RFO 701-26-006 PHYSICAL FITNESS ASSESSMENT

The Texas Education Agency (TEA) is soliciting proposals for a standardized web-based software-as-a-service (SaaS) application to collect, store, and report physical fitness assessment data for students in grades 3 through 12 across all Texas public schools. The system must support up to two million students, nine thousand campuses, and over twelve hundred school systems, enabling data collection through smartphones, tablets, or laptops, with customizable reporting and master account access for schools. The application must provide data visibility at the student, class, campus, and school system levels and allow for end-of-year submissions. Full compliance with Texas Education Code §38.103 requires the contractor to provide all permissible data to TEA in the required format, and upon termination of services, the contractor must destroy all collected data and submit a certified proof of secure data destruction. The contract term spans five state fiscal years, with an anticipated start date of September 2026, and is subject to appropriation of funds by the Texas Legislature. Key deliverables must be operational within four weeks of contract execution, including a dedicated Texas web page, school system registration process, and the fully functional SaaS application, with an initial kickoff meeting required within one to two weeks of execution. The response must be submitted electronically via the Euna Procurement (Bonfire) portal by July 9, 2026, at 2:00 p.m. Central Time, with no late submissions accepted. Proposals must include detailed attachments covering the task, activity, deliverable, and budget plan; price proposal; information security review; TX-RAMP questionnaire; conflict of interest analysis; and other compliance documentation. The evaluation process is structured around four weighted factors: understanding of the project and technical components (60 points), task and budget plan (40 points), management plan and experience (30 points), and a reference check of unspecified weight, for a total of 130 possible points. Contractors must pass two mandatory gates: they cannot have a “D” or “F” rating in TEA’s Vendor Performance Tracking System and must be in good standing under all prior TEA contracts. Stringent compliance is required with federal and state laws including the Americans with Disabilities Act, FERPA, HIPAA, Title VI, and Title IX, along with specific Texas regulations governing data privacy, cybersecurity, and human trafficking. The contractor must implement encryption for TEA confidential information at rest and in transit, complete cybersecurity training per TGC 206