ESBD_File_195183_551-20-01064- Addedum #1-.pdf

Texas Department of Agriculture

Addendum No. 1 June 8, 2020

RFP No. 551-20-01064

HDM MONITORING

RFP Closing Date: June 9, 2020 RFP Closing Time: 3:00 PM Central Time

THIS ADDENDUM SHALL BE ATTACHED TO AND FORM A PART OF THE REFERENCED RFP

AND ANY RESULTING AWARDED CONTRACT.

This addendum is issued for the purpose of clarifying the final product submitted to TDA date and posting questions that have been submitted for clarification with responses.

Changes to the Solicitation Document

1. Refer to Schedule of Events/Critical Dates, Section 1.5, Page 6, Proposals must be received no later than:

FROM: June 1, 2020 TO: June 18, 2020

2. Refer to Schedule of Events/Critical Dates, Section 1.6 Page 7. The final product submitted to TDA date is corrected as follows:

FROM: PROPOSAL/RESPONSE DUE: 3:00 P.M., CT, June 9, 2020 TO: PROPOSAL/RESPONSE DUE: 3:00 P.M., CT, June 18, 2020

Questions and Answers to Solicitation

No. Reference RFP Section number

Respondent Questions TDA Response

1 2.4.D

SIGNATURE

S IN THE

RESPONSE

Part D states, “HUB Subcontracting Plan if proposed cost is over $80,000 (Exhibit W),” Exhibit W is listed, however, The HUB Subcontracting Plan provided notes ‘Exhibit P’ in the heading. Would you mind clarifying ‘Exhibit W’?

The “Exhibit P” should be labeled as Exhibit W.

2 2.4.E

SIGNATURE

S IN THE

RESPONSE

The solicitation states, “Key Persons Ethics Statement (Exhibit ?),” does not list the exhibit that should be signed. Will this exhibit be provided in the future?

Section 2.4 should read’ “Exhibit D

KEY CONTRACTING PERSONS

DISCLOSURE STATEMENT.”

See Exhibit D

3 5.1.B.3 FIRM

AND TEAM

QUALIFICAT

IONS

The solicitation states, “Staff conducting reviews holding current licenses from Texas State Board of Public Accountancy,” Would you mind clarifying how Staff with CPA licenses will be factored into scoring? For example, will a higher score be given to vendors that propose more team members holding a CPA license?

The table of evaluation criteria can be found on page 27 with the list of qualifications of a firm and the maximum points for that section.

4 Section4.3 D.

Table of Evaluation Criteria

The solicitation states:

Qualifications of Firm •Required and preferred experience

CPA license.

Project Lead with 7 years of conducting comprehensive performance reviews of governmental and 501(c)(3) non-profit organizations that receive funding through the State.

Please clarify if you are requesting a Project Lead as a CPA or whether the CPA could act in another supervisory capacity.

Section 5.2. Contract Goals

GOAL 1. Work is performed by licensed accountants who will develop and conduct comprehensive monitoring of HDM Program Grantee

5 Section 4.3 Evaluation Criteria

The Solicitation states, “TDA will base its selection on, among other things, demonstrated competence, the proposed Risk Analysis Tool, and the proposed Monitoring Plan.” Is it intended that the monitoring plan, or a description of the plan, be proposed in the contractor response?

A respondent should include a description of how the firm would approach the Monitoring Plan. The selected vendor will be provided with additional details regarding grantees to further finalize the monitoring plan.

6 Section 3.1 Many businesses are still practicing safe social distancing practices by teleworking, would the Department consider waiving the hard copy proposal requirement and allow proposers to submit their proposals electronically?

Section 1.5

Facsimile (FAX) or email transmissions of proposals are not acceptable methods of responding to this RFQ, and such will not be accepted unless approved by the lead buyer in response to a disaster directly impacting transportation and delivery services.

7 Section 2.3/Exhibit A

Section 2.3 of the RFP states that Respondent can submit exceptions to the terms and conditions. Can the Department confirm that by signing Exhibit A the Respondent would not be waiving the opportunity to negotiate any terms specified as an exceptions?

2.3 EXCEPTIONS TO

SOLICITATION

REQUIREMENTS

A requirement for submission of the offer includes accepting required state terms and conditions.

Depending on the funding source, most of the terms are required by state or federal government. The Respondent can take exception to a term or requirement, but that exception does not override the acceptance of the terms and requirements when submitting the signed proposal. A requested exception will be reviewed at the point of any award, and either granted, granted with amendment, or rejected by TDA in its sole discretion.

8 5.5 G The solicitation states, “ Provide a list of completed ARs and PRs that did not result in any findings and complete the appropriate templates/correspondence to be sent weekly to the CEs.” Please define AR, PR, and CE.

5.5 G (d) The mention of ARs, PRs, and CEs is in error and is omitted.