ESBD_368287_1722885982257_SOLADD_1_405-24R0010718.pdf

ADDENDUM OF SOLICITATION

1. SOLICITATION NO.

405-24R0010718

2. ADDENDUM NO.

3. EFFECTIVE DATE

8/5/2024

4. ISSUED BY

Department of Public Safety Procurement and Contract Services 5805 North Lamar Blvd. Bldg. A 1st floor Austin, Texas 78752

5. NAME AND ADDRESS OF OFFEROR

6. The above numbered solicitation is amended as set forth in Item 7. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this addendum prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 5 and 8, and returning 3 copies of the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate letter or e-mail which includes a reference to the solicitation and addendum numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by e-mail or letter, provided each e-mail or letter makes reference to the solicitation and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM:

The purpose of this addendum is to:

1. Extend the Closing Date to Tuesday August 20th at 5:00 pm CT

2. Provide answers to vendor questions.

Except as provided herein, all terms and conditions of the solicitation, as heretofore changed, remain unchanged and in full force and effect.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b. OFFEROR

(Signature of Person Authorized to Sign) Date Signed

Question # Vendor Question DPS Response to Vendor Question

What are your current protocols for data security, and how do you handle breaches or vulnerabilities?

Vendors must adhere to all Cyber requirements in the RFO and correlating exhibits (CJIS, IT, CYBER) that addresses data security. The expected solution is vendor hosted, so it is important for respondents to indicate how breaches and vulnerabilities are handled by the vendor.

2 What specific compliance certifications does your organization hold or require? Vendors are requested to meet all certifications outlined in the RFO and correlating exhibits (CJIS, IT, CYBER)

C.12 - Insurance monetary levels were not mentioned within the document. Can you provide details on the level of Cyber Security needed for this project?

Cyber insurance requirements can be found in the Cyber Security Contract Requirements Exhibit F.8

4 Which Cyber Security protocols must be achieved in this project (Example: CAIQ/TXRamp)?

Per section C.15 Cyber Security Contract Requirements: For hosted services using a third-party cloud services provider, the Contractor must deploy in an environment authorized by TX-RAMP, StateRAMP, or FedRAMP at a High impact and maintain program compliance and certification throughout the term of the contract. If CJIS data is being processed, stored, or transmitted, Contractor must deploy in a Government Cloud environment. A TX- RAMP Level 2 Certification and a CAIQ will be required.

•Enterprise Licensing Platform RFO Section c15: For hosted services using a third-party cloud services provider, the Contractor must deploy in an environment authorized by TX-RAMP, StateRAMP, or FedRAMP at a High impact and maintain program compliance and certification throughout the term of the contract •Document F.8 Cyber Requirements section 3. Under For all hosted services using a third-party CSP: For hosted services using a third-party cloud services provider, the Contractor must deploy in an environment authorized by TX-RAMP, or FedRAMP at the appropriate level as determined by

DPS

- Could you please confirm if provisional TX-RAMP certification will be considered an appropriate level of TXRAMP certification to meet the security requirements outlined in the RFP?

Provisional certifications are sufficient for non-production, dummy data only.

What are the data migration requirements from the existing seven disparate systems to the new platform?

Current Database Size is approx 1.5 TB

RFO Sections: C.5 Non-Functional Requirements (A), 4.1.9 Data Organization and Retrieval (A)

Risk: Performance issues with the new system due to high data volumes or complex workflows.

Mitigation Question: Can DPS share historical data on peak usage, transaction volumes, and performance expectations for each licensing program to guide system design and capacity planning?

Yes this information can be shared and should be shared to ensure the solution can handle not only current workloads but future workloads. Additional information on existing systems database will be shared upon contract award.

8 Any preferred programming languages and database or the Technology stack? Current Database is SQL Server - Prefer SQL Server or MySQL

RFO-4.1.22:

Can you provide the following details regarding data requirements by license type?

1. Number of database records to be migrated

2. Total size of documents/files to be migrated

3. Yearly volume of license applications

1. Number of database records to be migrated- Number of records will be determined during design phase based on the new form design and how data will be mapped.

2. Total size of documents/files to be migrated- approx. 1.5 TB

3. Yearly volume of license applications-

In 2023, we issued the following amounts of new and renewal licenses by program:

LTC: 272,512

PS: 110,602

Metals: 427 VI: VI Inspectors and stations are on offset years. This program will re-baseline after 1/1/2025.

CAP: 870

IID: 317

Each program has different documentation requirements, and individual process flows.

Encryption:

- Can AWS generated keys be used, or must DPS manage their own encryption keys?

Yes, DPS will utilize the native AWS KMS service

11 What are the scalability requirements for the system to handle peak loads?

The system should be able to handle a 15% peak burst without impacting any SLAs. If a situation beyond the 15% burst is encounted, the solution should be able to scale to meet demand within 2 business days.

12 What are the requirements for monitoring system performance and health?

Requirements will be integration into the DPS standard monitoring solution which may include Solution Agent installation.

DPS- Enterprise Licensing Platform RFO- Q&A 405-24R0010718

Compliance:

- On tracking compliance levels, do you envision a separate audit account in AWS that is only accessible to externally assigned auditors?

DPS envisions a separate audit accout that is ONLY activated during compliance checks. This will avoid password maintance issues.

Do the system need to stream security logs, listener logs and API logs? (For example: Streaming logs into Splunk)

Yes the information that should be reviewed should be streamed out of the solution for review so as not to impact the solution resources reviewing these kinds of logs.

15 What types of data need to be transferred, and what is the estimated volume of data? Volume is Less than 2TB (current size is 1.5TB)

Regarding C.3 Overview of Existing Programs, please provide a count of active and inactive licenses currently for each program area.

Active licenses: LTC 1,599,623 PS 198,094 Vehicle Inspection 57,541 Metals,CAP,CUP 1794. Inactive licenses will only be migrated to the new system under limited conditions.

Regarding C.5 Non-Functional Requirements, A. Performance, Please provide any historical growth information on database size and document storage.

Yes this information can be shared and should be shared to ensure the solution can handle not only current workloads but future workloads. Additional information on existing systems database will be shared upon contract award.

F.3_Mandatory Pricing Schedule Item 14

Can DPS provide details on the size and complexity of existing data sets, as well as any existing data mapping documentation, to refine the effort estimate for data migration? (C.4.1.22, C.14, Exhibits F.8 & F.10)

Database Size 1.5TB Additional information on existing systems database will be shared upon contract award.

Section C.5 (A) A. Performance 1. The system must be capable of handling a large volume of records (approximately 10TB document storage and roughly 600GB for databases), documents, and users concurrently.

Would you please clarify the volume of documents and number of records per existing licensing system to assist with planning estimates?

Number of records will be determined during design phase based on the new form design and how data will be mapped.

Approx. 1.5 TB

In 2023, we issued the following amounts of new and renewal licenses by program:

LTC: 272,512

PS: 110,602

Metals: 427 VI: VI Inspectors and stations are on offset years. This program will re-baseline after 1/1/2025.

CAP: 870

IID: 317

Each program has different documentation requirements, and individual process flows.

Section C.5 (A) A. Performance 1. The system must be capable of handling a large volume of records (approximately 10TB document storage and roughly 600GB for databases), documents, and users concurrently.

Given the requirement for high-volume handling (10TB document storage, 600GB database), can DPS clarify the expected growth rate for these volumes to optimize infrastructure and licensing costs?

No, DPS cannot provide expected growth rates as we cannot predict the influx of people moving to Texas. We know it will increase year over year. The expectation from IT is that the solution has a scalable/flexible database configuration. The current configuration is multiple solutions that we intend to integrate into a single solution.

However that does not mean integrating them all into a single huge unwieldy database.

What is the current strategy for deployment file hosting? Do we need external code repositories like GitHub, Azure Devops, etc?

We do not have a current enterprise solution for this. We may add these in the future but we do not need them in the beginning.

22 Are there specific performance benchmarks for processing speed and throughput? Yes performance should be equal to or better than current solutions.

We assume that IT Application Service Level Agreement (SLA), Change Order Request Form, Change Order Acceptance Form, Final Acceptance Form are for reference purposes, which will be used as needed and does not require us to fill. Kindly confirm our assumption.

Correct, the IT - Application Service Level Agreement (SLA) Exhibit F.11, Change Order Request Form Exhibit F.5, Change Order Acceptance Form Exhibit F.6 and Final Acceptance Form Exhibit F.7 are for reference only to be use later after contract award.

24 What are the SLAs required for Sev 1, Sev 2, etc. ? Sev 1: 2 hours. Sev 2: 4 hours, Sev 3: 24 hrs, Sev 4: 24 hours, Sev 5: 72 hrs

IT Standards: C -What is DPS issuing for mobile devices? What are the specs for these mobile devices?

iPhones with iOS and Samsung on Android

26 IT Standards: 1.2.5 - What does DPS use for MDM? Workspace one or AirWatch for mobile device management

Can you provide more information about your current IT infrastructure and applications landscape?

SQL Server, Oracle 11g, all on-prem server hardware with the exception of CURT which is in AWS on EC2. Some of these licenses issued are not managed by an actual application and will need to be designed from scratch.

IT Standards: 1.4.2 - How many employees does DPS expect to use the system? How many Admins will be assigned to manage the system?

DPS will have approximately 400 users, including admins.

29 IT Standards: 1.7.3 - When will UAT tests be performed, pre-award or post-award? UAT will follow the system integration testing post-award.

•Enterprise Licensing Platform RFO Section c15: CJIS data is being processed, stored, or transmitted, Contractor must deploy in a Government Cloud environment.

- Will DPS be storing CJIS data in this solution?

- If yes, Do you require the solution to be CJIS-compliant, or is the only requirement to implement the chosen solution in the government cloud environment?

- Would DPS accept a vendor providing a CJIS-compliant hosting solution outside the government cloud?

This system may store CJIS data so yes the application needs to be CJIS compliant. This solution is required to be in a gov cloud environment.

C.17- Our understanding is that, executing a signed CJIS Security Addendum is not required as a part of our RFO response. Please confirm our understanding

Correct, a signed CJIS Security Addendum is not required at the time of an RFO response and will be executed following a contract award.

If DPS cannot share these documents at this stage, we request DPS to invite vendors and provide DEMO of existing workflows for better understanding.

The new system will be vastly different than our current systems. We would not demo the current system as we are not recreating that system.

33 How do you measure the success of vendor partnerships in past projects?

A Respondent’s past performance will be measured in accordance with applicable provisions of Texas Gov’t Code §§ 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125.

Mandatory Pricing Schedule-Ros 110+: Can DPS confirm respondents will be responsible for pricing out the implementation costs for LTC and CAP only and not for Enhancement Services (PS, VI, IID, TORVET, CUP,PCLA) ?

Vendors are requested to provide pricing on all items listed on the provided Mandatory Pricing Schedule.

We assume the Price Schedule is only provided for LTC and CAP Programs, rest of the program related section in price schedule will be left blank. Please confirm.

Vendors are requested to provide pricing on all items listed on the provided Mandatory Pricing Schedule.

What presentations, software demonstrations and/or estimates / quotes have DPS programs received related to this project and from whom?

DPS conducted a Request for Information (RFI) # RSD20240140300 to the Electronic Business Daily (ESBD) in March of 2024.

D.12 Anticipated Schedule of Events:

Based upon the scope of this RFO can the deadline be extended to September 13, 2024 to allow for a complete response

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

In order to provide the most comprehensive and cost effective response, we respectfully request an extension of two weeks from the data the answers to questions are provided

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

39 Can vendors disclaim to DIR-CPO-5176?

Yes, State agencies are granted an exemption from the requirement to purchase through a DIR contract when purchasing technology commodity products and/or services (as defined in TAC §212.1 ) when the value of the contract exceeds $10 million. This is an open market Request for Offer (RFO) solicitation and will not be awarded based off any DIR contracts.

What is the budget allocated for this project, and what are your expectations regarding cost management during execution?

DPS does not provide budgetary information during an active solicitation. Budget information will be discussed with successful respondent.

Background Check:

- Can we transfer the finger print based background check from another recent project?

Background checks will be determined after contract award.

Has DPS entertained any product or solution demonstrations in preparing for this RFP, if so, can you tell us which ones?

DPS conducted a Request for Information (RFI) # RSD20240140300 to the Electronic Business Daily (ESBD) in March of 2024.

In reviewing the HSP Quick Checklist, we saw that it does not include any Good Faith Effort (GFE) documents for vendors that are not subcontracting any portion of the contract. If a vendor believes that the optimal choice for the vendor and the State is self-performance, does the vendor still need to issue a HUB Subcontracting Opportunity Notification Form to at least three (3) HUB subcontractors and two (2) trade organizations for the subcontracting opportunities? Said differently, is the self-performance option only available if a Vendor has not received qualified responses after first issuing HUB Subcontracting Opportunity Notification Forms?

Utilize the fourth bullet-point option on the first page of the HUB subcontracting plan (Exhibit F.4)" If you will not be subcontract any portion of the contract and will be fulfilling the entre contract with your own resources (i, e,.

employees, supplies, materials and/or equipment), complete: Section 1-4.

In addition to all the options listed on the HSP Quick Checklist, the self-performing method should suffice as long as the self-performing justification is complete, clear and concise.

Please follow the self-performing option steps outlined above and on the HSP Quick Checklist in efforts to submit a complete HSP.

RFO section B.1.2 Financial Rating Report, Financial Resources, and Ability to Perform states “Upon request, Respondent must provide evidence of its financial resources and its ability to provide the commodities or perform the services for which Respondent is submitting a response.”

Please confirm that respondents are not required to submit financial statements/information as part of their proposals, only as requested by the State.

Respondents may provide insurance criteria in their response; however not a requirement. Respondents need to ensure they meet the Insurance requirements outlined in C.12 of the RFO and any insurance requirements outlined in the correlating exhibits.

45 Will DPS consider extending the due date to the early September? DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

46 When is the expected award date? DPS will determine go-live date upon award and Project Plan is defined and approved.

Would like to request a 2-week extension regarding the response deadline of this procurement to 8/27/24.

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

48 Due to this project's complexity, we request an extension of 2 weeks for the RFP response date. DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

Please elaborate upon any timing considerations for when specific programs / areas / functions will need to be fully transitioned to the new solution.

DPS will determine go-live date upon award and Project Plan is defined and approved.

C12- Do we need to provide insurance & liability criteria details with our response? Or is it needed at a later stage? Can you provide more details on the insurance requirements for the project?

Respondents may provide insurance criteria in their response; however not a requirement. Respondents need to ensure they meet the Insurance requirements outlined in C.12 of the RFO and any insurance requirements outlined in the correlating exhibits.

51 What is the indicative start date for the scope covered in this RFO? DPS will determine go-live date upon award and Project Plan is defined and approved.

52 What is DPS’s budget for the initial system implementation?

DPS does not provide budgetary information during an active solicitation. Budget information will be discussed with successful respondent.

What is the preferred timeline for initial system implementation? When ideally does DPS want to have the complete system “go live”?

DPS will determine go-live date upon award and Project Plan is defined and approved.

What, if any, amount of the budget is subject to expire by a certain timeframe and when? Please elaborate.

DPS does not provide budgetary information during an active solicitation. Budget information will be discussed with successful respondent.

What amount is being budgeted for ongoing support, software licensing, hosting, and support of the new system?

DPS does not provide budgetary information during an active solicitation. Budget information will be discussed with successful respondent.

D.12 Anticipated Schedule of Events- Given the complexity of the RFO, extensive requirements, short timeline between the Q&A and submission date, etc., can the proposal due date be extended by at least 3-4 weeks?

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

Pricing Schedule: Given that this pricing schedule includes confidential pricing schema, can this information later be redacted?

DPS is subject to the Texas Public Information Act (PIA), Tex. Gov't Code Chapter 552. Respondents must follow section D.10 Submissions Subject to the Texas Public Information Act regarding the submission of confidential responses.

Will there be a timeline posted for post submittal of the responses? This is important due to the scheduling of resources and alignment of teams for DPS.

No, DPS will determine go-live date upon award and Project Plan is defined and approved.

Section C11 Pg 36/153 refers to HISTORICALLY UNDERUTILIZED BUSINESSES (HUB) PARTICIPATION a.Does TxDPS have a specific HUB target percentage for this procurement?

b.If the Prime is recognized as a HUB vendor, does that have impact on evaluation?

A. The HUB Participation Goal is identified in the Special Instructions on the HUB Subcontracting Plan Form Exhibit.

B. No, all respondents must adhere to the evaluation criteria set forth with the solicitation requirements. In addition, ALL respondents (HUBs and Non-HUBs) must submit a complete HUB Subcontracting Plan with solicitation response.

Regarding D.12, the deadline for responses is 8/13/2024. Due to the complexity of this project, would the State consider extending the due date?

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

D.7.2 Volume Two – Information Section: H. "Respondent is encouraged to provide a response narrative for each section and subsection, in the format in which requirements are presented." Is the State then looking for a detailed response narrative in response to all RFP sections including C.1 Introduction, C.2 Scope, C.3 Overview of Existing Programs, C4 Functional Requirements and all lettered sub-items in 4.11 through 4.1.27 as well as C.5 through C.8 (RFP pages 8 through 34)

Correct, respondent is encouraged to provide a response narrative for each section and subsection for section.

Section D.12 ANTICIPATED SCHEDULE OF EVENTS Deadline for DPS to receive responses-

Would it be possible to extend the deadline to September to allow for more comprehensive responses?

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

63 How many vendors are you planning to select as a result of this RFP process? This is intended to be a single vendor award.

Is there any incumbent with whom you have already worked to do the initial assessment for the required platform?

No, DPS does not have a current incumbent. DPS conducted a Request for Information (RFI) # RSD20240140300 to the Electronic Business Daily (ESBD) in March of 2024.

Section D.2 K. Assumptions. No assumptions should be included in a response. All issues or questions that might be advanced or addressed by way of assumption should be submitted to

DPS.

Would you allow for follow up questions after the initial answers are posted on ESBD (7/31/2024)?

No, there will not be a second round of questions for RFO 405-24R0010718. If a respondent feels they need further clarification to submit a response, they may reach out to the DPS Contract Monitor, Kristy Watts. Refer to section C.6.2 or the RFO for contact information.

Considering there will be less time left to plan for a competitive proposal for the Aug 13th submission date after we get responses to these questions (expected by Jul 31st ), therefore, we request you to provide at least THREE WEEKS of proposal submission date extension. Please consider.

DPS will extend the solicitation 405-24R0010718 deadline to 5:00 PM on 8/20/2024.

Are there any specific start dates for the project to begin and/or are there any deadlines for your new solution to be live in production?

DPS will determine go-live date upon award and Project Plan is defined and approved.

68 C.2 Scope: What is the required time frame and/or date for go-live of LTC and CAP systems? DPS will determine go-live date upon award and Project Plan is defined and approved.

Section C2 SCOPE on pg. 8/153: RFP states: The project will be implemented in phases, with LTC and CAP being the first programs to be transitioned to the new platform. This project's scope is to transition the LTC and CAP applications to the new system.

a.Should our pricing include only the work for LTC and CAP? Or do we need to price for all seven Program-specific portal functions?

Vendors are requested to provide pricing on all items listed on the provided Mandatory Pricing Schedule.

Pricing Schedule: Where should vendors explain the difference between the tiers in license fee pricing?

Vendors may adjust mandatory pricing schedule as needed to capture submitted pricing replicating in the same format. - can move to general quest

71 Pricing Schedule: Can additional tiers be added in this section?

Yes, vendors may adjust mandatory pricing schedule as needed to capture submitted pricing replicating in the same format.

Pricing Schedule: Can additional rows be added to this schedule to allow license pricing for users with other roles, e.g. inspectors?

Yes, vendors may adjust mandatory pricing schedule as needed to capture submitted pricing replicating in the same format. If additional tiers are utilized, clearly delineate the additions and fully explain the tires.

Mandatory Pricing Schedule: Line 108, Item #15- Exhibit F.3, Mandatory Pricing Schedule, includes a separate line item for “Native Apps for Apple and Android.” Our platform takes an approach to delivering mobile capabilities that does not require the use of a native app. Can the State advise on whether Offerors can propose alternate language or deliverables to capture differences in delivery mechanisms?

Yes, vendors may adjust mandatory pricing schedule as needed to capture submitted pricing. Vendors need to ensure yearly pricing is clear and what is being altered. DPS needs to understand the cost to the department for having a native app.

Mandatory Pricing Schedule: Exhibit F.3., Mandatory Pricing Schedule, lists separate phases for each Regulatory Services Division (RSD) program. May vendors propose pricing that aligns with phases that combine multiple programs into a single phase, or otherwise alters the current structure and sequence of the pricing model?

LTC and CAP will be implemented first, the other programs will be the next phases. Yes, vendors may adjust mandatory pricing schedule as needed to capture submitted pricing replicating in the same format. If format is altered in anyway' vendors need to ensure the yearly cost is clear.

Please confirm that Exhibits F.5, Change Order Request Form, F.6, Change Order Acceptance Form, and F.7, Final Acceptance Form, are provided as samples only and do not need to be filled or returned with our submission at this time.

Correct, the Change Order Request Form Exhibit F.5, Change Order Acceptance Form Exhibit F.6 and Final Acceptance Form Exhibit F.7 are for reference only to be use later after contract award.

76 Are there any specific terms and conditions or contract clauses we should be aware of? All Terms and Conditions and clauses are outlined in the RFO an correlating exhibits.

Questions about Workflow Engine:

- Do you have a specific Workflow Engine in mind?

- How easy do you want workflow creation to be? With coding, low-code, no-code?

- Does workflow need to follow a standard like the BPMN 2.0 for exchangeability and access to tools?

Do you have a specific Workflow Engine in mind? No How easy do you want workflow creation to be? With coding, low-code, no-code? Low code would be the best Does workflow need to follow a standard like the BPMN 2.0 for exchangeability and access to tools? Yes

Document Ingestion:

- Do you follow PII protection guidelines like GDPR

- Do you plan to have fully automated document verification for identity proofing or does it involve humans?

- It described ingestion of court orders by mail. Is there also electronic integration of court orders?

Do you follow PII protection guidelines like GDPR? Yes Do you plan to have fully automated document verification for identity proofing or does it involve humans? Please suggest both options It described ingestion of court orders by mail. Is there also electronic integration of court orders? Currently a mailbox is set up for all emails that are received from the courts and there are personnel assigned to monitor the box and upload the files into the system.

Online Payments:

-Do you want payments to go through the State Payment Portal only, or other gateways like Stripe, PayPal, Venmo?

Online payment will go through the State payment portal only.

RBAC - Role Based Access Control:

- What are the specific access roles for the back-end system? I saw three levels somewhere. Will that be fixed over time?

- The application roles used to limit navigation and access to features. Are they sufficient to also protect data security and integrity at the database level?

Access Roles will be finalized during design sessions based on solution options.

Law Enforcement Access:

- Does access to Law Enforcement personnel stipulate additional security and compliance requirements for the contractor?

- Do all contractors have to be US based?

Does access to Law Enforcement personnel stipulate additional security and compliance requirements for the contractor? Yes Do all contractors have to be US based? Yes

User authentication:

- Do you plan to integrate with ID profile solutions, like ID.me or Login.gov, so people have to set up a verified user profile before applying for a license?

No, DPS does not plan to integrate with ID profile solutions.

Inspection Module:

- Are you looking for automated data discovery features, e.g., for detecting suspicious activities using ML?

No, not at this time.

Reporting:

- How many reports do you estimate?

- Do they need to be real-time or near-real-time?

Number of reports will be finalized during design sessions based on solution offering. Some reports may require real-time and others near real time information and some may be scheduled based on business needs and operations. Additionally user specific dashboard reports and ad hoc reports will be required.

Data Retention:

- What is the excepted timeframe for archiving data?

License data will be archived 7 years after the license expiration.

Portal Isolation:

- How should the system handle data synchronization between back-office and customer portal?

Data Synchronization between backend system and external portal should be near real time.

Data Integration:

- What external systems does the back-office system need to integrate with, and what are the integration requirements?

- Are there specific APIs or data exchange protocols that need to be supported?

Please refer to the interface sections of the RFO section 4.1.6 and section 8.1.3

Scalability and Performance:

- What is the expected growth of users / data volume over the next 20 years?

Hard to predict as the state population is growing. Please provide your tier pricing for different storage slabs.

Maintenance and Support:

- What are the support requirements for the back-office and front portal?

- How much downtime if any is permissible during system upgrades?

Maintenance should be same for the portal and the back end system as it is all one application. Please refer to the maintenance and support section in the IT Exhibit section 1.3

Complaints Module:

- Do you want to support anonymous complaints? I.e. from unauthenticated users on the internet?

Yes, individuals filing complaints will need to provide a valid email address and telephone number

LTC module specific :

- is the child support data from TX AG office obtained from direct API or as a file?

- Same for crime records ingestions?

Child support data is a file. Crime records information is through an API.

Document Management:

- For audio files, do you want creation of transcripts from voice?

- For video files, do you want transcripts of voice, and/or detection of objects and people in the video?

Transcripts of voice for audio and video, and detection of objects or people in video are nice to have features, but not required. If it is available in your solution, please address it.

Data Migration:

- Do you have missing data (user records, address, etc.) which should be fixed before migrating or will it be a migration as is?

- For LTC and CAP migrations, you mention DB2 stored procedures and SQL, do we only need to migrate the data and is it sufficient to access the database?

Data will have to cleaned and normalized before migration. Data will have to be migrated and mapped to the new forms as much as possible.

Native Applications:

- Do you envision a separate mobile app on IOS and Android, or the web portal running on mobile browser?

Native app implies a mobile app for Android or iOS devices. Web portal running on mobile browsers is also an option.

General Software Requirements:

- C. Query Capability/6.Provide ability to enter keywords…..: Is this for the public user or internal back-office user?

It is for both.

Section 4.1.26 Pg 28/153 states: The system must be able to interface with or contain a map component to show the location of a licensee. The system should store and display the latitude/longitude of a licensee.

a.What GIS solution and applications does TxDPS currently use?

b.Can we assume that vendor’s solution will utilize existing TxDPS licenses for the GIS software?

DPS uses ESRI GIS solution The department is open for vendor's inbuilt GIS solution offering as well

Does DPS currently have any Learning Management System (LMS) tools?

a.If so, which solutions are you using and for what purposes?

DPS does not currently have any operational Learning Management System. As an agency, until we have an operational LMS, we are utilizing Udemy.

Section 4.1.2 bullet L on Pg 14/153 states The System must pay the application fees in full before routing the application for processing to DPS. Can you clarify what is intended?

Payment through the authorized vendor must be completed successfully before the application is sent into the backend system for processing.

99 What authoring tools are being used to create the training courses for the LMS? DPS developed courses using Microsoft products.

100 Is there a specific LM standard requirement? (ex: AICC, SCORM, Tin Can / xAPI, cmi5) No, there is not a specific LM standard requrement.

101 What payment types are accepted? (ex: credit card, purchase order? Payments from the applicants can be made by credit card or ACH depending on program.

102 Is there a need for discount codes related to invoices/payments? No, no need for discount codes.

C.6 Project Schedule and Plan:

Does TX DPS have a schedule ranges as to when they would need to have the first two license types, LTC and CAP, implemented? Is there a TX DPS date for the remaining license types?

DPS will determine go-live date upon award and Project Plan is defined and approved.

C.2 Scope:

If the proposing vendor sees one of the license types being a better candidate to be the first MVP, would Texas DPS allow changes in license type order and declared in the exceptions as to why?

No, the legacy system for the LTC application has reached end of life.

C.3.A Vehicle Inspections:

Will the requirements for Official Vehicle Inspection Stations be modified based upon the recent enactment of Texas law eliminating the need for Vehicle Inspections?

No, these requirements remain the same.

C.8 Enhancement Services:

Does TX DPS plan to request a warranty period after implementation of each license types?

Yes

C.8.1.5 Remaining Existing Legacy Systems for Data Migration:

Can TX DPS provide a comprehensive list of data sources and format that have to be converted into new system as the table does not provide this information.

List of data sources provided in section C.8.1.5 the format will be discussed during design session based on solution options.

108 8.1.5 -What is the expected migration timeline of legacy applications? Timelines will be outlined during the project planning phase.

109 4.1.23 -What is the existing enterprise licensing system? DPS does not currently have an existing enterprise licensing system.

4.1.23 -Is there a mobile platform in existence today? Is this solicitation meant to replace it, amend it, or build a new one?

No, there is no mobile platform in existence today. Please address with the proposed solution.

111 C.1 -What are the 7 applications that are being deprovised? When will this have to conclude? All applications are in section C.3 overview of existing systems.

112 What sort of personnel will DPS have available to assist with this project?

DPS will have Project Managers, QA personnel, Business SMEs additionally IT infrastructure and Cyber personnel to ensure we comply with DPS standard policies and procedures

Scope Confirmation (SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Could you please confirm whether the RFP is exclusively intended for License-to-Carry (LTC) and Capitol Access Pass (CAP)? Are other processes part of a separate RFP or later phases?

LTC and CAP are intended to be implemented first, other applications will be executed in later phases.

Testing System Purpose(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Is the system meant to serve as both a training and test platform? Can individuals schedule and take tests using this system?

Yes, this platform will allow constituents for scheduling, online training and testing.

Testing Location(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Should tests be taken outside of the DMV premises, or must individuals check in at the DMV office before taking the test? Is the test restricted to DMV premises?

Tests may be online or on a DPS premises, or another DPS approved location. We are the Department of Public Safety (DPS) not the Texas Department of Motor Vehicles (DMV).

User Registration and SSO(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Do internal users need to register, or will Single Sign-On (SSO) provide direct access to the system?

Internal-SSO

API Integration Readiness(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Are integrating systems prepared for API integration, or should data be periodically dropped into a data lake?

Most are using API integrations.

Mobile App Registration and Costs(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Will there be additional registration and costs for new Android and iOS applications?

Please provide additional costs for using Native apps fo Android and iOS if it is applicable to your solution in the pricing schedule.

Preferred Payment System(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Has the preferred payment system been acquired, or is it still pending? Does it support API integration?

Payments must go through the authorized state payment vendor.

Integration Scope(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

Regarding the 41 integrations in the RFP, should integration be built for all of them, or only those related to LTC and CAP processes?

4.1.6 and 4.1.7 are required for LTC/CAP.

OCR and Text-to-Speech(SOLICI_405-24R0010718_Enterprise Licensing Platform RFO):

How critical is text-to-speech functionality? Would integration with a third-party vendor be acceptable?

Text to speech is a nice to have not critical

General Question:

Is there an existing Customer Service Desk? If yes, please provide details and advise if there will be any technology changes that need to be incorporated and taken into consideration.

There is an existing customer service desk. They will use this new system/application. No technology changes are anticipated for this team.

General Question:

Please provide the details and requirements for any remote connectivity which would be necessary to execute the project.

Vendors will be provided VPN access to access DPS systems to execute the project.

Data Migration:

What is the current volume of the data and retention policy for transactional data.

License data will be archived 7 years after the license expiration.

General Question:

Do we have the trend of daily/weekly volume of requests

On average, DPS receives around 6000 LTC/CAP application requests (new and renewal) on a weekly basis.

Is there a preference for project structure/approach? (e.g. Phased approach or Big bang approach) a.If a phased approach, which conversions and which interfaces would be needed in each phase?

Development and releasing of the application to production will be a phased approach. Once the application is released to production it will be a hard cut over.

127 Does DPS have a preference for a project methodology? (vendor, agile, etc) Hybrid agile.

SMEs availability throughout the project is key to a successful implementation. What allocation is available for your SMEs over the life of the project? (i.e. participation in workshops, attending train the trainer sessions, perform/assist in performing UAT, etc

DPS is committed to providing SME's throughout the life of the project.

129 Would you prefer UAT to be managed by the vendor or internally by your project team? Managed by the vendor with DPS collaboration.

130 Do you prefer the vendor provide end-user training or a “train the trainer” approach Train the trainer approach with training material and webinars

Do you require any custom training materials? If so, can you provide more detail on the type and volume of documentation that will be required?

Training documentation should align with the application configured for DPS's needs.

132 Do you have a count of reports and letters – can you provide an estimate?

Number of Reports and Letters will be firmed up during project planning and design phase. Currently we have over 60 reports and letters for LTC/CAP.

133 Is there any preference for fixed bid or T&M (time & material) model? Refer to the Mandatory Pricing Schedule

Is there any restriction to deliver project with all onshore resources? Or offshore / hybrid team model is allowed?

Project resources must be united states based.

Can we get more detailed process map with personas for each of 9 program area mentioned in the RFO document?

Process maps will be provided during project planning and design sessions

Is there any need for customer telephony / call center integration system with proposed solution to service queries from clients received through different channels like phone, email, website, customer portal channel?

This is not a current feature, but would explore addition of this service.

137 C.1- What will be estimated number of requests per month per program area?

In 2023, we issued the following amounts of new and renewal licenses by program:

LTC: 272,512

PS: 110,602

Metals: 427 VI: VI Inspectors and stations are on offset years. This program will re-baseline after 1/1/2025.

CAP: 870

IID: 317

Each program has different documentation requirements, and individual process flows.

C.1- What is expected month to month growth in number of requests for next 3 years post go-live of proposed solution?

On average, DPS received around 1500 new LTC/CAP applications on a weekly basis.

139 C.2-5- Approximately how many third party instructors will access the application? There are over 3200 active instructors in the LTC program.

C.3- License to Carry - What mechanism will be used to check continued eligibility for current license?

Will it be business rule or any third party integrated event mechanism or periodic event/task creation?

A combination of third party information through an API, periodic task creation and business rules.

C.3- What interface will be used for fingerprint based check? 4.1.6 mention UEP for fingerprint enrollment.

This application will interface with the UEP system for fingerprint results

C.3- Will MRE system be used for oversees transaction record keeping?

If not, is new application expected for oversees transaction record keeping?

No we don't anticipate overseas transactions.

4.1.1- What all notification channels are required? - Email and Text are mentioned in document.

Do we need Physical Mail or any other channel also? Can existing account be used to send Text?

In addition to emails and text communications, the system should be able to generate letters/physical mail.

4.1.1.W- How will the applicants reach out to DPS employees in case of any assistance required in filling the application?

Applicants can call DPS help Center and or use help icons on the online forms.

145 Is there any data warehouse or data lake present currently? No, DPS is currently in process of creating one.

What is the current customer database? Will it be reused or new application will be system of records?

New application will become system of record, this solicitation includes data migration from current applications.

4.1.3.G- Is there existing license for Google Map, Google Translate etc?

If not, will DPS acquire and provide the third party licenses (Google Map, etc)?

DPS currently uses ESRI GIS

4.1.4.D- To schedule appointment, do we need to integrate with department calendar located outside of new application (for selected center/location)?

No

4.1.6 L- DPS Website Interface - how many integrations are required? Ex - Federal firearm licensee search, LTC Instructor search etc.

External portal as part of this system should allow the constituents to search for LTC instructors. Integrations with DPS website will be determined during project planning and design phase.

150 4.1.16- What are the total number of reports expected ? Number of Reports will be firmed up during project planning and design phase.

4.1.17- What is the current document management system?

Will it be replaced with new application or just integrated with new application?

We anticipate replacing the current system with the new system long term.

152 4.1.23- Need more details on Mobile platform requirements, usage and features. mobile devices - Android and iOS phones and tablets

4.1.7- Does the interface requirements mentioned in 4.1.7 & 8.1.4 of RFO document cover the exhaustive list of interfaces required for all the programs?

Yes

8.1.2- How will the new application know if an employee has retired or separated from service?

What will happen to their open assigned task?

Employees that separate from RSD or DPS will be removed from Active Directory. Sections 4.1.12 - 4.1.16, especially 4.1.14 about reassigning tasks.

8.1.4 A- What is the approximate number of external systems in "Interface for CUP dispensaries to upload their prescription fulfillment information from their Point of Sale (POS) system"?

Will CUP dispensaries interface need a service to be hosted in the new application?

CUP is in a future phase. As of today, there are three licensed dispensaries, each using a different POS system. It will require a service.

8.1.4 B- Vehicle Inspection recall database - how will they push data to application at runtime just after inspection is completed? Will it need a service to be hosted in application?

Vehicle inspection is not in this phase. Implementation will be fleshed out at discovery and planning. It will require a service

157 8.1.5- Will DPS provide database administrator support during data migration? Yes

4.1.8- Can you please share the total number of correspondence templates (email, letter) that will be required?

There are over 60 for LTC/CAP, however, we are looking at opportunities for consolidating them during project planning and design phase.

159 Will DPS provide the existing standards, process & methodology documents and SME support?

There are over 60 for LTC/CAP, however, we are looking at opportunities for consolidating them during project planning and design phase.

160 4.1.24- Is 24/7 application maintenance and support required for the new application? Yes

161 4.1.26 D- Do you have any OCR systems already in place? If yes, can that be reused? No, there is not a current system in place.

4.1.26 D- What will be volume of pages per month which will need OCR? Example - 1 million document pages per month.

The volume of paper documents they handle is currently around 6300 paper documents, with the expectation that a new system will drastically lower that number.

4.1.26 F- "The system shall provide the user with spell check and report formatting capabilities." - What are the report formatting capabilities referred?

Standard formatting that is available in Microsoft Products.

4.1.26 G- "Speech to text: The system should allow users to create reports/records using speech/voice recognition for individual users." -- Can we get more details or example of this?

What will be volume of it in terms of minutes or hours per month? Example - 400 users use it for 2 hours per day, so total 1056000 minutes in a month (22 working days).

Is there any existing Speech to Text software/application? If yes, can it be reused?

This is a future looking process. DPS is testing Speech to Text, we do not have an application to integrate.

What are different role/personas and respective permissions required for application? Example - Intake, Eligibility, Compliance, Supervisor, Admin etc

Roles will be finalized during application design phase

166 What is the peak and average number of concurrent users expected? 400 internal, unknown external.

167 How many times an external user will login in a month?

Most will login only as necessary, which means every 4-5 years for LTC users, 2 years for most other licenses.

Business owners may login daily.

Is there any IDP (Identity Provider Service) currently used for external users? If yes, can it be reused in new application?

No

We understand that there will be collaboration with SMEs (Subject matter experts) for requirement elaboration and business users for UAT (User Acceptance Testing). Will there be any other team collaboration/support provided from DPS side during application development?

Quality Assurance, Project managers, Program Managers , Business Analysts, Contract Monitors

170 What is the approximate volume for data migration? Between LTC and CAP, there are approximately 2.12 million licensee records

171 Are there any specific data quality issues or challenges that we should be aware of? Data will need to be normalized and mapped to the new forms .

C.2 Scope: Can DPS please confirm…