ESBD_409660_1744313352439_RFP No. TRS000576_Mailing & Printing Svcs_RFP Document_Final.pdf

Solicitation Title: RFP for Mailing and Printing Services Solicitation No. TRS000576

Teacher Retirement System of Texas

Request for Proposals (RFP) Solicitation Name – Mailing and Printing Services

NIGP Class/Item Codes: 966-86,966-76

Anticipated Schedule of Events

April 10, 2025

Issuance of RFP

April 17, 2025, 2:00 PM., Central Time Pre-Proposal Conference attendance is Non- Mandatory

April 23, 3:00 P.M, Central Time Deadline for Submission of Questions

May 6, 2025 3:00 P.M. Central Time Deadline for Submission of Proposals Late Proposals will not be considered

TBD The Teacher Retirement System of Texas (“TRS”) may require that top-ranked Respondents provide presentations, interviews, demonstrations, or site visits as part of the evaluation process.

Solicitation Contents

I. Summary Details II. Definitions

III. Solicitation Overview IV. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Information V. Evaluation Process and Criteria

VI. Proposal Submittal VII. Sample Contract

Solicitation Section I:

Summary Details

I. Summary

1. Purpose/Overview The Teacher Retirement System of Texas (TRS) is soliciting for a blanket agreement for Printing and Mailing Services, Specialty Printing Services, other related Printing and Mailing Services, and Supplies on an as needed basis.

2. Type of Solicitation Request for Proposals (RFP)

3. Issuing Agency Teacher Retirement System of Texas Procurement & Contracts 4655 Mueller Blvd., Austin TX 78723 ATTN: Archana Sastry

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 from consideration for a Contract award:

• Respondent shall be currently engaged in providing high-speed, high-volume mailing and printing services in the Austin, Texas metropolitan area.

• Respondent shall currently be in the commercial mailing and/or printing business producing items similar in type and quantity to those described herein for the past five (5) years.

• Respondent shall have a minimum of five (5) years of experience and proficient in using the data output required for postal discounts by USPS for First Class Standard Mail and periodical mailings.

• Respondent shall provide three (3) work examples.

• Respondent’s office must be located within a 50-mile radius of TRS headquarters in the Mueller Business District in Austin, Texas.

6. Responses to Solicitation

7. Deadline for Proposals

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.

Received by Teacher Retirement System of Texas (TRS) no later than: May 6, 2025, 3:00 PM Central Time.

Each Respondent is solely responsible for verifying TRS’ receipt of its Proposal by the deadline specified in this Solicitation.

8. Initial Contract Term Initial term will be one (1) 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

Archana Sastry, Contracts Specialist archana.sastry@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 April 17, 2025,2:00 PM, Central Time. Pre-Proposal Conference will be held virtually via Microsoft Teams.

**Important note to vendors**To request for an invite, Respondents must e-mail Carolyn Knowles- Sr. Contracts Specialist at: Carolyn.Knowles@trs.texas.gov and cc Archana Sastry: archana.sastry@trs.texas.gov by April 16th, 2025, 3:00 PM Central Time.

By attending the pre-proposal conference, attendees allow TRS to include their name and email address in the pre-proposal conference virtual sign-in sheet to be included with an Addendum posted on the Electronic 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 April 23, 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, by the deadline specified in this Solicitation.

16. Respondent Presentations or Interviews

TRS may request that top-scoring Respondents present an overview of the Services proposed in their Proposals. The presentations will either be performed virtually or in person.

Presentation dates and times will be arranged at a later date.

The number of top-scoring Respondents will be determined by TRS at its sole discretion.

http://www.txsmartbuy.com/sp

Solicitation Section II:

Definitions

II. Definitions

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

1. Agency: Teacher Retirement System of Texas (TRS).

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. BMC: Bulk Mail Center – currently referred to as Network Distribution Center (NDC).

4. BMEU: Business Mail Entry Unit.

5. BRE: Business reply envelope.

6. Business Day: TRS defines a business day as any day the Austin, Texas USPS will accept and process the class of mail being mailed.

7. CASS: Coding Accuracy Support System.

8. Consumables: Goods that are expected to be used within the year they are purchased.

9. CMYK: Cyan, magenta, yellow and black are the four (4) primary colors in pigment which makes up all the colors.

10. 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.

11. Contractor: The Respondent awarded a contract resulting from this Solicitation. The term “Contractor” 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.

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

13. Contract Manager: The person designated by TRS to be the point of contact between TRS and Contractor for the purposes of monitoring Contractor performance and providing day-to-day interaction and instruction during the term of the Contract.

14. Contract Execution: The date the Contract is fully executed by all Parties.

15. CLDS: Customer Label Distribution System (CLDS) is a web-based application that provides mailers with the capability to create, edit, and locally print or submit Intelligent Mail tray label orders online for printing by the National Print Center.

16. Days: Calendar days unless otherwise specified.

17. DBMC: Destination Bulk Mail Center – currently referred to as Destination Network

Distribution Center (DNDC)

18. Deliverable: Unit or increment of work required by the Contract, including such items as goods, services, phase completion, reports, or documents.

19. DMM: Domestic Mail Manual.

20. DNDC: Destination Network Distribution Center – previously referred to as Destination Bulk

Mail Center (DBMC).

21. DPBC: Delivery Point Bar Code.

22. 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.

23. 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.

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

25. IMb: The Intelligent Mail barcode (IMb) is used to sort and track letters and offers greater versatility by allowing many services to be requested and embedded within one barcode.

26. IMcb: The Intelligent Mail Container barcode (IMcb) is designed to be scanned at acceptance and at other points throughout transportation and processing. The IMcb allows each container to be associated with a unique mailing and facilitates tracking of containers throughout the mail processing network.

27. IV-MRT: Informed Visibility Mail Tracking & Reporting (IV-MTR) is a near real-time, single source for all domestic-bound mail and mail aggregate tracking information.

28. Job: A mailing or printing project identified by a TRS work order, and consisting of unique specifications, components, and deadlines.

29. 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.

30. NDC: Network Distribution Center – previously referred to Bulk Mail Center (BMC).

31. NCOALink: The NCOALink Product is a secure dataset of approximately 160 million permanent change-of-address (COA) records consisting of names and addresses of individuals, families, and businesses who have filed a change-of-address with the Postal Service™. Developed with secure data store technology to increase security of postal customer data and protect the privacy of this information, the NCOALink Product enables mailers to process mailing lists and update lists with new address prior to mailing.

32. 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.

33. ONDC: Origin Network Distribution: Origin Network Distribution Center – previously referred to as Original Bulk Mail Center.

34. OneCode ACS: OneCode ACS allows customers mailing First-Class Mail®, Standard Mail®, and Periodical flats or letters to receive electronic or automated address corrections using the Intelligent Mail barcode.

35. 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.

36. RBMC: Return Bulk Mail Center – currently referred to as Return Network Distribution Center

(RNDC).

37. 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.

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

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

40. RGB: Red, green and blue are the 3 primary colors of light which make up all colors.

41. RNDC: Return Network Distribution Center – previously referred to as Return Bulk Mail Center

(RBMC)

42. 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.”

43. Service Completion Date: TRS defines services completion date as the date when the Austin, Texas USPS accepts the mailing for processing.

44. TRS Materials: All electronic files, originals, artwork, mechanicals, production negatives (draft and final), TRS Mailing Lists, and other information in any format (e.g., physical and electronic) provided by TRS that are necessary for Contractor to perform services under the Contract.

45. UAA: Undeliverable-as-Addressed (UAA) mail is all mail that cannot be delivered to the name and address specified on the mail piece, and must be forwarded, returned to sender.

46. USPS: United States Postal Services.

Solicitation Section III:

Solicitation Overview

III. Solicitation Overview

A. Introduction Contractor shall provide the Teacher Retirement System of Texas (TRS) with off-site printing and mailing services. Printing and mailing services may include, but are not limited to annual statements, annual and monthly net pay change letters, general printing and mailing services, specialty printing services, other related printing and mailing services, and supplies on an as needed basis.

B. Background TRS is an entity of the state of Texas and a service-oriented public pension system providing retirement, healthcare, and related benefit programs for Texas public education employees, retirees, and their beneficiaries (Participants). TRS’ 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.

Currently, the TRS Print Shop can run various in-house work orders utilizing the two Nuvera 144EA Pro machines. Although, these machines have high-speed print engines, there are still some limitations on larger work orders which require outsourcing. This Contract will be used to fulfill work orders that are too large for the TRS Print Shop.

Quantities referenced in this Contract are estimates only based on historical usage, and no minimum or maximum quantities are implied or guaranteed. Actual quantities ordered will be determined based on TRS needs. All services requested by TRS through an awarded Contract will be issued via Work Order.

Solicitation Section IV:

HUB Subcontracting Plan (HSP) Requirements and Information

IV. 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 FY25 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%

C. HUB Subcontracting Opportunities for this Solicitation

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

The TRS has identified possible HUB subcontracting opportunities listed below related to the Scope of Work under this Solicitation; however, this list should not be considered exhaustive. Additional opportunities may be added at the Respondent’s option.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/nigp/

Class Item Description 645 21 Bond Paper (Including Recycled) 645 28 Book Paper (Including Recycled 645 31 Card Stock (Incl. Recycled) 645 32 Coated Paper (Incl. Recycled) 645 35 Cover Stock (Including Recycled) 645 64 Offset Paper (Including Recycled) 645 90 Text Paper (Including Recycled)

D. Finding HUB Vendors

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

Access the CMBL and HUB Directory at: https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do .CMBL Page will default to certain fields already checked - ensure that All Vendors are searched.

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

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

Click the Submit Search button.

Detail List page will default to certain fields already checked.

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

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

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

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

If 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 V:

Evaluation Process and Criteria

V. 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.

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. Mandatory Qualifications

TRS will review the Proposals for compliance with the Mandatory 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 Mandatory Qualifications and submission requirements will advance to the Initial Round evaluation.

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

• Respondent shall be currently engaged in providing high-speed, high-volume mailing and printing services in the Austin, Texas metropolitan area.

• Respondent shall currently be in the commercial mailing and/or printing business producing items similar in type and quantity to those described in this Solicitation for the past five (5) years.

• Respondent shall have a minimum of five (5) years of experience and proficient in using the data output required for postal discounts by USPS for First Class Standard Mail and periodical mailings.

• Respondent shall provide three (3) work examples.

• Respondent must be within a 50-mile radius of the TRS headquarters located in the Mueller Business District, Austin, Texas.

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

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

Evaluation Criteria Weight

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

C. TRS Optional Presentation Round – Selection Criteria: 10 points After 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 Initial 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 presentation quality and ability to meet TRS’ needs.

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

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

E. 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).

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 Initial 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 VI:

Proposal Submittal Instructions

VI. 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 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 the instructions found in “How to Submit a Proposal.”

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

D. Question and Answer Period

All potential Respondents must create an account and review the solicitation before the deadline for submitting proposals. In addition, Respondents should note the deadline to submit questions 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.

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

Solicitation Section VII:

Draft Contract

Teacher Retirement System of Texas

Contract Signature Page

This Contract is entered into effective on the date of last signature below or September 1, 2025, whichever comes later (the “Effective Date”), by and between the Teacher Retirement System of Texas (TRS), with the principal place of business at 4655 Mueller Blvd., Austin, Texas 78723 and [Contractor Name] (Contractor) with a principal place of business at [address, city, state, zip code].

TRS and Contractor are referred to collectively as “Parties” and each, “Party.”

TRS Contract Number: CTR000xxx

TRS Contract Name: Mailing and Printing Services.

The Contract Not to Exceed Amount: $TBD

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 or as otherwise required.

The Effective Date: the date of the latest signature below or September 1, 2025, whichever comes later.

The Expiration Date: [Month] [Day], 2026.

Renewal Option(s): three (3), one-year periods.

Description of Work: Contractor shall provide on an as needed basis off-site printing and mailing services, which may include, but are not limited to: annual statements, annual and monthly net pay change letters, general printing and mailing services, specialty printing services, other related printing and mailing services, and supplies on an as needed basis

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.

Draft Contract - Contract Documents List

Contract Documents List

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

1. Contract Signature Page

2. Contract Documents List

3. Business Associate Agreement (BAA)-HIPPA General

4. TRS General Terms and Conditions

5. Scope of Work

6. Procedures for Work Orders (WOs)/Engagement Release Orders (EROs)/Change Management

Forms (CMFs)

7. Work Orders (WOs)/Engagement Release Orders (EROs)/Change Management Forms (CMFs);

Work Plans; Notices to Proceed (incorporated by reference)

8. Notices, Representatives, and Records Location

9. List of Key Personnel

10. Approved Price Form

11. Insurance Section

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

13. Historically Underutilized Business (HUB) Requirements

14. HSP Progress Assessment Report Form

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

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

17. Information Security Risk Assessment HIPAA Compliance – Supplemental Assessment

(incorporated by reference)

18. Third Party Assessment Form or current SOC 2 Type II reports in lieu of Third-Party Assessment

Form

19. Confidentiality Policy

20. Confidential Information Procedures and Standards

21. Solicitation number TRS000576 posted on April 10, 2025 (incorporated by reference)

22. Exhibits (listed below)

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

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

Draft Contract – Business Associate Agreement (General)

This is a placeholder for the approved and signed document.

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

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

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

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

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

Draft Contract – Scope of Work

Scope of Work

Scope of Work – General Mailing Services and Printing

Mailing Services

1. General Mailing Services

Contractor shall provide the following mailing services on an as-needed basis as specified in a TRS Work Order.

a) Mailing Services: To include folding, inserting, addressing, mail preparation, delivering of mail to USPS and tracking mail piece distribution for general printing and mailing services, specialty and all other related printing and mailing services such as TRS annual mass mailings.

(1) Contractor shall utilize USPS licensed products such as IMb/IMcb, OneCode ACS, NCOALink, CLDS and IV- MTR to provide full-service solutions in the preparation and tracking of TRS mailings.

(2) Contractor shall handle the return or resolution of damaged and UAA mail pieces not accepted by USPS in a manner approved by TRS and specified in the project.

b) Mailing Lists: When a presort vendor is not utilized, TRS will supply a file containing presorted addresses that meet USPS requirements in order to take advantage of the best discounts for TRS that are currently available by USPS. A USPS approved automated software package will be used by TRS to CASS certify and sort the addresses for the correct postal discount. All required forms for CASS certification, including tray labels and the presort mailing lists produced by the automated software package, will be furnished electronically.

Contractor shall be experienced and proficient in using the data output required for postal discounts by USPS for First Class Standard Mail and periodical mailings.

c) Materials: TRS will provide all inserts except for any required BRE(s). Contractor will provide envelopes. All materials used in the performance of these services will be compatible with high-speed automated equipment.

d) Security of Mailing Materials: At all times Contractor shall keep TRS mail materials under locked and secured conditions including during shipping or moving materials from point to point.

e) Return of TRS Mailing Lists: After the completion of the mailing or TRS’ decision not to proceed with the mailing, Contractor shall destroy the electronic file of the mailing list. The electronic records shall be deleted according to the Contractor’s routine procedures (system program) and documented.

Upon request by TRS, Contractor will supply TRS a report summary of destruction of electronic files.

f) Letters and Notices: Letters and Notices will be 8 1/2” x 11” on 20# bond or 60# offset. Letters will be Standard Mail class presorted using LPC Finalists and MailStream Plus Software.

Letters may be First Class Presorted using a USPS approved automated software. Each group Level will be predetermined by the software.

g) Pick-Up: Contractor shall pick-up mailing materials from TRS, 4655 Mueller Blvd. (loading dock around the corning on Robert Browning and Mueller Blvd), Austin, Texas (unless otherwise specified in Work Order). Contractors located outside of Austin, Texas, will be required to pick up from TRS in Austin, Texas, or other specified Austin, Texas locations.

h) Addressing: When applicable, Contractor shall apply address information on each mail piece with address and DPBC in a position specified in TRS Work Order and shall meet all USPS mailing regulations. Associations may provide addresses on pre- printed labels. Reference Section 13. Mailings by Authorized Associations.

i) Folding: Contractor shall fold materials as directed in TRS Work Order and as defined below:

(1) Half fold or letter fold sheets 8 1/2” x 7” up to 8 1/2” x 14” to a final size of either 8 1/2” x 3 2/3” or 8 1/2” x 5 1/2” with one or two parallel folds.

(2) Right angle fold 11” x 17” flat sheets to 8 1/2” x 11” and then to 8 1/2” x 3 2/3” or 8 1/2” x 5 1/2.”

j) Tabbing: Contractor shall provide tabbing when required in TRS Work Order. Contractor is responsible for ensuring all tabbing meets USPS mailing regulations.

k) Cutting: Contractor shall cut flat sheets as necessary as instructed in TRS Work Order.

l) Inserting: Contractor shall provide inserting services to include but not be limited to inserting mail item(s) into envelopes, close and seal flaps.

m) Preparation: Contractor shall prepare, presort and tray the addressed letters in accordance with all

USPS mailing requirements per the latest version of the DMM, Discount Mail, Letters and Cards, in order to achieve the lowest possible USPS rates starting at the 5 Digit Automated letter rate.

n) Volume Requirement: For all projects, Contractor shall maintain the ability at all times to mail a minimum of 350,000 pieces per week. However, Contractor shall execute the mail service schedule with volumes specified in the work order or project plan.

2. Mailing of Annual Statements of Account:

Contractor shall provide the following services on an as-needed basis as specified in a TRS Work Order. TRS will furnish laser printed one-page statements for mailing.

Contractor shall furnish carrier envelope and any required BREs (Business Reply Envelopes). TRS anticipates the following services will be required to mail Annual Statements:

a) Frequency: Once annually - normally in mid-September to October.

b) Quantity: Approximate quantity will be 1,145,000 per mailing. Quantity may vary.

c) Distribution Schedule: Contractor shall mail all TRS permitted mail at USPS facilities Austin, Texas. A pre-established schedule outlining minimum and maximum daily/weekly counts as well as total distribution time will be established as part of the project planning or TRS work order.

d) Sizes: Shall include, but not be limited to the following:

(1) Carrier envelope shall be a number 10, 24-pound window envelope. All carrier envelopes shall include security tint – blue basket weave or equivalent – to prevent visibility of contents.

(Contractor provided)

(2) Statement shall be 8 1/2” x 11” x 20-pound sheet (TRS provided)

(3) Optional Inserts: (TRS provided)

(4) Size: May vary from 3 ½” x 5 ½” to 8” ½ x 11”

(5) Quantity: There may be up to four (4) additional inserts of any size 8 ½ x 11 or smaller

(6) Optional BRE as required. (Contractor provided).

e) Sorting/Preparation: Annual Statements may be mailed in separate groups requiring different inserts as specified in the work order.

f) Folding: Contractor shall perform the following folding services to include but not be limited to

g) folding statements to a final size of 8 1/2” x 3 2/3” to allow for the address to be visible through the envelope window when inserted.

h) Contractor shall return all damaged statements to TRS each business day.

i) TRS reserves the right to deduct one dollar ($1.00) from the invoice for each damaged TRS annual statement.

j) Inserting: Contractor shall perform the following inserting services to include, but not be limited to:

(1) Contractor shall insert folded statements and any (optional) additional inserts into number 10 – 24-pound window envelopes, closing and sealing the envelope flap.

(2) Contractor shall insert only one statement per envelope.

(3) Contractor shall use inserting equipment with a double document detection device, which checks the statement thickness prior to inserting into the envelope, assuring only one statement per envelope.

(4) Contractor shall ensure the address and bar code on the annual statement are visible through the window of the envelope.

(5) TRS reserves the right to deduct two dollars ($2.00) from the invoice for each mail piece returned to TRS due to the Contractor’s improper assembly of materials; i.e.; address bar code is not visible through window.

k) Preparation: Contractor shall perform the following preparation services to include but not be limited to:

(1) Contractor shall prepare and tray the inserted statements to meet the requirements for USPS First Class Presort as specified in the latest version of the DMM.

(2) Contractor shall prepare and tray the inserted statements to meet the requirements for Automated Barcode Presort Discounts and the Carrier Route File sorting requirements.

l) Delivery: Contractor shall provide the following delivery services to include but not be limited to:

(1) Preparation and accurate completion of all required postal forms.

(2) Delivery of prepared statements to USPS Austin, Texas, BMEU with all required completed postal forms.

m) Volume Requirement: Contractor shall meet the following minimum volume requirement to include but not be limited to:

(1) At all times, Contractor shall maintain the ability to mail a minimum of 350,000 pieces per week.

(2) Contractor shall execute the mail service schedule with volumes specified in the TRS work order.

(3) Contractor shall email copy of forms required by USPS showing official USPS stamp to TRS for each mailing for verification of volume, discounts, postage amounts, etc.

n) Return of Un-Mailed Materials:

(1) Contractor shall box all remaining un-mailed envelopes and inserts in new boxes no larger than 11” x 17” x 9”

(2) Contractor shall deliver boxes of all remaining materials within two business days of the completion of each job via FOB Destination prepaid to TRS at 4655 Mueller Blvd, Austin, Texas. (loading document located around the corner at Robert Browning and Mueller Blvd)

o) Quality Control and Issue Management: Contractor shall implement quality control processes to identify common machine and human errors. Issues identified should be logged and tracked for resolution or escalation with a defined incident management process.

p) Print and Mail Service Reports: TRS requires audit reports for reconciliation of what TRS sent to the contractor and what the contractor has mailed. These reports will include the minimum data elements: File ID, Job Name and number, Image Count, File Count, Print Count, Insert Count, Envelope Count, Mail Piece Count, USPS Postal Forms, Scan Dates, Mail Dates and Rates per count for each invoiceable item. Contractor will include a log of issues experienced during the print or mail processing as a standard line item of the daily status reports provided for the duration of the total project distribution schedule.

3. Mailing of Annual 1099Rs:

Contractor shall provide the following services on an as-needed basis as specified in a TRS Work Order. TRS will furnish one-page laser printed mail pieces for mailing. Contractor will furnish carrier envelope and any required BRE. It is anticipated that the following services will be required:

a) Frequency: Once annually - normally in January.

b) Quantity: Approximate quantity will be 350,000 per mailing but quantities may vary.

c) Distribution Schedule: Contractor shall mail all TRS permitted mail at USPS facilities in Austin, Texas. A pre-established schedule outlining minimum and maximum daily/weekly counts as well as total distribution time will be established as part of the project planning.

d) Sizes: Shall include, but not be limited to the following:

(1) Carrier envelopes shall be number 10, 24-pound window envelopes. All carrier envelopes shall include security tint

– blue basket weave or equivalent – to prevent visibility of contents. (Contractor provided).

(2) Mail piece shall be 8 1/2” x 11” x 20-pound sheet (TRS provided).

(3) There may be one (1) additional 8 1/2 x 11” sheet insert as determined by the TRS work order.

e) Folding: Contractor shall provide the following folding services to include but not be limited to:

(1) Folding mail pieces to a final size of 8 1/2” x 3 2/3” with the address visible through the envelope window when inserted.

(2) Contractor shall return all damaged mail pieces to TRS each business day.

(3) TRS reserves the right to deduct one dollar ($1.00) for each mail piece damaged by the Contractor over one-half percent (1/2%) of the total provided quantity.

f) Inserting: Contractor shall perform the following inserting services to include but not be limited to:

(1) Inserting folded mail pieces and any (optional) additional inserts into number 10 - 24-pound window envelope, closing and sealing the envelope flap.

(2) Equipment used for inserting shall have a double document detection device, which checks the mail piece thickness prior to inserting into the envelope, assuring only one mail piece per envelope.

(3) Mail piece address and bar code shall be visible through the window of the envelope.

(4) TRS may deduct two dollars ($2.00) for each mail piece returned to TRS because of Contractor’s improper assembly; i.e.; address bar code is not visible through window.

g) Preparation: Contractor shall provide the following preparation services to include but not be limited to:

(1) Prepare and tray the inserted mail pieces to meet requirements of USPS First Class Presort as specified in the latest version of the DMM.

(2) Prepare and tray the inserted mail pieces to meet requirements for Automated Barcode Presort Discounts and the Carrier Route File sorting requirements.

h) Delivery: Contractor shall provide the following delivery services to include but not be limited to:

(1) Delivery of prepared mail pieces to USPS Austin, Texas, BMEU with all required postal forms.

(2) Contractor shall mail approximately 250,000 pieces per week.

(3) Contractor shall email a copy of forms required by USPS containing official USPS stamp to TRS for each mailing delivered to the USPS for verification of volume, discounts, postage amounts, etc. to TRS.

i) Return of Un-Mailed Materials:

(1) Contractor shall box all remaining un-mailed envelopes and inserts in new boxes no larger than 11” x 17” x 9”.

(2) Contractor shall deliver boxes of all remaining materials within two business days of the completion of each job via FOB Destination prepaid to TRS at 4655 Mueller Blvd, Austin, Texas. (loading document located around the corner at Robert Browning and Mueller Blvd).

j) Quality Control and Issue Management: Contractor shall implement quality control processes to identify common machine and human errors. Issues identified should be logged and tracked for resolution or escalation with a defined incident management process.

k) Print and Mail Service Reports: TRS requires audit reports for reconciliation of what TRS sent to the Contractor and what the Contractor has mailed. These reports will include the minimum data elements: File ID, Job Name and number, Image Count, File Count, Print Count, Insert Count, Envelope Count, Mail Piece Count, USPS Postal Forms, Scan Dates, Mail Dates and Rates per count for each invoiceable item. Contractor will include a log of issues experienced during the print or mail processing as a standard line item of the daily status reports provided for the duration of the total project distribution schedule.

4. Mailing of Tax Table

Contractor shall provide the following services on an as-needed basis as specified in a TRS Work Order. TRS will furnish one-page laser printed mail pieces for mailing. Contractor will furnish carrier envelope and any required BRE. It is anticipated that the following services will be required:

a) Frequency: Once annually, with large distribution, in January but may also be needed in smaller distributions on an as needed basis as requested by TRS.

b) Quantity: Approximately 245,000 per annual mailing but quantities may vary.

c) Sizes: Shall include, but not be limited to the following:

(1) Carrier envelopes shall be number 10, 24-pound window envelopes. All carrier envelopes shall include security tint – blue basket weave or equivalent – to prevent visibility of contents. (Contractor provided.)

(2) Mail piece shall be 8 1/2” x 11” x 20-pound sheet.