ESBD_File_351426_SOLADD_1_405-23R0019113.pdf

Procurement and Contract Services

Revised-March 10, 2015 PCS form 004

ADDENDUM OF SOLICITATION

1. SOLICITATION NO.

405-23R0019113

2. ADDENDUM NO.

3. EFFECTIVE DATE

3/8/2024

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 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 3 copies of the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate letter or 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 or letter, provided each e-mail or letter makes reference to the solicitation and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM:

1. The purpose of this addendum is to provide responses to submitted vendor questions.

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

Motor Carrier Bureau (MCB) Safety Audit Outsourcing 405-23R0023035 Vendor Q&A

1. Section C.1 states “third-party to conduct off-site New Entrant Safety Audits”, but

Section C.2 H states “Auditors will be required to complete a minimum of 18 Onsite New Entrant Safety Audits to maintain certification”. Is this a typo or will they be required to conduct off-site audits but also need to conduct 18 on-site audits?

This is incorrect. DPS requires a minimum of 18 off-site audits.

2. Section C.2 H states “Auditors will be required to complete a minimum of 18 Onsite New Entrant Safety Audits to maintain certification”. The CVSA Operational Policy 4 (attached) requires New Entrant Auditor with 1st time certification to complete nine safety audits to demonstrate proficiency, while a Previously Certified New Entrant Safety Auditor must complete six safety audits to stay certified. I think the RFP would have the same language to stay consistent with the policy.

DPS has intentionally set a higher standard for these positions. Although the Operational Policy 4 standards are likely sufficient for a fully immersed employee, contractors operating part-time will stay more proficient by conducting a higher number. Overall, DPS requires a high volume of audits to be conducted.

3. Section C – Specifications C.2.L -Be responsible for any lost, damaged, or stolen equipment issued by DPS to auditors and will reimburse the state the cost of any lost/damaged/stolen equipment.

Questions: What equipment will be provided?

DPS may provide contractors DPS laptops for the purpose of completing safety audits.

DPS computers come loaded with all necessary audit and security software to facilitate easy access to any necessary databases. Any issued equipment must be returned in good working condition.

4. Section C – Specifications C.5.M – Auditors will conduct audits on behalf of DPS and will be prohibited from holding employment with a motor carrier. This would include working as a safety consultant for an organization that provide services to one or more motor carriers.

Question: Can other employees of the contractor provide safety consulting to a motor carrier so long as the selected auditors do not provide any consulting services?

Yes. The primary issue is with selected auditors having a direct conflict of interest.

5. Section D.5 Contract Award

DPS may award one or more Contracts resulting from this solicitation to a responsible bidder whose Bid is best value under the evaluation criteria in this solicitation. Due to the number of line items, it is possible that there will be multiple Contracts awarded front his solicitation, but DPS will not award more than one Bidder (who is the best value) per line item.

Questions: There is only one line item on the B.4 Mandatory Pricing Schedule. Does this limit the number of Contracts to one? What is the date range in which DPS plans to award the contract? What is the anticipated start date for the contractor?

DPS anticipates awarding a single contract for this service, but reserves the right to multiple award in the best interest of the state. Any resulting contract will be valid for up to five years from the date of award. The anticipated award and implementation of the contract is 4/1/2024.