ESBD_File_301907_IFB_3202300050_Project_Search.pdf

INVITATION FOR BIDS (IFB)

AGENCY INVOICE ADDRESS REFER INQUIRIES TO:

TEXAS WORKFORCE COMMISSION

Accounts Payable Email: APPO@twc.state.tx.us

TEXAS WORKFORCE COMMISSION

Name: Rachel Dean, CTCD Email: vendorproposals@twc.texas.gov

PROCUREMENT NUMBER BID OPENING

3202300050 Date: October 20, 2022, Time: 10:00AM Central Time (CT)

VENDOR NAME:

*DBA (If Sole Owner):

VENDOR MAILING ADDRESS:

VENDOR BILLING ADDRESS: (If different from mailing)

CITY, STATE, ZIP CODE

VENDOR CONTACT PHONE NUMBER: FAX NUMBER:

VENDOR CONTACT E-MAIL ADDRESS:

VENDOR TEXAS IDENTIFICATION NUMBER:

(Issued by the Texas Comptroller of Public Accounts)

VENDOR FEDERAL EMPLOYER IDENTIFICATION NUMBER:

(Issued by the Internal Revenue Service)

*If you are a Sole Owner or Individual Recipient, enter your Social Security Number:

Check below to claim a preference under statute:

Goods produced or offered by a Texas bidder that is owned by a Texas resident service-disabled veteran.

Goods produced in Texas or offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran.

Agricultural products grown in Texas Agricultural products offered by a Texas bidder Services offered by a Texas bidder that is owned by a Texas resident service-disabled veteran.

Services offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran.

Texas Vegetation Native to the Region USA produced supplies, materials or equipment Products of persons with mental or physical disabilities

Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel

Energy Efficient Products Rubberized asphalt paving material Recycled motor oil and lubricants Products produced at facilities located on formerly contaminated property

Products and services from economically depressed or blighted areas

Vendors that meet or exceed air quality standards Recycled or Reused Computer Equipment of Other Manufacturers Foods of Higher Nutritional Value

Due to COVID-19, TWC only accepts emailed bids. If a hard copy of the bid is submitted, it will not be screened and will not be returned. Bids received after the submission deadline will be disqualified.

This solicitation is being advertised in accordance with 2155.067 of the Texas Government Code. Only bids on items conforming exactly to these specifications, which include proposing only the brand name(s), make and model number(s) specified, will be considered in determining the award. If a competing vendor believes it can satisfy these specifications, it should respond and explain how the specifications can be met.

Quantities shown below are estimated annual quantities. Actual order quantities may vary.

Line Item No.

Class & Item Description Quantity Unit Of

Measure Unit Price Total

1. 916-80 Project SEARCH Licensing including technical assistance in accordance with scope of services/specifications shown in Section 5.a.

2 EA $ $

2. 915-51 Statewide Meetings (Virtual. One day) in accordance with scope of services/specifications shown in Section 5.b. 1 EA $ $ mailto:APPO@twc.state.tx.us mailto:vendorproposals@twc.texas.gov

3. 915-51 Regional Meetings (In-Person. One day) in accordance with scope of services/specifications shown in Section 5.c.

6 EA $ $

4. 915-51 Technical Assistance: Targeted (Virtual. Half day) in accordance with scope of services/specifications shown in Section 5.d.

8 EA $ $

5. 962-76 Technical Assistance: Targeted (In-Person. One day) in accordance with scope of services/specifications shown in Section 5.e.

4 EA $ $

6. 915-51 Technical Assistance: Remote in accordance with scope of services/specifications shown in Section 5.f. 75 Hour $ $

7. 915-51 Fidelity Review: Self-Audit (virtual) in accordance with scope of services/specifications shown in Section 5.g. 14 EA $ $

FAILURE TO SIGN MAY DISQUALIFY BID – SIGNATURE MUST BE IN INK

SIGN HERE: SIGNATURE DATE:

Respondents should carefully study all specifications, terms, and conditions prior to submitting a bid.

1. INTRODUCTION:

a. Texas Workforce Commission (TWC) intends to establish a contract with the Children’s Hospital Center for purposes of providing technical assistance, program evaluation, program development and continuous improvement to Project SEARCH sites across Texas.

b. The individual listed below may be emailed for clarification of this solicitation. No authority is intended or implied that the specifications may be amended, or alternates accepted prior to bid opening without written approval of the TWC.

Purchaser: Rachel Dean, CTCD Email: vendorproposals@twc.texas.gov

c. TWC will accept electronic email submission bids only. Hard copy bids will not be accepted or processed.

d. Bids must be returned to TWC not later than 10:00 AM Central Time (CT), October 20, 2022. Late bids will not be accepted.

e. TWC is not responsible for responses received late, illegible, incomplete, or otherwise considered disqualified due to failure of electronic equipment or operator error.

2. GUIDANCE FOR BID PREPARATION:

a. Each bidder by signing the bid form certifies that their bid meets or exceeds all mandatory specifications set forth in this IFB.

b. An authorized officer of the vendor must sign the bid. Bids must be responsive to the specifications contained herein but may contain additional information considered pertinent by the bidder. TWC reserves the right to not make an award from this IFB.

3. CONTRACT AWARD:

a. Award will be made to the lowest compliant bid.

4. CONTRACT TERM:

a. Two (2) years from date of contract execution with one (1) two (2) year renewal option.

b. Renewal of the Contract shall be for the original response price; however, if the option to renew is exercised, TWC will permit a price adjustment upwardly or downwardly after the end of the first contractional period and each renewal period when correlated with the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W), U.S. City Average, (All items) published by the Bureau Labor Statistics (BLS), Washington D.C. The initial contractual period rate may be adjusted by the latest announced change in the CPI-W for the prior 12-month period, limited to a maximum of 4% increase per contract period or any amount of decrease.

c. The Contract may be amended only by written agreement signed by both parties.

mailto:vendorproposals@twc.texas.gov

5. Scope of Services/Specifications:

Children's Hospital Medical Center shall be responsible for providing services to the Texas Workforce Commission Vocational Rehabilitation (TWC-VR) that include:

a. Project SEARCH Licensing & Technical Assistance Agreement.

i. Licensee receives a comprehensive package of resources and tools:

1. Project SEARCH Member Portal, Curriculum, Essential Documents, VocFit, Webinars, Videos, Online Training Modules, Project SEARCH Specialist Connection, etc.

ii. New programs receive the following Technical Assistance:

1. Introduction and Planning for Project SEARCH (Model Fidelity Overview, Partnerships, Internship Recruitment and Selection, Additional Tools and Concepts, Task List and Program planning)

2. Teaching and Training for Success (Eight (8) Virtual Training modules (about two (2) hours each))

3. In-Person Internship Development and On-Site Team Orientation for Program Delivery

4. Virtual Check-in with Steering Committee

Note: The price of the Project SEARCH license and technical assistance will be shared at 50% each between TWC and the Project SEARCH licensee.

b. Statewide Meetings (Virtual. One day)

i. Partners (all TX Project SEARCH programs) to gain understanding of State of Project SEARCH and share strategy and resources to implement program according to the model and reach the goal of competitive employment for every intern.

c. Regional Meetings (In-Person. One day)

i. Partners (TX Project SEARCH programs in each Region) to gain understanding of State of Project SEARCH and share strategy and resources to implement program according to the model and reach the goal of competitive employment for every intern.

d. Technical Assistance (TA): Targeted (Virtual. Half day)

i. The Virtual Technical Assistance is aimed to foster collaboration, share creative insights, drive innovation, build the next generation of young workers with disabilities, and reach meaningful employment outcomes for every Project SEARCH intern. May include a single site or multiple sites.

e. Technical Assistance (TA): Targeted (In-Person. One day)

i. This In-Person Technical Assistance is aimed to foster collaboration, share creative insights, drive innovation, build the next generation of young workers with disabilities, and reach meaningful employment outcomes for every Project SEARCH intern. May include a single site or multiple sites.

f. Technical Assistance (TA): Remote

i. State leadership meetings, technical assistance, problem solving with small groups. These will be completed virtually via virtual platforms (Teams, Zoom, etc.), phone calls, emails, etc.

ii. Specific topics may require several hours at a time and could be bundled.

iii. Charge based on number of hours provided.

iv. Approximately seventy-five (75) hours per year

1. discussing program issues/needs

2. participating in steering committee meetings

3. clarifying roles & responsibilities

4. problem solving partnerships, internships, or specific intern challenges

5. discussing database/web portal data entry and locating resources

6. reviewing self-audit and identifying continuous improvement goals

7. addressing model fidelity challenges

8. reviewing other topics as needed, such as marketing tools, government regulations, budget, culture climate, etc.

9. assisting with host business challenges and changes

g. Fidelity Review: Self-Audit. Per site (virtual)

i. Supports continuous quality improvement in program performance

ii. Provides a tool for the steering committee to identify your best practices as well as areas for improvement and strategic planning.

iii. Identifies areas where a program site is out of alignment with model fidelity.

ATTACHMENT 1 – TWC Terms & Conditions (6/15/2022)

By responding to the solicitation or fulfilling the awarded Purchase Order (PO), the Vendor agrees to the terms and conditions below, which apply to and become a part of every Texas Workforce Commission (TWC) purchase. Only mutual written exceptions will be valid. Where a purchase is made without the Invitation for Bids (IFB), Request for Offers (RFO) or Request for Proposals (RFP) process, IFB/RFO/RFP, equates to “Purchase Order” and “Bidder/ Offeror/Proposer/Respondent” equates to “Vendor.” Any specification in the solicitation that conflicts with these standard terms and conditions takes precedence. All references to “days” shall be calendar days unless specified otherwise.

***NOTE TO VENDORS: Any terms and conditions attached to a vendor’s solicitation response will not be considered unless the Vendor specifically refers to them on the face of the first page of its response.

***WARNING: Such terms and conditions may result in disqualification of the submitted Vendor’s response (e.g., responses with a requirement to apply the laws of a State other than Texas.)

1. SOLICITATION RESPONSE REQUIREMENTS

1.1. Written Specifications: TWC will not be bound by any oral statement or representation contrary to the written specifications contained in the solicitation.

1.2. Incomplete Responses: Late, illegible, incomplete and/or unsigned responses may be deemed non-responsive and may not be considered.

1.3. Freight: Prices quoted are to include freight prepaid, F.O.B. Destination (Free on Board). Enter unit price on quantity and unit of measure specified - extend and show total. In case of errors in extension, unit prices shall govern.

1.4. Firm Pricing: Prices submitted are expected to be firm for TWC acceptance for ninety (90) days from the solicitation deadline. "Discount from list" offers are not acceptable unless specifically requested. Cash discounts will not be considered in determining the low offer. All cash discounts submitted will be taken if earned. Prices must remain firm for the duration of the term of the PO/contract.

1.5. Ties: In the case of tie bids, the award will be made in accordance with the preferences listed under 34 Texas Administrative Code (TAC) §20.306.

1.6. Preferences: In making an award, TWC shall apply the preferences listed at 34 TAC §20.306.

For purchase or lease of computer equipment TWC shall apply a preference for manufacturers that have a computer recycling program as described in 1 TAC §217.11.

1.7. Bid Alteration/Withdrawal: A submitted response to a solicitation cannot be altered or amended after the solicitation deadline, except by formal negotiation via the RFO/RFP processes. Any alteration made before the solicitation deadline is to be initialed by Vendor or the Vendor’s authorized agent. Vendors are not allowed to withdraw their submitted response after the solicitation deadline without approval by TWC.

1.8. Rejection of Bids: In accordance with Texas Government Code §2156.008, TWC reserves the right to reject a bid in which there is a material failure to comply with specification requirements. TWC may reject all bids or parts of bids if the rejection serves the State’s best interest.

1.9. Tax Exempt: Purchases made for State use are exempt from the State Sales tax and Federal Excise tax. Do not include tax in bid. Excise Tax Exemption Certificates are available upon request.

1.10. Other Entities: TWC requests that the Vendor extend the same contract prices and conditions to Local Workforce Development Boards (LWDB) and Child Care Management Services (CCMS) entities contractually linked with TWC, if awarded the contract.

1.11. Identify All Parties: TWC requires all business partners, equipment, support or maintenance providers who will perform under an awarded contract to be identified prior to contract award for TWC approval. Substitutions of providers shall be submitted in writing for TWC approval during the term of the agreement.

1.12. No Travel: TWC will not reimburse a Vendor for travel and expenses unless specifically provided for in the contract documents. In that event, such reimbursement will not exceed the state travel reimbursement rates and limits established by the then current General Appropriations Act.

2. GENERAL CONDITIONS

2.1. Certain Construction Liability Claims. TWC will comply with the provisions of Texas Government Code, Chapter 2272 in the event that a claim for damages arises to which that chapter applies.

2.2. Damage to Grounds and Buildings: Vendor shall be financially responsible for any or all damage done by its employees, agents and subcontractors to TWC grounds and buildings.

Vendor is responsible for the removal of all debris resulting from work performed under the contract.

2.3. Disclosure of Information: TWC, the Comptroller General of the United States, or any of their duly authorized representatives shall have access to any books, documents, papers and records which are directly pertinent to this procurement.

2.4. Texas Public Information Act:

2.4.1. Information, documentation, and other material in connection with this solicitation or any resulting contract may be subject to public disclosure pursuant to Texas Government Code, Chapter 552 (the “Public Information Act”).

2.4.2. All information submitted in response to the solicitation is subject to public disclosure pursuant to the Public Information Act. In the event of a request for information pertaining to the solicitation, TWC will comply with the provisions of the Public Information Act to protect the interests of the State of Texas. The Public Information Act allows the public to have access to information in the possession of a governmental body. Therefore, the Vendor must clearly identify any confidential or proprietary information on the page on which it appears in the solicitation response and reference the specific exception to disclosure in the Public Information Act that applies. Proprietary information identified by the Vendor in advance will be kept confidential to the extent permitted by state law. Any information not clearly identified as confidential or proprietary shall be deemed to be subject to disclosure pursuant to the Public Information Act.

2.4.3. All information, documentation and other material in connection with the solicitation or any resulting contract will be retained by TWC for the period specified in the Records Retention Schedule created under Texas Government Code, Chapter 441.

The information will not be returned to the Vendor who submitted it during the retention period time.

2.4.4. In accordance with Texas Government Code § 2252.907, Vendor is required to make any public information created or exchanged with the State pursuant to any contract with TWC, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format that is accessible by the public at no additional charge to TWC.

2.5. Award of Contract:

2.5.1. Responding to a solicitation is an offer to contract with the State based upon the terms, conditions, and specifications contained in the solicitation. Submitted responses do not become contracts unless and until they are accepted, and an award is made by TWC Procurement and Hub-Services and a PO or a fully executed contract is issued to the Vendor.

2.5.2. TWC reserves the right to negotiate price and terms with any and all Vendors, to accept or reject all or any part of a Vendor’s response, waive minor technicalities, to request Best and Final Offers from all or any Vendors, and make an award that represents Best Value to the agency or the State.

2.5.3. Subsequent to award, TWC may, at its sole option, request the Vendor to negotiate contract amendments or renewals as is determined to be in the best interest of the agency or the State.

2.5.4. TWC reserves the right to use a third party to negotiate price related to any Information Technology solicitation or contract.

2.5.5. TWC reserves the right to make an award on the basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State.

2.6. Vendor Assignments: No assignment is permitted by the Vendor without prior written consent of TWC. Any written request for assignment must be accompanied by written acceptance of the assignment by the assignee. Except where otherwise agreed in writing by TWC, assignment will not release Vendor from its obligations pursuant to the contract. TWC will comply with the provisions of Texas Government Code §2262.056, when applicable, by providing notice to the Legislative Budget Board of a proposed assignment prior to approval of the assignment.

2.7. TWC Assignments: TWC may sub-lease or assign equipment and related services provided via the contract to other entities which contract with TWC to provide agency support or services.

2.8. INDEMNIFICATION:

2.8.1. ACTS OR OMISSIONS: VENDOR SHALL INDEMNIFY AND HOLD HARMLESS

TWC, AND/OR THEIR OFFICERS, AGENTS, EMPLOYEES, REPRESENTATIVES,

CONTRACTORS, ASSIGNEES, AND/OR DESIGNEES FROM ANY AND ALL

LIABILITY, ACTIONS, CLAIMS, DEMANDS, OR SUITS, AND ALL RELATED

COSTS, ATTORNEY FEES, AND EXPENSES ARISING OUT OF, OR RESULTING

FROM ANY ACTS OR OMISSIONS OF THE VENDOR OR ITS AGENTS,

EMPLOYEES, SUBCONTRACTORS, ORDER FULFILLERS, OR SUPPLIERS OF

SUBCONTRACTORS IN THE EXECUTION OR PERFORMANCE OF THE

CONTRACT AND ANY PURCHASE ORDERS ISSUED UNDER THE CONTRACT.

THE DEFENSE SHALL BE COORDINATED BY VENDOR WITH THE OFFICE OF

THE ATTORNEY GENERAL WHEN TEXAS STATE AGENCIES ARE NAMED

DEFENDANTS IN ANY LAWSUIT AND VENDOR MAY NOT AGREE TO ANY

SETTLEMENT WITHOUT FIRST OBTAINING THE CONCURRENCE FROM THE

OFFICE OF THE ATTORNEY GENERAL. VENDOR AND TWC AGREE TO FURNISH

TIMELY WRITTEN NOTICE TO EACH OTHER OF ANY SUCH CLAIM.

2.8.2. INFRINGEMENTS: VENDOR SHALL INDEMNIFY AND HOLD HARMLESS TWC,

AND/OR THEIR EMPLOYEES, AGENTS, REPRESENTATIVES, CONTRACTORS,

ASSIGNEES, AND/OR DESIGNEES FROM ANY AND ALL THIRD-PARTY

CLAIMS INVOLVING INFRINGEMENT OF UNITED STATES PATENTS,

COPYRIGHTS, TRADE AND SERVICE MARKS, AND ANY OTHER INTELLECTUAL

OR INTANGIBLE PROPERTY RIGHTS IN CONNECTION WITH THE

PERFORMANCES OR ACTIONS OF VENDOR PURSUANT TO THIS CONTRACT.

VENDOR AND TWC AGREE TO FURNISH TIMELY WRITTEN NOTICE TO EACH

OTHER OF ANY SUCH CLAIM. VENDOR SHALL BE LIABLE TO PAY ALL COSTS

OF DEFENSE INCLUDING ATTORNEYS’ FEES. THE DEFENSE SHALL BE

COORDINATED BY VENDOR WITH THE OFFICE OF THE ATTORNEY GENERAL

WHEN TEXAS STATE AGENCIES ARE NAMED DEFENDANTS IN ANY LAWSUIT

AND VENDOR MAY NOT AGREE TO ANY SETTLEMENT WITHOUT FIRST

OBTAINING THE CONCURRENCE FROM THE OFFICE OF THE ATTORNEY

GENERAL.

2.8.2.1. VENDOR SHALL HAVE NO LIABILITY UNDER THIS SECTION IF

THE ALLEGED INFRINGEMENT IS CAUSED IN WHOLE OR IN PART

BY: (1) USE OF THE PRODUCT OR SERVICE BY TWC FOR A

PURPOSE OR IN A MANNER FOR WHICH THE PRODUCT OR

SERVICE WAS NOT DESIGNED, (2) ANY MODIFICATION MADE BY

TWC TO THE PRODUCT WITHOUT VENDOR’S WRITTEN

APPROVAL, (3) ANY MODIFICATIONS MADE TO THE PRODUCT BY

THE VENDOR PURSUANT TO TWC’S SPECIFIC INSTRUCTIONS, (4)

ANY INTELLECTUAL PROPERTY RIGHT OWNED BY OR LICENSED

TO TWC, OR (5) ANY USE OF THE PRODUCT OR SERVICE BY TWC

THAT IS NOT IN CONFORMITY WITH THE TERMS OF ANY

APPLICABLE LICENSE AGREEMENT.

2.8.2.2. IF VENDOR BECOMES AWARE OF AN ACTUAL OR POTENTIAL

CLAIM, OR TWC PROVIDES VENDOR WITH NOTICE OF AN ACTUAL

OR POTENTIAL CLAIM, VENDOR MAY (OR IN THE CASE OF AN

INJUNCTION AGAINST TWC, SHALL), AT VENDOR’S SOLE OPTION

AND EXPENSE; (1) PROCURE FOR TWC THE RIGHT TO CONTINUE

TO USE THE AFFECTED PORTION OF THE PRODUCT OR SERVICE,

OR (2) MODIFY OR REPLACE THE AFFECTED PORTION OF THE

PRODUCT OR SERVICE WITH FUNCTIONALITY EQUIVALENT OR

SUPERIOR PRODUCT OR SERVICE SO THAT TWC’S USE IS NON-

INFRINGING.

2.8.3. TAXES/WORKERS’ COMPENSATION/UNEMPLOYMENT INSURANCE –

INCLUDING INDEMNITY:

2.8.3.1. VENDOR AGREES AND ACKNOWLEDGES THAT DURING THE

EXISTENCE OF THIS CONTRACT, VENDOR SHALL BE ENTIRELY

RESPONSIBLE FOR THE LIABILITY AND PAYMENT OF VENDOR’S

AND VENDOR’S EMPLOYEES’ TAXES OF WHATEVER KIND,

ARISING OUT OF THE PERFORMANCES IN THIS CONTRACT.

VENDOR AGREES TO COMPLY WITH ALL STATE AND FEDERAL

LAWS APPLICABLE TO ANY SUCH PERSONS, INCLUDING LAWS

REGARDING WAGES, TAXES, INSURANCE, AND WORKERS’

COMPENSATION. TWC SHALL NOT BE LIABLE TO THE VENDOR,

ITS EMPLOYEES, AGENTS, OR OTHERS FOR THE PAYMENT OF

TAXES OR THE PROVISION OF UNEMPLOYMENT INSURANCE

AND/OR WORKERS’ COMPENSATION OR ANY BENEFIT

AVAILABLE TO A STATE EMPLOYEE OR EMPLOYEE OF ANOTHER

GOVERNMENTAL ENTITY CUSTOMER.

2.8.3.2. VENDOR AGREES TO INDEMNIFY AND HOLD HARMLESS TWC,

AND/OR THEIR EMPLOYEES, AGENTS, REPRESENTATIVES,

CONTRACTORS, AND/OR ASSIGNEES FROM ANY AND ALL

LIABILITY, ACTIONS, CLAIMS, DEMANDS, OR SUITS, AND ALL

RELATED COSTS, ATTORNEYS’ FEES, AND EXPENSES, RELATING

TO TAX LIABILITY, UNEMPLOYMENT INSURANCE AND/OR

WORKERS’ COMPENSATION IN ITS PERFORMANCE UNDER THIS

CONTRACT. VENDOR SHALL BE LIABLE TO PAY ALL COSTS OF

DEFENSE INCLUDING ATTORNEYS’ FEES. THE DEFENSE SHALL BE

COORDINATED BY VENDOR WITH THE OFFICE OF THE ATTORNEY

GENERAL WHEN TEXAS STATE AGENCIES ARE NAMED

DEFENDANTS IN ANY LAWSUIT AND VENDOR MAY NOT AGREE TO

ANY SETTLEMENT WITHOUT FIRST OBTAINING THE

CONCURRENCE FROM THE OFFICE OF THE ATTORNEY GENERAL.

VENDOR AND TWC AGREE TO FURNISH TIMELY WRITTEN NOTICE

TO EACH OTHER OF ANY SUCH CLAIM.

2.9. Vendor Performance: In accordance with Texas Government Code §§2155.074, 2155.075, 2156.007, 2157.003 and 2157.125, Vendor performance may be used as a factor in the award.

2.10. Force Majeure: TWC may grant relief from performance of an awarded contract or PO, or extend a performance period, if the Vendor is prevented from compliance and performance by an act of war, order of legal authority, act of God, or other unavoidable cause not attributable to the fault of the Vendor. If the Vendor requests the relief, the burden of proof for the need of such relief shall rest upon the Vendor, who must file a written request for such release or extension. If TWC grants such relief due to circumstances known by the agency, the agency must document such reasons in the contract file.

2.11. Dispute Resolution Procedures:

2.11.1. Procurement Disputes: In accordance with Texas Government Code, §2155.076, TWC has adopted rules for resolving vendor protests relating to the solicitation, evaluation or award of a contract for goods and/or services. See 40 Tex. Admin.

Code, Chapter 800, subchapter H. Such protests must be made via certified mail and received in the Director of Business Operations’ office within ten (10) business days from the date the protestant knew or should have known of the of the occurrence of the action that is protested, but not later than ten (10) business days of the date of the announcement of the award. The protest must be in writing and contain:(1) the identifying name and number of the Solicitation being protested; (2) identification of the specific statute or regulation that the Protestant alleges has been violated; (3) a specific description of each act or omission alleged to have violated the statutory or regulatory provision identified above in (2) above; (4) a precise statement of the relevant facts including: (A) sufficient documentation to establish that the protest has been timely filed; and (B) a description of the resulting adverse impact to the Protestant; (5) a statement of the argument and authorities that the Protestant offers in support of the protest; (6) an explanation of the action the Protestant is requesting from the Agency; and (7) a statement confirming that copies of the protest have been mailed or delivered to any other Interested Party known to the Protestant. (8) The protest must be signed by an authorized representative for the Protestant and the signature notarized. TWC will make available to the protestor all requested documents not exempted from disclosure under Texas and federal law.

TWC will provide copies of these documents upon payment of the fees adopted by TWC for record duplication. The Director will issue the final written decision to the protestor. TWC may move forward with a Solicitation or contract award without delay, in spite of a timely filed protest, to protect the best interests of the Agency or the state.

2.11.2. Contract Disputes: Disputes arising under this Contract shall be resolved in accordance with the dispute resolution process provided in Chapter 2260 of the Texas Government Code.

2.12. Debt to the State: Vendor agrees that any payments due under this contract will be applied towards any debt including, but not limited to, delinquent taxes and child support that is owed to the State of Texas.

2.13. Hold-Over Contract Extension: In the event contract renewal negotiations are not completed prior to the contract expiration date, both parties agree that services shall be provided by the Vendor and accepted by TWC, subject to all original terms and conditions of the contract, for a period not to exceed ninety (90) days following the original contract expiration date. During the hold over extension period, service costs shall be provided at the pro-rated rates, as applicable, in effect immediately prior to expiration of the original contract period and all other terms and conditions shall remain in effect. TWC may terminate such hold over extension period by providing written notice of cancellation not less than ten (10) business days prior to the cancellation date.

2.14. Records Retention: Vendor shall maintain and retain all records relating to the performance of the contract including supporting fiscal documents relevant to showing that any payments under this Contract were expended in accordance with the laws and regulations of the State of Texas, including but not limited to, requirements of the Comptroller of the State of Texas and the State Auditor. Vendor shall maintain all such documents and other records relating to this Contract and the State’s property for a period of seven (7) years after the contract expiration date or until all audit, claim, and litigation matters are resolved, whichever is later.

If Vendor chooses not to preserve contracting information for the retention period required by this section, Vendor agrees to provide at no cost to TWC all contracting information related to the Contract that is in the custody or possession of Vendor or any of its subcontractors.

2.15. Agency’s Right to Audit: Vendor shall make available at reasonable times and upon reasonable notice, and for reasonable periods, all documents and other information related to this Contract, including but not limited to work papers, reports, books, records, and supporting documents. Vendor and the subcontractors shall provide the State Auditor with any information that the State Auditor deems relevant to any investigation or audit. Vendor must retain all work and other supporting documents pertaining to this Contract, for the purposes of inspecting, monitoring, auditing, or evaluating by TWC and any authorized agency of the State of Texas, including an investigation of audit by the State Auditor.

2.16. State Auditor: Vendor shall cooperate with any authorized agents of the State of Texas and shall provide them with prompt access to all of such State’s work as requested. Vendor’s failure to comply with this Section shall constitute a material breach of Contract and shall authorize TWC and the State of Texas to immediately assess appropriate damages for such failure.

Pursuant to Texas Government Code §2262.154, the acceptance of funds by Vendor or any other entity or person directly under this Contract, or indirectly through a subcontract under this Contract shall constitute acceptance of the authority of the State Auditor's Office, or any successor agency, to conduct an audit or investigation in connection with those funds. Vendor acknowledges and understands that the acceptance of funds under this Contract shall constitute consent to an audit by the State Auditor, Comptroller or other agency of the State of Texas. Vendor shall ensure that this paragraph concerning the State’s authority to audit funds received indirectly by subcontractors through Vendor and the requirement to cooperate is included in any subcontract it awards. Furthermore, under the director of the legislative audit committee, an entity that is subject of an audit or investigation by the State Auditor must provide the State Auditor with access to any information the State Auditor considers relevant to the investigation or audit.

2.17. Limitation on TWC's Liability: TWC will not be liable for any incidental, indirect, special, or consequential damages under contract, Tort, (including negligence), or other legal theory.

TWC's liability to Vendor under the contract will not exceed the total charges to be paid by TWC to Vendor under the contract.

2.18. State Ownership: The Parties agree that TWC will own all right, title and interest in and to the work products including deliverables, source and object code and documentation developed by the Vendor in connection with the contract.

2.18.1. All work products including deliverables, source and object code and documentation, in whole or in part, will be deemed works made for hire of TWC for purposes of copyright law and copyright will belong solely to TWC.

2.18.2. To the extent that any such work product or deliverable does not qualify as a work made for hire under applicable law, and to the extent that the deliverable or work product includes materials subject to copyright, patent, trade secret, or other proprietary right protection, Vendor agrees to assign, and hereby assigns, all right, title, and interest in and to the work products and deliverables, including without limitation all copyrights, inventions, patents, trade secrets, and other proprietary rights therein (including renewals thereof) to TWC.

2.18.3. Vendor will assist TWC or its nominees (including but not limited to the State of Texas) to obtain copyrights, trademarks, or patents for all such work products or deliverables in the United States and any other countries. Vendor agrees to execute all papers and to give all facts known to it necessary to secure United States or foreign country copyrights and patents, and to transfer to TWC all the right, title, and interest in and to such work products or deliverables. Vendor agrees to not assert any moral rights under applicable copyright law with regard to such work products and deliverables.

2.18.4. Vendor agrees to reproduce and include TWC's copyright and other proprietary notices and product identifications provided by Vendor on such copies, in whole or in part, or on any form of the work products or deliverables.

2.19. License: In accordance with 2 C.F.R. §200.315, all appropriate State and Federal agencies will have a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, translate or otherwise use, and to authorize others to use for State or Federal purposes all materials, deliverables and work products, including software and modifications thereof, and associated documentation designed, developed, or installed with Federal Financial Participation under the contract, including but not limited to those materials covered by copyright, all source and object code, instructions, files, and documentation composing the system.

2.20. Most Favored Customer: If during the term of the contract, the Vendor enters into another contract with any customer for substantially similar services at prices more favorable than those provided to TWC, the contract may be amended to provide the more favorable prices to

TWC.

2.21. Governing Law and Venue: The contract shall be executed in and governed, construed and interpreted under the laws of the state of Texas, without regard to the conflicts of law provisions. Vendor agrees that proper venue for a claim arising under the contract shall be brought in a court of competent jurisdiction in Travis County, Texas.

2.22. Survival: Expiration or termination of the contract for any reason does not release Vendor from any liability or obligation set forth in the contract that is expressly stated to survive any such expiration or termination, that by its nature would be intended to be applicable following any such expiration or termination, or that is necessary to fulfill the essential purpose of the contract, including without limitation the provisions regarding warranty, indemnification, confidentiality, and rights and remedies upon termination.

2.23. Severability: If any provision of the contract is construed to be illegal or invalid, such provision shall be deemed stricken and deleted to the same extent and effect as if never incorporated into the contract, but all other provisions shall remain in full force and effect.

2.24. TWC and the Vendor must adhere to the directions in the President’s Executive Order (EO) 13224, Blocking Property and Prohibiting Transactions With Persons Who Commit, Threaten to Commit, or Support Terrorism. This Executive Order prohibits any transaction or dealing by United States persons, including but not limited to the making or receiving of any contribution of funds, goods, or services to or for the benefit of those persons listed in the General Services Administration’s Excluded Parties List System (EPLS) which may be viewed on the System for Award Management (SAM) site at http://www.Sam.gov

2.25. No Waiver: Nothing in this contract shall be construed as a waiver of the TWC’s or the State’s sovereign immunity. This contract shall not constitute or be construed as a waiver of any of the privileges, rights, defenses, remedies, or immunities available to the TWC or the State of Texas. The failure to enforce, or any delay in the enforcement, of any privileges, rights, defenses, remedies, or immunities available to TWC or the State of Texas under this contract or under applicable law shall not constitute a waiver of such privileges, rights, defenses, remedies, or immunities or be considered as a basis for estoppel. TWC does not waive any privileges, rights, defenses, or immunities available to TWC by entering into this contract or by its conduct prior to or subsequent to entering into this contract.

2.26. Redacted Electronic Copy: Texas Government Code §322.020 and as per the following requirements, no later than two (2) business days after Vendor’s receipt of notice from TWC, the Vendor must deliver to TWC two (2) electronic copies of its complete proposal. Vendor shall deliver these electronic copies to TWC via overnight delivery in compliance with all of the following requirements:

2.26.1. Two (2) compact discs (CDs), each containing a copy of Vendor’s response to solicitation, in searchable Portable Document Format (PDF) format, which has excised, blacked out, or otherwise redacted information from its solicitation response that Vendor reasonably considers to be confidential and exempt from public disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code (this should be a de minimis portion, if any, of Vendor’s solicitation response, such as social security numbers). Each CD shall also contain an Appendix for Vendor’s solicitation response which provides a cross reference for the location of all information redacted by Vendor and a general description of the redacted information. These two (2) identical CDs should be entitled “For Public Release:

Redacted Version of [Name of Vendor]’s Proposal and Exhibits. Texas Workforce http://www.sam.gov/

Commission’s RFP/RFO/IFB solicitation No. _.”

2.26.2. Per Texas Government Code § 322.020, the Texas Legislative Budget Board (LBB) has now implemented a major contracts database.

2.26.3. TWC shall upload to the LBB’s contracts database the text of the complete contract (with limited redaction and appendix) no later than thirty (30) days after date of contract award. By submitting a response to this solicitation, Vendors acknowledge that they understand and accept this requirement. See the LBB website at http://www.lbb.state.tx.us/.

2.27. American Recovery and Reinvestment Act (ARRA or the Recovery Act)

2.27.1. Buy American Requirements for Construction Material prohibits the use of funds appropriated for the Recovery Act for any project for the construction, alteration, maintenance, or repair of a public building or public work unless all of the iron, steel, and manufactured goods used in the project are produced in the United States.

2.27.2. Whistleblower Protection: Pursuant to Section 1553 of the American Recovery and Reinvestment Act, Vendors shall promptly refer to the U.S. Department of Labor, Office of Inspector General any credible evidence that a principal, employee, agent, contractor, sub-recipient, subcontractor, or other person has submitted a false claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving ARRA funds.

2.28. Background Check: Vendors must submit criminal background checks on all key personnel assigned to the services related to this solicitation, as authorized by Texas law, and at Vendor expense. Key personnel are defined as personnel whose oversight and guidance is essential to the subject services. TWC may provide any finalist for a contract position a Contractor Criminal History Report Investigation Request form P33c which contractor must complete and submit back to TWC as required on the form. To obtain a facility access badge, contractor must provide TWC with either a completed form P-33c or a recent criminal background check within fifteen

(15) days of contract award. TWC will not issue a Purchase Order until the criminal background check has been completed and passed.

2.29. To the extent that Vendor’s staff are provided access to and workspace within TWC buildings, Vendor’s staff will abide by TWC policies and procedures expressed in Chapter 1 of the Texas Workforce Commission Personnel Manual in existence and as amended from time to time.

2.30. Privacy: Vendor who has access to sensitive personally identifiable information (“Sensitive PII”), including anyone who views contracts, collects, uses, maintains, stores or destroys Sensitive PII of TWC employees, job seekers, employers, customers or partners (including any employees of the State of Texas), must safeguard that information.

2.30.1. Sensitive PII is anything that alone or in combination with available information can identify an individual, which if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience or unfairness to an individual.

2.30.2. Awarded Vendor must have a Non-Disclosure Agreement (NDA) on file with TWC prior to handling Sensitive PII.

2.30.3. In order to safeguard Sensitive PII, Awarded Vendor must:

2.30.3.1. Collect Sensitive PII only as authorized.

2.30.3.2. Limit the use of Sensitive PII.

2.30.3.3. Minimize the proliferation of Sensitive PII.

2.30.3.4. Secure Sensitive PII both physically and in electronic form.

2.30.3.5. Report suspected privacy incidents within twenty-four (24) hours to the TWC Contract Manager or, email the TWC Information Security Office at CISO@twc.texas.gov.

http://www.lbb.state.tx.us/ mailto:CISO@twc.texas.gov

2.30.3.6. Not transmit or store Sensitive PII in a server or storage device that is located in a foreign country.

2.30.3.7. Awarded Vendor will not transmit Sensitive PII via email or store on CDs, DVDs, thumb drives and the like without prior review and encryption protocol approved by TWC.

2.30.3.8. Failure to follow these requirements will constitute a breach of contract.

2.31. Change in Law: Any alterations, additions, or deletions to the terms of this Contract which are required by changes in federal or state law or regulations are automatically incorporated into this Contract without written amendment hereto, and shall become effective on the date designated by such law or by regulation.

2.32. Davis-Bacon Act: Vendors on all prime construction contracts in excess of $2,000 must comply with the Davis-Bacon Act (40 U.S.C. §§3141-3144) as supplemented by the Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction.”)

2.33. Anti-Kickback: Vendor will comply with the Copeland “Anti-Kickback” Act (40 U.S.C. §3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”).

2.34. Contract Work Hours and Safety Standards Act (40 U.S.C. §§3701-3708). For all contracts in excess of $100,000 that involve the employment of mechanics and laborers, Vendor shall comply with 40 U.S.C. §§3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5).

2.35. Environmental Protection: Vendor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the mandates of the Clean Air Act (42 U.S.C. §7401 et seq.)

and the Federal Water Pollution Control Act, as amended (33 U.S.C. §1251 et seq.).

2.36. Contracting Information Responsibilities: If this contract has a stated value equal to or in excess of $1 million or results in the expenditure of an amount equal to or in excess of $1 million in public funds, in accordance with Texas Government Code §552.372, Vendor agrees to (1) preserve all contracting information related to the contract as provided by the records retention requirement applicable to TWC for the duration of the Contract, (2) promptly provide to TWC any contracting information related to the contract that is in the custody or possession of the Vendor on request of TWC, and (3) on termination or expiration of the contract, either provide at no cost to TWC all contracting information related to the contract that is in the custody or possession of the Vendor or preserve the contracting information related to the contract as provided by the records retention requirements applicable to TWC. Except as provided by Texas Government Code §552.374(c), the requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to the contract and Vendor agrees that the contract may be terminated if the Vendor knowingly or intentionally fails to comply with a requirement of that subchapter.

2.37. Disaster Recovery Plan: In accordance with 13 TAC § 6.94(a)(9), Vendor shall provide to TWC the description of its business continuity and disaster recovery plans.

2.38. Media Releases: Vendor shall not use TWC’s name, logo, or other likeness in any press release, marketing material, or other announcement without TWC’s or the relevant state agency’s prior written approval. TWC does not endorse any vendor, commodity, or service.

Vendor is not authorized to make or participate in any media releases or public announcements pertaining to this procurement, the solicitation response or the services to which they relate without the prior written consent of the relevant state agency, and then only in accordance with explicit written instruction from the relevant state agency. Vendors must obtain written approval from the TWC Contract Manager not more that fifteen (15) business days and not less than five (5) business days prior to any media release related to this Contract.

2.39. Specific Conditions for Disclosing Federal Funding in Public Announcements: The parties agree that all statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, the parties shall clearly state:

2.39.1. the percentage of the total costs of the program or project which will be financed with Federal money;

2.39.2. the dollar amount of Federal funds for the project or program; and,

2.39.3. the percentage and dollar amount of the total costs of the project or program that will be financed by non-governmental sources.

2.40. Prohibition of Text Messaging and E-mailing While Driving During Official Federal Grant Business: The parties and their employees and representatives are prohibited from text messaging while driving a government owned vehicle, or while driving their own privately-owned vehicle during official contract business, or from using government supplied electronic equipment to text message or email when driving. The parties must comply with these conditions under Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," October 1, 2009.

2.41. All work performed and Services provided under this Contract shall be performed in the United States.

3. REQUIRED CERTIFICATIONS

By responding to this solicitation and accepting the award of a contract or purchase order, Vendor certifies to the following:

3.1. Vendor represents and warrants that all statements and information prepared and submitted in this Proposal are current, complete, true and accurate. Submitting a Proposal with a false statement or material misrepresentations made during the performance of a contract is a material breach of contract and may void the submitted Proposal and any resulting contract.

3.2. All Terms and Conditions Met: that all terms and conditions listed in the solicitation will be met.

3.3. By submitting the Proposal, Vendor represents and warrants that the individual submitting this document and the documents made part of this Proposal is authorized to sign such documents on behalf of the Vendor and to bind the Vendor under any contract that may result from the submission of this Proposal.

3.4. U.S. Department of Homeland Security’s E-Verify System: By entering into this Contract, the Contractor certifies and ensures that it utilizes and will continue to utilize, for the term of this Contract, the U.S. Department of Homeland Security’s E-Verify system to determine eligibility of:

3.4.1. All persons employed to perform duties within Texas, during the term of the Contract;

and

3.4.2. All persons (including subcontractors) assigned by the Respondent to perform work pursuant to the Contract, within the United States of America.

3.4.3. The Contractor shall provide, upon request of TWC, an electronic or hardcopy screenshot of the confirmation or tentative non-confirmation screen containing the E-Verify case verification number for attachment to the Form I-9 for the three (3) most recent hires that match the criteria above, by the Contractor, and Contractor’s subcontractors, as proof that this provision is being followed.

3.4.4. If this certification is falsely made, the Contract may be immediately terminated, at the discretion of TWC and at no fault to TWC, with no prior notification. The Contractor shall also be responsible for the costs of any re-solicitation that TWC must undertake to replace the terminated Contract.

3.5. Inducements/Dealings with Public Servants: Pursuant to Section 2155.003 of the Texas Government Code, the Vendor affirms it has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted solicitation response.

3.6. Lobbying: that the Vendor will not and has not used any federally appropriated funds to pay any person or organization for influencing or attempting to influence any officer or employee of any federal agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. §1352. Vendor certifies that it shall disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award by completing and submitting Standard Form LLL.