Request for Offers (RFO) for NEDSS (National Electronic Disease Surveillance System) Maintenance and Support Services

The contract for the maintenance and support of the Texas Department of State Health Services' National Electronic Disease Surveillance System (NEDSS) is governed by a comprehensive set of state and federal regulations, including the Texas HHS Uniform Terms and Conditions – Vendor, Version 3.4, and numerous exhibits that detail data security, accessibility, insurance, and certification requirements. The agreement emphasizes strict compliance with confidentiality laws, HIPAA, and accessibility standards such as WCAG 2.1 Level AA and Section 508, ensuring that all software and services meet federal and state mandates. The contract incorporates detailed provisions for key personnel, requiring the designated Account Manager to possess extensive experience, with procedures for replacement and removal if performance issues arise. Subcontractor disclosures are mandatory, especially for those performing 15% or more of the work, and must include information on HUB status, socioeconomic categories, and financial interests, supported by Dun and Bradstreet reports if applicable. The contractor must disclose ongoing litigation and material conflicts of interest, affirm all certifications, and adhere to confidentiality and data handling protocols, particularly regarding Protected Health Information. The initial contract period spans three years, with the possibility of two additional one-year extensions, and services are delivered through Work Orders specifying scope, schedule, and deliverables. Performance timelines are outlined in the solicitation, with key dates including a proposal deadline of October 29, 2025, and a pre-proposal conference scheduled for September 22, 2025. The work is primarily performed at locations designated by the agency within Texas, with no specific FOB terms, and the contract emphasizes timely delivery, with proposals required to be submitted in specified formats—searchable PDFs and Excel files—either via physical USB drives or through an online portal. The evaluation process employs a best value approach, weighting qualifications and experience (35%), narrative approach (35%), and cost (30%), with accessibility documentation assessed on a pass/fail basis. The contract also mandates detailed proposal formatting, submission procedures, and labeling instructions to ensure proper handling and timely review, with the designated contact being Andrick Reese, who oversees all communication and administrative coordination.