request for qualifications · 2020-04-13 · request for qualifications 20.11 employee benefits...

REQUEST FOR QUALIFICATIONS

for

Employee Benefits

Broker Services

Beaumont Independent

School District

RFQ # 20.11

DUE DATE: Thursday April 30, 2020 @ 2:00pm

Request for Qualifications 20.11

Employee Benefits Broker Services

Event Date

Advertisement April 13, 2020 & April 20, 2020

Question Deadline April 24, 2020 @ 4:00pm

RFQ Opening April 30, 2020 @ 2:00pm

Finalist Interviews and Presentations (optional) Week of May 4th

Board Meeting May 21, 2020

Benefit Term Beginning September 1, 2020

Deliver Sealed Response to: Contact:

Beaumont ISD Purchasing Peggy Haynes

3395 Harrison Ave Director Payroll, Benefits, Risk Mgmt.

Beaumont, Tx 77706 [email protected]

● Questions must be submitted via e-mail to the contact person listed above. In the email

subject line, type: Questions RFQ 20.11 Employee Benefits Broker Services. Q & A

and addenda will be posted on our website: https://www.bmtisd.com/Page/2410

● Statement of Qualifications are due no later than 2:00 pm on the date indicated.

Your statement of qualification must be delivered by mail or hand delivery in a sealed

envelope or carton. Responses received after the specified time shall not be considered.

● Please submit the following:

○ Required

■ One (1) hard copy marked “original” – include signed “required” forms

■ One (1) digital copy on a flash drive – include signed “required” forms

● FAX, e-mail or other electronic responses will not be accepted.

● Statement of Qualifications must be plainly marked with:

○ Name and address of the respondent

○ RFQ number and title above

https://www.bmtisd.com/Page/2410

Checklist and Submission Guidelines

This checklist is provided to help you conform to all form/document requirements stipulated in

this solicitation and attached herein. (This is not a required form, it is not necessary to return

this checklist with your statement of qualification.)

Understanding the Statement of Qualifications Completed:

● Read entire RFQ document, appendices and attachments

● Submit questions properly before deadline

● Review addenda, Q&A and other additional attachments

● Review Statement of Qualification Format section

Required Forms Completed:

○ Bid Certification

○ Notification of Criminal History of Contractor

○ Debarment, Suspension and Ineligibility Certification

○ Conflict of Interest Questionnaire (CIQ)

○ Strategic Partner Profile

○ EDGAR Vendor Certification

Submitting the Statement of Qualifications Completed:

● Prepare the statement of qualifications in the format specified and sign all required forms

● Submit required hard copy marked “original”

● Submit requested quantity of digital copies on flash drive

● Package responses in sealed envelope or carton properly labelled

● Deliver responses to delivery address by RFQ opening / due date and time Beaumont

ISD

Table of Contents

Section I Introduction

Section II Statement of Qualifications Format

Section III Initial Review of Statement of Qualifications

Section IV Competitive Selection / Evaluation

Section V Scope of Service & Performance Requirements

Section VI Terms & Special Instructions

Section VII Appendices & Attachments

I. INTRODUCTION

The Beaumont Independent School District (herein after referred to as “BISD” or the “District”)

is seeking statements of qualifications from firms qualified and experienced in providing

Employee Benefits Broker Services for the Employee Benefits Program including (but not

limited to): Group Health & Pharmacy, Stop Loss, Dental, Vision, Life, Cancer, Critical Illness,

Disability, and Third Party Administrator (TPA). Being a legal method of procurement for

school districts in Texas, BISD would like to utilize current platforms to engage Consultants.

The Beaumont Independent School District encompasses 153.34 square miles. At present,

the District operates 28 campuses in addition to several administrative and support facilities.

Beaumont Independent School District employs approximately 2,500 people. BISD’s current

health plan is under TRS and administered by Aetna. Dental, Vision, Group Life, Disability

plans, and other ancillary products also are provided. The Districts administration has

expressed an interest in learning what other providers are available, any alternate services

which might be offered in addition to those already provided and at what costs. Beaumont ISD

offers three (2) PPO plans, and one High Deductible Plan. All three plans are similar but,

based upon employee paid premiums, each varies with regard to deductibles, co-pays and

out of pocket costs. Beaumont ISD is currently interested in providing a self-funded medical

plan alongside it’s current TR Aetna offered plans. Beaumont ISD is a Texas education entity

and as such, retirees move to the Teachers Retirement System where they will obtain benefit

plan coverage.

Each Respondent, by submitting its statement of qualifications, agrees that the

response is subject to the Beaumont ISD Policies and Provisions and agrees to comply

with those conditions. Acceptance of a statement of qualifications will occur only when

a contract is executed. Any contract will incorporate the Beaumont ISD Policies and

Provisions and Standard Terms and Conditions and no commitment exists until a

contract is executed by both parties.

III. STATEMENT OF QUALIFICATIONS FORMAT

A. Preface

The Firm shall provide an executive summary of two (2) pages or less, which

gives in brief, concise terms, a summation of the statement of qualifications.

B. Statement of Qualifications

The Firm’s statement of qualifications itself shall be organized in the following format

and informational sequence:

Section I - Summary of Experience and Capabilities

This section shall contain the full name and address of the firm submitting the Statement

of Qualifications and a brief summary of the firm’s experience and individual experience

for personnel who will provide this service.

1. Name, address, telephone number, email address and fax number of the

consultant's firm.

2. History of the consultant's firm, indicating date the firm was founded and how long

the firm has provided group health benefits consulting services.

3. Organization of the consultant's firm, including a listing of the total number of full-time

employees and number of professional employees.

4. Principal or officer of the firm who would be directly responsible to the District for

services provided and their position in the organization.

5. Organizational chart.

Section II - Summary of Qualifications

1. Summarize the consultant's experience relative to Section III, "Scope of Service and

Performance Requirements". Include in this summary a reference list of clients most

similar to Beaumont I.S.D. and the representative who was assigned to each of the listed

clients during the past five years (include address, phone number and contact persons).

Indicate those clients the consultant firm currently has under contract as a group health

benefits consultant.

2. Identify the specific individuals who will be assigned to the District. Provide brief

resumes for each of them, highlighting relevant experience with similar clients. Indicate

each individual's role relative to the District's account. Also indicate each individual's

availability and the minimum notice required by the consultant to guarantee availability.

Section III - Scope of Service

A description of services and capabilities as outlined in the Scope of Service and

Performance Requirements sections of this RFQ, in the order shown. Clearly state any

exceptions taken to the specifications of this RFQ, or any conditions of the statement of

qualifications.

Section IV - Capability Documents- Sample

Submit sample copies of documents prepared by the consultant, which are relevant to

the Scope of Service as described herein and which would provide an example of

consultant's abilities and qualifications. Include the following:

1. A description and sample of the methodology your firm has used in the past to

evaluate the quality of care provided by varying network and plan design strategies.

2. A description of how you would compare the level of discounts between competing

provider networks.

3. A detailed description to your approach to managing pharmacy cost for an employer.

4. A description of your approach to Vendor Performance management.

5. A copy of your service agreement. While the final signed version, may be an BISD

generated document, review of your service agreement, if requested, should be

submitted additionally.

Section V - Financial Proposal

This section shall contain a straightforward, concise delineation of the firm’s fees to

satisfy the requirements of this RFQ. It is the firm's responsibility to specify all costs (i.e.

administrative fees, processing fees, etc.) associated with providing the services

required herein.

Provide a complete fee schedule along with Attachment 01.

1. The following costs shall be included as a minimum:

A. Provide total annual cost of services

B. Provide itemized fee for service is not included in total annual cost of services

2. Costs not specifically detailed in Attachment 01, Fee Schedule, shall be included as

an addendum to the schedule and included in the total cost proposed.

3. It is the consultant's responsibility to specify all costs associated with providing the

services as required herein.

4. Travel expenses; The district will not compensate for travel reimbursement during

any phase of the solicitation or contract periods.

Section VI - References

References are to be from government agencies and/or firms, which are substantially

serviced by the vendor (references most similar to Beaumont ISD should be provided).

Each reference must contain the reference’s name, address, telephone number, and

point of contact (including email address). A list of at least three (3) references from

current customers must be provided.

Section VII - Conflict of Interest

Identify and discuss any potential conflicts of interests.

C. Required Forms

Forms are required with Original response & flash drive only; they can be excluded from

additional requested copies. Firm shall execute the following required forms (located on

our website: Required Forms link), and return the signed original with the statement of

qualification:

● Bid Certification

● Notification of Criminal History of Contractor

● Debarment, Suspension and Ineligibility Certification

● EDGAR Vendor Certification

● Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics

Commission, in compliance with Chapter 176 of the Texas Local Government

Code.

IV. INITIAL REVIEW OF STATEMENT OF QUALIFICATIONS

Any firm determined non-responsible or any statement of qualification determined

nonresponsive will not be evaluated further. The firm will be notified of a non-responsible or

non-responsive determination.

Responsive

In order for a statement of qualification to be responsive:

● ALL required forms listed above shall be signed and included with statement of

qualification;

● Statement of qualification shall be received prior to the RFQ opening date at the

address listed on the cover page;

● Statement of qualifications shall respond to the entire scope of service and

performance requirements as requested.

Responsible

In order for a statement of qualifications to be responsible, the firm shall be in good financial

standing with the Texas Comptroller of Public Accounts.

V. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement and as such, award will not necessarily be made to

the offeror submitting the lowest priced statement of qualifications. Award will be made to

the firm submitting the best responsive statement of qualifications satisfying BISD’s

requirements, price and other factors considered. Consistent with state law and district

policy, this RFQ does not commit the district to award a contract. The district reserves the

right to accept or reject any or all statements of qualifications and/or award in whole or in

part any statement of qualifications if the district determines it is in the best interest of the

district to do so.

B. The district anticipates that the evaluation process may include multiple levels of

evaluation, as for example, but not limited to:

Phase 1: Initial review of the statement of qualifications by the district’s evaluation team.

Points Item Detailed Description

30 Points Firms’ Capabilities The criteria will include an evaluation of the Firm's Capabilities sample document (section IV Capability Documents- Sample).

20 Points Firm’s Qualifications This criterion will include the Firm’s prior experience, reputation, and references. The statement of qualifications should demonstrate the firm's ability to handle the outlined requirements under Section IV. Scope of Services and Performance Requirements.

20 Points Firm’s Proposed Personnel Qualifications

This criterion will include the resume outlining the experience of staff that will be assigned to BISD, including time and availability dedicated to servicing BISD.

30 Points Financial Proposal This criterion will include an evaluation of the firm's fee structure, including minimum and maximum hourly rates, out-of-pocket reimbursements, expenses, and any other relevant factors.

Phase 2 (optional): Interviews and/or presentations of top statement of qualifications

from Phase 1, followed by administrative review of finalist(s) and award

recommendation.

Points Item Detailed Description

35 Points Interview / Presentation The adequacy and completeness of the plan offered addressing the Scope of Service

35 Points Firm’s Capabilities The demonstrated ability of the firm to provide services, including references.

30 Points Financial Proposal Start-up costs, fixed product costs, ongoing maintenance fees, etc.

C. The committee evaluating the statements of qualifications submitted in response to

this RFQ may require any or all Firms to give an oral presentation in order to clarify or

elaborate on their statement of qualification as well as to provide a demonstration. Upon

completion of oral presentations or discussions, firms may be requested to revise any or

all portions of their response and submit a best and final offer (BAFO) for consideration.

D. If the district determines that additional evaluation steps are required to determine

the best value between Firms, the district reserves the right to consider any or all of the

following additional criteria; the proposed price, Firm’s experience, references and

record for responsibility, or any other relevant factor that the district deems necessary to

determine best value.

VI. SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS

Term

The agreement(s) resulting from this solicitation will be in effect for an initial term of one (1) year

from the date of award by the Board of Trustees, or such date established by the agreement.

The parties by mutual consent may renew the agreement for up to four (4) additional one (1)

year periods. In addition, the district reserves the right to extend the contract for an additional

time beyond the final expiration date, if necessary, to ensure no lapse in service.

Under the direction of the Districts Benefit Department, the consultant shall deliver an accurate

forecast and industry trends including costs for two (2) and three (3) years ahead for budgeting

purposes; negotiate provider contracts with the District’s best interests in mind; and consistently

works to offer the best benefit options for Beaumont ISD staff members, including monetary

savings. Additionally, the consultant should have adequate staff to be ever accessible and

available to the district. BISD values a consultant that has the ability to provide assistance and

support to Beaumont ISD on a timely basis, is a proactive resource, and a strategic problem

solver. The Consultant shall develop and maintain productive relationships with all benefit

providers.

1. Review the District’s current medical, dental, vision, basic life, voluntary life and short-term

disability programs along with the administration services provided by a Third Party

Administrator for flexible spending account, long-term disability, vision, cancer, COBRA and

benefit administration systems. Will also assist in creating a dual option medical plan to run

alongside current plan.

2. Aid in the evaluation of vendor renewal proposals and assist with rate negotiations.

3. Review existing plans for possible design changes and recommend development of future

benefit programs.

4. Advise of any health, vision, dental and TPA plan changes necessary for the administration

of COBRA rules and regulations.

5. Advise of any possible legislative changes including health care reform (i.e., Affordable Care

Act) timelines and provide appropriate updates and recommendations as necessary.

6. Advise of possible changes in industry norms and what impact these would have on district

health plans.

7. Review the employee communications information and recommend changes.

8. Prepare BISD’s Request for Proposal (RFP’s) for the following items: • Group Medical

Insurance & Pharmacy Benefits - Third Party Administrator (TPA) • Dental Insurance • Life

Insurance • Employee Benefits Program • Disability Insurances & all other ancillary products •

Vision Insurance • Stop Loss Coverage • Provide Open Enrollment Onsite Enroller solution for

district

9. Provide answers to interested RFQ responder questions and assist with the review and

evaluation of the submission (RFQ) responses.

10. As part of the review and analysis of the proposal responses, provide an evaluation of the

quality of care delivered by the bidding health plan providers including networks. This evaluation

should use a proven and quantifiable methodology and should be performed by an M.D. who

has experience in managed care.

11. As part of the evaluation of proposal responses, quantify the difference in the level of

discounts between bidding networks and estimate the impact on BISD's expected claims.

Beaumont ISD – Request for Qualifications 20RFQ095 Employee Benefits Broker Services 11

12. On an ongoing basis, analyze BISD's prescription drug program and make

recommendations with regard to plan design and drug utilization. Benchmark BISD's drug

program against other employer programs. In addition, review BISD's drug utilization and

identify utilization patterns, which are not cost effective or represent a health risk for BISD

employees. A licensed pharmacist with managed care experience should perform this review

and provide day to day oversight of the plan.

13. Make recommendations to the BISD administration for selected vendors.

14. Present the administration approved recommendations to the BISD Board of Trustees.

15. Prepare a benefits comparison sheet of the various plans being offered as well as

comparisons to the plans offered by surrounding school districts.

16. Attend employee meetings as required of the Joint Insurance and Consultation committees.

18. Access to a licensed physician for assistance in member appeals and patient advocacy.

19. Annually provide BISD with an independent, actuarially certified estimate of expected

medical claims and total expected costs. (IBNR)

20. Provide underwritten performance projections for the self-funded health plan. For district

budgeting purposes, cost projections for two or three out years may be required.

21. Provide underwritten calculation for reserve adjustments of the self-funded health plan.

22. Prepare and review internal open enrollment communications and review communications

prepared by the TPA.

23. Provide assistance with and oversight of open enrollment sessions.

24. Coordinate with inside and outside legal counsel on all plan documents / amendments.

25. Provide the District with access to ERISA counsel. ERISA counsel is utilized in situations

unrelated to medical such as plans offered under the Cafeteria 125 program (i.e., tax

implications), interpretations of Affordable Care Act rulings, Qualified Events and unforeseen

situations that had not been anticipated previously. The current ERISA counsel also sponsors

webinars on a host of benefit related topics.

NOTICE OF NO RESPONSE

Dear Vendor:

Returning a NOTICE OF NO RESPONSE means that you are choosing not to participate in this proposal and

Beaumont ISD will not be able to make purchases from your company during the term of this contract. If your

company is submitting a proposal no further action is required. Please complete this form and return it prior to the

proposal opening date if:

1. I am bidding on the current proposal and would like to receive future proposals for this same

category of products and/or services

2. The products/service we represent should be listed in ANOTHER category.

SPECIFY: _______________________________________________________

3. We wish to be removed from the Vendor list for the reason listed below.

EXPLANATION: _________________________________________________________

_________________________________________________________________________________

SIGNATURE: __________________________________________________________________

TITLE: _____________________________________ DATE: ______________________

Thank you for your assistance.

THIS FORM MUST BE RETURNED WITH YOUR BID

(check box)

BID NO: 20.11

BID NAME: Employee Benefits Broker Services

COMPANY NAME: _____________________________________________________________

ADDRESS: ____________________________________________________________________

PHONE NUMBER: ________________________FAX: ________________________________

REQUIRED FORM

CERTIFICATIONS

FAILURE TO COMPLETE THE FOLLOWING INFORMATION WILL RESULT IN BID DISQUALIFICATION.

1. VENDOR INFORMATION

COMPANY NAME:

MAINTENANCE ADDRESS:

PHONE:

TOLL FREE:

REMITTANCE ADDRESS: FAX:

TOLL FREE FAX:

INTERNET ADDRESS:

CUSTOMER SERVICE E-MAIL:

DO YOU ACCEPT

PURCHASE ORDERS

CASH PAYMENT TERMS

(Net 30 Days)

MINIMUM ORDER AMOUNT,

IF ANY

YES NO OR ______% Discount in Net _______ Days

PRINCIPALS AND KEY PERSONNEL

PRESIDENT / OWNER:

GENERAL MANAGER:

ACCOUNTING / ACCOUNTS RECEIVABLE MANAGER:

SALES MANAGER:

YEARS / MONTHS IN BUSINESS WITH PRESENT NAME: NUMBER OF EMPLOYEES:

COMPANY IS: MANUFACTURER OR PRODUCER, DISTRIBUTOR, WHOLESALER,

RETAILER, CONSULTING, CONSTRUCTION, BROKER, SERVICE,

OTHER: __________


REQUIRED FORM

2. TAXPAYER IDENTIFICATION downloada ble at: http://www.irs.gov/pub/irs-pdf/fw9.pdf

http://www.irs.gov/pub/irs-pdf/fw9.pdf

BEAUMONT ISD– PURCHASING DEPARTMENT

Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of the Texas Local

Government Code

Effective January 1, 2006, any person or entity who contracts or seeks to contract with BISD for the sale or purchase of

property, goods, or services as well as agents of such persons, (hereafter referred to as Vendors) are required to file a

Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with

BISD is responsible for complying with any applicable disclosure requirements.

The Conflict of Interest Questionnaire must be filed:

· No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations

with the government entity, or submits to the entity an application, response to a request for proposal or bid,

correspondence, or other writing related to a potential agreement with the entity.

· The Vendor also shall file an updated questionnaire no later than September 1 of each year in which a covered

transaction is pending, and the seventh business day after the date of an event that would make a statement in the

questionnaire incomplete or inaccurate.

Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after

June 1, but before September 1 of the year.

The Conflict of Interest Questionnaire may be downloaded from the Texas Ethics Commission’s website at:

http://www.ethics.state.tx.us/forms/CIQ.pdf

Completed forms should be sent to:

Beaumont Independent School District

Attn: Purchasing Department

3395 Harrison Avenue

Beaumont, Texas 77706

Or faxed to: (409) 617-5175

The Local Government Officers of the Beaumont Independent School District are:

Board of Managers: Thomas Sigee, President

Denise Wallace-Spooner, Vice President

Nathan Cross, Secretary

Angela Corbin Bransford, Member

Zenobia Bush, Member

Kevin Reece, Member

Robert Dunn, Member

Superintendent: Dr. Shannon Allen

Others: The local government officers also include any administrator who works for the

district or any employee who is in a decision-making position to influence the

services/products provided to the district.

http://www.ethics.state.tx.us/forms/CIQ.pdf

REQUIRED FORM

Company Name:

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity

Name of vendor who has a business relationship with local governmental entity.

Date Received

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

Name of local government officer about whom the information is being disclosed.

__________________________________________________________________ Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No

Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

___________________________________________________ ________________________________ Signature of vendor doing business with the governmental entity Date

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

OFFICE USE ONLY

1

2

3

4

5

6

7

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

*** (2) the vendor:

(A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor;

(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor.

Local Government Code § 176.006(a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:

(1) 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); (2) 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 (3) has a family relationship with a local government officer of that local governmental entity.

(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of:

(1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or

(2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer.

REQUIRED FORM

VENDOR COMPLIANCE TO STATE LAW

The 1985 Session of the Texas Legislature passed House Bill 620 relative to the award of contracts to nonresident bidders. This law

provides that, in order to be awarded a contract as low bidder, nonresident bidders (out-of-State contractors whose corporate offices or

principal place of business are outside of the State of Texas) bid projects for construction, improvements, supplies or services in Texas

at an amount lower than the lowest Texas resident bidder by the same amount that a Texas resident bidder would be required to

underbid a nonresident bidder in order to obtain a comparable contract in the State in which the nonresident’s principal place of

business is located. The appropriate blanks in Section A must be filled out by all out-of-State or nonresident bidders in order for your

bid to meet specifications. The failure of out-of-State or nonresident contractors to do so will automatically disqualify that bidder.

Resident bidders must check the box in Section B.

A. Nonresident vendors in _____________ (give State), our principal place of business, are required to be

_____________ percent lower than resident bidders by State law. A copy of the Statute is attached.

Nonresident vendors in ______________________ (give State), our principal place of business, are not required to underbid

resident bidders.

B. Our principal place of business or corporate offices are in the State of Texas.

BIDDER:

________________________________ By: ___________________________________

(Please print)

________________________________ Signature: _____________________________

________________________________ Title: _________________________________

City State Zip (Please print)


Company Name:

REQUIRED FORM

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states

that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity

submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the

signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state

agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or

(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested

parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested

Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to

implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295.

Filing Process:

By January 1, 2016, the commission will make available on its website a new filing application that must be used to file Form

1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed

form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the

business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the

certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the

contract.

The governmental entity or state agency must notify the commission, using the commission’s filing application, of the receipt of

the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the

contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from

the governmental entity or state agency.

Information regarding how to use the filing application will be available on this site by January 1, 2016.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

The Form 1295 will be completed by the awarded vendor upon notification by the District.

Please sign below agreeing that the authorized representative of your business will perform the requirements above.

_______________________________________________ _________________________

Signature of Authorized Representative Date

Contract Identification Number: _____20.11____________________________


https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

REQUIRED FORM

4. NON COLLUSIVE BIDDING CERTIFICATE & ACKNOWLEDGMENT

By submission of this Bid, the Vendor certifies that: (a) the Bid has been independently arrived at without collusion with

any other vendor or with any competitor. (b) The Bid has not been knowingly disclosed and shall not be knowingly

disclosed, prior to the opening of Bids for this project, to any other vendor, competitor or potential competitor. (c) No

attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a Bid.

(d) The person signing this Bid certifies that he has fully informed himself regarding the accuracy of the statements

contained in this certification and under the penalties being applicable to the Vendor as well as to the person signing in its

behalf.

• I certify that the above information is true and correct. YES

5. RESIDENT / NONRESIDENT CERTIFICATION

• RESIDENT VENDOR - I certify that my company is a "resident vendor.” YES

• NON RESIDENT VENDOR - As defined by Texas Government Code 2252.001, a "nonresident

vendor" means a vendor whose principal place of business is not in Texas, but excludes a contractor whose

ultimate parent company or majority owner has its principal place of business in Texas. If you qualify as a

"nonresident vendor," you must furnish the following information: Resident state address? (The state in which

your principal place of business is located.)

Street, City, State, Zip:

6. FELONY CONVICTION NOTIFICATION

State of Texas Legislative Senate Bill No.1, Section 44.034, Notification of Criminal History, Subsection (a),

states: "a Person or business entity that enters into a contract with a school district must give advance notice

to the district if the Person or an owner or operator of the business entity has been convicted of a felony. The

notice must include a general description of the conduct resulting in the conviction of a felony." Subsection (b)

states "a school district may terminate a contract with a person or business entity if the district determines that

the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct

resulting in the conviction. The District must compensate the person or business entity for services performed

before the termination of the contract.” This Notice Is Not Required of a Publicly Held Corporation.

Check the appropriate box and sign the form.

My firm is a publicly held corporation; therefore, this reporting requirement is not

applicable.

My firm is not owned or operated by anyone who has been convicted of a felony.

My firm is owned or operated by the following individual(s) who has/have been

convicted of a felony:

Name of Felon:

Details of Conviction(s)

I (We) the undersigned, agent for the firm, named below certify that the above information is true and

correct to the best of my knowledge.

Name/Title: Company Name:

Original Signature:

Date


REQUIRED FORM

7. ADDENDA ACKNOWLEDGEMENT

• If no amendments were received then leave this blank or write N/A.

• If any amendments were received, Respondent acknowledges receipt of Addenda numbered _____ through _____ and has incorporated the provisions thereof into the Bid/Proposal.

8. RENEWAL OF CONTRACT (Not Applicable)

This contract will be effective, unless otherwise noted, for one (1) year with renewal options for

TWO (2) additional one year periods (as stated in the terms and conditions), at the District's option

and with the acceptance of the awarded vendor(s): In the event this Bid expires before another Bid is

awarded, the vendor shall extend the contract on a month-to-month basis by mutual agreement.

9. BID VALIDITY AGREEMENT

• Bid shall remain valid, pending award, through: YES

or

(date):

• Prices & Discounts effective through YES

or

(date):

• Prompt payment discount allowed: (% / Days)

%

Days

I (We) the undersigned, agent for the firm, named below certify that the above information is true and

correct to the best of my knowledge.

Name/Title: Company Name:

Original Signature:

Date

List any and all exceptions on a separate, attached sheet titled “exceptions.”


REQUIRED FORM

Debarment Statement

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS (Executive Order 12549, Debarment and Suspension, 34 CFR Part 85)

Consultant certifies to the best of its knowledge and belief, that it and its principals:

1) ARE presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded

from covered transactions by any Federal department or agency;

Yes No

2) HAVE within a three-year period preceding award of this consulting agreement been convicted of or had

a civil judgment rendered against them for commission of fraud or a criminal offense in connection with

obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract

under a public transaction; violation of Federal or State antitrust statutes or commission of

embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or

receiving stolen property;

Yes No

3) ARE presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or

Local) with commission of any of the offenses enumerated in 34 CFR Part 85 Paragraph (2)(b)

Yes No

4) HAVE within a three-year period preceding award of this consulting agreement had one or more public

transactions (Federal, State or Local) terminated for cause or default.

Yes No

________________________________ ________________________________

Consultant Signature Date

________________________________ ________________________________

Typed or Printed Name Contractual Agreement No.


REQUIRED FORM

House Bill 89 VERIFICATION

I, ______________________________________, the undersigned representative of

________________________________________ Company or Business name

(hereafter referred to as company) being an adult over the age of eighteen (18) years of age, verify that the company named-

above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270:

1. Does not boycott Israel currently; and

2. Will not boycott Israel during the term of the contract the above-named Company, business or individual with the

Beaumont Independent School District.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is

intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity

doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business

purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited

partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-

owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

Senate Bill 252 Ch. 2252 Certification

Pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is

not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section

806.051, Section 807.051 or Section 2253.153. I further certify that should the above-named company enter into a contract that is on

said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan or any Foreign

Terrorist Organization, I will immediately notify the Beaumont Independent School District’s Purchasing Department.

____________________________ __________________________________________________

DATE SIGNATURE OF COMPANY REPRESENTATIVE


REQUIRED FORM EDGAR CERTIFICATIONS

FOR CONTRACT FUNDED BY U.S. FEDERAL GRANT

(NON-CONSTRUCTION CONTRACTS)

The EDGAR Certifications (“Certification”) is made a part of a contract (“Contract”) between the Beaumont Independent

School District (“Beaumont ISD” or “District”) and the vendor (“Vendor”), where such contract and Vendor are referenced

on the last page of these certifications. The following certifications and provisions are required and apply when Beaumont

ISD expends federal funds for any contract resulting from this procurement process. Accordingly, the parties agree that the

following terms and conditions are incorporated and made a part of the Contract in all situations where Vendor has

been paid or will be paid with federal funds. Where there is a conflict between the terms of these Certifications and

the terms of the underlying Contract, the terms of these Certifications shall prevail.

I. REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS APPENDIX II TO 2 CFR PART 200______________________________

(A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation

adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations

Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in

instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as

appropriate.

Pursuant to Federal Rule (A) above, when Beaumont ISD expends federal funds, Beaumont ISD reserves all rights

and privileges under the applicable laws and regulations with respect to this procurement in the event of breach of

contract by either party.

Initials of Authorized Representative of Vendor

(B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will be

effected and the basis for settlement. (All contracts in excess of $10,000)

1. Termination for Cause: Pursuant to Federal Rule (B) above, when Beaumont ISD expends federal funds,

Beaumont ISD reserves the right to immediately terminate any contract in excess of $10,000 resulting from this

procurement process in the event of a breach or default of the agreement by Vendor in the event Vendor fails

to: (1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement

solicitation, contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in

accordance with the contract and/or the procurement solicitation.

2. Termination for Non-Appropriation of Funds for Multi-year or Multiple-year Contracts: Performance

by Beaumont ISD under the Contract for years subsequent to the current budget year may be dependent upon the

appropriation and allotment of funds by the Texas State Legislature (the “Legislature”), allocation of funds by the

Board of Trustees (the “Board”), and/or, if the Contract is funded fully or partially by Federal grant awards, the

receipt of the Notice of Grant Award (“NOGA”). If the Legislature fails to appropriate or allot the necessary

funds, the Board fails to allocate the necessary funds, and/or there is a change in the NOGA, then the District may

terminate this Contract without further duty or obligation under the Contract.

3. Termination for Convenience: Beaumont ISD also reserves the right to terminate the contract immediately

upon written notice to Vendor for convenience, with or without cause, if Beaumont ISD believes in its sole

discretion that it is in the best interest of Beaumont ISD to do so.

If the contract is terminated in accordance with any of the terms referenced in Section (B) above, Beaumont ISD shall

compensate Vendor for any work performed and accepted and goods delivered and accepted by Beaumont ISD as of

the termination date. Any award under this procurement process is not exclusive and Beaumont ISD reserves the

right to purchase goods and/or services from other vendors when it is in Beaumont ISD’s best interest.

________Initials of Authorized Representative of Vendor

(C) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding

agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small

business firm or nonprofit organization regarding the substitution of parties, assignment or performance of

experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must

comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small

Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing

regulations issued by the awarding agency.

Pursuant to Federal Rule (F) above, when federal funds are expended by Beaumont ISD, Vendor certifies that during

the term of an award for all contracts by Beaumont ISD resulting from this procurement process, Vendor agrees to

comply with all applicable requirements as referenced in Federal Rule (F) above.


(D) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as

amended— Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-

Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air

Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387).

Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection

Agency (EPA).

Pursuant to Federal Rule (G) above, when federal funds are expended by Beaumont ISD, Vendor certifies that during

the term of an award for all contracts by Beaumont ISD resulting from this procurement process, Vendor agrees to

comply with all applicable requirements as referenced in Federal Rule (G) above.


(E) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not

be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in

accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp.,

p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the

names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under

statutory or regulatory authority other than Executive Order

12549.

Pursuant to Federal Rule (H) above, when federal funds are expended by Beaumont ISD, Vendor certifies that during

the term of an award for all contracts by Beaumont ISD resulting from this procurement process, Vendor certifies that

neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or

voluntarily excluded from participation by any federal department or agency.


(F) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000

must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal

appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee

of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in

connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must

also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.

Such disclosures are forwarded from tier to tier up to the non-Federal award.

Pursuant to Federal Rule (I) above, when federal funds are expended by Beaumont ISD, Vendor certifies that during the

term and after the awarded term of an award for all contracts by Beaumont ISD resulting from this procurement

process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd Anti-Lobbying

Amendment (31 U.S.C. 1352). The undersigned further certifies that:

(1) No Federal appropriated funds have been paid or will be paid for on behalf of the undersigned, to any

person for influencing or attempting to influence an officer or employee of any agency, a Member of

Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with

the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering

into a cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a

Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for

influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an

officer or employee of congress, or an employee of a Member of Congress in connection with this Federal

grant or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure

Form to Report Lobbying”, in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for

all covered sub-awards exceeding $100,000 in Federal funds at all appropriate tiers and that all subrecipients

shall certify and disclose accordingly.


(G) Procurement of Recovered Materials — Vendor agrees to comply with Section 6002 of the Solid Waste Disposal Act, as

amended by the Resource Conservation and Recovery Act, where applicable. The requirements of Section 6002 include

procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR Part 247 that contain

the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where

the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded

$10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery, and

establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.


II. RECORD RETENTION REQUIREMENTS FOR CONTRACTS INVOLVING FEDERAL FUNDS

When federal funds are expended by Beaumont ISD for any contract resulting from this procurement process, Vendor certifies

that it will comply with the record retention requirements detailed in 2 CFR § 200.333. Vendor further certifies that it will retain

all records as required by 2 CFR

§ 200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual

financial reports, as applicable, and all other pending matters are closed.


III. CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT

When Beaumont ISD expends federal funds for any contract resulting from this procurement process, Vendor certifies that it

will comply with the mandatory standards and policies relating to energy efficiency which are contained in the state

energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6321 et seq.; 49

C.F.R. Part 18).


IV. CERTIFICATION OF EQUAL EMPLOYMENT STATEMENT

It is the policy of Beaumont ISD not to discriminate on the basis of race, color, national origin, gender, limited English

proficiency or handicapping conditions in its programs. Vendor agrees not to discriminate against any employee or applicant

for employment to be employed in the performance of this Contract, with respect to hire, tenure, terms, conditions and

privileges of employment, or a matter directly or indirectly related to employment, because of age (except where based on a

bona fide occupational qualification), sex (except where based on a bona fide occupational qualification) or race, color,

religion, national origin, or ancestry. Vendor further agrees that every subcontract entered into for the performance of this

Contract shall contain a provision requiring non-discrimination in employment herein specified, binding upon each

subcontractor. Breach of this covenant may be regarded as a material breach of the Contract.


V. CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS

Beaumont ISD has a preference for domestic end products for supplies acquired for use in the United States when spending

federal funds (purchases that are made with non-federal funds or grants are excluded from the Buy America Act). Vendor

certifies that it is in compliance with all applicable provisions of the Buy America Act.


VI. CERTIFICATION OF ACCESS TO RECORDS – 2 C.F.R. § 200.336

Vendor agrees that the District’s Inspector General or any of their duly authorized representatives shall have access to any

books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under

the Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely

and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.


VII. CERTIFICATION OF APPLICABILITY TO SUBCONTRACTORS

Vendor agrees that all contracts it awards to any subcontractors pursuant to the Contract with Beaumont ISD shall be

bound by the foregoing terms and conditions.


BY SIGNING BELOW, THE VENDOR AGREES TO COMPLY WITH ALL APPLICABLE FEDERAL, STATE,

AND LOCAL LAWS, RULES, REGULATIONS, AND ORDINANCES. IT IS FURTHER ACKNOWLEDGED

THAT VENDOR CERTIFIES COMPLIANCE WITH ALL PROVISIONS, LAWS, ACTS, REGULATIONS, ETC.

AS SPECIFICALLY NOTED ABOVE.

Vendor’s Business Name:

Address, City, State, and Zip Code (Principal place of business):

Printed Name of Authorized Representative:

Title of Authorized Representative:

Phone Number: Email Address:

Signature of Authorized Representative:

Date:

REFERENCES

VENDOR REFERENCES

The Proposer is to submit three (3) references that have contracted with their company to provide like

products and/or services. It is recommended that the Proposer show school districts or other local

government organizations equal to BISD in size and structure, if possible. To expedite the evaluation

process, e-mail is the preferred method of contact. Note: Failure to supply complete reference information

may be grounds for proposal disqualification.

1 Company

Name Contact

Business Address Phone #

Email Address Fax #

2 Company

Name Contact


Email Address Fax #

3 Company

Name Contact


Email Address Fax #


Form Checklist

Form Completed

Notice of No Response

Certifications

W-9

Conflict of Interest

Vendor Compliance to State Law

Certificate of Interested Parties Agreement

Non-Collusive Bidding Agreement

Resident/Non-resident Certification

Felony Conviction Notification

Addenda Acknowledgement

Renewal of Contract

Bid Validity Agreement

Debarment Statement

HB 89 & SB 252 Certifications

Simplified Acquisition Threshold Agreement

Termination Agreement

Rights to Inventions Agreement

Clean Air Act and Federal Water Pollution

Control Act

Byrd Anti-Lobbying Amendment

Solid Waste Disposal Act

Records Retention

Energy Policy and Conservation Act

Equal Employment Statement

Buy America Act Provision

Certificate of Access to Records

Subcontractors Agreement

References