ESBD_File_352773_Attachment 1 Statement of Work.pdf

Department of Information Resources

Attachment 1

Statement of Work

RFO-001-FY24

Electronic Procurement Solution

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1. REQUIRED SERVICES

1.1 General

1.2 User Experience

1.3 Audit Trail and History

1.4 Data Retention, Archive, and Purge Considerations

1.5 User Accounts and Administration

1.6 User Authentication and Security

1.7 Solution Environments

1.8 Procurement Portal

1.9 Vendor Portal

1.10 Supported Browsers

1.11 Mobile Device Support

1.12 Workflows

1.13 Best Practices

1.14 Configuration and Extensions

1.15 Software Maintenance and Technical Support Services

1.16 Availability

1.17 Response Times

2. REQUIRED CAPABILITIES FOR FUTURE PHASES

2.1 Optional Requirements

2.2 Data Analytics and Search Functionality

2.3 Optional Contract Management Portal

2.4 Optional E-Commerce Requirements

3. CONFIGURATION AND DEPLOYMENT

3.1 General

3.2 System Development Methodology

3.3 Integration

3.4 Data Conversion

3.5 Knowledge Transfer Services

3.6 User Acceptance Testing, Deployment, and Go-Live Services

4. SUCCESSFUL RESPONDENT’S ROLES AND RESPONSIBILITIES

4.1 Personnel

4.2 DIR Roles and Responsibilities

5. TERMINATION ASSISTANCE SERVICES

https://dir.texas.gov/

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6. PROHIBITED TECHNOLOGIES

7. TIME IS OF THE ESSENCE

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STATEMENT OF WORK

DIR seeks a comprehensive cradle-to-grave electronic procurement (e-Pro) system (the “Solution”) with automated workflows to create, evaluate, and award contracts for the State of Texas, acting by and through DIR. DIR envisions a system that will have the capacity to process contracts through the entire contract cycle from bid submission to contract close-out.

The Solution must address not only the functionalities and processes described in subsequent sections but must also deliver specific features that provide, at a minimum, the following key elements:

1. Single point of entry – a single initiation point for all procurement activity.

2. Configurable – to address the specific and varying needs/uses of the organization.

3. Integration – batch and real-time with existing core DIR and named external systems.

4. Transparency – provide visibility into purchasing activity and outcomes.

5. Software-as-a-Service (“SaaS”) Solution that meets the requirements and definitions referenced in Exhibit L, POL-604-10 DCS RFO Language and Exhibit M, POL-604-07 SaaS PaaS Policy

The following are key considerations for DIR when selecting the Successful Respondent:

1. Workflow – a configurable, rule/role engine that can automate and electronically guide users through the various solicitation processes.

2. User Portals – a Solution component that integrates access, collaboration, community, personalization, resources, and information for solicitation development and for vendors.

3. Document management – an automated Solution feature used to create, transact, and store documents throughout the solicitation process.

4. Reporting and dashboards – a Solution feature providing detailed reports on a variety of data elements, fully configurable, and interactive visual analytics.

5. Fully configurable pricing sheets that can be modified, updated, and customized for differing levels of complexity. Respondents should be able to populate these electronically or upload pricing sheets in the requested format. The proposed solution should have the capability to compile these and render a ranking or score. It should also have the capability to export price sheets to templates for Cooperative contracts vendor webpages. See Exhibit E examples of pricing sheets.

1. REQUIRED SERVICES

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The Respondent’s Solution should include features such as standardized solicitation and procurement templates, evaluation and scoring of electronically submitted responses from potential vendors, bid tabulation, electronic signatures, and should automate processes throughout the procurement activities. The system will interface with the DIR Contract Management System (Salesforce) and would potentially interface with the CPA’s Electronic State Business Daily (“ESBD”), Texas SmartBuy, the Centralized Master Bidders List (“CMBL”), the Historically Underutilized Business (“HUB”) Directory, CAPPS, DIR databases, DIR applications, DIR systems, and other data sources.

Data in the Solution is owned by DIR. DIR must be able to access and obtain/extract a copy of all data, including the associated data dictionary, on-demand and at no cost/charge.

Successful Respondent will be required to work with the STS Technology Solutions Services (TSS) vendor to integrate the solution in the DCS environment. Reference Exhibit L, POL-604-10 DCS RFO Language and Exhibit M, POL-604-07 SaaS PaaS Policy.

1.1 General

A. The Respondent shall deliver a configurable, cloud-based SaaS based solution, including all necessary licenses for any business applications necessary to maintain and run the system.

B. The Respondent shall provide all technology support products and applications.

C. The Respondent shall configure, train, and provide continued support and maintenance of the proposed Solution. System Support and Maintenance will include any software system patches, bug fixes, or workarounds until updates can be made for the Solution to be used to the fullest extent possible.

D. The Respondent shall provide a DIR-branded Solution capable of performing the functionality outlined in this statement of work.

E. The Respondent shall provide all cultural (organizational) change management activities to include audience analysis, communications plan showing all stakeholders, process documentation, training, etc., through the project lifecycle.

F. The Respondent shall provide a registration portal that allows registered users to manage their interaction and experience with DIR.

G. The Solution shall use intelligent Application Programmable Interfaces (APIs), where practicable, to interface with the following systems, but not limited to: Salesforce, SharePoint, ESBD, CMBL - HUB Directory Search, Comptroller of Public Accounts (CPA) Debarred Vendors List, System for Award Management (SAM), CPA Tax Status, CPA Divestment Statute Lists, Texas Secretary of State (SOS) Direct Account, and the Legislative Budget Board (LBB) Contract Management System.

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H. The Solution shall be able to add, delete, or modify hyperlinks when necessary.

I. The Solution shall be able to interface, ingest, or exchange data from or with a variety of external systems in various data formats.

J. The Solution shall be able to send notifications to vendors and stakeholders individually or broadcast using either templatized or custom-created (one-off) notifications that are subsequently saved in the system.

1.2 User Experience

A. The Respondent shall provide a user-friendly public-facing web-based portal with, at a minimum, solicitation opportunities, vendor registration, and secure solicitation submittal functionality.

B. The Solution must provide a user experience that is simple, direct and effective.

Characteristics of this experience must include, but not be limited to, the following:

1. Capability that allows user personalization of their initial screen based on their needs or use of the Solution.

2. Intuitive navigation that guides users to the appropriate Solution component with as few clicks as possible.

3. Intuitive workflows and tools that can direct the user to the appropriate process or functionality.

4. Portal that informs users and supports user work management.

5. Functionality optimized for mobile access and use.

6. Workload management functionality that will allow the re-assignment of work to another user. This includes, at a minimum, Invitations for Bid (IFBs), Requests for Quotation (RFQs), Requests for Offer (RFO), Statements of Work (SOWs), and all contract-related activities.

7. Role-based functionality for drafting, review and approval, evaluation, and other procurement processes.

8. Automated notices to users when workflow action may be required.

The Solution shall allow end users to create custom dashboards unique to their assignments or roles.

1.3 Audit Trail and History

A. The Solution must track user and vendor activity.

B. The Solution must also track transaction activity to provide a history that includes, but is not limited to, creation, changes, approvals, or rejections of the transaction.

C. The data captured should include, at a minimum, the date, time, user, action taken, status changes, content changes, and approvals or rejection history.

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D. The tracked information should be accessible to users by reports, a history page, or other option that is accessible without support from an administrator.

E. All tracked data must be retained in a manner that is consistent with other data retention practices (e.g., records are retained in accordance with applicable DIR and statutory record retention schedules, logs not set for auto-deletion on arbitrary schedule, etc.) within the Solution.

F. The Solution must provide attachment functionality in all modules/tools with textual description for each attachment and with the ability to import and export documents in their native file formats and must not restrict the size of any single or set of documents.

G. The Solution must provide DIR with the ability to enable or disable any new functionality or feature provided in future releases, upgrades, and updates to implemented e-Pro Solution components.

1.4 Data Retention, Archive, and Purge Considerations

The Solution must provide archive and purge capabilities that can conform to applicable DIR record retention schedules.

1.5 User Accounts and Administration

A. The Solution should provide a variety of user account types ranging from full access for system administrators to a tiered structure of limited access depending on the user’s role.

B. User accounts must be associated with a specific organization (e.g., Agency, Department, Non-State Entities) and have the capability to be authorized to buy on behalf of multiple other organizations.

C. Administration of the Solution, including user setup/maintenance, shall include the option to delegate or assign to authorized users some administrator responsibilities.

This delegation capability must allow definition of the specific functions and organization(s) (e.g., Agencies, Departments, Non-State Entities) that the delegated administrator will have access to manage.

1.6 User Authentication and Security

A. The Solution must provide secure user authentication capabilities that are consistent with current security industry standards, State of Texas, and DIR requirements. The Solution shall possess the capability to address DIR standards including, but not limited to:

1. Unique User Identification and Authentication: Ensuring each user has a unique identifier and their user identification must be authenticated before granting access.

2. Multi-Factor Authentication (MFA): At least 2-Factor Authentication (2FA) as a crucial security measure, in accordance with the National

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Institute of Technology’s (NIST) recommendations and Texas state regulations on authentication controls.

3. Single Sign-On(SSO); Facilitate a seamless and secure user experience with SSO capabilities, allowing users to access multiple applications with one set of credentials, reducing password fatigue, and enhancing security as per NIST and Texas Administrative Code standards.

4. Logging and monitoring; Information resources systems shall provide the means whereby authorized personnel have the ability to audit and establish individual accountability for any action that can potentially cause access to, generation of, modification of, or affect the release of confidential information. Appropriate audit trails shall be maintained to provide accountability for updates to mission-critical information, hardware, and software and for all changes to automated security or access rules. Based on the risk assessment, a sufficiently complete history of transactions shall be maintained to permit an audit of the information resources system by logging and tracing the activities of individuals through the system.

5. Password Management: Compliance with industry best practices on password usage. For password-based authentication:

a. Maintain a list of commonly-used, expected, or compromised passwords and update the list when passwords are suspected to have been compromised directly or indirectly;

b. Verify, when users create or update passwords, that the passwords are not found on the list of commonly-used, expected, or compromised passwords in IA-5(1)(a);

c. Transmit passwords only over cryptographically-protected channels;

d. Store passwords using an approved salted key derivation function, preferably using a keyed hash;

e. Require immediate selection of a new password upon account recovery;

f. Allow user selection of long passwords and passphrases, including but not limited to, spaces and all printable characters;

g. Employ automated tools to assist the user in selecting strong password authenticators; and

h. Enforce the following composition and complexity rules.

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i. The Solution should provide user login capabilities that can be integrated with the DIR’s existing federated identity management system, third-party identity providers, and allow that system centralized administration and synchronization of user identities to enable user provisioning and de-provisioning of identity and access across DIR’s systems.

ii. The Solution must not require multiple user IDs and passwords between Solution components.

iii. The Solution shall allow different levels of permissions to be set so that end users can only access data based on their position, work assignment, status of workflow, etc.

1.7 Solution Environments

The Solution must include, at a minimum, the following system environments:

A. Sandbox/Development Environment – this environment shall have the capability to facilitate development and unit/system testing of integration functionality and training.

B. User Acceptance Test (“UAT”) Environment – this environment will be used by DIR to validate functionality and system performance prior to release to the Production Environment. The UAT environment shall mimic the Production Environment except for any new functionality not yet promoted and should be suitable to double as an environment for training on the e-Pro Solution.

C. Production Environment – this environment will provide user access to all components, software, and functionality required under the Contract.

1.8 Procurement Portal

A. Procurement components of the Solution shall provide functionality to automate the entire solicitation process for both the procurement personnel and responding vendors.

B. All types of solicitations (e.g., Invitations to Bid (IFBs), Requests for Offer (RFO), Statements of Work (SOWs), etc.) and contract awards (e.g., purchase orders, formal contracts, cooperative contracts, etc.), as well as corresponding response documents submitted to DIR, can be created leveraging standard templates and libraries.

C. The Successful Respondent shall ensure that DIR templates are loaded into the Portal and are available for use.

D. The Solution shall allow DIR users to create, save, share, and populate templates for a variety of procurement types.

E. The Solution shall automatically number or allow manual assignment of unique numbers for all procurement types.

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F. Other key functionalities include initiating solicitations from a requisition, public posting including to the CPA’s ESBD, vendor notifications, evaluation of responses, making the award, and the seamless integration with other e-Pro Solution components to automate the creation of catalogs and contracts.

G. The Solution functionality should provide a library concept of standard specification text or attachments associated with specific commodity codes or other standard field values (e.g. Organization standard part number) and the library would be accessible to the user to include these text/attachments on the purchase request based on the code values selected.

H. The Solution shall provide intelligent searching ability when creating line items that will identify matching Contract products/services across available catalogs based on keywords, contract number, Supplier, manufacturer, part number (manufacturer and supplier), and other organization-identified data elements.

I. The Solution must provide role-based controls to authorize users to create, close, and cancel contracts, SOWs, and change orders.

J. The Solution functionality must support the use of MS Office software and Adobe Acrobat, at a minimum, in the creation of solicitations.

K. The Solution must provide the ability to create a solicitation by copying an existing solicitation. All data including attachments (any size or type) would be copied into the new solicitation.

L. The Solution must provide the ability to include URL links to websites that provide additional/reference information in the solicitation.

M. The Solution must allow for unregistered suppliers to be added to the generated supplier list at any time during the solicitation process (even after the release of the solicitation).

N. The Solution shall provide the option for both registered and unregistered suppliers to add (subscribe) themselves to a solicitation’s supplier list for future notifications when they access a solicitation either from the public posting or from their system account.

O. The Solution shall provide the ability for the procurement lead to identify the users to workflow supplier questions for review and response with the ability to break up multiple questions into individual questions.

P. The Solution must date and time stamp the receipt of each response to an open solicitation, including alternates. If a response is resubmitted as a replacement, before the close date, the new receipt date and time stamp shall be applied.

Q. The Solution shall flag the document that was withdrawn and indicate it is superseded by a more recent document.

R. The Solution must provide the Organizations the ability to enter any supplier

Texas Department of Information Resources | dir.texas.gov | #DIRisIT | @TexasDIR Page 11 submitted paper responses/proposals into the system with the option to enter it in a manner similar to a supplier submitted electronic responses/proposals so that the paper response is captured electronically and can be displayed on the public posting of bids.

S. The Solution shall provide secure online collaboration/messaging functionality between the procurement lead and the vendor(s) during evaluation or negotiation which is captured as part of the official electronic file.

T. The Solution must provide the ability to create an award from the evaluated solicitation.

U. The Solution must provide electronic signature capability that is integrated/available for use with all transactions in the system, including but not limited to, purchase orders, change orders, solicitation responses, contracts, contract amendments. This functionality will be available to both buyer and supplier users of the system.

V. Functionality must include, at a minimum, use of system user credentials (i.e., login and password) as the signature and integration with automated solutions such as DocuSign, AdobeSign, or other such e-signature platforms.

1.9 Vendor Portal

A. The Vendor Portal functionality must provide a single point of entry ‘front door’ that includes all vendor-facing functions for the Solution with the ability to also incorporate access to other applications or services such as certifications and online interactions with DIR.

B. The Vendor Portal functionality must deliver valuable content upon logging in and be personalized to the vendor and the vendor user logged into the system.

C. The Vendor Enablement/Management component, in conjunction with the Vendor Portal, must support all procurement activities and provide vendors the ability to establish and maintain an account defining who they are and what they sell along with other key data elements required to establish and maintain all DIR contract types including Enterprise Contracts, internal contracts, and Cooperative contracts.

Vendors will use this account to access all relevant electronic procurement and financial functionalities such as solicitations, solicitation response, order receipts, contract awards, load sales reports, and submit payments.

D. The Solution shall allow vendors to self-register on the Vendor Portal.

E. The Solution shall validate vendor names with the registered name on the Texas Secretary of State website.

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1.10 Supported Browsers

A. The Solution must require only an internet browser application for user access to the Solution. No site or application component will utilize features available only when using a specific brand of web browser.

B. At a minimum, the Solution should support current versions of Microsoft Edge, Chrome, Firefox, and Safari, and Successful Respondent shall ensure continuous support of future, industry-leading browsers, and newer browser versions.

C. Additionally, Successful Respondent must ensure that:

1. Any browser that is ranked as more than 10% of the world wide web traffic must be supported.

2. Popularity of browsers used to access the e-Pro Solution must be tracked to identify browser and platform trends.

3. The e-Pro Solution is tested for multiple browsers, operating systems, and versions (including backward compatibility) based on the intended audience. The testing includes Software Upgrades, Software Updates, Software Enhancements/Releases, and Software Patches/Fixes.

4. If a page will be rendered inoperable on an older browser, the page must contain a notice to users that the page is not viewable when using non-compliant browsers.

1.11 Mobile Device Support

A. The Solution functionality should be responsive and accessible from mobile devices, including mobile phones and tablets irrespective of the device, OS, screen size, orientation, and browser platform.

B. Functionality on mobile devices must include the ability to approve/deny workflow requests.

1.12 Workflows

A. The e-Pro workflow management functionality must provide a robust, configurable rules engine and workflow management capability allowing for rules to be defined to support oversight and governance requirements with the ability to define a hierarchy or order of precedence in situations where a rule exists at all organizational levels.

B. Rules definition capability would include the ability to define the required routing of work, approvals, watchers, and a combination of these.

C. This rules capability will provide the ability to enforce policies/statutory requirements and the ability to capture the identity of the approver that will carry forward with the transaction and any subsequent transaction. Examples of workflow capabilities include logical functions (case, switch, Boolean, etc.), and tracking of assignments, names of assignees, statuses, job functions, document types, and dates.

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D. Workflows are required for Procurement, Market Research, and Contract Management, at a minimum.

E. Developed workflows shall provide the flexibility necessary to re-assign personnel, restart a flow, or cancel a flow in midstream.

F. Workflow templates can be created from existing workflows or from scratch as a new template.

G. Can accommodate changes in procurement and contracting law and rule, when key personnel leave."

H. Creation of a workflow shall automatically create a tracking list where assignments, names of assignees, statuses, reminders, and dates are automatically recorded as workflow items are completed.

I. The Workflow Management business rule functionality must provide the ability to define an unlimited number of separate rules for purchase requests, purchase orders and change orders. Definition of rules can be user, role, agency or Organizations-wide specific and can be based on any one or combination of data elements of a request, purchase/change order, user profile, user's organization or supplier.

J. The Workflow Management business rule definition functionality must provide the ability to identify ‘by-pass’ conditions where a rule will not be applied based on a combination of one or more data elements on the transaction. Some data elements cannot be used for this ‘by-pass’ rule including price, delivery date and supplier. An example of this would be a rule based on commodity code that inserts an IT approver if item is non-contract IT good/service unless the user has role of Organizations IT Buyer.

K. The Workflow Management business rule functionality must include the ability to stipulate placement in the workflow with in-series or multiple-path (parallel) options.

L. The Workflow Management business rule functionality must allow routing to either specific users or to a Role assigned to a group of users (e.g. Budget Approver).

M. The Workflow Management functionality must provide a display depicting the workflow generated for purchase requests and purchase orders that identifies each step, the users/roles assigned to approve each step, steps completed, and status with easy access to approval/denial details (e.g. comments, attachments (any size or type)).

N. The Solution shall allow end users to add, remove, or modify fields that exist in a tracking record (globally or locally)

O. The Solution shall provide a freeform text field and associate it with each assignee in a workflow so that relevant comments can be recorded by the assignee.

1.13 Best Practices

A. Successful Respondent must:

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1. Incorporate new Solution version releases or new features/tools when they are available.

2. Ensure that the Solution is utilizing the latest technologies.

3. Ensure that updates occur and are completed in a timely manner.

4. Present for DIR’s consideration alternative processing approaches, services, methodologies, business processes, or any other best practices that demonstrate a commitment to continuous improvement.

B. Additionally, Successful Respondent must continuously assess and recommend opportunities to reduce costs associated with any aspect of the Services required under the Contract.

C. Acceptance and implementation of any recommendations made by Successful Respondent shall be at the sole discretion of DIR.

1.14 Configuration and Extensions

A. The Solution shall be configurable. However, it is understood that some of the expected innovations and functional requirements identified in this RFO may necessitate system configuration or development of extensions to a Respondent’s existing solution to connect to other DIR systems. Respondent’s Offer must advise of any alternative solution or configured functionality that could be used to meet requirements.

B. Any such configuration or extensions developed by Successful Respondent to the proposed solution must be maintained and operational through all upgrades in all future versions issued under the Contract, and adhere to the following:

1. Configuration or extensions must not introduce a performance issue, bottleneck, or processing delay in the Solution.

2. Configuration or extensions must not invalidate, negate, or minimize any warranty or maintenance requirement agreed to between DIR and DIR’s third-party providers that support the current DIR systems.

3. Configuration or extensions must not be constructed in such a manner as to confound, add complexity to, or introduce technical burdens that would impact the maintenance, upgrades, or new releases of the e-Pro Solution.

4. All configurations or extensions shall be completed during the project implementation period.

5. Successful Respondent must advise DIR of any Organizational Change Management (“OCM”) impacts that will result from proposed configuration or extensions.

1.15 Software Maintenance and Technical Support Services

A. Successful Respondent shall provide Software Maintenance and Technical Support

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Services as defined in this RFO. Software Maintenance and Technical Support Services include but are not limited to, the following: telephone and online support, error corrections, software updates, software upgrades, software patches/fixes, software enhancements/releases, latest features, performance improvements, licensed software documentation, and technical library CD series, if applicable.

B. Successful Respondent shall provide qualified personnel to be available to DIR by telephone, email, or website for the reporting of problems or issues with the Licensed Software or Software Maintenance and Technical Support Services. All such Software Maintenance and Technical Support Services must be unlimited during the term of the Contract.

C. Successful Respondent shall provide a help-desk toll-free telephone number, email, or website for the reporting of problems or issues with the Licensed Software.

D. Successful Respondent shall provide support twenty-four (24) hours per day, seven

(7) days a week, three hundred sixty-five (365) days a year.

E. Successful Respondent shall allow a minimum of five (5) authorized DIR contacts to report problems or issues to Successful Respondent’s helpdesk. Upon request of Successful Respondent, DIR will provide the list of authorized support staff.

F. Successful Respondent shall be responsible for all Software Upgrades and Software Patches. All Upgrades and Patches must ensure customer configurations and integrations maintain desired functionality and performance.

1.16 Availability

A. The Solution should be architected to ensure unlimited availability for performing tasks and processing transactions during peak use hours of the Solution. DIR’s peak use hours are 7:00AM through 6:00PM CT, Monday through Friday.

B. During peak use hours, the Solution shall maintain an uptime of no less than the minimum service level specified in the applicable SLA.

C. Sufficient redundancy must be maintained so that the system is available twenty-four

(24) hours per day, seven (7) days per week.

D. Redundant servers, mirrored servers or fail-over devices should be architected so failure of a single component does not affect overall system availability.

E. Multiple points of presence to multiple internet service providers should also be in place.

1.17 Response Times

A. “Response Time” is defined as the period between Successful Respondent’s receipt of a service call from DIR and the time until Successful Respondent’s service technician responds with repair efforts underway.

B. Repair time is defined as the timeframe for Successful Respondent to complete

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C. DIR, in its sole discretion, will determine the priority of reported problems or issues with the Solution.

D. Successful Respondent shall respond to service requests in accordance with the priority and within the maximum response times listed in Table 1 (Response Times).

Priority Level

Description Max Response

Time

Priority 1 (P1)

– Critical

a. Total outage or an outage of a critical component that renders the software unusable or unable to perform pending critical tasks.

b. Security issue that affects the production environment.

c. Issue that affects fulfillment of a pending deadline or causes staff to be idle.

1 hour

Priority 2 (P2)

– High

a. Performance degradation or diminished processing, capacity, or functionality that affects multiple users within the production environment.

8 hours

Priority 3 (P3)

– Medium

a. Performance issue related to non-production environments, non-critical issue that is time sensitive, or non-impacting issue requiring additional troubleshooting.

b. Issue that does not affect current work but will affect customer’s ability to perform work within one business day.

c. Frequent issue of minor importance yet obviously affecting work efficiency.

48 hours

Priority 4 (P4) –Low

a. Scheduled maintenance outage.

b. Request for information prior to diminished processing, capacity, or functionality.

c. Low frequency error of marginal importance.

d. Minor problem that requires research, testing, or cooperative effort to resolve.

72 hours

2. REQUIRED CAPABILITIES FOR FUTURE PHASES

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DIR anticipates expanding the capabilities of the e-Pro system in future phases, which may be accomplished through separate procurements. The Solution shall have the capability to be expanded to include the functionalities listed below, should DIR elect to pursue such functions. Such functionalities may be inherent to the Solution or may be accomplished in combination or integration with other tools.

For the avoidance of doubt, the performance of these functions are not included in this SOW and shall not be invoiced by Successful Respondent.

2.1 Optional Requirements

A. Integration with the CPA’s finance system (CAPPS) may be required to establish and maintain vendor payee records needed for fee and rebate processing.

B. Access to view fee and rebate invoices and payment history; visibility into contract purchasing history for existing vendor contracts.

2.2 Data Analytics and Search Functionality

A. These functionalities must also provide the means to assess across operation dimensions such as vendor classification, organizational elements, and buying trends.

B. Reporting must be available and presented in the form of interactive charts and dashboards with the ability to ‘drill down’ to the transactional data for comprehensive analysis.

C. Transparency is also a required key feature to this component as reports, charts and dashboards can be designed for public access.

D. The Solution shall allow reports to be run, created, and saved based on data stored in, or supported by, the Solution. The Successful Respondent shall provide a Solution that simplifies management access to reports, analytics, and business intelligence tools for procurement activities.

E. The Solution shall include the ability to search vendors, including resellers, subcontractors, and any associated service providers.

F. The Solution shall include the ability to search vendors in a variety of different ways.

At a minimum, vendor categorization include HUB, HUB Type, Product Brand, Product SKU, Product, Services, and NIGP Code.

G. The Solution shall accommodate, at a minimum, the following marketplace functions for a possible future deployment:

1. Pricing

2. Brand

3. Product specifications and descriptions

4. Shopping cart

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5. Purchase status

6. Tags and keywords

H. The Solution shall allow for global searches for contracts and documents based on content, tags, keywords, descriptions, unique id, etc.

2.3 Optional Contract Management Portal

A. The Contract Management components of the Solution shall encompass all aspects of contract management. Contract document authoring is automated through templates and libraries to provide consistency across DIR. Workflow functionality provides contract management and oversight by automating the review and approval processes. Key contract management functions address management of subcontractors, identification of dealers, tracking and managing vendor sales reports and vendor performance and contract compliance, as well as amendments and renewals to contracts.

B. As part of Contract Management capability components, vendor performance management is a business practice that is used to measure, analyze, and manage the performance of a vendor in an effort to cut costs, alleviate risks, and drive continuous improvement. The ultimate intent is to identify potential issues/risks and their root causes so that they can be resolved/managed to everyone’s benefit as early as possible. The electronic procurement Vendor Performance functionality must capture vendor performance information and data in a manner that allows for reporting and analysis. The system may integrate with CPA’s Vendor Performance Tracking System to submit reports.

C. The Contract Management component(s) of the e-Pro Solution shall be capable of compiling and invoicing Cooperative contract administrative fees and rebates to vendors using sales data sourced from Cooperative contract purchase order records found on LBB and reported vendor records.

D. The Solution shall assign a unique identifier to each work or assignment item, including amendments, extensions, and renewals.

E. The Solution must provide the ability to load an external price list to a contract as line items. This also must include the ability to load updated price list files as well in a DIR-approved format.

F. The Solution must provide the ability to establish and edit the contract award value, award date, period of performance (dates), expiration dates (current, original, and maximum), and renewal periods defined as dates or renewal periods that are user-defined (e.g., months, years, multi-year).

G. The Solution must provide the ability for the contract manager or authorized user to control when approved contracts or any modifications are published to the DIR’s website and control which details or documents are to be published.

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2.4 Optional E-Commerce Requirements

A. Respondents may propose pricing for additional modules that DIR may consider adopting during a future implementation that is not part of the requirements of the e-Pro Solution.

B. Future phases of this DIR system modernization may include the redevelopment of existing DIR systems serving statewide users as listed above if available as modular configuration.

3. CONFIGURATION AND DEPLOYMENT

Successful Respondent shall work with DIR selected vendor or vendors to implement the Solution into the DIR PCM. DIR will retain resources to provide implementation services through STS vendors.

3.1 General

A. Successful Respondent shall provide the following services to build, configure, install, integrate, and deploy the e-Pro Solution into the DIR environment:

1. Contract development – Enterprise contracts.

2. Contract development – Cooperative contracts.

3. DIR Open Market Requests.

4. Vendor bid/response submission.

5. Data reporting for HUB reporting.

6. Configure Single Sign On (SSO).

B. The Successful Respondent shall deploy a user-friendly and intuitive procurement system.

C. The Successful Respondent shall provide a solution that handles the entire procurement lifecycle.

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D. The Successful Respondent shall provide a Solution that effectively and quickly processes the volume and type of transactions required by the State.

E. The Successful Respondent shall implement up-to-date best practices relating to enterprise-wide procurement solutions, including robust business intelligence and data analytics capabilities.

3.2 System Development Methodology

During development, the Successful Respondent shall provide:

A. Project Management services that include developing and maintaining the project controls, standards, and procedures for managing the deployment Services. All plans and reports developed by Successful Respondent shall be reviewed and approved by DIR prior to their use.

B. A Project Work Plan that, at a minimum, replicates current processes described in the lifecycle diagram above.

C. A development methodology that ensures quality, long-term flexibility, and reuse.

D. Solution testing processes, tools, and methods that:

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1. Verify that the Solution meets the business requirements;

2. Ensure operational reliability; and

3. Ensure quality.

E. Application, network, and web-host server stress testing to ensure response time and reliability guarantees are met.

3.3 Integration

A. Successful Respondent’s proposed Solution must provide both interface and real-time integration capabilities.

B. Potential integrations may include transferring files or data to or from existing, statutorily required statewide systems that may include SPD’s Procurement Oversight & Delegation (“POD”) portal and review system and Texas SmartBuy, CPA’s ESBD, CMBL/HUB Directory, VPTS, and, Texas Franchise Tax system, and Texas Secretary of State business registration.

C. Successful Respondent must integrate with Microsoft suite products (Word, Excel, PowerPoint, etc.), SalesForce, Adobe Acrobat, and DocuSign.

3.4 Data Conversion

Full integration of the Solution may require data conversion of existing DIR contract documents, files, data, and purchasing data that is housed in DIR servers and systems.

3.5 Knowledge Transfer Services

A. Successful Respondent shall deliver knowledge transfer to DIR staff on use and administration of the Licensed Software and cloud environments. The knowledge transfer activities shall include, but not be limited to, the following:

1. administration and provisioning requirements for scaling the environments,

2. tools used to administer and develop services specific to the environments,

3. instruction on the appropriate methods of moving data from DIR’s data repositories to the cloud environments,

4. training of DIR’s internal end users including administrators and IT support as necessary to ensure all staff using the system are well versed in the Solutions functionality and can support it to the fullest extent and

5. provision of user guides that can be updated in the future by DIR.

B. Knowledge transfer activities shall be delivered to DIR developers, user-access management staff, and other technical staff.

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3.6 User Acceptance Testing, Deployment, and Go-Live Services

A. Successful Respondent shall provide UAT to DIR prior to the deployment of the Solution into the DIR production environment.

B. Successful Respondent shall provide DIR with technical and go-live support services for the deployment of the Solution into production and go-live phase.

C. Successful Respondent shall adhere to a go-live date estimated to be on or before December 31, 2024. Successful Respondent shall provide post-go-live support services to DIR for at least sixty (60) days, including the proposed hypercare period after the go-live date, to assist DIR with issues regarding the deployment of the Solution.

4. SUCCESSFUL RESPONDENT’S ROLES AND RESPONSIBILITIES

4.1 Personnel

A. Successful Respondent shall provide all personnel resources necessary to perform the Implementation Services unless specifically stated as the responsibility of DIR.

Throughout the term of the Contract, Successful Respondent shall:

B. Designate its Key Personnel. The term “Key Personnel” refers to the individual(s) identified by Successful Respondent as having primary responsibility for planning, directing, and controlling the activities in support of the Implementation Services (e.g., Project Manager, Technical/Functional Leads).

C. Provide the appropriate number of personnel to ensure the timely delivery of all Services.

D. Provide qualified personnel to perform all Services.

E. Obtain DIR approval of Key Personnel.

F. Promptly remove and replace Key Personnel at the written request of DIR.

G. Provide DIR with written notice of any plan to add, remove, or replace Key Personnel.

H. Provide personnel either onsite at DIR or remotely to perform the Implementation Services.

I. Successful Respondent shall designate an individual to perform the tasks of Successful Respondent’s Project Manager (“PM”) and this individual shall function as DIR’s primary point-of-contact.

J. Successful Respondent’s PM shall communicate and coordinate with the DIR PM on all issues related to the Implementation Services. Successful Respondent’s PM shall work closely with the DIR PM(s) to make certain that adequate resources are applied to achieve successful and timely completion of the Implementation Services.

K. Successful Respondent’s PM shall have overall responsibility for achieving the objectives of the Implementation Services in an efficient manner, including the

Texas Department of Information Resources | dir.texas.gov | #DIRisIT | @TexasDIR Page 23 planning and management of the Implementation Services to completion on time and within budget. Successful Respondent’s PM shall monitor the progress of the Implementation Services against the Contract requirements and promptly report any deviations to the DIR’s PM(s).

L. Successful Respondent’s Key Personnel identified in its Response shall be considered essential to the Implementation Services. Throughout the Contract Term, DIR reserves the right, in its sole discretion, to approve each member of the Implementation Services team and to request substitutions.

M. All replacements of Key Personnel must be of equal or superior experience and skill as the Key Personnel being replaced.

4.2 DIR Roles and Responsibilities

A. DIR will assign a Project Manager(s) (“DIR PM(s)”) to work with Successful Respondent’s PM.

B. DIR will provide reasonable access to DIR subject matter experts, technical staff, DIR users and management for questions, knowledge transfer, data collection, and testing and results confirmation during DIR’s business days.

C. The DIR PM(s) will perform the following:

1. Respond to day-to-day issues and risks from DIR’s perspective.

2. Manage DIR’s issues.

3. Review and provide approval or disapproval of Successful Respondent’s written deliverables.

4. Review Successful Respondent’s weekly status reports and forward to DIR’s management.

5. Review Successful Respondent’s issues/risk logs and resolutions, escalating as necessary to DIR management.

6. Attend status meetings scheduled by Successful Respondent’s PM.

7. Manage DIR’s resources.

D. DIR will provision a test workstation for pilot testing for the Successful Respondent and DIR to complete the Implementation Services.

E. DIR will provision a Windows server to deploy the E-Pro Solution’s active directory agents for the Successful Respondent and DIR to complete the Implementation Services.

F. DIR will provide the necessary resources such as servers and storage, as well as access to systems and the network, for Successful Respondent to complete the Implementation Services.

G. DIR shall, in accordance with DIR policies and procedures, provide Successful

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Respondent reasonable access to the Licensed Software to perform Software Maintenance and Technical Support.

5. TERMINATION ASSISTANCE SERVICES

During the term of the Contract and for a reasonable period of time following the termination or expiration of the Contract for any reason, Successful Respondent shall, upon request by DIR, provide to DIR and its designees such assistance, cooperation, and information as is reasonably necessary to enable the orderly transfer or cessation of the applicable services, including, but not limited to, continued use of the Solution and performance of Successful Respondent’s services and other obligations under the Contract at then-current rates; reasonable assistance with data migration; and the return or destruction of DIR data, documents, and materials, as directed by DIR or its designee.

6. PROHIBITED TECHNOLOGIES

In accordance with Texas Senate Bill SB 1893, 88(R), Successful Respondent shall comply with the requirements relating to the use of prohibited technologies and certain social media applications and services on devices owned or leased by governmental entities.

A list of prohibited technologies is located on the DIR’s website at:

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

7. TIME IS OF THE ESSENCE

Time is of the essence in the performance of the Contract. Successful Respondent shall strictly comply with all of the deadlines and requirements for the Contract.

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