Combined Pre-Proposal Conference

Transcription

1 Combined Pre-Proposal Conference RFP # Herbs, Spices and Related Products Contract Manager: Cristina Giacaman RFP # Disposable Foodservice Supplies & Related Items Contract Manager: Robert Tesoro Nutrition Services 2 p.m. Tuesday, September 12, 2017

2 Agenda I. House Rules II. III. IV. Proposal Submission Overview Business Assistance Office M/WBE Participation Goal Risk Management Office Insurance Compliance V. General Terms and Conditions i. Code of Silence and Conflict of Interest ii. Submission of Proposals iii. Supplier Nationwide Criminal Background Check VI. VII. VIII. IX. Proposal Response Requirements i. Proposal Submission Forms ii. Attachments Request for Proposal / Qualification Projects: i. Scope of Work ii. Project Timelines iii. Pricing Schedule Procurement Services Downloading RFP Questions and Answers 2

3 Pre-Proposal Conference House Rules Emergency Exits Sign in and select project of interest. Silence / vibrate all cellphones. Limit one-on-one side conversations. Write questions on notecards provided on back table with sign-in sheet. Please write contract number on top of card. 3

4 Solicitation of Bids Go to Houston ISD s Procurement Services site. Click on Solicitation of Bids link. Click on Project link and complete form. Download ALL documents. 4

5 Proposal Timeline RFP # Herbs, Spices and Related Products: Timeline Last date for questions 2 p.m. on Friday, October 6, 2017 RFP Due 2 p.m. on Tuesday, October 17, 2017 Evaluation Period October 2017 (subject to change) Selected Proposal(s) Approved Next regularly scheduled Board meeting after evaluation and selection Projection: Thursday, December 14, 2017 RFP # Disposable Foodservice Supplies & Related Items: Timeline Last date for questions 2 p.m. on Friday, October 6, 2017 RFP Due 12 p.m. on Tuesday, October 17, 2017 Evaluation Period October 2017 (subject to change) Selected Proposal(s) Approved Next regularly scheduled Board meeting after evaluation and selection Projection: Thursday, December 14,

6 M/WBE (Form B) - REQUIRED To meet M/WBE deadlines, please begin documentation as soon as possible. All questions regarding district M/WBE requirements should be directed to: Supplier Diversity Department Yesenia Taylor YTAYLOR1@houstonisd.org

7 Insurance (Form C) - REQUIRED Type of Coverage Minimum Limits 1. Workers Compensation Statutory and Employer s Liability $100,000 per accident 2. Automobile Liability: Bodily Injury & Property Damage For all owned, non-owned vehicles and hired vehicles. $1,000,000 Combined Single Limit 3. Commercial General Liability $1,000,000 Combined Single Limit 4. Professional Liability (errors and omissions) may be required at the discretion of the Project Manager. ***This is REQUIRED. Non-compliance will disqualify vendors from this contract.*** All questions regarding district insurance requirements should be directed to: HISD Risk Management Office Candice Wilson

8 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 Accide Statutory $100,000 per Acciden Not Applicable $1,000,000 CSL $1,000,000 CSL $1,000,000 per Occurrence Insurance Agent

9 Evaluation Factors (p. 8) RFP # Herbs, Spices and Related Products Criteria # Criteria Description Weighted Value 1 the purchase price 40% 2 the reputation of the Proposer and of the Proposer s goods or services a) Reference check b) Years in Business c) Voucher Program 5% 3 the quality of the Proposer s goods or services, as applicable a) Product sample evaluation 15% b) Delivery Specifications (Lead Time) 4 the extent to which the goods or services meet the District's needs 15% 5 the Proposer s past relationship with the District a) On-time deliveries b) Complied with terms of the Project 5% c) Ability to provide service requirements (invoicing, delivery appointments, deliver complete orders) 6 the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses - M/WBE analysis 10% 7 the total long-term cost to the District to acquire the Proposer s goods or services 5% 8 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state 0% 9 List and weigh any other relevant factors a) Samples, paperwork, submitted and complete b) Product meets specification 5% c) Can deliver product in a reasonable amount of time d) Complied with terms of the bid project e) Compliance with Buy American standards 9

10 Evaluation Factors (p. 8) RFP # Disposable Foodservice Supplies and Related Items Criteria # Criteria Description Weighted Value 1 the purchase price 40% 2 the reputation of the Proposer and of the Proposer s goods or services a) Reference check b) Years in Business c) Voucher Program 5% 3 the quality of the Proposer s goods or services, as applicable a) Product sample evaluation b) Delivery Specifications (Lead Time) 4 the extent to which the goods or services meet the District's needs 15% 5 the Proposer s past relationship with the District a) On-time deliveries b) Complied with terms of the Project c) Ability to provide service requirements (invoicing, delivery appointments, deliver complete orders) 6 the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses - M/WBE analysis 10% 7 the total long-term cost to the District to acquire the Proposer s goods or services 5% 8 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state 0% 9 List and weigh any other relevant factors a) Samples, paperwork, submitted and complete b) Product meets specification c) Can deliver product in a reasonable amount of time d) Complied with terms of the bid project e) Compliance with Buy American standards 15% 5% 5% 10

11 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. 11

12 Submission Each Proposal should contain a minimum of 2 USB/Flash Drives. ALL signed (PDF) forms in Attachment A and Attachment B, & (Excel) pricing spreadsheet All forms must be filled out legibly and completely. Any forms requiring notarization must be notarized as requested. Submissions with missing information will have points deducted from Evaluation Factors or be disqualified from consideration at the sole discretion of the district. 12

13 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. Form # Form A Form B Form C Form D Form E Form F Form G Form H Form I Form Name Supplier Information (CHE (Local) Questionnaire) M/WBE Instructions and Participation Report Certificate of Insurance (Acord Form) Reference Survey Instructions Reference Survey General Certifications EDGAR Certifications Exception Form Conflict of Interest Instructions and Questionnaire (Form CIQ) Form J Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) Form K IRS Form W-9 Form L: Criminal History Background Check Certification Form M: Acknowledgement Form

14 FORM A: Vendor Information (CHE (Local) Questionnaire) (3 pages) Form MUST be legible typed preferred. Vendor name MUST match Form K: IRD Form W-9. Any applicable DBA must be included. This form is used as vendor contact information for all bid related questions and/or instructions. List a contact that is accessible not an and/or phone number not frequently checked.

15 Form D: Reference Survey Instructions Proposers/Respondents MUST complete and return as part of solicitation response. All references are due at the time of submission. Please do not use HISD or any district representatives as references. Any HISDrelated references will be disqualified.

16 FORM E: Reference Survey Proposers/Respondents MUST send survey to contacts listed in Form D. Reference must submit directly to Houston ISD in order to be valid. If references do not respond, points will be deducted during evaluation as posted in the RFP.

17 FORM F: General Certifications (3 pages) ALL Sections MUST be initialed 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

18 FORM G: EDGAR Certifications (4 pages) ALL Sections MUST be initialed

19 FORM H: Exception Form (1 page)

20 FORM I: Conflict of Interest Instructions and form CIQ (4 pages) FORM MUST BE NOTARIZED

21 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.

22 FORM J: Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) (2 pages) Must be filled out electronically with Texas Ethics Commission. Form must be notarized.

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24 FORM K: IRS Form W-9 (4 pages) Company name MUST match Form A: Vendor Questionnaire. Alternate name listed will be rejected.

25 FORM L: Criminal History Background Check Certification (1 page) Must be completed and signed. Forms will be verified by District Office Ethics and Compliance.

26 FORM M: Acknowledgement Form (1 page)

27 Project Scope of Work: (RFP p. 20) RFP # Herbs, Spices and Related Products

28 Proposal Tabulation: RFP # Herbs, Spices and Related Products Submitting Alternates 2 nd Tab Alternates

29 Project Scope of Work (RFP p. 23) RFP # Disposable Foodservice Supplies & Related Items

30 Bid Tabulation: Pricing Schedule RFP # Disposable Foodservice Supplies & Related Items ***MUST BE SUBMITTED IN EXCEL FORMAT*** ***ENTER ALTERNATE ITEMS ON 2 ND SHEET***

31 Addenda If there are any questions regarding the RFP, all correspondence should be submitted via . Any changes will be posted to the Houston ISD website as an Addendum to the contract. All Addenda must be printed, signed, and included with proposal submission. To reduce waste and the number of documents required at the time of contract submission, please thoroughly read the RFP and all Addenda before asking questions. Addendum to include questions from Pre-Proposal Conference, attendance sheet, and a copy of this presentation. 31

32 Solicitation of Bids Go to Houston ISD s Procurement 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. 32

33 Thank you