Houston Independent School District PROCUREMENT SERVICES January 9, 2019

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1 Houston Independent School District PROCUREMENT SERVICES January 9, 2019

2 Automotive Batteries Houston ISD is seeking proposals from qualified firms to Automotive Batteries and supplies with a submission deadline of 2:00pm, January 30th, 2019.

3 I. House Rules II. III. IV. Scope of Work Project Timelines Proposal Submission Overview V. Code of Silence and Conflict of Interest VI. VII. VIII. IX. Proposal Response Requirements Business Assistance Office M/WBE Participation Goal Risk Management Office Insurance Compliance Addendum (if any) X. Proposal Submission Forms XI. XII. XIII. XIV. Price and Pricing Schedule Solicitation of Bids Procurement Services Downloading RFP Questions and Answers

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5 Sign in. Silence / vibrate all cellphones. No one-on-one side conversations. Write questions and ask at the end or the project manager.

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7 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: Kevin March Procurement Services Automotive Batteries 4400 West 18th Street Houston, TX 77092

8 Proposal submissions must be in a binder, along with a copy on 1 USB Binders must be labelled with the Proposers name and address along with the RFP number and project name The physical USB and/or the file directory should also be labelled with the proposers name and project number HISD is not responsible if the mail service delivers the package after the cut off time. For hand delivered packages, ensure enough time is allowed for the receptionist to receive and time stamp your parcel Proposals received after the due date and time will not be considered Code of silence is in effect, so any general questions on the scope or this RFP should be directed to myself Questions related to MWBE Business Assistance ( ) Questions related to Insurance Risk Management ( )

9 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 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 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 F Form G Form H Form I Form Name Vendor Information (CHE (Local) Questionnaire) M/WBE Participation Report Reference Survey Instructions Reference Evaluation Survey General Certifications Price Schedule 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 Form M: Form N: Form O: 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. Acknowledgement Form Master Service Agreement (MSA), Non/Applicable Criminal History Background Check Certification * 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.

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13 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.

14 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

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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 Insurance 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

21 Addendum # 1 Release ETA 1/11/2019

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23 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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25 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

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29 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.

30 Must be filled out electronically with Texas Ethics Commission.

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35 FORM N: Master Service Agreement

36 FORM O: Criminal History Background Check Certification (3 pages)

37 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* Sourcing Specialist Automotive Batteries Sourcing Specialist: Kevin March Purchasing Team: *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

38 Go to Click on Directory Search for Procurement Services Click on See solicitation of bids under Quick Links at the bottom of the page. Search for respective solicitation project.

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