Houston Independent School District PROCUREMENT SERVICES September - - PowerPoint PPT Presentation

Houston Independent School District PROCUREMENT SERVICES September 20, 2017

I.

House Rules

II.

Proposal Submission Overview

III.

Solicitation of Bids

IV.

General Terms and Conditions i. Code of Silence and Conflict of Interest ii. Submission of Proposals iii. Supplier Nationwide Criminal Background Check

V.

Proposal Response Requirements i. Proposal Submission Forms ii. Attachments

VI.

Business Assistance Office – M/WBE Participation Goal

VII.

Risk Management Office – Insurance Compliance

VIII.

Request for Proposal / Qualification Projects: i. Scope of Work ii. Project Timelines iii. Price and Pricing Schedule

IX.

Procurement Services – Downloading RFP

X.

Questions and Answers

 Sign in.  Silence / vibrate all cellphones.  No one-on-one side conversations.  Write questions on notecards.

Kevin March Email: Kevin.March@HoustonISD.Org Office #: 713-556-6515

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

• f 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: Kevin March – Procurement Services RFP 17-02-04 Window and Portable AC Units and Parts 4400 West 18th Street Houston, TX 77092

 Proposal Submission and Requirements (Binder, Submission Information,  Delivery of Response and Late Submissions  Questions related to RFP  Questions related to MWBE – Business Assistance (713-556-7273)  Questions related to Insurance – Risk Management (713-556-9225)

 Go to Houston ISD’s Procurement Services site.  Click on Solicitation of Bids link.  Click on the related project link and download ALL documents.  If interested in the bid, then read and complete forms.

Project* Sourcing Specialist

17-02-04 Window and Portable AC Units and Parts Sourcing Specialist: Kevin March Buying Team: 713-556-6515

*NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.



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

• r 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.

 Board Policy CAA (Local) pertaining to the “Code of Silence” and

Board Policy BBFA (Local) pertaining to “Conflicts

• f

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

• f

interest may result in the debarment of a vendor for 24 months.

Timeline Release RFP September 8th, 2017 Pre-Proposal Conference September 20th, 2017 at 10:00 a.m., 4400 W. 18th Street Room 2C04, Houston, Texas 77092 Last date for questions: September 26th, 2017 at 10:00 a.m. CST Proposal is Due by October 19th, 2017 at 10:00 a.m. CST Evaluation Period October 20th, 2017 to October 27th, 2017 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection

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 Name Form A Vendor Information (CHE (Local) Questionnaire) Form B M/WBE Participation Report Form C Reference Survey Instructions Form D Reference Evaluation Survey Form E General Certifications Form F Price Schedule Form G EDGAR Certifications Form H Exception Form Form I Conflict of Interest Instructions and form CIQ Form J Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) Form K IRS Form W-9 Form L: INSURANCE Provide a letter from your insurance provider that your firm can provide the levels of insurance required in this RFP or Certificate of Insurance on Acord Form. Form M: Acknowledgement Form Form N: Master Service Agreement (MSA), Non/Applicable Form O: Criminal History Background Check Certification

* 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.



Q: May I quote a comparable window unit with a Heat-Strip rather than heat-pump?



Please see link below which will show comparable unit with specification’s.



http://manuals.frigidaire.com/prodinfo_pdf/Specsheets/FFRH2522R2_0315_EN.pdf

• Proposers/Respondents

MUST complete and return as part of solicitation response.

• Proposers/Respondents

will be notified by Sourcing Specialist when Surveys are required.

• 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

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.

• Must be filled out

electronically with Texas Ethics Commission.

• Form must be notarized.

FORM O:

Criminal History Background Check Certification

(3 pages)

 17-02-04 - FORM F - Price Schedule.xlsx

 MWBE PARTICIPATION GOAL: The Supplier

shall report their MWBE participation goal as a percent of the total compensation. This information shall be identified per firm, discipline and participation.

 Documentation is required.  Read pages B-1 through B-4 for full description of

M/WBE Participation Report.

 One of the options on page 5 must be selected.

Failure to select option and return the paperwork will be considered Non-Compliant.

• 20% for purchasing of goods & non-professional

services over $50,000

• 20% for construction over $50,000
• 25% for professional services over $50,000

 Section 1.25 The Supplier must carry

insurance with responsible carriers acceptable to HISD rated A or better, by A.M. Best, with minimum limits of liability coverage, as stated below, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage.

 The Proposer(s) MUST provide the acord issurance

form, or a letter from the insurance carrier on the insurance carrier’s letterhead indicating compliance in accordance with para 1.25 of this solicitation.

 Upon

receipt

• f

a letter

• f

intent to award from Risk Management/Procurement Services, the Supplier must submit to risk management and Procurement Services the actual Acord Form prior to being recommended to the Board of Education for contract approval. The supplier will have three (3) business days from the date of notification to submit their certificates of insurance; failure to provide all the requirements will cause your proposal to be non-responsive.

 All question reference this document should be reference to the

Houston Independent School District Risk management department at 713-556-9225.

 FAILURE

TO PROVIDE either the acord form

• r

memo

• f

insurability at the time

• f

submission shall CAUSE YOUR PROPOSAL TO BE CONSIDERED NON-RESPONSIVE.

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

 Go to www.houstonisd.org  Click on “Directory”  Search for “Procurement Services”  Click on “See solicitation of bids” under ‘Quick Links’

at the bottom of the page.

 Search for respective solicitation project.

THANK YOU!