Pre-Proposal Conference Houston Independent School District

PURCHASING SERVICES

Date: 2/25/2020

Presenter: Iva Scherer

Category Specialist

Introduction:

RFP #16-10-53-C College Career Readiness Materials and Services

It is the intention of the Houston Independent School District (HISD) to establish one or more contracts to provide materials, software, and services to align with the district’s College & Career Readiness initiatives and efforts to ensure that students are prepared for post-secondary success

with a submission deadline of: March 24, 2020 at 10:00 CST

2

Pre-Proposal Conference House Rules

• Emergency exits.

• Sign in.

• Silence / vibrate all cellphones.

• No one-on-one side conversations.

• Write questions on provided notecards and either ask at the end or email the project manager.

3

AGENDA

4

I. House Rules

II. Project Timelines

III. Business Assistance Office – M/WBE Participation Goal

IV. Risk Management Office – Insurance Compliance

V. Code of Silence and Conflict of Interest

VI. Scope of Work

VII. Proposal Submission Overview

VIII. Proposal Response Requirements

IX. Proposal Submission Forms

X. Price and Pricing Schedule

XI. Solicitation of Bids

XII. Addendum (if any)

XIII. Purchasing Services – Downloading RFP

XIV. Questions and Answers

Project Timeline

5

BUSINESS ASSISTANCE OFFICE

FORM B: M/WBE Instructions and Participation Report

• Form G - M/WBE PARTICIPATION PLAN

• The Office of Business Assistance was established by the Board of Education in 1988 to assist minority and women-owned businesses ("M/WBE") to participate in various District business projects. The District's M/WBE participation goal level for Professional Services is 25%. Proposers are required to submit an M/WBE plan that demonstrates a good faith effort for achieving the District's goals. The Proposers' plan should identify the existing and proposed participation commitments for achieving these good faith efforts.

• Examples of good faith efforts include, but not limited to:

• • Subcontracting with M/WBE firm(s) to meet or exceed district's goal;

• • Create a Joint Venture partnership; and

• • Participate in a Mentor/Protege agreement.

***This is REQUIRED. Non-compliance will disqualify vendors from this contract.***

6

M/WBE

7

RISK MANAGEMENT OFFICE

Insurance Requirements

8

***This is REQUIRED.***Non-compliance will disqualify vendors from this

contract.

All questions regarding district insurance requirements should be directed to:

HISD Risk Management OfficeCandice Wilson

713-556-9225

9

Sample – Insurance Letter Acord Form

Code of Silence (Board Policy CAA (Local))

• CODE OF SILENCE AND CONFLICTS OF INTEREST: The Board of Education (Board) has adopted a “Code of Silence” policy (ref. Board Policy CAA (Local)) and a “Conflict of Interest Disclosures” policy (ref. Board Policy BBFA (Local)) to enforce its commitment to ethical contracting standards and improve accountability and public confidence. It is important to avoid both the appearance of conflicts and actual conflicts of interest.

• The “Code of Silence" shall mean a prohibition on any communication regarding any RFP, bid, or other competitive solicitation between: • Any person who seeks an award from the District or its affiliated entities (including, but not limited to, the HISD

Foundation and the HISD Public Facility Corporation), including a potential vendor or vendor's representative, and

• Board members, the Superintendent of Schools, senior staff members, principals, department heads, directors, managers, or other District representatives who have influence in the evaluation or selection process.

• The “Code of Silence” time period shall begin when the Request for Proposal (RFP) is issued and ends upon the execution of the contract. During the “Code of Silence”, campaign contributions, gifts, donations, loans, and any other items of value are prohibited between these parties, including candidates who have filed for election to the Board.

10

Conflict of Interest (ref. Board Policy BBFA (Local))

• Board Policy CAA (Local) pertaining to the “Code of Silence” and Board Policy BBFA (Local) pertaining to “Conflicts of Interest Disclosures” are attached by URL link above and incorporated by reference. Please review the policies carefully and ensure that the policies are followed in all respects. Proposer(s) agree and understand that non-compliance with the “Code of Silence” policy may result in disqualification. Furthermore, the failure of a Board member to disclose a conflict of interest may result in the debarment of a vendor for 24 months.

11

DOING BUSINESS WITH HISD

Inquires/Statements - AccountsPayable@houstonisd.org

P.O. Related Invoices - HISD_VendorInvoices@houstonisd.org

PAYMENT INFORMATION:

• Check Register

• Hover over “About Us”

• Click on “Financing and Legislative”

• Click on “HISD Check Register”

• Click on “Check Register Online Search Engine (CROSE)”

• Click on “Begin your vendor search now”

WHAT WILL CAUSE A DELAY IN PAYMENT?

• No purchase order

• Invalid purchase order

• Incomplete date

• No address

• Purchase order does not match invoice

• Substitutions without Procurement Approval

12

INFORMATION REQUIRED ON INVOICES:

• Date (of service)

• Amount

• PO# (need to match contract)

• Address (Match system)

• Reference Number (No more than 16 characters)

• Vendor address updates send to Procurement –

MasterData@houstonisd.org

Scope and Specifications• It is the intention of the Houston Independent School District (HISD) to

establish one or more contracts to provide materials, software, and services to align with the district’s College & Career Readiness initiatives and efforts to ensure that students are prepared for post-secondary success. The related contracts are for materials and services such as college/career readiness assessments, student licenses and certifications, CTE and college level coursework, college entrance exam preparation, staff professional development and platforms and software related to college and career readiness, exploration and access. This solicitation is intended to support HISD’s goal of ensuring that every district student becomes a “global graduate” and is fully equipped for successful, productive, and meaningful college and career options after graduation - HISD Global Graduate profile.

13

Proposal Submission Overview • General Information The instructions by the District are intended to afford Proposer(s) an

equal opportunity to participate in the proposal process and provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by Texas Education Code (TEC), other applicable Texas state statutes, and all local Board of Education (Board) policies.

• Request for Proposals are defined in the Texas Education Code 44.031 and Texas Government Code for Purchasing Contracts.

• Proposals will be received at:

• Houston Independent School District

• Board Services - Room 1C03

• Attn: Purchasing Services-Iva Scherer

• RFP / 16-10-53-C College Career Readiness Materials and Services

• 4400 West 18th Street

• Houston, TX 77092

14

Proposal Response Requirements*• To achieve a uniform review process and obtain the maximum degree of comparability, it is

required that proposals be organized in the manner specified in Tab 2.

15

* NOTE: DEPENDING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL FORMS AND APPENDICES THAT THE SUPPLIER MAY BE REQUIRED TO COMPLETE FOR

THE APPLICALBE RFP/RFQ.

16

17

• Proposers/Respondents MUST complete and return as part of solicitation response.

• Proposers/Respondents will be notified by Sourcing Specialist when Surveys are required.

18

19

• Code of Silence• Compliance with Texas Family Code

Provision• Authorization, Permits, and Business

Certificates Requirement• Antitrust Certification Statement –

TGC Section 2155.005• Hazard Analysis and Critical Control

Points (HACCP)• Vendor Nationwide Criminal

Background Checks • Felony Conviction Notification• Insurance Requirement • Non-Collusion Statement

20

21

22

Box 1: Vendor or Business Name

Box 2: Check if filing an updated version.

Box 3: Name of HISD employee whom you have a personal or business relationship. If not applicable, enter “N/A”

Box 4: Check boxes accordingly.

Box 5: Describe relationship with named person.

Box 6: Check box if applicable.

Box 7: Signature and date of vendor.

23

• Must be filled out electronically with Texas Ethics Commission.

24

25

26

27

FORM M: Criminal History

Background Check Certification

(1 page)

28

29

Solicitation of Bids

30

• Go to Houston ISD’s Purchasing Services site.

• Click on Solicitation of Bids link.

• Click on Project link and complete form.

• Download ALL documents.

• No Late Proposals - All proposals must be submitted within the posted timeline.

• Proposal submitted late may be automatically disqualified at the sole discretion of the district.

*NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

Addenda

• Addendum # 6 – Posting ETA

• To include: – Pre-Proposal Conference Presentation

– Pre-Proposal Conference Sign-In Sheet

– Questions & Answers from Pre-Proposal Conference

– Questions & Answers emailed to project manager

31

Thank you

Date: 2/25/2020

Presenter: Iva Scherer

Category Specialist