RFO_5647921051_Technology_Services_AI_Delivery_Lead.pdf

CALSTRS.

HOW WILL YOU SPEND YOUR FUTURE?

CALIFORNIA STATE TEACHERS’ RETIREMENT SYSTEM

Technology Services California Multiple Award Schedule (CMAS) Agreement

AI Delivery Lead

REQUEST FOR OFFER 5647921051

OFFER DUE DATE

June 2, 2026, by 2:00 PM, PT

Fam Saechao Central Procurement Analyst

California State Teachers’ Retirement Systems ITProcurement@CalSTRS.com

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

Request for Offer 5647921051 Technology Services

AI Delivery Lead

REQUEST FOR OFFER

You are invited to review and respond to the California State Teachers’ Retirement System (CalSTRS), Request for Offer (RFO), entitled AI Delivery Lead. 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 June 2, 2026, by 2:00 PM, 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:

Fam Saechao Central Procurement Analyst

ITProcurement@CalSTRS.com

Refer to Attachment IV, Frequently Asked Questions, prior to submitting any written questions. Any additional questions must be received by May 26, 2026, by 2:00 PM, 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

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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

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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 AI Delivery Lead with detailed knowledge and experience of a technical project manager, along with advanced expertise in data analytics and AI implementation. This role will be responsible for overseeing multiple projects focused on Generative AI deployment, AI adoption, and driving AI transformation across multiple business areas at CalSTRS. 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 twenty-four (24) months, with an option to extend up to twenty-four

(24) additional months, at an estimated average of 160 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 Enterprise IT Solutions and Innovation Director or designee and may be assigned one or more teams/programs/projects during the services period.

B. BACKGROUND

This role utilizes industry’s best practices like Project Management Body of Knowledge (PMBOK), Software Development Life Cycle (SDLC), Agile, and Information Technology Infrastructure Library (ITIL) methodologies. The Contractor ensures that the technology projects meet business goals and success criteria using standard Project Portfolio Management (PPM) and Project Management tools such as Clarity PPM, Microsoft Project, Excel, Jama, and Jira, with an aim to complete the projects on time, within budget, and according to customer needs.

https://www.calstrs.com/

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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. Ten (10) or more years of project management experience managing complex projects with over $1M budgets with proficiency level in project management tools (such as MS Project, Jira, Confluence) and Agile/Waterfall methodologies.

2. Two (2) or more years of experience managing Artificial Intelligence/Machine Learning (AI/ML) and data analytic projects with strong understanding of AI/ML concepts, data pipelines, and model lifecycle.

3. Five (5) years of experience in leading cross-functional teams and managing multiple concurrent projects.

4. Bachelor’s degree in computer science, information technology, data science, or related field.

CalSTRS reserves the right to request a copy of the degree/certification.

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:

http://www.calstrs.com/

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1. Five (5) years of experience in reviewing or creating AI technical documentations, cloud architecture diagrams, and Application Programming Interface (API) manuals.

2. Three (3) or more years of experience in data governance, security, and compliance standards.

3. Two (2) or more years of experience of managing cloud-based projects with cloud platforms (such as Azure or AWS) and AI services.

4. Strong problem-solving, decision-making, and collaboration skills.

5. The proposed project person will be able to adhere to working on-site 5 days per week at CalSTRS Headquarters, West Sacramento, CA. (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 May 26, 2026, by 2:00 PM, PT

Offer Due Date June 2, 2026, by 2:00 PM, 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.

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f. Current General Services Administration (GSA) Agreement

One (1) copy of the Respondent’s current GSA agreement and pricing pages applicable to the Respondent’s Information Technology CMAS contract, which includes the personnel classifications, hourly rates, and minimum qualifications.

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, 5000001234). 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 submittal of 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.

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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 to not 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.

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 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 mailto:Procurement@CalSTRS.com

AI Delivery Lead 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 shall be invited for one or more rounds of interviews.

Reference checks may be conducted.

5) In Phase 5, CalSTRS will negotiate rates with the Respondent whose proposed personnel is the highest ranking from Phase 4. If the initial highest ranking proposed project person is no longer available and/or does not pass Phase 5, Cost Negotiations, CalSTRS reserves the right to move to the next highest ranking proposed project person from Phase 4.

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 to 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.

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

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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 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 Purchasing Authority Purchase Order 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.

Technology Services

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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 #1 (mandatory) 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

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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. Ten (10) or more years of project management experience managing complex projects with over $1M budgets with proficiency level in project management tools (such as MS Project, Jira, Confluence) and Agile/Waterfall methodologies.

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. Two (2) or more years of experience managing Artificial Intelligence/Machine

Learning (AI/ML) and data analytic projects with strong understanding of AI/ML concepts, data pipelines, and model lifecycle.

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

AI Delivery Lead

3. Five (5) years of experience in leading cross-functional teams and managing multiple concurrent projects.

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

AI Delivery Lead

4. Bachelor’s degree in computer science, information technology, data science, or related field.

CalSTRS reserves the right to request a copy of the degree/certification.

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 Years From (MM/YYYY) To (MM/YYYY)

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) years of experience in reviewing or creating AI technical documentations, cloud architecture diagrams, and Application Programming Interface (API) manuals.

NO. OF

YEARS

Description

2. Three (3) or more years of experience in data governance, security, and compliance standards. NO. OF

YEARS

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3. Two (2) or more years of experience of managing cloud-based projects with cloud platforms (such as Azure or AWS) and AI services.

NO. OF

YEARS

Description

4. Strong problem-solving, decision-making, and collaboration skills. YES/

NO

Description

5. The proposed project person will be able to adhere on-site 5 days per week at CalSTRS Headquarters, West Sacramento, CA. (no points)

YES/

NO

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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)

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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. Yes.

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

A.2. N/A.

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

A.3. No, all interviews will be in-person only. Please select a project personnel that will be willing to attend in-person interviews.

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

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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 West Sacramento Parking Services.

https://s1.ariba.com/Sourcing/Main/ad/selfRegistration?realm=calstrs https://www.cityofwestsacramento.org/business/parking https://www.cityofwestsacramento.org/business/parking

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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.

The AI Delivery Lead (Contractor) acts as a technical project manager with strong data analytic and AI implementation technical skills, overseeing multiple projects involving Generative AI implementation, AI adoption, and AI transformation at CalSTRS. This role utilizes industry’s best practices like Project Management Body of Knowledge (PMBOK), Software Development Life Cycle (SDLC), Agile, and Information Technology Infrastructure Library (ITIL) methodologies. The Contractor ensures that the technology projects meet business goals and success criteria using standard Project Portfolio Management (PPM) and Project Management tools such as Clarity PPM, Microsoft Project, Excel, Jama, and Jira, with an aim to complete the projects on time, within budget, and according to customer needs.

Reporting directly to the CalSTRS TS Enterprise IT Solutions and Innovation Director. The Contractor is required to work on-site at CalSTRS headquarters unless there is written approval from the CalSTRS contract manager.

The Contractor is expected to perform the following tasks and produce associated deliverables including, but not limited to the following:

1) Define and manage project scope, schedule, resources, strategy, risks/issues, communications, milestones, success criteria, and budget for AI-related projects.

2) Develop and maintain project management artifacts, including Project Charter, Project Schedule, Communication Management Plan, Risk and Issue Management Plan, Training Plan, Transition Plan, Project Closeout Report, Agile backlogs, Agile task boards, and Agile team performance reports.

3) Collaborate with leadership, data analysts, developers, business analysts, system architects, and business teams to translate AI strategy into actionable project plans and deliver high-quality software products.

4) Ensure AI models and solutions align with CalSTRS strategic goals, and CalSTRS AI policy, CalSTRS AI Security standard, CalSTRS Information System Project Standards, and meet business requirements, compliance standards, and ethical guidelines.

5) Lead the integration of AI tools and platforms into existing systems and workflows.

6) Lead the AI adoption and change management within CalSTRS, including stakeholder education and training.

7) Participate in technical design reviews with developers and architects, including architecture diagrams and integration plans to ensure alignment with business and compliance requirements.

8) Review business requirements document for clarity and feasibility.

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9) Review data models, training datasets, and feature engineering approaches for alignment with project goals.

10) Communicate and coordinate with business areas, sponsors, subject matter experts (SMEs), and Project Management Office (PMO).

11) Manage vendors for performance and alignment to CalSTRS goals.

12) Prepare weekly and monthly status reports and develop presentations for leadership.

13) Be responsible for the quality assurance of all deliverables, including AI models, documentation, and deployment artifacts.

14) Support continuous improvement of templates, processes, and methodologies for AI project delivery.

15) Identify and implement lessons learned for future AI initiatives and projects.

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.

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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

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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) Purchasing Authority 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.

SAMPLE

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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.

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

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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.

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.

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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. If required by law, Contractor shall require its Key Personnel named, and all later substitutions therefore, to file Statements of Economic Interest (Title 5, California Code of Regulations, section 22000 et seq.). All such reports shall be filed simultaneously with CalSTRS.

4. Key Personnel

Exhibit B, Contractor Name’s Key Personnel, names certain members of Contractor's staff (key individuals) who will perform the conduct described in the scope of services and exercise a significant decision making role in the delivery of services under this Agreement. These personnel shall be hereafter referred to (both individually and collectively) as " Key Personnel."

a) Contractor shall not substitute, replace or reassign Key Personnel without CalSTRS prior approval. However, with CalSTRS prior approval, the parties may agree in writing to a change in these Key Personnel. The writing shall become a part of this Agreement.

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b) This Agreement may be terminated immediately, in CalSTRS sole discretion and upon written notice from CalSTRS to Contractor, because of any change in or departure of Contractor's Key Personnel.

5. Changes in Control, Organization or Key Personnel

Contractor shall promptly, and in any case within five (5) calendar days, notify CalSTRS in writing: 1) if any of Contractor's representations and warranties, as set forth in this Agreement, cease to be true at any time during the term of this Agreement; 2) of any change in Contractor's staff who exercise a significant administrative, policy, or consulting role under this Agreement, including without limitation the Key Personnel; 3) of any change in the majority ownership, control, or business structure of Contractor; or

4) of any other material change in Contractor's business, partnership or corporate organization. All written notices from Contractor under this provision shall contain sufficient information to permit CalSTRS to evaluate the changes within Contractor's personnel or organization under the same criteria as was used by CalSTRS in its award of this Agreement to Contractor. Contractor agrees to provide CalSTRS with such additional information as CalSTRS may request.

6. Contractor Employee Relationship for CMAS Vendors

Contractor understands and acknowledges that the personnel provided to CalSTRS under this Agreement are the employees of the Contractor or Independent Contractors who have a contractual relationship with the Contractor. Contractor agrees to indemnify, defend and hold CalSTRS harmless from any and all claims made against it including, but not limited to, claims for salaries, liability for tax withholding, workers’ compensation, disability or miscellaneous employment benefits, whether based on tort, contract or other theories of recovery arising out of injury, disability, or death of Contractors’ employees or Independent Contractors.

7. Warranty of Compliance – Termination

Contractor warrants that it has implemented and will enforce CalSTRS Contractor Background Investigation Policy, Exhibit E, and agrees that it will promptly notify CalSTRS of any changes which become known to them which would affect their compliance with said guidelines. In the absence of any notice of such information subsequent to the hiring of the Contractor Employee by Contractor, CalSTRS will rely on the on-going compliance statement made by Contractor. In the event CalSTRS finds that Contractor has failed to properly perform the background check or fails to provide CalSTRS with information subsequently known to Contractor after such investigation, CalSTRS has the right to immediately terminate the Agreement with Contractor.

8. Knowledge Transfer

Where appropriate, Contractor’s obligations under the terms of this Agreement include a “knowledge transfer” to CalSTRS. “Knowledge transfer” is defined as personal and/or technical knowledge or information which will enable, or enhance the ability of, CalSTRS staff to maintain and operate contracted-for programs, equipment and facilities.

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If the Agreement includes the purchase of equipment, “knowledge transfer” shall also include education and training, including all relevant documentation, to enable CalSTRS to maintain the equipment based on Contractor’s methodology. The Contractor agrees that CalSTRS may reproduce such documentation for its own use in maintaining the equipment.

Any additional training or instruction necessary to realize the “knowledge transfer” shall be provided at no additional cost to CalSTRS.

9. Information Security and Privacy

Contractor, in the course of its duties, may handle investment, financial, accounting, statistical, personal, technical and other data and information relating to CalSTRS and its members. All such information is confidential, and, unless permitted by CalSTRS in writing, Contractor shall not disclose such information, directly or indirectly, or use it in any way, either during the term of the Agreement or any time thereafter, except as…