PreProposal Conference RFP 16 09 04 Unemployment Administrative

Pre-Proposal Conference RFP 16 -09 -04 Unemployment Administrative Services Houston Independent School District PROCUREMENT SERVICES

Pre-Proposal Conference Ground Rules � Please ensure you have signed in. � Silence all cellphones. � Write questions down on notecards.

Request for Proposals � 16 -09 -04 Unemployment Administrative Services

AGENDA I. III. RFP Submission Overview i. General Information ii. Code of Silence and Conflict of Interest Proposal Submission Requirements i. Proposal Submission Forms (Tab 2) Business Assistance Office and Risk Management i. MWBE Requirements ii. Insurance Requirements IV. Invoicing V. Pricing Schedule – Form F VI. RFP Scope of Work Overview VII. Procurement Services – Downloading RFP VIII. Questions and Answers

RFP 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. i. Request for Proposals are defined in the Texas Education Code 44. 031 and Texas Government Code for Purchasing Contracts.

Code of Silence (Board Policy CAA (Local)) � � Section 1. 1. 1 ◦ The Board of Education (Board) has adopted a “Code of Silence” policy (ref. Board Policy CAA (Local)) Section 1. 1. 2 ◦ The Code of Silence" shall mean a prohibition on any communication regarding any RFP, bid, or other competitive solicitation between: 1. 2. 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)) � The “Conflicts of Interest Disclosures” requires a Board member to disclose and recuse himself or herself from voting on any contract, agreement, or any other District transaction involving an entity or related officer and/or key employee who has provided campaign contributions during the preceding 12 month period in excess of $500.

PROPOSAL SUBMISSION 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. Proposal Submission Forms (Tab 2) Complete and return Forms A–? set forth in the last Section of this RFP. The set of forms submitted in the proposal marked “ORIGINAL” requires original manual signatures. Copies of the forms bearing original signatures should be included in each additional proposal. (RFP Section 1. 4) (Form submission requirements are dependent on the RFP) The forms should be submitted in accordance with the RFP: ü FORM A: Company Information ü FORM B: M/WBE Participation Report ü FORM C: Addendum for Agreement Funded by U. S. Federal Grant (Non. Construction Contracts) ü FORM D: Pricing and Service Affirmation ü FORM E: Exception Form ü FORM F: Price Schedule (if applicable) (should be placed in tab 7) ü FORM G: CHE (Local) Questionnaire ü Master Service Agreement (MSA) (Not Applicable to RFP 16 -09 -04) ü Certificate of Interested Parties - Form 1295 ü W-9 – Request for Taxpayer Identification Number and Certification ü Conflict of Interest Questionnaire Form (CIQ) ü Master Services Agreement (MSA) ü EDGAR Certifications – Addendum for Agreement Funded by U. S. Federal Grant ü Certificate Of Insurance or Insurance Letter (ACORD Form)

FORM A - COMPANY INFORMATION

Form B – ATTACHMENT B-MWBE PARTICIPATION REPORT Please refer to Attachment B-MWBE Participation Report. MWBE Submission is required and must be submitted with the response submission. Failure to submit this report shall cause the submission to be marked non-responsive. Do not Mark N/A on this Document. All question reference this document should be reference to the Houston Independent School District Business Assistance Office at 713 -556 -7273. �

FORM C - ADDENDUM FOR AGREEMENT FUNDED BY U. S. FEDERAL GRANT (NON-CONSTRUCTION CONTRACTS)

FORM D - PRICING AND SERVICE AFFIRMATION

FORM E – EXCEPTION FORM

FORM F – PRICE SCHEDULE X. FORM F - (PRICE SCHEDULE) Proposer shall submit pricing as identified in Section IV. PRICING SHEETS INCLUDING ELECTRONIC SUBMITTAL REQUIREMENTS. A hard copy of Price Schedule must be submitted under Tab 7 of the proposal and on the USB Flash Drive in original Excel format.

FORM G – SUPPLIER RELATIONS – CHE (LOCAL) QUESTIONNAIRE

Form 1295 – Certificate of Interested Parties � � � “Interested Party”– person who: Has a controlling interest in a business entity with whom HISD contracts; or Actively participates in facilitating the contract or negotiating the terms of the contract, including a broker, intermediary, advisor, or attorney for the business entity. “Business Entity” – entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. Houston ISD is required to comply with House Bill 1295 (amended Texas Government Code by adding section 2252. 908). Section 2252. 908 Prohibits HISD from entering into a contract resulting from this RFP with a business entity unless the business entity submits Disclosure of Interested Parties (Form 1295). Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission: https: //www. ethics. state. tx. us/whatsnew/elf_info_form 1295. htm.

Form 1295 – HISD Certificate of Interested Parties – Instructions 1. 2. 3. 4. 5. 6. Proposers must file Form 1295 electronically with the Texas Ethics Commission using the online filing application. https: //www. ethics. state. tx. us/whatsnew/elf_info_form 1295. htm Proposers must use the filing application on the Texas Ethics Commission’s website to enter the required information on Form 1295. Proposers must print a copy of the completed form, which will include a certification of filing containing a unique certification number. The Form 1295 must be signed by an authorized agent of the business entity, and the form must be notarized. The completed Form 1295 with the certification of filing must be filed with HISD by attaching the completed form to the vendor’s solicitation response. HISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30 th day after the date the contract binds all parties to the contract.

FORM W-9 – REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION

Conflict of Interest Questionnaire (CIQ) � � � Any vendor who will be awarded a contract with the District must submit the CIQ form to do business with the District. [Vendor doing business with local government entity]. Questionnaire is filed in accordance with Chapter 176, Local Government Code. (Local Government Code Section 176. 006 a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: Ø has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176. 003(a)(2)(A); Ø has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176. 003(a)(2)(B), excluding any gift described by Section 176. 003(a-1); or Ø has a family relationship with a local government officer of that local governmental entity.

Certificate of Insurance � Section 2. 11 of the RFP: 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 in the RFP, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage.

BUSINESS ASSISTANCE & RISK MANAGEMENT OVERVIEW

INSURANCE

INVOICING PROCEDURES Invoices that annotate a PO # can be sent directly to the following e-mail address: HISD_Vendorinvoices@houstonisd. org OR If a PO# is not available vendor should reach out to the school to check on how payment will be made. Accounts payable cannot process any payments with a PO# or a direct pay authorization.

RFP Scope of Work � 16 -09 -04/ Services Unemployment Administrative

QUESTIONS AND ANSWERS

CONTACT INFORMATION Houston Independent School District Attn: Procurement Services 4400 West 18 TH STREET Houston, TX 77092 -8501 Email: sourcing@houstonisd. org

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

THANK YOU!