Request_for_Offer_5681700908__System_Architect.pdf

CALSTRS.

HOW WI LL YO U SPENO YOUR FUTURE?

CALIFORNIA STATE TEACHERS’ RETIREMENT SYSTEM

Technology Services California Multiple Award Schedule (CMAS) Agreement

System Architect

REQUEST FOR OFFER 5681700908

OFFER DUE DATE

July 1, 2026, by 2:00 P.M., PT

Elia O'Brien Technology Services Procurement Manager

California State Teachers’ Retirement Systems ITProcurement@CalSTRS.com

Our Mission: Securing the Financial Future and Sustaining the Trust of California’s Educators

JUNE 17, 2026

mailto:IT

Request for Offer 5681700908 System Architect

REQUEST FOR OFFER

You are invited to review and respond to the California State Teachers’ Retirement System (CalSTRS), Request for Offer (RFO), entitled System Architect. Read this document carefully. In submitting your Offer, you must comply with the instructions, terms and conditions stated in this RFO and in your Information Technology CMAS contract.

Offers must be submitted to CalSTRS via email to ITProcurement@CalSTRS.com and must be received by CalSTRS no later than July 1, 2026, by 2:00 p.m., Pacific Time (PT). Offers received after the specified date and time may be rejected.

Respondents requiring clarification of the intent and content of this RFO, or on the competitive process, may request clarification only by submitting written questions to:

Elia O'Brien Technology Services Procurement Manager

ITProcurement@CalSTRS.com

Refer to Attachment IV, Frequently Asked Questions, prior to submitting any written questions.

Any additional questions must be received by June 24, 2026, by 2:00 p.m., Pacific Time (PT). Questions received by this date will be answered in writing, without identifying the source of query.

Any attempt by a firm responding to this Offer to initiate contact with any member of the Teachers’ Retirement Board and/or CalSTRS staff, other than the CalSTRS contact listed above, regarding this RFO process may disqualify the firm from further consideration.

Please note that no verbal information given will be binding upon the California State Teachers’ Retirement System unless such information is incorporated into this RFO via an addendum.

mailto:ITProcurement@CalSTRS.com

TABLE OF CONTENTS

A. INTRODUCTION

B. BACKGROUND

C. QUALIFICATIONS REQUIREMENTS

D. OFFER REQUIREMENTS AND INFORMATION

E. ATTACHMENTS

I. Information and Offer Sheet II. Proposed Project Person Skill Summary Sheet III. Proposed Project Person Business Reference Sheet IV. Frequently Asked Questions V. Statement of Work

F. SAMPLE AGREEMENT

1. Agreement Terms and Conditions

2. Exhibit A – Statement of Work

3. Exhibit B – <Contractor’s> Key Personnel

4. Exhibit C – Teachers’ Retirement Board Governance Manual – Third Party Economic Interest

Disclosure Policy

5. Exhibit D – Form 600-H Third Party Economic Interest Disclosure

6. Exhibit E – Contractor Background Investigation Policy

7. Exhibit F – Certification of Contractor’s Employee Background Investigation Form

8. Exhibit G – Personal History Statement

9. Exhibit H – CalSTRS Information Security and Privacy Addendum

10. Exhibit I – Confidentiality, Non-Disclosure and Acceptable Use Agreement

11. Exhibit J – CalSTRS Minimum Information Security Requirements

GENERAL INFORMATION

A. INTRODUCTION

CalSTRS is the largest educator-only pension fund in the world. CalSTRS administers a hybrid retirement system, consisting of traditional defined benefit, cash balance and voluntary defined contribution plans.

CalSTRS also provides disability and survivor benefits. CalSTRS serves California’s public school educators and their families from the state’s school districts, county offices of education and community college districts. For more information on CalSTRS and its various programs, please refer to the CalSTRS Website at: https://www.CalSTRS.com.

The purpose of this RFO is to select one (1) experienced System Architect with detailed knowledge and experience of working in positions of enterprise architect, system architect, solution architect, technical lead, and/or software application designer/developer for a large organization. The System Architect’s experience should include responsibility for the overall design of the system, high level planning for the development of the system, and control of the big picture and requirements for a complex system. The System Architect will work within Business Connect. The services required are more fully described in Attachment V, Statement of Work, included in this document.

CalSTRS will only accept one (1) offer per Vendor (Respondent) for this RFO. Each offer shall only include one (1) proposed project person.

The total services period may be up to thirty-six (36) months, with an option to extend up to twenty-four

(24) additional months, at an estimated average of 175 work hours per month at the rate negotiated at contract execution. Any contract resulting from this RFO may be amended to add time or funds, at the sole discretion of CalSTRS.

The Vendor/Contractor must be able to perform all work on-site at the CalSTRS headquarters facility in West Sacramento, CA. At CalSTRS’ discretion, a different approach (i.e., fully in-office, fully remote or different work hours) may be utilized based on CalSTRS business need and/or directive. Work must be performed during CalSTRS business hours and shall not be permitted on California State Holidays identified on the California Department of Human Resources website, unless pre-approved in writing by CalSTRS management. All work schedules must be pre-approved in writing by CalSTRS management and must adhere to all applicable CalSTRS policies and procedures. The Vendor/Contractor is responsible for any travel costs (including travel time) that they may incur while providing the services identified in the Statement of Work.

The proposed project person selected as a result of this RFO will be under the direction of the CalSTRS Benefit Connect Technical Manager or designee and may be assigned one or more teams/programs/projects during the services period.

B. BACKGROUND

CalSTRS recently replaced multiple outdated legacy systems with a new pension administration system known as Benefit Connect (BC). BC functionality includes contribution reporting and collections, crediting service, member demographic information maintenance, service credit purchases, benefit application https://www.CalSTRS.com processing, benefit calculation, benefit payroll, third party deductions and disbursements, tax reporting, receivables and collections, correspondence and statement generation, and event tracking. Over 200 CalSTRS staff members are involved in the effort.

CalSTRS’ approach to this work has been to have CalSTRS’ technical resources work closely with the third-party vendor early and on-going throughout the project.

The System Architect will work closely with CalSTRS and a third-party vendor to ensure that the third-party vendor has done their due diligence in managing the project and producing deliverables and artifacts that meet CalSTRS quality expectations in a timely manner.

For more information about the CalSTRS organization, mission, vision, and strategic and business plans, go to www.CalSTRS.com.

C. QUALIFICATIONS REQUIREMENTS

The proposed project person must meet all of the following minimum qualifications to CalSTRS’ satisfaction to be given further consideration. Failure to satisfy any of the minimum qualifications upon submittal of the Offer may result in the immediate rejection of the Offer.

Minimum Administrative Qualifications

As of the Offer Due Date:

1. The Respondent must hold a current Information Technology California Multiple Award Schedule (CMAS) agreement with the California Department of General Services and must comply with the instructions, terms and conditions stated in the Leveraged Procurement Agreement.

2. The Respondent must submit all data/information and attachments requested in the offer format described below under Section D, Subsection 2, Offer Requirements. Failure to submit Attachment I - Information and Offer Sheet and Attachment II - Proposed Project Person Skill Summary Sheet, by the Offer Due Date, will be grounds for immediate rejection of the submission.

Minimum Technical Qualifications

As of the Offer Due Date, the proposed project person must have the following listed experience, knowledge, skills and abilities, as evidenced by Attachment II, Proposed Project Person Skill Summary Sheet and resume:

1. At least twelve (12) years of experience working in the Information Technology or Information System (IT/IS) fields with extensive experience in positions of enterprise architect, system architect, solution architect, technical lead, and/or software application designer/developer, etc.

2. At least ten (10) years of experience incorporating an industry’s open & non-proprietary Software Development Life Cycle (SDLC) methodology to lead and manage various technical aspects of software development and operations, including collaborating closely with an organization’s IT division and www.CalSTRS.com enterprise architecture unit and following all applicable enterprise IT standards, policies, processes, procedures, and best practices, etc.

3. At least five (5) years of experience working with pension/retirement organizations and system/applications used for pension/retirement purposes in large organizations similar in size to CalSTRS using software/systems/applications to automate complex business processes.

4. At least five (5) years of experience, as a system architect, planning and guiding the technical implementation of large/complex software development projects that are based on the Service Oriented Architecture (SOA).

5. Bachelor’s degree in Computer Science, Computer Engineering, Management Information Systems or related fields from an accredited or government sanctioned college/university. CalSTRS reserves the right to request a copy of the certificate.

Desirable Technical Qualifications

It is desirable for the proposed project person to have the following listed experience, knowledge, skills and abilities as evidenced by Attachment II, Proposed Project Person Skill Summary Sheet and resume:

1. Five (5) or more years of experience, as a system architect or enterprise architect working on behalf of a Federal or State agency, collaborating with third party contractors (e.g. system integrator or solution implementer) to ensure the contractors have done their due diligence in following software industry’s open standards, leveraging best practices in technical architecture and design, managing the project by incorporating an SDLC methodology, and delivering technically sound and sustainable solutions.

2. Five (5) or more years of experience providing enterprise level technical architecture services at a California State agency demonstrating knowledge of current and emerging technologies, best practices, and demonstrated experience in designing, architecting, developing and delivering n-tier applications.

3. Ability to communicate complex and technical concepts clearly to a broad range of stakeholders and technical staff in a written or oral context to translate business needs into technical solution.

4. Experience in understanding regulations and compliance in support of the design and development applications.

5. The proposed project person will be able to adhere to the hybrid working model by working on-site 2-3 days per week at CalSTRS Headquarters, West Sacramento, CA. If no, provide a short explanation. (no points)

D. OFFER REQUIREMENTS AND INFORMATION

1. Time Schedule

CalSTRS will use its best efforts to adhere to the time schedule. However, CalSTRS reserves the right to amend the time schedule, as it deems necessary or appropriate.

Event Date

Written Question Submittal Due Date June 24, 2026, by 2:00 p.m., PT

Offer Due Date July 1, 2026, by 2:00 p.m., PT

Estimated Start Work Date August 2026

2. Offer Requirements

To be eligible, an Offer must include all of the following listed attachments and information:

a. Attachment I, Information and Offer Sheet

b. Attachment II, Proposed Project Person Skill Summary Sheet

c. Attachment III, Proposed Project Person Business Reference Sheet

d. Proposed Project Person’s Resume

e. Current California Multiple Award Schedule (CMAS) Agreement

One (1) copy of the Respondent’s current, completed and signed Information Technology CMAS agreement and all supplements issued by the Department of General Services.

3. Submission of Offer

a. All offers must be submitted to CalSTRS via email to ITProcurement@CalSTRS.com. If Respondents encounter any difficulties sending their offer, they must promptly notify CalSTRS Procurement.

b. Offers must be received no later than the offer due date and time. Offers received after the specified date and time may be rejected.

c. CalSTRS will only accept ONE offer submission per Respondent. Only ONE file attachment is allowed and must be in the form of .PDF (reduced file size) or a compressed zip file. The file title must not exceed thirty (30) characters and must include the Respondent Firm name and ten-digit RFO number (i.e. Vendor A, 5681700908). The file attachment must include all required documents as listed in section D.2. Offer Requirements of this RFO.

d. It is the Respondent’s responsibility to respond with all data/information requested; provide data/information that is deemed adequate for CalSTRS to determine/verify the proposed project person’s ability to perform the tasks/activities defined in Attachment V, Statement of Work; and submit all data/information in the Offer format described in Section D, Subsection 2, Offer Requirements.

e. It is the Respondent’s responsibility to check for and review any addenda and consider such modifications when preparing its submissions.

f. By submitting an Offer, the Respondent declares that any proposed project person is in compliance with all experience, qualification, and education requirements stipulated in the Respondent’s applicable Leveraged Procurement Agreement.

g. If a Respondent has assigned contract person to CalSTRS under an existing agreement, the Respondent should not offer the same contract person for this RFO if the current term of the existing agreement and the estimated start of these RFO services will overlap. These Offers, if received, may be rejected at CalSTRS discretion.

h. This RFO and all Offers in response to this RFO will be made a part of the resulting contract file. All documents submitted in response to this RFO will become the property of the State of California and may be subject to review by or release to the public under the California Public Records Act, Government Code section 7920.000 et seq.

i. CalSTRS encourages Respondents to submit their Offers early.

j. CalSTRS accepts no responsibility for any technical difficulties associated with the electronic submission and transmission of any Offer.

k. CalSTRS will not disseminate the competitive processes and attachments hereto in any other format (i.e. Microsoft Word).

l. Costs for developing Offers and in anticipation of award of an agreement are entirely the responsibilities of the Respondents and shall not be charged to CalSTRS.

m. Respondents may modify their Offer, after its submission, by withdrawing their original Offer and resubmitting a new Offer prior to the Offer Due Date. Offer modifications submitted in any other manner, oral or written, or after the Offer Due Date will not be considered. Respondents may withdraw their own Offer by submitting a written withdrawal request to the CalSTRS Contact via email at ITProcurement@CalSTRS.com. Respondents may thereafter submit a new Offer prior to the Offer Due Date.

n. CalSTRS may modify the RFO prior to the Offer Due Date by issuing an addendum.

o. Respondents are cautioned not to rely on CalSTRS to discover and report to the Respondent any defects or errors in the submitted documents. Respondents, before submitting their documents, should carefully proofread for errors and ensure adherence to the RFO requirements.

p. CalSTRS reserves the right to cancel this RFO at any time and has the right to reject all Offers.

CalSTRS is not required to award an agreement.

mailto:Procurement@CalSTRS.com

4. Comparison Process

a. Upon receipt, Offers will be checked for the presence or absence of required content. Incomplete Offers may be rejected. No assumptions will be made by CalSTRS regarding the intentions of the Respondent in submitting the Offer.

b. Offers and any subsequent presentations should be submitted with the most favorable terms the Respondent can offer.

c. If CalSTRS is unable to execute an agreement with the most qualified and responsible Respondent, CalSTRS reserves the right to award the agreement to the next qualified and responsible Respondent.

d. Offers will be reviewed to determine best value using the following phases:

PHASES

1 PREQUALIFICATION OF MINIMUM ADMINISTRATIVE

AND TECHNICAL QUALIFICATIONS

Pass/Fail

2 TECHNICAL QUALIFICATION REVIEW 70 points 3 COST COMPARISON 30 points

PHASE 2 + PHASE 3 SCORE 100 points

4 INTERVIEWS (OPTIONAL) 100 points REFERENCE CHECKS (OPTIONAL) Pass/Fail

5 COST NEGOTIATIONS Pass/Fail

1) In Phase 1, the Respondent’s offer will be reviewed for compliance with the minimum qualifications, content and format requirements of the RFO. Both the minimum administrative and technical qualifications must be met as specified in Section C, Qualifications Requirements.

Failure to satisfy any part of prequalification may result in the immediate disqualification of the offer and/or applicable proposed project person.

2) Proposed project personnel who meet the minimum qualifications will move to Phase 2, Technical Qualification Review. Each proposed project person’s expertise, experience, and education will be reviewed and scored based on the information provided in their Attachment II, Skill Summary Sheet (which also includes desirable qualifications), and resume.

3) In Phase 3, Cost Comparison, the hourly rate provided in the Respondent’s Attachment I, will be scored using the cost formula indicated below. The Respondent’s proposed project person with the lowest hourly rate will receive the full allotment of points. All other Respondents’ proposed project personnel will be scored as follows:

Lowest Hourly Rate x Maximum Number of Points (30) = Personnel’s Score Personnel’s Proposed Hourly Rate

4) In Phase 4, highest scoring proposed project person(s) after Phase 2, Technical Qualification Review and Phase 3, Cost Comparison may be invited for one or more rounds of interviews, at CalSTRS’ discretion. Reference checks may be conducted.

5) In Phase 5, if interviews are conducted, CalSTRS will negotiate rates with the Respondent whose proposed project person scored the highest points from Phase 4, subject to passing reference checks at the option of CalSTRS. If interviews are not conducted, CalSTRS will negotiate rates in Phase 5 with the Respondent(s) whose proposed project person(s) received the highest total points from Phase 2 and Phase 3, subject to passing reference checks at the option of CalSTRS.

5. Award

a. If CalSTRS enters into an agreement, it will be with the highest scoring responsible and responsive Respondent(s)/Proposed Personnel, as detailed above, subject to optional reference checks including passing the cost negotiation phase, and satisfying all the requirements for this RFO.

Respondents should review the attached Sample Agreement for a sample of the agreement that will be awarded.

b. If CalSTRS is unable to execute an agreement with the highest scoring Respondent(s)/Proposed Personnel, CalSTRS reserves the right to award the next highest scoring responsive Respondent(s)/Proposed Personnel in line.

c. Multiple project personnel may be selected from this RFO.

d. The Respondent, if awarded an agreement, must register in the CalSTRS integrated financial system, the SAP Business Network. This portal provides direct access to administering product and service delivery with CalSTRS. Click on the hyperlink to register:

https://s1.ariba.com/Sourcing/Main/ad/selfRegistration?realm=calstrs.

e. If at any time during or at the conclusion of this RFO process CalSTRS determines that, in its opinion, the results of this process are unsatisfactory, CalSTRS reserves the right to cancel this RFO, discontinue this process and decline to award an agreement.

f. In the event of a tie, (i.e. two Respondent’s proposed project persons with the same highest score), the award shall be determined by a coin toss.

6. Payment Structure

The payment structure for activities performed under Attachment V, Statement of Work, is hourly.

Invoices shall be submitted in triplicate not more frequently than monthly in arrears.

Invoice(s) must include: 1) Purchase Order Number, 2) Contractor’s name, address and telephone number, 3) total amount of invoice, 4) copies of the Contractor’s weekly status reports that cover the invoice dates, and 5) a copy of the timesheet approved/signed by the CalSTRS Contract Manager that covers the invoice dates.

7. Services or Procurement Resulting from Agreement

No person, firm, or subsidiary thereof awarded an agreement resulting from this RFO may submit a bid for, nor be awarded a contract for, the provision of services, procurement of goods or supplies, or any https://s1.ariba.com/Sourcing/Main/ad/selfRegistration?realm=calstrs other related action which is required, suggested, or otherwise deemed appropriate in the end product of an agreement resulting from this RFO. (Public Contract Code §10365.5).

8. Workers’ Compensation/Employer’s Liability Insurance

Contractor shall maintain statutory workers’ compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the agreement, including special coverage extensions where applicable.

9. Security

Contractor shall perform a background investigation on all of Contractor’s employees, subcontractors and agents assigned to perform the services, or any part of the services, pursuant to the agreement (the “Contractor Personnel”), per the provisions of the attached Sample Agreement Section G - Affirmative Covenants, Item 10 – Security, and must demonstrate compliance with Exhibit E, CalSTRS Contractor Background Investigation Policy. CalSTRS reserves the right to conduct a background investigation on the Contractor’s personnel, at its sole discretion.

System Architect

ATTACHMENT I

Information and Offer Sheet

Respondent Firm Name Firm Address

Street Address City, State, Zip Code

Information Technology CMAS & Small Business / DVBE Certification

CMAS Number CMAS Term Dates Certified Small Business Enterprise (Yes or No) If Yes, provide DGS certification number Certified Disabled Veteran Business Enterprise (Yes or No) If Yes, provide DGS certification number

Administrative Contact

Name and Title Office Telephone # (Include area code) Cell Telephone # (Include area code) Email Address

Authorized Signer

Name and Title Office Telephone # (Include area code) Cell Telephone # (Include area code) Email Address

Proposed Project Personnel and Rate

Proposed Project Person Name of Proposed Project Person CMAS Job Title (Must be a job title listed in the Available Products and/or Services of your CMAS CMAS (GSA) Hourly Rate Discount Hourly Rate Offered

System Architect

ATTACHMENT II

Proposed Project Person Skill Summary Sheet

This sheet must be completed by each Proposed Project Person.

Proposed Project Person Name

The proposed project person’s expertise, experience, and education will be reviewed and scored based on the information including descriptions provided in this Attachment (which also includes desirable qualifications), and resume.

Follow the format prescribed below. The work experiences, skills and abilities listed in each description must be verifiable by proposed personnel references and resumes. A statement such as, Refer to Resume, is not acceptable. All fields must be completed.

MINIMUM TECHNICAL QUALIFICATIONS

1. At least twelve (12) years of experience working in the Information Technology or Information System (IT/IS) fields with extensive experience in positions of enterprise architect, system architect, solution architect, technical lead, and/or software application designer/developer, etc.

YES/

NO

TOTAL

NO. OF

YEARS

Do you meet the above minimum qualification?

Provide a detailed description of specific work experience that meets the minimum qualification.

Description

Employer and Work Location(s) Date Range(s) No. of Years From (MM/YYYY) To (MM/YYYY)

2. At least ten (10) years of experience incorporating an industry’s open & non-proprietary Software Development Life Cycle (SDLC) methodology to lead and manage various technical aspects of software development and operations, including collaborating closely with an organization’s IT division and enterprise architecture unit and following all applicable enterprise IT standards, policies, processes, procedures, and best practices, etc.

YES/

NO

TOTAL

NO. OF

YEARS

Do you meet the above minimum qualification?

Provide a detailed description of specific work experience that meets the minimum qualification.

Description

Employer and Work Location(s) Date Range(s) No. of Years From (MM/YYYY) To (MM/YYYY)

3. At least five (5) years of experience working with pension/retirement organizations and system/applications used for pension/retirement purposes in large organizations similar in size to CalSTRS using software/systems/applications to automate complex business processes.

YES/

NO

TOTAL

NO. OF

YEARS

Do you meet the above minimum qualification?

Provide a detailed description of specific work experience that meets the minimum qualification.

Description

Employer and Work Location(s) Date Range(s) No. of

4. At least five (5) years of experience, as a system architect, planning and guiding the technical implementation of large/complex software development projects that are based on the Service Oriented Architecture (SOA).

YES/

NO

TOTAL

NO. OF

YEARS

Do you meet the above minimum qualification?

Provide a detailed description of specific work experience that meets the minimum qualification.

Description

Employer and Work Location(s) Date Range(s) No. of Years From (MM/YYYY) To (MM/YYYY)

5. Bachelor’s degree in Computer Science, Computer Engineering, Management Information Systems or related fields from an accredited or government sanctioned college/university.

CalSTRS reserves the right to request a copy of the certificate.

YES/

NO

Do you meet the above minimum qualification?

Provide a detailed description (including location degree was issued from and dates) of the degree that meets the minimum qualification.

Description

Degree Location(s) Date Range(s) No. of

For each DESIRABLE QUALIFICATION, give a brief description of specific work experience that meets/exceeds the criteria and demonstrates the number of YEARS entered, as applicable.

Follow the format prescribed below. The work experiences, skills and abilities listed in each description must be verifiable by proposed personnel references and resumes. A statement such as, Refer to Resume, is not acceptable.

DESIRABLE QUALIFICATIONS

1. Five (5) or more years of experience, as a system architect or enterprise architect working on behalf of a Federal or State agency, collaborating with third party contractors (e.g. system integrator or solution implementer) to ensure the contractors have done their due diligence in following software industry’s open standards, leveraging best practices in technical architecture and design, managing the project by incorporating an SDLC methodology, and delivering technically sound and sustainable solutions.

NO. OF

YEARS

Description

2. Five (5) or more years of experience providing enterprise level technical architecture services at a California State agency demonstrating knowledge of current and emerging technologies, best practices, and demonstrated experience in designing, architecting, developing and delivering n-tier applications.

NO. OF

YEARS

Description

3. Ability to communicate complex and technical concepts clearly to a broad range of stakeholders and technical staff in a written or oral context to translate business needs into technical solution.

NO. OF

YEARS

Description

4. Experience in understanding regulations and compliance in support of the design and development applications.

NO. OF

YEARS

Description

5. The proposed project person will be able to adhere to the hybrid working model by working on-site 2-3 days per week at CalSTRS Headquarters, West Sacramento, CA. If no, provide a short explanation. (no points)

YES/

NO

Description

System Architect

ATTACHMENT III

Proposed Project Person Business Reference Sheet

One sheet must be completed for each Proposed Project Person.

Proposed Project Person Name

Business references should be able to verify the proposed project person’s experiences, within the last 10 years, and to verify the other information provided regarding such person.

REFERENCE 1

Name of Company/Agency Company Address City, State Contact Person (Name and Title) Contact Telephone # (Include area code) Contact Email Address Dates of Service (Include years and months)

REFERENCE 2

Name of Company/Agency Company Address City, State Contact Person (Name and Title) Contact Telephone # (Include area code) Contact Email Address Dates of Service (Include years and months)

REFERENCE 3

Name of Company/Agency Company Address City, State Contact Person (Name and Title) Contact Telephone # (Include area code) Contact Email Address Dates of Service (Include years and months)

ATTACHMENT IV

Frequently Asked Questions

The following are frequently asked questions as it pertains to this RFO. Respondents are responsible for reviewing these questions and responses. If this RFO accepts clarifications/questions, see instructions located on page 2 for how to submit written questions and the deadline to ensure a response.

Q.1. Is this a new position?

A.1. No.

Q.2. If there is an incumbent, are they eligible to be considered for this position?

A.2. Yes; however, the services sought from this RFO can be proposed by any eligible Respondent who meets the qualifications to CalSTRS satisfaction. CalSTRS promotes open, fair and equal competition among prospective Respondents in a manner conducive to sound State fiscal practices.

CalSTRS reserves the right to reject any offer submission in the event CalSTRS determines that any conflict of interest exists.

Q.3. Will phone/webcam interviews be an option if interviews are conducted?

A.3. Yes, CalSTRS may consider interviews using online collaboration platforms. CalSTRS will determine the appropriate platform to use.

Q.4. What is the anticipated award and start dates for the contract?

A.4. See RFO Section D.1., Time Schedule.

Q.5. Is there a “remote working” option?

A.5. See RFO Section A., Introduction.

Q.6. Is the RFO available in a Word document format?

A.6. In order to maintain the format prescribed, CalSTRS will not disseminate the RFO in Microsoft Word or any other format. It is the Respondent’s responsibility to develop and format a response, which may include the use of Microsoft Word, Adobe or other software and functions (i.e. prepare, convert, etc.), to provide all the required information and documents listed in the RFO.

Q.7. Is a CMAS required to respond to this RFO?

A.7. Yes.

Q.8. How do we become a CMAS vendor?

A.8. Business Entities interested in becoming a CMAS contractor may view the Department of General Services site for additional information: https://www.dgs.ca.gov/PD.

Q.9. Which classification do I list on Attachment I if it does not match the CalSTRS position title?

A.9. Respondents may submit a classification that has similar skills/experience and that is an available service listed on their CMAS as long as all Minimum Qualifications of this RFO are met.

Q.10. What if a proposed project person I submitted is no longer available at time of contract award, can I submit a new proposed project person?

A.10. Award is based on each individual proposed project person’s score. If any highest scoring proposed project person is no longer available at time of contract award, then CalSTRS reserves the right to award the next highest scoring Respondent/proposed project person in line.

Q.11. What is the estimated budget for this RFO?

A.11. In an effort to obtain competitive pricing, CalSTRS will not disclose this information.

Q.12. How to become a business partner with CalSTRS?

A.12. Business Entities may become a business partner with CalSTRS by registering in CalSTRS integration on-line financial system, the SAP Business Network. For more information about the portal and additional registration requirements please visit the link:

https://s1.ariba.com/Sourcing/Main/ad/selfRegistration?realm=calstrs.

Q.13. How do I update my business information (i.e. address, tax ID, entity name) with CalSTRS?

A.13. Business Entities will need to complete a Business Partner Form. To request the form please email Partners@CalSTRS.com.

Q.14. Does CalSTRS Headquarters have onsite parking for independent Contractors?

A.14. Monthly parking privileges are available for CalSTRS employees only. Independent contractors are responsible for seeking alternative parking locations. One option may be the Ziggurat parking garage at 601 Third Street, West Sacramento, CA. Other parking options can be found at:

https://www.cityofwestsacramento.org/government/departments/economic-development-and-housing/parking.

ATTACHMENT V

Statement of Work

The Contractor must be able to perform all work on-site at the CalSTRS headquarters facility in West Sacramento, CA. At CalSTRS’ discretion, a different approach (i.e., fully in-office, fully remote or different work hours) may be utilized based on CalSTRS business need and/or directive. Work must be performed during CalSTRS business hours and shall not be permitted on California State Holidays identified on the California Department of Human Resources website, unless pre-approved in writing by CalSTRS management. All work schedules must be pre-approved in writing by CalSTRS management and must adhere to all applicable CalSTRS policies and procedures. The Contractor is responsible for any travel costs (including travel time) that they may incur while providing the services identified in this Statement of Work.

A. Description of Services

The System Architect (Contractor) shall protect CalSTRS’ best interests by working and collaborating closely with the CalSTRS’ project management team and a third-party vendor to ensure that the third-party vendor has done their due diligence in managing the project and producing project deliverables and artifacts that meet CalSTRS’ quality expectations in a timely manner.

The Contractor defines, analyzes and assists with the implementation of the architecture of a computerized system (i.e., a system composed of software and hardware) in order to fulfill business and technical requirements.

All deliverables and services will be provided in a diligent, professional, competent, and timely manner.

B. Tasks/Deliverables

The Contractor’s tasks may include, but are not limited to, the following:

1. Evaluate Technical Dependencies in Project Deliverables and Documents

a. Assist in the identification and resolution of dependencies and/or discrepancies, which may result in downstream business/technical impacts or implications, in various project deliverables and documents.

b. Collaborate closely with the CalSTRS project management team in estimating and fine tuning the utilization needs of technical resources.

c. Monitor and evaluate the quality of technical deliverables and timely progress of technical activities.

d. Examples of anticipated deliverables include, but are not limited to, all the following:

• Review and recommend any potential revisions to deliverables/documents to include any technical dependencies/provisions;

• Review and recommend any potential revisions to applicable project deliverables/documents to incorporate all necessary technical activities and schedules; and

• Review and recommend any potential revisions to applicable project deliverables/document to include risks, issues, and scope that may have technology/technical dependencies and implications.

2. Assess Architecturally Significant Dependencies or Implications

a. Meet with various technical architects and technical subject matter experts (SMEs) (e.g., system integrator’s architect, CalSTRS architect, etc.) to understand and evaluate requirements and various aspects of technical architectures of both new and existing solutions.

b. Develop technical impact analysis and/or research papers to support CalSTRS managements’ decision-making process.

c. Examples of anticipated deliverables include, but are not limited to, all the following:

• Impact Analysis of ‘to-be’ Business Architecture

• Impact Analysis of ‘to-be’ Technical Architecture

• Alternative Analysis of Architectural Designs & Options

• Technical and/or Implementation Dependencies

3. Analyze and Recommend Architecture Options

a. Collaborate with various technical architects and technical SMEs (e.g., system integrator’s architect, CalSTRS architect, etc.) to develop prospective bridging architecture options where the existing solutions can continue to fulfill business needs, partially or wholly, in order to accommodate the phased deployments of functionalities of the new solution.

b. Examples of anticipated deliverables include, but are not limited to, all the following:

• One or more architectural options with trade-offs

• Benefit(s), cost(s), risk(s), and schedule impact analyses for each architecture option

4. Guide the Technical Implementation and Delivery from a System Architecture Perspective

a. Guide and identify activities from a system architecture perspective, which have technical impacts/dependencies, among CalSTRS’ SMEs, vendors, business partners and stakeholders to ensure on-time and with quality completion of solution development/implementation per design specification and project requirements/objectives.

b. Regularly log, track, and update technical risks and issues.

c. Examples of anticipated activities include but not limited to, all the following:

• Discover, analyze, document and communicate technical risks and architectural impacts;

• Raise and/or escalate technical issues and concerns in a timely manner;

• Enforce proper SDLC adherence;

• Timely communicate and resolve technical issues and risks; and

• Written weekly and/or monthly reports detailing various technical findings that may impact schedules, resources, and activities, etc.

5. Such other tasks and related services to provide the deliverables hereunder, as requested by CalSTRS.

Transfer of knowledge to appropriate CalSTRS employees is required, along with any requested materials and content for transfer of knowledge.

Completion Criteria

Deliverables/tasks will include all work assignments identified to be completed. Deliverables/tasks are considered complete after CalSTRS’ quality assurance process is completed and approval is granted by designated CalSTRS’ reviewers.

Performance and timeliness of all deliverables/tasks will be monitored by CalSTRS via the submission of Contractor’s weekly status reports and through status meetings. Status and actual hours will be reported by Contractor on a weekly basis for the deliverables/tasks assigned. Each deliverable/task will be tracked via the appropriate program/project schedule and budget in order to monitor progress toward the completion of the deliverables/tasks and milestones.

F. SAMPLE AGREEMENT NUMBER CWXXXXXXX

BETWEEN CALIFORNIA STATE TEACHERS’ RETIREMENT SYSTEM

AND <INSERT CONTRACTOR NAME>

A. GENERAL RESPONSIBILITIES

Contractor

The California State Teachers’ Retirement System, also known as CalSTRS, and <Insert Contractor Name>, also known as Contractor, agree to the following terms and conditions, in addition to those identified in the State of California, Multiple Award Schedule (CMAS) No.

XXXX. See Exhibit A, Statement of Work (SOW).

B. AGREEMENT CONTACTS

1. Contractor

Contractor liaison for services shall be XXXX at telephone number (XXX) XXX-XXX and E-mail address XXXX.

2. CalSTRS

a) CalSTRS Business Contract Liaison for services shall be (Insert name) at E-mail address XXX@CalSTRS.com for questions related to the services.

b) CalSTRS Business Contract Manager for services shall be (Insert name) at telephone number (916) 414-XXXX, and E-mail address XXX@CalSTRS.com for questions related to the services.

C. TERM

The term of this Agreement shall be from <Month, Date, Year> through <Month, Date, Year> with the option to extend up to <insert #> additional months if the Contractor’s CMAS (identified above) is current prior to the term expiring.

D. FEES

The total amount of this Agreement shall not exceed $XXX.XX, unless amended in writing, approved by all required authorities, and additional funds are authorized. Fees shall be calculated as follows:

Hours Position Per Hour Amount X,XXX <Insert CalSTRS Working Title> $XXX.XX $XXX.XX

<Insert GSA Classification>

SAMPLE

mailto:XXX@CalSTRS.com mailto:XXX@CalSTRS.com

E. BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing and Payment

a) For services satisfactorily rendered, and upon receipt and approval of the invoices, CalSTRS agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein and made a part of this Agreement.

b) Invoices shall be submitted not more frequently in monthly arrears through the following:

1. The supplier submits their invoices through the SAP Business Network.

2. If contractor/supplier has not registered, to do business with CalSTRS, on the

SAP Business Network:

a. Supplier must contact Partners to create an SAP Business Network account to facilitate invoicing and payment.

b. Supplier will contact their Business Area Liaison for assistance in submitting an invoice.

c) Invoice(s) must include: 1) Purchase Order Number, 2) Contractor’s name, address and telephone number, 3) total amount of invoice, 4) copies of the Contractor’s weekly status reports that cover the invoice dates, and 5) a copy of the timesheet approved/signed by a State Manager that covers the invoice dates.

2. Budget Contingency Clause

a) It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, CalSTRS shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

b) If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, CalSTRS shall have the option to either cancel this Agreement with no liability occurring to CalSTRS or offer an agreement amendment to Contractor to reflect the reduced amount.

c) Pursuant to the Teachers’ Retirement Board (board) Governance Manual, any Agreement which exceeds $1,000,000 in cumulative value must be approved by the board. If the Agreement term spans multiple fiscal years and board approval of the cumulative fiscal year value is required, it is mutually agreed that if the board does not approve funding for current year and/or any subsequent years, this Agreement shall be of no further force and effect.

3. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with section 927.

SAMPLE

https://service.ariba.com/Supplier.aw/109573047/aw?awh=r&awssk=3eo5bK9B&dard=1&ancdc=1 mailto:mailto:%20Partners@CalSTRS.com

F. GENERAL TERMS AND CONDITIONS

1. Approval

This Agreement is of no force or effect until signed by both parties. Contractor may not commence performance until approval has been obtained.

2. Titles/Section Headings

Titles or headings are not part of this Agreement, they are for convenience of reference only and shall have no effect on the construction or legal effect of this Agreement.

3. Choice of Law

This Agreement and any controversy or claim arising out of or relating to this Agreement, or the breach thereof shall be administered, construed, governed and enforced according to the laws of the State of California (without regard to any conflict of laws provisions) to the extent such laws have not been preempted by applicable federal law. Any suit brought hereunder (including any action to compel arbitration or to enforce any award or judgment rendered thereby) shall be brought in the state or federal courts sitting in Sacramento, California, the parties hereby waiving any claim or defense that such forum is not convenient or proper. Each party agrees that any such court shall have in personam jurisdiction over it and consents to service of process in any manner authorized by California law.

4. Unenforceable Provision

In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have full force and effect and shall not be affected thereby.

5. Amendment

No amendment or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties. No oral understanding or agreement not incorporated in the Agreement is binding on any of the parties.

6. Force Majeure

Neither party shall be liable to the other for delay in or failure of performance, nor shall any such delay in or failure of performance constitute default, if such delay or failure is caused by “Force Majeure.” Such causes may include, but are not restricted to, Acts of God or of the public enemy, acts of the State in its sovereign capacity, fires, floods, power failure, disabling strikes, epidemics, quarantine restrictions, and freight embargoes.

Contractor confirms that the goods/services to be provided to CalSTRS are not affected by the current COVID-19 Pandemic and that Contractor is able to perform under the Agreement.

SAMPLE

7. Signatures & Counterparts

This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.

The parties agree to the terms of this Agreement and have caused this Agreement and its exhibits to be signed by their duly authorized representatives. Any manually executed signature page to this Agreement and its exhibits delivered by a party by facsimile or electronic mail in .PDF form shall be deemed to be an original signature hereto. Additionally, CalSTRS may provide the option for the parties to electronically sign this Agreement and exhibits via DocuSign or by other electronic means prescribed by CalSTRS. Any counterpart delivered using any of foregoing methods shall be deemed to have been duly and validly delivered with the same force and effect as original signatures, which together shall constitute one and the same instrument.

8. Intellectual Property

Contractor expressly acknowledges and agrees that all discoveries, inventions, processes, designs, plans, works of authorship, and trade secrets, whether of a technical nature or not, made or developed by Contractor alone or in conjunction with any other person or entity while accomplishing the Agreement (Intellectual Property), shall be the sole and exclusive property of CalSTRS and CalSTRS may use or reuse the Intellectual Property, in whole or in part, in all media, whether now or later existing, throughout the universe in perpetuity, including but not limited to the exclusive right to reproduce, perform and exploit the Intellectual Property, and all information regarding the Intellectual Property, concurrent with the discovery or development of the Intellectual Property. If the Intellectual Property or the results and proceeds thereof constitute “works of authorship” within the scope of U.S. Copyright Law, the foregoing shall be deemed “works made for hire” and CalSTRS shall be considered the sole author and owner of all rights comprised in the copyright and/or patent thereof and shall have the exclusive right to seek patent and/or copyright protection in CalSTRS name. In the event that any Intellectual Property does not constitute “works made for hire,” Contractor hereby assigns all rights thereto exclusively to CalSTRS for any and all purposes of CalSTRS. At all times during its term and after the termination of the Agreement, Contractor shall assist CalSTRS in obtaining and maintaining, for CalSTRS benefit, protection of the Intellectual Property and Contractor shall execute and cause its subcontractors to execute such further instruments as CalSTRS may reasonably require as evidence of ownership of such rights. Contractor agrees that he/she will not use or disclose any Intellectual Property owned by CalSTRS without the express written permission of CalSTRS.

G. AFFIRMATIVE COVENANTS

1. Reports and/or Meetings

a) Contractor shall provide oral or written progress reports as requested by CalSTRS to determine if Contractor is performing to expectations or is on schedule, to provide communication of interim findings, and shall afford occasions for discussing and resolving problems encountered.

b) Contractor shall meet with CalSTRS staff and/or the board upon request to discuss progress on the Agreement or to present findings, conclusions and recommendations.

2. Additional Documents

Contractor and CalSTRS agree to execute such additional documents, and perform such further acts, as may be reasonable and necessary to carry out the provisions of this Agreement.

3. Reportable Interests

Contractor shall not directly or indirectly receive any benefit from recommendations made to CalSTRS and shall disclose to CalSTRS any personal investment or economic interest of Contractor which may be enhanced by the recommendations made to CalSTRS.

Contractor acknowledges that CalSTRS is subject to provisions of the Fair Political Practices laws of California (Government Code section 81000, et seq., and all regulations adopted thereunder, including, but not limited to, Title 2, California Code of Regulations, section 18700) and Contractor shall comply promptly with any requirement thereunder.