Request for Offers (RFO) for Workstation Management Services (WMS)

The Texas Health and Human Services Commission (HHSC) is soliciting Workstation Management Services (WMS) under solicitation number HHS0016620, with responses due by July 7, 2026, at 10:30 AM Central Time. This RFO targets qualified vendors to support end-user computing devices—including desktops, laptops, tablets, and similar equipment—leased or owned by HHSC across all statewide HHS locations. Services encompass account management, repair and break/fix support, installation and de-installation, equipment moves, return logistics, and disaster recovery, with a mandate to restore 95% of impacted workstations within 48 hours following a disaster. The contractor must provide all-inclusive unit pricing for labor, materials, tools, supplies, equipment, personnel, and travel, with no reimbursements permitted; pricing must be submitted exclusively via the fillable Exhibit M Cost Proposal. The contract has an initial four-year term, with possible extensions up to two additional one-year periods at HHSC’s sole discretion. Performance is required during standard business hours Monday through Friday, excluding state holidays, with additional obligations for skeleton crew coverage on optional holidays and extended hours as needed by local offices. Responses must comply with strict formatting and submission guidelines: the technical narrative must not exceed 150 pages in 12-point Times New Roman font on 8.5" x 11" paper with one-inch margins, while USB submissions require two drives—one labeled “Original Proposal” and one “Copy”—each containing specific files in searchable PDF or Excel formats with active formulas. The evaluation is based on a best value determination, with 50% weight on the narrative proposal, 40% on cost, and 10% on experience, after passing mandatory minimum qualifications and compliance screening. Contractors must possess a Texas Certificate of Authority, submit a D&B Credit Insights Report if they have a D&B number, provide an annual financial report in searchable PDF, and furnish a corporate guarantee. Insurance coverage, as detailed in Exhibit H, must be maintained annually and failure to do so constitutes a breach. All personnel must undergo background checks, complete security forms, wear agency-issued badges, and comply with access controls. De-installed equipment must be sanitized to Department of Defense specifications, and returns must be coordinated by the contractor. Invoicing is monthly via email to IT_Invoicing@hhs.texas.gov, with strict requirements for itemization including purchase order, contract