copy to Jennifer.williams@cpa.texas.gov

9. Offers Submitted by Email: Required; See Section III, Part A

10. Offers Submitted by Fax: Not Accepted

11. Pre-Offer Conference: N/A

12. Pre-Offer Inspection: N/A

13. Letters of Intent to Submit an Offer: N/A

14. RFO Addenda: Notices of changes to items directly impacting the original RFO or solicitation process will be posted on the Electronic State Business Daily (ESBD) located at: http://www.txsmartbuy.com/esbd. CPA will post any amendment to this solicitation on the ESBD as an RFO Addendum. It is the responsibility of an interested party to check the ESBD for updates to this RFO before submitting an Offer. Each Respondent is solely responsible for verifying CPA’s receipt of its questions, if applicable, and its Offer by the deadlines specified in this RFO.

15. Questions and Answers: Questions regarding this RFO must be in writing and must be submitted to the CPA Contact Person specified in Part 8, no later than August 17, 2026; 2:00 p.m. CT. Telephone inquiries will not be accepted.

Questions may be submitted by email to the email address specified in Part 8. CPA intends to post answers to the questions received on the ESBD on August 20, 2026, or as soon thereafter as practical.

16. Respondent Presentations: N/A

17. Evaluation of Offers. Offers will be evaluated under the Best Value Standard (Section 2157.003 of the Texas Government Code):

Criteria Weight Respondent’s Past Performance, Qualifications & Experience 10% Compliance with CPA Specifications 50% Cost 40% Total: 100% mailto:bidcpa@cpa.texas.gov mailto:Jennifer.williams@cpa.texas.gov http://www.txsmartbuy.com/esbd

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As applicable, the factors listed in Sections 2155.074, 2155.075, 2156.007, and 2157.003 of the Texas Government Code shall also be considered in making an award. Optional features, products, or services will not be evaluated.

18. Electronic Offers Only. Due to changed building access restrictions, Respondents will not be permitted to hand deliver Offers to the Issuing Office. Respondents are required to submit Offers electronically via email in accordance with Section III, Part A.

19. Contact with CPA Staff: Upon issuance of this RFO, employees and representatives of CPA, other than the CPA Contact Person identified in Part 8, will not discuss the contents of this RFO with any Respondent or its representatives. Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related Offer. This restriction does not preclude discussions between the parties to conduct business unrelated to this procurement or to obtain assistance completing Veteran Heroes in Business (VetHUB) Subcontracting Plan (SP) forms required by this

RFO.

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II. Specifications A. Introduction

The Texas Comptroller of Public Accounts (CPA), an agency of the State of Texas, issues this Request for Offers (RFO) to solicit responses from qualified vendors for software maintenance, technical support, and related services for CPA’s existing Licensed Software, as such services are described in this Section II and throughout this RFO (hereinafter referred to as “Services”). CPA’s objective is to obtain Services that represent the best value for CPA and the State of Texas, according to the terms and conditions of this RFO.

CPA anticipates making a contract award to one (1) Successful Respondent for the Services. CPA reserves the right not to award a Contract for the performance of all or part of the Services. This RFO is not exclusive and CPA reserves the right to issue additional solicitations regarding the Services or similar services at any time. All Respondents are encouraged to offer their best pricing at all times.

All costs associated with the Services must be included in the Respondent’s Offer. Offers that do not meet all of the requirements or contain all of the required documentation specified in this RFO may be rejected as non-responsive.

CPA recognizes that the requested items may be proprietary to a single vendor under Section 2155.067 of the Texas Government Code; however, CPA encourages all qualified Respondents to submit Offers.

B. Background

Since 2014, CPA’s Criminal Investigations Division (CID) has relied on the CentralSquare ONESolution Records Management System (RMS) software as a core component of its operational and investigative infrastructure. The system’s integrated modules include ONESolution Base RMS, Site Upgrade, Property & Evidence, Daily Activity, Notification, Probation & Parole, Professional Standards, and barcoding functionality, enable CID to manage case information, track evidence, maintain compliance documentation, and support investigative workflows in a consistent and auditable manner.

These modules collectively support mission-critical CID functions, including case management, evidence tracking, probation and parole documentation, daily activity reporting, user activity auditing, and workflow documentation. To maintain operational continuity and support evolving workload demands, CPA maintains processor-based perpetual ONESolution licenses for its on-premises deployment, as listed in Section II (Mandatory Price Sheet).

This RFO seeks pricing for the renewal of software maintenance and related support services for all existing ONESolution perpetual licenses and associated modules.

C. Definitions and Acronyms

• Affiliates. A state agency or other entity designated by law or regulation to be under the authority or control of CPA.

• Award Date. The Award Date is the earlier of the date an authorized representative of CPA (1) issues a Purchase

Order (PO) or (2) signs a formal, written agreement.

• Configuration/Configurable. An option included in the source code of a commercially available software application that permits customers to choose from a pre-defined range of selections that typically relate to the functionality and look-and-feel of the software application.

• Contract. The agreement, if any, described in Section II, Part E (Contract Resulting from this Solicitation/Order of Priority).

• CPA. Texas Comptroller of Public Accounts.

• CPA Contract Manager. The end-user division contact responsible for day-to-day contact with Successful

Respondent; contact details to be provided by CPA after the Award Date and/or in the Contract.

• CT. Central Time.

• Configuration. An option included in the source code of a commercially available software application which permits customers to choose from a pre-defined range of selections that typically relate to the functionality and look-and-feel of an application.

• Customization. A modification to the source code of a commercially available software application that is specifically developed to meet the unique business requirements of one customer.

• Documentation. The complete set of operating manuals necessary to enable CPA to properly install and use the Licensed Software, including but not limited to all updates, revisions, and corrections to the manual.

• Error Correction. The correction of software malfunctions due to development, coding, or configuration issues that prevent the software application from operating as designed.

• Licensed Software. CPA’s existing On-premises CentralSquare ONESolution Records Management System (RMS) Perpetual Licenses and all associated modules and any released Software Upgrades, Software Updates, Software

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Enhancements/Releases, Software Patches/Fixes, Error Corrections, Configurations and, as applicable, Customizations of such version(s).

• NIST. National Institute of Standards and Technology.

• Offer. A response to this RFO.

• On premises. CPA owns or controls the hardware.

• Optional Features, Products or Services. Features, products or services Respondent believes will support or enhance

CPA’s request for Support. Optional Features, Products or Services are not evaluated when CPA scores Offers.

• Perpetual License. A software license that grants CPA the right to use software indefinitely, subject to the terms of the related contract, that is not subscription based and remains valid regardless of any lapse in related maintenance and support.

• Respondent. Any person or entity that submits an Offer.

• Site License. Permits CPA unlimited use of the Licensed Software for all CPA authorized users.

• SLA. Service Level Agreement.

• Software Enhancement/Release. A change to a software application, intended to increase functionality, productivity, compatibility, and/or improve the user interface.

• Software Maintenance and Technical Support (also referred to as “Support”). Services provided by the

Successful Respondent to maintain and support the Licensed Software, including but not limited to, telephone and on-line support, Error Corrections, Software Updates, Software Upgrades, Software Patches/Fixes, Software Enhancements/Releases, latest features, performance improvements, Documentation, and technical library CD series, if applicable.

• Software Patch/Fix. Addition to a piece of code, usually as an immediate remedy to an existing software application error or defect. A software patch or fix is usually a temporary measure until a more permanent solution is implemented with a Software Enhancement/Release and/or version update.

• Software Update. Any (a) commercially available versions of the Licensed Software with a version number designated to the right of the decimal point such as 1.1, 1.2, 1.3, etc., and (b) any subsequent variation of the Licensed Software which provides essentially the same functionality and accomplished substantially the same tasks as the Licensed Software but which the software publisher releases under a different name or label.

• Software Upgrade. A commercially available newer version of the Licensed Software typically designated by the number to the left of the decimal point such as 1.0, 2.0, 3.0, etc.

• SQL. Structured Query Language.

• Successful Respondent. The Respondent awarded a Contract.

• UoM. Unit of Measure. The method used to quantify the Licensed Software or Services for pricing and entitlement purposes.

D. Scope of Services

D.1. General

a) Successful Respondent shall provide to CPA:

1) All Support, as listed in Price Schedule 1, Section IV (Mandatory Price Sheet), for CPA’s existing Licensed Software, and

2) Any Optional Features, Products or Services listed in Price Schedule 2, Section IV (Mandatory Price Sheet) that are accepted by CPA.

b) Respondent must be (1) a direct vendor (i.e., the Licensed Software publisher) of all offered Support or (2) authorized by the Licensed Software publisher to resell, distribute, or act as a service partner to such Licensed Software publisher (an “authorized reseller”) of all offered Services.

1) Respondent’s Offer must clearly demonstrate it is a direct vendor or an authorized reseller of all offered Services.

2) An Offer failing to meet requirements of Part D.1.b)1) may result in rejection of the Offer as non-responsive.

3) Respondent must have the legal authority, rights, or authorized access necessary to perform Support for the Licensed Software.

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c) Successful Respondent must include with its Offer the Service Level Agreement (SLA) documentation applicable to the Software Maintenance and Technical Support listed in Price Schedule 1, Section IV (Mandatory Price Sheet).

D.2. Requirements

a) CPA will consider only Support for all existing Licensed Software, as listed in Section IV (Mandatory Price Sheet).

1) Respondent will provide pricing for Support for CPA’s existing Licensed Software in Price Schedule 1, Section IV (Mandatory Price Sheet).

2) Respondent must maintain full compliance with the FBI Criminal Justice Information System (CJIS) Security Policy throughout the Contract Term, including all technical, administrative, physical, and personnel security requirements applicable to software, support services, and data access. The CJIS Security and Compliance Policy establishes the methods and internal controls required to protect Criminal Justice Information (CJI).

Respondent must review and adhere to the current CJIS Security Policy, available from the FBI at:

https://www.fbi.gov/file-repository/cjis/cjis_security_policy_v5-9-1_20221001.pdf/view

b) Respondent’s offered Support must be compatible with CPA’s existing infrastructure, including, but not limited to:

1) Microsoft SQL Server 2022 Enterprise (64-bit),

2) Windows Server 2022 Datacenter (10.0),

3) VMWare Hypervisor virtualization platform, and

4) Windows service accounts whose access is controlled through Active Directory.

c) Respondent’s offered Support must include, at a minimum, the following capabilities, features, and functionalities:

1) Licensed Software Support renewal:

a. Software Maintenance and Technical Support must support CPA’s On‑premises deployment, including monitoring capabilities, real-time visibility into user access, notifications, reporting, document scanning, historical activity, and configuration changes.

b. Support must include workflow-enabled automated compliance auditing; capture and logging of sensitive or critical user actions; and retention of user activity logs supporting audit and compliance.

c. Respondent must confirm that Support applies to the existing Licensed Software and does not require the purchase of any new Perpetual License.

2) Licensed Software Site Licensed Upgrade (Perpetual):

a. Respondent must provide Support for the following Licensed Software modules:

i. Notification Module;

ii. Probation and Parole Module;

iii. Daily Activity Module;

iv. Professional Standards (Internal Affairs) Module; and

v. Barcoding functionality (Bar Coding Server License along with hand-held Client licenses);

vi. Property and Evidence Module.

D.3. Software Maintenance and Technical Support Services

a) Software Maintenance and Technical Support Services

1) General.

a. Successful Respondent will provide Software Maintenance and Technical Support Services as defined in this RFO.

b. Successful Respondent will provide qualified personnel to be available to CPA by telephone, email, or website for reporting problems or issues with the Licensed Software or Support. These services must be available throughout the Contract Term.

https://www.fbi.gov/file-repository/cjis/cjis_security_policy_v5-9-1_20221001.pdf/view

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c. Successful Respondent must provide a helpdesk toll-free telephone number, email, or website for reporting problems or issues with the Licensed Software. Support must be available at minimum during CPA business hours (7:00 a.m. to 5:00 p.m. CT, Monday through Friday). Successful Respondent shall allow a minimum of three (3) authorized CPA contacts to report problems or issues to its helpdesk. CPA will provide a list of authorized support staff upon request.

d. CPA will provide Successful Respondent with reasonable access to the Licensed Software to perform Support.

2) Release Management and Software Patch/Fix. Successful Respondent shall assist in pre-release planning, scheduling, and implementing installation of mandatory manufacturer Software Updates and Software Upgrades approved by CPA, in accordance with the manufacturer-suggested support guidelines. Successful Respondent shall notify CPA of any Software Patch/Fix installations for a minimum of seventy-two (72) hours before installation or as otherwise defined in the SLA. The notification must include the Software Release schedule, release notes, and a summary of impact on the Licensed Software. Successful Respondent shall be responsible for diagnosing and resolving any issues resulting from a Software Release, or Software Patch/Fix as reported through Successful Respondent’s support center.

3) Response Times. Successful Respondent must respond to service requests in accordance with the priority levels and maximum response times listed in Table 1 (Maximum Response Times). “Response Time” is defined as the period between Successful Respondent’s receipt of a service request and the time Successful Respondent acknowledges the issue and begins initial diagnostic efforts. CPA, in its sole discretion, will assign service priority based on operational impact. For Priority 1 (Critical) incidents, Successful Respondent shall commence work immediately upon initial response and shall provide continuous updates until a workaround or resolution is in place.

Table 1 - Maximum Response Times

PRIORITY

LEVEL DESCRIPTION

MAX

RESPONSE

TIME

Priority 1 (P1)

– Critical

a. Total outage, critical component outage, or data integrity issues that renders the software unusable or unable to perform pending critical tasks.

b. Security issues that affect the production environment.

2 hrs.

Priority 2 (P2)

– High

a. Performance degradation or diminished processing, capacity, or functionality affecting multiple users.

b. Issue affecting urgent deadlines or materially impacting staff productivity.

8 hrs.

Priority 3 (P3)

– Medium

a. Performance issues in non-production environments, or non-critical issues requiring additional troubleshooting.

b. Issue that will affect the ability to perform work within one business day.

c. Recurring minor issues affecting work efficiency.

48 hrs.

Priority 4 (P4)

– Low

a. Scheduled maintenance outage.

b. Request for information.

c. Low frequency or marginal errors.

d. Minor issues require research or cooperative effort.

72 hrs.

4) Escalation Protocol. In its Offer, Respondent must propose for CPA’s consideration an Escalation Protocol for collaboratively resolving issues encountered during the Contract Term. The proposed Escalation Protocol must explain how issues or complaints are prioritized and resolved. The Escalation Protocol shall include (1) an escalation structure identifying roles, contact levels, and specific steps to be taken on top priority issues or disputes, including arising from delayed responses to system down or critical malfunction incidents, and

(2) any other measures needed to address unmet top priority service requirements of the Contract.

D.4. CPA Data Safeguard Standards.

a. Defined Terms. The term “CPA Data” refers to CPA’s information as well as other entity information in the possession of CPA that is processed, stored, or transmitted by a computer. CPA Data includes all data that is generated by Successful Respondent in performance of a contract with CPA. The term “CPA Information System” refers to those devices, software, networks and related infrastructure that CPA owns, operates or has obtained for use to conduct CPA business. Devices include, but are not limited to, CPA-owned or managed storage, processing, and communications devices, as well as personally owned devices.

b. Access to CPA Data. Successful Respondent represents and warrants that it will implement, maintain, and use appropriate administrative, technical, and physical safeguards to preserve the confidentiality, integrity, and availability of CPA Data. Successful Respondent will not collect, access, use, disclose, or retain CPA Data other than as necessary

RFO # 304-27-1555JW ONESolution RMS Licensed SW Maintenance and Related Services Page 9 of 44 to perform the services specified in a contract resulting from this solicitation or as otherwise authorized in writing by CPA. Successful Respondent will restrict access to CPA Data to only those personnel who must have the information on a “need to know” basis. Successful Respondent will not use CPA Data, or any information derived from CPA Data, for its own benefit or the benefit of any other person or entity. Successful Respondent will not share CPA Data with its parent company or other affiliate without CPA’s express written consent. If communications with Contractor necessitate the access or use of confidential Comptroller information, upon Comptroller’s written consent, Contractor shall require each individual who will require access to or may be exposed to Comptroller’s confidential information to sign the Confidential Treatment of Information Acknowledgment (CTIA) form (Attachment I).

c. Web-Based Remote Access to CPA Information Systems. Successful Respondent may use third-party web-based remote access connections to CPA Information Systems to provide support services under the following conditions:

1. CPA shall affirmatively initiate and accept Successful Respondent’s connections to CPA Information Systems.

2. CPA shall monitor Successful Respondent’s connections to CPA Information Systems for the duration of the

Services.

3. CPA shall terminate Successful Respondent’s connections to CPA Information Systems upon completion of the

Services.

d. Reserved.

e. Reserved.

f. Reserved.

g. Location of CPA Data. Successful Respondent shall ensure that CPA Data (i.e., primary and backup) remains, at all times, within the continental United States. Successful Respondent shall receive, process, transmit, and store all CPA Data within the continental United States. Successful Respondent’s point of access to CPA Data shall be within the continental United States.

h. Encryption Standards.

1. Successful Respondent shall encrypt CPA Data in transit and at rest. Data in transit means data is moving via email, in applications, or through browsers and other web connections. Data at rest (including data backups) means data is stored in databases, the cloud, removable media, or mobile devices.

2. Successful Respondent shall utilize encryption standards that are FIPS 140-2 compliant or, upon the written approval of CPA’s Chief Information Security Officer, shall meet the intent of the standards as described in FIPS 140-2.

3. The minimum cryptographic algorithm used by Successful Respondent must be Advanced Encryption Standard (AES) 128 or higher (256 AES is preferred).

4. Successful Respondent shall encrypt CPA Data transmitted over a public or private network. CPA approved data encryption transmission protocols include the following: (1) SFTP (FTP over SSH), (2) FTPS (FTP over TLS),

(3) HTTPS (HTTP over TLS), and (4) virtual private network.

i. System Security Plan and Continuous Monitoring Plan. Successful Respondent, in collaboration with CPA, shall develop, implement, and maintain a comprehensive written System Security Plan that contains administrative, technical, and physical safeguards designed to: (i) ensure the confidentiality, integrity and availability of CPA Data;

(ii) protect against unauthorized access to or use of CPA Data; and (iii) comply with all applicable legal and regulatory requirements for data protection. Successful Respondent shall develop, implement, and maintain a plan for the continuous monitoring of security control effectiveness and provide a report to CPA on a quarterly basis. The report shall include evidence that Successful Respondent has implemented security controls correctly, the controls are operating as intended, and the controls are producing the desired outcome with respect to meeting security requirements for the information system(s).

j. Auditable Information Security Framework. Successful Respondent shall secure its own and its third-party service providers’ systems (e.g., IT service provider, Cloud Service Provider) in a manner consistent with an auditable information security framework e.g., National Institute of Standards and Technology (NIST), International Organization for Standardization (ISO) 27001. In its response to this solicitation, Successful Respondent shall disclose its adopted information security framework.

k. Defects and Vulnerabilities. Upon Contract award and during the term of the Contract, Successful Respondent shall provide CPA with prompt, written notice upon Successful Respondent’s discovery of any product defects and vulnerabilities of the proposed Licensed System/Software/Solution that allow an attacker to violate an explicit (or implicit) security policy to achieve some impact or consequence. Examples of vulnerabilities include defects that allow intruders to gain increased levels of access or interfere with the normal operations of information systems.

Vulnerabilities caused by insecure configurations, design choices, and changing environmental conditions are additional examples.

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l. Supply Chain Risk Management. Successful Respondent shall provide CPA’s Contract Manager a description of how it manages supply chain risks. Specifically, Successful Respondent shall describe its established agreements and procedures with entities involved in the supply chain for the notification of supply chain risks, compromises, and the result of assessments or audits. During the term of the contract, Successful Respondent shall provide CPA’s Contract Manager prompt, written notice of supply chain risks that impact the delivery of the products and services of the Contract. Examples of supply chain risks include supplier financial failure, production control/product quality, market supply and demand, labor disputes/shortages, cybersecurity threats, natural disasters. Successful Respondent shall notify CPA of a supply chain compromise and potential compromise in accordance with Section G Security Incident Notification.

m. Independent Information Security Assessment. If Successful Respondent has access to a CPA Information System or receives, processes, transmits, or stores CPA Data, then Successful Respondent shall provide CPA’s Contract Manager with its most recent information security assessment conducted by an independent third-party (e.g., SSAE-18 SOC 2 Type II, ISO 27002) upon Contract award and annually thirty (30) days prior to the anniversary of the Contract award date thereafter. CPA, in its sole discretion, may conduct a security assessment of any information system holding CPA Data or connected to a CPA Information System. CPA’s security assessment may consist of a review of the following:

(i) independent third-party assessment(s) contracted by Successful Respondent (e.g., SSAE-18 SOC 2 Type II, ISO 27002) and (ii) Successful Respondent’s System Security Plan.

n. Media Sanitization. Successful Respondent shall sanitize information system media, both digital and non-digital, in accordance with NIST Special Publication 800-88 (Guidelines for Media Sanitization) when CPA Data in the custody of Successful Respondent is no longer required to be retained by contract with CPA. Successful Respondent must maintain a record documenting each sanitization procedure that, at a minimum, includes the following information:

(i) date sanitization completed, (ii) description of the item(s), serial number(s), inventory control number(s), if applicable, and (iii) sanitization method used. No later than sixty (60) calendar days from contract expiration or termination or as otherwise specified in the Contract, Successful Respondent must either (i) complete the sanitization and submit via email to the CPA Contract Manager all sanitization documentation or (ii) submit a written statement via email to the CPA Contract Manager explaining the reason that destruction of CPA Data by Successful Respondent is technically impossible or impractical. Successful Respondent’s obligations set forth in this clause survive the termination or expiration of the contract as long as Successful Respondent retains CPA Data.

o. Third-Party Service Providers. It is Successful Respondent’s sole responsibility to ensure that its access and the access Successful Respondent grants to its service providers to CPA Data or CPA Information Systems does not result in unauthorized access to CPA Data or CPA Information Systems.

p. Reserved.

q. Reserved.

r. Reserved.

s. Prohibited Technology. Successful Respondent shall not use covered applications or prohibited technologies in its technology solutions or services provided to Comptroller. In addition, Successful Respondent represents and warrants that its system, software, components, and services do not use the covered applications or prohibited technologies listed on the Department of Information Resources (DIR) Covered Applications and Prohibited Technologies website.

t. Use of Artificial Intelligence. Successful Respondent shall comply with all federal and state laws and regulations for artificial intelligence. Successful Respondent shall implement and maintain the following.

a. Transparency. Disclose the artificial intelligence (AI) that Successful Respondent embeds in its technology products and services and provide detailed information on the purpose of the AI, the specific AI model(s) in use, if the AI uses CPA data to train AI model(s), the configuration settings and options to disable or opt out of using the AI.

b. Artificial Intelligence Inventory. Successful Respondent shall implement and maintain an inventory of the AI used in Successful Respondent’s solution, software, system components, and services provided to Comptroller. Comptroller is required to report an inventory of artificial intelligence in biennial statutorily required reports and Successful Respondent shall support Comptroller’s compliance by providing the inventory information upon Comptroller’s written request.

c. Monitoring. Successful Respondent shall monitor AI for query attacks, malicious inputs, and perturbations for model manipulation, theft, data poisoning, and data drift. Successful Respondent shall establish model integrity validation checks and data poisoning detection capabilities. Successful Respondent shall implement processes for detecting personally identifying information (PII) in the model and removing PII from the model, as appropriate to ensure the AI cannot provide PII to Successful Respondent’s other customers or outside the boundaries of the Comptroller’s systems.

https://dir.texas.gov/information-security/covered-applications-and-prohibited-technologies

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d. Disclosure Notice. Successful Respondent shall disclose to the public prior to system use, the use of AI in systems that interact with the public and receive, process, transmit, or store CPA data.

e. Data Ownership. Successful Respondent shall acknowledge that Comptroller owns CPA data. If Successful Respondent uses generative AI to provide services to customers of a CPA system, Successful Respondent shall ensure that the AI cannot provide CPA data to Successful Respondent’s other customers or outside the boundaries of the Comptroller’s systems.

u. State Authorization and Risk Management Program (TX-RAMP). Successful Respondent shall obtain TX-RAMP certification in accordance with the Department of Information Resources (DIR) Program Manual. CPA requires the following TX-RAMP certification based-on Agency criteria:

1. _X_ None. Product is out of scope/low impact in accordance with the DIR TX-RAMP Manual.

2. __ Level 1 Certification. The product will administer Agency public data.

3. __ Level 2 Certification. The product will administer Agency sensitive, confidential, and/or regulated data.

Upon Contract award, Successful Respondent shall maintain compliance with the immediately preceding TX-RAMP program requirements and certification throughout the term of the contract. Successful Respondent shall notify the CPA Contract Manager immediately if such TX-RAMP certification is revoked or otherwise removed.

If Successful Respondent uses a cloud service provider to host (i.e., Infrastructure as a Service or IaaS) or build (i.e., Platform-as-a-Service or PaaS) a custom-developed CPA system or application, Successful Respondent shall ensure its cloud service provider obtains TX-RAMP certification in accordance with the Department of Information Resources (DIR) Program Manual. If applicable, CPA requires the following TX-RAMP certification based-on Agency criteria:

4. _X_ None. Product is out of scope/low impact in accordance with the DIR TX-RAMP Manual.

5. __ Level 1 Certification. The product will administer Agency public data.

6. __ Level 2 Certification. The product will administer Agency sensitive, confidential, and/or regulated data.

Upon Contract award, Successful Respondent shall ensure its cloud service provider used to host or build a custom-developed CPA system or application maintains compliance with the immediately preceding TX-RAMP program requirements and certification throughout the term of the contract. Successful Respondent shall notify the CPA Contract Manager immediately if such TX-RAMP certification is revoked or otherwise removed.

v. Reserved.

w. Reserved.

x. Reserved.

D.5. Accessibility Compliance. Successful Respondent shall provide Licensed Software that complies with the applicable, statutorily required accessibility standards for the State of Texas. In the event that the Licensed Software does not meet or exceed the applicable statutorily required accessibility standards for the State of Texas, Successful Respondent shall provide technical support and Licensed Software documentation necessary to enable CPA to comply with the State of Texas reporting requirements outlined in 1 Texas Administrative Code Chapters 206 and 213. Such assistance includes, but is not limited to, Successful Respondent providing a Voluntary Product Accessibility Template (VPAT) or a similar report in substantially the same format as a VPAT. Successful Respondent shall respond to all written inquiries from CPA regarding the Licensed Software’s compliance with requisite accessibility standards within five

(5) business days of receiving such request.

D.6. Liquidated Damages. In submitting an Offer, Respondent agrees that the measure of damages in the event of a default or breach of contract by Successful Respondent may be difficult or impossible to calculate. In the event Successful Respondent fails to perform Services or complete the obligations under the Contract in a timely manner, CPA may require Successful Respondent to pay, as liquidated damages and not as a penalty, an amount equivalent to two percent (2%) of the total cost for Services or obligations not completed as required by the Contract per calendar day of delay.

CPA may impose, but is not obligated to impose, these liquidated damages in lieu of any monetary damages available to CPA under the Contract or applicable law.

D.7. Optional Features, Products or Services. Respondents are encouraged to submit and describe in detail in their Offers any Optional Features, Products Or Services. Optional Features, Products or Services CPA has identified for Respondent’s consideration include, but are not limited to, per-unit pricing for additional licenses to accommodate expanded growth, if any, during the Contract Term.

E. Contract Resulting From This Solicitation; Order of Priority.

Respondent’s Offer is a legal offer to contract based upon the terms, conditions, and specifications set forth in this RFO.

A contract award by CPA may be by (1) valid PO or (2) a formal, written agreement between CPA and Successful Respondent. The Contract is effective as of the Award Date and will be between CPA and the Successful Respondent. The entire Contract between CPA and Successful Respondent shall consist of the following documents, which shall control in https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdir.texas.gov%2Fresource-library-item%2Ftexas-risk-and-authorization-management-program-manual-30&data=05%7C02%7CJason.Frizzell%40cpa.texas.gov%7C9b22e092447c41d9816108dd30f4dbc3%7C2055feba299d4d0daa5a73b8b42fef08%7C0%7C0%7C638720550387877709%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=dFBcq3mGLKSAe5BKAYCH%2FFcMW6eaImJiVx85PviOPho%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdir.texas.gov%2Fresource-library-item%2Ftexas-risk-and-authorization-management-program-manual-30&data=05%7C02%7CJason.Frizzell%40cpa.texas.gov%7C9b22e092447c41d9816108dd30f4dbc3%7C2055feba299d4d0daa5a73b8b42fef08%7C0%7C0%7C638720550387877709%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=dFBcq3mGLKSAe5BKAYCH%2FFcMW6eaImJiVx85PviOPho%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdir.texas.gov%2Fresource-library-item%2Ftexas-risk-and-authorization-management-program-manual-30&data=05%7C02%7CJason.Frizzell%40cpa.texas.gov%7C9b22e092447c41d9816108dd30f4dbc3%7C2055feba299d4d0daa5a73b8b42fef08%7C0%7C0%7C638720550387877709%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=dFBcq3mGLKSAe5BKAYCH%2FFcMW6eaImJiVx85PviOPho%3D&reserved=0

RFO # 304-27-1555JW ONESolution RMS Licensed SW Maintenance and Related Services Page 12 of 44 the following order of priority, except as otherwise provided in the formal signed agreement or PO: (1) the PO and PO Change Notices, if any; (2) the formal, signed agreement, if any; (3) this RFO; and (4) Successful Respondent’s Offer (collectively, the “Contract”).

F. Warranty of Performance

Successful Respondent represents and warrants that its performance under the Contract shall be conducted conscientiously in a professional and workmanlike manner to the full extent of Successful Respondent’s talents and capabilities with due diligence and in full compliance with the highest professional standards of practice in the industry applicable to the Services.

G. Security Incident Notification

Successful Respondent shall have policies and procedures for the effective management of Security Incidents, which shall be made available to CPA upon written request. Within twenty-four (24) hours of Successful Respondent’s discovery or reasonable belief that there has been an event which results in the accidental or deliberate unauthorized access, loss, disclosure, modification, disruption, or destruction of confidential CPA information (“Security Incident”), Successful Respondent shall provide notice to CPA by calling (800) 531-5441 EXT 34357. Until the investigation is complete, Successful Respondent shall submit, on a daily basis or as otherwise agreed by CPA, a written report via encrypted email to security.alerts@cpa.texas.gov that includes, at a minimum, the following:

• Date and time incident occurred,

• Date and time incident detected,

• Date and time incident contained,

• Address where incident occurred,

• Name of person(s) that discovered incident,

• Description of how Successful Respondent discovered incident,

• Type of CPA information involved,

• Description of the nature of the incident,

• Description of the steps Successful Respondent has taken or will take to investigate incident,

• Description of the steps Successful Respondent has taken or will take to mitigate any negative impacts of incident,

• Information technology involved (e.g., laptop, server, mainframe),

• Description of steps taken to preserve computer evidence and maintain chain of custody, and

• Description of corrective action Successful Respondent has taken or will take to prevent future incidents.

Successful Respondent shall coordinate all media or other breach notifications with CPA in advance of such notification(s), unless expressly prohibited by law. Subject to review and approval of CPA, Successful Respondent shall provide notice at its own cost that satisfies the requirements of applicable law to individuals whose information was compromised or likely compromised as a result of the Security Incident. If CPA, in its sole discretion, elects to send its own separate notice, then all costs associated with preparing and providing the notice shall be reimbursed to CPA by Successful Respondent. If Successful Respondent does not reimburse such costs within thirty (30) days of CPA’s written request, then CPA shall have the right to collect such costs. CPA reserves the right to conduct an independent investigation of any Security Incident, and should CPA choose to do so, Successful Respondent shall cooperate fully with CPA and assume responsibility at its own expense for making personnel, resources, and systems access available to CPA and CPA’s authorized representative(s).

H. Insurance and Bonds

Successful Respondent represents and warrants that it shall obtain and maintain the following coverages throughout the term of the Contract and that all coverages shall be with companies licensed in Texas with an “A” rating from A.M. Best Co. authorized to provide the required coverages:

• Blanket Employee Dishonesty Bond or Employee Dishonesty Coverage under a liability insurance policy with a minimum $25,000 for each individual who will provide Services. A rider or endorsement shall name the Texas Comptroller of Public Accounts as loss payee or additional named insured under the respective bond or policy;

• Commercial General Liability Insurance: $1,000,000 minimum each occurrence limit; $2,000,000 minimum aggregate limit; and

• Professional Liability Insurance: $1,000,000 minimum each occurrence limit; $2,000,000 minimum aggregate limit.

All of the above policies and bonds shall contain endorsements prohibiting cancellation except upon thirty (30) calendar days’ prior written notice to CPA. No later than five (5) business days following the Award Date, and on an annual basis thereafter, Successful Respondent shall furnish proof to CPA of such coverage in the form of a Certificate of Insurance from Successful Respondent’s insurance carrier(s) indicating the required coverages. The certificate shall be addressed to mailto:security.alerts@cpa.texas.gov

RFO # 304-27-1555JW ONESolution RMS Licensed SW Maintenance and Related Services Page 13 of 44

CPA as the certificate holder. Successful Respondent shall submit proof of required insurance coverage via email, referencing the PO number, to the following address: contract.administration@cpa.texas.gov.

I. Criminal Background Investigation

1. Criminal Background Investigation by Successful Respondent. Prior to an Assigned Personnel commencing Services under the Contract, Successful Respondent shall conduct a criminal background investigation and provide written notice via email to CPA’s Criminal Investigation Division of any Assigned Personnel that have any felony criminal conviction(s). If any information related to felony criminal conviction(s) for the Assigned Personnel changes during the Contract term, Successful Respondent shall provide written notice via email to CPA’s Criminal Investigation Division no later than three (3) business days after Successful Respondent’s discovery of such changed information.

Written notice to CPA’s Criminal Investigation Division shall be submitted to cid.analyst@cpa.texas.gov.

Successful Respondent’s exercise of due diligence in conducting the criminal background investigation shall include, at a minimum, the following: (1) compliance with Successful Respondent’s published policies and procedures for background and criminal conviction checks and (2) a comprehensive search of the public information portion of Texas Department of Public Safety criminal conviction database located at:

https://publicsite.dps.texas.gov/ConvictionNameSearch/. If Successful Respondent asserts that a search of the Texas Department of Public Safety criminal conviction database is not appropriate for a particular Assigned Personnel, Successful Respondent must provide written notice via email to CPA’s Criminal Investigation Division that explains the proposed alternate approach for conducting the criminal background investigation.

For purposes of this clause, “Assigned Personnel” includes, without limitation, (1) all individuals provided by Successful Respondent under the Contract who will or may (a) be assigned as lead or key personnel; (b) provide Services on-site at CPA’s premises; or (c) access CPA information resources, i.e., the procedures, equipment, and software that are employed, designed, built, operated, and maintained to collect, record, process, store, retrieve, display, and transmit information, and (2) associated personnel, including consultants and contractors. At CPA’s written request, Successful Respondent shall replace Assigned Personnel with any felony criminal conviction(s).

Within five (5) business days of receipt of a written request by CPA’s Criminal Investigation Division during the Contract term, Successful Respondent shall provide written notice to CPA’s Criminal Investigation Division of any Assigned Personnel that have any felony criminal conviction(s).

2. Criminal Background Investigation by CPA. At CPA’s discretion, CPA may conduct a criminal background investigation on Successful Respondent’s Assigned Personnel. Should any Assigned Personnel not be acceptable to CPA due to a finding of felony criminal conviction(s) as a result of the criminal background investigation, Successful Respondent shall replace such Assigned Personnel upon CPA’s written request or CPA may terminate the Contract.

3. Remedies. If CPA becomes aware that Successful Respondent provided false information, Successful Respondent fails to promptly notify CPA of changed information that related to felony criminal convictions, or Successful Respondents fails to replace Assigned Personnel as required by this Section, Successful Respondent shall be in breach of contract and CPA shall have the option to terminate the Contract without further obligation to Successful Respondent as well as pursue all other remedies and rights available to CPA under contract, at law, or in equity.

J. Contract Term

The initial term of the Contract shall be from December 1, 2026 through November 30, 2027. CPA may, in its sole discretion, exercise the option to extend the Contract for up to three (3) additional, one-(1)-year periods. The optional additional periods are December 1, 2027 through November 30, 2028; December 1, 2028 through November 30, 2029;

and December 1, 2029 through November 30, 2030. To exercise the option to extend the term, CPA will notify Successful Respondent; such notice may be by PO or PO Change Notice issuance. Notwithstanding the termination or expiration of the Contract, certain provisions that by their nature are intended to continue beyond the termination or expiration of the Contract, e.g., indemnification, confidentiality, dispute resolution, records retention, CPA data safeguards, State Auditor’s right to audit, and CPA’s right to audit, shall survive the termination or expiration of the Contract.

K. Invoice Acceptance Criteria

Prior to payment, CPA will evaluate the provided products and/or Services using the following criteria and any additional acceptance criteria provided in the Contract:

1. The products and/or Services must meet all specifications and standards of performance in the Contract; and

2. The products and/or Services must comply with all published specifications.

L. Payments

Payment(s) to Successful Respondent will be based upon the schedule described in Section IV (Mandatory Price Sheet) and the Contract.