Houston Independent School District PROCUREMENT SERVICES October 2, 2018

Transcription

1 Houston Independent School District PROCUREMENT SERVICES October 2, 2018

2 Contact for the above RFP is: Wanda Pleasant

3 I. House Rules II. III. IV. Proposal Submission Overview Solicitation of Bids Ethics and Compliance i. Code of Silence and Conflict of Interest ii. Submission of Proposals iii. Supplier Nationwide Criminal Background Check V. Risk Management Office Insurance Compliance VI. VII. VIII. IX. Business Assistance Office M/WBE Participation Goal Proposal Response Requirements i. Submission of Proposals ii. Proposal Submission Forms iii. Attachments Request for Proposal / Qualification Projects: i. Scope of Work ii. Project Timelines iii. Price and Pricing Schedule Procurement Services Downloading RFP X. Questions and Answers

4 Sign in Silence / vibrate all cellphones No side conversations Write questions on notecards

5 G e n e ra l I n fo r m a t i o n 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 and Texas Government Code for Purchasing Contracts. Proposals will be received at: Houston Independent School District Board Services - Room 1C03 Attn: Wanda Pleasant Procurement Services RFP/Horizontal/Vertical Louver Blinds and Installation RFP/Paint and Painting Supplies RFP/Supplemental Maintenance Painting Services 4400 West 18th Street Houston, TX 77092

6 Proposal Submission and Requirements (Binder, Submission Information, Delivery of Response and Late Submissions Questions related to RFP (Last day for questions 10/8/2018 at 10:00 AM) Questions related to MWBE Business Assistance ( ) Questions related to Insurance Risk Management ( )

7 Go to Houston ISD s Procurement Services site. Click on Solicitation of Bids link. Click on Project link and complete form. Download ALL documents. Project* Horizontal/Vertical Louver Blinds and Installation Paint and Painting Supplies Supplemental Maintenance Painting Services Sourcing Specialist Sourcing Specialist: Wanda Pleasant wpleasan@houstonisd.org Buying Team: *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

8 Timeline Release RFP September 21, 2018 Pre-Proposal Conference October 2, 2018 at 10:00 A.M. CST, 4400 W 18 th 2C05 Houston, Texas Street, Room Last date for questions: October 8, 2018 at 10:00 A.M. CST RFP Due October 23, 2018 at 10:00 A.M. CST Evaluation Period October 24, 2018 to October 29, 2018 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection

9 ETHICS AND COMPLIANCE OFFICE Code of Silence Conflict of Interest Criminal History Background Check Form

10 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.

11 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.

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13 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.

14 FORM O: Criminal History Background Check Form

15 FORM O: Criminal History Background Check Form (Continued)

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17 Section 1.25 The Supplier must carry insurance with responsible carriers acceptable to HISD rated A or better, by A.M. Best, with minimum limits of liability coverage, as stated below, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage.

18 The Proposer(s) MUST provide the acord issurance form, or a letter from the insurance carrier on the insurance carrier s letterhead indicating compliance in accordance with para 1.25 of this solicitation. Upon receipt of a letter of intent to award from Risk Management/Procurement Services, the Supplier must submit to risk management and Procurement Services the actual Acord Form prior to being recommended to the Board of Education for contract approval. The supplier will have three (3) business days from the date of notification to submit their certificates of insurance; failure to provide all the requirements will cause your proposal to be non-responsive. All question reference this document should be reference to the Houston Independent School District Risk management department at FAILURE TO PROVIDE either the acord form or memo of insurability at the time of submission shall CAUSE YOUR PROPOSAL TO BE CONSIDERED NON-RESPONSIVE.

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20 SAMPLE INSURANCE AGENCY 123 Main Street Anytown, Texas Telephone: Fax: Sample Insurance Letter Acord Form Date Houston Independent School District Attn: HISD Sourcing Specialist 4400 West 18th Street Houston, TX RE: RFP Name and Project Number Supplier s Name The undersigned certifies Supplier will be able to provide an Acord certificate of insurance confirming the coverages indicated below within three days from a letter of intent to award from HISD Procurement Services. All coverages would be placed with carriers rated A VII or better and licensed to do business in the State of Texas. I have marked the applicable box for each section. X COVERAGES LIMITS WORKERS COMPENSATION SECTION Workers Compensation Employers Liability Waiver of Subrogation and Alternate Employer provisions in favor of HISD Supplier has employees, but none in the State of Texas Workers Compensation Employers Liability Waiver of Subrogation in favor of HISD Supplier has no Employees Workers Compensation does not apply AUTOMOBILE LIABILITY SECTION Automobile Liability covering All Owned, Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD. Supplier owns no vehicles in the company name -- Automobile Liability covering Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD. COMMERCIAL GENERAL LIABILITY SECTION Commercial General Liability, including Additional Insured and Waiver of Subrogation in favor of HISD Sincerely, Statutory $100,000 per Accident Statutory $100,000 per Accident Not Applicable $1,000,000 CSL $1,000,000 CSL $1,000,000 per Occurrence Insurance Agent

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23 MWBE PARTICIPATION GOAL: The Supplier shall report their MWBE participation goal as a percent of the total compensation. This information shall be identified per firm, discipline and participation.

24 Documentation is required. Read pages B-1 through B-4 for full description of M/WBE Participation Report. One of the options on page 5 must be selected. Failure to select option and return the paperwork will be considered Non-Compliant. 20% for purchasing of goods & non-professional services over $50,000 20% for construction over $50,000 25% for professional services over $50,000

25 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. Form # Form A Form B Form C Form D Form E Form Name Supplier Information M/WBE Participation Report Reference Survey Instructions Reference Evaluation Survey (This form should be submitted to Sourcing Specialist) General Certifications Form F Price Schedule (Should be placed in Tab 7) Form G Form H Form I EDGAR Certifications Exception Form Conflict of Interest Instructions and form CIQ Form J Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) Form K IRS Form W-9 Form L: INSURANCE Provide a letter from your insurance provider that your firm can provide the levels of insurance required in this RFP or Certificate of Insurance on Acord Form. Form M: Form N: Form O: Acknowledgement Form Not Used Criminal History Background Check Form (See Ethics and Compliance Section of Presentation)

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27 Proposers/Respondents MUST complete and return as part of solicitation response. Proposers/Respondents will be notified by Sourcing Specialist when Surveys are required.

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29 Code of Silence Compliance with Texas Family Code Provision Authorization, Permits, and Business Certificates Requirement Antitrust Certification Statement TGC Section Hazard Analysis and Critical Control Points (HACCP) Vendor Nationwide Criminal Background Checks Felony Conviction Notification Insurance Requirement Non-Collusion Statement

30 Horizontal / Vertical Louver Blinds and Installation 1. 5 pages Paint and Paint Supplies 1. 4 pages Supplemental Maintenance Painting Services 1. 4 pages

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33 Must be filled out electronically with Texas Ethics Commission.

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38 Go to Click on Directory Search for Procurement Services *Favorite page* Click on See current bid proposals under Quick Links Search for Solicitation project.

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40 THANK YOU!