ESBD_472565_1768490500633_SOL_ADD_#2_25R0013810.pdf

ADDENDUM OF SOLICITATION

1. SOLICITATION NO.

405-25R0013810

2. ADDENDUM NO.

3. EFFECTIVE DATE

1/15/2026

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 provide vendors with responses to vendor Q&A

1. Responses to Q&A can be found on pages 2 through 12.

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

405-25R0013810 – OpenText Managed Services Vendor Q&A Phase

Q# Vendor Question DPS Response

1 In reviewing RFO 405-25R0013810 (OpenText Managed Services), we noted that the solicitation references “the OpenText system” and “OpenText ECM” but does not list the specific OpenText product components or modules currently implemented at DPS.

To ensure that our technical response and pricing align with the existing DPS environment, could DPS please confirm which OpenText products and components are in use today?

For example, Content Server, Extended ECM modules, Workflow components, Capture/Imaging tools, Archiving services, or other OpenText Content Services products.

We are requesting this only to ensure that our proposed managed services model is fully compatible with the DPS production environment.

• OpenText Content Server

• OpenText Directory Server (OTDS)

• OpenText Workflow

• OpenText Blazon document converter

• Global Cents viewer for annotation

• Dynamsoft scan application

A custom OCR application, developed by the current vendor is in use as well.

2 What was the annual spend for the previous year on this Project? Any questions regarding current contracts with the Department of Public safety will need to be submitted through the Public Information Act (PIA).

Pursuant to §552.301(c) of the Public Information Act (PIA), the Director has designated the following portal for public information requests: Public Information Center | Texas Department of Public Safety (govqa.us) or by emailing publicrecords@dps.texas.gov. A request must be sent directly to that address or through the Department’s Public Information Request Page on our public website, found at Public Information Requests | https://txdps.govqa.us/WEBAPP/_rs/(S(sv4jmsuvj0hdostf2mbqkiyb))/supporthome.aspx https://txdps.govqa.us/WEBAPP/_rs/(S(sv4jmsuvj0hdostf2mbqkiyb))/supporthome.aspx mailto:publicrecords@dps.texas.gov https://www.dps.texas.gov/section/general-counsel/public-information-requests

Department of Public Safety (texas.gov). A request emailed to any other Department email address does not trigger the requirements of the PIA. Please send your request to the designated email address and we will respond accordingly.

3 If this is a new Contract, What is the annual Budget for this? Budget information is not available during open solicitations.

4 Are you open to a hybrid delivery model with a mix of offshore and onshore resources?

All resources must reside in the US. Access outside the US will not be granted to the DPS network.

5 Work will be onsite or remote? Both. DPS does not provide onsite office space for contractor employees. DPS does expect contractor onsite presence as needed for meetings, trainings and any other contractual interactions.

6 Is this contract intended to be awarded to a single vendor or to multiple vendors?

Single vendor.

7 Who are previous incumbents on this project? Any questions regarding current contracts with the Department of Public safety will need to be submitted through the Public Information Act (PIA). Refer to question # 2 for additional information.

8 If the business operates remotely, what should we list as a physical address?

DPS will need to know the location of the business, regardless if remote or in Texas. The address provided would need to be a remit address where checks could be mailed if needed. PO Boxes do not count as remit addresses.

https://www.dps.texas.gov/section/general-counsel/public-information-requests

9 Is it mandatory to submit Texas Payee ID? Regardless as to whether Direct Deposit is chosen, Vendor must submit a completed Application for Texas Identification Number (AP-

152) and Request for Taxpayer Identification Number and Certifications (W-9) Form with its response.

If Vendor has previously submitted a completed Direct Deposit Authorization Form and Request for Taxpayer Identification Number and Certifications Form to DPS for another separate contract, Vendor is not required to submit another form.

10 If we are out-of-state and don’t pay Texas franchise tax, what should we enter?

Vendors are required to provide the appropriate requested information established by the Comptroller of Public Accounts that allows them to do business in Texas.

11 Can the authorized representative be the same person listed in Contact for Response Clarifications, Inquiries, and Negotiation section

Yes

12 What specific documents are acceptable as “evidence of financial resources”?

Please refer to section B.1.2.B

13 Do we need to submit both the Certificate of Existence (SOS) and the Certificate of Account Status (Comptroller), or will one of them be enough?

Either one or both is fine.

14 If our company is registered in another state, do we need to obtain a Texas Foreign Entity Registration certificate from the Texas Secretary of State?

Please reach out to the Comptroller of Public Accounts to ensure your business is registered to do business in the State of Texas.

15 Will a Certificate of Good Standing from our home state also be required?

No, only the requirements listed in the RFO.

16 If we operate without a physical Texas location, what documents are required to show authority to conduct business?

All documents outlined in section D.7.2 Volume Two – Information Section. DPS suggest speaking with Comptroller of Public Accounts to ensure all requirements have been met to do business in the State of Texas.

17 If any document is pending (e.g., waiting for SOS processing), can we submit a receipt or confirmation number?

Yes, a receipt showing vendor is in process of obtaining the SOS may be submitted.

18 Do subcontractors need to be pre-approved by DPS? DPS will review submitted HUB Subcontract Plan as submitted with vendor responses. If DPS has any questions or concerns, we will reach out to the vendor.

19 How many principal officers do you expect us to list (e.g., only top executives or full senior leadership)?

Ensure anyone included on the project is listed.

Do you require résumés only for employees directly assigned to the project, or also for backup/support staff?

DPS request vendors ensure to meet the requirements listed in section D.7.2 Volume Two – Information Section.

21 Should we map each person’s responsibilities directly to the solicitation’s Scope of Work sections?

DPS request vendors ensure to meet the requirements listed in section D.7.2 Volume Two – Information Section.

22 Does the solicitation require Respondents to propose a complete project team structure as part of the response, or only résumés for key personnel?

23 Is there a minimum set of required roles (e.g., Project Manager, Technical Lead, Business Analyst, Developer, Tester) that must be included in our team proposal?

All team roles including those that may be potentially involved with future enhancements.

24 Should Respondents provide an organizational chart showing reporting lines and project team?

DPS request you ensure all items listed in section D are included with vendor responses.

25 Are proposed team members required to be located within Texas, or can resources work remotely?

Remote is allowable, as all team members will be subject to clearing a Fingerprint Background Check to be approved to work on the project.

26 Do subcontractor roles need to be identified at the proposal stage, or can they be added after award?

Exhibit F.3 HUB Subcontracting plan needs to be completed at the time of the submission. Vendors can inform DPS if there are any changes after submission of responses.

27 When the solicitation requests résumés for key personnel, does this requirement refer only to the Account Manager / Project Manager, or must we also submit résumés for all proposed team members who will perform work on the project?

28 If résumés are required for the proposed team, is there a minimum or maximum number of team members whose résumés must be included?

29 Are ongoing projects acceptable as references if they are not yet completed?

Yes.

30 Is an organizational chart required, or just a narrative description? Both are preferred.

31 Do you require résumés for all proposed team members or only for key personnel?

32 Should subcontractor staff résumés be included even if they only contribute a small portion of work?

Everyone involved with providing the stated services need to be identified on the HUB Subcontracting Plan.

33 Are financial statements required for all proposed subcontractors or only for the prime contractor?

Please refer to RFO section D.7.2.E.

34 Is the submission of the VPAT and all EIR accessibility documentation mandatory at the time of proposal submission, or can it be provided after contract award? If submission at proposal time is optional, will it affect the evaluation or scoring of the proposal?

VPAT and all EIR accessibility documentation is required at the time of proposal submission.

35 Is a full BC/DR plan required at the time of proposal submission, or is a high-level description sufficient?

Please refer to RFO section D.7.2. Respondent must submit, with its response, descriptions of its business continuity and disaster recovery plan and processes.

36 If we do not have any assumptions or exceptions to the DPS Standard Terms and Conditions. Should we submit a blank Vendor Assumptions / Exceptions Form to indicate this, or is a statement in our proposal sufficient?

A statement in respondents proposal stating no assumptions or exceptions is sufficient.

37 Is the submission of the HUB Subcontracting Plan (HSP) mandatory at the time of proposal submission?

Yes, please refer to D.7.3.

38 If a Respondent does not currently plan to subcontract, should a blank or “no subcontracting” HSP form still be submitted to avoid disqualification?

Please refer to HSP, Exhibit F.3 for instructions on how to submit HSP if not subcontracting.

39 Should we provide references or supporting documents for past performance in addition to the VPTS scores?

Yes, references or supporting documents for past performances is required. VPTS may also be included at time of vendors response. DPS will in addition review VPTS to ensure most updated information is reviewed.

40 Can Respondent include minority- or women-owned subcontractors that are not state-certified HUBs for consideration?

Yes.

41 Is the submission of insurance documentation required at the time of proposal submission, or only after contract award?

Insurance is not required at the time of submission though allowed and required at the request of DPS.

Please refer to RFO section C.9 Insurance Required Under the Contract.

42 Will the vendor be responsible for data migration or onboarding processes for new divisions?

Yes, if DPS chooses to do so.

43 Is there a preferred cloud environment or platform that DPS requires for hosting OpenText?

DPS is capable of interfacing with Azure or AWS.

44 Should the proposal include enhancement plans or only current support capabilities?

Current support capabilities. Refer to C.4 for Changes and Enhancements.

45 Is there a current incumbent vendor providing administration, management, and support for the OpenText system?

Yes, any questions regarding current contracts with the Department of Public safety will need to be submitted through the Public Information Act (PIA). Refer to question # 2 for additional information.

46 Are there any minimum qualifications, certifications, or experience requirements that a vendor must meet to be considered for this solicitation?

Vendors to ensure response submissions meet all requirements outlined in the RFO.

47 Does DPS require specific technical expertise in OpenText or related systems for eligibility?

Vendors to ensure response submissions meet all requirements outlined in the RFO.

48 Are there any mandatory past performance criteria (e.g., number of years supporting OpenText or government cloud implementations) that must be met?

Vendors to ensure response submissions meet all requirements outlined in the RFO.

49 Should the proposal include enhancement plans for existing OpenText capabilities, or only support and maintenance?

Current support capabilities. Refer to C.4 for Changes and Enhancements.

50 Are there any mandatory integrations with other DPS systems that must be delivered immediately upon award?

No, there are none.

51 Are the user license tiers and quantities fixed, or should vendors propose a flexible quantity model?

DPS request respondents provide best value option (s) available.

52 Are there any restrictions on lump-sum payments for maintenance or support?

Maintenance and Support services are paid post-delivery for approved deliverables.

53 For hourly rates under change orders, is there a ceiling or expected maximum hours per role?

No, DPS request respondents list on the mandatory pricing schedule the per hour rate per job classification for enhancement services.

54 Should pricing for API/Web Services, Workflows, and Data Migration assume the full 10TB migration, or is this estimate adjustable?

10TB is the baseline, actual costs can be prorated up or down from 10TB.

55 Are vendors expected to provide separate pricing for each DPS division beyond DLD and RSD?

Vendors are expected to provide pricing for all other divisions that could potentially participate under item #7 M&S of exhibit F.13 Mandatory Pricing Schedule.

56 For training sessions, are the group sizes (up to 30 people) fixed, or can vendors propose alternative session sizes?

Propose group size up to 30, but vendor can provide additional options.

57 For the hourly rates under Change Orders and Development/Enhancement Services, are there any maximum hours expected per role during the contract term?

No, DPS request respondents list on the mandatory pricing schedule the per hour rate per job classification for enhancement services.

58 Are there any specific qualifications or certifications required for each labor category (e.g., Software Developer, QA Tester, Project Manager)?

Vendors to ensure response submissions meet all requirements outlined in the RFO.

59 Are we managing the system from the existing Azure Infrastructure or moving it our AWS or Azure infrastructure?

The incoming vendor will be required to establish a Government Cloud environment for DPS in either AWS or Azure.

60 Are we providing 1st level support to end users or level 2 support? DPS relies on the vendor to provide all levels of support of the OpenText and its components throughout the contract.

61 If staying in their Azure tenants, will we have fill access to the azure portal so we can add storage or work on network issues when necessary?

The current Azure Gov Cloud environment for DPS OpenText solution is established under the account owned by the current vendor.

62 What is the user base for each of the departments? RSD = ~300

DLD = ~ 3500

63 Please provide a detailed description of the OpenText product landscape currently deployed within DPS, including all production modules, licensed components, and third-party tools in use across all participating divisions.

DLD and RSD Divisions use the following:

• OpenText Content Server

• OpenText Directory Server (OTDS)

• OpenText Workflow

• OpenText Blazon document converter

• Global Cents viewer for annotation

• Dynamsoft scan application

A custom OCR application, developed by the current vendor is in use as well.

64 Please identify and describe all existing system customizations, enhancements, APIs, web services, and integrations with DPS internal or external systems (including but not limited to DLS, Kaseware, web portals, scanning solutions, and reporting platforms), and specify which integrations are vendor-supported versus custom-developed.

Please refer to response to question 63. Full system information will be provided after contract award.

65 Please provide a high-level overview of the OpenText system architecture, including the Azure Government hosting model, environment separation (development, test, UAT, production), identity and access management approach, data flows between systems, and high-availability and disaster-recovery configurations.

Please refer to response to question 63. Full system information will be provided after contract award.

66 Please confirm the required incident support coverage by severity level, specifically whether 24x7x365 support is required for Priority 1 incidents and whether standard business hours (8x5) coverage is acceptable for Priority 2, 3, and 4 incidents.

Please refer to the IT Standards and Requirements Exhibit and Sections C.2.5 and C.2.7 of the Solicitation for required support for each incident level.

67 Please clarify whether the migration of documents and metadata from legacy or non-OpenText systems is included within the scope of managed services under this solicitation. If so, please provide anticipated source systems, estimated volumes, file formats, and expected migration timelines.

DLD and RSD do not require migration. If DPS chooses to add other divisions, then migration may be required.

68 Please describe the current operational support model for the OpenText environment, including Tier 1 and Tier 2 support responsibilities, delineation of duties between DPS and the vendor, escalation procedures, and any existing service level agreements or performance metrics.

Please refer to the IT Standards and Requirements Exhibit and Sections C.2.5 and C.2.7 of the Solicitation for required support for each incident level.