ESBD_510551_1778878182446_582-27-40030 Addendum 2.pdf

Addendum 2 CFR Operations and Records Management Support Page 1 of 16

Texas Commission on Environmental Quality P.O. Box 13087, MC 182

Austin, Texas 78711-3087

Addendum Number 2 Solicitation 582-27-40030

Central File Room Operations and Records Management Support May 15, 2026

RESPONSE DUE DATE: May 26, 2026 no later than 2:00PM CT

Important Notice to Vendors:

This addendum is issued to post vendor questions and answers.

ISSUED BY:

Stacy Thompson, Contract Specialist Date

Note to Respondent: Respondent is requested to acknowledge receipt of this addendum by signing and dating on the space below, and including this page along with your response. Responses may be considered non-responsive if this cover page is not signed and returned. To view the solicitation package, visit the Texas Marketplace website at http://www.txsmartbuy.com/sp.

Signature/Date

05/15/2026 http://www.txsmartbuy.com/sp

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P.O. Box 13087, MC 182

Austin, Texas 78711-3087

VENDOR QUESTIONS AND ANSWERS

1. What is the average monthly volume of new paper records generated within the Central File Repository (CFR)?

A: May 2025-March 2026, a monthly average of 5,722 paper records were received by TCEQ program areas into the Central File Room.

2. Could you provide a comprehensive list of record series that are currently maintained in physical format and note if any of those records are being updated in physical format?

A: See below

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3. Are there any existing backlogs related to imaging, inventory reconciliation, redaction, or retention compliance that are to be addressed under the scope of the new contract?

A: Yes. See SOW Section 3.1.3 for volumes of hard copy records in the Central File Room to be imaged. See 5.1.3.5 and 5.2.4 for inventory reconciliation requirements. There is a current queue of 1,562,160 records to be redacted. Retention compliance is an ongoing process for the agency, see 5.1.3.2, 5.1.3.3, 5.1.3.4, and 6.11

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P.O. Box 13087, MC 182

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4. Will transition support be provided by the incumbent contractor? Additionally, are there any known operational challenges, inefficiencies, or areas requiring improvement that the incoming contractor should be aware of?

A: Yes, see Scope of Work section 7: Transitions.

5. Which office supplies will be furnished by TCEQ to support daily CFR operations?

a. Standard copy paper

b. Printer and copier toner (including for CVA and other equipment)

c. Scanner maintenance supplies (for all scanner types)

d. General office consumables (e.g., pens, pencils, tape, binder clips, paper clips)

e. File folders and pockets f. Storage and transfer boxes

A: See below

a. No, see Scope of Work section 4.3.1

b. Toner for copiers owned by TCEQ to include in the CVA is furnished by TCEQ.

c. Yes, desktop scanners have service maintenance coverage furnished by TCEQ.

d. No, see Scope of Work section 4.3.1

e. No, see Scope of Work section 4.3.1

f. No, see Scope of Work section 4.3.1

6. If TCEQ does not provide the supplies listed in Question 5, could you provide estimated annual usage quantities for each item to facilitate contractor planning?

A: See below for an estimated list of items and volumes needed in a 12-month period.

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Fasteners Tape 67 HeavyDuty Staples (Light Touch) 3 Packing Tape 3 Writing Pens Bic (24 pack) Black 16 Gel Pens - Red 17 Gel Pens - Blue 17 Gel Pens - Black 17 Highlighters - Yellow 10 Highlighters - Pink 10 Highlighters - Orange 10 Highlighters - Blue 10 Highlighters - Green 10 Markers - Sharpie XL 33 Markers - Sharpie Regular 33 Markers - Sharpie Fine Point 33 White - Out 27 Notes Post-It Dispenser Notes 67 Post-It Mini Note Cube 67 Calendars (2025) 40 Finger Tools Microgel Grips 7 Sort Kwik - Large 17 Sort Kwik Knockoff- Small 17 Printing Labels 5126 7 Labels 5160 17 Labels 95900 7 Paper 8.5 x 11 (5,000 sheets )`White 67 Paper 8.5 x 11 (5,000 sheets )`Yellow 67 ERM Supplies Only Towels (ERM Only - Scanners) 13 Dust Cleaner - Air 16 Misc (No re-order required) Legal Pad 10 Spiral Notebook 7 Clip Boards 3 Headset 3 Staple Removers 7 Needle Nose Pliers 2 Scissors 3 Roller Clean 1 Label Printer Toner 1 Folders - Pockets Folders - Red 1,333 Folders - Blue 1,333 Folders - Light Blue 1,333 Folders - Purple 1,333 Folders - Green 1,333 Folders - Yellow 1,333 Folders - Tan 1,333 Folders - Orange 1,333 Folders - Lavender 1,333 Pockets 3,333 File Boxes (one-time in 3 year period) 100 Label Printer 1

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P.O. Box 13087, MC 182

Austin, Texas 78711-3087

7. What ergonomic equipment and accessories will TCEQ supply to support staff in the management of physical records? (e.g., wrist supports, adjustable chairs, footrests, anti-fatigue mats, or ergonomic mouse pads)

A: None, see SOW Section 4.3.1.

8. Will TCEQ provide any equipment beyond what is specified in the RFP equipment list?

Specifically, will docking stations be provided for agency-issued laptops?

A: See Exhibit E for TCEQ provided equipment.

9. Is a van specifically required for record transport, or would an alternative motorized vehicle be acceptable based on historical delivery volumes and logistical requirements?

A: An alternative motorized vehicle may be approved if it meets the delivery needs and provides acceptable protection of records being transported. Automobile liability insurance is required, see 5.2.3 and Insurance Section.

10. Could you clarify the pricing structure outlined in Part A: Base Contract? Specifically, is the intent to invoice Administrative and Circulation services on a fixed monthly basis by equally distributing the annual contract amount? Conversely, will imaging (standard and oversized) and DRR page processing be billed on a per-page basis?

A: Yes.

11. Price Form / Part A: Base Contract, page 159 - If all costs are to be captured in the Annual Contract Prices, what is the expectation for the per unit prices since all costs are already captured in the Annual Contract Prices?

A: Annual Contract Price for Administration and Circulation do not include per page and/or per image pricing.

12. Section 3.1 Facilities - How many cubicles or staff workstation spaces are there? Are actual Floorplans available?

A: 41 workstations and 2 private offices.

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P.O. Box 13087, MC 182

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13. Section 5.1.4.1 Maintaining Records - Are there any technologies in place for tracking the inbound accountables?

A: The ECM, Oracle WebCenter Content tracks check-in and check-out of records. Access database is also used for tracking purposes, see SOW Section 3.3.

14. Sections 5.1.3.3 / 5.1.3.4 - Is there any chain of custody tracking for inbound our outbound records?

A: The ECM, Oracle WebCenter Content tracks check-in and check-out of records. Access database is also used for tracking purposes, see SOW Section 3.3.

15. Exhibit C: Expectations - Are there any legacy or backlog records that require storage processing? If yes, what is the volume and date range?

A: No, existing records stored in the CFR have been processed for storage.

16. General - What work instructions are available for transfer to the new vendor?

A: There are Standard Operating Procedures (SOPs) for daily and special activities in the CFR that will all be transferred to the selected vendor.

17. Exhibit G: Audits - What is the process for reconciling Records Center shelf? Frequency?

A: See below

• Audit Preparations

Begin by scanning the shelf series to the designated audit location (e.g., CFRAUDIT2026). Use the Videx hand scanner and scan the following barcodes to initialize:

- Username: [Staff Name]

- Option: Check-Out

- Location: CFRAUDIT2026

• Scanning Execution

- Workflow: Scan folders, pockets, and document-level items on every shelf within the series.

- Memory Management: Process and upload scan one shelf at a time. The Videx scanner has limited memory; exceeding its capacity will cause a Data.TXT error.

• WCC Data Retrieval

Perform a search in WebCenter Content (WCC) for the specific record series. Filter the Current Location by the applicable housing area:

- E104 (Standard)

- A124 or C110 (Depending on the specific assigned location of the files)

• Investigation

Once all scans are uploaded, compare the WCC results against your scanned inventory to identify missing files.

- Initial Pass: Search the series specifically for the missing records.

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- Anomaly Check: Conduct a final review for "odd anomalies," such as duplicate items or barcodes that differ by a single digit but share the same Primary ID, Year, and File Type.

Resolution of Missing Files

Program Area Verification: Forward a list of unlocated files to the Program Area Records Liaison to check for internal departmental use.

Not on Shelf (NOS) Procedures: Files that remain unverified must follow Not on Shelf (NOS) protocols. These are forwarded to RRA for a premature disposition form to remove them from WCC.

18. Sections 5.1.4.1 / 6.12.7 - What is the process for researching missing records and boxes?

A: See question 17.

19. Sections 5.1.3.2 / 6.11 - What is the process for completing a shipment of boxes/files to storage facility vendor?

A: Initial storage is coordinated with the program area and vendor provided Records Retention Analyst (RRA). The program area prepares the boxes for storage as required by the Texas State Library and Archives Commission (TSLAC) and the RRA organizes a pickup of the boxes by TSLAC with the program area.

20. Section 3.2.2 Management - What is the process for deleting file/box entries created in error?

A: See below:

Process:

• In Workflow o Create Helpdesk Ticket (AHelpDesk@tceq.texas.gov): If the record that needs to be deleted is in workflow, create a helpdesk ticket.

o Resubmit record, if applicable.

• Not in Workflow o Confirm with CFR Administrator or Electronic Records Management (ERM) supervisor that the record can/should be deleted. Once confirmation is received, CFR Administrator, ERM supervisor, or Technical Analyst will delete the record.

o Resubmit record, if applicable.

• After Records Deletion o Provide the following information to the Records Retention Analyst for disposition log for audit purposes.

List of Content items

Date of deletion

Reason for deletion

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Record series

21. Exhibit G: Audits - What is the process for cleaning up “phantom” files/boxes? (e.g.; a file that has no location)

A: See question 17.

22. Sections 5.1.3.2 / 7.11 - What is the process for arranging an storage vendor pick up?

A: See question 19.

23. Section 5.1.3.3 Disposition - Are there challenges carrying out disposals within agreed upon timeframes?

A: Disposal is done by a third-party vendor and may cause delays, but those delays would not be held against the CFR contractor.

24. Section 3.1.1 CFR - What are the hours of operation?

A: 8:00 am – 5: 00 pm, See SOW Section 3.1.1.

25. Section 4.3 Equipment & Supplies - Who orders and pays for office supplies?

A: See SOW Section 4.3.1

26. Sections 4.1 / 4.2 - How many staff total and can you break it down by line of service?

A: As of 5/12/26: 6 Key Personnel, 1 Assistant Records Retention Analyst, 5 Circulation staff, 7 Document Review and Redaction (DRR) staff, 18 Imaging Staff, 4 Inventory Control staff.

27. Section 3.3.7 - Are there opportunities to improve processes?

A: Yes. Proposals must meet the existing scope of work/minimum requirements but alternatives that have an improved outcome or create an efficiency will be reviewed by TCEQ but are not guaranteed approval.

28. Sections 5.1.1 / 6.10.8 - Please list any operational certifications required for site personnel.

A: See SOW section 4 for personnel qualifications.

29. Exhibit A: Coding - What level of indexing is required?

A: Document level indexing.

30. Sections 3.1 / 4.1.4 - he SOW says the Contractor must "maintain" the Microsoft Access database as it is not supported by TCEQ. Does "maintain" include software development/coding, or just data entry and reporting?

A: Support of database may include development/coding.

31. Section 5.4.1 / Exhibit C - The DRR obligation is 4.81M pages per year. Is there a current backlog of un-redacted records, or is this the projected inflow of new/backfile records?

A: Both.

32. Sections 1.2 / 5.5 - Are there any "Special Projects" currently scoped for the initial 2-year term that we should resource for in our hiring plan?

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A: No.

33. Section 3.1.5 / Part C Price - Historically, how many times per year has TCEQ triggered "Emergency Hours" requiring a 4-hour response time?

A: Last emergency hour implementation was 2013.

34. Section 3.2.1 Storage - Does the Contractor have direct backend access to Oracle OCI for bulk data migrations, or is all interaction limited to the WCC user interface?

A: CFR requests read-only database access. Data migrations are not part of CFR responsibilities.

35. Submit Records to be Managed by the Central File Room - Optical Character Recognition (OCR) - Is there an existing OCR solution?

A: OCR is part of the redaction engine. Only content without OCR pushed to the review/reaction part of the workflow are considered.

36. Submit Records to be Managed by the Central File Room - Optical Character Recognition (OCR) - Is TCEQ open to vendor provided OCR solutions?

A: See Question 27.

37. Submit Records to be Managed by the Central File Room - Optical Character Recognition (OCR) - Is there a specific accuracy percentage offered by the existing OCR solution?

A: TCEQ does not have a specific accuracy percentage.

38. Submit Records to be Managed by the Central File Room - Document Coding - Are TCEQ open to implementing a vendor provided automated metadata extraction tool?

A: All respondents must comply with the Scope of Work / minimum requirements at contract award. See Evaluation Criteria Section D: Price and Price Form.

39. Section 5.2.3 - Does TCEQ have electric vehicle charging points inside the campus for vendor use?

A: Yes.

40. Section 2, Evaluation Criteria B.2, Section 7.1 - Regarding Section 2, Evaluation Criteria B.2 and Section 7.1: Section 7.1 indicates that the awarded Contractor may hire incumbent personnel to fill Key Personnel positions. To ensure a seamless transition period and maximum program knowledge, a non-incumbent Responder's strategy may be to recruit and onboard the qualified individuals currently supporting the CFR. As such, will TCEQ allow Responders to submit representative resumes demonstrating compliance with Section 4.1 qualifications, with the understanding that final candidates, including any hired from the incumbent, will be submitted for approval after award?

A: TCEQ will not inhibit discussions between vendors to recruit and onboard qualified personnel between contractors.

41. Special Terms and Conditions, Will TCEQ consider adding the following industry standard warranty and limitation of liability language for all offerors:

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LIMITED WARRANTY. Contractor warrants to TCEQ that (i) the Services will be performed in accordance with professional industry standards and substantially in conformance with this Contract, and (ii) the persons it assigns to perform the Services shall have the appropriate skill, training and background to perform such Services in a competent manner. This warranty is limited and shall not apply to any Services where the failure of the Services to satisfy this warranty is determined to result from improper use by TCEQ of the Services or from TCEQ’s decision not to implement any reasonable practices to which the Services apply that may be recommended by the Contractor. In the event of the Contractor’s breach of the foregoing warranty, TCEQ’s exclusive remedy and Contractor's sole liability shall be the re-performance of the applicable Service, at no charge to TCEQ.

Limitation and Disclaimer. THE WARRANTIES SET FORTH ABOVE ARE THE SOLE AND

EXCLUSIVE WARRANTIES OF THE CONTRACTOR UNDER THIS CONTRACT AND ARE IN LIEU

OF ANY AND ALL OTHER WARRANTIES, WHETHER EXPRESS, STATUTORY OR IMPLIED,

INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND

FITNESS FOR A PARTICULAR PURPOSE OR USE. ALL SUCH OTHER WARRANTIES ARE HEREBY

DISCLAIMED BY IRON MOUNTAIN AND WAIVED BY TCEQ.

LIMITATION OF LIABILITY. In no event shall Contractor's total, aggregate and cumulative liability under this Contract (whether arising in contract, tort, warranty, indemnification or any other legal theory) exceed the amount paid in the prior twelve (12) months by TCEQ for the particular Service that is the subject of the claim. This limitation on liability shall not apply to claims that by law cannot be capped or limited. NEITHER PARTY SHALL BE LIABLE

FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, PUNITIVE, EXEMPLARY OR

SIMILAR SUCH LOSSES OR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS

AGREEMENT INCLUDING ANY LOSS OR INTERRUPTION OF BUSINESS, OR THE COST OF

RECREATING ANY DATA OR INFORMATION, HOWEVER CAUSED, UNDER ANY THEORY OF

LIABILITY (WHETHER IN CONTRACT, TORT, WARRANTY, OR OTHERWISE), AND REGARDLESS

OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL PURPOSE AND EVEN

IF A PARTY KNEW OF OR SHOULD HAVE KNOWN OF THE POSSIBILITY OF SUCH LOSS OR

DAMAGE

A: Additional terms may be requested and potentially negotiated in the BAFO stage if TCEQ decides it is in the best interest of the state.

42. Equipment & Supplies, 4.3.1 (Page 23) - Can you provide a complete list of supplies and materials that are required and the average monthly volume purchased over the past 12 months?

A: See Question 6.

43. Transitions, 7.1 (Page 36) - Will the incumbent’s staff be eligible for "rebadging" by the new contractor, and are there any contractual restrictions preventing the recruitment of existing staff?

A: Yes.

44. Administration, 5.1.1 (Page 23) - Can TCEQ define the specific minimum number of personnel or specific roles required to be present on-site during these periods?

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A: Minimum may vary but should not impact CFR operations, specifically as it relates to customer services.

45. Miscellaneous Provisions, 23.20 (Page 139) - Is TCEQ-specified cybersecurity training provided at no cost, or must the Contractor provide/fund a training program that meets TCEQ's standards?

A: TCEQ provides the required training.

46. TCEQ-Provided Resources, 3.1.4, (Page 16) - How does TCEQ define "misuse" versus "normal wear and tear" for high-volume scanners and microfilm readers?

A: TCEQ cannot provide a specific definition, but the definition of "misuse" likely includes any use outside its normal function or outside TCEQ's intended use. As specified in the General Terms and Conditions, Contractor warrants that all services will be performed in a professional and workmanlike manner, consistent with relevant accepted standards and practices.

47. Circulation, 5.2.4, (Page 30) - Are there specific vehicle size or fuel-type requirements (e.g., electric or low-emission) dictated by TCEQ campus policies?

A: No.

48. Price Form / Part A: Base Contract - For the line items related to imaging can the unit of measure be adjusted from per page to per image to align with industry best practices?

A: TCEQ will take this into consideration for future solicitations.

49. Price Form / Part A: Base Contract - For the line items related to "Transition In" and "Transition Out" is the unit of measure "Lot" meant to be defined as "Project"?

A: TCEQ does not consider transition periods to be projects. “Lot” is a unit of measure that can be used to denote a series of items/tasks treated as a single unit.

50. Price Form / Part A: Base Contract - Will TCEQ add a separate line item to price destruction or are the vendors to assume 100% destruction for each imaged document?

A: Destruction costs TCEQ provides physical recycle/destruction service by outside vendor for hardcopy records. All steps before physical destruction are responsibility of vendor and should be included in the Administration line item of the Price Form per Scope of Work Section 5.1: Administration.

51. What is the anticipated award date?

A: No later than August 31, 2026.

52. When would you like the project started?

A: September 1, 2026

53. Is there a predetermined or preferred pricing vehicle for this project?

A: Vendors should complete the Price Form and provide pricing based on the Scope of Work and Appendices.

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54. What if any formal security measures/requirements exist for this project?

A: All requirements have been identified in the Scope of Work.

55. Do the records involve Permanent Records, Temporary Records, or both?

A: Both.

56. Imaging, 5.3 - Will this involve file or document level scanning?

i. How many average pages per document?

ii. Estimated total number of document types?

iii. If File Level average pages per file?

iv. What % of the documents are duplex?

v. How are pages fastened together (e.g., staples, binders, etc)?

vi. How old are the documents?

vii. Is there type written or handwritten documents?

A: Document level.

i. Volume can vary from 1 page to thousands of pages.

ii. 101 series, 142 subseries and depending on series may have 1 to as many as 30 document types.

iii. N/A

iv. Varies.

v. Yes, binding includes staples, butterfly clips, file folders.

vi. Documents may date back to 1960 or earlier in some cases.

vii. Yes.

57. Imaging, 5.3 - Are there any Large Format Drawings? If so, please provide the following information:

i. Average pages per set

ii. Are they stored folded or rolled?

iii. Total sizes and percentage by size

A: Yes. TCEQ records include maps and other oversized records.

i. May be individual, multiple, and within a record with standard pages.

ii. Both

iii. Maps may be up to 42 inches and well logs may be as long as 20 feet.

58. Imaging, 5.3 - What percentage of the documents are paper, microfilm, or microfiche?

A: See question 2.

59. Please describe the microform requirements in more detail.

i. Is the microfilm simplex, duplex, blipped, 3M cartridge?

ii. Is the microfiche 16mm jackets, 35mm Jackets, Combi Jackets, Ultra Fiche?

A:

i. Simplex, Duplex, Blipped, 3M cartridge

ii. 16mm, 35mm, and Combi jackets

60. Indexing Criteria

i. Is indexing required at the File or Document Level?

ii. What number of Index fields are required (doc v drawings)?

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iii. What are the average characters per index field?

iv. Is indexing derived from a document or the File Folder?

v. Does TCEQ anticipate a requirement to match and merge documents?

A:

i. Yes, document level.

ii. There are a minimum of 5 index fields used for coding and up to 9 possible.

iii. Fields may be as few as 2 characters to 20 or more.

iv. Coding and Indexing standards are set for agnecy applied on document level.

v. Merge documents may be required on as needed basis, not part of daily operations.

61. Output Criteria

i. Would TCEQ like searchable PDF w/ OCR?

ii. Would you like the digital images in B&W, Grayscale or Color?

iii. What resolution is required? 200dpi, 300dpi, etc?

iv. What delivery mechanism is required? Standard includes options for HDD, SFTP, Cloud Based CSP Hosting

A:

i. Yes.

ii. Original record dictates colorscale. Pages in color are to be scanned in color.

iii. Minimum dpi is 300.

iv. None are applied at this time. If response includes use of delivery mechnism, please add for TCEQ consideration.

62. What disposition requirements are needed (i.e., return to original storage, store at vendors facility, shred, etc.?)

A: Upon retention being met: Records deemed archival (approximately 114 TCEQ series) must be transferrred to the Texas State Library and Archives Commission (TSLAC). See 5.1.3.2 and Records Management Manual p. 71

63. How frequently does the Protected Data (exhibit H) appear?

a. Are they in a standard format or throughout the document?

b. Is the information structured or unstructured?

c. With every image created, is TCEQ expecting a redacted copy and unredacted copy?

d. What tool is used for redaction today?

e. For redacted information, does the metadata require removal?

f. What percentage of redaction are they expecting the Contractor to complete?

A: The presense of protected data varies on record series and types of documents within series.

a. Both

b. Both

c. No

d. Custom redaction engine is written into ECM (WebCenter Content).

e. Custom redaction engine burns a box into the redacted version of a content item, which removes the reference.

64. Can Contractors introduce cloud-based technologies on-prem?

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A: See Question 27. All introduced cloud-based technologies must comply with current FedRAMP and/or TXRAMP requirements at the time of suggestion.

Important Notice to Vendors: