ESBD_File_295149_644-22-022322-Addendum A-001-final.pdf

ADDENDUM OF SOLICITATION

1. SOLICITATION NO.

Juvenile Offender Telephone and Table System (JOTTS)

RFP # 644-22-022322

2. ADDENDUM NO.

A-001

3. EFFECTIVE DATE

August 5, 2022

4. ISSUED BY

Texas Juvenile Justice Department Contracts Group – William Walk, Contract Specialist 1711 San Jacinto Blvd., Suite 120 Austin, Texas 78701

5. NAME AND ADDRESS OF CONTRACTOR

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 1 copy of the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate letter 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 addendum you desire to change an offer already submitted, such change may be made by letter, provided each 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 language below revises and modifies RFP # 644-22-022322. Acknowledgement of receipt of this addendum should be indicated by enclosing a signed copy of the Addendum with your proposal.

A. Section 8. RESPONSE SUBMISSION REQUIREMENTS, 8.1 Schedule of Events is replaced with the following:

The Agency reserves the right, at its sole discretion, to change the Event dates shown below through an Addendum emailed to the Respondent(s).

EVENT DATE

Issue solicitation July 22, 2022 Deadline for Submission of Questions August 10, 12:00pm Deadline for Submission of Responses August 23, 2022, 3:00pm Commence Services September 1, 2022 (or sooner)

B. Section 8.5 Historically Underutilized Business, is re-titled Section 8.6 Historically Underutilized Business (remainder of section does not change).

C. Section 8.5 Vendor Response in ATTACHMENT A of this Addendum A-001 is added as the new Section 8.5 Vendor Response.

C. Section 9. EVALUATION OF PROPOSALS, first paragraph is deleted and replaced with section 9. Evaluation Criteria included in ATTACHMENT A of this Addendum A-001.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b. OFFEROR

(Signature of Person Authorized to Sign) Date Signed

ATTACHMENT A to ADDENDUM A-001

8.5 VENDOR RESPONSE

The following outlines a summary of requested information for responses. Responses submitted without this information will be evaluated accordingly. The Agency reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

The following documents must be submitted with the response. Failure to do so may result in disqualification.

Response Content Submission Place information under corresponding TABs as follows:

• TAB 1

o Contract Forms o Company Information & Organization o Organizational Profile, Experience, and Past Performance

• TAB 2 Technical Approach o Understanding of the Project o Proposed Solution o Deliverables o Project Management Plan

• TAB 3 Price Form (see Section 7.2)

• TAB 4 Execution of Offer (Exhibit A)

• TAB 5 References

• TAB 6 SOW Exceptions/Assumptions

A. TAB 1 – Contract Forms, Company Information & Organization, and Organization Profile Experience and Past Performance

This tab shall consist of the Respondent's description of its organizational capabilities and qualifications and plans to satisfy and support the requirements of this SOW. NO PRICING DATA

SHALL BE SUBMITTED IN THIS TAB.

Section 1 - Contract Forms

Section 1 shall include the following original signed forms and Contract sections required to show the Respondent's acceptance of the SOW terms and conditions:

1. Transmittal Cover letter;

2. Acknowledgement of SOW addendum(s), if applicable; and

Certifications.

Section 2 - Company Information and Organization

1. Name, address, telephone number, and fax number of Respondent and all co- Respondents. Also, identify by name, title, telephone number, fax number and email address a contact person for all inquiries. The contact person shall be responsible for fielding all inquiries from the Agency and providing answers.

2. Business form of Respondent (e.g., corporation, partnership, etc.), if applicable.

a. If a corporation, include the date and state of incorporation.

b. Names and addresses of principal officers, directors, or partners.

c. A brief biography of the person or persons who will administer any resulting contract.

3. Copies of certifications and all licensing information for all key personnel/staffing that will have an active role in performing the services.

4. Provide the name and address of the Respondent's insurance carrier, For the purpose of responding to this SOW, the Respondent will not be required to purchase insurance, but must show the ability to provide such insurance as specified in General Provisions, Article 4, Liability Insurance Only awarded Respondent will be required to provide insurance policy documentation.

Section 3 - Organizational Profile, Experience and Past Performance

1. This section shall contain a clear description of the entity submitting the response, including an outline of the history of the organization, organizational capabilities, goals and purposes, an organizational chart listing staff members and all satellite offices, and days and hours of operation.

2. Respondent shall furnish financial references to include the name, address, telephone number, and point-of-contact of at least two (2) firms to include one (1) reference from the Respondent’s banking institution and at least one (1) reference from a creditor.

Respondent shall furnish a signed document permitting release of financial information to the Agency from each financial reference listed.

3. Respondent shall include a list of any contracts which have been cancelled or terminated within the last five (5) years, along with an explanation of the cancellation and the name and phone number of a contact person from The Agency or customer that cancelled the contract.

4. Respondent shall also include a list of all legal actions pending against their organization and the outcomes of any final judgments.

B. TAB 2 -Technical Approach

In this Tab the Respondent shall provide a description of the proposed services in detail.

Respondents shall provide a detailed description or summary of its service performance on the specification in this SOW in the following sections:

Section 1 - Understanding of the Project

The Respondent shall provide a narrative on their entire understanding of project as described in section 3 Scope of Work of this RFO. The narrative should include how the Respondent is the best positioned to perform the tasks of this project based their corporate organizational structure, overall experience and past performance developing and deploying similar solutions to what the Agency is requiring.

Section 2 - Proposed Solution

The Respondent shall provide a narrative on their proposed solution that demonstrates how their solution meets all of the requirements as specified in section 3 Scope of Work and any additional required services not outlined in this RFO. The Respondent must indicate which technical or functional requirements their proposed solution does not meet.

The Respondent shall not submit marketing materials as the narrative for this section;

however, the Respondent may include marketing materials as appendices to their response.

Section 3 - Deliverables

The Respondent shall provide a narrative on their approach to completing all of the deliverables as described in section 3 Scope of Work and any additional deliverables the Respondent intends to deliver as part of this project.

Section 4 - Project Management Plan

The Respondent shall provide an initial project management plan that includes how all areas specified in section 3 Scope of Work will be accomplished. The plan should include a transition in phase and specifies how the Respondent will work with the current vendor (as applicable) as well as a transition out phase on how the Respondent will complete services at the end of the contract. The Respondent shall also identify all exceptions it takes to the requirements of the SOW and all deviations for which it requests approval.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

C. TAB 3 - Price Form

Respondent shall complete and submit Price Form with the response as outline in Section

7.2 of this SOW. The respondent may provide more than one pricing option for the state to consider. If more than one pricing option is submitted, each option must be clearly indicated on the Price Form.

D. TAB 4 - Execution of Offer (Exhibit A)

Respondent shall complete and submit Execution of Offer with response.

E. TAB 5 – References

References: Respondent shall provide a list of three (3) references and service descriptions of which Respondent provided same or similar services as in the SOW during the last three (3) years. References must be for past or present contracts provided for the Federal government, agencies of state and local governments, and commercial customers. Information must include individual’s contact names, titles, and phone numbers of references. Respondent shall not include contracts where they performed only as a subcontractor or provided only partial delivery of services. Respondent should provide only references that have correct and active contact information for the Agency to be able to contract the references if the Agency decides to contact the references provided.

Respondent shall furnish the following information for each past and present reference contract:

1. Name of contracting activity;

2. Contract number;

3. Contract type (firm fixed price, cost reimbursement, etc.);

4. Total contract value;

5. Dates of contract performance;

6. Description of services performed;

7. Organization demographics;

8. Contracting officer and telephone number; and

9. Program/technical manager and telephone number.

F. TAB 6 - SOW Exceptions and/or Assumptions

In this section, Respondents shall indicate compliance with SOW requirements set forth in the SOW. It is not necessary to respond on a paragraph by paragraph basis; but to identify by reference, any exceptions in a single statement. If the Respondent agrees to the terms of the SOW in its entirety, a single statement to that effect will suffice.

If the Respondent does not certify compliance with any of the above listed sections, Respondent shall also include in this section any assumptions used in preparing the response and any exceptions and/or requested changes. All deviations from the SOW requirements or terms and conditions shall be fully explained and justified.

9. Evaluation Criteria

The evaluation process may include a two-stage approach including an initial evaluation of the written response and preliminary scoring to develop a list of top Respondents that may continue to the second stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points awarded by the review team. After oral presentations, if required, reviewers will reevaluate responses using the same criteria.

The following is a list of evaluation criteria and respective weights. While negotiation of responses may be held, Respondents are advised to submit their most competitive price and technical approach.

TAB/

Section

Evaluation Criteria

Weight

A. Completeness of Response:

Responses to this SOW must be complete and responsive.

Responses that do not include the response content requirements identified within this SOW (under Section 8 of this SOW) and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Administrative Review and will receive no further consideration. Pass/Fail

B. References Pass/Fail

C. Technical Approach

1. Understanding of the Project

Responses shall be evaluated against the Respondent’s understanding of the entire project as described in section 3 of this SOW. 10 Points

2. Proposed Solution

Responses shall be evaluated against the requirements listed in section 3 of this SOW. 40 Points

3. Deliverables

Responses shall be evaluated against the quality and approach to developing the deliverables according to Section 3 of this SOW. 15 Points

4. Project Management Plan

Response shall be evaluated against the quality and approach to the areas as specified in section 3 of this SOW. 15 Points

D. Cost

Responses shall be evaluated based on the costs as outlined in Section 7.2 of this SOW. 20 Points

TOTAL POINTS 100 Points