ESBD_517426_1779891788922_SOL_ADD_1_26R0012764.pdf
PDF 139 KB Posted
- Attached to
- Utility Invoice
- Solicitation number
- 405-26R0012764
- Issued by
- Travis County, Texas
About this file
This Addendum No. 1 to Solicitation 26R0012764, issued by the Texas Department of Public Safety (DPS) Procurement and Contract Services on May 27, 2026, amends the Utility Invoice Processing Services invitation for bids. The addendum provides vendor question-and-answer responses clarifying key operational parameters for the procurement. According to the Q&A responses, DPS anticipates processing 600–750 utility bills monthly through both paper and electronic means, with invoices typically ranging from 2–5 pages but potentially extending to 20 pages. The contractor will receive invoices directly at its facility rather than staffing an on-site mail room. Output files will be transmitted to DPS via text file and PDF format containing invoice date, number, amount, and coding information for integration into the accounts-payable and enterprise resource planning systems. The contract does not require state-specific data-handling certifications beyond the CJIS Security Addendum referenced in the primary solicitation.
DPS will resolve billing exceptions and discrepancies through email communications with the contractor, with acceptance typically determined by the facilities expert or management team. The pricing structure requires bidders to submit cost-per-invoice rates for three service delivery methods: Electronic Data Interchange, Paper Billing, and Other Electronic Means, with an optional State Energy Conservation Office Reporting service priced per site. The three-year contract term includes a potential six-month extension for re-advertising or transition purposes. Electronic bid responses were due by 5:00 P.M. Central Time on June 5, 2026, with an anticipated contract award date of June 19, 2026. Evaluation criteria include past performance, financial stability documentation, key personnel resumes, minimum three references, and a comprehensive business continuity and disaster recovery plan, with mandatory HUB Subcontracting Plan submission required for responses to be considered non-responsive if omitted.
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Text version
Procurement and Contract Services
Revised-March 10, 2015 PCS form 004
ADDENDUM OF SOLICITATION
1. SOLICITATION NO.
26R0012764
2. ADDENDUM NO.
3. EFFECTIVE DATE
05/27/2026
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 post Vendor Q&A.
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
1. Please provide annual historical counts of utility invoices (paper vs. electronic) and average page count per invoice to allow accurate transaction-based pricing.
600-750 bills monthly via paper and electronic. Invoices are generally 2-5 pages but can expand up to 20.
2. What accounts-payable or ERP system(s) will receive the validated AP file output, and what file format(s) and transmission method are required?
I believe our current vendor sends the requested data via text file and a copy of the invoice via pdf. This includes but is not limited to: invoice date, invoice number, amount, coding information, etc.
3. Will invoices be mailed directly to the contractor’s facility, or must the contractor staff an on-site DPS mail room? If the latter, please detail space, equipment, and security expectations.
Invoices will be mailed directly to the contractors facility.
4. Besides the referenced CJIS Security Addendum, are there additional state-specific data-handling certifications (e.g., Texas DIR, NIST 800-53 controls) that must be met for facilities and systems?
Not to my knowledge
5. What are the agency’s SLAs for resolving billing exceptions and discrepancies, and how is “resolution” formally accepted or measured?
We email the contractor with issues as we come across them. All of our discussions have been through email and terms of acceptance is usually between our facilities expert or management team.
File details come from the government source that posted it. Updated .