ESBD_489543_1771365919406_TRS000638_Addendum 1-FINAL.pdf

Teacher Retirement System of Texas (TRS)

February 17, 2026

ADDENDUM No. 1

TO

SOLICITATION NO. TRS000638

FOR

TRANSCRIPTION SERVICES

DEADLINE FOR SUBMISSION OF QUESTIONS: FEBRUARY 24, 2026, @ 4:00 P.M., CENTRAL TIME

DEADLINE FOR SUBMISSION OF BIDS/PROPOSALS: March 11, 2026, @ 5:00 P.M., CENTRAL TIME

LISTED BELOW YOU WILL FIND THE DOCUMENTATION FROM THE PRE-PROPOSAL CONFERENCE

HELD ON FEBRUARY 17, 2026.

ISSUED BY:

Dietrich Sanders, Contract Specialist Date: February 17, 2026

NOTE: VENDORS ARE REQUESTED TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND DATING BELOW AND INCLUDING WITH SUBMITTED RESPONSE. RESPONSE MAY BE CONSIDERED NON-

RESPONSIVE IF THIS COVER PAGE IS NOT SIGNED AND RETURNED.

RESPONDENT SIGNATURE DATE

Pre-Proposal Conference Documentation

Attachment A: Agenda Attachment B: Attendees Attachment C: PAVES Overview PowerPoint Attachment D: VetHUB HSP Presentation Attachment E: VetHUB Subcontracting Plan (HSP)

PRE-PROPOSAL CONFERENCE

Solicitation Number: TRS000638 Solicitation Name: Transcription Services

Date: February 17, 2026, at 2:00 p.m., Central time Conference held via Microsoft Teams Meeting

Panel Members TRS Procurement & Contracts Dietrich Sanders

TRS VeTHUB Coordinator Blender Hill

TRS Project Team Katherine Farrell, Secretary to the Board (Executive)

Agenda

I. Opening and House Keeping – Dietrich II. Introduction of Panel and Roles – Panel

III. Roll call of vendor participants on Conference Call IV. Minimum Qualifications and Initial Submission Compliance Screening – Dietrich V. Response Requirements – Dietrich

VI. Quick Overview of Draft Contract – Dietrich VII. TRS Overview and Scope of Work – Katherine

VIII. VetHUB Requirements – Blender IX. TRS’ PAVES system – Dietrich X. Questions and Answers – Panel

XI. Wrap-up of Pre-Proposal Conference – Dietrich

PRE-PROPOSAL CONFERENCE

SOLICITATION NAME: Transcription Services

SOLICITATION NUMBER: TRS000638

DATE: February 17, 2026, 2:00 p.m., Central time

(Per the TRS solicitation document, all attendees to the pre-proposal conference have agreed to allow TRS to include their name and e-mail in the pre-proposal virtual sign-in sheet that will be included with an addendum following the pre-proposal conference.)

Brian Nelson, Bharat Nautiyal, Victor Jones, Paul Miller Prime ___X___

Company Name: Diskriter, Inc. Sub _______

Address: 370 Castle Shannon, Blvd# 10499, Pittsburgh, Pennsylvania 15234 Active HUB __No______

Phone No. 412-465-1214 Fax No. n/a E-Mail: business.coordinator@diskriter.com

Brief Description of Services Company Provides: Diskriter, Inc. is a nationwide provider of HIM solutions. Our core services are medical transcription, ASP dictation and speech recognition systems, coding, auditing, computer-assisted coding, ICD-10 transition assistance, HIM interim management and clerical support. Diskriter. Inc. is a proud member of AHIMA, and is active with PHIMA.

HIM Services, has been asked to serve as President of PHIMA for 2013. She was President of the organization in 2011.

List all Attendee Name(s): Graciela Zozaya Ian McCamey

List all Attendee Name(s):

Company Name: MasterWord Services Sub _______

Address: 303 Stafford St. Houston TX 77079 Active HUB __No______

Phone No. 346-907-6498 Fax No. n/a E-Mail: gzozaya@masterword.com

Brief Description of Services Company Provides: MasterWord Services, Inc. is a global leader in translation, localization, and interpretation services. Over the past 33 years, MasterWord has been providing comprehensive language services to clients across industries. Our services include in-person, over-the-phone, virtual and on-demand video interpreting, written translation services and related services, as well as training and assessments. Our interpreting and written translation services in over 250 spoken languages plus American Sign Language and related services.

List all Attendee Name(s): Jennifer Conroy Prime __X____

Company Name: Conroy Transcription Services, LLC Sub _______

Address: 14245 S. 48th Street, Suite 119, Phoenix, AZ 85044 Active HUB ___No_____

Phone No. 480-228-9617 Fax No. E-Mail: jconroy@conroytranscriptionservices.com

Brief Description of Services Company Provides: Conroy Transcription Services provides professional transcription of committee meetings, administrative hearings, law enforcement proceedings, and government meeting minutes. We also support the healthcare industry with medical transcription services. Our team delivers professionally formatted transcripts with speaker identification and timestamping as required. We work collaboratively with agency staff to ensure each transcript meets the specific standards and expectations of the organization.

PAVES

ACCOUNT REGISTRATION AND

ACTIVATION

Overview

Presenter Notes Presentation Notes In order to work with TRS, you will be required to create an account in PAVES. This will allow you to submit proposals through PAVES, view executed contracts and Purchase Orders, and submit invoices through PAVES. Please note that 2-factor authentication with a cell phone is required, and due to cyber security reasons we are only allowed to do the 2FA with cell phones, however the 2-factor authentication is currently disabled but will be enabled again soon.

Account Registration and Activation – if your company does not already have a PAVES account set up, and you want to participate in this Solicitation, you will need to Register in PAVES first.

[next slide]

TRS External Website

1. Go to https://www.trs.texas.gov/Pages/Homepage.aspx

2. Click “PROCUREMENT” at the top of the page

Presenter Notes Presentation Notes The way to do this is to go to our TRS website Click ‘Procurement’ https://www.trs.texas.gov/Pages/Homepage.aspx

TRS External Website

• Click on ‘PAVES’ on the left side

New Supplier Registration

• Click ‘Open the Portal’ to create a supplier account or login if you already have a PAVES account.

• Instructions for navigating PAVES are under “Job Aids for Suppliers” section

Presenter Notes Presentation Notes Then click “Open the Portal”

There are instructions for navigating PAVES at the bottom of the page under the ‘Job Aids for Suppliers’ section.

Supplier Registration

To register, click on “New Supplier Registration”

Complete Company Information

1. Fill in your company information

2. Click ‘Register’

3. If you receive an email notifying you that your registration has been rejected, it is most likely because your company is already registered in PAVES and you just need to be added as a contact to your company account. If this happens, please reach out to PAVESHelp@trs.texas.gov for assistance. Copy your P&C rep on all emails to PAVES Help.

Presenter Notes Presentation Notes Fill out your company info and the Security Control characters and click ‘Register’ – If you receive an email notifying you that your registration request has been rejected, it is most likely because your company is already registered in PAVES and you just need to be added as a contact to the existing supplier account. If this happens, please reach out to PAVESHelp@trs.texas.gov for assistance. When reaching out to PAVES Help, please always copy me, the P&C rep, so I am always aware of any issues or assistance needed.

mailto:PAVESHelp@trs.texas.gov

Completing the Registration

After registering, your PAVES account may not be fully activated unless you are awarded the resulting contract. At that time, you will be sent an email notification asking you to complete your account set-up and complete the following documents:

• W-9 and Direct Deposit Information

• Additional documents required by the state to set up a vendor

Presenter Notes

Once you are registered, you will be considered a Confirmed Bidder and you’ll be able to view and respond to any TRS posted solicitation. Please note: your PAVES supplier account may not be fully activated until later on, if you are awarded with the contract only then you will receive an email notification asking you to upload all the required documentation to fully activate your account. In the meantime, you may see alerts or messages that your account is missing some information; you can ignore these alerts, as it will not keep you from locating the solicitation or submitting a proposal.

How to locate the RFx if you received an email from PAVES notifying you of the Solicitation

• If logged into PAVES, you can locate the RFx by clicking the tile on the left-hand side, “RFP in Progress”

• Or, click the link in the email notification you received from PAVES to access the RFx

• Remember to follow the instructions found in the “How to Submit a Proposal” Job Aid

Presenter Notes Presentation Notes Now I’ll show how to access a solicitation if you are already an activated supplier or if you are a confirmed bidder. You can participate in the solicitation whether you were notified via a PAVES-generated email or if you just saw the posting online. However, how you locate the solicitation may be different.

If logged into PAVES, you can locate the RFx by clicking the tile on the left-hand side, “RFP in Progress” Or, click the link in the email notification you received from PAVES to access the RFx Remember to follow the instructions found in the “How to Submit a Proposal” Job Aid https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf

How to locate the RFx if you did not receive an email from PAVES or you saw the posting online

After you are logged into PAVES:

• Click the Solicitation tab at the top

• Click on “Show public request for proposals”

• Remember to follow the instructions found in the “How to Submit a Proposal”

Job Aid

Presenter Notes Presentation Notes If you did not receive an email from PAVES [Read slide] – next slide https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf

• Click the pencil icon next to the name of the solicitation you wish to participate.

Note: most solicitations will have two Rounds, one will be the Initial Round and one will be the Question Round. To submit a question during the Q&A period, click the pencil icon next to the Round Name that includes ‘Question Round’ in the title. To submit a proposal to the solicitation, click the pencil icon next to the Round Name that includes ‘Initial Round’ in the title. After the due date for a Round passes, that Round will no longer be visible and you will not be able to submit questions (if the Q&A Round) or a proposal (if the Initial Round) to TRS. It is very important that you complete your response in PAVES and click the ‘Submit’ button before the due date and time. If you miss the PAVES deadline, TRS will not accept late proposals through email.

Presenter Notes most solicitations will have two Rounds, one will be the Initial Round and one will be the Question Round. To submit a question during the Q&A period, click the pencil icon next to the Round Name that includes ‘Question Round’ in the title. To submit a proposal to the solicitation, click the pencil icon next to the Round Name that includes ‘Initial Round’ in the title. After the due date for a Round passes, that Round will no longer be visible and you will not be able to submit questions (if the Q&A Round) or a proposal (if the Initial Round) to TRS. It is very important that you complete your response in PAVES and click the ‘Submit’ button before the due date and time. If you miss the PAVES deadline, TRS will not accept late proposals through email then say: each Round is its own separate Round. When you are in the Question Round and you click ‘validate & submit’, you are only submitting for that Round. You are not also submitting for the Initial Round. You will have to be in the Initial Round and click ‘validate & submit’ in order to submit your proposal to TRS.

[next slide]

Participate in the RFx

• Once you are in the solicitation, you may be requested to confirm participation by clicking “Participate in RFx”

Presenter Notes Presentation Notes You will follow these next few steps no matter which Round you are in (the Initial Round or Question Round or any future Round you are invited to participate in) [Read slide – then go to next slide]

Acknowledge receipt

• You also may be asked to acknowledge receipt of the solicitation

Presenter Notes

[Read slide]

Confirm intention to bid

• Click ‘WILL BID: our intent is to respond to this RFx’

• Click ‘Submit’

Presenter Notes

Developing your Proposal

• The Overview tab is where the solicitation documents are located

Presenter Notes

When preparing your proposal/bid, you will see instructions to review or complete and upload a document; those documents that are referenced are found here in the Overview tab, under the Round Documents section. You can also see general information about this Round [next slide]

Developing your Proposal

• The Questionnaire tab is where the Proposal will be completed

• Click on the double arrows next to the Overview tab to expand and view the individual sections.

• Click ‘Access Questionnaire’ or click directly on the individual section to begin

• Follow instructions for each item/question

• When asked to upload a document, the attachment may be submitted in Word

(.docx), PDF, or Excel (.xlsx) formats; however, please note that Word docs in .doc extension are not allowed (convert to a .docx document to upload) and Excel docs in .xls extension are not allowed (convert to a .xlsx document to upload)

Presenter Notes

Read slide, then say: Do not click on ‘Download in excel format’ to provide answers, you must answer each question in the Questionnaire directly in PAVES. You may ‘download in excel’ only if you would like to review the requirements for this solicitation offline. [next slide]

Question Round

• Open the Question Round to submit questions to TRS

• Click ‘Question Round’ from the left tab or click ‘Access Questionnaire’

Presenter Notes Presentation Notes If you have questions for TRS regarding this solicitation, you can send those in PAVES by opening the Question Round for this solicitation.

Go back to ‘Solicitations > Show public request for proposals’ – click the pencil icon next to the Question Round for this solicitation.

Once you are in the Question Round, click on the ‘Question Round’ tab directly or click ‘Access Questionnaire’

Question Round

• Create a document with your list of questions. Include your company name and solicitation number in the Title of the attachment.

• Upload the document in the space provided under ‘Answer’

• To submit to TRS, click the green ‘Validate & Submit’ button at the top of the page

• Click ‘Submit’ when the message opens asking Do you really want to submit?

Presenter Notes Presentation Notes [Read slide] then read: The remainder of this slide deck contains information about how to navigate PAVES if you are awarded the PO/Contract. Also remember to review the Job Aids for Suppliers for additional PAVES instructions.

[Skip to slide 33]

Post contract award The remaining slides are only applicable if you are selected for contract award. These slides show how you can manage your contracts, internal team, and deliverables in PAVES, as well as how to create an invoice.

PAVES Tasks This is what it will look like once the account has been activated.

1. There are tabs on the side and tabs at the top to see different items

2. Any action items will be listed under the “Validations” section

Presenter Notes

[Read slide] – next slide

Manage Contracts

1. Click “Manage Contracts” under the Contracts tab at the top

2. Click the “pencil” icon to go into the contract record

Presenter Notes

To find a contract….[Read slide] – next slide

Manage Contracts – General Information

This tab provides general information about your contract

Presenter Notes

Manage Contracts - Hierarchy

This tab shows the contract and contract amendments (if any)

Presenter Notes

Manage Contracts - Team

This tab shows your company contacts for that contract and their e-mail addresses.

Presenter Notes

Manage Contracts - Subcontractors

If subcontracting, this tab is where you will enter your subcontractors.

Presenter Notes

Manage Contracts - Deliverables

If your contract requires deliverables, the contract manager will list them here, with due dates associated with them. You and the contract manager will receive notifications when the deliverables are due.

Presenter Notes

Manage Contracts - Communication

You and the contract manager can communicate back and forth through this tab. This will provide a record of the communication and be used for audit purposes.

Presenter Notes

HUB Requirements

If subcontracting any portion of the work, the awarded contractor will be required to:

• Submit PAR forms through the system on a monthly basis

• This is required with or without an invoice

• Set up list of subcontractors in the contract module

Presenter Notes

There are no subcontracting opportunities identified for this solicitation, however, if you are will be subcontracting any portion of the work, you must complete the HSP and submit that with your proposal. If awarded the contract you will be required to submit the Progress Assessment Report (PAR) forms every month the contract is active – this is a requirement every month even if you will not be invoicing every month.

Invoicing

• Every contract will have a PAVES PO record. There will be a separate PO record associated with each fiscal year (Sept – Aug).

• The PO record is used for invoicing.

• You will receive a notification when the PO record is created by

TRS

Presenter Notes Presentation Notes Last I’ll talk a little about invoicing (there is a Job Aid titled ‘Create an Invoice as a Supplier’ that can help you create and submit an invoice that will be helpful.

But I wanted to let you know how it will be set up in PAVES.

[read slide]

PO Record

1. Click “Create Invoice”

Presenter Notes

After you Confirm the PO record, click ‘Create Invoice’ – [next slide]

Create Invoice

• Fill in Invoice Number

• Include Remit-To Address

• Include Service End Date

• A legal pdf copy of the invoice is required to be uploaded under the ‘Legal Invoice’ section.

• Upload any additional necessary documents under the ‘Attached Files’ section.

Presenter Notes

Fill in the required fields and upload the required documentation and click ‘Validate’ and it will route to TRS for approval [next slide]

Questions

Presenter Notes Presentation Notes That’s the overview of PAVES. Remember you have to Register first, unless your company already has an active supplier account in PAVES and Remember to review the ‘How to Submit a Proposal’ Job Aid.

When you begin working on your proposal and have any questions please reach out to me, your P&C rep for this solicitation. And remember when emailing PAVESHelp to also copy me on all of those emails.

Does anyone have any questions for me now?

Blender Hill, TRS VetHUB Coordinator

How to complete a VetHUB Subcontracting Plan (HSP)

Overview

The State of Texas’ Veteran Heroes United in Business (VetHUB)

Program is designed to facilitate the growth and development of service-disabled veteran owned businesses

The Texas VetHUB Program is governed by

Texas Government Code(TGC) 2161

TRS is required to follow TGC 2161 per

TGC 825.514

HUB requirements are for any contract that is $100,000 or more over the life of the contract

(which includes any renewal options) https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/

Guidance for HSP Completion

Who Completes an HSP?

Everyone

Even if you are not subcontracting

Even if you are a VetHUB

Subcontracting?

List all subcontractors on the HSP Form

Including VetHUB and Non-VetHUBs

When do you complete an

HSP?

Submit completed HSP Form with your proposal

If an HSP was not completed with the proposal because TRS determined there were no subcontracting opportunities but the vendor now has a need to subcontract

The anticipated amount was not believed to exceed $100k, but at renewal the contract value has now exceeded $100k.

VetHUB Subcontracting Plan (HSP) Form

HSP Form

HSP Form and Checklist

Section 2 Continuation Sheet

Attachment A

Attachment B

Helpful Links

CPA’s Purchasing Website

VetHUB Reports and Forms

Centralized Master Bidders List

Progress Assessment Report

Please note that the HSP form is located on the Texas Comptroller of Public Accounts’ website at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-continuation-sheet.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-a.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-b.pdf https://comptroller.texas.gov/purchasing/#skip-scroll https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

To begin, ask yourself

Are you subcontracting?

No Document that you are self-performing in Section 3 of the HSP

Form – No Attachments

Yes

With VetHUBs

With VetHUBs and with non-VetHUBs https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf

Attachment A: Texas Certified VetHUBs Performing Work

Complete Attachment A

You are subcontracting with Texas Certified VetHUBs

You are subcontracting with VetHUBs

Complete Attachment A by listing the VetHUBs along with the percentage of work they will be performing

Attach a copy of each VetHUB

CMBL profile to document that they are an active, Texas certified VetHUB https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-a.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Attachment B: When subcontractors are Non-VetHUBs

• Only Non-VetHubs Subcontracting

With:

• Provide Solicitation Documentation

• Document that you solicited at least 3 VetHUBs

• Document that you contacted 2 Trade Organizations

• Small, Minority and Women Business Trade Organizations and Development Centers

Complete Attachment B https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

Attachment B - Solicitation Documentation

Copy of e-mail sent to vendors for each Scope of Work (SOW) Solicited

• By blind coping all the vendors, you can send one e-mail to multiple vendors for each solicited SOW

• Save e-mail so it shows the blind copy recipients

• E-mail should document that vendors had 7 working days to respond

Provide a list of who was solicited for each SOW

• You must solicit at least 3 VetHUB vendors for each SOW solicited

• Provide copy of the VetHUB CMBL profile for each VetHUB solicited

• Don’t forget to contact at least 2 trade organizations for each SOW solicited

Document who provided a proposal and who didn’t

• Document whether or not the vendors solicited provided a proposal for each

SOW solicited

Award • Provide justification of award for each SOW solicited https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Completing the Form

Don’t Forget Complete Section 1 of the Form

Complete Section 4 of the Form

SIGN THE FORM

Reviewing Respondent’s HSP Before Proposal Submission

TRS will provide a cursory review of a respondent’s draft HSP and supporting documentation prior to proposal submission

Contact:

Blender Hill at blender.hill@trs.texas.gov mailto:blender.hill@trs.texas.gov

Continued Monitoring After Award of Contract

Progress Assessment Report (PAR) Form

• Complete a PAR Form and submit with each invoice

• Lists the subcontractors you are paying for that month on the

PAR form

• TRS will reconcile subcontractors listed on the PAR to the subcontractors listed on HSP

• Payment of the invoice will not be approved until the PAR form is reviewed and approved by the TRS VetHUB Department

• If you have a subcontractor that is listed on the PAR that in not on the HSP – TRS will stop payment until resolved

Continued Monitoring After Award of Contract

Changes to HSP

• Once the HSP is approved, you can only subcontract with those subcontractors listed on your HSP unless your HSP is amended

• However, the HSP can be amended at any time

• An HSP amendment must be approved by TRS prior to the subcontractor doing any work

• Same documentation is required for an HSP amendment as the original HSP for each new subcontractor

• If it is discovered that you are using a subcontractor that is not on your HSP, all payment stops until this is resolved

Rev. 12/25

HUB Subcontracting Plan (HSP)

QUICK CHECKLIST

While this HSP Quick Checklist is being provided to merely assist you in readily identifying the sections of the HSP form that you will need to complete, it is very important that you adhere to the instructions in the HSP form and instructions provided by the contracting agency.

If you will be awarding all of the subcontracting work you have to offer under the contract to only Texas certified HUB vendors, complete:

Section 1 - Respondent and Requisition Information

Section 2 a. - Yes, I will be subcontracting portions of the contract.

Section 2 b. - List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to Texas certified HUB vendors.

Section 2 c. - Yes Section 4 - Affirmation

GFE Method A (Attachment A) - Complete an Attachment A for each of the subcontracting opportunities you listed in Section 2 b.

If you will be subcontracting any portion of the contract to Texas certified HUB vendors and Non-HUB vendors, and the aggregate percentage of all the subcontracting work you will be awarding to the Texas certified HUB vendors meets or exceeds the HUB Goal the contracting agency identified in the “Agency Special Instructions/Additional Requirements”, complete:

Section 1 - Respondent and Requisition Information

Section 2 a. - Yes, I will be subcontracting portions of the contract.

Section 2 b. - List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to Texas certified HUB vendors and Non-HUB vendors.

Section 2 c. - No

Section 2 d. - Yes Section 4 - Affirmation

GFE Method A (Attachment A) - Complete an Attachment A for each of the subcontracting opportunities you listed in Section 2 b.

If you will be subcontracting any portion of the contract to Texas certified HUB vendors and Non-HUB vendors or only to Non-HUB vendors, and the aggregate percentage of all the subcontracting work you will be awarding to the Texas certified HUB vendors does not meet or exceed the HUB Goal the contracting agency identified in the “Agency Special Instructions/Additional Requirements”, complete:

Section 1 - Respondent and Requisition Information

Section 2 a. - Yes, I will be subcontracting portions of the contract.

Section 2 b. - List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to Texas certified HUB vendors and Non-HUB vendors.

Section 2 c. - No

Section 2 d. - No

Section 4 - Affirmation

GFE Method B (Attachment B) - Complete an Attachment B for each of the subcontracting opportunities you listed in Section 2 b.

If you will not be subcontracting any portion of the contract and will be fulfilling the entire contract with your own resources (i.e., employees, supplies, materials and/or equipment), complete:

Section 1 - Respondent and Requisition Information

Section 2 a. - No, I will not be subcontracting any portion of the contract, and I will be fulfilling the entire contract with my own resources.

Section 3 - Self Performing Justification

Section 4 - Affirmation

HUB Subcontracting Plan (HSP) In accordance with Texas Gov’t Code §2161.252, the contracting agency has determined that subcontracting opportunities are probable under this contract. Therefore, all respondents, including State of Texas certified Historically Underutilized Businesses (HUBs) must complete and submit this State of Texas HUB Subcontracting Plan (HSP) with their response to the bid requisition (solicitation).

NOTE: When a state agency requires a subcontracting plan, a bid, proposal, offer, or other applicable expression of interest for the contract must contain a plan to be considered responsive.

The HUB Program promotes equal business opportunities for economically disadvantaged persons to contract with the State of Texas.

- - Agency Special Instructions/Additional Requirements - -

In accordance with 34 TAC §20.285(d), a respondent (prime contractor) may demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities if the total value of the respondent’s subcontracts with Texas certified HUBs meets or exceeds the statewide HUB goal or the agency specific HUB goal, whichever is higher. When a respondent uses this method to demonstrate good faith effort, the respondent must identify the HUBs with which it will subcontract. If using existing contracts with Texas certified HUBs to satisfy this requirement, only the aggregate percentage of the contracts expected to be subcontracted to HUBs shall qualify for meeting the HUB goal.

SECTION 1: RESPONDENT AND REQUISITION INFORMATION

a. Respondent (Company) Name: State of Texas VID #:

Point of Contact: Phone #:

E-mail Address: Fax #:

b.

c.

Is your company a State of Texas certified HUB?

Requisition #:

- Yes - No

Bid Open Date:

(mm/dd/yyyy)

Enter your company’s name here: Requisition #:

SECTION 2: RESPONDENT's SUBCONTRACTING INTENTIONS

After dividing the contract work into reasonable lots or portions to the extent consistent with prudent industry practices, and taking into consideration the scope of work to be performed under the proposed contract, including all potential subcontracting opportunities, the respondent must determine what portions of work, including contracted staffing, goods and services will be subcontracted. Note: In accordance with 34 TAC §20.282, a “Subcontractor” means a person who contracts with a prime contractor to work, to supply commodities, or to contribute toward completing work for a governmental entity.

a. Check the appropriate box (Yes or No) that identifies your subcontracting intentions:

- Yes, I will be subcontracting portions of the contract. (If Yes, complete Item b of this SECTION and continue to Item c of this SECTION.)

- No, I will not be subcontracting any portion of the contract, and I will be fulfilling the entire contract with my own resources, including employees, goods and services. (If No, continue to SECTION 3 and SECTION 4.)

b. List all the portions of work (subcontracting opportunities) you will subcontract. Also, based on the total value of the contract, identify the percentages of the contract you expect to award to Texas certified HUBs, and the percentage of the contract you expect to award to vendors that are not a Texas certified HUB.

Item # Subcontracting Opportunity Description

HUBs

Percentage of the contract expected to be subcontracted to HUBs.

Non-HUBs

Percentage of the contract expected to be subcontracted to non-HUBs.

1 % %

2 % %

3 % %

4 % %

5 % %

6 % %

7 % %

8 % %

9 % %

10 % %

11 % %

12 % %

13 % %

14 % %

15 % %

Aggregate percentages of the contract expected to be subcontracted: % %

c. Check the appropriate box (Yes or No) that indicates whether you will be using only Texas certified HUBs to perform all of the subcontracting opportunities you listed in SECTION 2, Item b.

- Yes (If Yes, continue to SECTION 4 and complete an “HSP Good Faith Effort - Method A (Attachment A)” for each of the subcontracting opportunities you listed.)

- No (If No, continue to Item d, of this SECTION.)

d. Check the appropriate box (Yes or No) that indicates whether the aggregate expected percentage of the contract you will subcontract meets or exceeds the HUB goal the contracting agency identified on page 1 in the “Agency Special Instructions/Additional Requirements.”

Yes (If Yes, continue to SECTION 4 and complete an “HSP Good Faith Effort - Method A (Attachment A)” for each of the subcontracting opportunities you listed.)

No (If No, continue to SECTION 4 and complete an “HSP Good Faith Effort - Method B (Attachment B)” for each of the subcontracting opportunities you listed.)

Enter your company’s name here: Requisition #:

SECTION 2: RESPONDENT's SUBCONTRACTING INTENTIONS (CONTINUATION SHEET)

This page can be used as a continuation sheet to the HSP Form’s page 2, Section 2, Item b. Continue listing the portions of work (subcontracting opportunities) you will subcontract. Also, based on the total value of the contract, identify the percentages of the contract you expect to award to Texas certified HUBs, and the percentage of the contract you expect to award to vendors that are not a Texas certified HUB (i.e., Non-HUB).

Item # Subcontracting Opportunity Description

HUBs Non-HUBs

Percentage of the contract expected to be subcontracted to HUBs

Percentage of the contract expected to be subcontracted to non-HUBs.

16 % %

17 % %

18 % %

19 % %

20 % %

21 % %

22 % %

23 % %

24 % %

25 % %

26 % %

27 % %

28 % %

29 % %

30 % %

31 % %

32 % %

33 % %

34 % %

35 % %

36 % %

37 % %

38 % %

39 % %

40 % %

41 % %

42 % %

43 % %

Aggregate percentages of the contract expected to be subcontracted: % %

HSP – SECTION 2

(Continuation Sheet)

Rev. 12/25

Enter your company’s name here: Requisition #:

SECTION 3: SELF PERFORMING JUSTIFICATION (If you responded “No” to SECTION 2, Item a, you must complete this SECTION and continue to SECTION 4.) If you responded “No” to SECTION 2, Item a, in the space provided below explain how your company will perform the entire contract with its own employees, supplies, materials and/or equipment.

SECTION 4: AFFIRMATION

As evidenced by my signature below, I affirm that I am an authorized representative of the respondent listed in SECTION 1, and that the information and supporting documentation submitted with the HSP is true and correct. Respondent understands and agrees that, if awarded any portion of the requisition:

• The respondent will provide notice as soon as practical to all the subcontractors (HUBs and Non-HUBs) of their selection as a subcontractor for the awarded contract. The notice must specify at a minimum the contracting agency’s name and its point of contact for the contract, the contract award number, the subcontracting opportunity they (the subcontractor) will perform, the approximate dollar value of the subcontracting opportunity and the expected percentage of the total contract that the subcontracting opportunity represents. A copy of the notice required by this section must also be provided to the contracting agency’s point of contact for the contract no later than ten (10) working days after the contract is awarded.

• The respondent must submit compliance reports (Prime Contractor Progress Assessment Report – PAR) to the contracting agency, verifying its compliance with the HSP, including the use of and expenditures made to its subcontractors (HUBs and Non-HUBs). (The PAR is available at https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls).

• The respondent must seek approval from the contracting agency prior to making any modifications to its HSP, including the hiring of additional or different subcontractors and the termination of a subcontractor the respondent identified in its HSP. If the HSP is modified without the contracting agency’s prior approval, respondent may be subject to any and all enforcement remedies available under the contract or otherwise available by law, up to and including debarment from all state contracting.

• The respondent must, upon request, allow the contracting agency to perform on-site reviews of the company’s headquarters and/or work-site where services are being performed and must provide documentation regarding staffing and other resources.

Signature Printed Name Title Date (mm/dd/yyyy)

Reminder:

If you responded “Yes” to SECTION 2, Items c and d, you must complete an “HSP Good Faith Effort - Method A (Attachment A)” for each of the subcontracting opportunities you listed in SECTION 2, Item b.

If you responded “No” to SECTION 2, Item c and "Yes" to Item d, you must complete an “HSP Good Faith Effort - Method A (Attachment A)” for each of the subcontracting opportunities you listed in SECTION 2, Item b.

3If you responded “No” SECTION 2, Items c and d, you must complete an “HSP Good Faith Effort - Method B (Attachment B)” for each of the subcontracting opportunities you listed in SECTION 2, Item b.

https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls

HSP Good Faith Effort - Method A (Attachment A) Rev. 12/25

Enter your company’s name here: Requisition #:

IMPORTANT: If you responded “Yes” to SECTION 2, Items c or d of the completed HSP form, you must submit a completed “HSP Good Faith Effort - Method A (Attachment A)” for each of the subcontracting opportunities you listed in SECTION 2, Item b of the completed HSP form. You may photo-copy this page or download the form at https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf

SECTION A-1: SUBCONTRACTING OPPORTUNITY

Enter the item number and description of the subcontracting opportunity you listed in SECTION 2, Item b, of the completed HSP form for which you are completing the attachment.

Item Number: Description:

SECTION A 2: SUBCONTRACTOR SELECTION

List the subcontractor(s) you selected to perform the subcontracting opportunity you listed above in SECTION A-1. Also identify whether they are a Texas certified HUB and their Texas Vendor Identification (VID) Number or federal Employer Identification Number (EIN), the approximate dollar value of the work to be subcontracted, and the expected percentage of work to be subcontracted. When searching for Texas certified HUBs and verifying their HUB status, ensure that you use the State of Texas’ Centralized Master Bidders List (CMBL) - Historically Underutilized Business (HUB) Directory Search located at http://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. HUB status code “A” signifies that the company is a Texas certified HUB.

Company Name Texas certified HUB Texas VID or federal EIN

Do not enter Social Security Numbers.

If you do not know their VID / EIN, leave their VID / EIN field blank.

Approximate Dollar Amount

Expected Percentage of

Contract

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

REMINDER: As specified in SECTION 4 of the completed HSP form, if you (respondent) are awarded any portion of the requisition, you are required to provide notice as soon as practical to all the subcontractors (HUBs and Non-HUBs) of their selection as a subcontractor. The notice must specify at a minimum the contracting agency’s name and its point of contact for the contract, the contract award number, the subcontracting opportunity they (the subcontractor) will perform, the approximate dollar value of the subcontracting opportunity and the expected percentage of the total contract that the subcontracting opportunity represents. A copy of the notice required by this section must also be provided to the contracting agency’s point of contact for the contract no later than ten (10) working days after the contract is awarded.

(Attachment A) http://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://comptroller.texas.gov/purchasing/docs/hub-forms/hub-sbcont-plan-gfe-achm-a.pdf

HSP Good Faith Effort - Method B (Attachment B) Rev. 12/25

Enter your company’s name here: Requisition #:

IMPORTANT: If you responded “No” to SECTION 2, Items c and d of the completed HSP form, you must submit a completed “HSP Good Faith Effort - Method B (Attachment B)” for each of the subcontracting opportunities you listed in SECTION 2, Item b of the completed HSP form. You may photo-copy this page or download the form at https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf.

SECTION B-1: SUBCONTRACTING OPPORTUNITY

Enter the item number and description of the subcontracting opportunity you listed in SECTION 2, Item b, of the completed HSP form for which you are completing the attachment.

Item Number: Description:

SECTION B 2: MENTOR PROTÉGÉ PROGRAM

If respondent is participating as a Mentor in a State of Texas Mentor Protégé Program, submitting its Protégé (Protégé must be a State of Texas certified HUB) as a subcontractor to perform the subcontracting opportunity listed in SECTION B-1, constitutes a good faith effort to subcontract with a Texas certified HUB towards that specific portion of work.

Check the appropriate box (Yes or No) that indicates whether you will be subcontracting the portion of work you listed in SECTION B-1 to your Protégé.

- Yes (If Yes, continue to SECTION B-4.)

- No / Not Applicable (If No or Not Applicable, continue to SECTION B-3 and SECTION B-4.)

SECTION B 3: NOTIFICATION OF SUBCONTRACTING OPPORTUNITY

When completing this section you MUST comply with items a, b, c and d, thereby demonstrating your Good Faith Effort of having notified Texas certified HUBs and trade organizations or development centers about the subcontracting opportunity you listed in SECTION B-1. Your notice should include the scope of work, information regarding the location to review plans and specifications, bonding and insurance requirements, required qualifications, and identify a contact person.

When sending notice of your subcontracting opportunity, you are encouraged to use the attached HUB Subcontracting Opportunity Notice form, which is also available online at https://www.comptroller.texas.gov/purchasing/docs/hub-forms/HUBSubcontractingOpportunityNotificationForm.pdf.

Retain supporting documentation (i.e., certified letter, fax, e-mail) demonstrating evidence of your good faith effort to notify the Texas certified HUBs and trade organizations or development centers. Also, be mindful that a working day is considered a normal business day of a state agency, not including weekends, federal or state holidays, or days the agency is declared closed by its executive officer. The initial day the subcontracting opportunity notice is sent/provided to the HUBs and to the trade organizations or development centers is considered to be “day zero” and does not count as one of the seven (7) working days.

a. Provide written notification of the subcontracting opportunity you listed in SECTION B-1, to three (3) or more Texas certified HUBs. Unless the contracting agency specified a different time period, you must allow the HUBs at least seven (7) working days to respond to the notice prior to you submitting your bid response to the contracting agency. When searching for Texas certified HUBs and verifying their HUB status, ensure that you use the State of Texas’ Centralized Master Bidders List (CMBL) - Historically Underutilized Business (HUB) Directory Search located at http://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. HUB status code “A” signifies that the company is a Texas certified HUB.

b. List the three (3) Texas certified HUBs you notified regarding the subcontracting opportunity you listed in SECTION B-1. Include the company’s Texas Vendor Identification (VID) Number, the date you sent notice to that company, and indicate whether it was responsive or non-responsive to your subcontracting opportunity notice.

Company Name Texas VID (Do not enter Social Security Numbers.)

Date Notice Sent (mm/dd/yyyy)

Did the HUB Respond?

- Yes - No

- Yes - No

- Yes - No

c. Provide written notification of the subcontracting opportunity you listed in SECTION B-1 to two (2) or more trade organizations or development centers in Texas to assist in identifying potential HUBs by disseminating the subcontracting opportunity to their members/participants. Unless the contracting agency specified a different time period, you must provide your subcontracting opportunity notice to trade organizations or development centers at least seven (7) working days prior to submitting your bid response to the contracting agency. A list of trade organizations and development centers that have expressed an interest in receiving notices of subcontracting opportunities is available on the Statewide HUB Program’s webpage at https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php.

d. List two (2) trade organizations or development centers you notified regarding the subcontracting opportunity you listed in SECTION B-1. Include the date when you sent notice to it and indicate if it accepted or rejected your notice.

Trade Organizations or Development Centers Date Notice Sent (mm/dd/yyyy)

Was the Notice Accepted?

- Yes - No

- Yes - No

(Attachment B) https://comptroller.texas.gov/purchasing/docs/hub-forms/HUBSubcontractingOpportunityNotificationForm.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/docs/hub-forms/hub-sbcont-plan-gfe-achm-b.pdf https://comptroller.texas.gov/purchasing/vendor/hub/resources.php

HSP Good Faith Effort - Method B (Attachment B) Cont. Rev. 12/25

Enter your company’s name here: Requisition #:

SECTION B 4: SUBCONTRACTOR SELECTION

Enter the item number and description of the subcontracting opportunity you listed in SECTION 2, Item b, of the completed HSP form for which you are completing the attachment.

a. Enter the item number and description of the subcontracting opportunity for which you are completing this Attachment B continuation page.

Item Number: Description:

b. List the subcontractor(s) you selected to perform the subcontracting opportunity you listed in SECTION B-1. Also identify whether they are a Texas certified HUB and their Texas Vendor Identification (VID) Number or federal Emplioyer Identification Number (EIN), the approximate dollar value of the work to be subcontracted, and the expected percentage of work to be subcontracted. When searching for Texas certified HUBs and verifying their HUB status, ensure that you use the State of Texas’ Centralized Master Bidders List (CMBL) - Historically Underutilized Business (HUB) Directory Search located at http://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp. HUB status code “A” signifies that the company is a Texas certified HUB.

Company Name Texas certified HUB Texas VID or federal EIN

Do not enter Social Security Numbers.

If you do not know their VID / EIN, leave their VID / EIN field blank.

Approximate Dollar Amount

Expected Percentage of

Contract

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

- Yes - No $ %

c. If any of the subcontractors you have selected to perform the subcontracting opportunity you listed in SECTION B-1 is not a Texas certified HUB, provide written justification for your selection process (attach additional page if necessary):

REMINDER: As specified in SECTION 4 of the completed HSP form, if you (respondent) are awarded any portion of the requisition, you are required to provide notice as soon as practical to all the subcontractors (HUBs and Non-HUBs) of their selection as a subcontractor. The notice must specify at a minimum the contracting agency’s name and its point of contact for the contract, the contract award number, the subcontracting opportunity it (the subcontractor) will perform, the approximate dollar value of the subcontracting opportunity and the expected percentage of the total contract that the subcontracting opportunity represents. A copy of the notice required by this section must also be provided to the contracting agency’s point of contact for the contract no later than ten (10) working days after the contract is awarded.

(Attachment B) http://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

HUB Subcontracting Opportunity Notification Form In accordance with Texas Gov’t Code, Chapter 2161, each state agency that considers entering into a contract with an expected value of $100,000 or more shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the contract. The state agency I have identified below in Section B has determined that subcontracting opportunities are probable under the requisition to which my company will be responding.

34 Texas Administrative Code, §20.285 requires all respondents (prime contractors) bidding on the contract to provide notice of each of their subcontracting opportunities to at least three (3) Texas certified HUBs (who work within the respective industry applicable to the subcontracting opportunity), and allow the HUBs at least seven (7) working days to respond to the notice prior to the respondent submitting its bid response to the contracting agency. In addition, at least seven (7) working days prior to submitting its bid response to the contracting agency, the respondent must provide notice of each of its subcontracting opportunities to two (2) or more trade organizations or development centers (in Texas) that serves disabled veterans.

We respectfully request that vendors interested in bidding on the subcontracting opportunity scope of work identified in Section C, Item 2, reply no later than the date and time identified in Section C, Item 1. Submit your response to the point-of-contact referenced in Section A.

PRIME CONTRACTOR’S INFORMATION

Company Name:

Point-of-Contact:

E-mail Address:

State of Texas VID #:

Phone #:

Fax #:

CONTRACTING STATE AGENCY AND REQUISITION INFORMATION

Agency Name:

Point-of-Contact: Phone #:

Requisition #: Bid Open Date:

SECTION A:

SECTION B:

(mm/dd/yyyy)

SECTION C: SUBCONTRACTING OPPORTUNITY RESPONSE DUE DATE, DESCRIPTION, REQUIREMENTS AND RELATED INFORMATION

1. Potential Subcontractor’s Bid Response Due Date:

If you would like for our company to consider your company’s bid for the subcontracting opportunity identified below in Item 2, we must receive your bid response no later than on .

Central Time Date (mm/dd/yyyy)

In accordance with 34 TAC §20.285, each notice of subcontracting opportunity shall be provided to at least three (3) Texas certified HUBs, and allow the HUBs at least seven (7) working days to respond to…