RFO574,575,578 -Pre-Solicitation Conference Slides.pdf

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

DIR-CPO-TMP-574 Motorola Branded Products and Value-Added Services

DIR-CPO-TMP-575 Google Branded Products and Value-Added Services

DIR-CPO-TMP-578 Cisco Branded Products and Value-Added Services

Vendor Pre-Solicitation Conference Wednesday, June 21, 2023

9:00 AM (CST)

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

Introduction of Speakers and Staff

Theresa Williamson, HUB Program

Manager

Scott Wilson, Procurement Lead

Brianna Ballenger, HUB Coordinator

Marie Cohan, Statewide Digital Accessibility

Program Manager

Stephanie Harrison, Director

Cooperative Procurements

Agenda Request for Offer (RFO)

RFO Overview RFO Contents RFO Scope Evaluation Criteria Term of Contracts Schedule

HUB

EIR - Accessibility

General Information BidStamp Vendor Information System Portal (VIS) Overview *Pricing Sheet Mandatory Submissions Break Questions Conference Closing

RFO Overview

• The objective of these Request for Offers (RFOs) is to solicit Responses from potential Respondents to provide Motorola Branded Products and Value-Added Services (RFO 574); Google Branded Products and Value-Added Services (RFO 575);

and Cisco Branded Products and Value-Added Services (RFO 578) to Customers, acting by and through the Department of Information Resources (DIR).

• Re-Soliciting RFO DIR-TSO-TMP-426 (RFO 574)

• Re-Soliciting RFO DIR-TSO-TMP-411 (RFO 575)

• Re-Soliciting RFO DIR-TSO-TMP-425 (RFO 578)

• DIR may make multiple awards from these RFOs

RFO Overview Cont’d: Historical Sales DIR Cooperative Contract Program Sales:

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 $3,051,000,000

Motorola Branded Products and Value-Added Services (RFO 426) Sales Volume by DIR Fiscal Year:

FY 2020 Sales FY 2021 Sales FY 2022 Sales FY 2023 Sales Total Sales

$3,313,139 $2,032,560 $12,434,583 $15,527,622 $33,307,904

RFO Overview Cont’d: Historical Sales

Google Branded Products and Value-Added Services (RFO 411) Sales Volume by DIR Fiscal Year:

FY 2020 Sales FY 2021 Sales FY 2022 Sales Total Sales

$6,803,052 $5,413,870 $7,756,058 $19,972,980

Cisco Branded Products and Value-Added Services (RFO 425) Sales Volume by DIR Fiscal Year:

FY 2019 Sales FY 2020 Sales FY 2021 Sales FY 2022 Sales Total Sales

$206,993,797 $257,419,062 $225,900,590 $238,011,008 $928,324,457

RFO Contents

DIR-CPO-TMP-574, 575, & 578

Documents

• Exhibit A: Respondent Information

• Exhibit A1: Exceptions

• Exhibit B: Respondent History and

Experience

• Exhibit C: Contract Marketing and Support

Plan

• Exhibit D: HUB Subcontracting Plan (HSP)

Sample Form

• Exhibit E: Itemized Pricing

• Exhibit F: Reference Forms

DIR-CPO-TMP-574, 575, & 578

Documents Cont.

• Exhibit G: Respondent Release of Liability

• Exhibit H: EDGAR Certification Form

• Exhibit I: Policy Driven Adoption for Accessibility

(PDAA) for Vendor Self-Assessment

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

• Exhibit K: Vendor Accessibility Development

Services Information Request (VADSIR)

Exhibits A, A1 & B

Exhibit A, Respondent Information

• 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 weather 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

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

Exhibits C, D, & E Exhibit C, Contract Marketing and Customer Support Plan

• 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.

(vendors must download the latest form using the link provided under this section)

Exhibit E, Itemized Pricing Sheet

• Respondents will complete the Itemized Pricing Sheet in accordance with Section 2.3 Pricing.

Respondents shall complete any or all tabs which are applicable to their proposal.

Exhibits F, G, & H Exhibit F, Vendor References

• Respondent must send the Exhibit F 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.

Exhibit I, J, & K

Exhibit I, PDAA

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

Assessment.

Exhibit J, VPAT

• The Voluntary Product Accessibility Template (VPAT) is used for product conformance with WCAG and once completed is an Accessibility Conformance Report (ARC). An ACR must be provided for each product offering.

Exhibit K, Vendor Accessibility Development Services Information Request (VADSIR)

• Respondent must provide a completed VADSIR for all proposed development services where applicable.

RFO Scope

Section 2.0 Scope DIR intends to contract with the Successful Respondent(s) to provide Motorola Branded Products and Value-Added Services (RFO 574), Google Branded Products and Value-Added Services (RFO 575), and Cisco Branded Products and Value-Added Services (RFO 578).

It is the responsibility of the Respondent to ensure the products and/or services proposed are within the scope of these RFOs.

Respondents may submit for products and value-added services in the following areas but not limited to:

Section 2.1.1 Products (RFO 574)

• Motorola Cell Phones and related accessories

• Motorola Radios and related accessories

• Motorola Security and Surveillance products

• Motorola Smart Products and related accessories

• Motorola Tablets and related accessories

• Motorola Telephones and related accessories

• Motorola Modems, Routers and related accessories

• Software to support Motorola products, provided that software may only be sold as part of a solution for a Motorola branded product or service, and cannot be sold separately

• Motorola Accessories:

Wearables, chargers, protective cases, headphones, and stylus

Section 2.1.2 Services Motorola Product Support

2.1.2.1 Moto Services and Value-Added Services

Value-Added Services are any related service that Respondent may perform as related to the products proposed in RFO Section 2.1.1. Value-Added Services include, but are not limited to, product installation, integration, maintenance and support, managed services, and product training.

Section 2.1.3 Third Party Products

• Third-Party products may be proposed as an option and will be awarded at the discretion of DIR. Third-Party Products are those hardware, peripherals, accessories and software manufactured or published by other manufacturers or publishers that may be used as an attachment or embedded within a Motorola Branded or Service product to create, enhance or extend the functionality of a Motorola Branded product; or to create, enhance or extend the functionality of the Authorized Third Party Product which relies on a Motorola Branded product platform to function. All Third-Party Products must be sold as part of a solution for a Motorola Branded product or service and cannot be sold separately. No stand-alone Third-Party products will be allowed.

• Any Respondent offering third-party products must submit a description of those products and the related pricing on DIR’s Automated Pricing Form in the BidStamp

VIS.

• Respondents may incorporate changes to their authorized Third-Party Product offerings;

however, any changes must be within the scope described in this section herein.

• By listing a Third-Party Manufacturer Brand and proposing a Pricing Discount Percent (%) off MSRP, the Respondent attests that it has authorization from the manufacturer to resell the products on a resulting DIR contract. At any time prior to contract award and during the contract term, DIR may require a Letter of Authorization from the manufacturer stating that the Respondent has the authorization to sell that manufacturer’s products and/or that the Respondent has the certifications to provide the related services on a DIR contract.

Section 2.2 Exclusions/Out of Scope The following products and services are not in the scope of this RFO:

• Related services only (installation, maintenance, support, training, etc.) without also providing an associated product/service within scope.

• Custom application development services.

• Deliverables Based Information Technology Services (DBITS).

• Cloud Broker Services.

• Cloud Assessment Services.

• Professional or consulting services as defined in Chapter 2254 of the Texas Government

Code.

• 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

Section 2.1.1 Products (RFO 575)

• Google Cloud Platform (GCP):

GCP provides infrastructure as a service, platform as a service, and serverless computing environments. GCP allows customers to build, deploy, and scale applications, websites, and services on Google’s US-based infrastructure.

• Google Cloud Subscription Agreement for Public Sector (PSSA):

The PSSA provides agencies with the right to use any GCP services for a period of time for a defined and specified use case for a fixed monthly price.

• Google Cloud Deploy:

Automates delivery of applications to a series of target environments in a defined sequence.

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

• Google Cloud Anthos:

Platform allows customers to build and manage modern applications across on-premises and cloud environments (including AWS and Azure).

• Google Cloud Contact Center AI:

Provides a human-like, AI-powered automated attendant and contact center experience.

Increase CSAT and call deflection, lower cost and free up a company’s human agent time.

• Google Cloud Document AI:

A document understanding platform takes unstructured data from documents and transforms it into structured data, making it easier to understand, analyze, and consume.

• Google Cloud Document AI Warehouse:

Extension to Google Cloud Document AI allows users to index, search, store, govern, and manage documents and their AI-extracted data and metadata in a single platform.

• Google Cloud Translation Hub:

Translation Hub allows websites and programs to programmatically integrate with the translation service. Translates published documents into other languages.

• Google Cloud Vertex AI:

Vertex AI is a machine learning (ML) platform that allows users to train and deploy ML models and AI applications. Vertex AI combines data engineering, data science, and ML engineering workflows, enabling end-users to collaborate using a common toolset.

• Google Cloud Generative AI:

Builds generative AI applications powered by Google.

• Google Cloud AppSheet:

No-code application development platform that makes it easy to build and deploy mobile and web apps. AppSheet uses a drag-and-drop interface that makes it easy to create apps without any coding experience.

• Google Cloud Workspace:

Comprehensive suite of fully integrated office productivity services, such as Gmail, Calendar, Meet, Chat, Drive, Docs, Sheets, Slides, Forms, and Sites. These products can be used to create, edit, and share documents, spreadsheets, presentations, and other files. Google Workspace also includes a number of collaboration tools, such as chat, video conferencing, and file sharing. This platform promotes sharing, collaboration, and teamwork.

• Google Cloud Firebase:

Platform that allows users to build, grow, and monetize mobile apps.

• Google Chrome Enterprise:

Suite of tools that allows users to manage and secure Chrome devices and browsers. It includes features such as device management, browser management, and security (e.g. sandboxing, encryption, and malware protection).

• Google Chrome Device Management (GCDM):

Manage fleets of chrome devices from a single, web-based console.

• Google Cloud Apigee:

Platform for developing, managing and securing APIs. By fronting services with a proxy layer, Apigee provides an abstraction or facade for your backend service APIs and provides security, rate limiting, quotas, analytics, and more.

• Google Cloud Looker:

Web-based platform that allows users to explore, analyze, and visualize data from a variety of sources. Includes a powerful data modeling and business intelligence engine. Looker also offers a variety of features that make it easy to share insights with others, including embedded analytics, dashboards, and reports.

• Google Cloud Looker Studio Pro:

Platform for creating interactive data visualizations.

• Google Cloud Chronicle SIEM:

Chronicle normalizes, indexes, correlates, and analyzes the data to provide instant analysis and context on risky activity. Chronicle allows security teams to store and analyze security telemetry in one place to investigate and detect threats.

• Google Cloud Chronicle SOAR:

Extension of Chronicle SIEM and part of Chronicle Security Operations, Chronicle SOAR enables response to cyber threats by combining playbook automation, case management and integrated threat intelligence.

• Google Cloud reCAPTCHA Enterprise:

Enterprise version of reCAPTCHA protects end-user sites from malicious bots, spam and abuse, including advanced password and account protection.

• Google Cloud VirusTotal Enterprise:

Enterprise version of VirusTotal service that provides threat intelligence and analysis for businesses of all sizes. Combines VirusTotal's global threat intelligence database with Google Cloud's infrastructure and security to provide a scalable solution for protecting organizations from malware and other threats.

• Google Cloud BeyondCorp Enterprise:

Google Cloud's zero-trust network security platform and framework enables an organization's workforce to access enterprise applications securely from anywhere, without the need for VPN.

• Google Cloud Mandiant:

Mandiant provides organizations and critical infrastructure worldwide with early threat insights through intelligence and response expertise for the highest-profile incidents.

• Google Cloud Security Command Center:

Centralized vulnerability and threat reporting service for GCP customers. Security Command

Center helps users strengthen security posture by evaluating security and data attack surface;

providing asset inventory and discovery; identifying misconfigurations, vulnerabilities and threats; and helping mitigate and remediate risks.

• Google Maps Platform:

Web mapping platform and set of APIs that offers satellite imagery, aerial photography, street maps, 360° interactive panoramic views of streets (Street View), real-time traffic conditions, and route planning for traveling by foot, car, bike, air (in beta) and public transportation.

• Google Cloud Earth Engine:

Platform for analysis and visualization of geospatial datasets. Earth Engine is a collection of data, tools, and APIs that enables users to process and analyze massive amounts of geospatial data.

• Google Marketing Platform:

The Google Marketing Platform (GMP) is a suite of advertising and analytics tools that helps businesses plan, buy, measure, and optimize their digital marketing campaigns. GMP includes a variety of products, such as: Display & Video 360, Search Ads 360, Campaign Manager 360, Google Analytics, Google Tag Manager, and Google Surveys.

• Google Analytics 4:

Google Analytics 4 is a tool that can help track and analyze website traffic in a flexible, scalable, and privacy-focused way.

Section 2.1.2 Services

• Google Cloud Training:

Resources include on-demand courses, hands-on labs, Qwiklabs, Cloud Skills Boost, and certifications all for GCP.

• Google Cloud Professional Services:

Google Cloud PSO delivery, configuration and integration services, are available to help customers ensure a successful implementation of Google Cloud technologies.

• Google Cloud Healthcare API:

Managed service for storing and accessing healthcare data in Google Cloud, providing a critical bridge between existing care systems and applications hosted on Google Cloud.

2.1.2.1 Value-Added Services

Value-Added Services are any related service that Respondent may perform as related to the products proposed in RFO Section 2.1.1. Value-Added Services include, but are not limited to, product installation, integration, maintenance and support, managed services, and product training.

Section 2.1.3 Third Party Products

• CARTO:

Cloud-native location Intelligence platform that enables organizations to use spatial data and analysis for more efficient delivery routes, better behavioral marketing, strategic store placements, and much more. Data Scientists, Developers, and Analysts use CARTO to optimize business processes, and predict future outcomes through the power of Spatial Data Science.

• Virtru:

Data-centric security company that helps organizations protect their sensitive data, regardless of where it is stored or shared. Virtru's platform encrypts data at rest and in transit, and it provides a variety of tools to help organizations control who has access to their data and how it can be used.

• Okta:

Cloud-based identity management (IDM) and access management (IAM) platform that help organizations secure their workforce and customers. Okta provides a single platform to manage user identities, access to applications, and devices. Okta's platform is designed to be scalable, reliable, and secure.

• AODocs:

Cloud-native document management and content services platform that helps organizations control, automate, and secure their documents. Okta is tightly integrated with Google Drive and Google Workspace and it offers a wide range of features, including document management, content services, and security.

• Thentia:

Turnkey, cloud-native, enterprise government licensing and permitting application built exclusively on Google Cloud Platform. Thentia is designed for agencies and regulators spanning occupational and non-occupational licensing. Thentia transforms the way regulatory bodies manage their licensing processes with best-in-class cloud technology. Limitless configurations and integrations, centralized data, and extensive insights.

• Binti:

Secure, comprehensive, cloud-native child and adult welfare application built exclusively on

Google Cloud Platform. Binti’s modules, used individually or as an entire Comprehensive Child Welfare Information System (CCWIS) solution, are designed to empower teams and communities to support youth and families. Designed to securely integrate with other systems, the modules allow for collaboration across service areas such as Medicaid, and can be used along with an MMIS system.

Section 2.2 Exclusions/Out of Scope The following products and services are not in the scope of this RFO:

• Google Cloud Marketplace. This platform allows for purchasing cloud-based software directly from multiple software manufacturers that are not Google Branded offerings.

• Related services only (installation, maintenance, support, training, etc.) without also providing an associated product/service within scope.

• Deliverables-Based Information Technology Services (DBITS).

• Cloud Broker Services.

• Cloud Assessment Services.

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

• 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

Section 2.1.1 Products (RFO 578) Products may include any or all combination of:

• Cisco Core & Compute:

Cisco Core & Compute Products (Hardware & Software) including but not limited to, Networking, Wireless and Mobility, Security, Collaboration, Data Center, Analytics, Video, Internet of Things, Meraki, etc. on Cisco's then- current U.S. Global Pricelist under the Core & Compute Categories.

• Cisco Market:

Cisco Market Products including but not limited to, Cloud Analytics, Cloud Applications and Services, Automated Infrastructure, Cloud Security, Collaboration Tools, etc. on Cisco's then-current U.S. Global Pricelist under the Market Category.

• Cisco Net:

Cisco Net Products including but not limited to, custom, limited or restricted offers on Cisco's then-current U.S. Global Pricelist under the Net Category.

Section 2.1.2 Services Cisco Services may include the following and may be updated in accordance with the manufacturer’s need to provide applicable services for Cisco Branded products:

• Technical Support

• Support Services

• Survey/Design

• Implementation Services

• Optimization Services

• Network Architectural Design

• Maintenance Services

• Deployment Services

• Advisory Services

• Architectural Design Services

• SOW Services

• Training and Deployment Services

• Limited Partner Services for Basic Install and Config include the following:

• Certified and Technical Project Management

• Staging & Implementation Engineering

• Site Survey, High Level Design Review

• Global Implementation Capability

• Configuration Development

• Knowledge Transfer

• Acceptance Testing

Section 2.2 Exclusions/Out of Scope The following products and services are not in the scope of this RFO:

• Related services only (installation, maintenance, support, training, etc.) without also providing an associated product/service within scope.

• Custom application development services.

• Deliverables-Based Information Technology Services (DBITS).

• Cloud broker services.

• Cloud Assessment Services.

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

• 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

Evaluation Criteria

Pass/Fail Criteria

• Administrative Review

• Exhibit A – Completed & Signed

• Completed PDAA self-assessment

• ACRs and VADSIR when applicable

• Hub Subcontracting Plan Completed and Signed

• Financial Review

• Respondent shall provide an accurate DUNS number online item 3 of Exhibit A Respondent Information

• Respondent’s financial stability as reported by Dun and Bradstreet

*Note: Dun and Bradstreet corporate address needs to match the address on Exhibit A item 6 Principal place of Business

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

• Exhibit B-Respondent History and Experience – 30%

• Exhibit C-Contract Marketing and Customer Support Plan – 30%

• Exhibit E-Itemized Pricing Sheet – 40%

The Contract

Term of The Contract

• Section 2.7 Term of Contract DIR anticipates that the initial term of the Contract will be up to two (2) years with one (1) optional two-year renewal and one (1) optional one-year renewal (each, a “Renewal Term”) to be exercised by DIR at its discretion.

• Section 2.8 Option to Extend The Successful Respondent agrees that DIR may require continued performance, beyond the initial or any renewal Contract term, of any of the within described services at the rates specified in the Contract.

Contract Web Site Requirements Section 7 of the Contract Document: In addition to the requirements listed in Appendix A, Section 7.2, Internet Access to Contract and Pricing Information, Successful Respondent shall include the following with its webpage:

• A current price list or mechanism to obtain specific contract pricing;

• MSRP/list price or DIR Customer price;

• Discount percentage (%) off MSRP or List Price;

• Warranty policies;

• Return policies;

RFO Schedule

Solicitation Schedule Activity Date/Time (CST)

Publish RFOs on Electronic State Business Daily 06/09/2023 (RFOs 575 & 578)

06/15/2023 (RFO 574)

Pre-Proposal Conference (Optional) 06/21/2023 09:00 AM (CT) Deadline for submitting all RFO Questions 06/26/2023 05:00 PM (CT) Deadline for submitting Response to RFOs Deadline for DIR to receive Respondent References

08/01/2023 02:00 PM (CT)

08/01/2023 02:00 PM (CT)

Administrative Review, Evaluations & Clarifications 08/02/2023 – 08/31/2023 Negotiations and Awards 09/01/2023 – until completed

HUB Subcontracting Plan (HSP) Theresa Williamson, HUB Program Manager

Exhibit D - 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

Exhibit D – HUB Subcontracting Plan

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 these RFOs is 21.10%

• 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 21.10% 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

DIR HUB Mailbox:

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

Digital Accessibility Forms

Marie Cohan, Statewide Digital Accessibility Program Administrator

Exhibits I, J, and K

Digital Accessibility Background

• Digital accessibility refers to the inclusive practice of designing and building technology that removes barriers for people with disabilities that prevent interaction with or access to websites, digital tools, and technologies. Digital tools and technologies include electronic and information resources (EIR) and information and communications technology (ICT).

• Under Texas Government Code, Chapter 2054, Subchapter M, and DIR implementing rules, DIR’s state agency and Institution of Higher Education customers must procure EIR that complies with the accessibility standards defined in 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 https://www.w3.org/ http://www.w3.org/TR/WCAG20/

Digital Accessibility Required Document Types This RFO includes the following EIR accessibility related forms where applicable:

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

• Required for all responses that include EIR or ICT.

• Voluntary Product Accessibility Template (VPAT) – Exhibit J

• Accessibility Conformance Report (ACR) (completed VPAT) is required for every product or product family included in the submitted pricelist.

• Vendor Accessibility Development Services Information Request

(VADSIR) – Exhibit K

• Required for all vendors proposing Non-COTS and services (i.e., development, configuration, implementation, etc.)

The instructions are included within the forms. Completed forms must be accurate.

Supporting information may be requested by DIR.

Digital Accessibility Required Document Types (continued)

• 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)

• Policy Driven Adoption for Accessibility (PDAA)

• Self-assessment of organization's accessibility maturity

• Required for all respondents

Digital Accessibility Required Documentation

• Policy Driven Adoption for Accessibility (PDAA) Vendor Self-assessment

• Required for all responses

• Assessment of the vendor organization’s accessibility policies and accessibility maturity

• Vendor Accessibility Development Services Information Request (VADSIR)

• Vendors are required to provide this for Non-product solicitations, e.g., website development, application development, other development services, configuration, and integrated solutions

• Demonstrates how vendors incorporate digital accessibility practices into their development lifecycle, and how they will ensure accessibility compliance.

• Accessibility Conformance Report (ACR) (Completed VPAT®)

• Vendors must provide an ACR for each Commercial product offering, e.g., Software (SaaS), Platform (PaaS), managed services, and products that contain a user interface.

• Demonstrates a product’s level of conformance with WCAG success criteria.

Digital Accessibility Required Documentation (continued)

• Accessibility documentation is intended to assist agencies and IHEs in identifying accessible technology and how it complies with accessibility rules and standards.

• Agencies and IHEs have the discretion to require a higher WCAG standard, e.g., WCAG 2.1 AA.

• Agencies and IHEs are responsible for vetting the accessibility of products and services they procure.

• Vendors must provide the most current accessibility conformance report when requested by state agencies and IHEs at the time of purchase.

• DIR may require vendors to provide additional supporting documentation

Policy Driven Adoption for Accessibility (PDAA) Self-Assessment Form Addresses the responding vendor’s accessibility maturity and is not associated with their product or service offering.

• Accessibility policy maturity provides insight into vendors’ ability to develop accessible commercial off the shelf (COTS) and non-COTS offerings.

• Results mapped to the Policy Driven Adoption for Accessibility (PDAA) Maturity Model

• 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 (excel file) should be completed and returned in its original format.

PDAA Maturity Matrix Components Launch Integrate Optimize

1. Develop, implement, and maintain an ICT accessibility policy. Have an ICT accessibility policy. Have appropriate plans in place to implement and maintain the policy.

Establish metrics and track progress towards achieving compliance to the policy.

2.

Establish and maintain an organizational structure that enables and facilitates progress in ICT accessibility.

Develop an organization wide governance system.

Designate of one or more individuals responsible for implementation.

Implement reporting/decision mechanism and maintain records.

3.

Integrate ICT accessibility criteria into key phases of development, procurement, acquisitions, and other relevant business processes.

Identify candidate processes for criteria integration. Implement process changes. Integrate fully into all key processes.

4. Provide processes for addressing inaccessible ICT.

Create plans that include dates for compliance of inaccessible

ICT.

Provide alternate means of access until the ICT is accessible; implement corrective actions process for handling accessibility technical issues and defects

Maintain records of identified inaccessible ICT, corrective action, and tracking.

5.

Ensure the availability of relevant ICT accessibility skills within (or to) the organization.

Define skills/job descriptions. Identify existing resources that match up and address gaps.

Manage progress in acquiring skills and allocating qualified resources.

6.

Make information regarding ICT accessibility policy, plans, and progress available to customers.

Make Launch level information available.

Make Integrate level information available.

Make Optimize level information available.

Sources: DIR Website PDAA Maturity Matrix & PDAA Self-assessment https://dir.texas.gov/resource-library-item/pdaa-maturity-matrix https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment-0

Accessibility Conformance Report (ACR) (completed VPAT)

60July 6, 2023 |

• The ACR is a completed VPAT that demonstrates how a product conforms to WCAG 2.0 AA success criteria.

• Required for Commercial Products including as-a-service products, managed services, and web interfaces.

• Completed based on accessibility testing results and supported by documentation.

• Documents accessibility compliance to Section 508 technical standards

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

• Conformance with Success Criteria (Supported, Partially supports, Not Supported)

Voluntary Product Accessibility Template (VPAT) Perceivable

1.1 Text Alternatives

1.1.1 Non-text Content A 2.0

1.2 Time-based Media

1.2.1 Audio-only and Video-only

(Prerecorded) A 2.0

1.2.2 Captions (Prerecorded) A 2.0

1.2.3 Audio Description or Media

Alternative (Prerecorded) A 2.0

1.2.4 Captions (Live) AA 2.0

1.2.5 Audio Description

(Prerecorded) AA 2.0

1.3 Adaptable

1.3.1 Info and Relationships A 2.0

1.3.2 Meaningful Sequence A 2.0

1.3.3 Sensory Characteristics A 2.0

1.4 Distinguishable

1.4.1 Use of Color A 2.0

1.4.2 Audio Control A 2.0

1.4.3 Contrast (Minimum) AA 2.0

1.4.4 Resize Text AA 2.0

1.4.5 Images of Text AA 2.0

Operable

2.1 Keyboard Accessible

2.1.1 Keyboard A 2.0

2.1.2 No Keyboard Trap A 2.0

2.2 Enough Time

2.2.1 Timing Adjustable A 2.0

2.2.2 Pause, Stop, Hide A 2.0

2.3 Seizures

2.3.1 Three Flashes or Below

Threshold A 2.0

2.4 Navigable

2.4.1 Bypass Blocks A 2.0

2.4.2 Page Titled A 2.0

2.4.3 Focus Order A 2.0

2.4.4 Link Purpose (In

Context) A 2.0

2.4.5 Multiple Ways AA 2.0

2.4.6 Headings and Labels AA 2.0

2.4.7 Focus Visible AA 2.0

Understandable

3.1 Readable

3.1.1 Language of Page A 2.0

3.1.2 Language of Parts AA 2.0

3.2 Predictable

3.2.1 On Focus A 2.0

3.2.2 On Input A 2.0

3.2.3 Consistent Navigation AA 2.0

3.2.4 Consistent

Identification AA 2.0

3.3 Input Assistance

3.3.1 Error Identification A 2.0

3.3.2 Labels or Instructions A 2.0

3.3.3 Error Suggestion AA 2.0

3.3.4 Error Prevention (Legal, Financial, Data) AA 2.0

Robust

4.1 Compatible

4.1.1 Parsing A 2.0

4.1.2 Name, Role, Value A 2.0

Sources: WCAG 2.0 https://www.w3.org/TR/WCAG20/

Product Conformance with Success Criteria

Supports: The functionality of the product has at least one method that meets the criterion without known defects or meets with equivalent facilitation.

Supports with Exceptions: Some functionality of the product does not meet the criterion.

Does Not Support: The majority of product functionality does not meet the criterion.

Not Applicable: The criterion is not relevant to the product.

Not Evaluated: The product has not been evaluated against the criterion. This can be used only in WCAG 2.0 Level AAA.

Vendor Accessibility Development Services Information Request (VADSIR)

Vendors must complete this form 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.)

VADSIR Form – Sections 1 and 2

Vendor Accessibility Development Services Information Request

1. Vendor Information Vendor Name: Submitter Name : Date:

Email: Phone: ( )

Address: City: State: ZIP:

2. Instructions Complete this form if your company or organization is responding to a Texas Agency solicitation that includes one or more of the following Information and Communications Technologies (ICT) 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.)

Please direct any questions regarding this request to the DIR Procurement Office.

Vendor Accessibility Development Services Information Request

1. Vendor Information

Vendor Name:

Submitter Name :

Date:

Email:

Phone: ( )

Address:

City:

State:

ZIP:

2. Instructions

Complete this form if your company or organization is responding to a Texas Agency solicitation that includes one or more of the following Information and Communications Technologies (ICT) 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.)

Please direct any questions regarding this request to the DIR Procurement Office.

image1.jpeg

VADSIR Form – Section 3

3. Please respond to the questions below as applicable

1. Describe or provide documentation regarding your organization’s key business processes that include the integration of ICT accessibility activities. (Examples are product development, procurement, HR, etc.):

2. Describe the skills and training resources that your organization uses (internal or third party) to develop and produce accessible ICT offerings:

3. Describe the development and test tools used within your organization to produce accessible ICT offerings.

Provide examples of typical project test cases for accessibility and examples of how test results are documented:

4. Describe your organizations corrective actions process(es) or system(s) for documenting, tracking, and resolving accessibility issues / defects:

5. Describe alternate methods for ICT products that are not compliant with accessibility technical standards.

(Example: 24hour / 7day/week toll free phone support number):

6. Provide links to example websites or other examples of ICT work that your organization has produced that meet accessibility technical standards such as US Section 508, or WCAG 2.0 AA:

3. Please respond to the questions below as applicable

1. Describe or provide documentation regarding your organization’s key business processes that include the integration of ICT accessibility activities. (Examples are product development, procurement, HR, etc.):

2. Describe the skills and training resources that your organization uses (internal or third party) to develop and produce accessible ICT offerings:

3. Describe the development and test tools used within your organization to produce accessible ICT offerings. Provide examples of typical project test cases for accessibility and examples of how test results are documented:

4. Describe your organizations corrective actions process(es) or system(s) for documenting, tracking, and resolving accessibility issues / defects:

5. Describe alternate methods for ICT products that are not compliant with accessibility technical standards. (Example: 24hour / 7day/week toll free phone support number):

6. Provide links to example websites or other examples of ICT work that your organization has produced that meet accessibility technical standards such as US Section 508, or WCAG 2.0 AA:

Additional Digital Accessibility Information

• EIR Accessibility Website

• EIR Accessibility Procurement and Vendor Information

• VPAT template

• VADSIR template

• PDAA template

• Digital Accessibility Training for Vendors - Email statewideaccessibility@dir.texas.gov to register for an account.

https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-and-vendor https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-and-vendor http://www.itic.org/public-policy/accessibility https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Vendor%20Accessibility%20Dev%20Services%20Info%20Request.docx https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Accessibility%20Policy%20Driven%20Adoption%20Vendor%20Assessment.xlsx mailto:statewideaccessibility@dir.texas.gov

Digital Accessibility

Marie Cohan Statewide Digital Accessibility Program Chief Technology Office

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

General Information

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 June 26, 2023, 5:00 P.M. (CT).

General Information (cont’d)

• Disqualification of Offers

• Failure to sign Respondent Information Form (Exhibit A)

• Failure to complete Financial Information (DUNS Number)

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

(HSP)

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

• Failure to Complete and submit Exhibit I, Policy Driven Adoption for Accessibility (PDAA)

• 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:

Scott Wilson CTCD, CTCM – scott.wilson@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:doug.leach@dir.texas.gov mailto:stephanie.harrison@dir.texas.gov mailto:theresa.williamson@dir.texas.gov mailto:dir.hub@dir.texas.gov

Vendor Information Systems (VIS) Portal - BidStamp

Stephanie Harrison CTCD, CTCM Director of Cooperative Procurements

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

Note: Scroll down on web page for further information.

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

Information for Vendors – Cont.

Information for Vendors – Cont.

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 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 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 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-574, DIR-CPO-TMP-575, or DIR-CPO-TMP-

578) of the solicitation you want to respond to

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

Creating a New Response (cont’d)

This page will display important deadlines for the solicitation and list any questions Vendor has submitted. Buttons discussed on the next slide.

Creating a New Response (cont’d) 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)

Exhibit E Itemized Pricing Sheet

Exhibit E– Itemized Pricing Spreadsheet RFO Section 2.3 of the RFO goes over the requirements for Exhibit E, read carefully

• For the purposes of obtaining pricing and evaluating the responses to this RFO, the products, services and related services, if any, shall be priced and discounted in the excel spreadsheets attached as Exhibit E Pricing Sheet.

• Respondents must respond as follows to the Exhibit…