PreProposal Conference Houston Independent School District PURCHASING SERVICES

Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: 2/24/2021 Presenter: Iva Scherer Category Specialist

Proposal Submission Overview Virtual Pre-Proposal Conference Etiquette • To ensure that all responders receive credit for attending the conference, enter both your name and the company you are representing, if applicable. • This is a virtual presentation, not a video conference. To avoid unnecessary distraction, cameras should NOT be active during the meeting. • Microphones must be muted at all times during the meeting. • Unless announced otherwise during the meeting, verbal questions will not be entertained. All questions must be either emailed or typed into the meeting chat. Questions will be answered at the end of the presentation or answered in the form of an addendum to the project and posted online. • The presentation, meeting sign in sheet, and submitted questions will be posted to the website in the form of an addendum on or before Wednesday, March 5, 2021. 2

Introduction: RFP #16 -10 -53 -D College and Career Readiness Houston ISD is seeking to establish one or more contracts to provide materials, software, and services to align with the district’s College & Career Readiness initiatives and efforts to ensure that students are prepared for post-secondary success. The related contracts are for materials and services such as college/career readiness assessments, student licenses and certifications, CTE and college level coursework, college entrance exam preparation, staff professional development and platforms and software related to college and career readiness, exploration and access. with a submission deadline of: March 24, 2021 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

Timeline Release RFP Pre-Proposal Conference Friday, February 12, 2021 Wednesday, February 24, 2021 via Microsoft Teams (virtual) Last date for questions: Wednesday, March 5, 2021, at 5: 00 p. m. CST Proposals Due Wednesday, March 24, 2021, at 10: 00 am Evaluation Period Wednesday, March 31, 2021 to Wednesday, April 7, 2021 Board Meeting Date Thursday, June 10, 2021 (Subject to Change) 5

M/WBE ***This is REQUIRED*** Non-compliance will disqualify vendors from this contract 6

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 7

Acord Form Sample – Insurance Letter 8

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. 9

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. 10

DOING BUSINESS WITH HISD Inquires/Statements - Accounts. Payable@houstonisd. org P. O. Related Invoices - HISD_Vendor. Invoices@houstonisd. org PAYMENT INFORMATION: • Check Register • Hover “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 – Master. Data@houstonisd. org 11

Scope and Specifications • 16 -10 -53 -D Part II Scope of Work 12

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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 1 C 03 Attn: Purchasing Services RFP / 16 -10 -53 -D College and Career Readiness 4400 West 18 th Street Houston, TX 77092 14

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: 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. 15

FORM A: Vendor Information (CHE (Local) Questionnaire) (3 pages) 16

Form D: Reference Survey Instructions • Proposers/Respondents MUST complete and return as part of solicitation response. • Proposers/Respondents will be notified by Sourcing Specialist when Surveys are required. 17

FORM E: Reference Evaluation Survey 18

FORM G: General Certifications (4 pages) • • • 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 19

FORM H: EDGAR Certifications (4 pages) 20

FORM I: Conflict of Interest Instructions and form CIQ (4 pages) 21

FORM I: (cont’d) Conflict of Interest Instructions and form CIQ (4 pages) 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. 22

FORM J: Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) (2 pages) • Must be filled out electronically with Texas Ethics Commission. 23

FORM J: (cont’d) (HB 1295) (2 pages) 24

FORM K: IRS Form W-9 (1 page) Updated October 2018 25

FORM L: Exception Form (1 page) 26

FORM M: Criminal History Background Check Certification (1 page) 27

FORM N: Acknowledgement Form (1 page) 28

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. 29

FORM N: Acknowledgement Form (1 page) 30

Addenda • Addendum # 1 – Posting ETA 2/24/2021 • To include: – – Pre-Proposal Conference Presentation Pre-Proposal Conference Sign-In Sheet Questions & Answers from Pre-Proposal Conference Questions & Answers emailed to project manager 31

Thank you Date: 2/24/2021 Presenter: Iva Scherer Category Specialist