Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: January 7, 2020 Presenter: Teresa Y. Browder Category Specialist
Introduction: RFP #20-12-01 Capital Program and Project Management Software Houston ISD is seeking to establish one or more qualified suppliers to provide and implement a fully-integrated web based Capital Program and Project Management Software for the Houston Independent School District according to the specifications listed in the RFP. With a submission deadline of: Tuesday, January 21, 2020 10:00 a.m. CST 2
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. 3
AGENDA 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. Purchasing Services – Downloading RFP XIV. Questions and Answers 4
Project Timeline Timeline Release RFP December 20, 2019 January 7, 2020 at 4400 W. 18 th Street, Houston, Texas 77092, in Conference Room 2E06 10:00 a.m. CST Pre-Proposal Conference Last date for questions: Wednesday January 13, 2020 at 10:00 a.m. CST Proposals Due Tuesday, January 21, 2020, at 10:00 a.m. CST Evaluation Period January 21, 2020 to January 23, 2020 Demonstrations (if needed) January 27 - 28, 2020 Demonstration Evaluations (if January 27 - 28, 2020 needed) Board Meeting Date March 12, 2020 (Subject to Change) 5
BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Report • 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. ***This is REQUIRED. Non-compliance will disqualify vendors from this contract.*** 6
M/WBE https://www.houstonisd.org/Page/33109 7
RISK MANAGEMENT OFFICE Insurance Requirements ***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 8
Acord Form Sample – Insurance Letter 9
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. 10
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. 11
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? INFORMATION REQUIRED ON INVOICES: • No purchase order • Date (of service) • Invalid purchase order • Amount • Incomplete date • PO# (need to match contract) • No address • Address (Match system) • Purchase order does not match invoice • Reference Number (No more than 16 characters) • Substitutions without Procurement Approval • Vendor address updates send to Procurement – MasterData@houstonisd.org 12
Scope and Specifications The scope of work shall include providing and implementing a comprehensive, fully-integrated, web- based capital program and project management software solution that can be scaled for projects ranging from $250,000 to $150 million and serve at least 100 users from multiple locations. • The successful project management software solution should assist HISD staff in : improving their productivity and managing allocated project resources; • monitoring projects costs, realizing savings for the District, and reducing operating expenses associated with project management; • optimizing the delivery times for projects, and reducing project risks; and, • streamlining communications, providing effective reporting, and efficiently maintaining all capital program-related information. • Detailed information on the scope and specification listed in the RFP located on HISD website: https://www.houstonisd.org/Page/68148 13
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: • Houston Independent School District • Board Services - Room 1C03 • Attn: Purchasing Services • RFP /20-12-01 Capital Program and Project Management Software • 4400 West 18th Street • Houston, TX 77092 14
Website New Bid Post About UsBoard Students & Parents Directory Careers my HISD NEW BID POSTS 20-12-01 Capital Program and Project Management Software 20-11-08 RFP Armored Car Services 20-12-05 RFCSP Lawson MS New Running Track 20-11-05 RFQ Audits, Consulting, Investigations, IT and Similar Services 20-10-02 RFP Audit Management Solution 20-12-02 RFCSP Sterling HS Athletic Upgrades 20-11-09 Boiler and Machinery Equipment Insurance 20-11-04 Abatement Supplies and Materials 20-11-06 Recordkeeping for FICA Alternative Plans 20-10-16 Pharmacy Benefit Manager 18-01-06-A Fine Arts Materials and Services 20-10-09 Professional Services for Facilities Assessment and Capital • https://www.houstonisd.org/Page/111905
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. * * NOTE : : DEP EPEN ENDING O ON T THE HE RFP/RFQ, T THER HERE M E MAY BE BE ADDIT ITIO IONAL F FORMS A AND APPEN ENDICES T THA HAT THE HE SUPPLIE IER M MAY BE R BE REQ EQUIR IRED T TO COMPLET ETE F E FOR THE APPLI PPLICALBE R RFP/ P/RFQ. 16
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Proposer sers/ s/Resp esponden ents M s MUST • compl mplete and and retur urn as n as par part of solici icitatio tion r response. Proposer sers/ s/Resp esponden ents w s will • be be no notified by d by Sour urcing ng Spe pecialist whe when S n Sur urve veys ar are require ired. 18
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