Pre-Proposal Conference Houston Independent School District PURCHASING

Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: 1/5/2021 Presenter: Phillip Hill Category Specialist Email: [email protected]

Introduction: RFP # 21-11-03 Elevators and Wheelchair Lifts Maintenance, Inspection, and Repairs Houston ISD is seeking to establish one or more contracts to: provide Elevators/Wheelchair Lifts Maintenance, Inspections & Repairs. With a submission deadline of: Tuesday, January 26, 2021 at 12:00 PM CST 2

Pre-Proposal Conference House Rules Please mute your audio 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. Questions and Answers VIII. Purchasing Services – Downloading RFP IX. Proposal Submission Overview X. Proposal Response Requirements XI. Proposal Submission Forms XII. Price and Pricing Schedule XIII. Addendum (if any) XIV. Additional Questions 4

Project Timeline 5

BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Report Form G - 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

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M/WBE Jermaine Baines Supplier Diversity Specialist [email protected] 713-556-7273 15

Acord Form Sample – Insurance Letter 16

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: Mrs. Courtney S. Franks Business Analyst, Risk Management 713-556-9217 (office) 713-556-9244 (fax) [email protected] (email) 17

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. 18

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. 19

DOING BUSINESS WITH HISD Inquires/Statements - [email protected] P.O. Related Invoices - HISD [email protected] 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 – [email protected] 20

Scope and Specifications At a minimum, the scope of services required by the successful firm shall consist of the following from qualified individuals or firms: Elevators/Wheelchair Lifts Maintenance & Repairs as specified in Section 2.2. All work under this contract shall be performed in accordance with all the requirements and specifications given in this contract as well as with the Elevators/Wheelchair Lifts standards in the Industry and under the guidance and direction of the appropriate representative of HISD. Therefore, the contractor shall at all times, maintain direct and open communication with the appropriate representative of HISD. The scope-of-work shall include supervision, labor, materials, permits, engineering, design layout, stamped blueprints, equipment, machinery, and all other fees and items necessary to complete the Elevator/Wheelchair Lifts installation 21

Questions 22

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 RFP /21-11-03 Elevators and Wheelchair Lifts Maintenance, Inspection, and Repairs 4400 West 18th Street Houston, TX 77092 23

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. 24

Purchasing Services Solicitation Page 25

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. 26

Submission Requirements Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be delivered in a sealed folder or container (i.e. envelope, box, or bin). If documents are submitted in an unsealed container or folder, the District is not responsible for any unsealed/unlabeled documents and materials. Each binder and any container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFP number and the RFP name. Each USB drive must be labeled with the RFP number and the vendor name. 27

FORM A: Vendor Information (CHE (Local) Questionnaire) (3 pages) 28

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. 29

FORM E: Reference Evaluation Survey 30

FORM F: Pricing 31

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 32

FORM H: EDGAR Certifications (4 pages) 33

FORM I: Conflict of Interest Instructions and form CIQ (4 pages) 34

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. 35

FORM J: Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) (2 pages) Must be filled out electronically with Texas Ethics Commission. 36

FORM J: (cont’d) (HB 1295) (2 pages) 37

FORM K: IRS Form W-9 (1 page) Updated October 2018 38

FORM L: Exception Form (1 page) 39

FORM M: Criminal History Background Check Certification (1 page) 40

FORM N: Acknowledgement Form (1 page) 41

FORM N: Acknowledgement Form (1 page) 42

Addenda Addendum # 1 – Posting ETA To include: – – – – Pre-Proposal Conference Presentation Pre-Proposal Conference Sign-In Sheet Questions & Answers from Pre-Proposal Conference Questions & Answers emailed to project manager 43

Meeting confirmation Please email the following: 1) Name 2) Company 3) Phone Number 4) Email Address 44

Thank you Date: 1/5/2021 Presenter: Phillip Hill Category Specialist Email: [email protected]