Houston Independent School District Hattie Mae White Educational Support Center 4400 W. 18 th St. - Houston, TX 77092

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1 Purchasing Services December 19, 2018 ADDENDUM NUMBER 3 RFP Project No B-Supplemental #2 RFP Project Title: RFP / Teacher and Staff Development Bid Opening Date Update: Wednesday, January 9, 2019 at 10:00 A.M. CST. Refer to RFP for Submittal instructions. This addendum is issued to answer questions, explain, modify or correct the original Request for Proposals document. This addendum and any subsequent addenda are hereby made a part of the Request for Proposals document and related specifications. In the event of a conflict, the most recent document will govern. Please acknowledge the receipt of all addenda when submitting your Proposal. Addenda should be signed and inserted under Tab 8, Addenda. Business Assistance/MWBE Contact: ; Risk Management/Insurance Contact: Candice Wilson, , Candice.Wilson@houstonisd.org; The following section was updated in the RFP document Part II, page 1. CHANGE FROM: The following schedule and timelines apply to this RFP. The following timelines are subject to change at the District s discretion: Timeline Release RFP Friday December 7, 2018 Pre-Proposal Conference Last date for questions: RFP Due Tuesday, December 20th, 2018 at 10 AM CST at Hattie Mae White Educational Support Center, 4400 West 18 th Street, Houston, Texas in conference room 2C16. Monday, January 4, 2019 at 10 AM CST Friday January 11, 2019 at 10:00AM CST Evaluation Period Monday January 14, 2019 thru Wednesday, January 17, 2019 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection (Subject to Change) Page 1 of 7

2 CHANGE TO: The following schedule and timelines apply to this RFP. The following timelines are subject to change at the District s discretion: Timeline Release RFP Friday December 7, 2018 Pre-Proposal Conference Last date for questions: RFP Due Tuesday, December 20th, 2018 at 10 AM CST at Hattie Mae White Educational Support Center, 4400 West 18 th Street, Houston, Texas in conference room 2C16. Monday, January 7, 2019 at 10 AM CST Friday January 11, 2019 at 10:00AM CST Evaluation Period Monday January 14, 2019 thru Wednesday, January 17, 2019 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection (Subject to Change) Below are questions that are question that were asked by vendors who attended the Pre-Proposal Conference on December 20, 2018 at 10:00 AM. These questions are a combination of multiple projects discuss in the conference. Please reference the pre-proposal conference presentation for a complete list of all projects. Question 1: A; Can the district confirm that Supplemental 1 Part 1 are the terms and conditions for any resulting contract, not just RFP, if so, can you confirm that form H exceptions are the correct place for vendors to take any exceptions to the terms and conditions If not, please clarify any other contracted terms documents and how to take exceptions. Answer 1: The MSA has additional terms and conditions you must adhere to and yes, Form H is where the correct tab for viewing exceptions; there is a sample of the MSA attached to the RFP package in Appendix B. Page 2 of 7

3 Question 2: A; If delivery of content is 100% online are both workers compensation and general liability insurance required to deliver said content? Answer 2: Yes, workers compensation and general liability Question 3: Is there a defined contract i.e. payment attached to these or is it just a means to be able to charge if the individual school wants the services? Answer 3: There is a copy of a sample agreement in Part III Question 4: Will the power point upload? Answer 4: Yes. Question 5: Project A- Supplemental#1 Leadership and Development Instruction 1. How many teachers are expected to go through the training? 2. How many schools do you anticipate participating in training? Answer 5: Request will be on as needed. Question 6: If we have both workbooks and software should we fill both RFP s supplemental material and software? Answer 6: Yes Question 7: Project B-Supplemental #2- Teacher and Staff Development If we are already an approved instructional vendor, do we need to submit a new RFP proposal or is there another process to just re-new? Answer 7: No, only if you were not previously board approved on an existing project Question 8: Is pre-proposal attendance required Answer 8: No, however attendance will receive 10 points towards the M/WBE requirements. Question 9: Does the sign in sheet get you on an list Answer 9: No. Page 3 of 7

4 Question 10: If a new employee is acquired, can a background check be run on them throughout the employment? Answer 10: Yes Question 11: Do you need insurance, if you do not have contact with students Answer 11: Yes, it is mandatory for compliance and failure to do so will result in proposal being rejected. Question 12: Is there a bid release schedule? Will similar bids be release prior to the next school year? Answer 12: Bids are uploaded on our website weekly. Question 13: Does getting denied for a bid affect future changes? Answer 13: No. Question 14: Are you told why your bid was not approved? Answer 14: -Only if you request a debrief. Question 15: Can you submit if you do not have a W-9 yet? Answer 15: No Question 16: Project A. Will a docusign signature and confirmation page be acceptable? Answer 16: No, we do not accept docusign. Question 17: Project B. There is no option to state where you already have an external or punch out catalog with HISD? Answer 17: Refer to Request for Proposal, Part II, Section 2.8 of page 14 Question 18: Project B. If we are on existing awarded vendor for A, is the supplemental RFP replacing that contract or is it additive to the exist award? Page 4 of 7

5 Answer 18: No, only if you were not approved on previous project. Question 19: If an organization (Non-Profit) that is chartered through the State of Texas has recently applied for a 501 (c)(3) IRS Exemption and waiting for an Award Letter, Can the Non- Profit still bid as a Non-Profit Organization? Answer 19: No, you must have 501 (c)(3) IRS Exemption to bid as non-profit. Question 20: Will there be more than one supplier selected for RFP# and Answer 20: Yes. RFP# ? Question 21: What is the difference of Project A and Project ? Are they the same just different titles? Answer 21: RFP# A is Administration/Department while Project is Campus Based strictly for our students. Question 22: Why is Project A only for 4 months? When and if renewed, How long o fa period will it be renewed? Answer 22: Contingent upon HISD Board approval, the contract term for this solicitation shall be from February 15, 2019 through June 16, 2019 (end of year one of original RFP ), with the option for three (3) one-year renewals options, not to extend beyond June 16, The District has the option to renew this contract or terminate this contract. Question 23: If we already are Approved for Project until 6/16/2022? Do we need to submit for project A if our Leadership development is covered under Project ? Answer 23: Yes. Question 24: Can we put the employees SID number (Security Identifier) instead of birth dates, for those people who may/will have direct contact with students? Answer 24: Yes. Page 5 of 7

6 Question 27: Is there an interoperability questionnaire for project B? Where is the specific conditions Summary Sheet for project B? Answer 27: Yes; refer to Request for Proposal- Part II. Question 28: If you are awarded an awarded vendor and your term of the contract is dated from , are you required to submit a new proposal? Answer 28: No. Question 29: If your renewal contract term date is from May 2018 May 2019, are you required to submit a new proposal? Do we need to submit for the year? Answer 29: No. Question 30: Do vendors have to be a company, or can an individual apply as a vendor? Answer 30: Anyone can respond to our solicitation provided they can meet all the District s terms and conditions. Question 30: Project B & A- Supplemental If a vendor is currently awarded under RFP # for Teacher and Staff Development-Instructional, does the vendor need to respond to RFP # B? That is, is RFP # B a supplemental RFP for the purpose of possibly approving additional vendors? If a currently awarded vendor is interested in adding or updating services to its current contract, is that possible? If so, does the vendor need to then respond to RFP # B with the additional services? If a vendor is currently awarded under RFP # for Leadership Development- Instructional, does the vendor need to respond to RFP # A? That is, is RFP # A a supplemental RFP for the purpose of possibly approving additional vendors? If a currently awarded vendor is interested in adding or updating services to its current contract, is that possible? If so, does the vendor need to then respond to RFP # A with the additional services? Page 6 of 7

7 Answer 30: RFP # Current vendors do not have to respond to supplemental, however if any vendor has any services that may benefit the district they are more than welcome to review the scope of work from the supplemental. This RFP B is the supplemental to the original project If your services/products are new but still fall within the scope of the approved RFP, then you do not have to reply in the supplemental. RFP # Current vendors do not have to respond to supplemental, however if any vendor has any services that may benefit the district they are more than welcome to review the scope of work from the supplemental. This RFP B is the supplemental to the original project If your services/products are new but still fall within the scope of the approved RFP, then you don t have to reply in the supplemental. Teresa Y. Browder Category Specialist Purchasing Services teresa.browder@houstonisd.org PLEASE ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND RETURNING WITH YOUR BID PACKAGE Company Authorized Signature Date Print Name Company Name Page 7 of 7