Federal Fiscal & Program Monitoring Management System

The Texas Education Agency is requesting offers for a Federal Fiscal and Program Monitoring Management System under RFO 701-26-013, with responses due September 29, 2026 at 2:00 p.m. Central Time. A 5% service-disabled veteran-owned business (VetHUB) subcontracting goal applies; contractors must submit a State of Texas Subcontracting Plan demonstrating good faith effort to notify at least two certified VetHUB vendors of subcontracting opportunities, with a minimum seven-working-day notice period prior to bid submission.

The scope is a cloud-based SaaS solution automating federal fiscal and program monitoring workflows for school systems, including secure document submission, internal review automation, monitoring letter and report generation, and corrective-action tracking. The system must support 400 or more school systems annually, migrate approximately seven years of legacy data from TeamMate+ Audit and Smartsheet, and serve more than 30 internal TEA users with role-based access. Critical compliance filters include TX-RAMP Level 2 Certification (or TX-RAMP Provisional leading to Level 2 at contract execution), FERPA compliance, NIST or ISO cybersecurity frameworks, WCAG 2.1 Level AA accessibility, and all contractor personnel performing work from the continental United States only. The solution will not store personally identifiable information, protected health information, or student data.

The contract is structured as one state fiscal year with an anticipated January 2027 start date. Project milestones require kickoff within 15 days, configuration within two months, user acceptance testing within three months, and production go-live within four months, followed by 90 days of post-go-live hypercare and stabilization support. The Service Level Agreement mandates 99.9% monthly uptime, page-load times under four seconds (desktop) and three seconds (mobile) at the 95th percentile, and critical defect resolution within 24 hours, with liquidated damages ranging from $10,000 to $75,000 for security and performance failures. Evaluation criteria emphasize understanding of requirements (55 points), management qualifications and experience (30 points), task and budget planning (40 points), reference checks (3 points), and innovation (20 points), totaling 148 possible points. Questions are due September 2, 2026 at 2:00 p.m. Central Time via Euna Procurement (Bonfire); final Q&A will be published by September 11. Notice of Intent is preferred by September 18. Contract negotiations are anticipated between November and December 2026.