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.

House Rules I. Scope of Work II. Project Timelines III. Proposal Submission Overview IV. Code of Silence and Conflict of Interest V. Proposal Response Requirements VI. Business Assistance Office – M/WBE Participation Goal VII. Risk Management Office – Insurance Compliance VIII. Addendum (if any) IX. Proposal Submission Forms X. Price and Pricing Schedule XI. Solicitation of Bids XII. Procurement Services – Downloading RFP XIII. Questions and Answers XIV.

 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 1:30 PM on December 19, 2018, 4400 W. 18 th Street, Room 2W26, Houston, Texas 77092 Pre-Proposal Conference 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) Tentatively scheduled for the March 2019 Board meeting Approved

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 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 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.

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: Provide a letter from your insurance provider that your firm can provide the levels of insurance required in this INSURANCE 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.