Pre-Proposal Conference Houston Independent School District - - PowerPoint PPT Presentation

Pre-Proposal Conference

Houston Independent School District PURCHASING SERVICES

February 13, 2019 Rhonda Carroll-Johnson Category Specialist

Introduction:

RFP # 19-08-18 Kitchen & Production Smallwares & RFP# 19-08-19 Kitchen & Production Disposables Both projects have a submission deadline of Tuesday March 5, 2019 at 10:00 a.m.

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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 (if any)
• XIII. Questions and Answers

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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Project Timeline

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BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Report

• 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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M/WBE

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RISK MANAGEMENT OFFICE Insurance Requirements

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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 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 Wilson 713-556-9225

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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 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 - AccountsPayable@houstonisd.org P.O. Related Invoices - HISD_VendorInvoices@houstonisd.org

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 –

MasterData@houstonisd.org

Scope and Specifications

• Houston ISD is seeking to establish one or

more contracts to provide various kitchen and production smallwares, disposables and related items; for use in the Nutrition Services Production Facility, individual school campuses, catering facilities and

• ther areas as needed.

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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:

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Houston Independent School District Board Services - Room 1C03 Attn: Purchasing Services RFP 19-08-18 Kitchen & Production Smallwares

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RFP 19-08-19 Kitchen & Production Disposables 4400 West 18th Street Houston, TX 77092

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: : DEPENDI

DING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL L FORMS AND APPENDI DICE CES THAT THE SUPPLI LIER MAY BE REQUI UIRED D TO COMPLE LETE FOR THE APPLICAL CALBE RFP/RFQ.

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• Proposers/

rs/Re Respondents MUST ST complete e and return rn as part rt of soli licit itation response. e.

• Proposers/

rs/Re Respondents wil ill be notifi ified by Sourc rcin ing g Spec ecia iali list when en Surv rveys ys are e requir ired. .

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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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23 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 L:

Criminal History Background Check Certification

(1 page)

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FORM M:

Certification Regarding Federal Lobbying (TDA Form H2049)

(1 page)

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FORM N:

Compliance with Buy American Provision

(1 page) Nutrition Services Projects ONLY

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Not Applicable for this Project

Price and Pricing Schedule

• HISD HIGHLY encourages Proposer to submit catalogs. Pricing must be submitted in Excel format on

the spreadsheet provided with the original RFP documents.

• Catalog/price lists
• Discounts provided on price lists and catalogs
• Any alternate pricing proposals that may be acceptable for project
• Alternate Items Should Be Indicated on the Second Sheet of the Pricing Tabulation
• Due to system constraints, pricing must be to no more than two (2) places past the decimal point.

HISD reserves the right on any Proposals submitted where pricing is more than two (2) places past the decimal point to round the price down to two (2) places past the decimal point.

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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

TE: HISD

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

Solicitation of Bids

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Addenda

• Addendum # 1 – Posting ETA February 22, 2016
• To include:

– Pre-Proposal Conference Presentation – Pre-Proposal Conference Sign-In Sheet – Questions & Answers from Pre-Proposal Conference – Questions & Answers emailed to project manager – Updated Bid Tabulation/Pricing Sheet

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Questions

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Thank you

February 13, 2019 Rhonda Carroll-Johnson Category Specialist