Houston Independent School District PROCUREMENT SERVICES September 25, 2018
Contact for the above RFP is: Wanda Pleasant wpleasan@houstonisd.org
House Rules I. Proposal Submission Overview II. Solicitation of Bids III. Ethics and Compliance IV. i. Code of Silence and Conflict of Interest ii. Submission of Proposals iii. Supplier Nationwide Criminal Background Check Risk Management Office – Insurance Compliance V. Business Assistance Office – M/WBE Participation Goal VI. Proposal Response Requirements VII. i. Submission of Proposals ii. Proposal Submission Forms iii. Attachments Request for Proposal / Qualification Projects: VIII. i. Scope of Work ii. Project Timelines iii. Price and Pricing Schedule Procurement Services – Downloading RFP IX. Questions and Answers X.
Sign in Silence / vibrate all cellphones No side conversations Write questions on notecards
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: Wanda Pleasant – Procurement Services 18-05-17 RFP/Carpet, Wood and Other Flooring Services, Maintenance and Repairs 18-05-18 RFP/Concrete and Asphalt Supplies 4400 West 18th Street Houston, TX 77092
Proposal Submission and Requirements (Binder, Submission Information, Delivery of Response and Late Submissions Questions related to RFP (Last day for questions 10/2/2018 at 10:00 AM) Questions related to MWBE – Business Assistance (713-556-7273) Questions related to Insurance – Risk Management (713-556-9225)
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 18-05-17 Carpet, Wood and Other Sourcing Specialist: Wanda Pleasant Flooring Services, Maintenance and wpleasan@houstonisd.org Repairs 18-05-18 Concrete and Asphalt Buying Team: 713-556-6515 Supplies *NOTE OTE: : HISD D DOES ES NOT T GUAR ARAN ANTEE E A MINI NIMUM MUM OR R MAXIMUM AXIMUM AMOUNT MOUNT OF WORK ORK UPON ON AWAR ARD D FOR OR AN N APPLICAB LICABLE LE SOLIC OLICIT ITATI TION ON .
Timeline Release RFP September 14, 2018 September 25, 2018 at 10:00 A.M. CST, 4400 W 18 th Street, Room 2E26 Houston, Texas 77092 Pre-Proposal Conference Last date for questions: October 2, 2018 at 10:00 A.M. CST RFP Due October 16, 2018 at 10:00 A.M. CST Evaluation Period October 16, 2018 to October 23, 2018 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection
ETHICS HICS AN AND COMPL OMPLIANCE IANCE OF OFFIC ICE • Code of Silence • Conflict of Interest • Criminal History Background Check Form
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.
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.
FORM O: Criminal History Background Check Form
FORM O: Criminal History Background Check Form (Continued)
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 issurance 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 of a letter of 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 or memo of insurability at the time of submission shall CAUSE YOUR PROPOSAL TO BE CONSIDERED NON-RESPONSIVE.
Sample ample – Insu suran ance e Letter tter Ac Acord Form • 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
MWB WBE E PA PARTICIP CIPATION TION 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 req equire 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-Com ompl pliant 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
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