ESBD_487185_1770225441402_TRS000656_RFP_Meeting Transcription & Conversation Intelligence Platform.pdf

Teacher ReƟrement System of Texas

Request for Proposals (“RFP”) MeeƟng TranscripƟon & ConversaƟon Intelligence Plaƞorm

SolicitaƟon Number: TRS000656 NIGP Class/Item Codes: 961-72, 208-11, 208-21

AnƟcipated Schedule of Events

February 4, 2026 Issuance of RFP

February 6, 2026, 3:00 p.m., Central Time Deadline for submission of questions

February 27, 2026, 3:00 p.m., Central Time Deadline for submission of Proposals Late Proposals may not be considered

Anticipated week of March 16th Presentations, demonstrations, interviews, and/or site visits by top-ranked Respondents, if requested.

TRS may elect to conduct presentations, demonstrations, interviews and/or site visits as part of the evaluation process.

SolicitaƟon Contents

I. Summary Details II. Definitions III. Summary of Procurement and Services IV. Price Form (separate document) V. Veteran Heroes United in Business Subcontracting Plan Requirements and Information VI. Evaluation Process and Criteria VII. Proposal Submittal Instructions VIII. General Solicitation Instructions IX. Draft Contract (separate document)

SolicitaƟon SecƟon I:

Summary Details

I. Summary Details

Purpose/Overview Teacher Retirement System of Texas (TRS) seeks to identify and contract with one or more vendors providing a meeting transcription and conversation intelligence platform.

Type of Solicitation Request for Proposal (“RFP”) Issuing Agency Teacher Retirement System of Texas (“TRS”)

Procurement & Contracts 4655 Mueller Boulevard Austin, Texas 78723 Attention: Spencer Cummings

Purchasing Authority Competitive procurement per Texas Government Code Section 825.103

Mandatory Requirements and Qualifications Proposals that do not meet the following mandatory requirements/qualifications will be rejected as non-responsive and disqualified:

1. Compliance with evaluation criteria questions located under the Questionnaire subtab in PAVES.

2. Vendor must demonstrate at least 3 years of experience providing enterprise-grade transcription and conversation intelligence solutions.

3. Demonstrate compliance with or intent to comply with the TXRAMP certification for any cloud service proposed under this solicitation, as required by the Texas Department of Information Resources.

4. Solution must natively integrate with major meeting platforms, e.g. Microsoft Teams, Zoom, Google Meet, WebEx.

5. Ability to provide transcription services for meetings hosted in-person, on mobile, or via the desktop.

6. Ability to integrate with Okta Single Sign-On.

7. Ability to integrate with M365 Platform, e.g.

storing transcription within M365.

Responses to Solicitation Respondents are required to submit Responses in TRS’ Procurement and Vendor E-System (“PAVES”). Please see “Proposal Submission Instructions” section on how to create a confirmed bidder account for purposes of submitting a Proposal.

Deadline for Proposals See due date provided in the Anticipated Schedule of Events.

Initial Contract Term The initial Contract term will be one (1) year from effective date of Contract.

TRS Optional Renewal Terms Three (3) one-year optional renewals. If the awarded Contract includes optional renewal terms, proposed annual pricing will be applied to each such term. TRS does not allow for escalation of pricing for renewals under this Solicitation.

TRS Procurement and Contracts Representative for this Solicitation

Spencer Cummings Spencer.Cummings@trs.texas.gov

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

Contact with TRS Staff Upon issuance of this Solicitation, Respondents and their representatives shall not discuss the contents of this Solicitation with anyone (including other Respondents, potential Respondents, or their representatives), other than the TRS Procurement and Contract Representative identified above. Except where one of the Vendors is a reseller, Vendors shall not discuss this Solicitation with other Vendors, as such communication may be viewed as possible collusion, which may lead to disqualification.

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.

TRS Veteran Heroes United in Business Coordinator

Blender Hill

(512) 542-6867 Blender.Hill@trs.texas.gov

10. Solicitation Addenda Changes to items directly impacting the Solicitation will be posted as an Addendum on the Electronic State Business Daily (“ESBD”) located at https://www.txsmartbuy.com/esbd and in PAVES. 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.

Questions and Answers Respondents may submit questions regarding this Solicitation to TRS through PAVES by participating in the Question Round of this Solicitation and following the instructions found in “How to Submit a Proposal.”

Questions must be received no later than the due date provided in the Anticipated Schedule of Events.

Telephone inquiries will not be accepted. Each Respondent is solely responsible for verifying TRS’ receipt of its questions.

Respondent Presentations, Interviews, and/or Demonstrations

TRS may request that top-scoring Respondents present an overview of Services proposed in their Proposals.

Presentations, interviews, and/or demonstrations will be performed virtually. For dates and time see Anticipated Schedule of Events. The number of top-scoring Respondents will be determined by TRS at its sole discretion.

SolicitaƟon SecƟon II:

DefiniƟons

II. Definitions

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

A. Agency or TRS: Teacher ReƟrement System of Texas

B. ArƟficial intelligence (“AI”): (1) A branch of computer science devoted to developing data processing systems that perform funcƟons normally associated with human intelligence, such as reasoning, learning, and self-improvement. (2) The capability of a device to perform funcƟons that are normally associated with human intelligence, such as reasoning, learning, and self-improvement.

C. Bid, Offer, Proposal, or Response: Documents submiƩed by a Respondent in response to this SolicitaƟon. “Response” has the same meaning as “Bid”, “Offer” or “Proposal” when such terms are used in the SolicitaƟon.

D. Contract: The definiƟve wriƩen agreement resulƟng from this SolicitaƟon executed by an authorized representaƟve of TRS and Contractor that formalizes the terms, provisions, covenants, and obligaƟons of the parƟes, including, but not limited to, those contained in this SolicitaƟon.

E. Contract Manager: The person designated by TRS to be the point of contact between TRS and Contractor for monitoring Contract performance and providing day-to-day interacƟon and instrucƟon during the term of the Contract.

F. Contractor or Vendor: The Respondent awarded a contract resulƟng from this SolicitaƟon.

“Contractor” or “Vendor” includes employees, representaƟves, agents, subcontractors, suppliers, and third-party service providers, regardless of how such persons or enƟƟes are employed or contracted.

G. Contractor Key Personnel: Individuals who contribute to the development or execuƟon of a project in a substanƟve, measurable way and whose absence from the project would be expected to impact Contractor’s performance.

H. Days: Calendar days, unless otherwise specified.

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

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

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

L. RelaƟve: 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.

M. Respondent: The individual or enƟty submiƫng an Offer, Proposal, or Response in response to this SolicitaƟon.

N. Responsive Proposal: A Proposal that meets all minimum qualificaƟons and VETHUB and other submission requirements.

O. Services: All requirements, duƟes, schedules, locaƟons, and other items specified in this SolicitaƟon, including Services associated with Contractor’s performance under a Contract resulƟng from this SolicitaƟon. Also referred to as “Work.”

P. Vendor or Contractor: The Respondent awarded a contract resulƟng from this SolicitaƟon.

“Vendor” or “Contractor” includes employees, representaƟves, agents, subcontractors, suppliers, and third-party service providers, regardless of how such persons or enƟƟes are employed or contracted.

Solicitation Section III:

Summary of Procurement and Services

III. Summary of Procurement and Services

A. Introduction

TRS, a public pension fund and enƟty of the State of Texas created pursuant to arƟcle XVI, secƟon 67 of the Texas ConsƟtuƟon and Ɵtles 7 and 8 of the Texas Government Code, issues this SolicitaƟon to select qualified vendors to provide a meeƟng transcripƟon and conversaƟon intelligence plaƞorm. TRS reserves the right to make no award, a single award, or mulƟple awards.

B. Background

1. TRS Pension Fund. 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 plan Participants’ retirement security by prudently investing and managing trust assets and delivering benefits that positively impact Participants’ lives.

2. TRS is procuring a meeting transcription and conversation intelligence platform to improve the accuracy and efficiency of capturing meeting discussions and decisions. The proposed solution is expected to reduce administrative burden by automating note-taking, generating searchable transcripts, and providing actionable summaries. This investment supports transparency, compliance, and operational continuity across hybrid and remote work environments.

C. Services to Be Provided

The selected Respondent shall provide Services in accordance with this Solicitation, inclusive of the Contract. The Scope of Work (“SOW”) located within the Contract portion of this Solicitation contains three main Service categories as follows:

1. MeeƟng TranscripƟon & ConversaƟon Intelligence Plaƞorm.

2. ImplementaƟon of soluƟons.

3. Training and Support Services.

D. TX-RAMP Certification

If TRS, at its sole discreƟon, makes the determinaƟon that TX-RAMP cerƟficaƟon is required, Respondent cerƟfies that for each independent cloud services product covered under this RFP for which TX-RAMP cerƟficaƟon is required: (i) Respondent is currently TX-RAMP cerƟfied or (ii) Respondent cerƟfies that it will obtain level 1 or level 2 TX-RAMP cerƟficaƟon, as applicable, before TRS executes a Contract with Respondent. If Respondent fails to obtain TX-RAMP cerƟficaƟon before the esƟmated Contract execuƟon date, TRS reserves the right to end negoƟaƟons with Respondent and consider the next-most highly qualified Respondent.

Solicitation Section IV:

Price Form

IV. Price Form

Respondents shall propose fully loaded, firm, fixed prices or hourly rates that are inclusive of all costs of performance, including materials, equipment, labor, communicaƟon, and planning to successfully complete Services. If offered, Respondent must provide line-item pricing for each opƟonal feature, product, or service. Annual pricing proposed by Respondent will be applied to any opƟonal renewal term. Price escalaƟon for opƟonal renewal terms is not permiƩed.

Reimbursement is limited to direct costs (no indirect costs) on a case-by-case basis and requires prior wriƩen approval of TRS’ Contract Manager before costs are incurred. Proposed pricing will be evaluated based on fairness, reasonableness, and overall value for TRS. Respondent is required to use the format of this Price Form and its failure to do so may disqualify its Response.

Item Unit Annual Price per unit

Estimated Quantities (Multiplier)

Extended Price (Item Price x Est.

Quantities)

Per-License Pricing (Annual) Year 1 Pricing for 200 Licenses

Each 200

Option Year 2 Pricing for 200 Licenses

Each 200

Option Year 3

Option Year 4

Implementation & Onboarding Fees (If applicable) Implementation & Onboarding Fees, (*If applicable*)

Lot 1

Transcription & Usage-Based Fees (If applicable) Transcription & Usage-Based Fees (*If applicable)

Lot 1

Optional Features & Add-Ons (If applicable) Optional Add-on Feature 1

Lot 1

Optional Add-on Feature 2

Lot 1

Optional Add-on Feature 3

Lot 1

SolicitaƟon SecƟon V:

Veteran Heroes United in Business

(VETHUB) SubcontracƟng Plan Requirements and InformaƟon

V. Veteran Heroes United in Business Subcontracting Plan Requirements and Information

In accordance with section 2161.252 of the Texas Government Code and section 20.285 of title 34 of the Texas Administrative Code, 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 Veteran Heroes United in Business (“VETHUB”) Subcontracting Plan (“HSP”).

A. TRS’ Determination of VETHUB Subcontracting Opportunities

An evaluaƟon of potenƟal subcontracƟng opportuniƟes was conducted in accordance with secƟon 2161.252 of the Texas Government Code and it was determined that there are no probable subcontracƟng opportuniƟes under any anƟcipated Contract(s) resulƟng from this SolicitaƟon. Therefore, TRS does not require that an HSP be submiƩed with Responses. However, if Respondent determines the need to subcontract for any services, materials, or supplies to fulfill Services, Respondent must follow the instrucƟons in SecƟon 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(s) resulƟng from this SolicitaƟon that there are probable subcontracƟng opportuniƟes and require Contractor to submit an HSP at that Ɵme. In addiƟon, 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 wriƩen approval from TRS regarding such subcontracƟng and request a review of an HSP.

Contractor may not uƟlize a subcontractor without prior wriƩen approval from TRS. If an HSP is required, Contractor must complete, sign, and monthly submit a Progress Assessment Report (“PAR”) form via PAVES no later than the last day of the month for the remaining life of the Contract. Failure to submit the PAR form with the invoice will cause delay in payment. The PAR form shall be completed by Contractor, even if Contractor declares “self-performing” on the HSP.

The PAR form will be provided to Contractor following execuƟon of the Contract.

B. Instructions for Completing an HSP

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

hƩps://comptroller.texas.gov/purchasing/vendor/hub/forms.php. If a Respondent intends to subcontract any porƟon of Services to a subcontractor other than a cerƟfied VETHUB, Respondent must retain documentaƟon reflecƟng that it conducted a solicitaƟon as part of a good faith effort to locate a cerƟfied VETHUB to provide the Service.

C. Finding VETHUB Vendors

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

1. Access the CMBL and VETHUB Directory at:

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

2. The CMBL page will default to certain fields already checked. Ensure that ‘All Vendors’ is searched.

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

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

5. Click ‘Submit Search’ buƩon.

6. Detail list page will default to certain fields already checked.

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

8. IdenƟfy VETHUBs on the ‘Results For CMBL Plus VETHUBs’ search page (VETHUB category is on far right).

9. Select VETHUB vendor and click on company name. Use most current lisƟng.

10. Confirm that ‘VETHUB Status’ is “A” (Approved; AcƟve) on ‘Vendor Detail’ page.

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

12. Repeat process unƟl you have found a minimum of three (3) cerƟfied VETHUBs for each subcontracƟng opportunity/area idenƟfied by TRS or your company.

D. Assistance Completing an HSP

TRS will provide guidance to Respondents on navigaƟng State of Texas VETHUB forms.

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

SolicitaƟon SecƟon VI:

Evaluation Process and Criteria

VI. Evaluation Process and Criteria

TRS has exclusive authority under SecƟon 825.103(d) of the Texas Government Code over purchasing goods and services and is statutorily exempt from subƟtles D and F of Ɵtle 10 of the Texas Government Code. In purchasing and contracƟng for goods and services, TRS will select the vendor who represents best overall value for TRS based on the candidate’s qualificaƟons, experience, acceptance of TRS contract terms and condiƟons, proposed pricing, and other relevant factors that are in TRS’ best interests and comply with TRS' fiduciary duƟes. “Best overall value” means a combinaƟon of factors that, in the judgment of the Board, are most consistent with the best interests of TRS.

A. Initial Submission Compliance Screening and Minimum Qualifications

During iniƟal screening, TRS will review Proposals for compliance with submission requirements.

Failure to meet submission requirements may, at any Ɵme, result in a Respondent’s disqualificaƟon. Proposals that do not meet the following minimum qualificaƟons may be rejected as non-responsive and disqualified:

1. Compliance with evaluaƟon criteria quesƟons located under the QuesƟonnaire subtab in PAVES.

2. Vendor must demonstrate at least 3 years of experience providing enterprise-grade transcripƟon and conversaƟon intelligence soluƟons.

3. Demonstrate compliance with or intent to comply with the TXRAMP cerƟficaƟon for any cloud service proposed under this solicitaƟon, as required by the Texas Department of InformaƟon Resources.

4. SoluƟon must naƟvely integrate with major meeƟng plaƞorms, e.g. MicrosoŌ Teams, Zoom, Google Meet, WebEx.

5. Ability to provide transcripƟon services for meeƟngs hosted In-Person, on mobile, or via the desktop.

6. Ability to integrate with Okta Single Sign-On.

7. Ability to integrate with M365 Plaƞorm, e.g. SharePoint for storing transcripƟon.

B. Evaluation: Initial Round

Proposals which meet all minimum qualificaƟons will advance to the IniƟal Round of Proposal evaluaƟon. An evaluaƟon commiƩee will evaluate all Responsive Proposals during the IniƟal Round. TRS may ask quesƟons of or request clarificaƟon from any Respondent about its Proposal during the IniƟal Round. All such quesƟons and clarificaƟon requests shall be provided to Respondents by TRS’ Procurement and Contracts RepresentaƟve. Responses will be scored under best value standards which are in TRS’ best interests using the following general categories for which weights are shown:

Evaluation Criteria Weight Proposed Performance Details 60% Proposed Pricing 40% Total 100%

AŌer IniƟal Round evaluaƟons are complete, TRS may (1) ask all or only top-scoring Respondents to parƟcipate in a PresentaƟon, Interview, and/or DemonstraƟon Round, (2) determine that such a round is unnecessary and ask all or only top-scoring Respondents to parƟcipate in a Best and Final Offer (“BAFO”) Round, or (3) make one or more contract awards based on IniƟal Round evaluaƟons.

C. Evaluation: Optional Presentation, Interview, and/or Demonstration Round – Selection Criteria: 10 points

The PresentaƟon, Interview, and/or DemonstraƟon Round allows Respondents to highlight the strengths and unique aspects of their Responses. TRS may ask quesƟons of or request clarificaƟon from any Respondent during this Round. All such quesƟons and clarificaƟon requests shall be provided to Respondents by TRS’ Procurement and Contracts RepresentaƟve. EvaluaƟon criteria for the PresentaƟon, Interview, and/or DemonstraƟon Round may include, but are not limited to, Respondent’s:

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

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

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

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

AŌer the PresentaƟon, Interview, and/or DemonstraƟon Round, Respondents may be required to submit wriƩen answers to quesƟons asked during this Round. PresentaƟons, Interviews, and/or DemonstraƟons will be individually evaluated by each evaluator, who shall provide a score from 0 to 10, with ten being the highest score. Point allocaƟon for this Round will be used to determine which Respondent(s) are considered for the next round. Points allocated for this Round will not be added to any previous or future round. AŌer this Round is complete, TRS may (1) ask all or only top-scoring Respondents to parƟcipate in a BAFO Round or (2) make one or more contract awards based on PresentaƟon, Interview, and/or DemonstraƟon Round evaluaƟons.

D. Evaluation: Optional BAFO Round

As the BAFO Round is an opƟonal round, TRS strongly encourages Respondents to provide their best pricing and terms with their iniƟal Proposal. TRS may ask quesƟons of and request clarificaƟon from any Respondent during this Round. TRS may also request that any Respondent provide addiƟonal informaƟon during this Round. All such quesƟons and requests shall be provided to Respondents by TRS’ Procurement and Contracts RepresentaƟve. All informaƟon provided to TRS during each round of the evaluaƟon process is taken into consideraƟon in the BAFO Round. Scoring will be based on the same criteria as the IniƟal Round. Points allocated for this Round will not be added to any other round. AŌer this Round is complete, TRS may make one or more contract awards based on BAFO Round evaluaƟons.

Solicitation Section VII:

Proposal Submittal Instruction

VII. Proposal Submission Instructions

Submission Through PAVES

Respondents are required to submit Responses through PAVES. If awarded a Contract, Contractor will be required to set up a PAVES account, which requires:

1. 2-factor authentication with a cell phone

2. A separate login and password to be created for all Contractor contacts, including Contractor’s accounting department

3. Invoices and deliverables to be submitted through PAVES

A. PAVES

PotenƟal Respondents can find informaƟon about PAVES on TRS’ website at:

hƩps://www.trs.texas.gov/Pages/procurement_PAVES.aspx. The following instrucƟons have been developed to assist Respondents in creaƟng and maintaining a PAVES account:

1. PAVES Basic Navigation for Suppliers

2. New Supplier Registration

3. How to Submit a Proposal

4. How to Activate Supplier Profile (if awarded Contract)

B. Creating PAVES Account and Becoming Confirmed Bidder

To become a confirmed bidder in PAVES, Respondent must complete the New Supplier RegistraƟon process. By submiƫng Respondent company’s informaƟon, login credenƟals will be generated by which Respondent can access PAVES. Respondent will then be able to add addiƟonal company contacts, edit it’s profile, and bid on TRS solicitaƟons. The first step is for Respondent to log into the PAVES supplier portal and follow the instrucƟons for New Supplier RegistraƟon. If, aŌer submiƫng registraƟon, Respondent receives an e-mail staƟng that its registraƟon has been rejected, it’s most likely because Respondent has already been registered in PAVES. Respondents should note that a registraƟon request will be rejected if the submiƩed tax ID number already exists in PAVES. In that case, Respondents should contact the PAVES help desk at: PAVESHelp@trs.texas.gov.

C. Submitting a Proposal in PAVES

Once a Respondent is logged into PAVES, it may submit a Proposal by following these instructions:

1. Click the “Solicitations” tab at the top

2. Then, click “Show public request for proposals”

3. Then, click the pencil icon next to the name of the solicitation round in which you wish to participate

4. Then, click “Participate in RFx” (you may be asked to click “I acknowledge receipt of this RFx”)

5. Then, select “WILL BID: our intent is to respond to this RFx”

Respondent should follow the instructions found at “How to Submit a Proposal” to complete the PAVES Questionnaire and submit a Proposal. Respondent should note that any solicitation documents, including Addenda, will be found in the section called “Round Documents” within the Overview tab of the Initial Round.

Solicitation Section VIII:

General Solicitation Information

VII. General Solicitation Information

A. Resulting Contract

A Response is an offer to contract based upon the terms, conditions, and specifications set forth in this Solicitation and does not become part of the Contract, unless, until, and to the extent a formal agreement is executed by authorized representatives of TRS and Contractor.

B. Addenda

Addenda will be created for any changes to the SolicitaƟon. Such changes may concern, for example, deadline dates, responses to quesƟons, the SOW, or updates to aƩached documentaƟon. Addenda will generally be posted to the ESBD or in PAVES. Addenda shall be considered part of the SolicitaƟon and will require acknowledgement via Respondent signature.

No explanaƟons, interpretaƟons, or changes will be considered official or binding, unless stated in a posted Addendum. It is Respondent’s responsibility to ensure review of all Addenda.

C. Cost of Preparing Response

Respondents are responsible for all costs incurred in the preparaƟon and submission of a Response.

D. Quantity and Nature of Work

Respondents are required to inform themselves of all condiƟons which may affect performance or pricing of Services. By submiƫng a Response, Respondents expressly waive claims of misunderstanding as to the quanƟƟes or nature of Work required.

E. Late Responses

It is a Respondent’s responsibility to ensure Ɵmely delivery of a Response to TRS by the due date and Ɵme noted on the first page of this SolicitaƟon. Late Responses may not be considered.

F. TRS’ Acceptance and Rejection of Responses; Solicitation Cancellation

TRS may reject Responses that do not comply with SolicitaƟon requirements or state law. TRS may also accept or reject all or part of a Response, request, in its sole discreƟon, that any or all Respondents correct any perceived minor deficiencies in Responses, or award Contract(s) by item or groups of items in the best interests of TRS. TRS reserves the right to cancel this SolicitaƟon at any Ɵme before Contract execuƟon.

G. Certification of Interested Parties

SecƟon 2252.908 of the Government Code provides that a state agency may not execute certain contracts with a business enƟty, unless the enƟty submits a cerƟficate of interested parƟes form (“Form 1295”) to the state agency at the Ɵme the enƟty submits the signed contract to the state agency. The Texas Ethics Commission has provided a list of Frequently Asked QuesƟons and Form 1295 on its website at hƩps://www.ethics.state.tx.us/filinginfo/1295/ for Respondents’ review. If Contractor meets requirements for submission of Form 1295, Contractor will be given instrucƟons on how to obtain the form at the Ɵme of Contract award.

H. Conflicts of Interest

Respondents shall provide informaƟon concerning known potenƟal, apparent, or actual conflicts of interest with their Response behind the applicable tab. Respondents maintain a conƟnuing obligaƟon to disclose known conflicts of interest during the solicitaƟon process and life of any resulƟng Contract. TRS may refuse to contract with a Respondent or terminate any Contract due to known potenƟal, apparent, or actual conflicts of interest.

I. Protest Procedures

Any protest to this SolicitaƟon or any Contract award resulƟng from this SolicitaƟon shall be governed by 34 Tex. Admin. Code § 51.2 (relaƟng to Vendor Protests and Appeals). All protests, appeals, and stay requests, if any, must be Ɵmely submiƩed to LegalNoƟces@trs.texas.gov.