ESBD_370209_1722359097169_TRS000485-Survey_Consultant_Svcs-RFP-FINAL.docx

Teacher Retirement System of Texas

Request for Proposals (RFP) Solicitation Name – Survey Consultant Services Solicitation No. TRS000485 NIGP Class/Item Codes: 961-20

Anticipated Schedule of Events

July 30, 2024

Issuance of RFP

Late Proposals will not be considered

Solicitation Contents I. Summary Details II. Definitions III. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements and Information IV. Evaluation Process and Criteria V. Proposal Submittal Instructions

VI. Sample Contract

Solicitation Section I:

Summary Details

Summary

3. Issuing Agency

Teacher Retirement System of Texas Procurement & Contracts 1000 Red River Street Austin, TX 78701-2698

1. Proposal submission through the TRS Procurement and Vendor E-System (PAVES) (Solicitation Section V.)

1. A completed Exception Language of TRS Terms and Conditions submitted through PAVES

1. A completed Contract Respondent Certification submitted through PAVES

1. A completed Non-Disclosure Agreement submitted through PAVES

1. A completed HUB Subcontracting Plan submitted with Respondent’s Proposal through PAVES (Solicitation Section III)

1. Respondent has at least five (5) years of experience within the last 10 years providing survey consultant services, which include the following components:

(A) Experience developing, administering, and analyzing custom survey research.

(B) Knowledge of customer satisfaction and engagement survey research.

(C) Knowledge of customer satisfaction and engagement assessment.

(D) Knowledge of industry best practices with a focus on customer satisfaction, customer engagement and retirement readiness.

(E) Experience providing consultation on research design as well as the meaning and application of research results.

9. TRS Optional Renewal Terms

10. TRS Procurement and Contracts Representative for this Solicitation Four (4) one-year optional renewals

Dietrich Sanders Dietrich.Sanders@trs.texas.gov

All questions and inquiries about this Solicitation must be sent to the Procurement and Contracts Representative only.

Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related Proposal.

This restriction does not preclude discussions between affected parties about conducting business unrelated to this Solicitation.

(512) 542-6867 blender.hill@trs.texas.gov

Solicitation Section II:

Definitions

II. Definitions

As used in this Solicitation, the following capitalized terms shall have the meaning specified below:

1. Agency or TRS: Teacher Retirement System of Texas

2. Agency Primary Contact: The person designated by TRS to be the point of contact between TRS and the Contractor for monitoring Contract performance and providing day-to-day interaction and instruction during the term of the Contract. Also referred to as “Contract Manager.”

3. Contract: The definitive written agreement resulting from this Solicitation executed by an authorized representative of TRS and Contractor that formalizes the terms, provisions, covenants, and obligations of the parties, including but not limited to those contained in this Solicitation.

4. Contractor or Vendor: The Respondent awarded a contract resulting from this Solicitation. The term “Contractor” or “Vendor” includes employees, representatives, agents, subcontractors, suppliers, and third-party service providers of the Contractor, regardless of how such persons or entities are employed or contracted by the Contractor.

5. Contractor or Vendor Primary Contact: The person designated by the Contractor/Vendor to be the point of contact between the Contractor/Vendor and Agency for scheduling, filling, contract management, and day-to-day management of Services under the Solicitation.

6. Days: Calendar days unless otherwise specified.

7. Employee; Contract Employee: Any individuals who, on behalf of the Contractor, will or may participate in providing Services under a Contract resulting from this Solicitation.

8. Financial Interest: Receiving, or having a right to receive, money or other valuable property or benefits under or in connection with the actual or proposed contract; holding a position in a business such as a principal, officer, director, trustee, partner, employee, or the like, or holding a position of management; holding any of the outstanding debt of a person directly involved in the proposed or resulting Contract; or owning stock or other interest in the business.

9. Fiscal Year (FY): The State of Texas and TRS fiscal year that begins September 1 and ends August 31.

10. Key Personnel: Individuals who contribute to the development or execution of a project in a substantive, measurable way and whose absence from the project would be expected to impact the performance of the Contract.

11. Bid, Offer, Proposal, or Response: The documents, including any exhibits or attachments, submitted by a Respondent in response to this Solicitation. “Offer” has the same meaning as “Proposal,” “Response,” or “Bid,” when such terms are applicable in the Solicitation document titled as Request for Proposals (RFP), Request for Offers (RFO), or an Invitation for Bids (IFB), respectively.

12. Project Manager: The individual who, on behalf of the Contractor, will have primary responsibility for the planning, procurement, and execution of the project, in any undertaking that has a defined scope, defined start, and a defined finish, regardless of industry.

13. Relative: A current or former TRS employee’s spouse, father, mother, brother, sister, son or stepson, daughter or stepdaughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, or daughter-in-law.

14. Respondent: The individual or entity submitting a proposal, offer, or bid in response to this Solicitation.

15. Responsive: A Proposal that meets all minimum qualifications, HUB requirements, and submission requirements.

16. Services: All requirements, duties, schedules, locations, and other items specified in this Solicitation. The term includes any services associated with the Contractor’s performance under a Contract resulting from this Solicitation. Also referred to as “Work.”

Solicitation Section III:

HUB Subcontracting Plan (HSP) Requirements and Information

1. HUB Subcontracting Plan Information

In accordance with Section 2161.252 of the Texas Government Code and 34 Texas Administrative Code Section 20.285, each state agency that considers entering a contract with an expected value of $100,000 or more over the life of the contract (including any renewals) shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the Contract. If subcontracting opportunities are probable, each state agency’s invitation for bids, requests for proposals, or other purchase Solicitation documents with an expected value of $100,000 or more shall state that probability and if probable require a Historically Underutilized Business (HUB) Subcontracting Plan (HSP).

TRS has determined that subcontracting opportunities are probable with this RFP and requires Respondents to complete the State of Texas HUB Subcontracting Plan (HSP) form located at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

TRS will provide guidance on navigating the State of Texas HUB forms and Respondent is encouraged to seek assistance in completing the HSP from the TRS HUB Coordinator, Blender Hill, at (512) 542-6867 or at blender.hill@trs.texas.gov. Please remember that any inquiries must be done in time to allow for the required 7 working days to demonstrate the good faith effort when soliciting subcontractors because the HSP must demonstrate the good faith effort. If there are any changes to the information in the HSP after it is submitted, Respondents must obtain prior approval from TRS.

A. TRS HUB Goals:

For purposes of the Solicitation, TRS has determined that this procurement falls under the following category:

☐ Special Trade Contraction – The goal is 50% ☐ Professional Services – The goal is 10% X Other Services – The goal is 25% ☐ Commodities – The goal is 35%

B. State vs. Agency Annual HUB Goals:

Texas and TRS’s annual HUB expenditure goals for FY24 are listed below.

C. HUB Subcontracting Opportunities for this Solicitation

The National Institute of Government Purchasing (NIGP) Commodity Book class and item codes and commodity descriptions for the services requested under this RFP are listed below. Full commodity descriptions can be found at https://comptroller.texas.gov/purchasing/nigp/

D. Finding HUB Vendors

For a list of HUB vendors, Respondent may use the Centralized Masters Bidders List (CMBL) and HUB Directory. Below are instructions on how to search the CMBL:

· Access the CMBL and HUB Directory at: https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do .

· CMBL Page will default to certain fields already checked - ensure that All Vendors are searched.

· Enter Class Code and Item (leave Item blank to select any).

· Enter District Number to select specific geographic location (leave district blank to select all).

· Click the Submit Search button.

· Detail List page will default to certain fields already checked.

· Check Ethnicity, Gender fields, and Business Description as well as any other fields needed. Click go.

· Identify HUBs on the Results for CMBL Plus HUBs Search page (HUB category is on far right of page).

· Select HUB vendor and click on company name. Sometimes a vendor will have more than one listing -use the most current one.

· Confirm that HUB Status is “A” (Approved; Active) on the Vendor Detail page.

· If the vendor meets your needs, then solicit a bid or response of interest.

· Repeat this process until you have found a minimum of three (3) certified HUBs per subcontracting opportunity/area, either identified by the TRS or your company.

Solicitation Section IV:

Evaluation Process and Criteria

Evaluation Process and Criteria

TRS reserves the right to award one or more contract(s). At TRS’ sole discretion, TRS also reserves the right to cancel this Solicitation, make awards for some, but not all, categories of service, or make no awards.

TRS reserves the right to ask questions or request clarification from any Respondent at any time during the Solicitation process, including each stage of the evaluation process. All such questions shall be provided to the Respondent by the TRS Procurement and Contracts Representative for this Solicitation.

Initial Round

The evaluation committee will evaluate individually all Responsive Proposals during the initial round. After initial Round evaluations, TRS may request that all or only the top-scoring Respondents participate in future rounds.

Responses and Best and Final Offers (BAFO) will be scored under best value standards that are in the best interest of TRS using the following general categories, for which weights are shown:

Respondent Past Performance Respondent Client References 25% 5%

TRS Option for Best and Final Offer (BAFO) Round

If TRS decides to have a BAFO Round, a BAFO may be sought from all or only the top-scoring Respondent(s) participating in the BAFO round. As the BAFO round is an optional round by TRS, TRS strongly encourages the Respondent to provide its best pricing and terms with its initial proposal.

BAFOs will be evaluated individually by each evaluator (the “BAFO Round”). TRS may request a Respondent to provide additional information. All information provided during each phase of the evaluation process (including the BAFO) is considered during the BAFO Round. The BAFO Round is scored based on the same criteria, scoring matrix, and point allocation as the Proposal Evaluation Round. The point allocation for the BAFO Round will not be added to any other round. The points in this round are used to determine the Respondent(s) final score.

Solicitation Section V:

Proposal Submittal Instructions

Proposal Submission Instructions

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 Contractor 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 Contractor contacts, including the Contractor’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 vendors in creating and maintaining a PAVES account:

· PAVES Basic Navigation for Suppliers

· New Supplier Registration

· How to Submit a Proposal

· How to Activate Supplier Profile (if awarded a contract)

B. Creating a PAVES Account and becoming a Confirmed Bidder

To become a Confirmed Bidder in PAVES, you must complete the New Supplier Registration process. 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 has already been 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. Submitting a Proposal in PAVES

1. Once you are logged into PAVES:

a. Click the “Solicitations” tab at the top

b. Then click “Show public request for proposals”

2. Click the pencil icon next to the name of the Solicitation round in which you wish to participate

3. Click “Participate in RFx”

4. You may be asked to click “I acknowledge receipt of this RFx”

5. Select “WILL BID: our intent is to respond to this RFx”

6. To complete the PAVES Questionnaire and submit a proposal for this Solicitation, follow the instructions found in “How to Submit a Proposal.”

7. Please note that any Solicitation documents, including Addenda, will be found in the section called “Round Documents” within the Overview tab of the Initial Round.

D. Question and Answer Period

All potential Respondents must create an account and review the Solicitation before the deadline for submitting proposals. In addition, Respondents should note the deadline to submit questions, if any, concerning this Solicitation on page 1 under the Anticipated Schedule of Events. Respondents may submit questions to TRS through the PAVES portal by participating in the question and answer round of this Solicitation and following the instructions found in “How to Submit a Proposal.”

Solicitation Section VI:

Sample Contract

Teacher Retirement System of Texas Contract Signature Page

This Contract is entered into effective on the date of last signature below or [Insert month, date, and year] , whichever comes later (the “Effective Date”), by and between the Teacher Retirement System of Texas (TRS), with the principal place of business at 1000 Red River Street, Austin, Texas 78701 and [Insert Contractor Name] (Contractor) with a principal place of business at [Insert Address, City, State, Zip Code]. TRS and Contractor are referred to collectively as “Parties” and each, “Party.”

TRS Contract Number: [Insert Contract Number] TRS Contract Name: [Insert Contract Name] The Contract Not to Exceed Amount: $[Insert Not to Exceed Amount] This amount is for the initial Term of the Contract. TRS does not guarantee a minimum contract amount. TRS may increase the “Contract Not to Exceed Amount” through an amendment when exercising Renewal Options.

The Effective Date: the date of the latest signature below or [Insert Month, Date, Year], whichever comes later.

The Expiration Date: [Insert Month] [Day], [Year] Description of Work: To conduct a comprehensive annual satisfaction survey for our members (Member Satisfaction Survey (MSS)) and reporting employers (Reporting Employer Satisfaction Survey (RESS)), and interaction point-of-service surveys (PoSS) throughout the year. These surveys gauge the level of satisfaction with services provided by TRS.

Teacher Retirement System of Texas

(TRS)

<<Vendor Name>>> (Contractor)

By:

By:

Printed Name:

Printed Name:

Title:

Title:

Date:

Date:

Vendor ID Number:

Procurement and Contracts Representative:

Printed Name:

Public Certification(s):

Date:

Please note: Attached is an example contract. A similar contract will be issued to the vendor awarded a contract from this Solicitation. Several sections must be reviewed and/or updated in the proposal.

Sample Contract - Contract Documents List Contract Documents List

The entire Contract between TRS and the Contractor consists of the Contract Documents listed on this page. In the event of any conflict or contradiction between or among the documents attached to or otherwise incorporated into this Contract, the following order of precedence will govern this Contract in the following order:

1. Contract Signature Page

2. Contract Documents List

3. Business Associate Agreement (BAA)

4. TRS General Terms and Conditions

5. Scope of Work

6. Notices, Representatives, and Records Location

7. List of Key Personnel

8. Approved Price Form

9. Insurance Section

10. Contractor’s Insurance Certificate (incorporated by reference)

11. Historically Underutilized Business (HUB) Requirements

12. HSP Progress Assessment Report Form

13. HUB Subcontracting Plan (HSP) and HSP Progress Assessment Report Forms (incorporated by reference)

14. Sample Release of Claims Form to be returned with final invoice

15. Non-Disclosure Agreement

16. Information Security Risk Assessment HIPAA Compliance – Supplemental Assessment (incorporated by reference)

17. Third-Party Assessment Form (incorporated by reference)

18. Confidentiality Policy

19. Confidential Information Procedures and Standards

20. Information Security Policies and Standards (ISPS)

21. Solicitation number TRS000485 posted on Month Day, Year (incorporated by reference)

22. Contractor’s Best and Final Offer (incorporated by reference)

23. Contractor’s Response to Solicitation (incorporated by reference)

Sample Contract – Business Associate Agreement

This is a placeholder for the approved and signed document.

A TRS Business Associate Agreement (BAA) is required to be signed by the Contractor and will become part of the awarded contract.

As part of the proposal process, the Respondent will be required to review the document in the TRS Procurement and Vendor E-System (PAVES) and provide any redlines as part of their proposal submission. All requested redlines must be included as part of the Respondent’s proposal.

Please note that TRS may not award a vendor a contract due to excessive redlines to TRS Terms and Conditions.

TRS General Terms and Conditions

This is a placeholder for the TRS General Terms and Conditions.

TRS’ General Terms and Conditions will become part of the awarded contract.

As part of the proposal process, the Respondent must review the linked document and provide any redlines for their proposal submission. All requested redlines must be included as part of the Respondent’s proposal, as there will not be another opportunity for redlines.

Please note that TRS may not award a vendor a contract due to excessive redlines to TRS Terms and Conditions.

Sample Contract – Scope of Work

Scope of Work

A. Introduction

Teacher Retirement System of Texas (TRS), a public pension fund and entity of the State of Texas, issues this contract to provide services to conduct, analyze data, and draft reports for satisfaction surveys as described in this Section and this Solicitation (“Services”). TRS’ objective is to obtain the Services that represent the best value for TRS and the State of Texas according to the terms and conditions of this Solicitation. The Services and requirements described in this Solicitation are mandatory unless specifically described as optional.

B. Scope of Work

1. Background

TRS is a service-oriented public pension system providing retirement, healthcare, and related benefit programs for Texas public education employees, retirees, and their beneficiaries (“Participants” or “Members’). TRS’ mission is to improve plan Participants' and beneficiaries' retirement security by prudently investing and managing trust assets and delivering benefits that positively impact members’ lives.

TRS has historically conducted a comprehensive annual satisfaction survey for our members (Member Satisfaction Survey (MSS)) and reporting employers (Reporting Employer Satisfaction Survey (RESS)), and interaction point-of-service surveys (PoSS) throughout the year (collectively, “the Surveys”). These Surveys gauge satisfaction with services provided by TRS. TRS contracts with a vendor to administer and prepare a report(s) on the data obtained from the Surveys. The most recent MSS and RESS were conducted in 2023 and are available to review at:

· MSS 2023 Report

· RESS 2023 Report

The purpose of the MSS is to gauge TRS member satisfaction with TRS services. The purpose of the RESS is to gauge Reporting Employer (RE) satisfaction with TRS services, and the purpose of the PoSS is to gauge satisfaction on specific interactions between TRS and members or REs, periodically, throughout the year. Each PoSS will address a specific topic with a narrow focus. There are multiple PoSS conducted throughout the year. An example of a PoSS is a survey that is sent to RE contacts after attending a training conducted by TRS to gauge RE satisfaction with the content and presenter.

There will be schedule overlap across all surveys.

2. Description of Work

TRS seeks a Contractor to help create two customized annual satisfaction survey instruments for the following external customers: TRS members (active members and retirees) and TRS reporting employers. The purpose of the surveys is to determine how each customer group evaluates the services provided by TRS. The Contractor will also be responsible for administering the surveys and analyzing the results. Finally, the Contractor will develop and deliver a report as prescribed by TRS (summarizing the survey results for TRS members (active members and retirees) and TRS reporting employers) and be prepared to present the findings to the TRS Board of Trustees (BOT). Please note that the Contractor’s presentation to the TRS BOT is at TRS’ option, but the Contractor should be prepared to provide the presentation if requested by TRS.

All data collected in the surveys, regardless of survey instrument, is TRS property and must be submitted to TRS in a timely manner as determined by TRS.

The services related to the annual satisfaction surveys will include, but not limited to:

· Planning:

· Stakeholder planning meetings, documentation review

· Quantitative design, survey updates & protocols with process documentation, train telephone interviewers

· Spanish translation (MSS only)

· Data Collection:

· Building the surveys in the Contractor’s survey instrument, including maintenance, and hosting OR reviewing and providing feedback on the survey in TRS’ survey instrument.

· Quantitative data collection and validation checks, reminders, and process documentation for valid respondents.

· MSS: 1450 valid responses with a minimum of 75% online.

· RESS: 1000 valid responses with a minimum of 85% online.

· If TRS’ survey instrument is used, data will be provided to the Contractor.

· Data prep:

· Quantitative data prep, coding with process documentation

· Prior data source prep and longitudinal data prep (5 years)

· Analysis, Results & Report:

· Analysis & results with process documentation (Current Year & Longitudinal)

· Branded report with process documentation

· RESS only: Coach Color report with process documentation

· Presentation:

· PowerPoint for TRS leadership teams presentation

· PowerPoint for TRS BOT presentation

· Presentation to TRS leadership teams

· Presentation to TRS BOT

· Please note the Contractor’s presentation to the TRS BOT is at TRS’ option, but the Contractor should be prepared to provide the presentation if requested by TRS.

· Responding to other data analysis requests related to the surveys.

· Providing consulting services to TRS as needed.

· The Contractor will be responsible for administering the surveys.

The services related to the point-of-service surveys (per unique survey which are conducted throughout the year) will include, but not limited to:

· Planning:

· Stakeholder planning meetings, documentation review

· Data Collection:

· Building the surveys in the Contractor’s survey instrument, including maintenance, and hosting OR reviewing and providing feedback on the survey in TRS’ survey instrument.

· If TRS’ survey instrument is used, data will be provided to the Contractor.

· Data prep:

· Quantitative data prep, coding with process documentation

· Prior data source prep and longitudinal data prep (5 years)

· Analysis, Results & Report:

· Analysis & results with process documentation (current year & longitudinal)

· Branded report with process documentation

· Presentation:

· PowerPoint for TRS leadership teams Presentation

· PowerPoint for TRS BOT Presentation

· Presentation to TRS leadership teams

· Presentation to TRS BOT

· Please note the Contractor’s presentation to the TRS leadership teams and the BOT is at TRS’ option, but the Contractor should be prepared to provide the presentation if requested by TRS.

· Providing consulting services to TRS as needed.

· The Contractor may be responsible for administering the surveys.

Technical approach to perform activities.

· If TRS utilizes its survey instrument, TRS will build the surveys in the survey instrument.

· By default, data will be collected within TRS’ survey instrument.

· Data will need to be shared with the Contractor via Secure File Transfer Protocol (SFTP) or Application Programming Interface (API).

· Contractor will need access to a survey instrument, as determined by TRS.

· Data collected on the Contractor’s survey instrument needs to be transferrable to TRS’ survey instrument.

· Contractor will need appropriate resources (e.g., adequate staff, data analytics) to analyze the data, draft reports, and draft presentations.

· Contractor will need tools to monitor the number of valid responses are collected.

· This may require Computer Assisted Telephone Interviewing (CATI) services.

The key personnel responsible for the activity

· TRS key personnel:

· Enterprise Program Management Director

· Enterprise Program Management staff

· Contractor key personnel

· TBD

· TRS will provide contact lists and survey questions for all the surveys. TRS will provide access to a secured site for data sharing, either a Secure File Transfer Protocol (SFTP) site or similar. TRS will provide collected data to the Contractor if TRS utilizes the agency’s survey instrument.

The timeline for the activities

· Timeline for the annual satisfaction surveys is driven by potential reporting requirements to the TRS BOT. See table below for an example of the MSS timeline.

· A similar schedule would apply for the RESS, and potentially for the PoSS, at the discretion of TRS.

3. Deliverables, including the format in which it is to be provided:

· Draft survey questions will be provided in MS Word.

· Production survey questions will be in TRS’ survey instrument.

· A link to the survey if the survey is built in the contractor’s survey instrument.

· Reports will be in MS Word.

· Presentations will be in PowerPoint.

4. Acceptance Criteria for Deliverables

In each year the Contractor conducts the MSS or RESS for TRS, the Contractor will be required to coordinate with the Contract Sponsor to develop the survey instruments, final reports, and presentations OR review and provide feedback on the survey in TRS’ survey instrument, develop the final reports and presentation. This process will include review and feedback on the surveys, final report, and presentations from the Contract Sponsor to the Contractor. The MSS and RESS survey instruments will require final approval from the Contract Sponsor prior to distribution by the Contractor. The MSS and RESS final reports will require final approval from the Contract Sponsor before payment of contract invoice.

In each instance the Contractor assists with the PoSS for TRS, the Contractor will be required to coordinate with the Contract Sponsor to review and provide feedback on the survey in TRS’ survey instrument OR develop the survey in the Contractor’s survey instrument and develop any potential final reports. This process will include review and feedback on the surveys and potential final report from the Contract Sponsor to the Contractor. The PoSS survey instruments will require final approval from the Contract Sponsor prior to distribution by the Contractor OR review and provide feedback on the survey in TRS’ survey instrument. Any potential report will need final approval from the Contract Sponsor before payment of contract invoice.

5. Invoicing Requirements

NOTICE: Contractor must use the TRS vendor portal, Procurement and Vendor E-System (PAVES) to submit invoices. For more information, go to: https://www.trs.texas.gov/Pages/procurement_PAVES.aspx.

Invoicing requirements will include:

· Invoices will be paid upon completion of activities as outlined in the Description of Work section above.

· Invoices will be paid upon a Deliverable-based format.

· Deliverables will have been reviewed and approved by TRS before being accepted as final and the invoice being paid.

· TRS will require an itemized invoice for each scope of work being invoiced with completion dates.

· Invoices can include travel based on the TRS Travel Policy.

6. Communication Plan

Upon execution of the Contract, TRS’s Contract Manager will set up a kickoff meeting with the Contractor’s Project Manager. At the kickoff meeting, TRS and the Contractor will review all the terms of the Contract and discuss:

· How to perform all the tasks outlined in the contract

· Deliverables of the Contract

· Timing of delivery of the Contract deliverables

· Required forms, such as insurance certificates

· Contract terms

· Invoicing requirements

· Performance monitoring

· Contract close-out process

Below is the established communication plan for this Contract, which outlines how TRS and the Contractor will communicate throughout the term of the Contract.

Contractor will communicate via email and phone with the following TRS Staff:

· Senior Business Analyst, Enterprise Program Management

· Director, Enterprise Program Management

· Business Analyst Associate, Enterprise Program Management

Day-to-day activities will be between TRS’s Contract Manager and Contractor’s Project Manager. Any escalation will first go to the TRS Contract Manager and Contractor’s Project Manager of the contract].

On an as-needed basis, Contractor’s Project Manager shall meet with TRS’s Contract Manager to discuss completed, ongoing, and upcoming projects or research needs. These meetings can be either in person or via conference call. More frequent meetings may be required if either TRS or the Contractor deems them necessary to ensure a project’s successful completion.

7. Contractor Staffing

TRS reserves the right to request that the Contractor replace any Contractor employee whom TRS judges as incompetent, careless, unsuitable, or otherwise objectionable or whose continued use is deemed contrary to the State's and TRS's best interests. Upon receipt of a formal written request from TRS’ Primary Contact, the Contractor shall propose to TRS a replacement with the same or similar expertise as the individual being replaced who shall perform the services required by the Contract, subject to the approval of TRS.

The Contractor may not use a subcontractor on this Contract without first receiving written approval from TRS regarding the proposed subcontractor. If the Contractor must submit a HUB Subcontracting Plan (HSP) and the proposed subcontractor is not listed on the HSP, an amendment of the HSP will be necessary. Any work to be performed by such proposed subcontractor may not be initiated until the subcontractor has been added to the HSP.

As outlined in TRS’ Background Check Policy, a criminal background check (CBC) of the Contractor’s staff is required if, at any time during the life of this Contract, the staff assigned to work on this contract meets any or all the criteria listed below:

· Obtains a TRS user ID or password

· Has unlimited security badge access for any length of time

· Has limited security badge access for longer than 14 days

Further, a CBC may be required depending on the access to TRS resources and facilities needed to perform the services. TRS will perform the CBC, and the Contractor must reimburse TRS for the cost of the CBC within 30 days of receipt of notification that the background check is complete.

8. Performance Tracking

TRS may consider the Contractor’s performance during the life of the Contract. TRS will provide written feedback on the Contractor's performance at the end of each term and before a renewal option is exercised. TRS reserves the right of non-renewal or early termination of the contract for substandard performance. TRS reserves the right to publish and distribute results of the performance reviews or other quality or compliance reviews per 34 Texas Administrative Code section 20.509. If TRS identifies substantial deficiencies regarding Contractor performance or competence in delivering services performed under the Contract, TRS may require corrective action to correct the deficiencies. TRS will monitor the Contractor’s performance and may use the monitoring results to evaluate the Contractor’s ability to provide adequate services to TRS in this contract or future contracts. If the Contractor fails to meet contract goals and expected results, TRS may reduce the scope of or terminate the Contract at no cost or penalty to TRS.

When assessing performance, TRS retains sole authority to determine whether the Contractor’s performance under the Contract is adequate. The Contractor agrees to the following:

· Provide all Deliverables following target due dates;

· Provide TRS with written notice of any known or potential issues with service performance within 24 hours of Contractor becoming aware of any such issues;

· Provide TRS with an action plan to resolve any known or potential service performance issues and status updates as required by TRS; and

· Timely response to TRS staff questions within one to two business days.

· Activities are completed and deliverables are received within the target deadlines.

· Activities are completed and deliverables are received within the target deadlines.

Additionally, EPM Staff will work closely with Contractor throughout all surveys. Review all deliverables to ensure they meet TRS standards, reconcile invoices to completed activities and received deliverables before confirming payment. Contractor’s progress is strongly correlated with the completed activities and received deliverables. EPM staff will internally track activities and deliverables and their deadlines. Since there are typically multiple surveys conducted simultaneously, the vendor’s progress will be tracked on an ongoing basis (e.g., weekly, monthly, and quarterly).

9. Escalation Plan and Good Faith Negotiations

The Contractor shall provide an escalation plan for resolving known or potential issues with service performance that arise during the Contract term. The plan shall be subject to TRS’ approval. It must explain how issues are to be prioritized and resolved and include the Contractor’s representatives of increasing authority who have the authority to resolve issues. The Parties will attempt in good faith to resolve any claim or controversy arising out of or relating to the execution, interpretation, and performance of services under the Contract through prompt negotiation between representatives of the Parties who have the authority to settle the controversy.

Notices, Representatives, and Records Location

The Notices, Representatives, Records Location is required to be completed by the Contractor and will become part of the awarded contract.

As part of the proposal process, the Respondent will be required to review the linked document, complete it, and submit it as part of their proposal submission.

Sample Contract – List of Key Personnel

This is a placeholder for the list of Key Personnel from the awarded vendor’s winning proposal.

Please note that the awarded vendor must provide TRS with written notification of any changes to Key Personnel before changing approved key personnel, and all changes must be approved in writing by TRS.

Approved Price Form

Price Form

Contractor must enter a price for each item listed in Tables 1-2 below, as indicated. Pricing shall be entered as a lump sum per line for the complete item (for example, pricing entered in Table 1, shall be the price for the complete deliverable, including conducting the survey, analyzing the results, and developing a report). If an item will be provided at no charge to TRS, Respondent shall enter “N/C” on the associated line.

MEMBER SATISFACTION SURVEY

TABLE 1.A - MSS - Surveying Active Members and Retirees

Pricing based on a Minimum of 1200 Valid Responses composed of three block surveys

Renewal 1 Renewal 2 Renewal 3 Renewal 4 2029

REPORTING EMPLOYER SATISFACTION SURVEY

The RESS is a census report; the survey is sent to all Reporting Employers.

TABLE 1.B - RESS - Surveying Reporting Employers

Pricing based on a Minimum of 750 Valid Responses from unique Reporting Employers

Renewal 1 Renewal 2 Renewal 3 Renewal 4 2029

POINT OF SERVICE SURVEY

TABLE 1.C - PoSS – Surveying Reporting Employers and Members

Standard pricing based per survey

Renewal 1 Renewal 2 Renewal 3 Renewal 4 2029

No additional amount will be paid for any costs or charges incurred by Contractor, which are not listed on the Price Form. TRS reserves the option to have Contractor present the final report to the TRS Board; therefore, Respondent shall provide pricing as outlined below:

PRESENTATION TO THE TRS BOARD OF TRUSTEES (IF REQUESTED BY TRS)

TABLE 2.A – MSS Pricing associated with a Presentation to the TRS Board

Renewal 1 Renewal 2 Renewal 3 Renewal 4 2029

TABLE 2.B – RESS Pricing associated with a Presentation to the TRS Board

Renewal 1 Renewal 2 Renewal 3 Renewal 4 2029

TABLE 2.C – PoSS Pricing associated with a Presentation to the TRS Board

Renewal 1 Renewal 2 Renewal 3 Renewal 4 2029

* Any travel must be pre-approved by the TRS Project Manager before the cost is incurred. Such travel costs, if any, shall be reimbursed subject to the State of Texas rules and at the rates specified for travel by TRS’ own classified employees. Any claim for travel reimbursement by Contractor shall be submitted in accordance with the rules prescribed in the State of Texas Travel Allowance Guide. Airfare will be reimbursed at the actual cost of the airfare, not to exceed the cost of the lowest priced airfare available. Under no circumstances will TRS reimburse the Contractor for first-class airfare. Reimbursement is limited to direct costs (no indirect costs). Direct costs for the following items incurred by the Contractor will be reimbursed by TRS if pre-approval is obtained.

Insurance Requirements

Insurance Requirements

A. Coverages Required

Contractor shall obtain and maintain throughout the Contract term the insurance coverages listed below:

1. Workers’ Compensation Insurance:

Coverage to secure the payment of compensation to injured employees as defined in the Texas Worker’s Compensation Act.

1. Employer’s Liability Insurance:

Excess Liability and/or Umbrella Liability insurance may be combined to meet the following minimum amounts:

· Bodily Injury, $500,000 per accident;

· Disease, $500,000 per employee;

· Aggregate policy limit of $1,000,000.

1. Commercial General Liability Insurance:

Coverage for claims of personal injury and bodily injury, including accidental death, and property damage which may arise from the performance of the contract. The types of coverage required are Property Damage, Premises and Operations Hazards, Independent Contractor, and Contractual Liability. Excess Liability and/or Umbrella Liability insurance may be combined to meet the following minimum amounts:

· $500,000 per occurrence, $1,000,000 in the aggregate

1. Professional Liability Insurance:

Coverage for financial loss resulting from errors, omissions, and failure to perform the professional services associated with the Contract. Coverage can be in the form of claims made or per occurrence policy.

· $1,000,000 per occurrence, and $2,000,000 in the aggregate; or $2,000,000 Combined Single Limit (CSL) if “claims made” policy.

1. Professional Malpractice/Managed Care Insurance:

Coverage for financial loss resulting from errors, omissions, and failure to perform professional services associated with the Contract. Coverage can be in the form of claims made or per occurrence policy.:

· $1,000,000 per occurrence, and $2,000,000 in the aggregate; or $2,000,000 Combined Single Limit (CSL) if “claims made” policy.

1. Security and Privacy (Cyber) Liability:

Insurance covering all claims, losses, liabilities, judgments, settlements, lawsuits, regulatory actions, fines, and other costs or damages arising out of its performance under Contract, including any negligent or otherwise wrongful acts or omissions by the Business Associate and/or its agents, contractors, partners, employees, Subcontractors, consultants, or assignees.

This includes but is not limited to: any breach of HIPAA, the HIPAA Rules, HITECH, the Omnibus Final Rule, or any other law or regulation governing confidentiality of Protected Health Information.

· $10,000,000 in the aggregate, and

· Additional Insured endorsement on behalf of TRS, unless the policy contains blanket endorsement coverage.

B. Policies

The Contractor shall procure and maintain at the Contractor’s own expense, throughout the term of the Contract and any renewals or extensions thereof, sufficient insurance coverage as may now or hereafter be necessary to insure against any claim(s) for damages based on a violation of Law or arising out of services provided or to be provided to TRS and the Project under the Contract. Such coverage and limits shall not reduce the Contractor’s total liability under the Contract. To this end, the Contractor shall comply with the following provisions:

· All insurance policies required under this paragraph shall be issued by companies authorized to do business under the laws of the state of Texas, licensed, eligible, or registered under Texas law with a rating of A- or better in a financial size category of IV or higher according to A.M. Best Company.

· Contractor shall furnish to TRS evidence of all required insurance, validated by the certificate of insurance. Evidence of insurance shall display TRS as the Certificate Holder.

i. Renewal Certificates

A TRS-specific contract number associated with the Contract will be provided to the Contractor at the time of contracting. Contractor shall ensure that renewal certificates of insurance shall:

· Display the associated contract number in the description of operations section of the certificate

· Display required endorsements in the description of operations section of the certificate

· Be submitted electronically via PAVES

· List only the TRS-specific contract number in the subject line of the e-mail

· Be furnished not more than thirty (30) days following the expiration of current policies

· Display TRS as the Certificate Holder

ii. Notices of Change

The Contractor’s insurance policies must require the insurer or the insurer’s authorized agent to notify TRS of any cancellation, or material change, other than for non-payment, at least 30 days in advance. The Contractor’s insurance policy must require the insurer or the insurer’s authorized agent to notify TRS of any cancellation or material change due to non-payment at least 10 days in advance. These notices of changes must reference the TRS contract number and be made in writing by certified mail to the TRS Contract Manager at the address shown in the Contract.

iii. Insurance Certificate

The Contractor shall provide TRS with evidence of the insurance coverage required under the Contract. The different coverage requirements listed in section 1, COVERAGES, cannot be added together to meet the aggregate requirements listed. The Contractor will submit the certificate to TRS no later than ten days after the award of the Contract, or as directed by the Special Terms and Conditions. Certificates must bear the contract number of this Contract. If the Contractor changes insurers, the Contractor shall give TRS a new certificate of insurance within ten days. The certificate of insurance shall set out any deductible or self-insured retention amounts for each coverage required.

iv. Required Additional Provisions

All policies of insurance shall include the following provisions:

· Waiver of subrogation in favor of TRS, its trustees and employees for bodily injury (including death), property damage or any other loss arising from the Contract; and

· The Contractor’s insurance must be primary insurance with respect to the TRS and its trustees and employees.

Historically Underutilized Business (HUB) Requirements

HUB Subcontracting Plan Information

In accordance with Section 2161.252 of the Texas Government Code and 34 Texas Administrative Code Section 20.285, this contract requires an approved Historically Underutilized Business (HUB) Subcontracting Plan (HSP).

If the Contractor determines a need to subcontract for any services, materials, and/or supplies to a subcontractor that is not on the approved HSP, the Contractor must contact TRS for prior approval and request a review of a revised HSP in accordance with the good faith effort requirements found in 34 Texas Administrative Code Section 20.14. The Contractor may not utilize a subcontractor without prior written approval from TRS.

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