Pre-Proposal Conference19-03-10 Fire Sprinkler Protection Systems

Houston Independent School District

PURCHASING SERVICES

Date: Tuesday, April 9, 2019

Presenter: Teresa Y. Browder

Category Specialist

Pre-Proposal Conference House Rules

• Sign in

• Silence / vibrate all cellphones

• No one-on-one side conversations

• Write questions on provided notecards and

either ask at the end or email the project

manager

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AGENDA

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I. Introduction

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. Proposal Submission Overview

VII. Proposal Response Requirements

VIII. Supplier Submission Requirements

IX. Proposal Submission Forms

X. Solicitation of Bids

XI. Addendum (if any)

XII. Price and Pricing Schedule

XIII. Questions –Please write all question on notecards and pass them to the front.

Project Timeline

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Timeline

Release RFP April 5, 2019

Pre-Proposal Conference

Tuesday, April 9, 2019 at 4400 West 18th Street, Houston, Texas 77092, inConference Room 2E26 at 10:00 a.m.

Last date for questions: Thursday, April 18, 2019 at 10:00 a.m. CST

Proposals Due Tuesday, May 7, 2019, at 10:00 a.m.

Evaluation Period Friday, May 10, 2019 to Monday, May 13, 2019

Board Meeting Date Thursday, June 20, 2019 (Subject to Change)

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.***

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M/WBE

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RISK MANAGEMENT OFFICE

Insurance Requirements-Form C

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Type of Coverage Minimum Limits1. Workers’ Compensation Statutory

and Employer’s Liability $100,000 per accident

2. Automobile Liability:Bodily Injury & Property Damage $1,000,000 Combined Single LimitFor all owned, non-owned vehicles and hired vehicles.

3. Commercial General Liability $1,000,000 Combined Single Limit

4. Professional Liability (errors and omissions) may be required at the discretion of the Category Specialist.

***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 Wilson713-556-9225

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SAMPLE INSURANCE AGENCY 123 Main Street Anytown, Texas 77777 Telephone: 888-555-1111 • Fax: 888-555-2222

Date Houston Independent School District Attn: HISD Sourcing Specialist 4400 West 18th Street Houston, TX 77092 RE: RFP Name and Project Number

Supplier’s Name The undersigned certifies Supplier will be able to provide an Acord certificate of insurance confirming the coverages indicated below within three days from a letter of intent to award from HISD Procurement Services. All coverages would be placed with carriers rated A VII or better and licensed to do business in the State of Texas. I have marked the applicable box for each section.

X COVERAGES LIMITS

WORKERS’ COMPENSATION SECTION

Workers’ Compensation Employers’ Liability Waiver of Subrogation and Alternate Employer provisions in favor of HISD

Statutory $100,000 per Accident

Supplier has employees, but none in the State of Texas Workers’ Compensation Employers’ Liability Waiver of Subrogation in favor of HISD

Statutory

$100,000 per Accident

Supplier has no Employees Workers’ Compensation does not apply

Not Applicable

AUTOMOBILE LIABILITY SECTION

Automobile Liability covering All Owned, Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD.

$1,000,000 CSL

Supplier owns no vehicles in the company name -- Automobile Liability covering Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD.

$1,000,000 CSL

COMMERCIAL GENERAL LIABILITY SECTION

Commercial General Liability, including Additional Insured and Waiver of Subrogation in favor of HISD

$1,000,000 per Occurrence

Sincerely, Insurance Agent

Sample – Insurance Letter Acord 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.

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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.

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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 1C03

• Attn: Purchasing Services –Teresa Browder

• RFP /19-03-10 FIRE SPRINKLER PROTECTION SYSTEMS

• 4400 West 18th Street

• Houston, TX 77092

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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 A: Supplier Information

• FORM B: Attachment B - M/WBE Instructions and Participation Report

• FORM C: Certificate of Insurance (Acord Form)

• FORM D: Reference Survey Instructions

• FORM E: Reference Survey

• FORM F: Price Schedule

• FORM G: General Certifications

• FORM H: EDGAR Certifications

• FORM I: Conflict of Interest Instructions and Questionnaire (Form CIQ)

• FORM J: Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295)

• FORM K: IRS Form W‐9 (updated October 2018)

• FORM L: Exceptions

• FORM M: Criminal History Background Check Certification

• FORM N: Acknowledgement Form

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• Proposers/Respondents MUST complete and return as part of solicitation response.

• Proposers/Respondents will be notified by Category Specialist when Surveys are required.

• HISD cannot be use as a reference.

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• 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

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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.

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• Must be filled out electronically with Texas Ethics Commission.

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FORM M: Criminal History

Background Check Certification

(1 page)

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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

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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

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.

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Your Submission

• MUST contain a 2 USB Drive. (complete with entire proposal)

– Save all forms in pdf format

– Bid tab in Excel format only

• Please use 3-hole binder or binder clips.

• All forms must be filled out legibly and completely.

• Submissions with missing information will loose points or be

disqualified.

• NO spiral or glue bindings

• NO double-sided pages

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Addenda

• Addendum # 1 – Posting ETA – By end of the week.

• To include: – Pre-Proposal Conference Presentation

– Pre-Proposal Conference Sign-In Sheet

– Questions & Answers from Pre-Proposal Conference

– Questions & Answers emailed to category specialist.

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Form F- Price Schedule

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Item Number Service Description Rate of Service Initial (as required) Unit PriceEstimated Total

Spend

1 Annual Wet System Inspection -per riser

2 Annual Dry System Inspection -per riser

3Annual Testing Backflow Prevention Assembly .50 to

2.0 inch per assembly

4Annual Testing Backflow Prevention Assembly 2.50 to

8.0 inch per assembly

5Hydrostatic Test and Inspection Service per FDC

(every 5 years)

6 Flow Test per FDC Connection

7Annual Hose Inspection, Re-Rack and Re-Tag per

hose

8Hose Replacement, to include Hose Rack (every 5

years) per hose/rack

9 Flow Test per Fire System

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Proposer shall supply list of work or services

subcontracted on as a part of proposal on separate

sheet. Initial Required

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Sub-contractor (s) shall be stated on proposal and

proposal will be provided to HISD in the same manner

as noted below; mark-ups shall not exceed 10%.

Intitial Required

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Equipment charges allowed at pass thru cost, backup

documents will be provided with invoice. Initial

Required

13Parts/Materials Markup (At vendors cost itemized

listing of maters required per job)

Item Number Fire Protection Systems- Service Price per Hour/TechnicianPrice Per

Hour/Helper

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Repair Service, Labor Rate During Regular Hours

(7:00 am - 7:00 p.m. Monday - Friday) Proposal must

state number of eployees on job.

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Emergency Repair Service-( After Hour Rate 7:00 p.m.-

6:59 a.m. including weekend and holidays)- Proposals

must state number of employees on the job

FORM F - Price Schedule

19-03-10 Fire Sprinkler Protection System

BIDDER NAME:

Fire Protection Sprinkler Systems: Inspection, Testing & Repair Services. Qualified suppliers shall provide Fire Protection Sprinkler Systems Inspection, Testing, and Repairs

for the Houston Independent School District Buildings and Facilities. 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.

NOTE: Proposals for specific location (job) shall ve itemized per proposal

pricing to include, each specific service, labor hours (regurlar or

emergency) number of men on the job and list of materials at cost and the

mark up. LUMP SUM proposal are not acceptable. Sub-Contractor)s)

shall be stated on proposal and proposal shall be provided to HISD in the

same manner as noted above. The District will allow a markup not to

exceed 10%. Sub-Contractor documents shall be supplied with invoice to

Thank you and Questions