ESBD_File_328837_RFIADD_THP202306211327.pdf

ADDENDUM OF REQUEST FOR INFORMATION (RFI)

1. RFI NO.

THP202306211327

2. ADDENDUM NO.

3. EFFECTIVE DATE

08/08/2023

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 RFI 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 RFI or as amended, by one of the following methods:

(a) By completing Items 5 and 8 and returning the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate 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, provided each e-mail makes reference to the RFI and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM:

Questions and Answers: Reference pages 2 through 9

Except as provided herein, all terms and conditions of the RFI, 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

Question: 1: Whether companies from Outside USA can apply for this? (like,from India or Canada)

Question 1 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 2: Whether we need to come over there for meetings?

Question 2 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 3: Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Question 3 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 4: Can we submit the proposals via email?

Question 4 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 5: Are there any vendors currently providing requested services?

Question 5 Answer: Section 1.2 Agency Liability and Confidential Information, Pursuant to §552.301(c) of the Texas Gov’t Code (part of the Public Information Act (PIA)), the Director has designated the following email address for public information requests:

OGC.Webmaster@dps.texas.gov An email request must be sent directly to that address or through the Department’s Public Information Request Page on our public website. A request emailed to any other Department email address does not trigger the requirements of the PIA.

Question: 6: Is this solution something to be shared with other agencies?

Question 6 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 7: How many personnel are employed by the Texas Department of Public Safety?

Does the TXDPS workforce include volunteers?

Question 7 Answer: Section 1.2 Agency Liability and Confidential Information, Pursuant to §552.301(c) of the Texas Gov’t Code (part of the Public Information Act (PIA)), the Director has mailto:OGC.Webmaster@dps.texas.gov http://www.dps.texas.gov/pia.htm designated the following email address for public information requests:

OGC.Webmaster@dps.texas.gov An email request must be sent directly to that address or through the Department’s Public Information Request Page on our public website. A request emailed to any other Department email address does not trigger the requirements of the PIA.

Question: 8: Background Information / History - #3 (page 2) - It refers to an ‘agency time management solution’ that will continue to be used.

i. What time management capabilities does this system include?

ii. ii. What is the name of this system?

Question 8 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 9: General Requirements - #5 (page 3) – Integrations

i. What information is expected to be exchanged with the agency’s CAD system.

ii. What is the name of the CAD system?

iii. What information is expected to be exchanged with the “HR and time management system”.

Question 9 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 10: RFI Questions - #C (page 4) - States: "What templates and report types does your scheduling system come with?"

i. Please explain what is meant by ‘templates’ in this question.

Question 10 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 11: Does the TXDPS anticipate this RFI becoming an RFP?

Question 11 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. The information provided in this RFI is subject to change and is not binding by the TXDPS. The TXDPS has not made a commitment to procure any of the items discussed, and the release of this RFI should not be construed as such a commitment or as authorization to incur a cost for which reimbursement would be required or sought. All submissions become TXDPS property and will not be returned.

Question: 12: Will management of assets need to be considered and, if so, how many asset types are included/or will be included in the current/new system?

Question 12 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

mailto:OGC.Webmaster@dps.texas.gov http://www.dps.texas.gov/pia.htm

Question: 13: What is the size of the total portfolio of TxDPS owned assets to be managed in terms of facilities, Number of Buildings, floors, Sq. Ft. of space…etc.; that is, if they would need to be considered for management tools?

Question 13 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 14: What existing systems will need to be considered for integration and or data exchange?

Question 14 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 15: Would Projects need to be managed in the tool and, if so, what is the expected (existing) volume of ad-hoc and PM work orders?

Question 15 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 16: What is the expected user base for this system? Can you define the user base in terms of access requirements?

- System Administrators

- Expected number of Primary users (Supervisor, Analyst, etc.) with access to the entire portfolio of information?

- Number of Contractors with limited access to specific sites?

- Number of Technicians?

- Number of Requestors who can simply submit and track work requests?

Question 16 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 17: Based upon the above user counts, approximately how many will you need licenses for:

a. Managing the system, day-to-day data management and reporting (Business Stakeholders - defined as: Someone who needs ability to approve requests, view records, and add comments to an incident, or request)?

b. Maintenance technicians (Fulfillers -- Defined as: Someone who fulfill requests, do work, or manage a part of the workflow process)?

c. Submitting requests only (Requesters -- no licensing, only need estimated user count)?

Question 17 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION

TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 18: What type of Records is Tx-DPS looking to migrate into the new system and how many records of each type and if a migration of data is required, what is the format of Data to be migrated into the new system?

Question 18 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 19: Can we submit documentation digitally?

Question 19 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 20: Do you need the app to support both Android and iOS/Apple?

What are the operating systems expected to be supported (i.e., Android and iOS)?

Are native implementations acceptable, using Android/Java/Kotlin or Xcode/Objective-C/Swift?

Question 20 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 21: How important are features like:

- Create shift bidding

- Track certifications and employee skills

Question 21 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 22: Do you expect SaaS pricing ($ per user license per month) OR do you expect this to be a NRE-paid project for work performed?

Question 22 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 23: Will data need to be stored for offline usage? Is local encryption expected?

Question 23 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 24: What are the minimum API levels expected to support the devices?

Question 24 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 25: Are future API releases of phones expected to be supported as well? If yes, for how long does the support need to continue? Will there be a possibility of extension if newer OS devices are expected to be supported?

Question 25 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 26: Are users expected to be able to interact with a web implementation as well?

Question 26 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 27: Will we need to manage certifications of users?

Will the certifications be given to us to add, or does the scope require certification creation and management for individuals?

Question 27 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 28: How will equipment be tracked at a hardware level? Do we need to implement a solution and flow for equipment tracking? Is GPS needed, or only the information of the current lessee of the equipment?

Question 28 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of

Question: 29: Are there pre-existing time codes, or will they need to be designed with the POC?

Question 29 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 30: Does the funding and budgeting come from an external source, or does that have to be administered through the mobile application?

Question 30 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 31: What is the system that HR is using, which needs to interface with the application? Does it have microservice capabilities?

Question 31 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 32: Regarding the following requirement: "Ability to check errors and notify the user with highlights or something visible to call out issues in the scheduling." What are the expected errors? Does this need to notify both the individual and their managing officer? What level of support is expected for calling out issues in the scheduling?

Question 32 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 33: Regarding the following requirement: "Ability to check errors and notify the user with highlights or something visible to call out issues in the scheduling." What are the expected errors? Does this need to notify both the individual and their managing officer? What level of support is expected for calling out issues in the scheduling?

Question 33 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 34: Please provide the number of external users (such as commissioned staff) who will need access to the system.

Question 34 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION

TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of

Question: 35: Will this project require data migration from existing systems? If so, please describe the data, the number and type of records, the total size of the files, etc

Question 35 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 36: Will the system need to integrate with any existing systems?

Question 36 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 37: Do the systems you wish this solution to interface with have APIs available? If so, are they available for review? If not, please describe integration capabilities

Question 37 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 38: Are there any Security needs required to maintain the data? I.e., FEDRAMP and Audit requirements? If so, please describe.

Question 38 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 39: Please elaborate on the agency’s preference for future systems maintenance. Does the agency prefer future support and maintenance is done by the selected partner, internal team or a combination of both?

Question 39 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 40: What platform is currently being used by the agency for the existing time management solution?

Question 40 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION

TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of

Question: 41: Should the system retrieve billing and financial codes from other systems and assign them to the users, or do system need to handle the entire budget and financial management process while also assigning the codes?

Question 41 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 42: Is the expectation for the new system to provide mobile capability for shift scheduling, reports and dashboards?

Question 42 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 43: What are the different types of notification channels(email, mobile or in-app we need to consider?

Question 43 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 44: Is the new system expected to do Inventory Management or it should only keep track of the asset assignment to the commissioned personnel?

Question 44 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of work.

Question: 45: Please briefly describe how the agency currently manages the functions you desire the new system to manage.

Question 45 Answer: Per section 7 of the RFI, THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a personnel scheduler and tracker application. If TXDPS does pursue a solicitation in the future, all specifications will be identified in the statement of