RFP #20-04-08: Fire Sprinkler Protection System Services Proposal Conference
Houston ISD is hosting a pre-proposal conference for RFP #20-04-08 seeking Fire Sprinkler Protection System services. The conference, presented by Teresa Y. Browder, will cover submission details, project timelines, business assistance, M/WBE participation, and more. Proposals are due by July 28, 2020, with a focus on meeting the District's M/WBE participation goals. Questions can be directed to Teresa Browder via email.
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Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: July 01, 2020 Presenter: Teresa Y. Browder Category Specialist
Introduction: RFP #20-04-08 Fire Sprinkler Protection System Houston ISD is seeking to establish one or more contracts for: Fire Sprinkler Protection: Inspection, Testing and Repair Services with a submission deadline of Tuesday, July 28, 2020, at 2:00 p.m. CST 2
Pre-Proposal Conference House Rules Questions will be addressed at the end of this presentation. Please email all questions to Teresa Browder, Teresa.Browder@Houstonisd.org 3
AGENDA I. II. III. IV. V. VI. 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 House Rules Project Timelines Business Assistance Office M/WBE Participation Goal Risk Management Office Insurance Compliance Code of Silence and Conflict of Interest Scope of Work 4
Project Timeline Timeline Release RFP Thursday, June 18, 2020 The Pre-Proposal Conference for this project will be via Zoom on Wednesday, July 01, 2020 at Teresa.Browder@Houstonisd.org by Monday, June 29, 2020 no later than 4:00 p.m. CST to be invited to conference. 10:00 a.m. CST Please email Pre-Proposal Conference Last date for questions: Wednesday, July 8, 2020 at 10:00 a.m. CST Proposals Due Tuesday, July 28, 2020, at 2:00 p.m. CST Evaluation Period Wednesday, July 29, 2020 to Monday August 03, 2020 Board Meeting Date Thursday, September 10, 2020 (Subject to Change) 5
BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Report 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: 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
FORM C: INSURANCE VERIFICATION CERTIFICATION BY INSURANCE BROKER OR AGENT Insured Name (Vendor): Check the applicable box: Form C: Sample Note: To be completed by Insurance Broker The undersigned insurance broker or agent represents to the Houston Independent School District (HISD) that the accompanying Certificate of Insurance Acord Form is accurate in all material respects. Acord form must be submitted with this documentation. (See sample Acord form) The undersigned insurance broker or agent represents to the Houston Independent School District (HISD) that the accompanying Letter from Insurance Carrier is accurate in all material respects. Letter must be submitted with this documentation. (See sample letter) Name of Broker or Agent Address of Broker or Agent Email Address of Broker or Agent Phone Number of Broker or Agent Name and Title of Broker or Agent Signature of Authorized Broker or Agent Date Signature of Proposer Date 8
Acord Form Sample Insurance Letter 9
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 riskmanagement@houstonisd.org 10
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. 11
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. 12
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? No purchase order Invalid purchase order Incomplete date No address Purchase order does not match invoice Substitutions without Procurement Approval INFORMATION REQUIRED ON INVOICES: Date (of service) Amount PO# (need to match contract) Address (Match system) Reference Number (No more than 16 characters) Vendor address updates send to Procurement MasterData@houstonisd.org 13
Scope and Specifications The District is seeking qualified suppliers to provide Fire Protection Sprinkler Systems Inspection, Testing, and Repairs for the Houston Independent School District. The work to be performed under this agreement shall consist of providing all supervision, labor, materials, supplies, transportation, equipment, tools, and consumables necessary to provide services. . Detailed information on the scope and specifications are listed in the RFP which is located on HISD website: https://www.houstonisd.org/Page/179264 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 Teresa Browder RFP /20-04-08 Fire Sprinkler Protection Systems 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 THE APPLICALBE RFP/RFQ. NOTE: : DEPENDING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL FORMS AND APPENDICES THAT THE SUPPLIER MAY BE REQUIRED TO COMPLETE FOR THE APPLICALBE RFP/RFQ. DEPENDING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL FORMS AND APPENDICES THAT THE SUPPLIER MAY BE REQUIRED TO COMPLETE FOR 17
Proposers/Respondents MUST complete and return as part of solicitation response. Proposers/Respondents MUST complete and return as part of solicitation response. Proposers/Respondents will be notified by Category Specialist when Surveys are required. Proposers/Respondents will be notified by Category Specialist when Surveys are required. 19
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
Box 1 Box 1: : Vendor or Business Name Box 2: version. Box 2: Check if filing an updated Box 3: you have a personal or business relationship. If not applicable, enter N/A Box 3: Name of HISD employee whom Box 4: Box 4: Check boxes accordingly. Box 5: named person. Box 5: Describe relationship with Box 6: Box 6: Check box if applicable. Box 7: Box 7: Signature and date of vendor. 24
Must be filled out electronically with Texas Ethics Commission. 25
FORM M: Criminal History Background Check Certification (1 page) 29
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 AWARD FOR AN APPLICABLE SOLICITATION. NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION. : HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON 31
Addenda Addendum # 1 Posting ETA July 2, 2020 To include: Pre-Proposal Conference Presentation Pre-Proposal Conference Sign-In Sheet Questions & Answers from Pre-Proposal Conference Questions & Answers emailed to project manager 32
Thank you Date: July 1,2020 Presenter: Teresa Y. Browder Category Specialist
