12_-_Amendment_1_Q_A.pdf

OMES FORM CP 011 – Purchasing | Rev. 05/2016

Amendment of Solicitation

Date of Issuance: 5/1/2025 Solicitation No. EV00000688

Requisition No. 3400026074 Amendment No. 1

Hour and date specified for receipt of offers is changed: No Yes, to: CST

Pursuant to OAC 260:115-7-30(d), this document shall serve as official notice of amendment to the solicitation identified above. Such notice is being provided to all suppliers to which the original solicitation was sent.

Suppliers submitting bids or quotations shall acknowledge receipt of this solicitation amendment prior to the hour and date specified in the solicitation as follows:

(1) Sign and return a copy of this amendment with the solicitation response being submitted; or,

(2) If the supplier has already submitted a response, this acknowledgement must be signed and returned prior to the solicitation deadline. All amendment acknowledgements submitted separately shall have the solicitation number and bid opening date printed clearly in the subject line of the email.

RETURN TO: Supplier Portal (oklahoma.gov) Brenda K. Hansel

Contracting Officer

405-522-3625 Phone Number brenda.hansel@omes.ok.gov

E-Mail Address

Description of Amendment:

a. This is to incorporate the following:

On behalf of the State of Oklahoma, the Office of Management and Enterprise Services (OMES) gives notice of the following questions concerning this solicitation, received during the Q&A period, which closed on 04/28/2025. All questions and procurement/agency responses are detailed below:

Q1. Regarding “Section Five: Requested Exception to Terms” on Page 6 of the ‘Agency Contract Bidder Instructions’ document, vendors can only include exceptions to the Statewide and OSDH general terms in this section correct? It states that exceptions for ‘Attachment A-Agency Purpose and Scope’ will not be accepted as the language is designated as non-negotiable. Is it mandatory that vendors accept the language and service requirements listed in ‘Attachment A’ or should any requested edits be referenced in “Section Seven: Response to Specifications and Requirements” of their submitted proposal?

A1. Contract negotiations may take place once the bid has been awarded – although the non-negotiable terms are mandatory, and exceptions will not be granted under “II. State of Oklahoma Non-Negotiable General Terms”.

Q2. Regarding references as listed in “Section Eleven: Business References” on Page 9 of the ‘Agency Contract Bidder Instructions’ document, is it mandatory that the references listed in the vendor’s proposal complete and return ‘Exhibit 3 – Reference Sheet’ or just that vendors provide the name and contact information of three (3) references? If currently providing services for OSDH, may a representative of OSDH be a reference? With regard to the form, we do not receive requests https://oklahoma.gov/omes/services/purchasing/supplier-portal.html

OMES FORM CP 011 – Purchasing | Rev. 05/2016 often for reference forms or letters to be completed and provided but when we do, we reach out to customers to request that this information be provided and are often informed that they will not provide either documentation.

A2. For a reference, the name of the company, contact name of the company and their contact information would suffice for each reference. If a bidder currently supports services for OSDH, the bidder may include their OSDH contact name, department and email/phone; however, this OSDH listing should not be counted as part of the 3 needed references. The bidder must still include 3 other non-OSDH references, as detailed above, in their submission.

Q3. Regarding ‘Exhibit 2 – Cost Sheet’, is it mandatory that the proposed pricing be valid throughout the length of the awarded contract including each option renewal term or may vendors propose a rate adjustment for each option renewal term? If a rate adjustment is allowed, vendors should include a detailed breakdown of fees for each term correct?

A3. Rate adjustments are allowed – and yes, you will need to include a detailed breakdown of fees for each term.

Q4. Regarding ‘Exhibit 5 - Affirmations’ if there are any requested edits to this document, should those exceptions be included in “Section Five: Requested Exceptions to Terms” of the vendor’s proposal? If there are any exceptions, will the vendor still be required to print, initial and include the document with their submitted proposal?

A4. “Exhibit 5 – Affirmations” contains mandatory requirements that will not be subject to exceptions.

b. All other terms and conditions remain unchanged.

Supplier Company Name (PRINT) Date

Authorized Representative Name (PRINT) Title Authorized Representative Signature

Amendment of Solicitation