ESBD_File_336458_PAVES Account Information_Pre-Proposal Conference.pptx

PAVES

Account Registration and Activation Overview

In order to work with TRS, you will be required to create an account in PAVES, which involves a 2-factor authentication with a cell phone, submit proposals through PAVES; and submit invoices through PAVES.

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

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

Click “About TRS”

The way to do this is to go to our TRS website Click ‘About TRS’

Procurement and Contracts Web Page

Under ‘Procurement and Contracts’ click ‘TRS PAVES’

Then click ‘TRS PAVES’

Register In PAVES

Click ‘Register in PAVES’

Here you will see Job Aids and the link to Register in PAVES. One thing to highlight here that I will mention several times is the Job Aid for ‘How to Submit a Proposal’ – it gives step by step instructions for submitting a proposal in PAVES so please review that document when ready to work on your proposal.

Click Register in PAVES –

New Supplier Registration

Click ‘New Supplier Registration’

Then click New Supplier Registration

Complete Company Information Fill in your company information Click ‘Register’ 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.

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 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.

[2-factor authentication is currently disabled but will be enabled again soon: Please note that a 2-factor authentication with a cell phone is required due to cyber security reasons we are only allowed to do the 2FA with cell phones]

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

Once you are registered and signed in, you’ll be able to see all TRS posted solicitations. After registering you will be considered a Confirmed Bidder but your PAVES account may not be fully activated until later on if you were to be awarded the resulting contract. At that time, you will receive an email notification asking you to upload all the required documentation and 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 should not keep you from locating the solicitations or submitting a proposal.

You received an email from PAVES notifying you of the Solicitation

In PAVES, you may locate the RFx by clicking the tile on the left-hand side, “RFP in Progress” Click the link in the email notification you received from PAVES to access the RFx Follow the instructions found in the “How to Submit a Proposal” Job Aid

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

[Read slide info – then go to next slide]

You did not receive an email from PAVES or you saw the posting online and are interested in participating

After you are logged into PAVES:

Click the Solicitation tab at the top Click on “Show public request for proposals” Follow the instructions found in the “How to Submit a Proposal” Job Aid

If you did not receive an email from PAVES [Read slide] – next slide

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.

[Read slide] – 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.

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Participate in the RFx

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

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

Acknowledge receipt

You may be asked to acknowledge receipt of the solicitation

[Read slide]

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’

To begin developing your proposal.. [read slide]

The Overview tab is where the solicitation documents are located

You will see instructions to review or complete a document; those documents that are referenced are found here in the Overview tab, under the Round Documents section.

Developing your Proposal The Questionnaire tab is where the Proposal will be completed 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)

Read slide, then say: Do not click on ‘Download in excel format’ – answer each question in the questionnaire directly in PAVES

Click on the Item tab and enter a price in the line item(s) to submit your pricing for this solicitation.

Question Round Open the Question Round to submit questions to TRS Click ‘Question Round’ from the left tab or click ‘Access Questionnaire’

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 Upload a document with the list of questions related to this solicitation Title the name of the attachment with your company name and the solicitation number To submit to TRS, click the green ‘Validate & Submit’ button at the top of the page, then click ‘Submit’ when the message opens asking Do you really want to submit?

[Read slide] then read: The remainder of this slide deck contains information about how to navigate PAVES if you are awarded the 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.

There are tabs on the side and tabs at the top to see different items Any action items will be listed under the “Validations” section

[Read slide] – next slide

Manage Contracts Click “Manage Contracts” under the Contracts tab at the top Click the “pencil” icon to go into the contract record

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

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.

[Read slide]

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

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 Contractors may upload the PAR forms with the invoice.

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

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 Click “Create Invoice”

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 copy of the invoice is required Upload any necessary documents You can include the PAR form with the invoice

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

Questions

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?

That’s all I have, thank you!

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