Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: 1/29/2020 Presenter: Maira Y. Artola Category Specialist
Introduction: RFP # 20-01-01 Electronic Disposal and Recycling Services Houston ISD is seeking proposals from qualified individuals or firms for disposal and recycling services for electronic waste (E-Waste) With a submission deadline of: Wednesday, February 19, 2020 at 10:00 a.m. CST 2
AGENDA I. Project Timelines II. Business Assistance Office – M/WBE Participation Goal III. Risk Management Office – Insurance Compliance IV. Solicitation of Bids V. Code of Silence and Conflict of Interest VI. Proposal Submission Overview VII. Proposal Response Requirements VIII. Proposal Submission Forms IX. Scope of Work X. Price and Pricing Schedule XI. Addendum XII. Questions and Answers 3
Project Timeline 4
BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Plan • Form B - 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: • Utilization of M/WBE firm(s) in your day-to-day operations • Joint Venture partnership; with M/WBE firm(s) • Participation in a Mentor/Protégé agreement ***This is REQUIRED. Non-compliance will disqualify vendors from this contract.*** 5
M/WBE 6
RISK MANAGEMENT OFFICE Insurance Requirements 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 7
Acord Form Sample – Insurance Letter 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 Statutory Employers’ Liability $100,000 per Accident Waiver of Subrogation and Alternate Employer provisions in favor of HISD Supplier has employees, but none in the State of Texas Workers’ Compensation Statutory Employers’ Liability $100,000 per Accident Waiver of Subrogation in favor of HISD Supplier has no Employees Not Applicable Workers’ Compensation does not apply AUTOMOBILE LIABILITY SECTION Automobile Liability covering All Owned, Hired & Non-Owned Autos, $1,000,000 CSL including Additional Insured and Waiver of Subrogation in favor of HISD. Supplier owns no vehicles in the company name -- $1,000,000 CSL Automobile Liability covering Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD. COMMERCIAL GENERAL LIABILITY SECTION Commercial General Liability , including Additional Insured and Waiver of $1,000,000 per Subrogation in favor of HISD Occurrence Sincerely, Insurance Agent 8
RISK MANAGEMENT OFFICE Insurance Requirements 9
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 10
Solicitation of Bids • 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 : HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION. 11
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. 12
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. 13
Your Submission • MUST contain a USB Drive. – Save all forms in pdf format – Bid tab in Excel format only • Please use 3-hole binder or binder clips. • All forms must be filled out legibly and completely. • Submissions with missing information will loose points or be disqualified. • NO spiral or glue bindings • NO double-sided pages 14
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-Maira Y. Artola • RFP 20-01-01 Electronic Disposal and Recycling Services • 4400 West 18th Street • Houston, TX 77092 15
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