ESBD_358354_1716400794928_TRS000487_Addendum_2 5.22.24.pdf

Solicitation Name: Commercial Real Estate Broker Services Solicitation No: TRS000487

Addendum No.: 2

Teacher Retirement System of Texas (TRS)

May 22, 2024

ADDENDUM No.: 2 to

SOLICITATION NO.: TRS000487

for

COMMERCIAL REAL ESTATE BROKER SERVICES

New Deadline for Submission of Proposals: June 5, 3:00 P.M. Cenral Time

ISSUED BY:

Archana Sastry, Contract Specialist

Date: 5/22/2024

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.: 2

QUESTIONS AND ANSWERS

**** Important Notice to Vendors **** Solicitation No.: TRS000487

For Commercial Real Estate Broker Services

This Addendum item No. 1

1. To extend Proposals due date to June 5, 2024 3:00 PM Central Time

This Addendum item No. 2

2. TRS responses to Vendors HUB Question

Question No. 1

We are working on a response to TRS’s RFP for brokerage services, and we’re encountering difficulties with Solicitation Section III: HUB Subcontracting Plan (HSP). Our challenge is that, as a brokerage service provider, we do not engage with subcontractors or general contractors. The only exception is when we need to contract with a local real estate professional in a city where we do not have a local office.

Given this situation, we are unsure how to respond to Section III since it doesn't apply to the services we provide. Could you please provide clarification on this issue? Alternatively, would it be appropriate for us to respond to the RFP by stating that Section III is not applicable to our services?

Response to Question No. 1

Please review HUB Presentation documents below. Please note that everyone must submit a HUB Subcontracting Plan (HSP) even if you are not subcontracting and even if you are HUB vendor yourself. Failure to not submit an HSP or to submit an incomplete HSP will result in disqualification.

• If you are not subcontracting:

o Review the Quick Checklist on the HUB Subcontracting Plan (HSP) and complete everything under the Section at the bottom of the page, the fourth scenario listed.

o Complete Section 3: Self Performing Justification by explaining how you will use your organization’s employees, supplies, materials and/or equipment for the job.

o Sign the document and upload the completed HSP with your proposal as directed in

PAVES.

• If you are subcontracting:

o Review the Quick Checklist on the HUB Subcontracting Plan (HSP) and make your selection.

o The goal for this solicitation is 25% o Will you be subcontracting on only HUB vendors?

Complete the first scenario listed on the Quick Checklist o Are you subcontracting to HUB vendors and Non-HUB vendors and the percentage of work that the HUB vendors either meets or exceeds the goal of this solicitation?

If the answer is yes, complete the second scenario listed on the Quick Checklist o Are you subcontracting to HUB vendors and Non-HUB vendors and the percentage of work that the HUB vendors will perform does not meet the goal of this solicitation?

If the answer is yes, complete the third scenario listed on the Quick Checklist https://comptroller.texas.gov/purchasing/vendor/hub/forms.php o Overall process is you are subcontracting - Complete all of the steps under the selected Section.

Perform Good Faith Efforts using Attachment A or Perform Good Faith Efforts using Attachment B It’s very important that you complete everything under Section B-3, allowing 7 working days for Good Faith Efforts Save and be ready to submit all documentation i.e., emails to and from certified

Historically Underutilized Businesses (HUBs).

Use the HUB Subcontracting Opportunity Notification Form (the last page of the

HSP) to send out information to the HUBs.

o Sign the document and upload the completed HSP with your proposal as directed in

PAVES.

• Remember, Monday, May 27th is Memorial Day; so, it will not count as one of the 7 working days for your Good Faith Efforts since it is a holiday.

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