ESBD_512923_1779376973219_TRS000660_PAVES Overview_Pre-Proposal Conference.pdf

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

New Supplier Registration

• Click ‘Login in the PAVES Portal’

New Supplier Registration

• Click ‘Open the Portal’

• Instructions can be found under “Job Aids for Suppliers”

Supplier Registration

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.

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

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 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 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.

Participate in the RFx

• Once you are in the solicitation, click “Participate in RFx”

Acknowledge receipt

• You 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

• Enter a Label and Description for your proposal

• Click ‘Save’

• The Overview tab is where the solicitation documents are located

• The Questionnaire tab is where the Proposal will be completed

• Click on the double arrows next to the Overview tab to see 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 them listed 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

• Contractors may upload the PAR forms with the invoice.

• If subcontracting but not invoicing monthly, the PAR form must be uploaded separately each month.

PO Record

1. Click “Create Invoice”

Create Invoice

• Fill in Invoice Number

• Include Remit-To Address

• Include Service End Date

• A legal copy of the invoice is required

• Upload any necessary documents

• You can include the PAR form with the invoice

Questions

Procurement and Contracts Web Page

• Under ‘Procurement and Contracts’ click ‘TRS PAVES’

Register In PAVES

• Click ‘Register in PAVES’