ESBD_377753_1727407442709_RFP TRS000511_CDAP Performance Mgmt.pdf

Teacher Retirement System of Texas

Request for Proposals (RFP) Solicitation Name – Performance Management System

Solicitation No. TRS000511 NIGP Class/Item Codes:

208-21: Business Intelligence Software, Microcomputer

208-51: Human Resources Software, Microcomputer 208-63: Personnel Software, Microcomputer

209-52: Human Resources Software, Mainframes and Servers 209-64: Personnel Software, Mainframes and Servers 920-15: Assessment and Profiling Services of Software

958-16: Business Management Services 958-74: Human Resources Management Services

Anticipated Schedule of Events

September 26, 2024

Issuance of RFP

October 8, 2024, 4:00 p.m., Central Time Pre-Proposal Conference attendance is non-mandatory.

Conference call/virtual meeting information provided in Item 13 of Section 1.

October 9, 2024, 3:00 p.m., Central Time Deadline for Submission of Questions

October 28, 2024, 3:00 p.m., Central Time Deadline for Submission of Proposals

Late Proposals will not be considered.

November 14 – 20, 2024 Presentations by top-ranked Respondents, if requested. The Teacher Retirement System of Texas (TRS) may elect to conduct presentations or interviews as part of the evaluation process.

Solicitation Contents

I. Summary Details II. Definitions

III. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Information Requirements and Information

IV. Evaluation Process and Criteria V. Proposal Submittal Instructions

VI. Sample Contract

Solicitation Section I:

Summary Details

I. Summary

1. Purpose/Overview TRS seeks proposals from qualified Vendors to provide a Performance Management System (PMS or System) that allows the TRS Investment Management Division (IMD) Talent Management (TM) team to execute its Comprehensive Development and Appraisal Process (CDAP).

2. Type of Solicitation Request for Proposal (RFP) (may also be referred to as the “Solicitation”).

3. Issuing Agency

Procurement & Contracts 1000 Red River Street Austin, TX 78701-2698 ATTN: Max Hernandez

4. Purchasing Authority Competitive procurement per Texas Government Code Section 825.103.

5. Mandatory Requirements Proposals that do not meet the Mandatory Requirements described in Section IV. Evaluation Process and Criteria will be rejected as non-responsive and disqualified from consideration for a Contract award.

6. Responses to Solicitation Respondents are required to submit responses in the TRS Procurement and Vendor E-System (PAVES) for each Evaluation Criteria listed in Section IV, Evaluation Process and Criteria. Please see Section V, Proposal Submission Instructions for creating a confirmed bidder account to submit a proposal.

7. Deadline for Proposals Received by TRS no later than:

October 28, 2024, 5:00 p.m., Central time

8. Initial Contract Term Initial term will be four years from effective date of Contract.

9. TRS Optional Renewal Terms None

10. TRS Procurement and Contracts Representative for this Solicitation

Max Hernandez, CTCM/CTCD max.hernandez@trs.texas.gov All questions and inquiries about this Solicitation must be sent to the Procurement and Contracts Representative only.

mailto:XXXXX@trs.texas.gov

11. Contact with TRS Staff Upon issuance of this Solicitation, employees and representatives of TRS, other than the TRS Procurement and Contract representative identified in item number 10 above, will not discuss the contents of this Solicitation with any Respondent, potential Respondent, or its representatives.

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 for the purpose of conducting business unrelated to this Solicitation.

12. TRS Historically Underutilized Business (HUB) Coordinator

Blender Hill

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

13. Pre-Proposal Conference October 8, 2024, 4:00 p.m. Central Time. Pre-Proposal Conference will be held virtually via Microsoft Teams. To be sent the invite, Respondents must e-mail the TRS Representative identified in Item 10 by October 4, 2024, 3:00 p.m., Central Time.

By attending the pre-proposal conference, attendees allow TRS to include their name and email in the pre-proposal conference virtual sign-in sheet to be included with an Addendum posted to the Electric State Business Daily (ESBD) following the conference.

During the pre-proposal conference, TRS will provide an overview of how to register and submit a proposal in PAVES.

Potential Respondents are encouraged to attend.

14. Solicitation Addenda Changes to items directly impacting the Solicitation will be posted on the ESBD located at www.txsmartbuy.com/sp and posted in PAVES as an Addendum. It is the responsibility of an interested party to periodically check PAVES or the ESBD for updates to the Solicitation prior to submitting a Proposal.

15. Questions and Answers Questions regarding this Solicitation must be submitted in writing no later than October 9, 2024, 3:00 p.m., Central time.

Telephone inquiries will not be accepted. Each Respondent is solely responsible for verifying TRS’ receipt of its questions, if applicable, and Proposal by the deadlines specified in this Solicitation.

http://www.txsmartbuy.com/sp

16. Respondent Presentations TRS may request that top-scoring Respondents present an overview of the Services proposed in their Proposals. The presentations will be performed virtually on or about November 14 – 20, 2024; presentation dates and times to be arranged. The number of top-scoring Respondents will be determined by TRS at its sole discretion.

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. 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” or “Response,” 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

III. 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).

An evaluation of potential subcontracting opportunities was conducted for the Contract in accordance with Texas Government Code Section 2161.252, and it was determined that the Contract does not contain any probable subcontracting opportunities. Therefore, TRS is not requiring a HUB Subcontracting Plan (HSP) be submitted with responses to Solicitation.

However, if Respondent determines the need to subcontract for any Services, materials and/or supplies to fulfill the terms of this contract, the Respondent must immediately inform TRS so that the solicitation may be updated, and the Respondent must submit a complete HUB Subcontracting Plan with its proposal to be considered responsive. The HSP form may be accessed 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 if the Respondent is going to subcontract any portion of the work listened in the scope of work in the sample contract.

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% Other Services – The goal is 25% ☐ Commodities – The goal is 35%

If after the contract award the Contractor determines a need to subcontract for any Services, materials, and/or supplies, the Contractor must contact TRS for prior approval and request a review of its HUB Subcontracting Plan 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.

A. State vs. Agency Annual HUB Goals:

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

Procurement Category Statewide HUB Goals

TRS HUB

Goals

Special Trade Construction 32.90% 50.00% Professional Services 23.70% 10.00% Other Services 26.00% 25.00% Commodities 21.10% 35.00% https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:blender.hill@trs.texas.gov

B. 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 vendor appears to meet 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.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Solicitation Section IV:

Evaluation Process and Criteria

IV. Evaluation Process and Criteria

TRS reserves the right to award one or more contracts under this Solicitation. 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 clarifications 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.

A. Mandatory Requirements

TRS will review the Proposals for compliance with the mandatory requirements stated below and the submission requirements detailed in the PAVES solicitation record (collectively, the “Mandatory Requirements”). TRS’ review of the Mandatory Requirements will be made on a pass/fail basis. Failure to meet all Mandatory Requirements may, at any time, result in disqualification of the Respondent’s Proposal without further consideration or evaluation. Those Proposals which pass all Mandatory Requirements and submission requirements will advance to the Proposal Evaluation round.

Proposals that do not meet the following Mandatory Requirements will be rejected as non-responsive and disqualified:

1. Document the Respondent’s experience as a provider of performance management software (proposed software must be continuously deployed since September 2019)

2. Document the Respondent’s experience providing this service to organizations with at least 200 employees.

3. The System must be able to administer 360 feedback surveys.

4. The System must be able to customize feedback surveys.

B. Initial Round

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:

Criteria Weight

1. Cost 15 %

2. Technical Approach 15 %

3. User Experience 25 %

4. Performance Management System (PMS) 20 %

5. Modeling & Evaluation Tools 15 %

6. Statement of Qualifications, Experience, and Key

Personnel 10 %

Total 100 %

1. Cost – Selection Criteria: 15%

Propose your fully loaded, firm, fixed prices or hourly rates. Prices must include all costs of performance, including materials, equipment, labor, communication, training, user support, annual licenses, and planning to successfully complete all Services. All prices must be considered as fully loaded rates, that is, the rates include an accounting of all expenses. No other prices may be charged to TRS or paid by TRS.

Price will be evaluated by the evaluation team based on fairness and reasonableness.

2. Technical Approach – Selection Criteria: 15%

Describe generally your technical approach for performing the Services described in the Scope of Work (see section B of the draft Contract, which is included in this Solicitation). The Technical Approach must demonstrate that the Respondent is able to provide all required Services within the budget the Respondent provides.

Please provide the following:

1. Planned feature functionality roadmap for the 12 months beginning from the Contract effective date:

a. Include the frequency of software updates/patches; and

b. Include an overview of the upgrade process, including customer responsibilities.

2. A communication and escalation plan (include the Service Level Agreement (SLA) for addressing/fixing customer incidents).

3. Description of application user training including an outline of all the features covered in Respondent’s live training, as well as an overview of available training resources and references.

4. Description of on-going customer support

a. Provide an overview of support options.

b. Is customer support dedicated or general?

c. Include an overview of your support model delineating TRS responsibilities for maintenance versus your responsibilities.

5. Description of your plan for data storage and backup; include metrics on ease of retrieval.

6. An overview of your disaster recovery and business continuity plan.

7. Please confirm your ability to comply with the Texas Risk and Authorization Management

Program (TX-RAMP) certification for cloud-based products requirements.

8. Quality Assurance / Quality Control procedures for performing the Work.

9. The number of available testing, development, and production environments.

10. Description of the following PMS functionalities:

a. Ability to authenticate Security Assertion Markup Language (SAML)-based single sign on capability with Okta.

b. Role Based Access Control (RBAC) security model options, including permission and access for the following levels:

1) Administrator

2) Managers of Managers

3) Managers

4) Individual Contributors

c. Advanced Search:

1) Use of artificial intelligence (including machine learning, natural language processing or generative AI), if any, to improve the quality of feedback to employees.

2) Use of artificial intelligence (including machine learning, natural language processing or generative AI), if any, to create quick summaries for feedback providers.

d. Calibration Capabilities Describe the PMS’ s ability to provide quick access to performance data with views customizable by team, group, unit, and employee level.

e. Integration and Mobile Access

1) Describe the integration of the PMS with other systems such as Microsoft

Teams, Outlook, and OneNote.

2) Describe access for mobile users (iPhone, iPad, androids).

3) Describe User Interfaces/Integration Options, including:

a) How users interface with and use the application

b) How administrators manage the application

4) Describe your data integration process, associated import process, and formats supported.

5) Describe the process TRS will follow to keep employee data up to date with the Agency’s other internal and cloud-based systems.

3. User Experience - Selection Criteria: 25%

User interface must be easily navigable and customizable. Interface should show tasks due to managers and evaluators in a list form. The PMS must allow the current manager to review historical feedback provided by all previous managers and other evaluators.

The PMS must provide managers the ability to view their team’s evaluation feedback within the PMS and the ability to export and print reports.

Employees should be able to access the historical feedback they have received and be able to export and print reports.

1. Describe any advice or nudges available to improve feedback quality (e.g., automated reminder emails or Teams messages).

2. Describe the PMS’s 360/Cultural feedback process for the following processes:

a. employees to request feedback

b. manager visibility of feedback providers

c. employees to provide feedback if not requested

d. self-identified versus anonymous feedback

3. Describe options for ongoing feedback – mechanisms available, who can provide, and options for visibility (employee only, manager only, both, etc.).

PMS should have ease of mobile use and Microsoft integrations that enable agile engagement and input.

Single Sign On (SSO) capability via Okta for all users is required.

4. Performance Management System (PMS) – Selection Criteria: 20%

Administrators must be able to export survey data sets, have access to calibration tools, be able to import and update evaluator/evaluatee relationships, and create custom feedback surveys.

1. Describe the PMS capabilities. Discuss how notes and feedback data are shared with employees, managers, and system administrators. Describe the process for snapshot set-up and evaluator-evaluatee mapping?

2. Describe any tools for quality control and bias mitigation.

3. Describe the types of system-generated alerts and communication messages. Discuss the process for establishing and modifying alerts.

4. Describe the process for software implementation and the corresponding support provided.

5. Modeling & Evaluation Tools – Selection Criteria: 15%

Describe the different types of models that are provided in the PMS. Identify any additional functionality, including but not limited to:

1. Calibration tools, including talent mapping by group and title, tools to identify top talent, and talent at risk

2. Charting capabilities, including trending

3. Succession/talent planning

6. Statement of Qualifications, Experience, and Key Personnel – Selection Criteria: 10%

Respondent must provide an attachment that includes the information below. Title the name of the attachment “Statement of Qualifications, Experience, and Key Personnel.” Respondents must provide a brief description of their company's organization, including the following:

1. Type of business organization, e.g., corporation, partnership, sole proprietorship, etc.

2. Date company was established

3. State of incorporation; Texas authorization(s) to conduct business

4. Location of company headquarters

5. Relevant branch offices

6. Experience with financial services firms

Respondents shall submit information on recently completed contracts or contracts currently in progress for similar work to that described in the SOW. Additional consideration may be given to examples of projects like the project described in the SOW in type, scale, or level of effort.

Respondents shall include three (3) client references, including names, contact addresses, and phone numbers for clients for whom Respondent has performed similar Services as described in the Scope of Work, ideally within financial services. If Respondent has no relevant past performance history, it must affirmatively state that it possesses no relevant, directly related, or similar past performance.

Respondents shall provide an overview and description of their company's resources deemed necessary to fulfill the requirements of the SOW and a detailed list and/or chart that specifies project leadership (Project Manager, Technical Leader, Subject Matter Expert, etc.) and reporting responsibilities and indicates which team members will interface with TRS management in deploying the PMS. TRS reserves the right to request that Contractor replace Contractor’s employees 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’s Primary Contact, Contractor shall immediately proceed with the replacement, who shall be subject to the approval of TRS’s Primary Contact.

Description of all offered Optional Features, Products, and Services

If offered, Respondent must describe in its Proposal any optional features, products, or services that would benefit TRS. Respondent must provide line-item pricing for each option on the Mandatory Price Form in Section V.

C. TRS Option for Presentation Round – Selection Criteria: 10 points

After the Initial Round evaluations are complete, TRS may (1) move on to a Presentation Round,

(2) determine that this round is not necessary and move on to the Best and Final Offer (BAFO) Round, or (3) make one or more Contract awards based on the scores from the Initial Round.

TRS may request that all or only the top-scoring Respondents participate in presentations.

Presentations allow Respondents to highlight the strengths and unique aspects of their Proposals and provide answers to clarification questions TRS may have.

Evaluation Criteria for the Respondent Presentation Round may include, but are not limited to:

1. Respondent’s demonstrated understanding of the RFP requirements and ability to satisfactorily describe the processes/methodologies for delivering the Services.

2. Respondent’s demonstrated experience in undertakings similar in scope and complexity to those indicated in this Solicitation, including past performance.

3. Respondent’s team member interaction and Respondent’s interaction with TRS.

4. Respondent’s presentation quality and ability to meet TRS’s needs.

After a presentation, the Respondent may be required to submit answers to questions asked during the presentation. A failure By Respondent to timely submit a required response to TRS may result in the disqualification of the Respondent’s Proposal from consideration for Contract award.

Presentations will be evaluated individually by each evaluator, who shall provide a score from 0 to 10, with 10 being the highest score. The point allocation for the Presentation Round will not be added to any previous or future round. The scores determine which Respondent(s) move on to the next round.

D. 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 Initial and optional Presentation Round. As the BAFO round is optional and, therefore, not guaranteed, TRS strongly encourages Respondents to provide their best pricing and terms with their initial proposal.

BAFOs will be evaluated individually by each evaluator. TRS may request a Respondent provide additional information in this round. 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.

Evaluator's Selection

Point Allocation Proposal's Response to Core Requirements

Exceptional 9 - 10 Consistently exceeds core requirements Effective 7 - 8 Meets all and exceeds some core requirements

Acceptable 5 - 6 Meets all core requirements Deficient 3 - 4 Meets some but not all core requirements Limited 1 - 2 Does not meet most core requirements

Inadequate 0 Is not responsive to any core requirements

Solicitation Section V:

Proposal Submittal Instructions

V. 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

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.

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-submit-proposal.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 https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf

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 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 Round of this solicitation and following the instructions found in “How to Submit a Proposal.”

E. Protest Procedures

Any protest to this Solicitation or the resulting Contract award shall be governed by 34 Texas Administrative Code § 51.2 (relating to Vendor Protests and Appeals). All protests, appeals and stay requests, if any, must be timely submitted to LegalNotices@trs.texas.gov.

mailto:LegalNotices@trs.texas.gov

Solicitation Section VI:

Sample Contract

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 Amount: $[Insert Contract Amount]

This amount is for the Initial Term of the Contract. TRS may increase the Contract 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]

Renewal Option(s): [Insert Number of Renewal Options, if necessary] (example: Three (3) one-year periods)

Description of Work: [Insert Brief Description of the Work]

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. TRS General Terms and Conditions

4. Scope of Work

5. Notices, Representatives, and Records Location

6. List of Key Personnel

7. Approved Price Form

8. Insurance Section

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

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

11. Non-Disclosure Agreement

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

13. Confidentiality Policy

14. Confidential Information Procedures and Standards

15. Information Security Policies and Standards (ISPS)

16. Non-TRS Worker policy

17. Background Check Policy

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

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

20. Solicitation number TRS000511 posted to the Electronic State Business Daily on September 12, 2024 (incorporated by reference)

21. Exhibits (listed below)

Sample Contract – Special Terms and Conditions

TRS General Terms and Conditions

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

TRS’s 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.

https://www.trs.texas.gov/TRS%20Documents/contract_general_terms_conditions.docx

Sample Contract – Scope of Work

Scope of Work

A. Introduction

TRS requires Contractor to provide TRS with a performance management system (PMS) that allows the TRS Investment Management Division (IMD) Talent Management (TM) team to execute its comprehensive development and appraisal process (CDAP) that complies with all requirements of this Scope of Work, and all other terms of this Contract.

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”). TRS’s mission is to improve the retirement security of plan participants and their beneficiaries by prudently investing and managing trust assets and delivering benefits that make a positive difference in members' lives.

2. Description of Work

Contractor’s PMS will replace the current solution of a survey tool for input gathering and a Power BI portal for distribution. The service must include mobile access for users. TRS prefers a system that includes Microsoft Integrations. The tool must support generating and administering customized surveys multiple times throughout the year. These surveys must include:

a. Quarterly employee performance surveys comprised of two Likert Scale questions, two binary “yes/no” questions that are sometimes confidential, and two comment box questions.

b. Bi-annual upward to managers (direct manager and team lead) feedback. Upward feedback surveys gather anonymous feedback from direct reports plus other employees outside of the team in special cases. The Upward survey is comprised of seven Likert Scale questions, and two comment box questions.

c. 360 feedback on culture, currently administered bi-annually. Cultural feedback surveys are requested by the employee from their peers (evaluators). Feedback requests are sent by the subject to their peers and the subject’s selections are reviewed by their manager within the PMS. The cultural feedback survey asks for feedback based on the IMD cultural tenets as strengths, provide an example in a text box, and provide advice in a text box.

Cultural feedback providers may choose to self-identify or give anonymous feedback.

Employees are able to decline to provide feedback as well as provide unsolicited feedback to their peers.

The CDAP - Considerations and Guide to Answering the Questions 2024.pdf attached in the Documents tab of this solicitation record in PAVES includes examples of these current snapshots.

d. The PMS must provide managers the ability to add and remove cultural reviewers for their downward reports. The PMS must provide employees whose input was not requested, the ability to provide unsolicited feedback, as well as the option to self-identify or remain anonymous when providing cultural feedback. The PMS must import reviewer relationships and administrator access to change and adjust relationships while a survey is open for feedback. TRS prefers an PMS that provides users the ability to edit feedback at any time before the survey closes without administrator intervention.

e. The system must have data visualization tools to help track and interpret trends, such as the creating charts and displaying employee performance ratings trends over time (Quarter-on-Quarter [QoQ] and Year-on-Year [YoY] data) for an individual employee, and team comparisons. The system must show previous feedback to evaluators and employees, as well as compile real-time feedback for reference. The system must provide functionality to import historical data, export data for analysis, and must allow report printing for all user levels. The system must also have the ability to send reminders and nudges for feedback based on completion status of assigned tasks.

f. Additional system feature preferences include:

- Bias mitigation tools

- Mapping to trainings to develop skills and support career development

- Succession/Talent Planning tool

- Role/Skill Card/Jobs framework housing for manager and employee reference

- Ability to provide ad-hoc feedback

g. Modeling and Evaluation Tools The service must provide the ability for analysis of individual, team, and group employee performance through data gathered from the quarterly CDAP. Modeling and evaluation tools must allow configurations for informing talent decisions, promotion decisions, tracking underperformance, and tracking team and individual performance trending.

h. User Support and Training The Contractor must provide user support by having a help desk that can answer questions 24-hours a day, seven (7) days a week. The user support help desk must be able to provide adequate knowledge and training to each TRS user that has access to this service. The Contractor must provide in-person, or video conference, group training to all TRS access users, and a more elaborate and detailed individual training to those TRS admin users.

The Contractor must have a dedicated liaison for development and implementation of the service and must execute the initial design and deployment of tools within the service system.

Schedule of Deliverables:

Deliverables Projected Due Date Software subscription May 13, 2025

Admin Users Group Training Within one (1) week of receiving software subscription

Admin Users Individual Training Within one (1) week of receiving software subscription

Design and Assisted Implementation Begins May 14, 2025 Design and Implementation Complete August 1, 2025 Initial Training with all IMD users by Group September 30, 2025

3. Acceptance Criteria for Deliverables

a. Once implemented, TRS will have ongoing access to Contractor’s Performance Management System. TRS will accept the deliverables through PAVES after implementation.

b. During its Quality Control process and within five business days of receipt, TRS will review, validate, and as necessary, recommend modifications for the deliverables until they meet TRS specifications.

c. TRS will notify the Contractor in writing when a deliverable is unacceptable; that notification will include specific feedback for improvement. TRS will utilize the contract’s communication plan to escalate noncompliance.

d. Contractor will submit fully itemized invoices specifying the deliverables that were submitted during the billing period and the cost for each.

e. TRS will review each invoice to ensure that TRS has received and accepted the deliverables included on the invoice.

4. Reporting

a. Contractor will provide regular updates during implementation phase (projected to be May – October 2025).

b. After implementation, TRS will require 48-hour notification when/if the tool may be unavailable. This notification must include the expected, probable, and maximum periods of unavailability. Notification when software changes, new features, and developments are planned.

5. Accommodations and Equipment

TRS will not provide any specific accommodations or equipment to Contractor to facilitate its servicing of the Contract as all work will be completed remotely.

C. Invoicing Requirements

NOTICE: Contractors 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.

a. Contractor will invoice TRS quarterly or annually, as agreed, and appropriate for this deliverables-based contract.

b. Contractor will submit fully itemized invoices specifying the deliverables that were submitted during the billing period and the cost for each. TRS will review each invoice to ensure that the deliverables included on the invoice were received and found to be acceptable. Invoices will not be paid until TRS has fully reviewed and indicated acceptance of deliverables.

c. Contractor may only invoice TRS for the work associated with a deliverable upon successful completion, delivery, and TRS acceptance of the deliverable.

d. The invoice shall state the period of service, Services performed, the deliverables submitted during that period, and the amounts billed for each deliverable. Contractor will only receive payment for the work associated with each deliverable if TRS accepts the deliverable, as evidenced by the Business Unit authorizing the invoice for payment.

Contractor will submit invoices through PAVES and email INV-Services@trs.texas.gov for any inquiries.

mailto:INV-Services@trs.texas.gov

D. Communication Plan

Upon execution of the Contract, TRS 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:

1. How to perform all the tasks outlined in the contract

2. Deliverables of the Contract

3. Timing of delivery of the Contract deliverables

4. Required forms, such as insurance certificates

5. Contract terms

6. Invoicing requirements

7. Performance monitoring

8. 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:

Day to Day activities will be between TRS’s Performance & Engagement Lead and Contractor’s Project Manager. Any escalation will go to the TRS Contract Manager and TRS Head of Performance and Engagement. On a calendar quarter basis, Contractor’s Project Manager shall meet with TRS’s Head of Performance and Engagement 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.

E. Key Personnel

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’s 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 is required to 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’s 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:

a. Obtains a TRS user ID or password

b. Has unlimited security badge access for any length of time

c. 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.

F. 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:

a. Provide all Deliverables following target due dates

b. Provide TRS with written notice of any known or potential issues with service performance within 48 hours of Contractor becoming aware of any such issues

c. Provide TRS with an action plan within 48 hours of Contractor becoming aware of service performance issues to resolve any known or potential service performance issues and status updates as required by TRS; allowing TRS a reasonable period to review and provide feedback on the plan; implementing TRS’s requested changes

d. Timely respond to TRS staff questions within 24 hours for emergencies and within 48 hours for non-emergencies

Throughout the life of the Contract, TRS will monitor Contractor performance to ensure it is providing and facilitating:

a. Administration of regular performance, upwards, and peer feedback

b. The Contract is complete and ready for close-out when all deliverables have been accepted by TRS, at the end of any corresponding subscription, and at the Contract’s specific End Date

c. During implementation, TRS Talent Management and Contractor’s Project Manager will meet regularly and ensure deliverables are being met

d. TRS will monitor the vendor’s progress via weekly status updates through the implementation period

e. Tool utilization - setting up and using the PMS

f. Vendor’s progress with be monitored quarterly via quarterly snapshots

G. 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 term of the Contract. The plan shall be subject to TRS’s 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

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