Aircraft Managment Solution (AMS)

The Texas Department of Public Safety is soliciting a comprehensive Aircraft Management Solution (AMS) via a negotiated request for proposal to provide a full-service, hosted Software as a Service platform for managing over 25 aircraft and 100 pilots and aircrew. The solution must encompass end-to-end aircraft lifecycle management, including maintenance tracking, flight and training record logging, parts and equipment inventory, budgeting with funding code allocation, and a dedicated procurement portal for both manned aircraft and unmanned aerial systems. The platform must support customizable profiles for personnel and aircraft, allow dynamic addition or removal of assets, generate comprehensive reports on all input data, and feature secure user role management and training documentation. The system must be delivered as a turnkey solution with data migration, integration, ongoing support, and training, adhering to stringent Texas-specific standards including TX-RAMP certification, CJIS, HIPAA, PCI DSS, Section 508, and WCAG 2.0 AA compliance, with mandatory submission of a recent CSA CAIQ and evidence of cloud security posture. The contract, identified as solicitation 405-25R0011573B, has a five-year base term with a possible six-month extension, and requires vendors to submit proposals via the DPS Online Bid Room by December 19, 2025, following a mandatory pre-bid meeting. Proposals must be structured into four volumes containing completed certification forms, vendor information, HUB subcontracting plan, and pricing aligned with the mandatory schedule. Vendors must demonstrate compliance with Texas HUB subcontracting goals—targeting 23.7% for professional services—with only work subcontracted to HUBs without a continuous contract exceeding five years counting toward the goal. All personnel require fingerprint-based background checks and DPS security clearance, with annual rechecks possible. The evaluation prioritizes technical capability and cost equally at 40 points each, with 20 points allocated to demonstrated performance and financial stability, where any past performance rating of C or lower results in disqualification. Contractors are responsible for state-mandated insurance, maintenance of records for seven years post-termination, and compliance with ethics disclosures, child support obligations, and foreign ownership restrictions. Invoices must be submitted via email and the contract explicitly denies exclusivity or guaranteed minimum compensation, while title and risk of loss transfer to DPS only upon physical receipt and formal acceptance of deliverables.