ESBD_548562_1787175899427_PCS 134 HHS Responses to Questions_A1.pdf
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- Attached to
- DFPS_IFB_FY27_Agileyx Ren_HHS0017808
- Solicitation number
- HHS0017808
- Issued by
- Texas
About this file
This document is a Responses to Questions file for an Invitation for Bid (IFB) issued by the Texas Department of Family and Protective Services (DFPS) for commercial off-the-shelf software acquisition under solicitation number HHS0017808, titled "DFPS_PCS137_IFB_34371 FY27_Agileyx Ren_HHS0017808." The contract is a single-award procurement with an intended contract start date of September 1, 2026, and will be performed at 4900 N Lamar Blvd, Austin, Texas 78758. The solicitation pertains to commercial off-the-shelf software and does not require staffing positions, subcontracting goals, or candidate resumes, as clarified in multiple question responses. The work location is entirely onsite with no remote operations indicated.
The total estimated contract value is $136,680.00, with previous spending on the existing contract totaling $44,200.00. This represents a renewal of an incumbent contract, with the incumbent vendor eligible to resubmit their proposal and no identified pain points or current vendor issues reported. Invoice payment terms are NET 30, in accordance with the Texas Prompt Payment Act, with invoices to be submitted electronically to ACCTPOLY@dfps.texas.gov and including the DFPS Purchase Order Number, vendor identification, and remit-to address. Price adjustments are not automatic and are permitted only at the sole discretion of DFPS, calculated using Consumer Price Index data from the Bureau of Labor Statistics, Region VI, with any increase capped at the calculated allowable percentage change using the specified formula.
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Text version
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Page 1 of 8 Reviewed Date 09/18/2025
Solicitation Title: DFPS_PCS137_IFB_34371 FY27_Agileyx Ren_HHS0017808
Solicitation Number: HHS0017808
# Reference Question Response
1. Topic: Number of Awards
1. What is the intended number of awards (approximate number)?
The intended number of awards is one (1).
2. Topic: Estimated Funds
2. What are the estimated funds allocated for this contract?
The estimated funds are $136,680.00.
3.
Section: 13.1.
Initial Contract Term
Topic: Contract Start Date
3. What is the tentative start date for this engagement?
As stated in Section 13.1. Initial Contract Term of the Solicitation, the contract start date is 9/1/2026.
4.
Page: 1
Topic: Work Location
4. What is the work location of the proposed candidates?
As stated on page one (1) of the Solicitation, the Location is 4900 N Lamar Blvd, Austin, Texas 78758.
5. Topic: Incumbent Information Details
5. Is this a new contract, or are there any incumbents?
If there is an incumbent, please provide the incumbent's name and pricing and confirm whether the incumbent is eligible to resubmit the proposal.
Yes.
6. Topic: Current Vendor Issues
6. Are there any pain points or issues with the current vendor(s)?
No.
Effective Date 06/26/2015 Page 2 of 8 Reviewed Date 09/18/2025
# Reference Question Response
7. Topic: Historical Contract Spending
7. Could you please share the previous spending on this contract, if any?
The previous spending on this contract was $44,200.
8.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work (SOW) to be Performed
Topic:
Subcontracting Goal Requirements
8. Is there any mandatory subcontracting requirement for this contract? If yes, is there a specific goal for the subcontracting?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
9.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work
Topic: Good Faith Efforts
9. Can we submit good faith efforts if we are unable to find a subcontractor?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
10.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work (SOW) to be Performed
Topic: Previous Contract Positions
10. How many positions were used in the previous contract (approximate)?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
Effective Date 06/26/2015 Page 3 of 8 Reviewed Date 09/18/2025
11.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work
Topic: Required Staffing Positions
11. How many positions will be required per year or throughout the contract term?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
12.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work
Topic: Resource Replacement Policy
12. If the resources we provide at the time of proposal submission are unavailable at the time of a potential contract award, could vendors replace them with equally qualified resources?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
13.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work
Topic: Hourly Rate Ranges
13. Can we provide hourly rate ranges in the price proposal?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the
Effective Date 06/26/2015 Page 4 of 8 Reviewed Date 09/18/2025
14.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work
Topic: Price Adjustment Terms
14. Will the County allow mid-contract price adjustments (e.g., for agency fees or wage rates), and if so, under what conditions?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the
Effective Date 06/26/2015 Page 5 of 8 Reviewed Date 09/18/2025
15.
Section: 14.2.1.
Price Adjustment Index
Topic: Price Adjustment Mechanism
15. If adjustments are permitted, is there a specified mechanism (e.g., annual review, CPI-based increase, or mutual negotiation) that governs such changes?
As stated in Section 14.2.1. Price Adjustment Index of the Solicitation, Price adjustments are not automatic. Prices only may be adjusted at the sole discretion of DFPS.
DFPS may permit price adjustments when correlated with the index as specified below and as published by the Bureau of Labor Statistics (BLS), Region VI, Washington, DC 20212.
BLS Website: https://data.bls.gov/cgi-bin/srgate
CPI-W Urban Wage Earners and Clerical Workers – Series ID:
CWURR0000AA0:
https://data.bls.gov/timeseries/CWUR0000AA0
CPI-U All Urban Consumers – Series ID: CUUR0000AA0 https://data.bls.gov/timeseries/CUUR0000AA0
When using the most recent monthly information from the index, the following applies:
A = Index from the month of the Response Deadline of this Solicitation, OR
The effective date/month of the last approved price increase or renewal option exercised
B = Current or latest baseline index
The allowable percent change must be calculated as follows:
B-A ÷ A x 100% = Percent of allowable price increase or decrease
Failure by the Contractor to calculate this formula and provide any supporting documentation will not be considered a properly submitted price increase request.
The Contractor may offer price decreases in excess of the allowable percent change at any time during the term of the Contract.
Effective Date 06/26/2015 Page 6 of 8 Reviewed Date 09/18/2025
16.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work (SOW) to be Performed
Topic: Initial Pricing Strategy
16. Should the initial proposal reflect fixed pricing for the entire term, or can adjustments be proposed in advance as part of the contract?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the
Effective Date 06/26/2015 Page 7 of 8 Reviewed Date 09/18/2025
17. Topic: Invoice Payment Terms
17. What are the invoice/payment terms (NET 30, NET 45, etc.) and required invoice fields?
NET 30
Payment will be made in accordance with the Texas Prompt Payment Act, TGC, Subtitle F, Chapter 2251. Vendors must submit a copy of a correct, itemized invoice(s) electronically to DFPS at ACCTPOLY@dfps.texas.gov. To avoid duplicating invoices, please do NOT send other copies of the invoice(s) via regular mail, fax or other means. When submitting an invoice(s) via email, the company name (as it appears on the invoice) and the DFPS purchase order number should be in the subject line to assist in identifying and processing your invoice(s) in a timely manner.
All invoices must be submitted electronically to ACCTPOLY@dfps.texas.gov and must include:
• The DFPS Purchase Order Number;
• Referenced Quote Number, including any pertinent information;
• Vendor Payee Identification Number;
• Remit to address with contact name(s) and telephone number; and
• A copy of the DFPS Purchase Order.
18.
Section: 10. Scope of Work (SOW) to be Performed
Topic: Candidate Reporting Requirements
18. What are the candidate reporting requirements?
As stated in Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
mailto:ACCTPOLY@dfps.texas.gov mailto:ACCTPOLY@dfps.tx.gov
Effective Date 06/26/2015 Page 8 of 8 Reviewed Date 09/18/2025
19.
Section: 11. DFPS Regions – Service Locations
Topic: Work Location Flexibility
19. Is the work entirely onsite, or is there a possibility for remote operations and performance?
As stated in Section 11. DFPS Regions – Service Locations of the Solicitation, this contract pertains to commercial off-the-shelf software.
20.
Section: 10. Scope of Work (SOW) to be Performed
Topic: Candidate Resume Requirements
20. Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates, or can we submit the sample resumes?
As stated in Section 10. Scope of Work (SOW) to be Performed of the Solicitation, this contract pertains to commercial off-the-shelf software.
21.
Sections: 1.
Introduction and Purpose of IFB &
10. Scope of Work (SOW) to be Performed
Topic: Mandated Holiday Policies
21. Could you please provide the list of holidays? Are there any mandated Paid Time Off, Vacation, etc.?
As stated in Section 1. Introduction and Purpose of IFB, and Section 10. Scope of Work (SOW) to be Performed of the
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