ESBD_File_332257_5510000130 Document Comparison Software.pdf

Texas Department of Agriculture Purchasing and Contracting Office

1700 N. Congress Avenue Austin, Texas 78701

REQUEST FOR INFORMATION (RFI)

#5510000130

Document Comparison Software

NIGP Class-Items: 208-80 COMPUTER SOFTWARE FOR MICROCOMPUTERS, SYSTEMS, INCLUDING CLOUD-BASED

206-61 OCR and Scanner Software, Microcomputer 920-17 Electronic Forms Services

Procurement Schedule - All Times are Central Time Reference Section X for further information

RFI Issue Date August 10, 2023

Questions or Clarifications Submission Deadline August 18, 2023, | 03:00 PM

TDA Posting of Official Response to Questions on the ESBD August 22, 2023

Response Deadline September 01, 2023, | 03:00 PM

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this RFI prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected Contractor from “addenda or additional information” resulting in additional cost to meet the requirements of this RFI.

RFI: 5510000130 Texas Department of Agriculture

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TABLE OF CONTENTS

SECTION I – INTRODUCTION AND STATEMENT OF WORK

1 INTRODUCTION

2 BACKGROUND

3 DISCLOSURE

4 RFI PURPOSE OF THE REQUEST FOR INFORMATION

SECTION I I – ADMINISTRATIVE INFORMATION

1 INQUIRIES

2 RFI RESPONSE COMPOSITION AND DELIVERY

SECTION I I I – EXHIBITS

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SECTION I – INTRODUCTION AND STATEMENT OF WORK

1 INTRODUCTION

Texas Department of Agriculture (TDA) is requesting information for a Commercial Off-the-Shelf (COTS) document comparison software for its structural pest control service for inspections of Pesticide Product Labels submitted for registration for sale or use in the State of Texas.

2 BACKGROUND

Established by the Legislature in 1907, the Texas Department of Agriculture (TDA) was created to gather statistics on crops and livestock and to educate farmers on advanced farming methods and practices. Over time, the department’s responsibilities expanded significantly, including the absorption of the Department of Rural Affairs and the State Office of Rural Health in 2011. Today, TDA performs a wide variety of regulatory, nutrition, economic development, and marketing activities, such as:

• Regulating the growth and transport of agricultural commodities.

• Administering federal and state nutrition assistance programs for children and adults.

• Regulating agriculture-related activities in the marketplace to protect consumers, such as the sale of agricultural commodities and the use of pesticides.

• Regulating the structural pest control industry by licensing and overseeing pest management professionals who apply pesticides in an around structures.

• Providing financial assistance to young farmers, rural healthcare facilities, and community infrastructure projects to promote economic development in rural Texas.

• Promoting Texas agricultural products locally, nationally, and internationally.

2.1 TDA’S AGRICULTURE AND CONSUMER PROTECTION DIVISION (ACP)

TDA has a strong consumer protection program, which includes overseeing items like grocery store scales, egg quality, and nursery products. TDA regularly works with producers to ensure they receive quality seed. This division also ensures the accuracy of weights and measures and protects against the movement of harmful pests into Texas. TDA's consumer protection efforts promote success, unity, and prosperity for the people of Texas.

The TDA Pesticide Product Registration Program (PPR) currently performs manual inspections of Pesticide Product Labels submitted for registration for sale or use in the State of Texas. This process involves comparing the submitted label against the U.S. Environmental Protection Agency (EPA) stamped accepted label (SAL) for the specific product. All language and figures (e.g., First Aid, Directions for Use, application mix rates, etc.) are compared word for word to ensure that the Texas Consumer is best protected. This includes, but is not limited to, approved text, characters, images, formatting, etc.

TDA typically receives between 1,500-2,000 product applications for review per year, depending on industry variance (e.g., TDA received a high number of anti-microbial product labels during the onset of the Covid-19 pandemic), and each label may contain anywhere from 1 to 100 pages for review. These documents may be received via physical mail or uploaded electronically via an online database.

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3 DISCLOSURE

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Response/Request for Offer (RFP/RFO) or a promise to issue a formal RFI in the future. This request for information does not commit TDA to contract for any supply or service whatsoever. Respondents are advised that TDA will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP/RFO, if any is issued.

Please note that while a response to this RFI is not a prerequisite to participating in any resulting procurement process, potential respondents are encouraged to respond to the RFI.

4 RFI PURPOSE OF THE REQUEST FOR INFORMATION

The Texas Department of Agriculture (TDA) requests information under this RFI related to a Document Comparison Software. The following requirements serve as the scope of work for the development of an RFO, if any, resulting from this RFI.

4.1 INFORMATION REQUESTED

In 2024, TDA anticipates publishing an RFO with the following scope of work/deliverables of the software.

• Must be able to perform inspections between differently formatted documents/file types.

TDA receives container labels in a variety of file types and formats, we must be able to compare all these to the United States Environmental Protection Agency (EPA) stamp accepted labelling regardless of the file type.

• Must be able to inspect for Graphics/Colors, Text, Layout comparison.

• Must provide Superscript/Subscript/Special Character inspection.

• Robust OCR support (Optical Character Recognition) - The process that converts an image of text into a machine-readable text format.

• Must offer enough customization to tailor document ‘inspections’ to TDA specific requirements. E.g., allow for manual override of built-in features when necessary.

Furthermore, we would require a ‘Custom Dictionary’ feature. “EPA” is not a word in the English language, nor are many chemical names. A custom dictionary would allow us to enter words to leave off the error report.

• Application programming interface (API) connectivity support. This would allow for communication with the TDA ACP business system.

• Cloud based environment allowing for remote access to service.

SECTION II – ADMINISTRATIVE INFORMATION

1 INQUIRIES

1.1 SOLE POINT OF CONTACT

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All requests, questions, or other communications about this RFI must be made in writing to TDA’s Purchasing and Contracting Office, addressed to the following person:

David Moxley, CTCD

E-mail: David.Moxley@texasagriculture.gov Texas Department of Agriculture

1700 N. Congress, 11th Floor Austin, TX 78701

1.2 QUESTIONS AND CLARIFICATIONS:

TDA will allow written questions and requests for clarification of this RFI. Questions must be e-mailed to the Contact listed above. Questions must be submitted on Exhibit E, Respondent RFI Questions Form of this RFI. Responses to questions or other written requests for clarification will be posted on the ESBD.

Note: Questions or other written requests for clarification must be received by the Sole Point of Contact by the deadline set forth in Section II, Paragraph 2.1 of this RFI.

1.3 CHANGES, AMENDMENT OR MODIFICATION TO RFI

To assure that no prospective Respondent may obtain a competitive advantage because of acquisition of information unknown to other prospective Respondents, TDA will provide any additional information that is different from or in addition to, information provided in the RFI only in response to written inquiries. TDA will provide answers to all such inquiries via an Addendum on the Electronic State Business Daily (ESBD) at https://www.txsmartbuy.com/esbd.

Respondent names will be removed from questions in the responses released. TDA reserves the right to amend answers prior to the response submission deadline. If Respondents do not have Internet access, copies may be obtained through the point of contact listed above.

Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a response. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected Respondent from “Addenda or additional information” resulting in additional costs to meet the RFI requirements.

1.4 INFORMALITIES

TDA reserves the right to waive minor informalities in a Response if it is in the best interest of the agency. A "minor informality" is an omission or error that, in the TDA’s determination if waived or modified when evaluating RFI Responses, would not give a Respondent an unfair advantage over other Respondents or result in a material change in the RFI Response or RFI requirements.

1.5 PROHIBITED COMMUNICATIONS

Upon issuance of this RFI, TDA, its representative(s), or partners will not answer questions or otherwise discuss the contents of this RFI with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection 2.2. Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify Respondent. Respondent shall rely only on written statements issued through or by TDA’s Purchasing staff. This restriction does not preclude http://www.txsmartbuy.com/sp

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RFI.

2 RFI RESPONSE COMPOSITION AND DELIVERY

2.1 RESPONSE SUBMISSION

Responses, Information, Documentation and/or Promotional data must be submitted in a manner which does not carry any benefit, keepsake, or value for members of the evaluation committee.

Responses submitted by facsimile, or any other method not specified in this RFI, will NOT be accepted, or considered.

Responses must be received prior to the response due date listed on the cover page of this RFI.

SUBMISSION METHOD: E-Mail Submission

The Respondent is solely responsible for ensuring that the electronic response is complete and submitted to and RECEIVED by TDA before the Response Deadline identified in the Procurement Schedule (cover page) or deadline established in subsequent Addenda. TDA is not responsible for lost, misdirected or late Responses. Late Responses will be disqualified.

The Response, including all documentation required by this RFI and Appendix, must be sent in its entirety in one or more e-mails as warranted by the size of each attachment.

Responses sent by e-mail must be sent to: David.Moxley@texasagriculture.gov E-mail Subject Line

The e-mail subject line must contain the RFI number, title as indicated on the cover page and number quantity of e-mails if more than one (e.g., 1 of #, etc.).

A. Body of E-mail

The body of each e-mail must include the following information:

• Respondent’s name

• Contact Name for Response

• Phone number for Response Contact

• RFI number from cover page

• Purchaser Name (Sole Point of Contact, Section II, Paragraph 2.1).

TDA takes no responsibility for e-mailed Responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any TDA anti-virus or other security software.

B. Additional Information Regarding Electronic Submission by E-Mail

All documents should be submitted in Microsoft office® formats (Word® and Excel®, as applicable) or in a form that may be read by Microsoft office® software. Any documents with signatures shall be submitted as an Adobe® portable document format (pdf) file. TDA is not responsible for documents that cannot be read or converted. Unreadable Responses may be, in TDA’s sole discretion, rejected as nonresponsive.

mailto:David.Moxley@texasagriculture.gov

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2.2 STATE NOT RESPONSIBLIE FOR PREPRATION COST OF SUBMITTING THE RESPONSE

TDA shall not be liable or responsible for any costs whatsoever incurred in the preparation or submittal of a Response to this RFI and will not reimburse respondent for any cost related to its Response to this RFI. Respondents are solely responsible for any expenses related to the preparation or submission of a Response to this RFI.

2.2.1 Public Information Act

A. Respondent Requirements Regarding Disclosure

Responses, Offers, Media and Contracts are subject to the Texas Public Information Act (PIA), Texas Government Code Chapter 552, and may be disclosed to the public upon request. Other legal authority also requires TDA to post certain contracts and RFI responses on its public website and to provide such information to the Legislative Budget Board for posting on its website.

TDA will strictly adhere to the requirements of the PIA regarding the disclosure of public information. As a result, by participating in this information request process, Respondent acknowledges that all information, documentation, and other materials submitted in the response to this request for information may be subject to public disclosure under the PIA. TDA does not have authority to agree that any information submitted will not be subject to disclosure.

Disclosure is governed by the PIA and by rulings of the Office of the Texas Attorney General.

Under the PIA, certain information is protected from public release. If Respondent asserts that information provided in its RFI Response is exempt from disclosure under the PIA, Respondent must:

1) Mark Original Response

a. Mark the Original Response, on the top of the front page, the words “CONTAINS CONFIDENTIAL INFORMATION” in large, bold, capitalized letters (the size of, or equivalent to, 12-point Times New Roman font or larger); and

b. Identify, adjacent to each portion of the RFI Response that Respondent claims is exempt from public disclosure, the claimed exemption from disclosure (NOTE: no redactions are to be made in the Original).

2) Certify in Original RFI Response

a. Submit a separate “Public Information Act Copy” of the Original Response (in addition to the original and all copies otherwise required under the provisions of this RFI). The Public Information Act Copy must meet the following requirements:

i. The copy must be clearly marked as “Public Information Act Copy” on the front page in large, bold, capitalized letters (the size of, or equivalent to, 12-point Times New Roman font or larger);

ii. Each portion Respondent claims is exempt from public disclosure must be redacted (blacked out); and

iii. Respondent must identify, adjacent to each redaction, the claimed exemption from disclosure. Each identification provided as required in Subsection (c) of this section must be identical to those set forth in the Original Response as required in Subsection (a)(2), above. The only difference in required markings and information between the Original Response and the “Public Information Act Copy” of the Response will be redactions - which can only be included in the “Public Information https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

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Act Copy.” There must be no redactions in the Original Response.

B. Respondents should not submit a Public Information Act Copy indicating that all the information is exempt from disclosure. Merely making a blanket claim that the information is protected from disclosure because it contains any amount of confidential, proprietary, trade secret, or privileged information is not acceptable, and may make the entire RFI response subject to release under the PIA.

C. Responses should not be marked or asserted as copyrighted material. If Respondent asserts a copyright to any portion of its documentation, Respondent agrees to reproduction and post it on public websites by the State of Texas, including TDA and all other state agencies, without cost or liability.

D. For more information concerning the types of information that may be withheld under the PIA or questions about the PIA, refer to the Public Information Act Handbook published by the Office of the Texas Attorney General or contact the attorney general’s Open Government Hotline at (512) 478-OPEN (6736) or toll-free at (877) 673-6839 (877-OPEN TEX). To access the Public Information Act Handbook, visit the attorney general’s website at http://www.texasattorneygeneral.gov.

2.3 SUMMARY OF RFI AND OWNERSHIP OF RESPONSES

2.3.1 Summary of RFI

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide the goods or services as described herein. The information provided by TDA in the RFI is subject to change and is not binding on TDA. TDA has not made a commitment to procure any of the services discussed herein and release of this RFI should not be construed as such a commitment or as an authorization for any Respondent to incur cost for which reimbursement would be sought against. TDA will not make any payment to any Respondent because of this RFI. All responses become TDA property and will not be returned to Respondents.

2.3.2 No Contract Results from this RFI

By Issuing and posting this RFI, TDA has not committed itself to selecting a Respondent, making an award, or entering into a contract. TDA is making this RFI for planning and budgeting purposes only and will undertake another RFO following all applicable Texas procurement laws and regulations prior to selecting a Respondent, making an award, or entering into a contract, assuming it elects to do so. If TDA elects to go forward with this project, it may publish an RFO.

TDA decisions on all matters related to this RFI are final.

Please note that the Texas Department of Information Resources (DIR) has existing cooperative contracts that allow agencies to separately procure software licenses and development and operational support services for various technologies. If the Texas Department of Agriculture (TDA) decides to acquire any products or services based on the information submitted in your company’s response to this RFI, the appropriate procurement methods will be used.

2.3.3 Ownership of Responses and Open Records

Responses to this RFI become the Property of TDA. TDA, in its sole discretion, may consider or disregard any information submitted in response to this RFI. Responses to this RFI will not be returned to Respondents. Responses are subject to the PIA and, as such, all or part of a response http://www.texasattorneygeneral.gov/

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2.4 INFORMATION REQUIRED

Interested parties are requested to respond with the following items.

1. Product/Service Name.

2. Product/service description as well as an inventory of capabilities, features and functionality, including reporting.

a. Screen shots of major functionality and user interfaces, as necessary or applicable.

3. Current release version and date of release.

4. Projected general availability of next release (version and date).

a. Inventory of new capabilities features and functionality.

5. Current product installed base.

a. Number of companies.

b. Number of users.

6. Description of hosted platform including hardware, operating system, and technologies, including current versions.

7. Description of load balancing, performance management and scalability capabilities.

8. TDA estimated level of effort and staffing required supporting the product.

9. Description of service level agreements (SLAs) for your product.

a. Include, by tier, product maintenance cycles with agreement, frequency of minor and major releases, how and when TDA will be notified of same.

b. Include estimated response timeframes for system outages and for emergency fixes are implemented.

c. How customizations specific to TDA are supported by the proposed COTS or custom build SOS.

10. Description of configuration and implementation requirements. Include steps involved in installing, starting up, rolling out, running, and using the SOS product along with TDA staff skills necessary to ensure a full and successful implementation of the product.

11. Description of the product and training for TDA end users and Information Technology

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(IT) staff that is provided for employing your product in TDA’s business and systems, as well as support and help that is provided to end users and IT staff.

a. Include sample of end user manual.

12. Description of product licensing, including various alternatives and the cost / benefit of each licensing structure.

13. Based on the deliverables described in Section I Paragraph 4.1 of this RFI, provide your best estimated price range to provide the services as stated herein, lowest estimate to highest estimate.

2.5 ORAL PRESENTATIONS

TDA reserves the right to require an oral presentation from any or all Respondents to gain a clear and/or better understanding of the information received in the RFI. Respondents will be provided with advance notice of any such oral presentation and are responsible for their own presentation equipment. Advance notice will include an agenda for the oral presentation specifying the areas expected to be elaborated or presented by Respondent in its presentation. Failure to participate in the requested presentation may eliminate Respondent from further consideration. TDA is not responsible for any costs incurred by Respondent in preparation for any oral presentation.

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SECTION III – EXHIBITS

1) Exhibit E – Respondent RFIs Questions Form