ESBD_422342_1747941691745_TRS000598_IFB_Vimeo Enterprise Marketing.pdf

Vimeo Enterprise Marketing Solicitation No. TRS000598

Teacher Retirement System of Texas

Invitation for Bid (IFB) Vimeo Enterprise Marketing Solicitation No. TRS000598

NIGP Class/Item Codes: 208-00, 208-21

Anticipated Schedule of Events

May 22, 2025 Issuance of Invitation for Bid

May 30, 2025, 3:00 p.m., Central time Deadline for Submission of Questions

June 12, 2025, 3:00 p.m., Central time Deadline for Submission of Proposals Late Proposals will not be considered

Solicitation Contents

I. Summary Details II. Definitions

III. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Information IV. Evaluation Process and Criteria V. Proposal Submittal Instructions

VI. Sample Contract/Purchase Order

Solicitation Section I:

Summary Details

Vimeo Enterprise Marketing Solicitation No. TRS000598

I. Summary

1. Purpose/Overview The purpose of this Invitation for Bids (“IFB”) is to solicit

Responses from qualified Respondents concerning provision to the Teacher Retirement System of Texas (“TRS”) of Vimeo Enterprise Marketing licenses and software maintenance services.

TRS is seeking a Contractor to provide services, including reseller services, for software maintenance of Vimeo Enterprise Marketing products. Respondent shall provide a quotation for the items requested in this Solicitation.

2. Type of Solicitation Invitation for Bid (IFB)

3. Issuing Agency Teacher Retirement System of Texas Procurement & Contracts P.O. Box 149676 Austin, TX 78714-0185 ATTN: Tiffanay Waller

4. Purchasing Authority Competitive Procurement per Texas Gov’t Code § 825.103 (West 2023)

5. Mandatory Requirements/Qualifications

Proposals that do not meet the following mandatory requirements may be rejected as non-responsive and disqualified from consideration of a Contract award:

Respondent must be an authorized distributor of Vimeo Enterprise Marketing products and provide proof of the authorization.

6. Responses to Solicitation Respondents are required to submit responses in the TRS Procurement and Vendor E-System (PAVES). 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:

June 12, 2025, 3:00 p.m., Central time.

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

8. Contract Term November 1, 2025 – November 1, 2026

9. TRS Procurement and Contracts Representative for this Solicitation

Tiffanay Waller Tiffanay.Waller@trs.texas.gov

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

10. 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 9, 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.

11. TRS Historically Underutilized Business (HUB) Coordinator

Blender Hill

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

12. 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 PAVES portal as an Addendum.

See Subsection VII., A. PAVES, for information regarding PAVES portal access. 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.

13. Questions and Answers Questions regarding this Solicitation must be submitted in writing no later than May 30, 2025, 3:00 p.m., Central time.

See Subsection VIII., D. Question and Answer Period, for information on how to submit questions. 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.

mailto:Tiffanay.Waller@trs.texas.gov 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 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 “TRS 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. Electronic State Business Daily (ESBD): The public-facing website in which applicable government entities post certain competitive procurement solicitations.

www.txsmartbuy.com/sp.

8. 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.

9. 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.

http://www.txsmartbuy.com/sp

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

11. 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.

12. Offer, Proposal, Response or Bids: 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” or “Bids,” 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.

13. 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.

14. 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.

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

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

17. 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. Historically Underutilized Business Subcontracting Plan Requirements and Information

In accordance with Tex. Gov’t Code § 2161.252 (West 1999) and 34 Tex. Admin. Code § 20.285 (2023), 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”).

A. TRS’ Determination of HUB Subcontracting Opportunities

An evaluation of potential subcontracting opportunities was conducted in accordance with Tex. Gov’t Code § 2161.252 (West 1999) and it was determined that there are no probable subcontracting opportunities under any anticipated Contract resulting from this Solicitation. Therefore, TRS does not require that an HSP be submitted with Responses. However, if Respondent determines the need to subcontract for any services, materials, or supplies to fulfill Services, Respondent must follow the instructions in Section III. B and submit a complete HSP with its Proposal for the Proposal to be considered responsive.

TRS may determine at any point during the life of any Contract resulting from this Solicitation that there are probable subcontracting opportunities and may require Contractor to submit an HSP at that time. In addition, if Contractor determines a need to subcontract services, materials, or supplies to a subcontractor at any point during the life of the Contract, Contractor must receive prior written approval from TRS regarding such subcontracting and request a review of an HSP. Contractor may not utilize a subcontractor without prior written approval from TRS. If an HSP is required, Contractor must complete, sign, and submit a Progress Assessment Report (PAR) form to TRS on a monthly basis via PAVES no later than the last day of the month for the remaining life of the Contract.

B. Instructions for Completing an HSP

The HSP form and instructions for how to complete it may be accessed at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php. Respondent shall note the following applicable TRS HUB categories and goals when completing the HSP.

TRS has determined that the following category is applicable to this procurement:

☐ Special Trade Contraction – The goal is 50% ☐ Professional Services – The goal is 10% ☒Other Services – The goal is 25% https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

☐ Commodities – The goal is 35%

Respondents must obtain prior approval from TRS if they wish to make changes to the HSP after it is submitted. In no event, however, will changes made to an HSP be considered after the deadline for submitting Proposals.

C. Finding HUB Vendors

For a list of HUB vendors, Respondents may use the Centralized Masters Bidders List (“CMBL”) and HUB Directory by following these instructions:

Access the CMBL and HUB Directory at:

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

The CMBL page will default to certain fields already checked. Ensure that ‘All

Vendors’ is searched.

Enter the Class and Item codes (leave ‘Item’ blank to select any).

Enter District number to select specific geographic location (leave ‘District’ blank to select all).

Click ‘Submit Search’ button.

Detail list page will default to certain fields already checked.

Check ethnicity fields, gender fields, business description, and any other fields needed. Click ‘Go.’

Identify HUBs on the ‘Results For CMBL Plus HUBs’ search page (HUB category is on far right).

Select HUB vendor and click on company name. Use most current listing.

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

If vendor appears to meet your needs, solicit a bid or response of interest.

Repeat process until you have found a minimum of three (3) certified HUBs for each subcontracting opportunity/area identified by TRS or your company.

D. Assistance Completing an HSP

TRS will provide guidance to Respondents on navigating State of Texas HUB forms.

Respondents are encouraged to seek assistance in completing the HSP from TRS’ HUB Coordinator, Blender Hill, at (512) 542-6867 or at blender.hill@trs.texas.gov.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do mailto:blender.hill@trs.texas.gov

Solicitation Section IV:

Evaluation Process and Criteria

IV. Evaluation Process and Criteria

TRS may cancel this Solicitation, make no Contract awards, award some, but not all, categories of Services, or award one or more Contracts. TRS may also ask questions or request clarification from Respondents at any time during the Solicitation process. All such questions and clarification requests shall be provided to Respondents by TRS’ Procurement and Contracts Representative. Responses will be scored under best value standards that are in TRS’ best interests.

A. Initial Submission Compliance Screening and Minimum Qualifications

During initial screening, TRS will review Proposals for compliance with submission requirements. Failure to meet submission requirements may, at any time, result in disqualification of a Respondent. Proposals that do not meet the following minimum qualifications will also be rejected as non-responsive and disqualified:

Respondent must be an authorized distributor of Vimeo Enterprise Marketing licenses and software maintenance services and provide TRS with proof of such authorization.

B. Pricing

Respondents shall propose fully loaded, firm, fixed prices or hourly rates in PAVES when submitting their Proposal. Prices shall include all costs of performance, including materials, equipment, labor, communication, and planning to successfully complete Services. Prices shall be considered as fully loaded rates, that is, inclusive of all expenses associated with providing Services. No other costs or expenses may be charged to TRS. Contract award will be based on best-value pricing which meets specifications set forth in this Solicitation.

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” 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 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

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

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

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

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

D. Question and Answer Period

All potential Respondents must create an account and review the Solicitation before the deadline for submitting proposals. In addition, Respondents should note the deadline to submit questions 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 Tex. Admin. Code § 51.2 (2024). 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 VI:

Sample Contract/Purchase Order

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

AGENCY:

TO:

Item Unit Total No. Qty Unit Price Price

1 -$ -$ 2 -$ -$ 3 -$ -$ 4 -$ -$ 5 -$ -$

Class-Item: Description Item 1 … Item 2 … Item 3 … Item 4 … Item 5 …

VERY IMPORTANT: TRS IS MOVING

Deliveries

4655 Muell er Bl vd Austin, TX 78723 Deliver to loading dock located on the corner of Mueller Blvd and Robert Browning Street Only

This Purchase Order is issued in accordance with the terms and conditions of -{ fill in information}.

Term of Contract (delivery period after receipt of order or beginning and ending dates of service) TRS General Terms and Conditions are attached and/or incorporated into all Purchase Orders - Acceptance of this Purchase Order indicates vendor agrees to all of the terms and conditions

FOB Destination Deliveries will only be accepted between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding federal and state holidays.

DELIVERY CONTACT: TRS Mail Center, 512-542-6125.

ADDING LIKE AND SIMILAR ITEMS - TRS reserves the option to add or subtract like items or services (including additional locations) to or from this Purchase Order at negotiated price rates during the term of the Purchase Order, including any period of renewal or extension.

Teacher Retirement System of Texas

Rev. 3/2/2022

CTR00XXXXCONTRACT/ PO NUMBER:

STATE OF TEXAS PAC 421

PURCHASE ORDER

Order Date: TBD

VID #____________________________

Vendor name

1000 Red River Street Austin, TX 78701-2698

PCC Code: 9, Gov. Code 825.103

Street Address Austin, TX

To Ensure Prompt Payment, Contract Number Must Be On ALL Receiving Documents & Invoices.

DELIVER TO:

Teacher Retirement System of Texas Attn: Contract No. CTR00XXXX Deliveries:

4655 Mueller Blvd Austin, TX 78723 Deliver to loading dock located on the corner of Mueller Blvd and Robert Browning Street

Teacher Retirement System of Texas

Rev. 3/2/2022

CTR00XXXXCONTRACT/ PO NUMBER:

STATE OF TEXAS PAC 421

PURCHASE ORDER

Order Date: TBD

Austin, TX 78723 Deliver to loading dock located on the corner of Mueller Blvd and Robert Browning StreetVID #____________________________

To Ensure Prompt Payment, Contract Number Must Be On ALL Receiving Documents & Invoices.

Vendor name DELIVER TO:

Teacher Retirement System of Texas Attn: Contract No. CTR00XXXX

4655 Mueller Blvd

1000 Red River Street Austin, TX 78701-2698

PCC Code: 9, Gov. Code 825.103

Street Address Austin, TX

Deliveries after March 31, 2025:

FOREIGN TERRORIST ORGANIZATION: By accepting this purchasing contract, you are confirming that neither you as the awarded vendor, nor the firm, corporation, partnership, or institution, represented by the awarded vendor, or anyone acting for such a firm, corporation or institution is engaged in business with Iran, Sudan, or foreign terrorist organization or with a company that is identified on a list of companies that are prepared and maintained per Tex. Gov. Code 806.051, 807.051, 2252.153.

NOT BOYCOTTING ISRAEL: By accepting this purchase contract, you are confirming that neither you as the awarded vendor, nor the firm, corporation, partnership, or institution, represented by the awarded vendor, or anyone acting for such a firm, corporation or institution boycotts Israel and will not boycott Israel as defined in Tex. Gov. Code 808.001 during the term of the awarded contract/PO.

******VENDOR NOTICE: All electronic communications involving licensure for the software or renewal of software maintenance in this order shall be sent to the TRS Contract Manager e-mail found below. This includes, but is not limited to:

Software Confirmations, Acknowledgements, Licensure Information, Access Codes, Software Keys, Software Serial Numbers, Download Instructions, Support Instructions, Upgrade/Update Information, Maintenance Information, etc.

TRS ACCEPTANCE OF SUCH INFORMATION SHALL NOT BE GRANTED UNLESS IT WAS SENT TO THE E-MAIL ADDRESS LISTED IN

THIS SECTION. ******************

INSURANCE REQUIREMENTS: Vendor shall procure and maintain, in full force at all times, at the vendor's expense for the duration of the project and any extensions thereof, insurance according to the requirements in the soliciation. The vendor shall furnish original Certificates of Insurance, upon request. If vendor does not currently possess the required coverage at time of award, vendor must provide Certificate of Insurances in the required coverage within ten (10) days of Contract execution.

RENEWALS AND EXTENSIONS -This Contract may be renewed by written Purchase Order Change Notice (POCN) for up to one

(1) one-year period. (the number of options may change – that is why it is in yellow)TRS, by written POCN, may extend the Purchase Order for 180 days beyond the expiration of term of the Purchase Order. In executing a renewal or extension, TRS may increase the total Purchase Order amount by an amount up to the original Purchase Order obligation.

Teacher Retirement System of Texas

Rev. 3/2/2022

CTR00XXXXCONTRACT/ PO NUMBER:

STATE OF TEXAS PAC 421

PURCHASE ORDER

Order Date: TBD

Austin, TX 78723 Deliver to loading dock located on the corner of Mueller Blvd and Robert Browning StreetVID #____________________________

To Ensure Prompt Payment, Contract Number Must Be On ALL Receiving Documents & Invoices.

Vendor name DELIVER TO:

Teacher Retirement System of Texas Attn: Contract No. CTR00XXXX

4655 Mueller Blvd

1000 Red River Street Austin, TX 78701-2698

PCC Code: 9, Gov. Code 825.103

Street Address Austin, TX

Deliveries after March 31, 2025:

TRS’ Confidentiality Information Procedures and Standards

Additional Doucmenation Included in this Purchase Order:

TRS General Terms and Conditions (incorporated by reference)

Scope of Work

Information on submitting an invoice in the PAVES portal:

https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf

Web address to the PAVES portal:

https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage

INVOICING: Invoice must include the above contract number and shall be submitted through the TRS Procurement and Vendor E-System (PAVES). Payment will be made to the Vendor within thirty (30) days of acceptance in accordance with the Texas Prompt Payment Act, Texas Government Code § 2251.

TRS P&C Representative:

Quote/Price Form Insurance Requirments

Release of Claims To be included with final invoice

TRS Contract Manager Phone:

TRS Contract Manger Email:

Vendor Contact Email:

TRS Contract Manager:

Vendor Contact Name:

Contact Information

Vendor Contact Phone:

Vendor's Insurance Certificate (incorporated by reference)

Solicitation #TRS00598 and Vendor Responses (incorporated by reference)

This Purchase Order requires the vendor to follow TRS' Confidentiality Policy

This Purchase Order requires the vendor to follow https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/confidentiality_procedures.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-create-invoice.pdf https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://www.trs.texas.gov/TRS%20Documents/confidentiality_policy.pdf

Teacher Retirement System of Texas

Rev. 3/2/2022

CTR00XXXXCONTRACT/ PO NUMBER:

STATE OF TEXAS PAC 421

PURCHASE ORDER

Order Date: TBD

Austin, TX 78723 Deliver to loading dock located on the corner of Mueller Blvd and Robert Browning StreetVID #____________________________

To Ensure Prompt Payment, Contract Number Must Be On ALL Receiving Documents & Invoices.

Vendor name DELIVER TO:

Teacher Retirement System of Texas Attn: Contract No. CTR00XXXX

4655 Mueller Blvd

1000 Red River Street Austin, TX 78701-2698

PCC Code: 9, Gov. Code 825.103

Street Address Austin, TX

Deliveries after March 31, 2025:

Total: $0.00

By:

Purchaser, CTCD, CTCM

SALES TAX EXEMPTION CERTIFICATE: The undersigned claims an exemption from taxes under Chapter 20, Title 122 A, Revised Civil Statutes of Texas, for purchase of tangible personal property or services described in this numbered order, purchased from contractor and/or shipper listed above, as this property or service is being secured for the exclusive use of the State of Texas.

TRS P&C Email:

SHIPPING INSTRUCTIONS: Failure to follow these shipping instructions may result in merchandise being rejected at the receiving dock and/or returned to vendor without notice at vendor’s expense.

1. Agency prefers complete delivery.

2. Agency reserves the right to hold all invoices until complete delivery has been received.

3. Include P.O. Number on packing slips, invoices, cartons, packages, etc.

TRS P&C Phone:

Contract/Purchase Order Documents List:

Contract/Purchase Order Documents List

The entire Contract between TRS and Contractor consists of the Contract Documents listed on this page in the following order of precedence:

• TRS Purchase Order

• Contract Documents List

• TRS General Terms and Conditions

• TRS Confidentiality Policy

• TRS Confidential Information Procedures and Standards

• Scope of Work

• Vimeo License Agreement (if applicable)

• Notices, Representatives, and Records Location

• Price Form

• Insurance Requirements

• Insurance Certificate Submitted by Contractor (incorporated by reference when completed)

• Historically Underutilized Business Subcontracting Plan Requirements and Information

• Release of Claims Form (to be returned with final invoice)

• Exhibits (listed below)

1. TRS Solicitation No. TRS000598 and Related Addenda (incorporated by reference)

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

TRS General Terms and Conditions

As part of the proposal process, Respondents must review the linked document, TRS’ General Terms and Conditions, and provide any redlines with their Proposal. Respondents shall not have another opportunity to submit redlines for consideration. TRS may not award a Vendor a Contract due to excessive redlines.

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

TRS Confidentiality Policy

This Purchase Order requires compliance with the TRS Confidentiality Policy.

This policy can be found at the following link:

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

TRS Confidential Information Procedures and Standards

This Purchase Order requires compliance with the TRS Confidential Information Procedures and Standards.

This policy can be found at the following link:

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 Solicitation No. TRS000598 (the “Solicitation”) to solicit a qualified distributor for Vimeo Enterprise Marketing.

B. Scope of Work

i. 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’ mission is to improve the retirement security of plan participants and their beneficiaries by prudently investing and managing trust assets and delivering benefits that positively impact members’ lives.

TRS reserves the right not to award a contract for the performance of all or part of the Services. This IFB is not exclusive and TRS reserves the right to issue additional solicitations regarding the Services or similar services at any time.

ii. Description of Hardware/Support TRS is seeking an authorized distributor of Vimeo Enterprise Marketing to provide TRS with the software and services identified in this Scope of Work in accordance with the requirements stated in this section B. ii.

Service Period: 11/1/25 – 11/1/26

Account ID: 226935437

Line Item:

Product: Qty:

1 Vimeo Enterprise - Marketing Subscription Term: 11/1/25 to 11/1/26

2 Vimeo Enterprise - Standard Live Auto-Caption CC Upgrade Subscription

Term: 11/1/25 to 11/1/26

Total Usage Caps

Total Annual Bandwidth (GB) 130,000 Total Annual AI Credits 15,000

Bandwidth Overage Rate 0.12 Total Concurrent Streams 3

Total User Seats 20 Total Live Auto CC Hours 30,030

Authenticated User Seat Overage $30.00 Total Studio

Total Admin Seats 10 Encoding Licenses

Total Storage (TB) 30 Total Registrants 1,000

Only bids on items conforming exactly to these specifications, which include proposing only the brand name(s), product make, and usage caps, specified, will be considered in determining an award. No substitutions or alternatives are allowed.

iii. Acceptance Criteria for Deliverables

Deliverable 1: Software Licenses (if applicable) Due Date: At time of license start date.

Acceptance Criteria: License Key or access to software

iv. Invoicing Requirements NOTICE: Vendors are required to 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.

All invoices shall be submitted to TRS on a timely basis, and no sooner than 30 days prior to Contract start date. The Contractor shall submit itemized invoices annually for all services under the Contract. Each invoice presented must include (i) the TRS Contract number; (ii) the Contractor’s Texas Identification Number (TIN); (iii) description of each service provided and the dollar amount attributable to each; and

(iv) the name of the entity or individual to which each service is attributable.

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

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

• Trevor Goodman, Contract Manager

vi. Performance Tracking TRS may consider Contractor performance during the life of the Contract. At the end of each term and before a renewal option is exercised, TRS will provide written feedback to Contractor on Contractor’s performance. 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 in accordance with 34 Tex. Admin. Code §

20.509 (2023). If substantial deficiencies are identified by TRS regarding Contractor performance or competence in the delivery of services performed under the Contract, TRS may require corrective action to correct the deficiencies. TRS will monitor Contractor’s performance and may use the results of this monitoring to evaluate Contractor’s ability to provide adequate services to TRS in this contract or future contracts. If 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:

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

a. Provide all Deliverables in accordance with target due dates;

b. 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;

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

d. Timely respond to TRS staff questions within one to two business days.

vii. Escalation Plan and Good Faith Negotiations

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 and must explain how issues are to be prioritized and resolved and include Contractor’s representatives of increasing authority who have 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 authority to settle the controversy.

Vimeo License Agreement (if applicable)

This is a placeholder for the Vimeo License Agreement (if applicable).

Notices, Representatives, and Records Location

This is a placeholder for the Notices, Representatives, and Records Location form

VI. Price Form

Respondent must enter a price for each item listed in this Price Form.

Unless otherwise described, the price is for one unit of each item (for example, one hour or one widget).

Where the unit is identified as “lump sum,” the price must be given for one complete item (for example, if the item is a contract task, deliverable, or milestone, the price must be given for completion of that task, deliverable, or milestone). If the item is completion of all Services, the price must be given for completion of all Services.

No additional amount will be paid for any costs or charges incurred by the Contractor, which are not listed on the price form.

If the Contract includes renewal options, pricing will be applied to each optional renewal term. Price escalation for renewal terms is not permitted under this Solicitation.

The quantities shown below are either estimated quantities or they are multipliers (weighting factors) used solely for evaluation of pricing.

1 Year

TERM

TOTAL

Item Description Unit Price (per unit)

Estimated Quantities (Multiplier)

Extended Price (Item Price x Est.

Qty)

Vimeo Enterprise - Marketing Subscription

Term: 11/1/25 to 11/1/26

EA 1

Vimeo Enterprise - Standard Live Auto-Caption CC Upgrade

Subscription Term: 11/1/25 to 11/1/26

EA 1

Total

Insurance Requirements

Insurance Requirements

A. Coverages Required

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

i. Workers’ Compensation Insurance:

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

ii. 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.

iii. 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.

i. Renewal Certificates

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

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

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

• Be submitted electronically via PAVES

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

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

• Display TRS as the Certificate Holder

ii. Notices of Change

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

iii. Insurance Certificate

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

iv. Required Additional Provisions

All policies of insurance shall include the following provisions:

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

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

Contractor’s Insurance Certificate (incorporated by reference)

Historically Underutilized Business Subcontracting Plan Requirements and

Information

HUB Subcontracting Plan Requirements and Information

An evaluation of potential subcontracting opportunities was conducted in accordance with Tex. Gov’t Code § 2161.252 (West 1999) and it was determined that there are no probable subcontracting opportunities under this Contract. Accordingly, TRS does not require that Contractor submit an HSP.

TRS may determine at any point during the life of the Contract that there are probable subcontracting opportunities and may require Contractor to submit an HSP at that time. In addition, if Contractor determines a need to subcontract services, materials, or supplies at any point during the life of the Contract, Contractor must receive prior written approval from TRS regarding such subcontracting and request a review of an HSP. Contractor may not utilize a subcontractor without prior written approval from TRS. If an HSP is required, Contractor must complete, sign, and submit a Progress Assessment Report (PAR) form to TRS on a monthly basis via PAVES no later than the last day of the month for the remaining life of the Contract.

Release of Claims (This form must be returned with the last invoice.)

This is a placeholder for the document.

The Release of Claims is required to be signed by the Contractor and submitted with the final invoice. It will become part of the awarded contract.

The Respondent must review the linked document as part of the proposal process https://www.trs.texas.gov/TRS%20Documents/contract_release_of_claims.pdf

Exhibits

Solicitation Number TRS000598 and Related Addenda (incorporated by reference)

Contractor’s Response to Solicitation (incorporated by reference)

HUB Subcontracting Plan Requirements and Information