Online Special Education Tracking System

The Texas Juvenile Justice Department (TJJD) is seeking a vendor to provide an innovative, integrated online platform for tracking special education, Section 504, Response to Intervention/Multi-Tiered System of Supports, and Emerging Bilingual programs. The system must centralize data management, ensure compliance with federal and state regulations including the Individuals with Disabilities Education Act and FERPA, reduce administrative paperwork, and improve student outcomes through seamless data sharing across all components. The platform must integrate with Texas testing and reporting systems, automatically calculate PEIMS instructional and speech codes, support student transitions between facilities and local schools, and maintain a recurring license model permitting assignment shifts as students are released and new ones are enrolled. The contract term is two years, from August 1, 2026, through July 31, 2028, with two optional renewals extending the total duration to a maximum of five years. All vendors must propose a firm fixed price for services including licensing, implementation, training, data migration, annual updates, and data transfer subscription services, with pricing details submitted via a required Excel form. Proposals must meet strict administrative, security, and performance gates to be considered. Vendors must hold a valid Texas Vendor ID, certify compliance with human trafficking prohibitions, COVID-19 vaccine passport bans, immigration laws, and financial stability standards, and submit signed data security documentation per Exhibit C. A required security certification—such as TX RAMP Level 2, FED RAMP, On-prem, or SOC2 Type 2—must be provided. The evaluation process is based on best value, with scoring weighted toward platform design (30%), support and training (25%), personnel qualifications (20%), accessibility and flexibility (15%), and price (10%). Only proposals that pass administrative, security, and past performance reviews will be scored, and those scoring highest may proceed to a Best and Final Offer stage involving demonstrations or site visits. The vendor must ensure a minimum 99% system uptime, provide detailed business continuity and disaster recovery plans as required by state regulation, and fully comply with FERPA, HIPAA, and federal confidentiality rules under 42 USC 290dd-2 and 42 CFR Part 2. Payment is governed by the Texas Prompt Payment Act, with invoices submitted to designated addresses and processed within 30 days of receipt, contingent on legislative funding availability. All deliverables must be submitted in an approved format, and changes require prior