ESBD_492396_1773848424024_TRS000637_Solicitation Addendum 1_Final.pdf

Teacher Retirement System of Texas (TRS)

Addendum Number: 1

To

Request for Proposals (“RFP”) Solicitation Name: Mortality and Address Location Services

Solicitation Number: TRS000637

Purpose: This Addendum is issued to extend the proposal due date, amend the Price Form, answer submitted questions and provide the following information and documents. Amended Price Form, Pre-proposal conference list attendees list, VETHUB Subcontracting Plan PowerPoint presentation; PAVES Overview, Registration and Activation PowerPoint presentation.

Issued By:

Carolyn Knowles, Contract Specialist Date: March 18, 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

Solicitation Changes

Solicitation Document

1. The due date for proposals is hereby changed to March 27, 2026, at 3:00 p.m., CST.

2. The RFP Price Form has been amended and is attached to this Addendum and available in PAVES. Respondents must complete and submit amended Price Form with their response.

Submitted Questions and TRS’ Response

Below is a list of questions submitted during the Question and Answer period and TRS’ response.

# Submitted Question TRS Response

1. The RFP indicates that approximately 523,657 annuitant records will be processed monthly and approximately 190,000 inactive member records will be processed semi-annually. It also states that beneficiaries and dependents will be processed on a quarterly basis; however, the RFP does not specify the number of records associated with the beneficiary and dependent population.

Could TRS please clarify whether beneficiaries and dependents are already included within the annuitant population, or if they represent a separate population?

The quarterly file for dependents and beneficiaries referenced in the RFP represents a separate population, specifically they are dependents and beneficiaries associated with Health coverage.

Please see page 27 of the Draft Contract document and the amended Price Form attached hereto.

2. Additionally, the pricing section only includes line items for annuitants (500,000 records) and inactive members (200,000 records). Should vendors assume that beneficiaries and dependents are included within these populations for pricing purposes, or will a separate pricing category apply?

Vendors should include a separate pricing category for the quarterly file of dependents and beneficiaries, with an estimated population of up to 250,000 dependents and beneficiaries associated with Health coverage. The Price Form has been updated to include a line item for this category. Please see the amended Price Form attached hereto.

3. The RFP indicates that TRS may require TX-RAMP certification at its sole discretion for any independent cloud services product covered under this RFP. Could TRS please clarify whether TX-RAMP certification is anticipated to be required for this engagement? If so, is there an estimated range on the cost to become TX- RAMP certified?

TRS will make the determination if a TX-RAMP certification is required when the respondent’s proposed solution is evaluated by TRS’ Information Security department. More information about the TX-RAMP program can be found on the Texas Department of Information Resource’s website:

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp.

4. Will TRS allow use of the DIR contract in lieu of the solicitation’s draft contract?

NO

5. The solicitation requires completion and submission of the Third-Party Assessment Form. Is TRS willing to reconsider submission of this form with the proposal and require instead that only the Respondent selected for award shall complete the form?

As stated in PAVES, Respondent shall either complete and submit an “Information Security – Third-Party Assessment Form (“Form”),” or submit a current SOC 2 Type II report titled “SOC 2 Type II Report” and submit with their proposal.

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

6. Can you clarify whether the TRS Third-Party Assessment Form should be completed by us as the proposing vendor, or if it is intended for any subcontractors or third-party vendors we may use to deliver the services?

The TRS Third-Party Assessment Form should be completed by the party who will be processing and/or storing TRS data.

7. What prompted TRS to issue this RFP at this time? TRS regularly issues competitive solicitations to ensure that TRS is getting the best service for the best value.

8. Should locate services be included within the overall pricing, or should they be proposed as a separate line item?

Location services are a separate line item on the Price Form. Respondents must complete the Price Form as attached to this addendum. Respondents may include prices for optional services on the Price Form.

9. Is the scope of work expected under this RFP larger or different from what is currently being performed (e.g., larger population, inclusion of locate services, or other additional services)?

The solicitation contains the full scope of services for which TRS is soliciting at this time.

10. Approximately how many records will be submitted for the Mortality Analysis? Will this include the full population or only a subset?

The Mortality Analysis will include the full population of approximately 503,101 records. The number of records changes monthly based on additions to the payroll.

11. When is the target start date? The approximate start date is September 1, 2026.

12. Which costs will be included for the RFP scoring of the cost proposal?

As indicated in the RFP on pages 19-29, pricing is 20% of the evaluation criteria. Respondents must complete the Price Form as attached to this addendum. TRS will score the cost based on the best value to TRS. Optional Services will not be included in the evaluation of pricing.

PRE-PROPOSAL CONFERENCE ATTENDEES LIST

Names of TRS Staff and Vendor Representatives that attended the Pre-Proposal Conference.

TRS Panel Members Procurement & Contracts: Carolyn Knowles, Contract Specialist Blender Hill, VETHUB Coordinator Agathe Norman, VETHUB

Pension Services Division: Adrea Bridgeman, Director, Pension Services

Health Division: Chris Herrick, Deputy Chief, Health Plan Operations Monica Bernal, Senior Director of Operations

Legal and Compliance Levan Datashvili , Assistant General Counsel

Vendor Participants

Vinnie Pellegrino vinnie@abltech.com JC Oviedo JC@abltech.com Siva Kalavagunta siva.kalavagunta@intellisavvy.com Tony Rinken trinken@berwyngroup.com mailto:vinnie@abltech.com mailto:JC@abltech.com mailto:siva.kalavagunta@intellisavvy.com mailto:trinken@berwyngroup.com

Jeff Anderson janderson@berwyngroup.com Mike Schoonveld mschoonveld@berwyngroup.com Gloria Yeager gyeager@aisinfo.com Blake Hogan bhoganjr@aisinfo.com Michele Rivera midwestventure23@gmail.com mailto:janderson@berwyngroup.com mailto:mschoonveld@berwyngroup.com mailto:gyeager@aisinfo.com mailto:bhoganjr@aisinfo.com mailto:midwestventure23@gmail.com

Mortality & LocaƟon VerificaƟon Services

TRS000637

Price Form

Pricing is fully loaded, firm, and fixed or based on hourly rates that are inclusive of all costs of performance, including materials, equipment, labor, communicaƟon, and planning to successfully complete Services. Annual pricing is applied to any opƟonal renewal term without price escalaƟon. No amount will be paid for costs or charges incurred that are not listed on this form.

Item Unit Price per unit Estimated Quantities

(Multiplier) Extended Price (Item Price x Est.

Quantities)

Pricing for each monthly TRS Annuitant File

Per record

525,000

Pricing for each bi-annual TRS Inactive File

Per record

200,000

Beneficiary & Dependent File Processing Quarterly

Per record

250,000

Address Location verification

Per record

1,000 per month

Optional Services: Ad-hoc online search

Per record

1,000 per month

Blender Hill, VetHUB Coordinator Blender.Hill@trs.texas.gov

How to complete a Veteran Heroes United in Business (VetHUB) Subcontracting Plan

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 HUB Program is governed by Texas

Government Code(TGC)

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/

HUB Subcontracting Plan (HSP) Form

HSP Form

HSP Form and Checklist

Section 2 Continuation Sheet

Attachment A

Attachment B

Helpful Links

CPA’s Purchasing Website

HUB 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

PAVES

ACCOUNT REGISTRATION AND

ACTIVATION

Overview

TRS External Website

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

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

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

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.

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

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

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

• 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.

Participate in the RFx

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

Acknowledge receipt

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

Confirm intention to bid

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

• Click ‘Submit’

Developing your Proposal

• The Overview tab is where the solicitation documents are located

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)

Question Round

• Open the Question Round to submit questions to TRS

• Click ‘Question Round’ from the left tab 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?

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

Manage Contracts

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

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

Manage Contracts – General Information

This tab provides general information about your contract

Manage Contracts - Hierarchy

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

Manage Contracts - Team

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

Manage Contracts - Subcontractors

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

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.

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.

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

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

PO Record

1. Click “Create Invoice”

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.

Questions

TRS000637_PAVES Overview_Pre-Proposal Conference