ESBD_File_332252_TRS000396_Data and Analytics Technical Consulting.pdf

Data and Analytics Technical Consulting Services Solicitation No. TRS000396

Teacher Retirement System of Texas

Request for Qualifications (RFQ) Data and Analytics Technical Consulting Services

Solicitation No. TRS000396 NIGP Class/Item Codes:

920-15 - Assessment and Profiling Services of Software 918-29 - Computer Software Consulting 920-64 - System Implementation & Engineering Services 920-65 - System Requirements Quality Assurance Review 920-76 - Testing of Systems Infrastructure, Components or Software, IT

Services 958-77 - Project Management Services

Anticipated Schedule of Events

August 9, 2023 Issuance of RFP

August 16, 2023, 3:00 P.M., Central Time Pre-Proposal Conference attendance is non- Mandatory.

Conference call/virtual meeting information provided in Item 12 below.

August 18, 2023, 3:00 p.m., Central time Deadline for Submission of Questions

September 8, 2023, 3:00 p.m., Central time Deadline for Submission of Proposals Late Proposals will not be considered

October 4 - 11, 2023 Presentations or Interviews by top-scoring Respondents, if requested. Teacher Retirement System of Texas (“TRS") may elect to conduct presentations/ interviews as part of the evaluation process.

I. Summary

1. Purpose/Overview TRS is seeking a technical consulting firm to assist with the planning, development, and delivery of its overall data management capabilities. The contractor will help the Agency ensure project alignment with and delivery on business goals.

Respondents’ proposals will describe how their firms align with TRS’SSSs technical and business needs. The contract awarded from this solicitation will be work order-based to assist the Enterprise Data & Analytics team in delivering on products and project commitments.

2. Type of Solicitation Request for Qualifications (RFQ)

3. Issuing Agency

Teacher Retirement System of Texas Procurement & Contracts 1000 Red River Street Austin, TX 78701-2698 ATTN: Max Hernandez

4. Purchasing Authority Competitive Procurement per Texas Government Code Section 825.103

5. Mandatory Requirements/Qualifications

Proposals that do not meet the following mandatory requirements will be rejected as non-responsive and disqualified:

Respondent must be an experienced consulting firm with

1. at least 15 years focus assisting clients develop and delivery on enterprise-wide data and analytics strategies to organizations whose workforce is over 1000 employees

2. at least 15 years with a dedicated service offering(s) focused on providing consulting services in the areas of data architecture, data management and data analytics to medium or large public pension or sovereign wealth funds

3. at least 15 years’ experience consulting on data and analytics projects in healthcare, finance, and pension administration business lines.

4. at least 15 years’ experience serving State of Texas agency clients

5. deep experience delivering data engineering, management, and analytics capabilities on modern technologies with expertise in

a. cloud data ecosystems, including Azure Synapse and related Azure architecture, Databricks, Snowflake and other modern data technologies

b. data lakes, data warehouse, and lakehouse modeling and development

c. data sciences with python and R, artificial intelligence, and machine learning

d. structured and semi-structured intelligent document processing

e. metadata management, data catalogs

f. data governance practices

g. master data management

h. cloud and hybrid data integration

i. cloud data privacy and security techniques, controls and practices on Azure and Snowflake and similar platforms

j. related toolsets for developing and managing integrations, metadata, data stores, business intelligence and analytics tools and end consumer delivery components.

6. proven ability planning, managing, and executing complex data analytics, management, and integration projects

7. proven technical and engineering skills in modern data platform development technologies and practices

8. proven experience with Cloud (Azure) and hybrid data implementations

9. a minimum of three customer references with similar profiles and like projects

6. Responses to Solicitation Respondents are required to submit responses in the TRS Procurement and Vendor E-System (PAVES) for each Evaluation Criteria listed above. Please see Section VIII “Proposal Submission Instructions” section on how to create a confirmed bidder account to submit a proposal. Each Respondent is solely responsible for verifying TRS’SSS receipt of its Proposal by the deadline specified in this Solicitation.

7. Deadline for Proposals Received by TRS no later than:

September 8, 2023, 3:00 p.m., Central time

8. Initial Contract Term Initial term will be from effective date of the Contract through August 31, 2024

9. TRS Optional Renewal Terms Three (3) one-year optional renewal terms

Please note: If the awarded contract includes renewal options, the proposed annual pricing will be applied to each renewal option. TRS does not allow for escalation of pricing for subsequent renewals under this solicitation.

10. TRS Procurement and Contracts Representative for this Solicitation

Max Hernandez max.hernandez@trs.texas.gov

11. Pre-Proposal Conference June 15, 2023, 9:00 a.m. Central Time. Pre-Proposal Conference will be held virtually via Microsoft Teams. To be sent the invite, Respondents must e-mail the TRS Representative identified in Item 10 by June 13, 2023, 3:00 p.m., Central Time.

By attending the pre-proposal conference, attendees allow TRS to include their name and email in the pre-proposal conference sign-in sheet to be included with an Addendum following the conference.

During the pre-proposal conference, TRS will provide an overview of how to register and submit a proposal in PAVES.

Potential Respondents are encouraged to attend.

12. Solicitation Addenda Changes to items directly impacting the Solicitation will be posted on the Electronic State Business Daily (ESBD) located at www.txsmartbuy.com/sp and posted in TRS’SSS Procurement and Vendor E-System (PAVES) portal as an Addendum. See Subsection VIII., A. PAVES, for information regarding PAVES portal access. It is the responsibility of an interested party to periodically check PAVES or the ESBD for updates to the Solicitation prior to submitting a Proposal.

13. TRS Historically Underutilized Business (HUB) Coordinator

LaTresa Stroud

(512) 542-6307 LaTresa.Stroud@trs.texas.gov

14. Questions and Answers Questions regarding this Solicitation must be submitted in writing no later than August 18, 2023, 3:00 p.m., Central time.

See Subsection VIII., D. Question and Answer Period, for information on how to submit questions. Telephone inquiries will not be accepted. Each Respondent is solely responsible for verifying TRS’SSS receipt of its questions, if applicable, and Proposal by the deadlines specified in this Solicitation.

15. Respondent Presentations or Interviews

TRS will request that top-scoring Respondents present an overview of the Services proposed, a representation of their technical and leadership team in their Proposals along with project portfolios of like engagements. The presentations will either be performed virtually or at the TRS offices located at, 1000 Red River Street, Austin, Texas on or about October 4 - 11, 2023; presentation dates and times to be arranged. The number of top-scoring Respondents will be determined by TRS in its sole discretion.

16. Contact with TRS Staff Upon issuance of this Solicitation, employees and representatives of TRS, other than the TRS Procurement and Contract representative identified in item number 10 above, will not discuss the contents of this Solicitation with any Respondent, potential Respondent, or its representatives.

Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related Proposal.

This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this Solicitation.

http://www.txsmartbuy.com/sp

17. Definitions As used in this Solicitation, the following capitalized terms shall have the meaning specified below:

1. Agency or TRS: Teacher Retirement System of Texas

2. Contract: The definitive written agreement resulting from this Solicitation executed by an authorized representative of TRS and Contractor that formalizes the terms, provisions, covenants, and obligations of the parties, including but not limited to those contained in this Solicitation.

3. Contractor: The Respondent awarded a contract resulting from this Solicitation. The term “Contractor” includes employees, representatives, agents, subcontractors, suppliers, and third-party service providers of Contractor, regardless of how such persons or entities are employed or contracted by Contractor.

4. Days: Calendar days unless otherwise specified.

5. Electronic State Business Daily (ESBD): The public-facing website in which applicable government entities post certain competitive procurement solicitations.

www.txsmartbuy.com/sp.

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

7. Key Personnel: Individuals who contribute to the development or execution of a project in a substantive, measurable way, and whose absence from the project would be expected to impact the performance of the Contract.

8. Offer, Proposal, or Response: The documents, including any exhibits or attachments, submitted by a Respondent in response to this Solicitation. “Offer” has the same meaning as “Proposal” or “Response,” when such terms are applicable in the solicitation document so titled as Request for Proposals (RFP), Request for Offers (RFO), or an Invitation for Bids (IFB), respectively.

9. Project Manager: The individual who, on behalf of Contractor, will have primary responsibility for the planning, procurement and execution of the project, in any undertaking that has a defined scope, defined start and a http://www.txsmartbuy.com/sp defined finish, regardless of industry.

10. Relative: A current or former TRS employee’s spouse, father, mother, brother, sister, son or stepson, daughter or stepdaughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, or daughter-in-law.

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

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

13. Services: All of the requirements, duties, schedules, locations, and other items specified in this Solicitation. The term includes any services associated with Contractor’s performance under a Contract resulting from this Solicitation. Also referred to as “Work.”

14. TRS Contract Manager: The person designated by TRS to be the point of contact between TRS and Contractor for the purposes of monitoring Contract performance and providing day-to-day interaction and instruction during the term of the Contract. Also referred to as “Contract Manager.”

15. TRS Project Manager: The person designated by the TRS

Contract Manager to oversee a specific work order project.

II. Scope of Work A. Introduction

Teacher Retirement System of Texas (TRS), a public pension fund and entity of the State of Texas, issues this Request for Proposals # TRS000396 to solicit a qualified Contractor for Data and Analytics Technical Consulting services (the “Solicitation”).

TRS is seeking a technical consulting firm to assist with the planning, development, and delivery of its overall data management capabilities. The contractor will help the Agency ensure project alignment with and delivery on business goals.

Respondents’ proposals will describe how their firms align with TRS’SSSs technical and business needs. The contract awarded from this solicitation will be work order-based to assist the Enterprise Data & Analytics team in delivering on products and project commitments.

Contractor will provide consulting services for the development of TRS’SSSs data analytics and data management practice, including the development of TRS’SSSs data hub strategy and platform that comprises data integrations, analytical data store development, core data management and engineering services, data modeling, development and delivery of specific platform components (data lakes, data warehouses, data stores, data catalogs and analytics tools etc.).

As a result of this solicitation, TRS expects to receive and evaluate responses and select one (1) or more qualified respondents. TRS reserves the right to make a single award or multiple awards. All contract(s) awarded shall be indefinite quantity contracts with no minimum guarantees or any purchases. Work orders will be created on an as needed basis.

B. Scope of Work

Background

TRS is a service-oriented public pension system providing retirement, healthcare, and related benefit programs for Texas public education employees, retirees, and their beneficiaries (“Participants”). TRS’SSS mission is to improve the retirement security of plan participants and their beneficiaries by prudently investing and managing trust assets and delivering benefits that make a positive difference in members’ lives.

TRS’SSSs Enterprise Data & Analytics (ED&A) team continues to develop and implement its overall data strategy from a business, technology and governance perspective and has a significant number of interrelated projects and initiatives which involve the continued development of data-related platforms, products, and services. The ED&A team partners with business analytics teams, data consumers and internal and external technology teams in the delivery of products and services and has a need to augment its technical planning and skills to strengthen our ability to meet the agency’s increasing demand for data-related services.

TRS has embarked on a multi-year data modernization program for its Investment Management Division (IMD) that focuses on the significant expansion of capabilities across the organization to enable the business unit to independently support core front, middle and back-office services, leveraging proven industry solutions. There are seven primary strategic business objectives:

a. Enable investment decision-making across all asset classes.

b. Establish a single source of truth for TRS data.

c. Optimize the operating model across the front, middle, and back office.

d. Enable a robust data management process across all applications.

e. Digitize investment data to capitalize on advanced analytics and risk analysis.

f. Promote an innovative culture through utilization of modern platforms.

g. Enhance the end user data and technology experience.

The top priority is to expand the operational and data capabilities across the front, middle, and back-office to enhance services to the portfolio management teams and internal stakeholders, and to ensure the accuracy of the trust’s books and records. Additionally, IMD is primarily focused on migrating existing proprietary databases to a centralized modern Data Hub leveraging Azure.

IMD’s technical infrastructure is Microsoft-based on-prem and cloud (Azure) services. Our on-prem consists of multiple SQL Server systems with SQL Server Integration Services (ETL) with script components are used for data staging and processing. SQL Server Analysis Services (SSAS) tabular models support Cloud Power BI dashboards and self-serve reporting. SQL Server Reporting Services (SSRS) is used for paginated report delivery. Cloud Power BI is the primary visualization tool. We have deployed Synapse Analytics with ADLS Gen 2, Synapse pipelines, and Serverless SQL pools. We continue to consider and evaluate additional services on Azure to complement our hybrid solution.

TRS is establishing an enterprise standard data platform across IMD and other TRS divisions.

The new TRS data platform may include but is not limited to:

a. Azure Data Lake Storage Gen 2

b. Azure Synapse pipelines

c. Azure SQL

d. Azure Spark

e. Azure Databricks

f. Snowflake, including Snowflake Marketplace

g. Azure Purview

h. Power BI

i. Microsoft Fabric

Description of Work

Contractor shall provide the following services:

a. Data Strategy Development: Help TRS define data analytics objectives, develop a data-driven culture, and create roadmaps for improving data and analytics effectiveness.

b. Data Assessment and Audit: Evaluate existing data infrastructure, platforms and processes, to identify gaps and areas for improvement.

c. Data Integration Services: These services focus on combining data from various sources into a unified format. They ensure data consistency, eliminate duplication, and enable organizations to gain a holistic view of information. Examples of data integration services include ETL (Extract, Transform, Load) processes and data migration services.

d. Data Migration Services: involves moving data from legacy systems, databases, or file storage to newer systems, cloud platforms, or updated infrastructure and may include but is not limited to data profiling, data mapping, cleaning, transformation, and migration execution from source(s) to target system(s).

e. Data Warehousing Services: Data warehousing services involve integrating data from multiple sources, design of data warehouses, and establish data pipelines to ensure data consistency, availability, and accessibility.

f. Data Governance Services: Data governance services establish policies, procedures, and controls to ensure the availability, usability, integrity, and security of data. They help define data ownership, establish data quality standards, and enforce compliance with regulations and often include data cataloging, data classification, and data privacy management.

g. Data Quality Management Services: These services focus on improving and maintaining the quality of data. They involve processes such as data profiling, data cleansing, and data enrichment to ensure data accuracy, completeness, and consistency.

h. Master Data Management (MDM) Services: MDM services aim to create and maintain a single, consistent, and authoritative source of master data, such as customer or supplier information. They help manage data across various systems, eliminate data silos, and ensure data integrity.

i. Data Analytics Services: These services focus on extracting insights and value from data through various analytical techniques. They involve data exploration, data modeling, and data visualization to uncover patterns, trends, and correlations.

j. Predictive Analytics: Utilize statistical modeling, machine learning, and advanced analytics techniques to identify patterns, trends, and forecast outcomes, enabling organizations to make data-driven predictions and optimize decision-making.

k. Data Science Training and Education: Provide training programs and workshops to upskill employees in data analytics, data visualization, machine learning, and other relevant areas, fostering a data-driven mindset within the organization.

l. Data Security and Privacy Services: These services address the protection of sensitive data from unauthorized access, breaches, and misuse. They involve implementing security measures, encryption, access controls, and data anonymization techniques. Examples include data encryption services, data access management, and compliance with data protection regulations.

Project Activities

Contractor will perform:

a. Industry and technical expertise.

b. Assessments of business and technical needs.

c. Analysis and scoping of projects for the purposes of work order development.

d. Execution of development work to assist TRS in achieving product and program goals.

e. Evaluation of, develop strategies for, and participate in building data platforms including, but not limited to: Synapse Analytics, Snowflake and Databricks.

f. Development of TRS’SSS Data Hub components including, but not limited to data integration, data lakes, data warehousing, data portals and data delivery to internal and external consumers.

g. Development of data management components such as metadata management, data quality and data catalogs.

h. Data management and data engineering tasks and assist TRS with establishing standardized development processes and practices for same.

i. Assistance with data governance, metadata management, and data catalog capabilities

j. Guidance and implementation of master data management capabilities.

k. Development of and support for various data analytics and data science teams.

l. Consulting with a range of TRS subject experts across business, technical, information security, and privacy offices and work hand-and-hand with TRS’SSS project management team.

m. Designing effective and innovative product development plans: Work with business and technical teams focused on the development of data platforms and data management process to accelerate innovation.

n. Contractor will be both a strategic and tactical technology consultant and will sustain a consistent overall strategy across project, programs, and products.

o. Contractor must exercise consistent project engagement processes and methodologies across work orders and projects.

p. Provide data engineering guidance, development, and support for critical systems integration projects.

q. Contractor will provide consulting services to ensure and further TRS’SSSs cohesive and consistent data strategy, data ecosystem, and data roadmap development process over the term of Contract.

r. Work Orders to be performed by Contractor, (as described below in Subsection 5.

Procedures for Work Orders), will create three to nine month ‘agile’ sprints to target work in specific areas or develop new capabilities as requested by TRS.

Contractor Key Personnel

As part of its proposal, Respondent must provide a full list of the roles and key personnel it will commit to the contract resulting from this solicitation. At TRS request Contractor shall provide Contractor candidate/employee resumes and either approve them or request the Contractor to submit new resumes. If TRS requests new resumes, the Contractor shall re-submit new resumes to the TRS Hiring Manager within two (2) business days.

Selected candidate may be interviewed by TRS to determine if the candidate(s) meets TRS’SSS qualifications.

TRS reserves the right to request that Contractor replace any Contractor employee whom TRS judges to be incompetent, careless, unsuitable, or otherwise objectionable, or whose continued use is deemed contrary to the best interests of the State and TRS. Upon receipt of a formal written request from TRS Contract Manager, Contractor shall propose to TRS a replacement with the same or similar expertise as the individual being replaced who shall perform the services required by the Contract, subject to the approval of TRS.

Contractor may not use a subcontractor on this Contract without first receiving written approval from TRS regarding the proposed subcontractor. If Contractor is required to submit a HUB Subcontracting Plan (HSP) and the proposed subcontractor is not listed on the HSP, an amendment of the HSP will be required. Any work to be performed by such proposed subcontractor may not be initiated until the subcontractor has been added to the HSP.

As set forth in TRS’SSS Background Check Policy, a criminal background check (CBC) of Contractor’s staff is required if, at any time during the life of this Contract, the staff assigned to work on this contract meets any or all the criteria listed below:

• Obtains a TRS user ID or password.

• Has unlimited security badge access for any length of time.

• Has limited security badge access for longer than 14 days.

Further, a CBC may be required depending on the level of access to TRS resources and facilities that is required to perform the services. The CBC will be performed by TRS and the Contractor is required to reimburse TRS for the cost of the CBC within 30 days of receipt of notification that the background check is complete.

Procedures for Work Orders (WO)

a. Introduction

TRS may order Work within the Scope of Work described in this Contract by issuing Work Orders as described below. TRS will not pay for any Work under this Contract unless it is performed in accordance with a Notice to Proceed as described below. There is no guaranteed minimum amount of Work or Work Orders.

b. Work Orders

At any time during the Contract, TRS may issue a Work Order. Work Orders must be in writing and signed by TRS.

Each Work Order shall include:

(1) The Contract number and name;

(2) The Work Order number;

(3) Estimated start and end dates for the Work described in the Work Order;

(4) The name and contact information of the TRS Project Manager and any other TRS contacts; and

(5) A description of the Work to be performed.

A Work Order may include additional information or requirements at the discretion of TRS.

The Contractor must deliver status reports weekly (or other agreed upon timeline). Each status report must include the progress of identified activities, deliverables, and milestones and highlight any issues for resolution with the TRS project team.

c. Work Plans

Within 14 calendar days after TRS issues a Work Order, Contractor shall submit a written Work Plan to the TRS Project Manager. TRS may specify a different, reasonable deadline for the Work Plan. The Work Plan is a proposal to be prepared at the Contractor’s expense.

The Work Plan must include:

(1) The Contractor’s name

(2) The Contract number and name

(3) The Work Order number

(4) The name and contact information of the Contractor’s Project Manager

(5) A description of the steps the Contractor will undertake to complete the Work

(6) A timeline for completion of the Work, including dates for all milestones and deliverables

(7) An itemized budget that conforms to the Contract price list

(8) Any unforeseen costs may be negotiated during Work Plan review

(9) Key personnel that will be assigned to the Work Order, with labor classifications, if applicable

(10) Any additional information requested in the Work Order

(11) Contractor’s signature with printed name and job title.

If this Contract includes a HUB Subcontracting Plan (HSP), the Work Plan must confirm that all subcontractors to be used are listed on the HSP. If the Contractor intends to use other subcontractors, it must follow proper procedures to amend the HSP within the 14 days allowed for submitting a Work Plan.

d. Work Order Deliverables Deliverables will be defined and agreed upon separately for each Work Order and detailed in a Work Order’s Scope of Work document. The Contractor will work with TRS to develop the Scope of Work document in coordination with TRS’SSS Contract Manager. The document must include:

(1) Background and project description

(2) Project or engagement scope

(3) Project approach

(4) Major activities and milestones

(5) Deliverables and expected date of deliverable delivery

(6) Expected project timeline

(7) Resources, roles, and responsibilities/tasks of Contractor provided resources

(8) Estimated duration of time for each resource to complete their tasks

(9) Project fees and structure of fees:

Fixed/deliverables-based fees Cost estimates for time and materials

e. Work Plan Review TRS may review the Work Plan and either approve it or request changes. If TRS requests changes, Contractor shall re-submit the Work Plan to the TRS Project Manager within seven calendar days.

f. Notice to Proceed If TRS approves a Work Plan, TRS will issue a Notice to Proceed approved and signed by the TRS Project Manager. The Notice to Proceed adopts the Work Plan, including the budget and timeline. A signed Notice to Proceed authorizes Contractor to immediately begin the Work described in the Work Plan unless the Notice to Proceed or the Work Plan states a later start date for all or part of the Work. Time is of the essence, unless the Notice to Proceed states that time is not of the essence.

TRS may issue a Limited Notice to Proceed for a portion of the Work outlined in the Work Plan. If a Limited Notice to Proceed is issued, TRS may later issue a full Notice to Proceed.

TRS will only reimburse the Contractor for the Work that has been approved in the Limited Notice to Proceed or the full Notice to Proceed.

g. Invoices In accordance with Paragraph 8. Invoicing Requirements, below, the Contractor must submit separate invoice(s) for each Work Order, (invoices must not reference multiple Work Orders) and only for the work that has been completed and approved by TRS Project Manager. Each invoice must include the Work Order number and any Work Order title.

Work Order invoices must conform to the Contract.

h. Revising Work Orders and Work Plans

(1) TRS may issue a Revised Work Order at any time during the term of a Work Order. A

Revised Work Order shall identify the Work Order it is revising and meet all requirements of a Work Order stated above. Upon receiving a Revised Work Order, Contractor shall continue Work under the previously approved Work Plan, unless TRS instructs the Contractor to stop all or part of the Work.

(2) Contractor shall submit a Revised Work Plan within seven calendar days after TRS issues a Revised Work Order. A Revised Work Plan shall meet all requirements of a Work Plan stated above.

(3) TRS may review the Revised Work Plan and either request changes or approve it by issuing a Revised Notice to Proceed. A Revised Notice to Proceed supersedes and replaces the original Notice to Proceed and adopts the corresponding Revised Work Order and Revised Work Plan. A Revised Notice to Proceed shall meet all requirements of a Notice to Proceed described above.

(4) Work order changes - Changes to scope, schedule, resource, and cost on work orders must be agree upon by the TRS Contract Manager and TRS Project Manager prior to implementation of the change. Contractor will not be compensated for unapproved changes.

i. Termination TRS may terminate a Work Order with a notice. Termination may be for cause, convenience, or force majeure. Contractor will stop Work as soon as practicable after termination. Upon termination, Contractor may request payment for completed and accepted Work. In case of termination for convenience or force majeure, Contractor may also request payment for partially performed Work, and for timely, reasonable expenses directly attributable to termination. TRS shall not be liable for anticipated profits, unabsorbed overhead, interest on borrowing, or other damages not specifically stated in this Contract.

Acceptance Criteria for Deliverables

a. Deliverables will be specified in each Work Order. A deliverable will be considered accepted when the TRS project team completes an appropriate quality control (QC) procedure and agrees the deliverable has satisfied the requirements of the Work Order.

b. TRS project team’s QC procedure will include reviewing, testing, and confirming via email each deliverable meets requirements.

c. When the TRS project team determines a deliverable does not meet requirements, it will identify the deficiencies, email that information to the Contractor, and provide them a reasonable amount of time to correct it.

d. Each work order will specify what is to be billed by deliverable. All invoices will be tied to deliverables identified in the work order.

e. Prior to authorization of payments under Contract or its Work Orders, TRS QC procedure will ensure deliverables are acceptable and invoices are accurate.

Reporting

The TRS Contract Manager and Contractor’s Project Manager will agree upon and document in each WO the reporting requirements, their frequency, and format.

Invoicing Requirements

NOTICE: Contractors are required to use the TRS Procurement and Vendor E-System “PAVES,” to submit invoices. For more information see Section VIII “Proposal Submission Instructions” and go to: https://www.trs.texas.gov/Pages/procurement_PAVES.aspx.

a. Frequency: At the completion of a Work Order or at completion of a deliverable milestones within a work order.

b. Each Work Order and corresponding invoice will specify whether it is deliverables-based or time and materials-based.

c. The TRS QC procedure will ensure deliverables are acceptable.

d. Each Work Order will specify when TRS will be invoiced and for which deliverables.

e. Work Orders will specify what supporting documentation must be included with each invoice.

f. TRS will reimburse Contractor for necessary travel expense as described in Exhibit J TRS

Allowable Travel Expenses and limited to 5% of total estimated Work Order.

g. Respondent/Contractor shall not bill TRS for required trainings as outlined in the Non-TRS

Workers (Contract Workers, Unpaid Interns and Volunteers) policy document unless such costs are specifically authorized in the Contract. In that event, such costs shall be itemized in Respondent/Contractor’s invoice to TRS. (Please see the following link for information on onboarding, managing extending or offboarding of non-TRS workers https://trstexas.sharepoint.com/sites/oe/SitePages/Non-TRS-Workers-Information.aspx)

Communication Plan

a. Upon execution of the Contract, TRS will set up a kickoff meeting with Contractor’s project manager. At the kickoff meeting, TRS and the Contractor will review all the terms of the Contract and discuss:

• How to perform all the tasks outlined in Contract

• Deliverables of the Contract

• Timing of delivery of the Contract deliverables

• Required forms, such as insurance certificates

• Contract terms

• Invoicing requirements

• Performance monitoring

• Contract close-out process

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

Contractor will communicate weekly via email and conference call with the following TRS Staff:

• TRS Program Manager

• TRS Technical Manager

• and monthly with TRS Contract Sponsor

c. Day to Day activities will be between TRS’SSS Project Manager or Technical Manager and Contractor’s Project Manager. Any escalation will go to the [Rees Coombe] and Contractor Project Manager. On a calendar quarter basis, Contractor’s Project Manager and Practice Lead shall meet with TRS’SSSs Project Manager and Contract Manager to discuss completed, ongoing, and upcoming projects or research needs. These meetings can be https://www.trs.texas.gov/Pages/procurement_PAVES.aspx either in person or via conference call. More frequent meetings may be required if either TRS or Contractor deems them necessary to ensure a project’s successful completion.

Performance Tracking

TRS may consider Contractor performance during the life of the Contract. At the end of each term and before a renewal option is exercised, TRS will provide written feedback to Contractor on Contractor’s performance. TRS reserves the right of non-renewal or early termination of the contract for substandard performance. TRS reserves the right to publish and distribute results of the performance reviews or other quality or compliance reviews in accordance with 34 Texas Administrative Code section 20.509. If substantial deficiencies are identified by TRS regarding Contractor performance or competence in the delivery of services performed under the Contract, TRS may require corrective action to correct the deficiencies. TRS will monitor Contractor’s performance and may use the results of this monitoring to evaluate Contractor’s ability to provide adequate services to TRS in this contract or future contracts. If Contractor fails to meet contract goals and expected results, TRS may reduce the scope of or terminate the Contract at no cost or penalty to TRS.

When assessing performance, TRS retains sole authority to determine whether the Contractor’s performance under the Contract is adequate. The Contractor agrees to the following:

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

b. Provide TRS with written notice of any known or potential issues with service performance within 24 hours of Contractor becoming aware of any such issues.

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

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

Escalation Plan and Good Faith Negotiations

Contractor shall provide an escalation plan for resolving known or potential issues with service performance that arise during the term of the Contract. The plan shall be subject to TRS’SSS approval and must explain how issues are to be prioritized and resolved and include Contractor’s representatives of increasing authority who have authority to resolve issues. The Parties will attempt in good faith to resolve any claim or controversy arising out of or relating to the execution, interpretation, and performance of services under the Contract through prompt negotiation between representatives of the Parties who have authority to settle the controversy.

Liquidated Damages

If, in the judgment of TRS Contract Manager, or his/her designee, Contractor is deemed to be non-compliant with the terms and obligations assumed hereby or deficient in the performance of its services, including but not limited to the project activities described in Section II, B. 3 (Project Activities), TRS Contract Manager, or his/her designee, at his/her option, in addition to, or in lieu of, other remedies provided in this Contract, may withhold the entire monthly payment or deduct pro rata from Contractor’s invoice for work not performed.

The Parties agree that it will be impracticable or extremely difficult to fix the extent of actual damages resulting from the failure of Contractor to correct a deficiency within the specified time frame. This section shall not be construed as a penalty, but as adjustment of payment to Contractor to recover TRS cost due to the failure of Contractor to complete or comply with the provisions of this Contract. This section shall not, in any manner, restrict or limit TRS’SSS right to damages for any breach of this Contract provided by law or pursuant to this Contract, and shall not, in any manner, restrict or limit TRS’SSS right to terminate this Contract as agreed to herein.

Enhanced Monitoring

Contract will be monitored in accordance with Subsections 5. Procedures for Work Orders, 6.

Acceptance Criteria for Deliverables, 7. Reporting, 8. Invoicing Requirements, 11. Performance Tracking, and 12. Escalation Plan and Good Faith Negotiations.

III. HUB Subcontracting Plan Information A. Subcontracting Opportunities

In accordance with Section 2161.252 of the Texas Government Code and 34 Texas Administrative Code Section 20.285, each state agency that considers entering into 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 require a Historically Underutilized Business (HUB) Subcontracting Plan (HSP).

TRS has determined that subcontracting opportunities are probable with this RFP and requires Respondents to complete the State of Texas HUB Subcontracting Plan (HSP) form located at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

TRS will provide guidance on navigating the State of Texas HUB forms and Respondent is encouraged to seek assistance in completing the HSP from the TRS HUB Coordinator, LaTresa Stroud, at (512) 542-6307 or at latresa.stroud@trs.texas.gov or TRS Assistant HUB Coordinator.

Please remember that any inquires must be done in time to allow for the required 7 working days to demonstrate the good faith effort when soliciting subcontractors because the HSP must demonstrate the good faith effort. If there are any changes to the information in the HSP after it is submitted, Respondents must obtain prior approval from TRS.

For purposes of the HSP, TRS has determined that this procurement falls under the following category:

☐ Special Trade Construction

☐ Professional Services

☒ Other Services

☐ Commodities

TRS has identified and provided below the possible subcontracting opportunities. Additional information regarding TRS HUB program can be found on in the TRS-General Solicitation Information document.

B. Agency Annual HUB Goals:

Texas and TRS’SSSs annual HUB expenditure goals for FY23 are listed below.

Procurement Category Statewide HUB Goals

TRS HUB

Goals

Special Trade Construction 32.90% 40.00% Professional Services 23.70% 10.00% Other Services 26.00% 25.00% Commodities 21.10% 40.00% https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:latresa.stroud@trs.texas.gov

C. HUB Subcontracting Opportunities for this Solicitation

The National Institute of Government Purchasing (NIGP) Commodity Book class and item codes and commodity descriptions for the services requested under this RFP are listed below. Full commodity descriptions can be found at https://comptroller.texas.gov/purchasing/nigp/

The TRS has identified possible HUB subcontracting opportunities listed below related to the Scope of Work under this Solicitation; however, this list should not be considered exhaustive. Additional opportunities may be added at the Respondent’s option.

Class Item Description 918 29 Computer Software Consulting

D. Finding HUB Vendors

For a list of HUB vendors, Respondent may use the Centralized Masters Bidders List (CMBL) and HUB Directory. Below are instructions on how to search the CMBL:

1. Access the CMBL and HUB Directory at:

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

2. CMBL Page will default to certain fields already checked - ensure that All Vendors are searched.

3. Enter Class Code and Item (leave Item blank to select any).

4. Enter District Number to select specific geographic location (leave district blank to select all).

5. Click the Submit Search button.

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

7. Check Ethnicity, Gender fields, and Business Description as well as any other fields needed.

Click go.

8. Identify HUBs on the Results For CMBL Plus HUBs Search page (HUB category is on far right of page).

9. Select HUB vendor and click on company name. Sometimes a vendor will have more than one listing; use the most current one.

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

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

12. Repeat this process until you have found a minimum of three (3) certified HUBs per subcontracting opportunity/area, either identified by the TRS or your company.

https://comptroller.texas.gov/purchasing/nigp/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

IV. Insurance Section

A. COVERAGES REQUIRED.

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

Workers’ Compensation Insurance:

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

Employer’s Liability Insurance:

Excess Liability and/or Umbrella Liability insurance may be combined in order to meet the following minimum amounts:

• Bodily Injury, $500,000 per accident;

• Disease, $500,000 per employee;

• Aggregate policy limit of $1,000,000.

Professional Liability Insurance:

Coverage for financial loss resulting from errors, omissions and failure to perform the professional services associated with the Contract. Coverage can be in the form of a claims made or per occurrence policy:

$10,000,000 Combined Single Limit (CSL) if “claims made” policy.

Professional Malpractice/Managed Care Insurance:

Coverage for financial loss resulting from errors, omissions and failure to perform professional services associated with the Contract. Coverage can be in the form of a claims made or per occurrence policy:

$10,000,000 Combined Single Limit (CSL) if “claims made” policy.

Security and Privacy (Cyber) Liability:

Insurance covering all claims, losses, liabilities, judgments, settlements, lawsuits, regulatory actions, fines and other costs or damages arising out of its performance under Contract, including any negligent or otherwise wrongful acts or omissions by the Business Associate and/or its agents, contractors, partners, employees, Subcontractors, consultants, or assignees.

This includes but is not limited to: any breach of HIPAA, the HIPAA Rules, HITECH, the Omnibus Final Rule or any other law or regulation governing confidentiality of Protected Health Information:

• $10,000,000 in the aggregate, and

• Additional Insured endorsement on behalf of TRS, unless policy contains blanket endorsement coverage.

Requirements for Subcontractors:

Contractor is responsible for all subcontractor’s acts and omissions and shall be liable to TRS for any and all damages caused by their subcontractors.

B. POLICIES.

Contractor shall procure and maintain at Contractor’s own expense, throughout the term of the Contract and any renewals or extensions thereof, sufficient insurance coverage as may now or hereafter be necessary to insure against any claim(s) for damages based on a violation of Law or arising out of services provided or to be provided to TRS and the Project under the Contract. Such coverage and limits shall not reduce Contractor’s total liability under the Contract. To this end, Contractor shall comply with the following provisions:

• All insurance policies required under this paragraph shall be issued by companies authorized to do business under the laws of the state of Texas, licensed, eligible or registered under Texas law with a rating of A- or better in a financial size category of IV or higher according to A.M. Best Company.

• Contractor shall furnish to TRS evidence of all required insurance, validated by the certificate of insurance. Evidence of insurance shall display TRS as the Certificate Holder.

C. RENEWAL CERTIFICATES.

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

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

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

• Be submitted electronically via PAVES.

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

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

• Display TRS as the Certificate Holder

D. NOTICES OF CHANGE.

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

E. INSURANCE CERTIFICATE.

Contractor shall provide TRS with evidence of the insurance coverage required under the Contract.

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

F. REQUIRED ADDITIONAL PROVISIONS.

All policies of insurance shall include the following provisions:

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

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

V. Evaluation Process

A. Initial Round

All Responsive Proposals will be evaluated by the evaluation committee using the criteria below during the Initial Round. After Initial Round evaluations are complete, TRS may request that all or only the top-scoring Respondents participate in the Presentations Round and/or the Best and Final Offer (BAFO) rounds.

Responses and Best and Final Offers (BAFO) will be scored under best value standards that are in the best interest of TRS using the following weighted general categories:

Evaluation Criteria Weight Respondent’s Past Performance Respondent Client References Respondent’s Key Personnel Respondent’s Data Analytics, Management & Architecture Services

Scope & Offerings matching with TRS’SSSs service and technical needs

15% 5%

15% 50%

Engagement Methodologies & Approach and Sample Work Plan 15% Total 100%

B. Interviews or Presentations Round – Selection Criteria: 10 points

After Initial Round evaluations are complete, TRS may move on to an Interview or Presentation round. TRS may request that all or only the Top-Scoring Respondents participate in interviews or presentations. Respondent presentations provide an opportunity for Respondents to highlight the strengths and unique aspects of their Responses and to provide answers to clarification questions TRS may have regarding the Responses.

Evaluation Criteria for Respondent interviews or presentations round may include, but are not limited to:

a. Presentation of portfolio of service offerings

b. Presentation of successful like engagements (minimum of 3)

c. Ability to clearly communicate service offering(s), its applicability to requirements in the

Solicitation and the value to TRS

d. Communication effectiveness

During interview/presentations/etc., TRS may also take into consideration the Respondent’s team member interaction, interaction with TRS, and the…