ESBD_File_317494_DIR-CPO-TMP-573 IT Research and CALIR PreBid ConferenceSlides.pdf

Transforming How Texas Government Serves Texans dir.texas.gov | @TexasDIR | #DIRisIT

Vendor Pre-Solicitation Conference Friday, March 3, 2023, 1:00 PM (CT)

IT Research and Advisory Subscription Services & Computer Assisted Legal and Investigative Research (CALIR) Services Request for Offer DIR-CPO-TMP-573

Welcome & Zoom Webinar Notes

• Change Audio by switching between Computer Audio and Phone Call.

• Attendees are Muted

• Click the Raise Hand icon to confirm audio levels

• Submit all questions via the Q&A in the Meeting Controls, Chat may be disabled

• HANDOUT: Will be made available in addendums

Kyle Gavit HUB Coordinator

Tom Hay Outreach & Training

Coordinator

Introduction of Speakers and Staff

Marie Cohan Statewide Digital Accessibility

Program Manager

Stephanie Harrison Director, Cooperative

Procurement/Procurement Lead

Agenda

Request for Offer (RFO)

• RFO Overview

• RFO Contents

• RFO Scope

• Evaluation Criteria

• Term of Contracts

• Schedule

• HUB

• Pricing Sheet

• EIR

General Information

BidStamp Vendor Information System Portal (VIS) Overview

Mandatory Submissions

Break

Questions

Conference Closing

RFO Overview

• The purpose of this Request for Offer (RFO) is to solicit responses from potential Vendors to provide IT Research and Advisory Subscription Services & Computer Assisted Legal and Investigative Research (CALIR) Services to the State of Texas, acting by and through the Department of Information Resources (DIR).

• Rebid of two (2) RFOs:

• DIR-TSO-TMP-414 titled: IT Research and Advisory Subscription Services

• DIR-TSO-TMP-261 titled: Computer Assisted Legal and Investigative Research (CALIR) Services

• DIR may make multiple awards from this RFO.

Historical Sales DIR Cooperative Contract Program Sales

IT Research and Advisory Subscription Services:

Sales Volume by DIR Fiscal Year

2019 2020 2021 2022

Assistance Org $3,160,000 $7,470,000 $5,980,000 $4,660,000

Higher Ed $347,330,000 $347,820,000 $398,930,000 $446,820,000

K-12 $645,820,000 $851,820,000 $920,490,000 $891,630,000

Local Government $556,640,000 $687,950,000 $731,240,000 $783,360,000

Out of State $36,910,000 $59,450,000 $74,970,000 $84,600,000

State Agency $455,480,000 $606,910,000 $645,990,000 $839,580,000

Total $2,045,000,000 $2,588,000,000 $2,778,000,000 $3,050,650,000

IT Computer Assisted Legal and Investigative Research (CALIR) Services: Sales Volume by DIR Fiscal Year

FY 2020 Sales FY 2021 Sales FY 2022 Sales

$5,094,517 $5,678,143 $6,307,640

FY 2020 Sales FY 2021 Sales FY 2022 Sales

$12,228,829 $12,850,864 $16,070,304

RFO Contents

• RFO DIR-CPO-TMP-573 (contains Attachments 1-3 & Exhibits A-K)

• Attachment 1 – Sample Contract for Products and Services Contracts

• Attachment 2 –Standard Contract Terms and Conditions

• Attachment 3 – Services Agreement Template

• Exhibit A – Respondent Information

• Exhibit B – Respondent History and Experience

• Exhibit C – Contract Marketing and Customer Support Plan

• Exhibit D – HUB Subcontracting Plan (HSP) Sample Form

• Exhibit E – Itemized Pricing

• Exhibit F – Reference Forms

RFO Contents

• Exhibit G – Respondent Release of Liability

• Exhibit H – EDGAR Certification Form

• Exhibit I – Policy Driven Adoption for Accessibility (PDAA) Vendor Assessment

• Exhibit J – Accessibility Conformance Report (ARC also referred to as VPAT)

• Exhibit K – Vendor Accessibility Development Services Information Request (VADSIR)

Request For Offer

Term of Contract

Section 2.8 Term of Contract

• The term of any Contract awarded from this RFO shall 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.

• The contract will renew automatically in one (1) optional two-year renewal and one (1) optional one-year renewal under the same Terms and Conditions, unless either party provides notice to the other party 60 days in advance of the renewal date stating that the party wishes to discuss modification of terms or not renew.

RFO Schedule

Section 3.3 Anticipated Schedule of Events

Date/Time Activity

February 16, 2023 Publish RFO on Electronic State Business Daily

March 3, 2023 1:00pm (CT) Optional Pre-Proposal Webinar

March 6, 2023 5pm (CT) Deadline for submitting questions

March 30, 2023 2:00 PM (CT) Deadline for DIR to receive Vendor references

Deadline for submitting responses to RFO

March 31, 2023 – until completed Evaluation of responses, oral presentations (if requested), negotiations, and contract execution

Evaluation Criteria

RFO Section 4.2.1 – Evaluation of Responses

• Incomplete response package will be rejected

• The financial review and HSP review are on a pass/fail basis.

• Failure to provide a DUNs number may result in your response being disqualified.

• Only responses that receive the passing grade will proceed to the next evaluation phase.

RFO Section 4.2.2 – Weighted Evaluation Criteria

• Pricing - 30%

• Respondent History and Experience – 40%

• Respondent’s Contract Marketing and Customer Support Plan – 30%

Exhibits A, A1, & B

Exhibit A, Respondent Information – Will be Disqualified if this is not completed and Signed

• This form must be filled out in its entirety and signed by an officer or agent empowered to contractually bind the Respondent. Complete cancelled contract references if applicable.

Exhibit A1: Exceptions

• Under Exhibit A Item 13 – Respondent will indicate whether or not it has any exceptions if yes, the respondent will fill out this form as instructed in Exhibit A (items 13a through 13g)

Exhibit B, Respondent History and Experience – SCORED

• Respondent must provide a detailed response to each question detailing the Respondent’s history and experience in providing the products and services proposed.

• If Respondent is proposing IT Research and Advisory Services, complete the corresponding Exhibit B

• If Respondent is proposing CALIR Services, complete the corresponding Exhibit B

Exhibits C, D, & E

Exhibit C, Contract Marketing and Customer Support Plan – SCORED

• Respondent must provide a plan that describes the Respondent’s ability and strategy for promoting and supporting the contract, if awarded.

Exhibit D, Historically Underutilized Business (HSP) Form sample

• Respondents must provide HSP Form as instructed in Section 3.4.1, Hub Subcontracting Plan item

B of the RFO. (vendors must download the latest form using the link provided under item B)

Exhibit E, Itemized Price Sheet

• Respondent must submit specific pricing for products and services requested. Respondent must respond as instructed in Exhibit D, Itemized Price Sheet spreadsheet.

Exhibits F, G, & H

Exhibit F, Vendor References

• Respondent must send the Exhibit D Reference Form to a minimum of three (3) companies or government agencies. References must respond to DIR on the form provided by the due date in order to be considered for evaluation. Respondent may not submit the Reference Form to DIR.

Exhibit G, Respondent Release of Liability for References

• Form is required for all canceled contracts and must be provided to DIR with Respondent’s proposal.

Exhibit H, EDGAR Certification Form

• Respondents must provide the EDGAR Certification Form as requested in Section 3.6.1, Federal

Requirements, of the RFO.

Exhibits I, J, & K

Exhibit I, PDAA

• Respondent must complete the Policy Driven Adoption for Accessibility (PDAA) for Vendor Self-

Assessment.

Exhibit J, ACR (VPAT)

• Respondent must provide a completed Voluntary Product Accessibility Template (VPAT) for all commercial off-the-shelf (COTS) products.

Exhibit K, VADSIR (for non-COTS)

• Respondent must provide a completed VADSIR for all proposed development services listed in

Exhibit D, Itemized Price Sheet

RFO Scope

Section 2 Scope

• DIR intends to contract with the Successful Respondent to provide IT Research and Advisory

Subscription Services & Computer Assisted Legal and Investigative Research (CALIR) Services.

• Respondent may submit for either or both service categories requested in this RFO. Respondent must clearly distinguish between the service categories if Respondent is submitting to both options.

Computer Assisted Legal and Investigative Research (CALIR) Services

• Online Legal Reference Materials

• General Public Records Databases and Materials

• Restricted Access Public Records Databases and Materials (for Law Enforcement)

• News Services and News Databases

• Other Similar Products Offered by Respondent

• Related Services for CALIR Services

• Documentation and Training

• Support

IT Research and Advisory Subscription Services

• Area of Interest may include, but are not limited to:

• Reliable & Secure Services

• Mature IT Resource Management

• IT Security

• Cost Effective & Collaborative Solutions

• Data Utility

• Mobile & Digital Services

IT Research and Advisory Subscription Services

• Examples of Research include, but are not limited to:

General

Business/Finance

Health

Education

Science

Library Materials

State Specific

Information Technology

Local Government

State and Public Interests

Miscellaneous

Exclusions/Out-of-Scope

1. Related services only (installation, maintenance, support, training, etc.) without also providing an associated IT Research and Advisory Subscription Services and/or CALIR Services.

2. Custom application development services.

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

4. Cloud Broker Services.

5. Cloud Assessment Services.

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

*NOTE: Out of Scope Products includes The State of Texas Prohibited

Software /Applications/Developers (manufacturers) list posted at https://dir.texas.gov/information-security/prohibited-technologies https://dir.texas.gov/information-security/prohibited-technologies

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HUB Subcontracting Plan (HSP)

Kyle Gavit HUB Coordinator

Attachment 3: HUB Subcontracting Plan

Vendors will complete the form at the Comptroller’s website, print, sign, and upload the signed HSP in the VIS portal.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

DIR encourages all respondents to seek Historically Underutilized Business (HUB) subcontractors and maximize HUB participation in their bids.

• Responses submitted without a current HUB Subcontracting Plan (HSP) provided in the RFO, will be disqualified per TAC Rule §20.285

• All respondents, HUBs and Non-HUBs, are required to submit a completed HSP

• The HSP form includes specific instructions for meeting the Good Faith Effort requirements

• Vendors must complete a new HUB Subcontracting Plan and a good faith effort for this procurement

The HUB Goal for this RFO is 26%

• METHOD A (Attachment A) – If you are subcontracting and you are meeting or exceeding the HUB Goal for this RFO, you will complete Method A.

• Include all VID numbers for each vendor, all estimated dollar amounts and percentages for each vendor.

METHOD B (Attachment B): If you are subcontracting, and are not going to meet the HUB Goal of 21.1% you will complete Method B.

• Provide written notification of subcontracting opportunity listed to at least three State of Texas certified HUBs

• Provide written notification of subcontracting opportunity to at least (2) minority or women’s trade organization or development center

• Allow no less than seven (7) working days from their receipt of notice for HUBs to respond (keep delivery receipt emails).

• Note: Attach supporting documentation (letters, fax transmittals, email, etc.) demonstrating evidence of the good faith effort performed with RFO submittal

If not subcontracting, your response must contain a detailed explanation demonstrating HOW your company will fulfill the entire contract with its own resources

• Self-Performance Justification must be provided in the space provided in SECTION 3, do not reference sections in the RFO

HUB Subcontracting Plan

You may contact DIR’s HUB Department for assistance in completing your HUB Subcontracting Plan (HSP) up to seven (7) working days before the RFO submittal.

Theresa Williamson

HUB Program Manager

Texas Department of Information Resources theresa.williamson@dir.texas.gov

DIR HUB Mailbox:

dir.hub@dir.texas.gov mailto:theresa.williamson@dir.texas.gov mailto:DIR.HUB@dir.Texas.gov

Serves Texans dir.texas.gov | @TexasDIR | #DIRisIT

Exhibit E, Price Sheet

Exhibit E: Product and Service Pricing

Respondents must submit pricing on DIR’s Automated Pricing Form in the BidStamp VIS. Failure to respond as instructed may result in Respondents’ offer being disqualified from further evaluation.

1) Respondents must submit the discount(s) of the offerings on Automated Pricing Form in BidStamp VIS

(by selecting “CreatePricing Form” button)

Automated Pricing Form: For this RFO vendors will enter one line, as to allow the system to accept your response submission.

BidStamp fields include:

• Product Category:

• Discount off MSRP or list price:

Screen Sample

Exhibit E: Product and Service Pricing

2) Respondent must also complete the Itemized Price Sheet (Exhibit E) (“RFO Response Documents” area)

• Exhibit E contains 5 Tabs: (1) Instructions, (2) Services and Related Services for Research and Advisory

Subscription Services, (3) Related Services Discount Sheet, (4) CALIR Pricing (5) Complete Catalog (if applicable)

• Enter prices for each item your company would like to offer to DIR customers within applicable Tab(s).

• For certain products (COTS and those with user interfaces), VPAT/ACR documents must also be included with Respondent’s proposal.

3) Elements required for Pricing Sheet:

• Service Category

• Service Description

• MSRP/LIST Price

• Discount being offered

• DIR Customer Price

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Attachments 1, 2 & 3

Sample Contract for Product and Services

Appendix A Standard Terms and Conditions

Services Agreement Template

Attachments 1, 2, and 3

• Attachment 1 - Sample Contract

• Attachment 2 - Standard Terms and Conditions

• Attachment 3 – Services Agreement Template

Caution: Respondent’s Response may be disqualified if their exceptions are excessive.

Serves Texans dir.texas.gov | @TexasDIR | #DIRisIT

Electronic and Information Resources (EIR) Accessibility Forms

Marie Cohan Statewide Digital Accessibility Program

Technology Planning, Policy, and Governance

Chief Technology Office

(512) 463-6186 marie.cohan@dir.texas.gov mailto:marie.cohan@dir.texas.gov

EIR Accessibility Background

• Under Texas Government Code, Chapter 2054, Subchapter M, DIR’s state agency and Institution of Higher Education customers must procure EIR that complies with the accessibility standards defined in Texas Administrative Codes 1 TAC 206 and 1

TAC 213, in the Worldwide Web Consortium WCAG 2.0 AA 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.

• Accordingly, all vendors must provide accessibility documentation.

http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=206&sch=B&rl=Y http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=213&sch=B&rl=Y http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=213&sch=B&rl=Y https://www.w3.org/ http://www.w3.org/TR/WCAG20/

EIR Accessibility Required Document Types

Accessibility Conformance Report (ACR)

• Required for all commercial products which includes Software (SaaS), Platform (PaaS), Infrastructure (IaaS), and other managed services, and products that contain ANY user interface.

• The ACR is a completed Voluntary Product Accessibility Template (VPAT)

Vendor Accessibility Development Services Information Request (VADSIR)

• Required for all respondents proposing non-COTS and bespoke offerings and services

• Includes website development, application development, other development services, configuration, integrated solutions, implementation, and more

Policy Driven Adoption for Accessibility (PDAA)

• Self-assessment of organization's accessibility maturity

• Required for all respondents

Supporting information may be requested by DIR.

Exhibit I

Policy Driven Adoption for Accessibility (PDAA)

Addresses the maturity of accessibility programs at the organization level

• Self-assessment with results mapped to the PDAA Maturity Model

• Accessibility policy maturity provides insight into vendors’ ability to deliver accessible commercial products and service offerings

Vendors can use the results as a roadmap for implementing their organization-wide IT accessibility initiatives

• Helps ensure that programs and processes are in place to facilitate the development of future accessible offerings.

• Gaps in vendor internal governance systems and leadership commitment inhibit the ability to meet these standards for their products/services.

Note: Form should be completed and returned in its original format (Excel file).

Exhibit J

Voluntary Product Accessibility Template (VPAT)

Required for commercial products such as SaaS, IaaS, PaaS, managed services, and ANY user interface products and services documenting accessibility compliance to US Section 508 technical standards

• ITIC VPAT 2.3 or higher template form must be used to create the ACR

• VPAT 1.0 forms are obsolete, but acceptable for unchanged products released on or before January 1,

• Completion instructions included in template; instruction pages (1-9) should be deleted from the forms prior to submission

Completed by individuals with relevant knowledge of product accessibility.

• VPATs are completed by manufacturer for products / product family specific

• Resellers should obtain a completed VPAT from the manufacturer

• Should be based on accessibility testing results and supported by documentation (on request)

Completed VPAT is an Accessibility Conformance Report (ACR) and this is what should be submitted with the response.

Exhibit K

Vendor Accessibility Development Services Information Request (VADSIR)

Vendors must complete the VADSIR if response includes one or more of the following offering types:

• Website development services

• Web Application Development Services

• Custom development services as part of an integrated solution.

• Client based software application development services

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

EIR Accessibility Resources

EIR accessibility website

• https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information

VPAT template

• http://www.itic.org/public-policy/accessibility

VADSIR template

• https://dir.texas.gov/sites/default/files/Vendor%20Accessibility%20Dev%20Services%20Info%20Request.docx

PDAA template

• https://dir.texas.gov/sites/default/files/2021-10/Policy%20Driven%20Adoption%20for%20Accessibility%20-

%20Vendor%20Assessment.xlsx

Additional information

• https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information http://dir.texas.gov/View-Resources/Pages/Content.aspx?id=36 https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information http://www.itic.org/public-policy/accessibility http://www.itic.org/public-policy/accessibility https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Vendor%20Accessibility%20Dev%20Services%20Info%20Request.docx https://dir.texas.gov/sites/default/files/Vendor%20Accessibility%20Dev%20Services%20Info%20Request.docx https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Accessibility%20Policy%20Driven%20Adoption%20Vendor%20Assessment.xlsx https://dir.texas.gov/sites/default/files/2021-10/Policy%20Driven%20Adoption%20for%20Accessibility%20-%20Vendor%20Assessment.xlsx https://dir.texas.gov/sites/default/files/2021-10/Policy%20Driven%20Adoption%20for%20Accessibility%20-%20Vendor%20Assessment.xlsx http://dir.texas.gov/View-Resources/Pages/Content.aspx?id=39#Procurement https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information

Digital Accessibility Training for Vendors

• Offered by DIR at no cost

• DIR recommends taking the courses in the following order:

1. State of Texas Introduction to Digital Accessibility

2. State of Texas Accessibility Policy and Guidelines

3. State of Texas Accessibility in IT Procurement

4. State of Texas VPAT, VADSIR, and PDAA Forms

• Vendors can register for training by emailing statewideaccessibility@dir.texas.gov.

mailto:statewideaccessibility@dir.texas.gov

Serves Texans dir.texas.gov | @TexasDIR | #DIRisIT

Electronic and Information Resources (EIR) Accessibility Questions

Marie Cohan Statewide Digital Accessibility Program

Technology Planning, Policy, and Governance

Chief Technology Office

(512) 463-6186 marie.cohan@dir.texas.gov mailto:marie.cohan@dir.texas.gov

Serves Texans dir.texas.gov | @TexasDIR | #DIRisIT

General Information and Bid Submittal

Tom Hay Outreach & Training Coordinator, CAM

Chief Procurement Office

General Information

• Reference the RFO page number and section number when submitting questions.

• Webinar participants may submit questions electronically at anytime during the webinar, please use the question tab.

• Questions answered today are unofficial until posted on the ESBD in the form of an Addendum.

• Check the ESBD often for updates

• All questions regarding this RFO must be submitted in writing through the BidStamp Vendor Information System Portal (VIS) by March 6, 2023 5:00 P.M. (CT).

Disqualification of Offers

• Failure to sign Respondent Information Form (Exhibit A)

• Failure to complete Financial Information (DUNS Number)

• Failure to complete a Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

• Failure to complete and submit Exhibit E, Itemized Pricing Sheet

• Failure to submit on or before due date and time

• Contact with DIR employees regarding this RFO other than designated contacts

Delivery of Offers

• Any Vendor responding to this RFO must submit their response through the BidStamp VIS.

• Respondents and all respondent representatives shall not attempt to discuss the contents of this RFO with any employees or representatives of DIR other than designated contacts. Failure to observe this restriction may result in disqualification of any related Response.

Contacts for inquiries regarding this RFO:

• Stephanie Harrison CTCD, CTCM – stephanie.harrison@dir.texas.gov

Contacts for the following related topics:

• Vendor Information Systems (VIS) Portal - BidStamp:

• Stephanie Harrison CTCD, CTCM – stephanie.harrison@dir.texas.gov

HUB Subcontracting Plan:

• Theresa Williamson – theresa.williamson@dir.texas.gov, or dir.hub@dir.texas.gov mailto:stephanie.harrison@dir.texas.gov mailto:stephanie.harrison@dir.texas.gov mailto:theresa.williamson@dir.texas.gov mailto:dir.hub@dir.texas.gov

Bid Submittal

• Any Respondent responding to this RFO must submit their response through the BidStamp Vendor Information System (VIS)

• Before users can access any of the BidStamp VIS portal functionality, they will be required to provide login credentials to access a new or existing account. Vendors will access the BidStamp VIS Portal via http://dircommunity.force.com/BidStamp and enter in their access credentials.

• If a Vendor does not yet have login credentials, Vendor will request one by clicking on “Are you a vendor and need to request an account?” button that is located on the login page.

• You may view a video on how to set up your BidStamp account at this link:

https://dir.texas.gov/outreach-and-training.

http://dircommunity.force.com/BidStamp https://dir.texas.gov/outreach-and-training

Bid Submittal

• Persons with disabilities who seek accommodation, under the Americans with Disabilities Act (ADA), in responding to this solicitation may contact DIR at the point of contact in section 3.1 of this solicitation. Please allow at least five business days for response.

Information For Vendors

How to navigate to the BidStamp Vendor login from DIR’s home web page.

dir.texas.gov

Note: Scroll down on web page for further information.

Information for Vendors

Note: Scroll down on web page for further information.

Information for Vendors.

The Vendor BidStamp Guide is posted on DIR’s website on the

Schedule of Solicitation

Opportunities Page.

https://dir.texas.gov/it-solutions-and-services/selling-through-dir/schedule-of-solicitation-opportunities

Note: Scroll down on web page for further information.

https://dir.texas.gov/it-solutions-and-services/selling-through-dir/schedule-of-solicitation-opportunities https://dir.texas.gov/it-solutions-and-services/selling-through-dir/schedule-of-solicitation-opportunities https://dir.texas.gov/it-solutions-and-services/selling-through-dir/schedule-of-solicitation-opportunities https://dir.texas.gov/it-solutions-and-services/selling-through-dir/schedule-of-solicitation-opportunities

Responding to a Solicitation

After Vendor account is enabled, Vendor will submit and manage RFO responses from the BidStamp VIS portal.

https://dircommunity.force.com/BidStamp https://dircommunity.force.com/BidStamp

Responding to a Solicitation

After Vendor account is enabled, Vendor will submit and manage RFO responses from the BidStamp VIS portal.

Creating a New Response

To create a new response:

1. Log in to the VIS portal and select the “Open Solicitations” tile

2. Click on the “RFO Number” (DIR-CPO-TMP-573) of the solicitation you want to respond to

3. You will be navigated to the “RFO Number” detail page

This page will display important deadlines for the solicitation and list any questions Vendor has submitted.

Buttons discussed on the next slide.

RFO Number Detail Button Description:

• Respond to a Solicitation (or View Response): Create a new response or view a response that is in-progress. If a response has already been created or started, this button will read as “View

Response” and allow you to resume your progress on an existing RFO response.

• Ask a Question: Submit a question to be reviewed by a DIR resource. Questions can be submitted up until the “Question Submission Deadline date” indicated in the RFO document and on the detail page.

• Subscribe to Solicitation: Subscribe to a solicitation if you would like to receive addendum notifications. To subscribe to the solicitation, you must select the “Subscribe to Solicitation” button

AND have enabled your contact to “Receive Notifications”.

• View Solicitation Documents: Navigate to the ESBD posting for a solicitation and view the solicitation’s documents.

Respond to a Solicitation

“RFO Response Page” buttons:

• Delete: Delete all information that has been uploaded and the response record before the response has been submitted. Note:

Once the response is submitted, Vendor must use the Withdraw button that will appear upon solicitation submission.

• Submit: Submits the response record and all associated information.

(reference Vendor Guide Section 5.7)

• Ask A Question: Questions can be submitted up until the “Question

Submission Deadline date” indicated in the RFO document and on the detail page. (reference Vendor Guide Section 5.6)

• Create Pricing Form: Create a pricing form to submit pricing information for your response (reference Vendor Guide Section 5.5)

• New (RFO Response Documents): Upload required files indicated in the RFO posted on the ESBD (reference Vendor Guide Section 5.2)

• New (Vendor References): Submit a new reference’s email address and opt to send the vendor a reference (reference Vendor Guide

Section 5.3)

Response Content

RFO Section 3.8.3 – Response Contents

RESPONDENT MUST PROVIDE THE ITEMS LISTED BELOW.

• Exhibit A – Respondent Information (SIGNED)

• Exhibit A – Canceled Contracts – Appendix 1 (if applicable)

• Exhibit B – Respondent History and Experience

• Exhibit C – Contract Marketing and Customer Support Plan

• Exhibit D - Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

• Exhibit E – Itemized Price Sheet

• Exhibit F – Vendor References

• Exhibit G – Respondent Release of Liability for Reference

Response Content

• Exhibit H – EDGAR Certification Form

• Exhibit I – Vendor Accessibility Policy Assessment (PDAA)

• Exhibit J – Voluntary Product Accessibility Template (VPAT)

• Exhibit K – VADSIR (for non-COTS)

• Software License Agreements and/or Service Agreements (if applicable)

• Any Exceptions Requested (Exhibit A) or Affirmative Statement the Respondent takes no Exceptions

• Signed Addenda to RFO

Rejection of Responses

Section 3.9 of the RFO states:

DIR has sole discretionary authority and reserves the right to reject any and all Responses received as a result of this RFO. Responses that do not comply with the mandatory submission requirements may be rejected. In addition, DIR reserves the right to accept or reject, in whole or in part, any Responses submitted, and to waive minor technicalities when in the best interest of the State.

Questions

• Break (10 minutes)

• Reference the RFO Section Number and Page Number with your submitted question.

• Questions answered today are unofficial until posted on the ESBD.

• Submit additional questions through BidStamp VIS.

Reminder

• Questions answered today are unofficial until posted on the Electronic State Business Daily (ESBD) in the form of an Addendum.

• Any changes or additional information regarding this RFO will be posted as an addendum to requisition number DIR-CPO-TMP-573 on the ESBD:

http://esbd.cpa.state.tx.us/

• It is the responsibility of Vendors to monitor the EBSD web site for addenda.

http://esbd.cpa.state.tx.us/

RFO Schedule

Section 3.3. Anticipated Schedule

Date/Time Activity

February 16, 2023 Publish RFO on Electronic State Business Daily

March 3, 2023 1:00pm (CT) Optional Pre-Proposal Webinar

March 6, 2023 5pm (CT) Deadline for submitting questions

March 30, 2023 2:00 PM (CT) Deadline for DIR to receive Vendor references

Deadline for submitting responses to RFO

March 31, 2023 – until completed Evaluation of responses, oral presentations (if requested), negotiations, and contract execution

Conference Closing

All questions, inquiries must be directed to:

Stephanie Harrison stephanie.harrison@dir.texas.gov

Serves Texans dir.texas.gov | @TexasDIR | #DIRisIT

Thank You