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

Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: Tuesday, January 28, 2020. Presenter: America Alatorre-Carnero Category Specialist

Introduction: RFP #20-01-04 Dairy Products RFP #20-01-05 Fresh Juice with a submission deadline of: Thursday, February 13, 2020 at 10 a.m. 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 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 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: • • Date (of service) No purchase order • • Amount Invalid purchase order • • PO# (need to match contract) Incomplete date • • Address (Match system) No address • • Reference Number (No more than 16 characters) Purchase order does not match invoice • • Vendor address updates send to Procurement – Substitutions without Procurement Approval MasterData@houstonisd.org 12

Scope and Specifications • 20-01-04 Dairy Products Direct delivery of dairy products to HISD locations two or three times per week, and to the HISD Nutrition Services location once per week if required. – Bid Attachments: • Bid Tab (specs and usage). • List of Schools. • Nutrition Kit. • We encourage to send a list of other products (catalog). - Samples. Deliver between 2/18 and 2/20 11am to 1pm 13

Scope and Specifications • 20-01-05 Fresh Juice Direct delivery of fresh juice to the HISD Nutrition Services location Bid Attachments: • Bid Tab (specs and usage). • Nutrition Kit. • We encourage to send a list of other products (catalog). - Samples. Deliver between 2/18 and 2/20 11am to 1pm 14

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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: • Houston Independent School District • Board Services - Room 1C03 • Attn: America Alatorre - Purchasing Services • RFP #20-01-04 Dairy Products or RPF#20-01-05 Fresh Juice • 4400 West 18th Street • Houston, TX 77092 16

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 : : 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 APPLICA CALBE BE RFP/RFQ. 17

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Propo opose sers rs/Re Resp spond ondent nts MUST ST • complete te and retu turn rn as part rt of soli licit itati tion on resp spon onse. e. Prop opos osers rs/Re Resp spon ondent nts wil ill • be notifi tified d by Sourc urcing ing Spec ecia iali list t when en Surv rveys ys are e requi uire red. . 19

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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 • 21

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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. 24

Must be filled out electronically • with Texas Ethics Commission. 25

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FORM M: Criminal History Background Check Certification (1 page) 29

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FORM O: Certification Regarding Federal Lobbying (TDA Form H2049) (1 page) 31

Compliance with Buy American Provision (1 page) 32

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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 TE : HISD D DOES NOT GUARANTEE EE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLIC ICABLE LE SOLICIT ITATIO ION. 34

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