November 6, 2018 RFP #19-10-13 Communications Support and Services - - PowerPoint PPT Presentation

Houston Independent School District PURCHASING SERVICES November 6, 2018

RFP #19-10-13 Communications Support and Services Houston ISD is seeking proposals from interested firms or consultants with specific experience in message development, media relations, community relations, marketing, digital strategy, implementation, project management, and market research – with a submission deadline of 2:00pm, December 4, 2018.

 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.

I.

House Rules

II.

Scope of Work

III.

Project Timelines

IV.

Business Assistance Office – M/WBE Participation Goal

V.

Risk Management Office – Insurance Compliance

VI.

Code of Silence and Conflict of Interest

• VII. Proposal Submission Overview
• VIII. Proposal Response Requirements

IX.

Proposal Submission Forms

X.

Price and Pricing Schedule

XI.

Solicitation of Bids

• XII. Addendum (if any)
• XIII. Procurement Services – Downloading RFP
• XIV. Questions and Answers



At a minimum, the scope of services required by the successful firm shall consist of the following: Houston ISD is seeking proposals from interested firms or consultants with specific experience in message development, media relations, community relations, marketing, digital strategy, implementation, project management, and market research. Preference will be given to agencies providing a broad range of services and with experience working within the education landscape.



It is the intention of Houston ISD to obtain the services of one or more qualified strategic communications firm(s) or consultant(s) to support the development of a strong messaging framework and communications plan tied to increasing the district’s desire to proactively engage the public and promote the success and achievements of the district. We anticipate the plan will help HISD achieve its communications goals to communicate, inspire, motivate and improve faculty and staff engagement, build pride among students and families, and rebuild trust among its diverse constituents. The work to be performed will present the information in its most compelling form to key audiences including parents, business leaders, institutions of higher education, internal staff, elected officials and policy makers.

Timeline Release RFP 10/26/2018 Pre-Proposal Conference 11/06/2018 at 12 p.m. in room #2C16 4400 West 18th Street, Houston, Texas 77092 Last date for questions: 11/13/2018 at 2 p.m. CST Proposals Due 12/4/2018 at 2:00 p.m. CST Evaluation Period 12/4/2018 to 12/11/2018 Selected vendors will be notified after Board of Trustees approval.

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 Department Yesenia Taylor YTAYLOR1@houstonisd.org 713-556-7273

Form G - 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.

NOTE: This is REQUIRED. Non- compliance will disqualify vendors from this contract.

Type of Coverage Minimum Limits

• 1. Workers’ Compensation

Statutory and Employer’s Liability $100,000 per accident

• 2. Automobile Liability:

Bodily Injury & Property Damage $1,000,000 Combined Single Limit For 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 Wilson 713-556-9225



• 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 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.

 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.

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: Cristina Giacaman - Purchasing Services RFP /19-10-13 Communications Support and Services 4400 West 18th Street Houston, TX 77092

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

Y BE ADDITIONAL AL FORMS AND APPENDI DICE CES THAT THE SUPPLIER MAY BE REQUIRED D TO COMPLE LETE FOR THE APPLICA CALB LBE RFP/RFQ.

• Proposers/R

/Responde

• ndents

ts MUST T complete te and retur urn n as part of solicita tati tion

• n respons
• nse.
• Proposers/R

/Responde

• ndents

ts will be notifie fied d by Sourci cing ng Special alis ist when Surve veys ys are requi uired red.

• 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 N: Master Service Agreement Will be sent to awarded vendors after Board approval

FO FORM O: M O:

Cri rimi minal nal Histo istory ry Backgro kground und Che heck k Cert rtification ification

(3 pages)

*NOTE

TE: HISD

D DOES NOT GUARANTEE EE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLIC ICABLE LE SOLICIT ITATIO ION.

• 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.

 Addendum # 1 – Release ETA 11/07/2018  To include:

• Pre-Proposal Conference Presentation
• Pre-Proposal Conference Sign-In Sheet
• Questions & Answers from Pre-Proposal Conference
• Questions & Answers emailed to project manager

 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.