ESBD_393554_1738206238582_TRS000524_Mueller AV Support Services_Final.pdf

Teacher Retirement System of Texas

Request for Proposals (RFP) from DIR Vendors

Solicitation Name – Mueller Audio Visual Support Services Solicitation No. TRS000524

NIGP Class/Item Codes: 939 – 06: Audio-Visual Equipment Maintenance and Repair

Anticipated Schedule of Events

January 29, 2025

Issuance of RFP

February 5, 2025, 9:00 a.m., Central time Pre-Proposal Conference attendance is non-mandatory. Conference call/virtual meeting information provided in Item 13 below.

February 6, 2025, 3:00 p.m., Central time Deadline for Submission of Questions

February 19, 2025, 5:00 p.m., Central time Deadline for Submission of Proposals

Late Proposals will not be considered.

March 11 -14, 2025 Interviews with top-ranked Respondents, if requested. TRS may elect to conduct interviews as part of the evaluation process.

TRS000524

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 a Vendor to provide equipment diagnostics, maintenance, and break fix repairs. This work will be for conference rooms in TRS’s Alpha and Bravo headquarters buildings that have Logitech and QSYS Integration.

2. Type of Solicitation Request for Proposals (RFP) from DIR vendors

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/Qualifications

Proposals that do not meet the following mandatory requirements will be rejected as non-responsive and disqualified. Respondents must be and include document of their status as:

1. QSYS Certified and Q-SYS Authorized Reseller

2. Authorized Logitech Reseller

3. DIR contractor for the services and provide their contract number

4. Located within 50 miles of TRS Headquarters in Austin, Texas

6. Responses to Solicitation Respondents are required to submit responses in the TRS Procurement and Vendor E-System (PAVES) for each Evaluation Criteria listed above. Please see “Proposal Submission Instructions” section on how to create a confirmed bidder account to submit a proposal.

7. Deadline for Proposals Received by Teacher Retirement System of Texas (TRS) no later than:

February 19, 2025, 5:00 p.m., Central time

8. Initial Contract Term Initial term will be one year from effective date of contract.

9. TRS Optional Renewal Terms Three (3) one-year optional renewals

Please note: If the awarded contract includes renewal options, the proposed annual pricing will be applied to each renewal option. TRS does not allow for escalation of pricing for subsequent renewals under this solicitation.

10. TRS Procurement and Contracts Representative for this Solicitation

Max Hernandez max.hernandez@trs.texas.gov

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

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 February 5, 2025, 9:00 a.m., Central Time. Pre-Proposal Conference will be held virtually via Microsoft Teams. To receive the call information, Respondents must e-mail the TRS Representative identified in Item 10 by 3:00 p.m., Central time, February 3, 2025.

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 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 Electronic State Business Daily (ESBD) located at www.txsmartbuy.com/sp and posted in TRS’ Procurement and Vendor E-System (PAVES) portal 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.

mailto:XXXXX@trs.texas.gov http://www.txsmartbuy.com/sp

15. Questions and Answers Questions regarding this Solicitation must be submitted in writing no later than February 6, 2025, 5:00 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.

16. Respondent Interviews TRS may request that top-ranked Respondents present an overview of the Services proposed in their Proposals. The presentations will be performed virtually on or about March 11 -14, 2025; 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 so 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).

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 inquires 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% ☒ 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.

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

C. 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.

TRS000524

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(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. All contract(s) awarded shall be indefinite quantity contracts, with no minimum guarantees or any purchases.

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.

A. Minimum Qualifications

TRS will review the Proposals for compliance with the Minimum Qualifications stated below and the submission requirements detailed in PAVES. TRS’ review of the foregoing requirements will be made on a pass/fail basis. Failure to meet all requirements may, at any time, result in disqualification of the Respondent’s Proposal without further consideration or evaluation. Those Proposals which pass all Minimum Qualifications 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:

• QSYS Certified and Q-SYS Authorized Reseller

• Logitech Authorized Reseller

• Applicable DIR Contract for services

• Location office near Austin, Texas within 50 miles of TRS Mueller Location.

B. Initial Round

The evaluation committee will individually evaluate all Responsive Proposals during the Initial Round. After Initial Round evaluations, TRS may request that all or only the top-ranked 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:

Evaluation Criteria Weight

Respondent Past Performance 25% Respondent’s Key Personnel 25% Technical Approach 30% Pricing 20% Total 100%

C. TRS Option for Interviews or Presentations Round – Selection Criteria: 10 points

After Proposal Evaluation 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 Proposal Evaluation Round evaluations.

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

Respondent presentations allow Respondents to highlight the strengths and unique aspects of their Responses and provide answers to clarification questions TRS may have regarding the Responses.

Evaluation Criteria for Respondent Presentations 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’ needs.

5. Respondent’s ability to fit into the TRS culture.

After the presentations, the Respondent may be required to submit answers to questions asked during the presentation.

Presentations will be evaluated individually by each evaluator, who shall provide a score from 0 to 10, with 10 being the best/highest score (“Presentation Round”). The point allocation for the Presentation Round will not be added to any previous round or future round. The points 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 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 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

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 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.

TRS000524

https://www.trs.texas.gov/Pages/procurement_PAVES.aspx https://www.trs.texas.gov/TRS%20Documents/PAVES-basic-navigation-for-suppliers.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-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.

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: Mueller Audio-Visual Support Services

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]

Renewal Option(s): Three (3) one-year periods

Description of Work: Providing audio-visual equipment diagnostics, maintenance, service, and break fix repairs in the TRS Alpha and Bravo headquarters buildings.

(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.

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. Procedures for Work Orders (WOs

6. Work Orders (WOs); Work Plans; Notices to Proceed (incorporated by reference)

7. Notices, Representatives, and Records Location

8. List of Key Personnel

9. Approved Price Form

10. Insurance Section

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

12. Historically Underutilized Business (HUB) Requirements

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. Confidentiality Policy

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 TRS000524 posted on Month Day, Year (incorporated by reference)

21. Exhibits (listed below)

• Exhibit A – TRS Alpha Inventory Report

• Exhibit B – Work Order Template

• Exhibit C – Notice to Proceed Template

Contract – 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.

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

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 related to audio-visual equipment diagnostics, maintenance, and break-fix repairs.

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 plan participants' and beneficiaries' retirement security by prudently investing and managing trust assets and delivering benefits that positively impact members’ lives.

TRS strives to provide a simple, user-friendly environment, relying on A/V and conferencing capabilities as a cost-effective way to provide collaboration and digital workplace opportunities to help meet its fiduciary responsibility and mission to service its membership.

TRS has a conference room design standard for all new and retrofit installation and the Contractor is expected to follow that standard to have the same user experience regardless of the conference room.

The TRS enterprise is comprised of three campuses: The Alpha/Bravo buildings, (located at 1900 Aldrich in Austin, Texas,) Headquarters, (located 1000 Red River in Austin, Texas,) and one international office located in London, England. Support for the London office and any other international office in the future may be supported under this Contract.

All Video Conferencing rooms will be included under this contract, but the rooms that need QSYS support are listed below. These rely on an integrated A/V system with control panels, network switches, cameras, microphones, and the appropriate miscellaneous pieces of gear to connect them all. Currently, the room list is as follows:

Alpha has five rooms that rely on integration, all use Logitech Tap control surfaces integrated with a QSYS Core control. The remaining rooms utilize the Logitech Tap Video Conferencing system. Those rooms will require less support, as TRS will handle most of the upkeep.

1. RM ALP.1-2004 (Longhorn)

2. ALP.6-2000 (The Trading Desk)

The Oaks (3 rooms, a combinable space):

3. ALP-4.1002 (Live Oak)

4. ALP 4-1004 (Post Oak)

5. ALP-4.1007 (Red Oak)

Bravo (Count TBD) – (TRS has not completed its move into the Bravo building but that process will be complete by the end of June 2025).

This list is subject to change, and the Service Contract will reflect any changes made to the room list.

2. Description of Work

Contractor will provide services related to audio-visual equipment diagnostics, maintenance, repairs, replacement, and installation. Exact service specifications and quantities will be provided in a work order to the vendor that will include due dates and instructions. There is no guaranteed minimum amount of Work or Work Orders. As circumstance and work demand, the Contractor will bill TRS for both/either Technician Labor and/or Programmer Labor; these line items will be detailed in the Respondent’s quote and work order.

a. Equipment Diagnostics and Maintenance Technical Approach: Routine maintenance and frequent check-ins to ensure equipment is operating as intended.

Key Personnel: Trained technicians with an intermediate knowledge in diagnostics, maintenance, and back-end, integrated coding in the QSYS ecosystem Communication: TRS will reach out, via e-mail, to schedule on-site maintenance and check-ins.

Respondent will respond within three (3) business day to confirm receipt Resource Requirements: Similar to diagnostics, TRS will outline the problems needing repair via e-mail.

Timeline: Normal maintenance is to be completed within five (5) business days of the scheduled start date, barring any unforeseen technical issues.

b. Break-Fix Repairs (SOS Maintenance)

Technical Approach: Implement repairs based on diagnostics, using appropriate tools and techniques to resolve identified problems.

Key Personnel: Trained technicians or programmers with advanced expertise in diagnostics, maintenance, and back-end, integrated coding in the QSYS environment Communication: TRS will reach out, via e-mail, to schedule SOS Break-Fix Repair. Respondent will respond within 1 business day to confirm receipt Resource Requirements: Similar to diagnostics, TRS will outline the problems needing repair via e-mail.

Timeline: Urgent issues (SOS maintenance) are to be completed within three (3) business days of the initial TRS communication via email.

C. Deliverables

Broadly, the deliverables will include providing maintenance, accurately diagnosing any equipment non-performance, repairing equipment when possible, and replacing/installing equipment when necessary.

Each Work Order will list the deliverables needed for TRS.

All work order communications will be via email and the vendor will submit invoices through the TRS PAVES system for approval and payment.

D. Acceptance Criteria for Deliverables

Acceptance criteria will be dependent on the agreed upon Work Plan for each Work Order. Deliverable acceptance criteria will be based on requirements identified in the Work Order and agreed to.

To confirm acceptance of these services, for example that a specific issue has been rectified or a room is in a functioning state, a member of the TRS AV Team (i) will sign off on all repairs on-site on the day of service and (ii) follow up with a confirmation e-mail within five (5) business days post initial sign off stating the repairs are to TRS’ satisfaction. When the TRS AV Team determines a deliverable does not meet requirements, they will identify the deficiencies, email that information to the Contractor, and provide a reasonable amount of time to correct it but no longer that five (5) calendar days.

Contractor shall not invoice TRS for a deliverable that has not been accepted by TRS in writing. TRS has no obligation to pay for non-conforming deliverables.

E. Reporting

TRS requires a repair schedule to be provided prior to Respondent's onsite presence. TRS also requires a daily maintenance report to track all changes made during repairs. This will include, but not be limited to, any troubleshooting steps to diagnose the issue, any equipment replaced, and all testing done to confirm a successful repair. Reports will be needed on a per project basis only.

F. Accommodations and Equipment

Housing: The Contractor will not be housed at TRS and will not require a space or desk.

Equipment Needs: The Contractor will need to check out a contractor badge from TRS Security upon arrival and will be required to return badge at the end of their visit.

Consequences for Non-Return/Damage: There are legal consequences for not returning equipment or for damaging TRS property.

G. 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.

Contractor will submit invoice upon completion and written acceptance of Work Order. Contractor’s invoice shall also include Work Plan, Notice to Proceed, Work Summary and TRS email Sign Off of completed work.

Invoicing shall be in compliance with Contractor Price Form for hourly rates and discounted MSRP. In instances with purchase of equipment, Contractor shall provide MSRP documentation.

TRS will not reimburse Contractor for Travel Costs.

H. 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:

- AV Team Lead

- Client Services Director

- TRS AV Team Distribution Email

- TRS IT Business Administration Distribution Email

Day to Day activities will be between TRS’ AV Team Lead and Contractor’s Project Manager. Any escalation will go to the AV Team Lead and Client Services Director and Contractor’s Project Manager.

On a calendar quarter basis, Contractor’s Project Manager shall meet with TRS’ AV Team Lead 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.

TRS000524

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

I. Key Personnel - 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 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’ 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:

1. Obtains a TRS user ID or password

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

3. 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.

J. 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:

1. Provide all Deliverables following target due dates

2. Per project, Status reports will be given at the end of each working day, and at the completion of the project

3. 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

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

5. Timely respond to TRS staff questions within one business day

6. Any normal maintenance requests will be completed within five (5) business days, and any emergency maintenance requests, as designated by TRS, will be completed within two (2) business days

7. A TRS AV Team member must inspect and approve all completed work before Contractor submits its invoice

K. 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’ 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.

Procedures for Work Orders (WOs)

Procedures for Work Orders

A. Introduction

TRS may order Work within the Scope of Work described in this Contract only by issuing Work Orders as described below. TRS will not pay for any Work under this Contract unless it is performed in accordance with a Notice to Proceed as described below. There is no guaranteed minimum amount of Work or Work Orders.

B. Work Orders

1. At any time during the Contract, TRS may issue a Work Order. Work Orders must be in writing and signed by TRS. Template attached as Exhibit B.

2. Each Work Order shall include:

a. The Contract number and name;

b. The Work Order number;

c. Estimated start and end dates for the Work described in the Work Order;

d. The name and contact information of the TRS Project Manager and any other TRS contacts;

and

e. A description of the Work to be performed.

3. A Work Order may include additional information or requirements at the discretion of TRS.

C. Work Plans

1. Please see Description of Work above in regards to timelines on scheduled work to be done.

TRS may specify a different, reasonable deadline for the Work Plan. The Work Plan is a proposal to be prepared at the Contractor’s expense.

2. The Work Plan shall include:

a. The Contractor’s name;

b. The Contract number and name;

c. The Work Order number;

d. The name and contact information of the Contractor’s Project Manager;

e. A description of the steps the Contractor will undertake to complete the Work;

f. A timeline for completion of the Work, including dates for all milestones and deliverables;

g. An itemized budget that conforms to the Contract price list;

h. Key personnel that will be assigned to the Work Order, with labor classifications, if applicable;

i. Any additional information requested in the Work Order; and

j. Contractor’s signature with printed name and job title.

3. If this Contract includes a HUB Subcontracting Plan (HSP), the Work Plan must confirm that all subcontractors to be used are listed on the HSP. If the Contractor intends to use other subcontractors, it must follow proper procedures to amend the HSP within the 14 days allowed for submitting a Work Plan.

D. Work Plan Review

TRS may review the Work Plan and either approve it or request changes. If TRS requests changes, Contractor shall re-submit the Work Plan to the TRS Project Manager within seven calendar days.

E. Notice to Proceed

If TRS approves a Work Plan, TRS will issue a Notice to Proceed approved and signed by the TRS Project Manager. The Notice to Proceed adopts the Work Plan, including the budget and timeline.

A signed Notice to Proceed authorizes Contractor to immediately begin the Work described in the Work Plan, unless the Notice to Proceed or the Work Plan states a later start date for all or part of the Work. Time is of the essence, unless the Notice to Proceed states that time is not of the essence.

TRS may issue a Limited Notice to Proceed for a portion of the Work outlined in the Work Plan. If a Limited Notice to Proceed is issued, TRS may at a later date issue a full Notice to Proceed.

TRS will only reimburse the Contractor for the Work that has been approved in the Limited Notice to Proceed or the full Notice to Proceed.

F. Invoices

Contractor must submit a separate invoice for each Work Order and only for the work that has been completed and approved by TRS Project Manager. Each invoice must include the Work Order number and any Work Order title. Work Order invoices must conform to the Contract.

G. Revising Work Orders and Work Plan

1. TRS may issue a Revised Work Order at any time during the term of a Work Order. A Revised Work Order shall identify the Work Order it is revising and meet all requirements of a Work Order stated in Article 2. Upon receiving a Revised Work Order, Contractor shall continue Work under the previously approved Work Plan, unless TRS instructs the Contractor to stop all or part of the Work.

2. Contractor shall submit a Revised Work Plan within three calendar days after TRS issues a Revised Work Order. A Revised Work Plan shall meet all requirements of a Work Plan stated in Article 3.

3. TRS may review the Revised Work Plan and either request changes or approve it by issuing a Revised Notice to Proceed. A Revised Notice to Proceed supersedes and replaces the original Notice to Proceed and adopts the corresponding Revised Work Order and Revised Work Plan. A Revised Notice to Proceed shall meet all requirements of a Notice to Proceed described in Article 5.

H. Termination

TRS may terminate a Work Order with a notice. Termination may be for cause, convenience, or force majeure. Contractor will stop Work as soon as practicable after termination. Upon termination, Contractor may request payment for completed and accepted Work. In case of termination for convenience or force majeure, Contractor may also request payment for partially performed Work, and for timely, reasonable expenses directly attributable to termination. TRS shall not be liable for anticipated profits, unabsorbed overhead, interest on borrowing, or other damages not specifically stated in this Contract.

Notices, Representatives, and Records

Location

This is a placeholder for the approved and signed document.

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.

https://www.trs.texas.gov/TRS%20Documents/notices-representatives-records-location.pdf

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

ITEM UNIT

PRICE

PER

UNIT

Standard Technician Rate Hour

After Hours Technician Rate Hour

Standard Programing Rate Hour

After Hours Programming Rate Hour

ITEM PERCENTAGE

Respondent percentage discount per unit off MSRP to TRS for any required replacement equipment purchases

Respondent percentage discount per unit off MSRP to TRS for any required new equipment purchases

Reimbursement is limited to direct costs (no indirect costs). All reimbursement requires pre-approval within the Work Order by the TRS Project Manager, before the cost is incurred. Respondents shall propose fully loaded, firm, fixed prices in PAVES when submitting their proposal. Prices shall include all costs of performance, including materials, travel, equipment, labor, communication, and planning to successfully complete all services.

Contractor shall timely submit invoices following completed and approved Work Orders. Contractor shall not increase fees at any time during the term of the Contract, including any renewal options.

Insurance Requirements

Insurance Requirements

A. Coverages Required

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

Workers’ Compensation Insurance:

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

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.

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

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.

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

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.

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 10 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 10 days. The certificate of insurance shall set out any deductible or self-insured retention amounts for each coverage required.

Required Additional Provisions

All policies of insurance shall include the following provisions:

• Waiver of subrogation in favor of TRS, its…