REQUEST FOR PROPOSALS€¦ · 19-02-29 RFP / IT Contractors – Master Service Agreement Vendors...

19-02-29 RFP / IT Contractors – Master Service Agreement Vendors

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REQUEST FOR PROPOSALS

RFP # 19-02-29

IT Contractors – Master Service Agreement Vendors

PART II The Houston Independent School District (“HISD” and/or the “District”) is soliciting proposals for IT Contractors – Master Service Agreement Vendors as more fully set out in this Request for Proposals (“RFP”). One (1) hard copy original of the proposal, one (1) hard copy duplicate of the original, and two (2) USB drives of the proposal must be submitted in accordance with the instructions set out herein to: Houston Independent School District Board Services - Room 1C03 Attn: Alisha Ford - Procurement Services RFP / 19-02-29 IT Contractors – Master Service Agreement Vendors

4400 West 18th Street Houston, TX 77092

The following schedule and timelines apply to this RFP. The following timelines are subject to change at the District’s discretion:

Timeline

Release RFP February 28, 2019

Pre-Proposal Conference Thursday, March 7, 2019 at 1:00 PM CST Hattie Mae White Educational Support Center, 4400 W 18th Street, Houston, Texas 77092 in Conference Room 2E06

Last date for questions: Monday, March 18, 2019 at 10: 00 AM CST

Proposals Due Tuesday, April 2, 2019, at 10: 00 AM CST

Evaluation Period April 5, 2019 to April 15, 2019

Board Meeting Date May 09, 2019(Subject to Change)

Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be delivered in a sealed folder or container (i.e. envelope, box, or bin). If documents are submitted in an unsealed container or folder, the District is not responsible for any unsealed/unlabeled documents and materials.


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Each binder and any container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFP number and the RFP name. Each USB drive must be labeled with the RFP number and the vendor name. Proposals will be received at the above address until Tuesday, April 2, 2019, at 10:00 AM Central Standard Time. A Pre-Proposal Conference will be held in conjunction with the RFP on Thursday, March 7, 2019, at 1:00 PM at 4400 W 18th Street, Houston, Texas, 77092, in Conference Room 2E06. Submitting proposals prior to the pre-proposal conference is not recommended, and such proposals may be rejected by HISD. Proposals will be reviewed as received in a manner that avoids disclosure to competing proposals. Contents of proposals will remain confidential during the negotiation period. Faxed or emailed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the proposal due date and time. HISD will not be responsible for proposals delivered late by the United States Postal Service, or any other delivery or courier services. Proposals received after the Proposal due date and time will NOT be considered. All proposals must remain open for one hundred twenty (120) days from the proposal due date pending acceptance by HISD. Alisha Ford shall serve as your designated Category Specialist during the proposal process and is available via email at [email protected]. All communications pertaining to the RFP shall be addressed in writing to the Category Specialist. Questions concerning the RFP will be answered only if sent to the Procurement Services Department, in writing via email to the designated Category Specialist no later 10:00 AM Central Standard Time March 18, 2019. All questions submitted in writing to the following email address [email protected] prior to the deadline will be answered in the form of an addendum. All Addenda will be posted on the HISD Purchasing Services website. Part I General Terms and Conditions for Requests for Proposals governs this RFP and any contract(s) awarded under this RFP. The District will award this RFP to one or more supplier(s) based upon the evaluation of all proposals received. More details regarding the evaluation of proposals are included in Section II below.

02/26/2019 Date

mailto:[email protected]

mailto:[email protected]


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SECTION I: PROPOSAL RESPONSE REQUIREMENTS

The Proposal shall be submitted in a binder with tabs as set forth below:

Title Page Show the RFP number and title, the name of the Proposer’s firm, address, telephone number, name of contact person, and date.

• Tab 1 – Table of Contents Clearly identify the materials by sections and page numbers

• Tab 2 – Proposal Submission Forms

Complete and return forms listed below as set forth in Part III of this RFP. The set of forms submitted in the proposal marked “ORIGINAL” requires original manual signatures. Copies of the forms bearing original signatures should be included in each additional proposal. The forms provided in Part III should be submitted in the following order:

1. FORM A: Supplier Information (CHE (Local) Questionnaire) 2. FORM B: MWBE Instructions and Participation Report 3. FORM C: FORM L: Certificate of Insurance (Acord Form,) or a letter from the

Proposer’s insurance provider stating that Proposer can provide the levels of insurance required in this RFP.

4. FORM D: Reference Survey Instructions 5. FORM E: Reference Survey 6. FORM F: Price Schedule (if applicable) (should be placed in tab 7) 7. FORM G: General Certifications 8. FORM H: EDGAR Certifications 9. FORM I: Conflict of Interest Instructions and form CIQ 10. FORM J: Instructions for Completion of Disclosure of Interested Persons

Certification (HB 1295) 11. FORM K: IRS Form W-9 12. FORM L: Exception Forms 13. FORM M: CRIMINAL HISTORY BACKGROUND CHECK FORM 14. FORM N: Acknowledgement Form

• Tab 3 – Profile of the Proposer a. Indicate the key people in your organization assigned with a hierarchy chart to provide

this service to the District and their level of experience and qualifications and the percentage of their time that will be dedicated to this project.


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• Tab 4 – Scope Section Respond in detail to the Scope of Work in Section II for the goods and / or services required.

• Tab 5 – Questionnaire Response Respond to the questions and/or questionnaires included in the RFP.

• Tab 6 – Invoice Procedure a. Describe the proposer’s invoicing procedures. b. Include documentation identifying all of the Proposer’s fees. c. Payment terms. The District’s standard payment terms are 30 days after invoice is

received. State any payment discounts that your company offers, i.e., 2% 10 days – net 30; or 5% 7 days – net 30

d. Payment discounts will be applied to invoices under all projects where a proposer has been approved as a vendor.

• Tab 7 – Price Any and all pricing information, including any alternate pricing proposals that may be acceptable for some projects. Include a hard copy of Form F (Price Schedule) in this section, if applicable.

• Tab 8 – Addenda Insert all addenda under this section. (Download, print, sign and include a copy of each addendum with your proposal under Tab 8).

• Tab 9 – Criminal Background Check Form Insert one of the certifications that applies to your company:

a. Criminal History Background Check Form - With direct contact with Students

b. Criminal History Background Check Form – No direct contact with students

The supplier’s proposal will be considered non-responsive if the supplier fails to submit one of these Forms at the moment of submitting said proposal. Refer to Part I General Terms and Conditions, Section 1.19 Supplier Nationwide Criminal Background Check.


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SECTION II: SCOPE OF WORK

2. 1.1 SCOPE OF WORK:

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. The vendor companies selected to enter into a contract must exhibit and employ the highest business and industry standards as a company and must comply with all applicable Federal, State and local laws governing business practices, employment issues and benefits administration. The proposers must demonstrate a minimum of five (5) years of experience in successfully recruiting, qualifying and placing temporary workers in the information technology discipline. 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. Each company will designate one (1) qualified representative to work with HISD IT representative(s) concerning all matters related to this contract. All communication will be between the designated company representative and the designated HISD IT Representative(s). HISD IT reserves the right to request another designated company representative if HISD IT is not satisfied with the level of service provided. Vendors must be willing to sign a Master Service Agreement. Sample provided in Appendix B. Submit any edits to the sample contract as part of your response. 2.1.2 ADDITIONAL SERVICES:


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Provide information regarding any additional information technology staffing services your agency can offer.

2.1.3 TERM OF CONTRACT:

The term of this Contract shall be from July 1, 2019 through June 30, 2020; with up to four (4) one-year renewals. However, this Contract may be terminated prior to the expiration of the term as provided in the Termination Section of this RFP.

2.2 SPECIFIC CONDITIONS:

Specific Requirements

1. The assigned contractor personnel placed with HISD IT will be employed and paid by the contracting company according to the policies and procedures of the company. The contracting company and the contractor personnel will not be employees of HISD, nor will they be agents of HISD.

2. Contracting company will provide benefits to the contractor personnel placed with HISD based upon the policies and procedures of the company.

3. In order to provide the highest standard of temporary placement services to HISD, companies shall adhere to the following responsibilities:

a. Meet with the designated HISD IT resource representative(s) in order to gain a complete understanding of HISD technology temporary placement needs.

b. Establish open lines of communication with the HISD IT representative(s) to ensure that HISD and the companies are working together effectively toward the selection of the best possible contractor personnel based upon HISD’s needs.

c. Pre-screen candidates before submitting them for consideration for HISD IT temporary assignments. The pre-screening process utilized by the companies should include personal interviews, skills testing/assessments, reference checks including credit checks (if requested by HISD), criminal background checks per Section 1.19 of this RFP, education verification, employment and personal references and drug testing. Companies will make any and/or all of the results of candidate reference checks available via verbal and written report to the designated HISD representative(s) upon request within three (3) to five (5) business days.

d. A minimum of three (3) to four (4) professional/employment references must be conducted.

e. Companies shall present the most suitable candidates to the designated HISD IT representative for review and consideration, via candidate resume provided via e-mail and/ or candidate personal interview with designated HISD IT representative(s).

f. Presented candidates’ bill-rates should not exceed the amounts specified in Appendix A.

g. Once a candidate is selected for an assignment by HISD IT, the company shall


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immediately notify the candidate and will make all of the necessary arrangements for the assignment.

h. Companies must provide all equipment necessary for the work designated by HISD. HISD will provide a virtual desktop instance which will include software required to accomplish the assignment.

i. Companies will be responsible for all communication with the contractor personnel concerning each assignment.

j. HISD reserves the right to select temporary assignments to become temp-to-perm assignments, at HISD’s sole discretion.

Note: HISD IT reserves the right to procure services specified under the resultant contract from other sources if selected companies are not able to meet HISD’s expectations for any given project or assignment. Proposers must include the following information. A proposal lacking any of the following information may be deemed non-responsive. 1. Describe how your company performs the following procedures.

a. Interviewing and selecting individuals for temporary assignments b. Conducting skills assessments via applicant testing, interviews, etc. c. Conducting reference/background checks per Section 1.19 in this RFP d. Recruiting experienced and qualified individuals for temporary assignments

2. Resumes for each key staff member of the company describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activity.

3. Names, addresses and telephone numbers for a minimum of five (5) clients for whom the proposer has conducted similar services. The inclusion of Information Technology staffing in educational environments is encouraged.

4. Proposed method to complete work. e. Describe the methodology used to fill a request for a temporary employee.

Provide details how your agency would typically source the position. f. Provide any information that sets your agency apart from other agencies and why

you are qualified to handle HISD Information Technology temporary contracted service needs.

g. Provide a detailed description of your agency’s testing, screening and interviewing processes. Also, describe the criteria of how your agency determines if a candidate meets the qualifications of the position.

h. Provide sample resumes currently available and associated hourly costs for the following positions:

i. Senior Application Developer (i.e.,SAP ABAP, .NET, ETL, Cognos) ii. Senior Systems Analyst (i.e., SAP Functional, ASP, .NET)

iii. Senior Project Manager iv. Senior Network Engineer v. Senior Platform Systems Administrator

vi. Senior Business Analyst vii. Instructional Technology specialists


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viii. Information Technology Architects

i. Describe your agency’s policy regarding replacing a temporary employee. j. Describe the types of positions your agency most commonly fills and the types of

positions you have the means to fill. k. Discuss your policy and procedures of overtime pay or holiday pay for temporary

employees. l. The District is unable to pay conversion or buyout fees for contracted employees.

Provide the conversion period from the assignment of contracted personnel, after which the District would be able to hire the assigned temporary employee.

m. Describe the timecard reporting and approval process for regular and overtime hours worked by temporary employees.

n. Identify the process or procedures available for monthly invoicing, including summaries or reports available for each pay cycle.

o. Provide written verification certifying that all temporary contracted personnel provided by your agency will be considered employees of your agency, or your agency’s subcontractors, as applicable, and that your agency or your subcontractors will be responsible for maintaining, at all times, suitable minimum insurance coverage and all payroll taxes covering each person whose services you provide to HISD.

p. Travel to district facilities may be necessary for some contracted personnel. Provide your policy for travel.

q. Provide the hours of business and work hours of key staff. r. Describe any previous use of subcontractors to fill “hard to fill” positions. s. Describe your agency’s affiliation, partnership or access to other staffing agencies. t. It is expected that all temporary staffing agencies responding to the RFP will offer

the agency’s academic, government or comparable favorable rates. 2.3 SPECIFICATIONS:

Hourly Rate Table – To be considered responsive, the below hourly rate table must be completed (see Appendix A): HISD suggests the following table as a model in presenting fees. The personnel titles in the table are samples only. Proposers should indicate titles and/or job responsibilities that are IT specialists (i.e., SAP ABAP, PeopleTools 8.5X and Higher, .NET, JAVA, Cognos developer, ETL developer, etc.) See Appendix A for rate sheet to submit. Example only:

Services Required Hourly Rate

1. Application Developer

2. Senior Application Developer


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3. Senior Technology Project Manager

4. Senior Business Analyst

5. Business Systems Analyst

6. Senior Business Systems Analyst

7. Network Systems Admin

8. Senior Network Systems Engineer

9. Platform Systems Admin

10. Senior Platform Systems Admin

11. Senior Information Modeler

12. Technology Solutions Architect

13. Database Administrator

14. BASIS Administrator

15 Technical Writer

16. Tier 2 technology support analyst

Other (please describe)

Total

HISD MAY EXECUTE SPECIFIC ENGAGEMENTS BASED UPON THE AGREED HOURLY RATES OR UPON A SCHEDULE OF DELIVERABLES WITH PAYMENTS TIED TO THE COMPLETION OF SPECIFIC DELIVERABLES. THIS DECISION WILL BE MADE BY HISD ON A CASE-BY-CASE BASIS.

2.4 COST:

Price is to remain firm/fixed for the term of the contract. Price is to be provided on Form F and inserted in Tab 7. 2.5 EVALUATION FACTORS: The evaluations committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the discretion of the Evaluation Committee be eliminated from further evaluation. If the evaluation committee has reasonable grounds to believe that the Proposer is unable to perform the required services to the satisfaction of HISD, HISD reserves the right to make an award to another proposer. Some indicators (but not a complete list) of probable supplier/proposer performance concerns are: past supplier performance; the proposer’s financial resources and ability to perform; the proposer’s experience or demonstrated


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capability and responsibility; and the supplier’s ability to provide a reliable on-going business relationship and the maintenance of on-going agreements and support.

Criteria #

Criteria Description Weighted Value

1 The purchase base price 30%

2 The reputation of the Proposer and of the Proposer’s goods or services

20%

3 The quality of the Proposer’s goods or services 20%

4 The extent to which the goods or services meet the District's needs

5%

5 The Proposer’s past relationship with the District 10%

6 The impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses

10%

7 The total long-term cost to the District to acquire the Proposer’s goods or services

4%

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

1%

Total 100%

III. PRICING SHEETS INCLUDING ELECTRONIC SUBMITTAL REQUIREMENTS.

3.1 PRICING SUBMITTAL TECHNICAL REQUIREMENTS: The District uses SAP Supplier Relationship management (SRM) for schools and departments to procure goods. If applicable, attached to this section is an Excel spreadsheet (Price Schedule), also referred to as the "electronic catalog," that is required for SAP and this project. The following items should be observed:


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3.1.1 A printed hard copy of the electronic catalog should be included with each

proposal (see Form F):

a. If your proposal is based on line-item pricing, you are required to submit three

printed copies of the electronic catalog, unless specified differently in the

proposal.

b. If your proposal is based on catalog discount, you are required to submit one

printed copy of the electronic catalog, unless specified differently in the proposal.

3.1.2 Proposer(s) must submit information for this section in both printed and

electronic form; handwritten proposals will not be accepted. Proposers must

include a USB flash drive, properly labeled with company’s name and project

number, that contains the requested electronic catalog in item 4.1.1 (electronic

media supplied will not be returned and becomes property of the District).

3.1.3 The electronic catalog submitted on USB flash drive must be in Microsoft Excel

(.xls or .xlsx) format.

3.1.4 The Excel spreadsheet shall contain a “List Price” column which must be

completed.

3.1.5 Proposers are to prepare their offering with the most cost effective pack size in

addition to the required unit of measure. This is to be included in the "Unit of

Measure" column in the electronic catalog.

3.1.6 If Proposer is offering multiple options, please insert a separate line directly under

the first one and add the same line item number.

3.1.7 The District’s preference is to have the top number of items that are currently

being utilized within the scope of the proposal. However, the electronic catalog

should not exceed 2,000 rows. The spirit of this requirement is to have a

manageable number of items that the District currently uses in the SAP system,

yet makes up the majority of the District purchases.

3.2 QUESTIONNAIRE: If applicable, Please include responses in Tab 5 of the proposal response. 3.3 PRICING SHEETS INCLUDING ELECTRONIC SUBMITTAL REQUIREMENTS.

Pricing (Form F) must be included in tab 7 of the hard copy proposal AND saved in EXCEL format on both USB Drives. Additional catalogs can be included in Tab 7 for consideration.

E-Procurement Solutions


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HISD uses SAP-SRM as its e-Procurement system for the purchase of goods and services. As an extension of SRM, HISD uses an internal catalog or “Hosted catalog” system in which the supplier will complete an Excel spreadsheet with bid items and pricing to be loaded onto HISD’s SRM Internal Catalog System. For suppliers, this should reduce the time it takes to receive a purchase order and to ensure that suppliers with contract(s) are being fully utilized. Please refer to Attachment F Pricing Schedule under PART III of this RFP‘s Attachments. Proposer(s) are to complete the Attachment F Pricing Schedule – Internal Catalog and submit by electronic form (Excel format); handwritten proposals will not be accepted to complete this process. Proposers must include a USB flash drive properly labeled with company’s name and project number, that contains the requested electronic catalog (electronic media supplied will not be returned and becomes property of the District).

HISD may also implement “Punch-out Catalog” capability in conjunction with Internal Catalogs for selected awarded suppliers. Punch-out Catalogs will enable schools and departments at HISD to purchase goods electronically from a contracted supplier’s website, thereby facilitating a shopping cart experience similar to Internet shopping. Awarded Suppliers are encouraged to have a website with online shopping capability and the capability to host HISD specific catalogs. The following link contains the HISD “Punch-out” specs and information: (If this link does not work properly, please copy and paste this on to your browser) http://www.houstonisd.org/cms/lib2/TX01001591/Centricity/Domain/8017/Punchout_Specs.xlsx HISD is working to increase the number of Catalogs to purchase goods and services as this will become the preferred method HISD will utilize to purchase goods for the entire district. HISD reserves the right to select and determine the appropriate and most advantageous suppliers for the above electronic catalog solutions. HISD requests all suppliers to consider the resources and skills necessary within their company to meet the electronic catalog requirements of HISD. These include, but are not limited to, ongoing catalog maintenance, customization of any current websites, and any new software needing to be purchased and implemented for successful catalog implementation and management. Additionally, HISD reserves the right to invoke corrective action, up to and including termination of the supplier’s contract, in the event that suppliers cause technical problems with the catalog system or use the system inappropriately by selling unauthorized items or making price changes without the prior approval of the Procurement Services Department.

http://www.houstonisd.org/cms/lib2/TX01001591/Centricity/Domain/8017/Punchout_Specs.xlsx

http://www.houstonisd.org/cms/lib2/TX01001591/Centricity/Domain/8017/Punchout_Specs.xlsx

REQUEST FOR PROPOSALS€¦ · 19-02-29 RFP / IT Contractors – Master Service Agreement Vendors...

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