Nutrition Services2 p.m. Tuesday, February 1, 2018

RFP #18-12-01 - Fresh Produce and Related ItemRFP #18-12-02 - Beverages, Snacks and Related ProductsRFP #18-12-04 - Bakery ProductsContract Manager: Cristina Giacaman

Combined Pre-Proposal Conference

RFP #18-12-03 Dairy, Juice, Water, and Related ProductsContract Manager: Robert Tesoro

Agenda

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I. House Rules II. Proposal Submission Overview III. Business Assistance Office – M/WBE Participation Goal IV. 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. Proposal Response Requirementsi. Proposal Submission Formsii. Attachments

VII. Request for Proposal / Qualification Projects:  i. Scope of Workii. Project Timelines iii. Pricing Schedule

VIII. Procurement Services – Downloading RFP

IX. Questions and Answers

Pre-Proposal Conference House Rules

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• 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.

Solicitation of Bids

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

Proposal Timeline

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Timeline

Release RFP: Thursday, January 18, 2018

Pre‐Proposal Conference:

2 p.m. on Thursday, February 1, 2018Houston I.S.D. Nutrition Services Support Facility6801 Bennington StreetHouston, TX 77028

Last date for questions 2 p.m. on Thursday, February 8, 2018

RFP Due: 2 p.m. on Thursday, February 15, 2018

Evaluation Period: February ‐March 2018 (subject to change)

Selected Proposal(s)Approved:

Next regularly scheduled Board meeting after evaluationand selectionProjection: Thursday, May 10, 2018

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 DepartmentYesenia Taylor

YTAYLOR1@houstonisd.org713-556-7273

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Insurance (Form C) - REQUIREDType of Coverage Minimum Limits

1. Workers’ Compensation Statutoryand Employer’s Liability $100,000 per accident

2. Automobile Liability:Bodily Injury & Property Damage $1,000,000 Combined Single LimitFor all owned, non-owned vehicles and hired vehicles.

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 Wilson713-556-9225

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 Date  Houston Independent School District  Attn: HISD Sourcing Specialist  4400 West 18th Street  Houston, TX 77092  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 

Statutory$100,000 per Accide

  Supplier has employees, but none in the State of TexasWorkers’ Compensation Employers’ Liability Waiver of Subrogation in favor of HISD 

Statutory $100,000 per Acciden

  Supplier has no Employees  Workers’ Compensation does not apply 

Not Applicable

AUTOMOBILE LIABILITY SECTION 

  Automobile Liability covering All Owned, Hired & Non‐Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD. 

$1,000,000 CSL

  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. 

$1,000,000 CSL

COMMERCIAL GENERAL LIABILITY SECTION 

  Commercial General Liability, including Additional Insured and Waiver of Subrogation in favor of HISD 

$1,000,000 per Occurrence 

 Sincerely,    Insurance Agent 

Sample – Insurance Letter Acord Form

Evaluation Factors (p. 8)

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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 4%3 the quality of the Proposer’s goods or services, as applicable

a) Product sample evaluationb) Bid documents complied with terms of the Project

5%

4 the extent to which the goods or services meet the District's needsa) Product meets specificationb) Reasonable Delivery Specifications (Lead Time)c) Nutrition Review

30%

5 the Proposer’s past relationship with the Districta) On-time deliveriesb) Complied with terms of the Projectc) Ability to provide service requirements (invoicing, delivery appointments, deliver complete orders)

5%

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 factorsa) Compliance with Buy American standards 1%

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.

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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.

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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.

Proposal Response Requirements

Form # Form Name

Form A Supplier Information (CHE (Local) Questionnaire)

Form B M/WBE Instructions and Participation Report

Form C Certificate of Insurance (Acord Form)

Form D Reference Survey Instructions

Form E Reference Survey

Form F General Certifications

Form G EDGAR Certifications

Form H Exception Form

Form I  Conflict of Interest Instructions and Questionnaire (Form CIQ)

Form J Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) 

Form K Criminal History Background Check Certification 

Form L: Acknowledgement Form 

Form M: Master Service Agreement (MSA) – If Applicable

Form N IRS Form W‐9 (Revised November 2017)

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 email and/or phone number not frequently checked.

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 HISD-related references will be disqualified.

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.

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 2155.005• Hazard Analysis and Critical Control

Points (HACCP)• Vendor Nationwide Criminal Background

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

FORM G: EDGAR 

Certifications(4 pages) 

ALL Sections MUST be initialed

FORM H: Exception Form 

(1 page)

FORM I: Conflict of Interest Instructions and 

form CIQ(4 pages)

FORM MUST BE NOTARIZED

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.

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.

FORM K:Criminal History 

Background Check Certification 

(1 page)

• Must be completed and signed.

• Forms will be verified by District Office Ethics and Compliance.

FORM L: Acknowledgement

Form (1 page)

FORM M: Master Service

Agreement (MSA) –

• NOT applicable for these contracts.

FORM N:IRS Form W‐9REVISED November 

2016(4 pages)

• Must submit the revised version of this form – previous versions will NOT be accepted

• Company name MUST match Form A: Vendor Questionnaire. Alternate name listed will be rejected.

Project Scope of Work: (RFP p. 20-21)

RFP #18-12-01 - Fresh Produce and Related Items

Project Scope of Work: (RFP p. 20-21)

RFP #18-12-02 - Beverages, Snacks and Related Products

Project Scope of Work: (RFP p. 20-22)

RFP #18-12-03 - Dairy, Juice, Water, and Related Products

Project Scope of Work: (RFP p. 20-21)

RFP #18-12-04 - Bakery Products

Proposal Tabulations: MUST BE SUBMITTED IN EXCEL FORMAT

Bid Tabulation Form / Pricing ScheduleRFP #18-12-03 - Dairy, Juice, Water, and Related Products

Addenda• If there are any questions regarding the RFP, all correspondence

should be submitted via email.

• 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.

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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.

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Thank you