Pre-Proposal Conference · –Pre-Proposal Conference Presentation –Pre-Proposal Conference...
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Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: 3/07/2019 Presenter: Alisha Ford Category Specialist, Purchasing Services [email protected]
Transcript of Pre-Proposal Conference · –Pre-Proposal Conference Presentation –Pre-Proposal Conference...
Pre-Proposal Conference Houston Independent School District
PURCHASING SERVICES
Date: 3/07/2019
Presenter:
Alisha Ford
Category Specialist, Purchasing Services
Introduction:19-02-29 RFP IT Contractors
HISD Information Technology (IT) department provides the infrastructure and foundation to support the District’s instructional and business objectives and is committed to providing a high-quality education for every child in the district.
In order to maintain the quality of HISD’s Information Technology’s daily operations and projects, contractor personnel is periodically needed to assist the IT department on an as-needed basis. HISD seeks high caliber, qualified and experienced candidates to fill information technology temporary assignments within the organization.
with a submission deadline of: Tuesday April 2, 2019 10:00 AM
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Pre-Proposal Conference House Rules
• Emergency exits.
• Sign in.
• Silence / vibrate all cellphones.
• No one-on-one side conversations.
• Write questions on provided notecards and either ask at the end or email the project manager.
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AGENDA
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I. House Rules
II. Project Timelines
III. Business Assistance Office – M/WBE Participation Goal
IV. Risk Management Office – Insurance Compliance
V. Code of Silence and Conflict of Interest
VI. Scope of Work
VII. Proposal Submission Overview
VIII. Proposal Response Requirements
IX. Proposal Submission Forms
X. Price and Pricing Schedule
XI. Solicitation of Bids
XII. Addendum (#1)
XIII. Purchasing Services – Downloading RFP
XIV. Questions and Answers
Project Timeline
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BUSINESS ASSISTANCE OFFICE
FORM B: M/WBE Instructions and Participation Report
Form B - M/WBE PARTICIPATION PLAN
The Office of Business Assistance was established by the Board of Education in 1988 to assist minority and women-owned businesses ("M/WBE") to participate in various District business projects. The District's M/WBE participation goal level for Professional Services is 25%. Proposers are required to submit an M/WBE plan that demonstrates a good faith effort for achieving the District's goals. The Proposers' plan should identify the existing and proposed participation commitments for achieving these good faith efforts.
Examples of good faith efforts include, but not limited to:
• Subcontracting with M/WBE firm(s) to meet or exceed district's goal;
• Create a Joint Venture partnership; and
• Participate in a Mentor/Protege agreement.
***This is REQUIRED. Non-compliance will disqualify vendors from this contract.***
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RISK MANAGEMENT OFFICE
Insurance Requirements
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Type of Coverage Minimum Limits1. Workers’ Compensation Statutory
and 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 Category Specialist.
***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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SAMPLE INSURANCE AGENCY 123 Main Street Anytown, Texas 77777 Telephone: 888-555-1111 • Fax: 888-555-2222
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 Accident
Supplier has employees, but none in the State of Texas Workers’ Compensation Employers’ Liability Waiver of Subrogation in favor of HISD
Statutory
$100,000 per Accident
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
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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Conflict of Interest (ref. Board Policy BBFA (Local))
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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DOING BUSINESS WITH HISD
Inquires/Statements - [email protected]
P.O. Related Invoices - [email protected]
PAYMENT INFORMATION:
• Check Register
• Hover over “About Us”
• Click on “Financing and Legislative”
• Click on “HISD Check Register”
• Click on “Check Register Online Search Engine (CROSE)”
• Click on “Begin your vendor search now”
WHAT WILL CAUSE A DELAY IN PAYMENT?
• No purchase order
• Invalid purchase order
• Incomplete date
• No address
• Purchase order does not match invoice
• Substitutions without Procurement Approval
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INFORMATION REQUIRED ON INVOICES:
• Date (of service)
• Amount
• PO# (need to match contract)
• Address (Match system)
• Reference Number (No more than 16 characters)
• Vendor address updates send to Procurement –
Scope and Specificationshttps://www.houstonisd.org/cms/lib2/TX01001591/Centricity/Domain/8017/19-02-29%20Part%20II%20RFP%20IT%20Contractors%20-%20Master%20Services%20Agreement%20Vendors.pdf
The vendor companies must have a standard procedure in place for the following:
1. Interviewing and selecting individuals for temporary assignments
2. Conducting skills assessments via applicant testing, interviews, etc.
3. Conducting reference/background checks per Section 1.19 in this RFP
4. Recruiting experienced and qualified individuals for temporary assignments
HISD will contract with several vendor companies to provide temporary placement services
within the information technology discipline. HISD will request services from one or more
awarded companies via a request order, at HISD’s sole discretion. HISD via a request order will
provide a detailed description of the position to be filled, required qualifications of candidates
and specified performance period. Awarded companies shall submit qualified candidates to HISD
IT for consideration. HISD IT will make a determination on which company is awarded the request
order based on the most qualified candidate, fees and specified time frame.
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Website Post
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Proposal Submission Overview • General Information 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 44.031 and Texas Government Code for Purchasing Contracts.
• Proposals will be received at:
Houston Independent School District
Board Services - Room 1C03
Attn: Purchasing Services Alisha Ford
RFP / 19-02-29 IT Contractors
4400 West 18th Street
Houston, TX 77092
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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.
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* 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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• 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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• 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
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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.
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• Must be filled out electronically with Texas Ethics Commission.
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FORM M: Criminal History
Background Check Certification
(1 page)
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Appendix A
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Appendix B
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Solicitation of Bids
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• Go to Houston ISD’s Purchasing 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.
*NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.
Addenda 1
• Addendum # 1 – Posted 03/05/2019
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Addenda 2
• Addendum # 2 – Posting ETA 03/21/2019
• To include: – Pre-Proposal Conference Presentation
– Pre-Proposal Conference Sign-In Sheet
– Questions & Answers from Pre-Proposal Conference
– Questions & Answers emailed to project manager
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Thank you
Date: 03/07/2019
Presenter:
Alisha Ford
Category Specialist, Purchasing Services
