ESBD_462753_1762382602096_IOD RFI202510090229_Addendum1.pdf

ADDENDUM OF REQUEST FOR INFORMATION (RFI)

1. RFI NO.

IOD202510090229

2. ADDENDUM NO.

3. EFFECTIVE DATE

11/05/2025

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 RFI is amended as set forth in Item 8. 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 RFI or as amended, by one of the following methods:

(a) By completing Items 5 and 8 and returning the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate e-mail which includes a reference to the solicitation and addendum numbers. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by e-mail, provided each e-mail makes reference to the RFI and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM:

Questions and Answers: Reference page 2 through 4

Except as provided herein, all terms and conditions of the RFI, 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

RFI # IOD202510090229 / Continuity of Operations Planning Software

Question: 1: While reading the RFI document I did not see any mention of an incumbent vendor and that TXDPS currently operates a manual process for updating and reviewing Continuity plans. I just wanted to confirm that there is not an incumbent vendor for any part of the process and that this is an entirely new requirement?

Question 1 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 2: I know that this project is currently in the RFI phase, but I was curious is TXDPS had an estimated contract value for a potential contract that would be awarded if this project moved past the RFI phase?

Question 2 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 3: If an offeror has two distinct solutions that meet the RFI requirements, would TXDPS prefer separate responses for each solution or a single, combined submission?

Question 3 Answer: Per Section 2 of the RFI, submit responses as outlined in the “Instructions to Recipients” and “Responses for this RFI are to be submitted electronically using the TXDPS Online Bid Room.” The RFI submission format (separate or combined) is at the discretion of the respondent.

Question: 4: Continuity Program Structure:

How is DPS’s COOP program currently organized — how many plans will be created and maintained? Ex: one plan per department, 13 departments.

Question 4 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 5: Continuity Data Inputs:

What types of data will DPS expect to capture digitally (e.g., essential functions, vital records, facilities, personnel, systems) — that already exist in existing plans? Is there additional data DPS is looking to build into new plans in [respondent] system for the COOP plans and BIA section?

Question 5 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 6: Historical Data:

Will DPS be migrating data from existing plans into [respondent] system? What is the volume (number of plans, databases of information, etc) of this data and format available(CSV, Excel, PDF,etc)?

Question 6 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 7: Operational Integration:

Are there any other DPS systems (e.g., personnel directories, GIS, asset inventories, emergency management platforms) that the COOP solution must reference or align with?

Question 7 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 8: External System Integration:

If integrations are required, please provide the relevant information regarding the integration(s):

a. Is this a Company Name or a Product Name? If this is a Product, what is the Company Name?

b. Which function of those products did you want to integrate with?

c. What is the specific use case you are envisioning? How do you expect to interact with the external system within [respondent], or with [respondent] within the external system?

d. Is this a data import, data export, both, or will some functionality or action be triggered in [respondent] or the external system by some action in the external system or [respondent]? How frequently does this need to happen?

e. If this is a data import or export, do you have a rough estimate of how many entries, records, or rows, you expect to be transferred with each import / export? An estimated order of magnitude (1k, 10k+, 100k+, etc.) is sufficient for scoping.

f. Does the vendor have a web-accessible REST API or capabilities to send data to a web-accessible REST API? If so, is documentation available online or within a document? If not, does the product have scheduled CSV/XLSX file export capabilities?

g. Are the vendors willing to work with 3rd party vendors, if necessary? If not, do you have a technical resource within your organization who is able to work with [respondent] to facilitate the integration?

h. Are there additional layers of security or authentication required for each integration? E.g.

whitelisting, PGP encryption for file transfers, API gateways, etc.

i. Is PII (personal identifiable information) involved? If so, do you have any additional requirements about how this information is handled or made accessible to certain users within [respondent]?

Question 8 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations

Question: 9: Do we need to be CJIS-compliant?

Question 9 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 10: Requirement 1 specifies off-the-shelf software with minimal or zero licensing fees or subscription costs. Can you elaborate on the intended budget and the definition of 'minimal/zero cost'?

Question 10 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 11: Are you seeking a free/opensource tool, or a commercially priced product within a specific budget range?

Question 11 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 12: Is the acquiring organization open to commercial-off-the-shelf (COTS) enterprise solutions that involve recurring subscription or maintenance fees if they meet all other functional and security requirements?

Question 12 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations Planning Software. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 13: Requirement for mentions integration with Microsoft 365/Outlook.

Are you requiring advanced ‘actionable messages’ functionality (approvals within the email body), or simply the ability for the system to send automated email notifications to end-users?

Question 13 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; its intent is to identify sources that can provide a Continuity of Operations