PROCUREMENT SERVICES December 19, 2018 19 19-07 07-11 11 - SA - - PowerPoint PPT Presentation

Houston Independent School District PROCUREMENT SERVICES December 19, 2018

 19

19-07 07-11 11 - SA SAP P Bu Budge geting ing and Pl Plann nning ing

 Houston ISD is seeking proposals from

qualified firms to provide SAP Budgeting and Planning implementation for users throughout the District– with a submission deadline of 10:00 AM CST, January 16, 2019.

I.

House Rules

II.

Scope of Work

III.

Project Timelines

IV.

Proposal Submission Overview

V.

Code of Silence and Conflict of Interest

VI.

Proposal Response Requirements

VII.

Business Assistance Office – M/WBE Participation Goal

VIII.

Risk Management Office – Insurance Compliance

IX.

Addendum (if any)

X.

Proposal Submission Forms

XI.

Price and Pricing Schedule

XII.

Solicitation of Bids

XIII.

Procurement Services – Downloading RFP

XIV.

Questions and Answers

 Sign in.  Silence / vibrate all cellphones.  No one-on-one side conversations.  Write questions and ask at the end or email the

project manager.



2.1 SCOPE PE OF WORK RK:



At a minimum, the scope of services required by the successful firm shall consist of the following: Houston ISD is seeking proposals from qualified individuals or firms for imp mpleme ement ntati ation of f SAP P Publ blic c Sect ctor Budget eting ng and Plan anni ning ng. . The District intends to award this bid to a single firm selected to provide the “best value “to HISD per section 2.5 Acceptance Criteria.



HISD is entering a period of great uncertainty as unexpected events are impacting its ability to forecast both Revenue and Expense projections. Dealing with unexpected events is putting a great strain on its budgeting personnel even as there are increasing pressures to deliver timely information to district stakeholders. HISD is required to present budgetary information and link it back to its budgeting goals which change over time.



Today HISD’s budgeting process is inefficient. It currently is created and managed on spreadsheets by the Budget Office using complex formulas. Projections are created on worksheets that are error prone and difficult to manage effectively. Much of this information resides in the district’s SAP solution but there is no easy way to access/compile into a single repository of budgeting data. The budget information is compiled centrally by the Budget Office who are ultimately responsible for the budget presented to the board. HISD collects inputs from schools and departments using spreadsheets and through a custom budget tool, and as a result data is sometimes lost or missed resulting in last minute corrections to the budget so that it can be presented to the school board for approval.



The primary goal of SAP SBP is to provide a centralized budgeting tool that can record and collect the salary information of the district. HISD uses a Per Unit Allocation (PUA) process, which allocates dollars per student. Schools are given a funding target that they can allocate for the following year. Principals can add or change positions and plan non-expenditure budget while not exceeding their total annual PUA allocation. HISD wants to be able to provide the PUA amounts as an upfront source for funds that schools can allocate to position and non-salary budgets in the SBP tool. HISD Budget Office wants to project and budget out their school’s salary information as a base budget against the PUA and schools will modify their individual budgets before submitting it to the Budget Office for final review. For balancing purposes, schools balance their budgets based on the average salary of positions. However, actual salaries are used when loading the budget.



Departments such as Food Service, Internal Service, Maintenance, and Capital Project Funds will also use the SBP to enter their budget. These departments will not be subject to a maximum budget based upon the district PUA formula. Departments are given their last year’s budget as a base and then are required to modify their positions and non-salary

• budget. These amounts are submitted and approved by the Budget Office. Budgeting for capital projects takes place at the

Fund/Department level and funding for individual projects are done outside of the standard budgeting process and is not in scope for this project.

Timeline Release RFP December 7, 2018 Pre-Proposal Conference 1:30 PM on December 19, 2018, 4400 W. 18th Street, Room 2W26, Houston, Texas 77092 Last date for questions January 8, 2019 at 10:00 a.m. CST Proposals are Due by January 16, 2019 at 10:00 a.m. CST Evaluation Period January 18, 2019 through February 1, 2019 Vendor Presentation February 13, 2019 - Time TBD (the top vendors will be invited to do an in-person presentation) Selected Proposal(s) Approved Tentatively scheduled for the March 2019 Board meeting

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: Kevin March – Purchasing Services 19-07-11 SAP Budgeting and Planning 4400 West 18th Street Houston, TX 77092

 Proposal submissions must be in a binder, along with a copy on 1 USB  Binders must be labelled with the Proposers name and address along with the

RFP number and project name

 The physical USB and/or the file directory should also be labelled with the

proposers name and project number

 HISD is not responsible if the mail service delivers the package after the cut off

• time. For hand delivered packages, ensure enough time is allowed for the

receptionist to receive and time stamp your parcel

 Proposals received after the due date and time will not be considered  Code of silence is in effect, so any general questions on the scope or this RFP

should be directed to myself

 Questions related to MWBE – Business Assistance (713-556-7273)  Questions related to Insurance – Risk Management (713-556-9225)



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.

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: : DEPENDI

DING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL L FORMS AND APPENDICES CES THAT THE SUPPLIER MAY BE REQUIRED TO COMPLET LETE FOR THE APPLICALB CALBE RFP/RFQ.

 MWBE

E PARTICIPATI CIPATION ON GOAL: The Supplier shal all report their MWBE participation goal as a percent of the total compensation. This information shall be identified per firm, discipline and participation.

 Documentation is require

ired.

 Read pages B-1 through B-4 for full description of

M/WBE Participation Report.

 One of the options on page 5 must

ust be selected. Failure to select option and return the paperwork will be considered Non Non-Compl Complian iant.

• 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 Insurance 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 ample – Insu suran ance e Letter tter

Ac Acord Form

 Addendum # 1 – Released 12/14/2018  Addendum # 2 – Release ETA 12/21/2018

• 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 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

FO FORM O: M O:

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

(3 pages)

 Go to Houston ISD’s Procurement Services site.  Click on Solicitation of Bids link.  Click on Project link and complete form.  Download ALL documents.

Project ct* * Sourci cing ng Special alis ist 19-07-11 SAP Budgeting and Planning

Sourcing Specialist: Kevin March Purchasing Team: 713-556-6515

*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 www.houstonisd.org  Click on “Directory

ectory”

 Search for “Procur

• curemen

ement t Service vices”

 Click on “See solici

icitation tation of bids” under ‘Quick ck Links nks’ at the bottom of the page.

 Search for respective solicitation project.