Authority/Reference(s) State of Texas Procurement and Contract Management Guide; Texas Government Code §2262.056, §2054.1181(j), §2054.003(10), §2054.159; 86th Legislature General Appropriations Act Article IX Section 9.01; Texas Comptroller of Accounts – Fiscal Management of Major Information Systems and Projects
Revision Date March 31, 2025

Policy

Department of Family and Protective Services (DFPS) contract staff must be aware of additional requirements and oversight activities associated with Major Information Resource Project (MIRP) contracts.

Contract management responsibilities specific to MIRP contracts include:

  • Enhanced VPTS and other reporting requirements;
  • Additional contract monitoring or oversight activities; and
  • Responding to Quality Assurance Team (QAT) requests.

Department of Information Resources (DIR) maintains information regarding the Project Delivery Framework. The process for initiating, monitoring, completing and submitting deliverables to QAT is available through the Project Delivery Framework.

Key Milestone Vendor Performance Reporting (VPR) Requirements

All MIRPs are valued over $5 million and have key milestones included in the contract; vendor performance reporting is required for all contracts that exceed $5 million during any critical performance incident, at least once each year during the term of the contract, and at each key milestone identified for the contract. Key milestones for MIRPs are identified in the Project Plan and reported on the Monitoring Report.

An overview of MIRP VPR tracking is provided below:

  1. Information Technology Services (ITS) notifies Contract Oversight and Support (COS) via the SCOR mailbox when a MIRP contract is executed. The email includes:
    1. Contract number,
    2. All key milestones, and
    3. All key milestone due dates.
  2. The Contract Oversight and Support (COS) Data Team tracks the MIRP information and key milestone due dates for VPR reporting deadlines.
  3. Contract staff and COS follow the Vendor Performance Submissions procedure located in Vendor Performance Reporting on the key milestone due date.

Responding to QAT Requests

QAT may request a report from DFPS to include verification and validation as well as monitoring or quality assurance documentation. The report and any supporting documentation is due to QAT no later than the 10th day after DFPS receives the request.

Amending MIRP Contracts

When amending a MIRP by a value of 10% or more of the total value of the initial contract, contract staff must prepare documentation (Contract Amendment and Change Order documentation) for submission to:

  • QAT
  • The Governor
  • Lieutenant Governor
  • Speaker of the House
  • Senate Finance Committee
  • House Appropriations Committee

The contract manager must notify DFPS Government Relations as soon as possible in the process of amending an MIRP contract. DFPS Government relations will facilitate the submission.

A MIRP with a value of $10 million or greater, may not be amended if the contract is 10% over the initial contract value or total value subsequent to the amendment unless:

  • A cost-benefit analysis is performed by DFPS;
  • The analysis is submitted to the QAT; and
  • QAT is provided with a justification for the amendment.

For detailed information on completing an amendment see policy Contract Amendments.

Vendors awarded a service contract by DFPS may not assign the vendor’s rights to a third party unless the assignment is approved in writing by the DFPS signature authority. At least 14 days before DFPS rejects or approves a vendor’s assignment request, DFPS must notify the Legislative Budget Board of the assignment request if the assignment involves a contract for a major information resource project or involves storing, receiving, processing, transmitting, disposing of, or accessing sensitive personal information in a foreign country. When DFPS receives a request from a vendor for an MIRP Service Contract to assign rights, the request must be sent to Contracts Legal, within two business days of receiving the request.