ESBD_357592_1715110007031_TRS000477_Addendum 1_Final.pdf

Solicitation Name: Construction and Remodeling Services Solicitation No: TRS000477

Addendum No.: 1

Teacher Retirement System of Texas (TRS)

May 7, 2024

ADDENDUM No.: 1 to Solicitation No.: TRS000477 for Construction and Remodeling Services

ISSUED BY:

Archana Sastry, CTCD, CTCM, Contract Specialist

Date: 05/07/2024

NOTE: VENDORS ARE REQUESTED TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND DATING BELOW AND INCLUDING WITH SUBMITTED RESPONSE. RESPONSE MAY BE CONSIDERED NON-

RESPONSIVE IF THIS COVER PAGE IS NOT SIGNED AND RETURNED.

RESPONDENT SIGNATURE DATE

ADDENDUM No.: 1 **** Important Notice to Vendors ****

Solicitation No.: TRS000477 For

Construction and Remodeling Services

This Addendum is issued for:

1. To provide the Pre- Proposal Conference Attendance Sheet

2. HUB Presentation

3. PAVES Instructions

1. PRE- PROPOSAL CONFERENCE ATTENDANCE SHEET

Solicitation Number: TRS000477

Pre-Proposal Conference Date was held on: May 6, 2024, at 2:30 P.M. CT

The conference was held via Microsoft Teams Meeting

Names of the Companies and TRS Staff represented during the Pre-Proposal Conference are listed below:

No. Company Name Attendee Email Address

1 Cobos Design & Construction, Inc

Cal Cobos Ben Cobos cobosdc2cal@yahoo.com

2 Goytia Enterprises Company Edgar Goytia estimating@goytia.us

3 ServPro Josh Loyd Nora Lagneaux jloyd@servpro11172.com nlagneaux@servpro11172.com

4 Sullivan Contracting Services

Jesse Hoover Dusty Taylor jesse@scs-tx.com dusty.taylor@scs-tx.com

2. HUB Presentation

Reference the documents below

3. PAVES Instructions Reference the documents below

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No. TRS Business Unit TRS Staff 1 Procurement & Contracts Archana Sastry, Contract Specialist 2 Procurement & Contracts Dora Gonzales, Senior Purchaser 3 Procurement & Contracts Aundre Petty, Senior Contract Specialist 6 Procurement & Contracts Blender Hill, HUB Coordinator 7 Business Administration Pat Koenig, Property Administrator 8 Business Administration Jeff Winnie, Facilities Operations Supervisor 9 Business Administration Michael Walters, Facilities Operarions Team Lead

Blender Hill, TRS HUB Coordinator

How to complete a Historically Underutilized Business Subcontracting Plan (HSP)

Overview

The State of Texas’ Historically

Underutilized Business (HUB) Program was created to promote full and equal procurement opportunities for small, minority- and women-owned businesses

The Texas HUB Program is governed by Texas

Government Code(TGC)

TRS is required to follow TGC 2161 per

TGC 825.514

HUB requirements are for any contract that is $100,000 or more over the life of the contract

(which includes any renewal options) https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/

Guidance for HSP Completion

Who Completes an HSP?

Everyone

Even if you are not subcontracting

Even if you are a HUB

Subcontracting?

List all subcontractors on the HSP Form

Including HUB and Non- HUBs

When do you complete an

HSP?

Submit completed HSP Form with your proposal

If an HSP was not completed with the proposal because TRS determined there were no subcontracting opportunities but the vendor now has a need to subcontract

The anticipated amount was not believed to exceed $100k, but at renewal the contract value has now exceeded $100k.

HUB Subcontracting Plan (HSP) Form

HSP Form

HSP Form and Checklist

Section 2 Continuation Sheet

Attachment A

Attachment B

Helpful Links

CPA’s Purchasing Website

HUB Reports and Forms

Centralized Master Bidders List

Progress Assessment Report

Please note that the HSP form is located on the Texas Comptroller of Public Accounts’ website at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-continuation-sheet.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-a.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-b.pdf https://comptroller.texas.gov/purchasing/#skip-scroll https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

To begin, ask yourself

Are you subcontracting?

No Document that you are self-performing in Section 3 of the HSP

Form – No Attachments

Yes

With HUBs that are performing work that meets HUB Goal?

With HUBs that aren’t performing work that meets HUB goal and/or with non-HUBs?

https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf

Attachment A: Texas Certified HUBs Performing Work that Meets HUB Goal

Complete Attachment A

They meet the stated HUB

Goal

You are subcontracting with Texas Certified HUBs

You are subcontracting with HUBs (or HUBs and Non-HUBs combined) and the percentage of work that the HUBs are performing meets or exceeds the stated HUB goal for the contract

Complete Attachment A by listing the HUBs and non-HUBs if applicable (list all subcontractors) along with the percentage of work they will be performing

Attach a copy of each HUB CMBL profile to document that they are an active, Texas certified HUB https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-a.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Attachment B: When subcontractors are not performing work that meets TRS’s HUB Goal

• Only HUBs and the work performed does not meet the HUB goal

• Non-HUBs and HUBs combined and the work performed by the HUBs does not meet the HUB goal

• Only Non-Hubs

Subcontracting With:

• Provide Solicitation Documentation

• Document that you solicited at least 3 HUBs

• Document that you contacted 2 Trade Organizations

• Small, Minority and Women Business Trade Organizations and Development Centers

Complete Attachment B https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

Attachment B - Solicitation Documentation

Copy of e-mail sent to vendors for each Scope of Work (SOW) Solicited

• By blind coping all the vendors, you can send one e-mail to multiple vendors for each solicited SOW

• Save e-mail so it shows the blind copy recipients

• E-mail should document that vendors had 7 working days to respond

Provide a list of who was solicited for each SOW

• You must solicit at least 3 HUB vendors for each SOW solicited

• Provide copy of the HUB CMBL profile for each HUB solicited

• Don’t forget to contact at least 2 trade organizations for each SOW solicited

Document who provided a proposal and who didn’t

• Document whether or not the vendors solicited provided a proposal for each

SOW solicited

Award • Provide justification of award for each SOW solicited https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://www.causeiq.com/directory/trade-professional-associations-list/texas-state/

Completing the Form

Don’t Forget Complete Section 1 of the Form

Complete Section 4 of the Form

SIGN THE FORM

Reviewing Respondent’s HSP Before Proposal Submission

TRS will provide a cursory review of a respondent’s draft HSP and supporting documentation prior to proposal submission

Contact:

Blender Hill at blender.hill@trs.texas.gov mailto:blender.hill@trs.texas.gov

Continued Monitoring After Award of Contract

Progress Assessment Report (PAR) Form

• Complete a PAR Form and submit with each invoice

• Lists the subcontractors you are paying for that month on the

PAR form

• TRS will reconcile subcontractors listed on the PAR to the subcontractors listed on HSP

• Payment of the invoice will not be approved until the PAR form is reviewed and approved by the TRS HUB Department

• If you have a subcontractor that is listed on the PAR that in not on the HSP – TRS will stop payment until resolved

Continued Monitoring After Award of Contract

Changes to HSP

• Once the HSP is approved, you can only subcontract with those subcontractors listed on your HSP unless your HSP is amended

• However, the HSP can be amended at any time

• An HSP amendment must be approved by TRS prior to the subcontractor doing any work

• Same documentation is required for an HSP amendment as the original HSP for each new subcontractor

• If it is discovered that you are using a subcontractor that is not on your HSP, all payment stops until this is resolved

How to Respond to a Solicitation as a Supplier

Respondents are required to submit their Responses to this solicitation through the TRS electronic procurement system called PAVES (Procurement and Vendor E-System). If awarded a TRS contract, the Vendor will be required to set up a PAVES account which requires:

• 2-factor authentication with a cell phone

• A separate login and password to be created for all Vendor contacts, including the Vendor’s accounting department

• All invoices and deliverables must be submitted through the PAVES system

A. PAVES

Potential Respondents can find information about PAVES on the TRS website at:

https://www.trs.texas.gov/Pages/procurement_PAVES.aspx

The following instructions have been developed to assist Respondents in creating and maintaining a PAVES account:

PAVES Basic Navigation for Suppliers New Supplier Registration How to Activate Supplier Profile (if awarded a contract)

B. Creating a PAVES Account and becoming a Confirmed Bidder

To submit a proposal or bid, all Respondents must either log into their current PAVES account or create an account as a Confirmed Bidder. To become a Confirmed Bidder in PAVES, you must complete the New Supplier Registration. By submitting your company’s information, login credentials will be generated, by which you can access PAVES. You will then be able to add additional company contacts, edit your profile, and bid on TRS solicitations.

The first step is to log into the PAVES supplier portal and follow the instructions for New Supplier Registration.

If, after submitting your registration, you receive an e-mail stating that your registration has been rejected, this is most likely because your company is already registered in PAVES. The registration request will only be rejected if the Tax ID Number that is submitted already exists in PAVES. In this case, please contact the PAVES help desk at: PAVESHelp@trs.texas.gov.

C. PAVES Solicitation Overview

If you choose to participate in a solicitation, you may see various Rounds associated with each solicitation. Rounds are used in PAVES and by TRS to gather information throughout the solicitation process.

1. Initial Round

• This Round is used for a Respondent to submit their initial proposal or bid

• Occasionally, potential Respondents may receive email notifications that a Round is ‘On Hold’. This occurs when TRS makes changes to the solicitation and/or posts an addendum.

2. Question Round or Question and Answer (Q&A) Round

• This Round is used for a Respondent to submit questions to TRS during the Q&A period.

• Once the Q&A period ends, TRS will provide responses to submitted questions https://www.trs.texas.gov/Pages/procurement_PAVES.aspx https://www.trs.texas.gov/TRS%20Documents/PAVES-basic-navigation-for-suppliers.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-activate-supplier-profile.pdf https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf file://ad.trs.state.tx.us/SDrive/General%20Accounting/PURCHASING%20TEAM/Desk%20Reference%20Manual/Solicitation%20Working%20documents%20-%20not%20ready%20for%20release/PAVESHelp@trs.texas.gov with an addendum. The addendum will be uploaded into the Overview tab within the Initial Round. An email notification will be sent out when the addendum is posted.

3. Subsequent Rounds

• Subsequent Rounds may be used by TRS to gather additional information. Such information may include:

o Presentations o Interviews oDemonstrations o Site Visits oClarification Questions o Best and Final Offers (BAFO) oOthers as needed

D. Responding to a Solicitation in PAVES

You may have been sent an automated email from PAVES notifying you of a solicitation or you may have seen the solicitation on the ESBD or PAVES and wish to participate. Steps 1a and 1b below outline how to locate the solicitation in both scenarios:

Step 1a: To participate in a solicitation and did not receive the automated PAVES email notification from "Buyer trstx" <no-reply-trstx@ivalua.com> (this is different than the email you may have received from the TRS Procurement and Contracts representative)

i. Log into the PAVES Supplier portal and select Solicitation and Show public request for proposals

ii. Click the pencil icon next to the Round Name of the solicitation you wish to respond to

iii. Click Participate in RFx

Step 1b: To participate in a solicitation and did receive the automated PAVES email notification "Buyer trstx" <no-reply-trstx@ivalua.com> (this is different than the email you may have received from the TRS Procurement and Contracts representative)

i. Log into PAVES Supplier portal and select Solicitation and Manage Proposals

ii. The Proposal Progress column should read Awaiting Acknowledgement for the Round you wish to participate in, if it is your first time opening that Round

iii. Open the Round by clicking the pencil icon next to the desired Round Name column

• To submit a proposal or bid to a solicitation, open the Initial Round

• If the solicitation includes multiple scopes of work (SOWs), each

SOW will be a separate Round and you will need to open each SOW you wish to respond to

• To submit questions regarding a solicitation, open the Question Round

• To submit a response to any additional Round you are invited to participate in

(such as an Interview, Presentation, BAFO, etc.), open the Round with the corresponding name.

Step 2: Acknowledge the RFx

i. You may be requested to acknowledge receipt of the Round by clicking I acknowledge receipt of this RFx

ii. Select WILL BID and click Submit

Step 3: Complete the Proposal Information tab

i. Click on the Proposal Information tab

ii. Enter a Label and Description for the proposal/bid o Label field: For each Round, enter the TRS solicitation number, Round number, and your company name o Description field: This field is not mandatory but you may enter a brief description of your proposal

iii. Click Save

Step 4: Complete My Team Section

i. In the My Team tab, select a Supplier contact from the drop-down menu

ii. If necessary, add more contacts by clicking Create a new contact

iii. Enter the information for the new Supplier contact

iv. Click Save & Close

Step 5: Solicitation Overview

i. The Overview tab includes the Round General Information, Round Documents, and Round Links sections

• While completing the proposal or bid in the Questionnaire tab, you will see instructions asking you to review or complete a document. The documents that are referenced are found in the Overview tab, under the Round Documents section.

ii. The Round Links can be used to navigate to the Questionnaire and Item tabs

• View Questionnaire links to the Questionnaire tab and is where the Respondent’s proposal or bid will be completed, if in the Initial Round (or where the list of questions is uploaded, if you are in the Question Round).

• View Quotation Form (if available) links to the Item tab and is where the Price Form will be completed

• Note: this link and corresponding Item tab may not be visible because it is not applicable for every TRS solicitation. Some solicitations will require the Respondent to complete a Price Form document instead of the Item tab.

Step 6: Complete the Questionnaire tab (where the proposal or bid, list of questions, or response to any Round you are invited to participate in is uploaded)

i. In the Questionnaire tab, provide answers to each question to complete your proposal or bid

ii. To complete the questions, click Access Questionnaire or click directly on a particular section under Overview

iii. If needed, view a list of all requested information by selecting Download in excel format

• DO NOT enter any answers in the excel document. Use this only as a means to view the questions offline, if necessary.

iv. Answers will automatically save in the Questionnaire. This will be marked by a green check mark on the right side of the answer box.

v. Please note: Throughout the Questionnaire, Responses will be provided by either entering information into a text box, selecting a preset answer by radio button or drop-down menu, selecting a date from a date-picker, uploading an attachment, or a combination of these.

• Attachments may be submitted in Word (.docx), PDF, or Excel (.xlsx) formats

• Word docs in .doc extension are not allowed (convert to a .docx document to upload)

• Excel docs in .xls extension are not allowed (convert to a .xlsx document to upload)

Step 7a: Pricing – Item tab (if no Item tab exists or the Item tab is empty, follow instructions for Step 7b below)

i. If the Pricing section instructions in the Questionnaire ask you to complete the Item tab, click on the Item tab

ii. Enter a Unit Price and a Delivery date for each item

iii. To view all line items, select Download in Excel

• DO NOT enter any prices into the excel document. Use this only as a means to view the line items offline, if necessary.

iv. Click the pencil icon to review the individual line item details

v. If necessary, click the plus icon to add an additional line item

vi. Click Save

Step 7b: Pricing – Upload Price Form document

i. If the Pricing section instructions in the Questionnaire ask you to complete a separate Price Form document and upload it to the Pricing section, you will not see an Item tab as described in Step 7a above (or the Item tab will be empty).

ii. To find the Price Form, go to the Overview tab > Round Documents section. The Price Form will either be found within the Solicitation document or as a separate document titled Price Form.

Step 8: Submitting a Proposal, Bid, Questions, or Response to any Round

i. To submit a proposal, bid, a list of questions, or a response for any additional Round you are invited to participate in, click Validate & Submit

ii. A message will open asking you to confirm submission. Click Submit to submit your

Response to TRS. Click Cancel to make any additional edits before submitting to TRS.

Step 9: Review Solicitation History

i. The History tab provides a snapshot of all responses that have been submitted, canceled, replaced, or in progress.

ii. This tab includes the Status of each Round of the solicitation you are participating in, including the Question Round and any additional Round for a given solicitation that you are invited to participate in.

• Once a response is submitted to TRS, the submission date and time will show under the Submitted column.

iii. To view the status of each Round you’ve confirmed you will participate in for a given solicitation, select each Round from the drop-down list under Requests and click Search.

• Please note: to see multiple options from the drop-down list, the solicitation Rounds must be connected to the same TRS solicitation number (same Sourcing Project) and you must have confirmed participation in those Rounds.

iv. From this tab, you can navigate to another Round within the same solicitation. Click the hyperlink under the Proposal column to open another Round and provide answers to the Questionnaire and submit your response for that Round. If you open another Round from the History tab, click Close to go back to the Round you were in previously.

v. This tab is for informational purposes only. No action is required.

Additional information: Viewing all Rounds for all Solicitations in which you will participate

i. Click the Solicitation tab at the top

ii. Click Manage Proposals

iii. You will see a list of all TRS Solicitation Rounds that either: 1) you were sent an automatic

PAVES-generated email notification for, or 2) you have opened and selected that you will participate in

iv. If a solicitation round that you participated in is not visible, clear the RFx Status filters by clicking the x next to the filter(s) and clicking Search