PreProposal Conference Houston Independent School District Purchasing Services

Pre-Proposal Conference Houston Independent School District Purchasing Services December 20, 2018

AGENDA I. III. IV. V. VIII. IX. X. House Rules Proposal Submission Overview Solicitation of Bids Ethics and Compliance i. Code of Silence and Conflict of Interest ii. Submission of Proposals iii. Supplier Nationwide Criminal Background Check Risk Management Office – Insurance Compliance Business Assistance Office – M/WBE Participation Goal Proposal Response Requirements i. Submission of Proposals ii. Proposal Submission Forms iii. Attachments Request for Proposal / Qualification Projects: i. Scope of Work ii. Project Timelines iii. Price and Pricing Schedule Procurement Services – Downloading RFP Questions and Answers

Pre-Proposal Conference House Rules • • Sign in Silence / vibrate all cellphones No side conversations Write questions on notecards

Proposal Submission Overview G e n e r a l I n f o r m a t i o n 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: Category Specialist Name (See previous pages) – Purchasing Services Project Number / Project Name 4400 West 18 th Street Houston, TX 77092

Proposal Submission Overview…(cont’d) • Proposal Submission and Requirements (Binder, Submission Information, • Delivery of Response and Late Submissions • Questions related to RFPs (Last day for questions January 4, 2019) • Questions related to MWBE – Business Assistance (713 -556 -7273) • Questions related to Insurance – Risk Management (713 -556 -9225)

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. Project* Purchasing Services Contact 16 -10 -25 -A Supplemental #1 District Wide Instructional Software Adeola Otukoya Adeola. Otukoya@houstonisd. org 19 -11 -20 Family and Adult Enrichment Activities *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

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. Project* Purchasing Services Contact 16 -10 -46 -B Supplemental II Enrichment Services Brittaney Isom Brittaney. Isom@houstonisd. org 16 -10 -47 -A Supplemental I Tutorial Services for Students *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

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. Project* Purchasing Services Contact 16 -10 -48 -B Supplemental #2 Teacher and Staff Development Teresa Browder Teresa. Browder@houstonisd. org 16 -10 -49 -A Supplemental #1 Leadership Development *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

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. Project* Purchasing Services Contact 17 -02 -02 -A Supplemental #1 RFP/Supplemental Curriculum and Materials Roderick Bellard Roderick. Bellard@houstonisd. org 19 -10 -15 Student Support Services Mentoring *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

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. Project* Purchasing Services Contact 16 -10 -53 -B Supplemental #2 College and Career Readiness Materials and Services Maira Artola Maira. Artola@houstonisd. org *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

Dates to Remember/Timeline – All Projects Timeline Release RFP Pre-Proposal Conference Friday December 7, 2018 Thursday, December 20, 2018 at 10: 00 AM CST at Hattie Mae White Educational Support Center, 4400 West 18 th Street, Houston, Texas 77092 in conference room 1 E 01 and 1 E 02. Last date for questions: Friday, January 4, 2019 RFP Due Tuesday, January 11, 2019 at 10: 00 AM CST Evaluation Period January 14, 2019 to January 21, 2019 (Subject to Change) Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection (Subject to Change)

Ethics and Compliance Office • Code of Silence • Conflict of Interest • Criminal History Background Check Form

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.

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.

FORM I: Conflict of Interest Instructions and form CIQ (3 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.

FORM N or O: Criminal History Background Check Form

FORM N or O: Criminal History Background Check Form (Continued)

RISK MANAGEMENT OFFICE Insurance Requirements

Risk Management - Insurance • 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.

Insurance Requirements • • 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 NONRESPONSIVE.

INSURANCE –Type of Coverages and Minimum Limits

Sample – Insurance Letter Acord Form

BUSINESS ASSISTANCE OFFICE M/WBE Participation Goal

Business Assistance - MWBE • MWBE PARTICIPATION GOAL: The Supplier shall report their MWBE participation goal as a percent of the total compensation. This information shall be identified per firm, discipline and participation.

Attachment B: M/WBE Participation Report Instructions • • • Documentation is required. Read pages B-1 through B-4 for full description of M/WBE Participation Report. One of the options on page 5 must be selected. Failure to select option and return the paperwork will be considered Non-Compliant. – 20% for purchasing of goods & non-professional services over $50, 000 – 20% for construction over $50, 000 – 25% for professional services over $50, 000

16 -10 -25 -A – Supplemental #1 District Wide Instructional Software

16 -10 -46 -B Supplemental II Enrichment Services for Students

16 -10 -47 -A Supplemental I Tutorial Services for Students

16 -10 -48 -B Supplemental #2 Teacher and Staff Development

16 -10 -49 -A Supplemental #1 Leadership Development Instruction

16 -10 -53 -B Supplemental #2 College and Career Readiness Materials and Services

17 -02 -02 -A Supplemental #1 – Supplemental Curriculum and Materials

19 -10 -15 Student Support Services Mentoring

19 -11 -20 Family and Adult Enrichment Activities

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. Form # Form Name Form A Supplier Information (CHE (Local) Questionnaire) Form B M/WBE Participation Report Form C Reference Survey Instructions Form D Reference Survey (Survey will be requested if needed) Form E General Certifications Form F Price Schedule (if applicable) (should be placed in tab 7) Form G EDGAR Certifications Form H Exception Form I Conflict of Interest Instructions and form CIQ Form J Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) Form K IRS Form W-9 Form L Insurance - Provide a letter from your insurance provider that your firm can provide the levels of insurance required in this RFP or Certificate of Insurance on Accord Form M: Acknowledgement Form *Form N or O: Criminal History Background Check Certification *Appendix AD: APPENDIX A, C or Form O, M: Master Service Agreement (MSA) APPENDIX A: Questionnaire APPENDIX B: Master Service Agreement (MSA) and Data Sharing Agreement (DSA) APPENDIX B: Scope & Specific Conditions APPENDIX C: HISD Digital Content Standards & Expectations (Information Only, No Response Required) (*Depending on the proposal, some of the forms and appendices may have a different form letter (ex. Criminal Background Check may be Form N or Form O)

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

Form C: Reference Survey Instructions • Proposers/Respondent s MUST complete and return as part of solicitation response. • This form is to be turned in with Project #19 -11 -28 (Norm Referenced Tests)

FORM D: Reference Evaluation Survey • This form should be emailed to the category specialist named in each project (if applicable)

FORM E: 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

Form F – Pricing Schedule Please check the HISD website for the updated Form F – Price Schedule for each project.

FORM G: EDGAR Certifications (4 pages)

FORM H: Exception Form (1 page)

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

FORM K: IRS Form W-9

FORM M: Acknowledgement Form (1 page)

APPENDIX A or FORM O (if applicable: Master Service Agreement (MSA)

APPENDIX A (if applicable): Data Sharing Agreement (DSA) **Will be uploaded as an Addendum**

APPENDIX A: Questionnaire

APPENDIX B (if applicable): Scope and Specific Conditions

APPENDIX C (if applicable): HISD Digital Content Standards and Expectations (Information Only, No Response Required)

Purchasing Services – Downloading Solicitations • • • Go to www. houstonisd. org Click on “Directory” Search for “Purchasing Services” • *Favorite page* • • Click on “See current bid proposals” under ‘Quick Links’ Search for Solicitation project.

QUESTIONS AND ANSWERS

Thank you Date: 00/00/2014 Presenter: First and last name Title