Federal Fiscal & Program Monitoring Management System

The Texas Education Agency is requesting proposals for a cloud-based Federal Fiscal and Program Monitoring Management System via RFO 701-26-013, with responses due September 23, 2026 at 2:00 p.m. Central Time through the Euna Procurement (Bonfire) platform. Responses must include a Historically Underutilized Business Subcontracting Plan with a 5% service-disabled veteran-owned business participation goal.

The scope is a software-as-a-service solution that streamlines federal compliance processes, reduces manual errors, and enables timely submission of required documents from 400+ school systems annually. The system must support automated workflows, secure document submission, staff review, automated generation of monitoring letters, and corrective action tracking. Contractor must comply with Texas Risk and Authorization Management Program (TX-RAMP) requirements, WCAG accessibility standards, and cybersecurity training requirements. The solution must include data migration capabilities from the existing TeamMate+ Audit system and meet Service Level Agreement requirements.

The anticipated contract start date is January 2027 with a one-year term commencing from contract execution or an agreed-upon start date. Key implementation milestones are project kickoff within 15 days of contract execution, initial setup and configuration within two months, user acceptance testing within three months, and production go-live within four months. Pricing shall follow a software subscription and licensing model with implementation costs clearly identified by task, subtask, and deliverable. The proposal must include a detailed Task, Activity, Deliverable, and Budget Plan valid for at least 120 business days from the solicitation closing date.

TEA may award one contract and reserves the right not to award. Evaluation criteria are understanding of project needs (55 points), management plan and qualifications (30 points), Task Activity Deliverable and Budget Plan appropriateness and pricing competitiveness (40 points), reference checks (3 points), and innovation (20 points), totaling 148 possible points. The procurement is authorized by the General Appropriations Act, 89th Legislature, Regular Session (2025), Article III, Rider 2.