Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES December 4, 2018

19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair 19-10-03 Access Control Installation and Repair 19-10-04 Intrusion Detection System Contact for all three projects is: Raymond Hooks rhooks@houstonisd.org Remind attendees that the presentation will be uploaded to the HISD Purchasing Services Website

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

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

Proposal Submission Overview 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. These proposals are 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: Raymond Hooks– Purchasing Services 19-10-02 RFP/Fire Alarm Monitoring, Testing, Installation & Repair 19-10-03 RFP/Access Control Installation and Repair 19-10-04 Intrusion Detection System 4400 West 18th Street Houston, TX 77092 SUBCHAPTER B. PURCHASES; CONTRACTS Sec. 44.031. PURCHASING CONTRACTS. Please read the entire solicitation package (Part I – Terms and Conditions, Part II – Scope/Specifications, Part II – Attachments, MSA (Master Service Agreement), Price Schedule, etc.

Proposal Submission Overview… Cont’d Proposal Submission and Requirements (Binder, Submission Information, Delivery of Response and Late Submissions Questions related to RFP #19-10-02 (Last day for questions 12/11/2018 at 5:00 PM CST) Questions related to RFP #19-10-03 (Last day for questions 12/11/2018 at 5:00 PM CST) Questions related to RFP #19-10-04 (Last day for questions 12/11/2018 at 5:00 PM CST) Questions related to MWBE – Business Assistance (713-556-7273) Questions related to Insurance – Risk Management (713-556-9225) Proposal Submission / Requirements: Provide One (1) hard copy original, one (1) hard copy duplicate, and two (2) USB drives that contain entire response submission of the proposal (pdf form). Binder(s) and any container(s) must be labeled on the outside with Proposer’s name, address, RFP number, and RFP name. USB drives must be labeled with RFP number and Proposer name. Response submission must be delivered in a sealed folder or container (i.e. envelope, box, or bin). Submitting proposals prior to the pre-proposal conference is not recommended, and such proposals may be rejected by HISD. Faxed or emailed proposals will NOT be accepted. Delivery of Response and Late Submissions: Proposals must be submitted in sufficient time to be received and time-stamped at the above location [refer to RFP Part II, Page 1] on or before the proposal due date and time. HISD will not be responsible for proposals delivered late by the United States Postal Service, or any other delivery or courier services. Proposals received after the Proposal due date and time will not be considered. Questions related to RFP All questions submitted in writing via email to the Purchasing Services Contact person prior to the deadline will be answered in the form of addenda. All addenda will be posted on the HISD Purchasing Services website. Refer to 1.2.4 Questions relating to RFP

Solicitation of Bids Go to Houston ISD’s Purchasing Services site. Click on Solicitation of Bids link. Click on Project link and complete form. Download ALL documents. Project* Purchasing Services Contact 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair 19-10-03 Access Control Installation and Repair 19-10-04 Intrusion Detection System Raymond Hooks rhooks@houstonisd.org Sourcing Specialist - Point of contact for solicitation process. Questions related to process prior to contract execution. Buying Team - Point of contact for questions related to Purchase Orders. *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION.

Dates to Remember/Timeline – 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair 19-10-03 Access Control Installation and Repair 19-10-04 Intrusion Detection System Timeline Release RFP November 16, 2018 Pre-Proposal Conference December 4, 2018 at 10:00 A.M. CST, 4400 W 18th Street, Room 2E26_AR Houston, Texas 77092 Last date for questions: December 11, 2018 at 5:00 P.M. CST RFP Due January 8, 2019 at 2:00 P.M. CST Evaluation Period January 9, 2019 to January 16, 2019 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection (Subject to change)

ETHICS AND COMPLIANCE OFFICE Code of Silence Conflict of Interest Criminal History Background Check Form

Code of Silence (Board Policy CAA (Local)) CODE OF SILENCE AND CONFLICTS OF INTEREST: The Board of Education (Board) has adopted a “Code of Silence” policy (ref. Board Policy CAA (Local)) and a “Conflict of Interest Disclosures” policy (ref. Board Policy BBFA (Local))to enforce its commitment to ethical contracting standards and improve accountability and public confidence. It is important to avoid both the appearance of conflicts and actual conflicts of interest. The Code of Silence" shall mean a prohibition on any communication regarding any RFP, bid, or other competitive solicitation between: Any person who seeks an award from the District or its affiliated entities (including, but not limited to, the HISD Foundation and the HISD Public Facility Corporation), including a potential vendor or vendor's representative, and Board members, the Superintendent of Schools, senior staff members, principals, department heads, directors, managers, or other District representatives who have influence in the evaluation or selection process. The “Code of Silence” time period shall begin when the Request for Proposal (RFP) is issued and ends upon the execution of the contract. During the “Code of Silence”, campaign contributions, gifts, donations, loans, and any other items of value are prohibited between these parties, including candidates who have filed for election to the Board. Purpose: Enforce its commitment to ethical contracting standards and improve accountability and public confidence. The District shall implement a Code of Silence to enforce its commitment to ethical contracting standards and improve accountability and public confidence.

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. Purpose: Enforce its commitment to ethical contracting standards and improve accountability and public confidence.

FORM I: Conflict of Interest Instructions and form CIQ (3 pages) Any vendor who will be awarded a contract with the District must submit the CIQ form to do business with the District. A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: 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); 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 has a family relationship with a local government officer of that local governmental entity.

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.

Criminal History Background Check Form FORM O: Criminal History Background Check Form Please read the instructions on the form on whether to complete the areas of No Direct contact with students or Direct contact with students.

Criminal History Background Check Form FORM O: Criminal History Background Check Form (Continued) If your company will have direct contact with students please list the employee names and DOB on the form and return with your response.

RISK MANAGEMENT OFFICE Insurance Requirements

Risk Management - Insurance Section 1.25 The Supplier must carry insurance with responsible carriers acceptable to HISD rated A or better, by A.M. Best, with minimum limits of liability coverage, as stated below, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage.

Insurance Requirements The Proposer(s) MUST provide the accord issurance form, or a letter from the insurance carrier on the insurance carrier’s letterhead indicating compliance in accordance with para 1.25 of this solicitation. Upon receipt of a letter of intent to award from Risk Management/Purchasing Services, the Supplier must submit to risk management and Purchasing Services the actual Acord Form prior to being recommended to the Board of Education for contract approval. The supplier will have three (3) business days from the date of notification to submit their certificates of insurance; failure to provide all the requirements will cause your proposal to be non-responsive. All question reference this document should be reference to the Houston Independent School District Risk management department at 713-556-9225. FAILURE TO PROVIDE either the acord form or memo of insurability at the time of submission shall CAUSE YOUR PROPOSAL TO BE CONSIDERED NON-RESPONSIVE.

INSURANCE –Type of Coverages and Minimum Limits

Sample – Insurance Letter Acord Form

BUSINESS ASSISTANCE OFFICE M/WBE Participation Goal

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

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

Proposal Response Requirements for 19-10-02, 19-10-03, and 19-10-04 * To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified in Tab 2. Form # Form Name Form A Supplier Information Form B M/WBE Participation Report Form C Reference Survey Instructions Form D Reference Evaluation Survey (This form should be submitted to Sourcing Specialist) Form E General Certifications Form F Price Schedule (Should be placed in Tab 7) Form G EDGAR Certifications Form H Exception Form Form I Conflict of Interest Instructions and form CIQ Form J Instructions for Completion of Disclosure of Interested Persons Certification (HB 1295) Form K IRS Form W-9 Form L: INSURANCE Provide a letter from your insurance provider that your firm can provide the levels of insurance required in this RFP or Certificate of Insurance on Accord Form. Form M: Acknowledgement Form Form N: Not Used Form O: Criminal History Background Check Form (See Ethics and Compliance Section of Presentation) Form P: HISD Building List(19-10-02), Parts List(19-10-03) Form Q HISD Fire Alarm Parts List(19-10-02) Form A - Questionnaire is required per HISD Policy CHE (Local); Business Legal Entity Name required and must match all documents submitted. Including Insurance. Form D – The references should be NON-HISD references and returned to Raymond Hooks by 3:00 PM CST 12/7/2018 via email Form E – Required per Board Policy CAA (Local), Texas Family Code, Texas Government Code, HACCP regulations, Texas Education Code. ALL APPLICABLE FEDERAL, STATE, AND LOCAL LAWS, RULES, REGULATIONS, AND ORDINANCES. Form G – Required by Federal Law for Federally funded contracts. Form H - All deviations and exceptions to the RFP must be expressly stated in this Exception Form Form I - Board of Education (Board) has adopted a “Conflict of Interest Disclosures” policy (Board Policy BBFA (Local)) – CIQ – Local Government Code. Document must be notarized. Form J – Required to comply with House Bill 1295, Disclosure of Interested Parties. Prohibits HISD from entering into a contract resulting from this RFP with a business entity unless business entity submits disclosure of interested parties. Must submit electronically to the Texas Ethics Commission online. Form K – IRS Form W-9 – Required to create vendor number and confirm information in system. 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. The forms provided in Part III should be submitted in the following order:

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

Form C: Reference Survey Instructions Proposers/Respondents MUST complete and return as part of solicitation response. This form is to be turned in with Project #19-10-02, #19-10-03, and 19-10-04 For this project, please provide the name and contact information of all references to whom the Proposer intends to send the survey. Please only send this to NON-HISD clients only.

FORM D: Reference Evaluation Survey This form should be emailed to rhooks@houstonisd.org for Project #s19-10-02, 19-10-03, and 19-10-04 by December 7, 2018 at 3:00 PM CST This is the form that you will give/send to your references. Your references should return this form to Raymond Hooks via email by December 7, 2018 at 3:00 PM. .

FORM E: General Certifications (4 pages) Code of Silence Compliance with Texas Family Code Provision Authorization, Permits, and Business Certificates Requirement Antitrust Certification Statement – TGC Section 2155.005 Hazard Analysis and Critical Control Points (HACCP) Vendor Nationwide Criminal Background Checks Felony Conviction Notification Insurance Requirement Non-Collusion Statement 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.

Form F – Pricing Schedule 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair 5 pages 19-10-03 Access Control Installation and Repair 2 pages 19-10-04 Intrusion Detection System 3 pages

FORM G: EDGAR Certifications (4 pages) Provisions are required and apply when HISD expends federal funds for any contract resulting from this purchasing process.

FORM H: Exception Form (1 page)

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

FORM K: IRS Form W-9

FORM M: Acknowledgement Form (1 page) This form is acknowledging that you have received and read Parts I, II and II of the proposal in its entirety.

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

Scope of Work 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair-Monitoring of District fire alarm systems per HISD Security Maintenance requirements Repairing (Emergency, Routine, Major) District fire alarm systems per HISD Design Guidelines and Equipment Manufacturer's Specifications Installing/Adding District fire alarm systems per HISD Design Guidelines and Equipment Manufacturer's Specifications Also, additional goods and/or services may be requested if needed

Scope of Work 19-10-03 Access Control Installation and Repair-Servicing/maintenance/repairing of District access control systems Installing District access control systems Also, additional goods and/or services may be requested if needed

Scope of Work 19-10-04 Intrusion Detection System- Servicing/maintenance /repair of District intrusion systems Installing District intrusion systems Also, additional goods and/or services may be requested if needed

QUESTIONS AND ANSWERS Cross Functional Team Members

THANK YOU!