RFO 454-26-0146-34060-YF

The Texas Department of Insurance is issuing a Request for Offers (RFO) to procure a comprehensive Evidence Management System for the State Fire Marshal's Office. The solicitation seeks a software solution capable of managing both physical and digital evidence in a centralized, searchable platform to replace existing manual tracking methods including paper logs, Word documents, Excel spreadsheets, and disorganized SharePoint and network drive storage. The system must support barcode and RFID tagging for physical evidence, secure uploading and management of digital evidence including surveillance footage and forensic images, complete chain of custody logging with timestamps, configurable workflows for evidence intake and disposition, audit trails, and role-based access controls aligned with International Association for Property and Evidence (IAPE) standards. Respondents must demonstrate a minimum of three years' experience providing evidence management or comparable law enforcement records systems and must cite at least five individual engagements with diverse law enforcement agencies. The solicitation will be evaluated using a best value standard with 100 total possible points distributed across Cost (25 points), Respondent Qualifications and Experience (35 points), Compliance with TDI Specifications (40 points), with deductions of up to 10 points for past performance and references and up to 5 points for proposal content and format. Written questions must be submitted by May 13, 2026, with responses posted by May 18, 2026, and proposals are due by June 4, 2026, at 3:00 p.m. Central time, with an anticipated award date of June 22, 2026.

The RFO does not specify any set-aside designations or restrictions limiting responding organizations to particular enterprise categories. No incumbent vendors or current contractors are identified in the solicitation materials. The solution must achieve 99.98% uptime availability 24/7/365, provide technical support during TDI business hours (8 a.m. to 5 p.m. Monday-Friday, with 24/7 support preferred), and maintain uptime through the DCS (Data Center Services) program or approved alternative cloud hosting, with all infrastructure subject to NIST, ISO 27001, and Texas Administrative Code security standards. The contractor must implement multi-factor authentication, employ a certified Information Security Officer, conduct quarterly vulnerability assessments, and ensure all staff receive comprehensive cybersecurity training within 30 days of contract execution. The initial contract term runs from execution through August 31, 2027, with TDI holding the option to extend for up to three additional one-year periods or one three-year period through August 31, 2030. While no specific award value is listed, respondents must complete a mandatory price sheet covering licenses and subscriptions for 40 users, software implementation and configuration, training, data storage per terabyte, and required peripheral hardware for the initial contract term and optional renewal years, with all costs being all-inclusive of travel, meals, lodging, and related expenses.