ESBD_555357_1788297298236_RFO COOP2026SOL-00009.docx

COOP2026SOL-00009 End-User IT Outsourcing Services

Department of Information Resources Request for Offer

COOP2026SOL-00009

End-User IT Outsourcing Services Issued: September 1, 2026 Responses Due: October 20, 2026 2:00pm CT

NIGP Commodity Codes Table for COOP2026SOL-00009

SOLICITATION CONTENTS

RFO COOP2026SOL-00009 (this document)

1. Attachments Attachment 1: Sample Master Cooperative Contract Attachment 2: Standard Contract Terms and Conditions

2. Exhibits Exhibit A: Response Certification Form Exhibit A1: Exceptions Table Exhibit B: Service Delivery and Qualifications Exhibit C: Contract Marketing and Customer Support Plan Exhibit D: State of Texas Subcontracting Plan Exhibit E: EDGAR Certification Form Exhibit F: Policy Driven Adoption for Accessibility (PDAA) for Vendor Self-Assessment Exhibit G: ACR (VPAT) Exhibit H: Vendor Accessibility Development Services Information Request (VADSIR)

TABLE OF CONTENTS

INTRODUCTION

Purpose A. The Texas Department of Information Resources (DIR) invites interested parties that meet the qualifications of this Request for Offer (RFO) to submit offers regarding their capability to provide End-User IT Outsourcing Services to Eligible Customers, acting by and through DIR (the submitting parties “Respondents” and the submissions “Responses”).

B. As a result of this RFO, DIR expects to receive and evaluate Responses and select one (1) or more qualified Respondents with whom to enter into negotiations and award a Master Cooperative Contract (each such Respondent a “Successful Respondent”). RFO Section 4 EVALUATIONS, NEGOTIATIONS, AND AWARD contains more information regarding evaluation and Respondent selection process. DIR reserves the right to make a single award or multiple awards from this RFO. Master Cooperative Contracts are indefinite quantity contracts with no minimum guarantees of any purchases.

C. For administrative efficiency for DIR and its Customers, DIR reasonably anticipates that it will award a finite number of Master Cooperative Contracts as determined by the competitive breaks created through evaluation of Responses.

D. Capitalized terms used but not defined in this RFO have the meanings given to them in the Sample Master Cooperative Contract, attached as Attachment 1, or Appendix A, Standard Terms and Conditions, attached as Attachment 2.

Statutory Authority A. DIR has authority to complete the objectives of this procurement in accordance with Chapters 2054 and 2157, specifically Subchapter B, of the Texas Government Code.

B. This RFO is not a solicitation for professional or consulting services as defined in Chapter 2254, Texas Government Code.

DIR Vision and Desired Outcomes DIR Background DIR is responsible for strategic planning and coordination of the State’s Information Technology (IT) environment. DIR delivers the strategic thinking, purchasing power, and policy insights necessary to ensure organizations across all levels of state and local government can find, procure, and securely implement innovative technology. With a view into how every other state agency uses technology, DIR helps the Texas legislature craft smart, statewide IT policy.

Cooperative Contracts Program Overview A. Through its Cooperative Contracts Program, DIR assists state agencies, local governments, and other eligible entities (collectively, Eligible Customers) with cost-effective acquisition of their information resources by negotiating, managing, and administering contracts with information technology providers. Eligible Customers include any Texas state agency, unit of local government, or institution of higher education as defined in Texas Government Code, Section 2054.003; the legislature or a legislative agency; the supreme court, the court of criminal appeals, or a court of appeals; a public hospital, including a hospital district or hospital authority; an independent organization certified under Section 39.151, Utilities Code, for the ERCOT power region; the Texas Permanent School Fund Corporation; an assistance organization, as defined by Section 2175.001, Government Code; an open-enrollment charter school, as defined by Section 5.001, Education Code; a public safety entity, as defined by 47 U.S.C. Section 1401; a private school, as defined by Section 5.001, Education Code; a private or independent institution of higher education, as defined by Section 61.003, Education Code; a volunteer fire department, as defined by Section 152.001, Tax Code; a governmental entity of another state; another state agency, a political subdivision of this state, a governmental entity of another state, or an assistance organization as defined by Section 2175.001.

B. Through the Cooperative Contracts Program, DIR combines the buying power of Eligible Customers to obtain volume-discounted pricing for selected technology products and services. The Cooperative Contracts Program also makes it easier for Customers to acquire these products and services, by placing orders with and issuing payments directly to the Successful Respondents awarded a Master Cooperative Contract. Customers contact the Successful Respondent for pricing information, negotiate their own Additional Agreements, if any, and send their Purchase Agreements and payments directly to the Successful Respondent, not to DIR. Additional information regarding the Cooperative Contracts Program is located on DIR’s website at http://dir.texas.gov/View-About-DIR/Pages/Content.aspx?id=41.

C. DIR is not soliciting End-User IT Outsourcing Services for its own use. DIR competitively solicits bids for information technology products and services and establishes Master Cooperative Contracts for use by Eligible Customers. Therefore, Master Cooperative Contracts have a value of $0.

D. Customers must identify their own needs, then contact a Successful Respondent and obtain a price quote. Based on their needs, Customers may submit a Statement of Work when requesting a quote. Each Customer makes the best value determination and enters into a Purchase Agreement with the Successful Respondent.

Commodity Item Requirements A. Texas Government Code, Section 2157.068, requires State agencies to buy commodity items, as detailed below, in accordance with contracts developed by DIR, unless the agency obtains an exemption from DIR.

B. Commodity items are commercially available software, hardware, and technology services that are generally available to businesses or the public and for which DIR determines that a reasonable demand exists from a Customer. Hardware is the physical technology used to process, manage, store, transmit, receive, or deliver information. Software is a commercially available program that operates hardware and includes all supporting documentation, media on which the software may be contained or stored, related materials, modifications, versions, upgrades, enhancements, updates, or replacements, and may include Software provided as a service. Technology services are the services, functions, and activities that facilitate the design, implementation, creation, or use of software or hardware. Technology services include seat management, staff augmentation, training, maintenance, and subscription services. Seat management is a service through which a state agency transfers its responsibilities to a vendor to manage its personal computing needs, including all necessary hardware, software, and technology services.

Cost Recovery DIR recovers the costs of negotiating, executing, and administering the Cooperative Contracts Program through an administrative fee. DIR is authorized to charge a reasonable administrative fee, not to exceed two percent (2%) to all Customers per Section 2157.068(d) of the Texas Government Code. For the purposes of responding to this RFO, the administrative fee is seventy-five hundredths of a percent (0.75%). DIR reserves the right to change the administrative fee at any time during a Master Cooperative Contract term. DIR will notify Successful Respondents of any change in the administrative fee. The administrative fee must be included in the Successful Respondent’s price to the Customer and paid to DIR by the Successful Respondent.

DIR Cooperative Contracts Program Historical Sales Contracts negotiated and managed through the Cooperative Contracts Program resulted in over $9.7 billion in Customer purchases for the past three (3) fiscal years combined. Information contained within the table below shows the total purchases for the past three (3) fiscal years by Customer segment. These purchases represent contracts that are hardware, software, and services related. The State’s fiscal year runs September 1st through August 31st.

Table 1: DIR Cooperative Contracts Historical Sales

Source: DIR Data Warehouse Current Contracts DIR currently has multiple contracts to provide End-User IT Outsourcing Services. Table 2 End-User IT Outsourcing Services Sales Volume by DIR Fiscal Year shows the total sales volume sold through the End-User IT Outsourcing Services contracts for fiscal years 2023, 2024, and 2025.

Table 2: End-User IT Outsourcing Services - Sales Volume by DIR Fiscal Year

Source: DIR Data Warehouse Requirements and Statement of Work (SOW) A. This RFO is for services only. The individual sales of hardware and software outside of a service package are not within the scope of this solicitation.

B. DIR intends to award Master Cooperative Contracts to Respondents for DIR Customer use. Successful Respondents may respond to a Statement of Work (SOWs) from DIR Customers to perform services in the End-User IT Outsourcing Services Categories as described in this RFO. For more information about the SOW process please visit https://dir.texas.gov/it-solutions-and-services/buying-through-dir/statement-work-sow and 31 Texas Administrative Code Chapter 212.

SCOPE

In-Scope Products and Services A. DIR intends to contract with Successful Respondent(s) to provide End-User IT Outsourcing Services.

B. Respondent is responsible for ensuring the products and services proposed are within the scope of this RFO.

C. DIR may modify the scope of this RFO through an Addendum. Respondent is responsible for monitoring ESBD for Addendum updates and making any necessary adjustments to its response.

D. Within each Service Category listed below, examples have been provided. The list of examples is not intended to be exclusive, but rather general indications of the types of services within a given Service Category. Other services that may not be detailed or listed as examples, but which adhere to the definition for each Service Category are also in scope.

E. Each of the categories implies the requirement for the skills to accomplish the outcome and deliver an acceptable service to the Customer.

Service Categories Emerging technologies including, but not limited to, Artificial Intelligence (AI), Quantum Computing, the Respondents’ software for service delivery, etc. may be leveraged if approved by the requested agency provided the use of these technologies is properly documented in the final scope of work of deliverables and/or other services. These technologies must follow applicable laws and regulations. Agencies may request information on technologies such as transparency, governance, and data management.

Some of the functions listed in each of the categories can overlap, meaning it could fit in another category but for evaluation purposes they are being listed as shown and Respondents will identify the categories that they are proposing according to how they are listed and identified as follows:

End-User IT Management Services End-user IT management services cover a range of technical and support functions, including but not limited to: IT help desk and support, desktop and hardware management, software updates and maintenance, license management, AI compliance and security management for end-user devices. These services also include device provisioning, user training, data backup and recovery, and managing network connectivity to ensure users have functional and secure computing experience.

A. Help Desk and Support: Provides technical assistance to users, troubleshoots issues, and resolves problems through various channels, including but not limited to remote assistance and on-site support, both of which may include email, chat, and self-service portals, often on a 24/7 basis.

B. Remote and on-site support: Offers solutions to common problems through remote management software, while also providing on-site assistance for more complex hardware issues. Manage and provide remote support to “take over” and support a piece of equipment from a centralized location by Successful Respondent personnel. Successful Respondent shall provide phone support to assist in the resolution of problems from a location that is remote to the end-user Customer.

C. Desktop and Hardware Management: Handles the setup, configuration, and maintenance of user devices like laptops and workstations, that may include but is not limited to any information technology equipment that may be made commercially available within the current and future technology marketplace that addresses a business need of a Customer such as desktops/workstations, notebooks/portables, mobility devices, end-user support servers, storage area networks, networking, software, and peripherals.

D. Software Management: Ensures all necessary software is installed, updated, license management, AI compliance and running efficiently and securely.

E. Data Backup and Recovery: Automates data backups and provides disaster recovery services to protect and restore user files.

F. Acquisition or Lease: Successful Respondent must be capable of provisioning equipment using standard configurations developed by Customer. Successful Respondent shall be responsible for bearing the cost of acquisition or lease costs that may be applicable in the procurement process and for IT equipment that may be required by a Customer.

G. Security and Access Management: Protects end-users and their devices from cyber threats through endpoint security and access control. Manages user permissions and access to applications and resources.

H. User experience and Training

1. Device Provisioning: Set up and prepares new hardware for end users.

2. User Training and Education: Provides resources and training to help users effectively and securely use technology.

3. Knowledgebase Management: Creates and maintains documentation and resources for both users and IT staff.

I. Network and Cloud Services

1. Network Management: Optimizes and maintains the network infrastructure that end-users connect to, including Wi-Fi and VPNs.

2. Cloud Management: Manages and streamlines the use of Cloud based applications and storage for users. Maintain compliance with established security controls and standards, such as those defined by TxRAMP.

IT asset management (ITAM) IT Asset Management (ITAM) covers the entire lifecycle of IT assets, including but not limited to hardware, software, cloud resources, and digital assets. Services include inventory tracking, license management, contract management, Al compliance and financial and risk management to optimize costs and ensure compliance.

A. Hardware Asset Management: Tracks the physical lifecycle of assets like servers, laptops, and mobile devices from procurement to disposal.

B. Lifecycle Management: Involves planning, acquisition, deployment, maintenance, and retirement of all IT assets.

C. Inventory and Tracking: Maintains an accurate, up-to-date inventory of all assets and tracks their location and user.

D. Contract and Renewal Management: Tracks warranties, maintenance contracts, and software license renewals to ensure continuous service and avoid lapses.

E. Cost and Financial Management: Helps optimize spending by identifying cost-saving opportunities, managing total cost of ownership, and optimizing asset utilization.

F. Risk and Compliance Management: Ensures compliance with licensing rules, regulations, and internal policies, and minimizes risks associated with assets.

G. Device as a Service (DaaS): Provides hardware like PCs, laptops, and smartphones along with maintenance, support and management services on a subscription/lease basis.

H. Mobile device management (MDM): Addresses the rise of "bring your own device" (BYOD) policies by managing and securing employee-owned smartphones and tablets.

I. Virtual desktop infrastructure (VDI): Provides virtualized desktops to end users, allowing them to access their applications and data from any device, anywhere.

J. Asset Discovery and Inventory: Identifies and documents all IT assets, including hardware, software, and cloud-based services.

K. Compliance Management: Ensuring adherence to software licensing agreements, internal policies, and external regulatory standards L. Security Management: Identifying security issues, managing security controls, and reducing risk associated with assets.

Desktop Outsourcing and Management Service Manages an organization’s day-to-day desktop computing environment and end-user support. Modern desktop outsourcing involves a comprehensive suite of services, often delivered through a combination of on-site, off-site, remote, and cloud-based models to include but not limited to the following:

A. Help Desk and Support: Provides technical assistance to users, troubleshoots issues, and resolves problems through various channels, such as remote assistance and on-site support, which also includes email, chat, and self-service portals, often on a 24/7 basis.

B. Hardware Management: Deployment, installation, maintenance, repair, secure data destruction and lifecycle management of desktop computers, laptops, and peripheral devices.

C. Software Management: Installation, configuration, license management, regular updates, Al compliance and patching operating systems (OS), and applications.

D. Cybersecurity: Implementing and monitoring robust security measures like firewalls, antivirus software, threat detection, access management, incident response, and data encryption to protect digital assets and ensure compliance with regulations (e.g., HIPAA, GDPR).

E. Data Management & Disaster Recovery: Ensuring secure, regular data backups and implementing rapid recovery plans to minimize data loss and downtime during incidents.

F. Network Management: Ongoing monitoring and maintenance of the network infrastructure to ensure reliable connectivity and performance.

G. Mobile Device Management (MDM): Managing the security and functionality of employee-owned or company-provided mobile devices.

H. AI and Automation: Respondents shall comply with all state and federal level regulations, as applicable, for the use of AI. Respondents will utilize AI and related automation at the direction and in the sole discretion of future customers AI and Automation: Service providers are integrating Artificial Intelligence (AI) and automation to handle routine tasks (like password resets) and for proactive system monitoring, which improves efficiency and frees up human IT staff for more complex issues.

I. Hybrid Work Models: The rise of remote and hybrid work has increased demand for flexible, scalable solutions that ensure seamless, secure access and support for employees working from anywhere.

J. Shift to DaaS: Desktop as a Service (DaaS) and cloud-based platforms are gaining traction, allowing businesses to access computing resources on demand and pay on a consumption basis, reducing large upfront infrastructure investments.

K. Strategic Partnerships: Outsourcing is increasingly viewed as a strategic partnership rather than just a transactional service, focusing on achieving specific business outcomes and continuous improvement through data analytics.

L. Focus on Specialization: Companies often outsource access to a global talent pool with deep expertise in specialized areas (like cloud architecture or AI/Machine Learning (ML) development) which may be difficult or costly to hire internally.

Integrated IT and Facility Support Integrated IT and facility support (Previously known as Moves/Adds/Changes “MAC”) is the processes for managing technology and workspace changes, including moving equipment, reconfiguring networks, and adding new users. These services are crucial for businesses to quickly adapt to growth, technology upgrades, or other organizational shifts with minimal disruption. Successful Respondent shall be capable of providing the services described for volume-based projects that affect several end-users as may be necessary throughout the term of a Customer’s Statement of Work. Provide day-to-day technical on-site support services, to include, but not be limited to:

A. Moves: Relocating existing equipment, including IT hardware, phones, and office furniture, for an individual, department, or entire office.

B. Adds: Reconfiguring existing systems, such as upgrading technology, changing cabling, or adjusting power and network connections.

C. On-Site Support: Having technicians on-site to manage and execute these tasks, which can involve installing new equipment, reconfiguring workstations, and ensuring all infrastructure is in place and working correctly.

D. Project management: Managing the entire process, including coordination with other trades like furniture installers, to ensure a smooth transition and minimize downtime.

E. Hardware and infrastructure: This often includes handling all aspects of IT infrastructure, from network and data cabling to electrical connections and support systems.

F. Scalable and flexible: Services are designed to be scalable, handling everything from single desk moves to large-scale office relocations.

G. Focus on risk and compliance: Professional providers follow standardized procedures to reduce errors and ensure security compliance, especially for sensitive data management.

H. On-Site Staff: Successful Respondent staff residing at a Customer location, assisting with complex problem identification, resolving complex issues which cannot be resolved by assistance of the help desk, installation of emergency hardware/software fixes, troubleshooting, physical relocation of equipment, continuing equipment modifications or upgrades, installation/de-installation, packing/unpacking of equipment, and swaps/replacement of equipment.

Miscellaneous Services These services may be stand alone or part of a total solution package which includes any of the categories above plus additional services to included but not limited to:

A. Digital workplace productivity and collaboration

1. Productivity suite support: Provides management and support for collaboration and productivity tools, such as Microsoft 365, SharePoint, and Google Workspace.

2. Unified communications: Manages voice, video, and messaging systems to ensure seamless communication across the organization.

3. Application management: Includes the installation, support, and maintenance of all other end-user applications.

4. User experience monitoring: Uses data and analytics to monitor the health of end-user devices and applications, identifying problems before they impact productivity.

B. Security and compliance

1. Endpoint security: Protects all end-user devices from malware, phishing, and other cyber threats.

2. Identity and access management: Manages user access to applications and data, often with single sign-on (SSO) and multifactor authentication (MFA).

3. Data backup and recovery: Ensures that all end-user data is backed up and can be recovered in the event of a system failure or cyberattack C. Standard and Ad Hoc Reporting and Documentation: Produce various types of reports via online or hard copy as may be required by a Customer. These may include but not be limited to number of problems/calls logged, number of dispatch calls, and resolution time frames. Successful Respondent shall allow a Customer’s authorized end-user to have electronic access to view and query Successful Respondent’s standard reports.

D. Break/Fix/Maintenance Services: Manage support services, including bearing any cost, for all equipment owned and provided by the Successful Respondent. This would include, but not be limited to: time and materials maintenance, troubleshooting, on-site support function, and upgrading of equipment as needed to provide any new technological features.

E. Unwind/End of Engagement Services: Manage the de-installation and packaging of Successful Respondent provided equipment, to include but not be limited to providing a plan to manage unwinding of the services, and removal of hard drives. Hard drives must be left with a Customer for destruction.

F. Mobility: This category defines mobility as the provision of internal end-user support for all mobile functionalities. The mobile services include Labor, facilities, systems, processes, management and connectivity, managing mobile devices, including bringing your own device (BYOD) to securely work with the customer’s network and base systems Managing mobile device connectivity service, Problem categorization and logging, Problem tracking and escalation, Problem resolution.

G. Data Management: Provides service of collecting, organizing, securing, and maintaining data throughout its lifecycle to make it reliable, accessible, and usable for business decisions. Key aspects to know include data governance, quality control, security, storage, and lifecycle management, along with the processes of integrating, archiving, and destroying data securely and efficiently.

H. Hosted Virtual Desktop (HVD) Services: Provides end users with a complete, secure, and fully managed desktop environment—including the operating system, applications, and user data—delivered from remote servers hosted in a cloud or data center environment. These services shall enable users to access their virtual desktops from any authorized device with an internet connection.

The HVD solution shall support key organizational objectives, including enhanced security and data protection, scalability to meet variable demand, operational flexibility to enable remote and hybrid work models, simplified desktop management and maintenance, and reduced hardware and lifecycle costs.

Related and synonymous terms within this service category include:

1. Virtual Desktop Infrastructure (VDI): The underlying technology that enables the centralized hosting of virtual desktop environments.

2. Hosted Virtual Desktop (HVD): The end-user desktop experience delivered through remote hosting.

3. Desktop as a Service (DaaS): A cloud-based service model through which virtual desktops are delivered and managed by a third-party provider.

4. Hosted Virtual Desktop Interface (HVDI): A less commonly used term that may refer to the interface or access mechanism for connecting to a hosted virtual desktop environment.

I. Network Management Services (NMS): Specialized IT solutions that handle the monitoring, maintenance, and optimization of an organization's network infrastructure, often outsourced to a third-party provider. These services include but are not limited to network design, security, and troubleshooting, and are crucial for ensuring connectivity, performance, and security while reducing IT complexity and costs. Key functions include proactive monitoring, security threat detection, software and hardware management, and scalability to support business growth. For DIR eligible telecom Customers, telecommunications connectivity services will be achieved through the DIR consolidated telecommunications system, TEX-AN.

1. Proactive monitoring and maintenance: NMS continuously monitor network performance to detect and resolve issues before they cause downtime. This includes routine tasks like applying software updates and patches.

2. Security: Providers manage security for network infrastructure and data, which involves continuous threat detection, preventing unauthorized access, and implementing security policies.

3. Performance optimization: NMS analyze network traffic and performance data to ensure the network runs smoothly and efficiently.

4. Troubleshooting and support: Providers offer expert support to diagnose and resolve network issues, often as part of a larger managed IT and cybersecurity offering.

5. Network design and implementation: NMS can assist with the initial design and setup of a network, including the implementation of new hardware and software.

6. Scalability: Services can be adjusted to meet the changing needs of a business, such as integrating new locations or deploying cloud-based solutions.

J. Software Services: Manage services for software to include, but not be limited to software configuration management, license management, AI compliance, patches, automated distribution, imaging creation, and imaging implementations.

K. Security Services: Manage security services as applicable to the customer equipment, Provisioning of Equipment, and Procurement Services, that may be provided. To include, but not be limited to firewalls, passwords, and data protection, equipment shipped in a default secure configuration, and option to keep a hard drive is required within the applicable equipment configuration.

Exclusions/Out of Scope The following products and services are not in the scope of this RFO:

A. Products and services that are not advertised in this RFO in the NIGP Commodity Codes Table on the title page of this RFO.

B. Custom application development services.

C. Deliverables-Based Information Technology Services (DBITS).

D. Cloud Broker Services.

E. Cloud Assessment Services.

F. Professional or consulting services as defined in Chapter 2254 of the Texas Government Code.

G. Products identified on the State of Texas Prohibited Software/Applications/Developers (manufacturers) list posted at:

https://dir.texas.gov/information-security/prohibited-technologies H. Telecommunications services, including any telecommunications services offered in a contract awarded by DIR under a Texas Agency Network (TEX-AN) procurement.

Electronic and Information Resources (EIR) Accessibility A. Under Texas Government Code, Chapter 2054, Subchapter M, and DIR implementing rules, DIR’s state agency and Institution of Higher Education Customers must procure EIR that complies with the accessibility standards defined in the Texas Administrative Codes 1 TAC 206, 1 TAC 213, and in the Worldwide Web Consortium WCAG 2.1 AA (or higher) technical standard as applicable, and when such products or services are available in the commercial marketplace or when such products are developed in response to procurement solicitations. All associated documentation must also be in an accessible format. Examples of accessible format include: properly formatted PDFs created by exporting documents instead of creating a jpeg file; alt text for images; keyboard-only navigation; color contrast; compatible with zoom magnification; graphics include labels and do not rely solely on color.

B. Accordingly, all Respondents must provide accessibility documentation (when applicable) in an accessible format:

1. For each commercial product (also referred to as commercial off the shelf or COTS), and service products such as Software as a Service (SaaS), Platform as a Service (PaaS), and any other managed services that include a user interface, a completed Accessibility Conformance Report (ACR) or the specific URL to view the ACR online. See Section 2.3.1 for detailed requirements.

2. For non-product offerings (such as IT related development services, services that include user interfaces, managed services, online components, etc.), a Vendor Accessibility Development Services Information Request (VADSIR), which documents Respondent's capability or ability to produce or customize accessible applications and websites. See Section 2.3.2 for detailed requirements. Support documentation and documentation as part of the final deliverable must be provided in an accessible format.

3. The Policy Driven Adoption for Accessibility (PDAA) for Vendor Self-Assessment. See Section 2.3.3 for detailed requirements.

C. Responses with missing or incomplete required accessibility documentation will receive a failing score for the EIR accessibility evaluation and may be disqualified.

ACR Submission and Review A. All Respondents must provide ACRs created using the applicable sections of the Voluntary Product Accessibility Template® (VPAT®) Revised Section 508 Edition (version 2.4 or higher), WCAG (version 2.4 or higher or provide the specific URL to the online ACR on manufacturer(s)’ websites (where available) for every product (as defined above) or product family (as applicable) included in the submitted pricelist. Instructions on how to complete this document are included in the template itself. The template is included in this RFO as Exhibit G ACR (VPAT).

B. Respondents claiming that a proposed product or family of products is exempt from accessibility requirements must specify the product(s) as such in “Notes” located in the product information section of the VPAT v.2.4 or higher, specifying each exempt product or product family with a supporting statement(s) for this position.

C. Respondents that do not already have accessibility documentation should complete the form included in the bid package or may obtain the form located here: http://www.itic.org/public-policy/accessibility. Resellers should obtain an ACR(s) from the manufacturer or provide the specific URL for the online ACR on the manufacturer’s website.

D. For responses with greater than 10 ACRs, DIR will review a random sample of ACRs for credibility and completeness.

E. Respondents that submit incomplete ACRs or are unable to provide or obtain ACRs for products it manufactures or for products from manufacturers it represents, may be required to submit a letter (Accessibility Statement) stating that some or all product(s) accessibility documentation may be missing, product accessibility is untested, and an explanation of alternate accommodation.

VADSIR Submission and Review A. Respondents must ensure that digital accessibility standards and best practices are integrated into key phases of the project development lifecycle including but not limited to planning, design, development, functional testing, maintenance; and report accessibility status at key project checkpoints as defined by Customers.

B. Respondents must complete a VADSIR Questionnaire, included in this RFO as Exhibit H VADSIR Questionnaire, to document the Respondent's capability to develop accessible products if the response includes one or more of the following offerings:

1. Website development services

2. Web Application Development Services

3. Custom development services as part of an integrated solution

4. Client-based software application development services

5. Other software development services containing one or more user interfaces (end user, administrative, etc.)

C. Support documentation and documentation as part of the final deliverable must be provided in an accessible format.

D. VADSIRs will be evaluated by DIR for credibility and completeness.

PDAA Submission and Self-Assessment Score A. All Respondents must complete Exhibit F PDAA Self-Assessment Questionnaire for responses that include technology products or services. The PDAA generates a self-assessment score which is an indicator of the Respondent’s organizational accessibility maturity or how the organization has implemented accessibility best practices within its operations and business processes. The PDAA is an organizational assessment, not an assessment of products or services listed in the Response.

B. PDAA score will be included in the evaluation. A missing, incomplete, blank, or zero-score PDAA will receive a failing score and may be disqualified.

Form of Contract Sample Master Cooperative Contract and Terms Negotiation The required standard terms and conditions that will be included in any Master Cooperative Contract awarded as a result of this RFO are contained in the Sample Master Cooperative Contract included as Attachment 1 and Appendix A Standard Terms and Conditions included as Attachment 2.

Requesting Exceptions Respondent must use Exhibit A1 Exceptions Table and follow the instructions in RFO Section 3.7.3.5 to request any exception.

Term of Contract DIR anticipates that the term of the Master Cooperative Contract will be an estimated two (2) years with one (1) optional two-year renewal and one (1) optional one-year renewal to be exercised by DIR at its discretion. Additionally, DIR, in its discretion, may extend the term of the Master Cooperative Contract by up to twelve (12) months under the then-current terms and conditions upon thirty (30) days written notice to the Successful Respondent.

GENERAL SOLICITATION INFORMATION

Point of Contact A. Thuvan Huynh is the sole point of contact for this procurement. Routine correspondence may be directed to Thuvan Huynh as follows:

Thuvan Huynh Department of Information Resources 208 E 10th St, 3rd floor, Suite 309 Austin, Texas 78701 Email: thuvan.huynh@dir.texas.gov B. Respondents shall make no contact concerning this RFO with other DIR personnel, except as permitted by the point of contact. Failure to comply with this requirement at any point prior to contract award may result in disqualification. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement. Contact with DIR Business Outreach Coordination is allowed solely for the purpose of addressing Subcontracting Plan questions.

Response Integrity A. To ensure the integrity of the competitive process, a Respondent may not directly or indirectly communicate any of the contents of its Response to:

1. A competitor of the Respondent; or

2. Any other company, corporation, firm, partnership, individual, or related entities of the same parent company engaged in the same line of business as the Respondent; or

3. A related entity of the Respondent engaged in the same line of business as the Respondent.

B. This prohibition is in effect during the preparation of the Response and while the Response is pending with DIR, including the negotiation and finalization of any resulting Master Cooperative Contract. The term “related entities” includes, but is not limited to, affiliates, subsidiaries, associates, branches, and divisions. It does not include entities that may occasionally enter into teaming agreements with one another to provide services under a contract with a third party but otherwise have no legal relationship with each other.

C. When a related entity of the Respondent (whether related at the time Responses are due or at any time thereafter) submits a competing Response, DIR may require additional information to ensure each separate Response is independent. Failure to provide or fully disclose all such information may, at DIR’s discretion, disqualify Respondent or result in the termination of any resulting Master Cooperative Contract.

Schedule of Events DIR anticipates the following schedule for this RFO. DIR reserves the right to modify these dates at any time. Modifications to the schedule will be posted on the Electronic State Business Daily (ESBD) website.

Table 3: Schedule of Events

Virtual Optional Bidder's Conference A. DIR will hold a Virtual Optional Bidder’s Conference for this procurement on the date and time specified in Section 3.3 Schedule of Events. It is recommended that at least one (1) Respondent representative attend this Virtual Optional Bidder’s Conference.

B. The Virtual Optional Bidder’s Conference will provide overview information of the RFO. Information in any form other than the materials constituting this RFO, its Exhibits, and any Addenda shall not be binding on DIR.

C. DIR will provide attendees the opportunity to submit written questions via the Virtual Optional Bidder’s Conference. DIR requests that all questions submitted at the Virtual Optional Bidder’s Conference reference the appropriate RFO or Exhibit page and section number.

D. The Virtual Optional Bidder’s Conference will be available live via the web. To participate in this live interactive Virtual Optional Bidder’s Conference , you must register at:

https://www.zoomgov.com/webinar/register/WN_Uarc9sSRS2ifwMfFVhGhmA Written Questions and Answers A. Respondents may submit all questions regarding this RFO through the BidStamp VIS. Questions regarding this RFO will be accepted until the date and time specified above in Section 3.3 Schedule of Events.

B. Official answers will be posted as an Addendum to this RFO, on the Electronic State Business Daily (ESBD), available at http://www.txsmartbuy.com/esbd.

C. By submission of a question, potential Respondents acknowledge that the applicable question will be posted with each answer; therefore, potential Respondents should not include any confidential or proprietary information in such questions. DIR will not publish the identity of any potential Respondent that submitted any particular inquiry.

D. Wherever possible, DIR encourages Respondents to use this process to resolve any questions regarding this RFO rather than submitting assumptions or exceptions with its Response. DIR will make a good faith effort to answer all questions submitted. However, DIR may decline to provide substantive answers to questions that are vague, overly broad, or unrelated to this RFO, or may refer potential Respondents to previous answers to similar questions as appropriate.

State of Texas Subcontracting Plan Form As described below, Respondent must complete and submit with its Response a signed RFO Exhibit D State of Texas Subcontracting Plan (SP), including any Good Faith Effort documentation required by the form.

VetHUB Purpose It is the policy of DIR to make a good faith effort in accordance with the Texas Government Code, Chapter 2161, Subchapter F, and VetHUB Rules promulgated by the Texas Comptroller of Public Accounts (CPA), 34 TAC, Chapter 20. Pursuant to Texas Government Code 2161, DIR has determined that subcontracting is probable under a contract awarded as a result of this RFO.

Completed State of Texas Subcontracting Plan (SP) All Respondents to this RFO, including those that are certified or those who do not plan to subcontract, must complete Exhibit D SP as part of the Response to this RFO. Responses with a missing or incomplete Exhibit D SP will fail the State of Texas Subcontracting Plan evaluation and may be disqualified.

Please review Exhibit D SP carefully and allow sufficient time to identify and contact VetHUBs and allow them time to respond. If Respondent does not plan to subcontract, Respondent must state that fact in Exhibit D SP. A signed copy of Exhibit D SP must be submitted as part of the Response. The completed Exhibit D SP will become a part of any contract awarded as a result of this RFO, and may be amended in accordance with that contract.

VetHUB Resources Available A list of certified VetHUBs is available on the CPA website at: https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. For additional information, contact the CPA’s VetHUB program office at VetHUBprogram@cpa.texas.gov. If Respondents know of any businesses that may qualify for certification as a VetHUB, they should encourage those businesses to contact the CPA VetHUB program office.

Successful Respondent Qualifications Respondents to this RFO must be one (1) of the following:

A. Respondents to this RFO must be a Manufacturer or publisher of the offered product who will sell directly to Customers through a DIR Master Cooperative Contract, as applicable.

B. Manufacturer or publisher of the offered product who will execute a DIR Master Cooperative Contract with DIR and designate one or more Designated Reseller to sell directly to Customers on its behalf, as applicable. The manufacturer or publisher may also sell directly to Customers.

C. Service provider who will provide services directly to Customers through a DIR Master Cooperative Contract.

Federal Requirements A. State agencies are prohibited from doing business with terrorists and terrorist organizations. Any Respondent listed in the prohibited vendor list authorized by Executive Order #13224, "Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism”, published by the United States Department of the Treasury, Office of Foreign Assets Control (“Terrorism List”) shall not be awarded a Master Cooperative Contract as a result of this RFO. Any Successful Respondent must agree that if at any time during the term of the Master Cooperative Contract the Successful Respondent is listed on the Terrorism List, the Successful Respondent shall promptly notify DIR. As part of DIR’s contract management, periodic checks will be performed to ensure Successful Respondent remains in compliance with these federal requirements. DIR shall have the absolute right to terminate the Master Cooperative Contract without recourse in the event the Successful Respondent becomes listed on the Terrorism List.

B. Should any Successful Respondent become…