Request for Offers for Board Meeting Management Service

24-14095-001

Posted

Fred Fernandez

(512) 867-7163

Fred.Fernandez@ers.texas.gov

4/23/2025

10:00 AM

327

21+ Days for Solicitation Notice

3/13/2025

3/13/2025 8:34 am

95882-*Records Management Services (Including Document Management Services Which Also Includes Technology Integration);

EMPLOYEES RETIREMENT SYSTEM OF TEXAS

REQUEST FOR OFFERS FOR BOARD MEETING MANAGEMENT SERVICE

SOLICITATION NO. 24-14095-001

NIGP CODE: 958-82

The Employees Retirement System of Texas (ERS) has issued a Requestfor Offers (RFO) seeking a qualified firm (Respondent) to provide a fullyhosted, cloud-based SaaS solution for ERS’ Board’s meeting managementrequirements. Respondent shall provide the level of services required in the RFOand meet other requirements that are in the best interests of ERS, its members,and the state of Texas (State). Respondent shall be required to execute acontract (Contract) provided by, and satisfactory to, ERS for a period thatbegins upon execution of the Contract by ERS and extends for a period of six(6) years, subject to the terms of the Contract. It is anticipated the Contractwill be executed in October 2025.

To download the RFO,submit questions, and/or an Offer, prospectiveRespondents must first create a profile in Bonfire ( ERS’ e-procurement portal located at erstexas.bonfirehub.com ), whichoperates best on the latest versions of Microsoft Edge, Google Chrome, andMozilla Firefox. Browser cookies must be enabled when accessing Bonfire. Notethat Respondent’s primary contact must create a Bonfire profile (with theactual contact person’s email address) and download the RFO documents in orderto send and receive messages via Bonfire.

Questions will be accepted via Bonfire until March 26, 2025 at 4:00 p.m. Central Time(CT). Answers to questions will be posted to Bonfire and ESBD on thedate specified in RFO Section A.4.

To be eligible for consideration, Respondent is required to submit itsOffer in accordance with the instructions set forth in the RFO. Respondentsmust meet the Scope of Services requirements set forth in Section C of the RFO.All Offer materials shall be received by ERS via Bonfire no later than April 23, 2025 at 10:00 a.m. CT.

ERS reserves the right to rebid the RFO if deemed by ERS to be in thebest interests of ERS, its members, and/or the State. ERS also reserves theright to reject any Offer submitted that does not fully comply with the RFO’sinstructions and criteria. ERS is under no legal requirement to execute aContract on the basis of this notice or upon issuance of the RFO and will notpay any costs incurred by any Respondent in connection with the preparation ofan Offer. ERS also reserves the right to revise any provisions set forth in theRFO at any time prior to execution of a Contract where ERS deems it to be inthe best interests of ERS, its members, and/or the State.

Any general questions should be sent to ERS’ point of contact, Fred Fernandez, ProcurementSpecialist, via Bonfire or ivendorquestions@ers.texas.gov .ERS’ mailing address is P.O. Box 13207, Austin, Texas 78711-3207.