Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: 3/08/2019 Presenter: David Teer, Category Specialist RFP # 19-02-16 District Wide Copier, Duplicator, and Printer Lease

Pre-Proposal Conference House Rules Emergency exits. 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.

Introduction: RFP # 19-02-16 District Wide Copier, Duplicator, and Printer Lease Houston ISD is seeking to establish one or more contracts to: provide a flexible lease agreement for copiers, duplicators, and printers. The Proposal will have a submission deadline of: Tuesday, April 2, 2019 at 10:00 a.m. CST

AGENDA House Rules Project Timelines Business Assistance Office – M/WBE Participation Goal Risk Management Office – Insurance Compliance Code of Silence and Conflict of Interest Scope of Work Proposal Submission Overview Proposal Response Requirements Proposal Submission Forms Price and Pricing Schedule Solicitation of Bids Addendum (if any) Purchasing Services – Downloading RFP Questions and Answers

Project Timeline

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.

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.

RISK MANAGEMENT OFFICE Insurance Requirements Type of Coverage Minimum Limits 1. Workers’ Compensation Statutory and Employer’s Liability $100,000 per accident   2. Automobile Liability: Bodily Injury & Property Damage $1,000,000 Combined Single Limit For all owned, non-owned vehicles and hired vehicles. 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 Wilson 713-556-9225

Acord Form Sample – Insurance Letter

BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Report Form G - M/WBE PARTICIPATION PLAN The Office of Business Assistance was established by the Board of Education in 1988 to assist minority and women-owned businesses ("M/WBE") to participate in various District business projects. The District's M/WBE participation goal level for Professional Services is 25%. Proposers are required to submit an M/WBE plan that demonstrates a good faith effort for achieving the District's goals. The Proposers' plan should identify the existing and proposed participation commitments for achieving these good faith efforts. Examples of good faith efforts include, but not limited to: • Subcontracting with M/WBE firm(s) to meet or exceed district's goal; • Create a Joint Venture partnership; and • Participate in a Mentor/Protege agreement. ***This is REQUIRED. Non-compliance will disqualify vendors from this contract.***

M/WBE Form B - MWBE

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” https://www.houstonisd.org/budget WHAT WILL CAUSE A DELAY IN PAYMENT? No purchase order Invalid purchase order Incomplete date No address Purchase order does not match invoice Substitutions without Procurement Approval INFORMATION REQUIRED ON INVOICES: Date (of service) Amount PO# (need to match contract) Address (Match system) Reference Number (No more than 16 characters) Vendor address updates send to Procurement – MasterData@houstonisd.org  

Scope and Specifications RFP Scope and Specs The Houston Independent School District (HISD) is currently renting approximately 1100 black/white and 235 color digital multi-function printers/copiers and 66 digital duplicators. The machines are located in approximately 315 HISD facilities. HISD requires a flexible lease agreement that allows for new equipment to be added and existing equipment to be removed as new facilities are being built and as schools and facilities are being closed, consolidated, or relocated during the agreement term. Suppliers submitting a response to this project may not propose a partial solution only total solutions will be considered. All equipment should be coterminous for board approved length for the agreement. Prospective respondents should reply with a lease rate for years 1-3 as well as lease rates for optional extension years 4 and 5.

https://www.houstonisd.org/page/68148

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: David Teer RFP / 19-02-16 District Wide Copier, Duplicator, and Printer Lease 4400 West 18th Street Houston, TX 77092

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. The forms provided in Part III should be submitted in the following order: FORM A: Supplier Information (CHE (Local) Questionnaire) FORM B: MWBE Instructions and Participation Report FORM C: Certificate of Insurance (Acord Form,) or a letter from the Proposer’s insurance provider stating that Proposer can provide the levels of insurance required in this RFP.   FORM D: Reference Survey Instructions FORM E: Reference Survey FORM F: Price Schedule (include in Tab 7), must be returned as an excel file FORM G: General Certifications FORM H: EDGAR Certifications 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: Exception Forms FORM M: CRIMINAL HISTORY BACKGROUND CHECK FORM FORM N: Acknowledgement Form * NOTE: DEPENDING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL FORMS AND APPENDICES THAT THE SUPPLIER MAY BE REQUIRED TO COMPLETE FOR THE APPLICALBE RFP/RFQ.

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

Form D: Reference Survey Instructions Proposers/Respondents MUST complete and return as part of solicitation response. Proposers/Respondents will be notified by Sourcing Specialist when Surveys are required.

FORM E: Reference Evaluation Survey

Form F – Pricing Schedule

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

FORM H: EDGAR Certifications (4 pages)

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

FORM I: (cont’d) Conflict of Interest Instructions and form CIQ (4 pages) Box 1: Vendor or Business Name Box 2: Check if filing an updated version. Box 3: Name of HISD employee whom you have a personal or business relationship. If not applicable, enter “N/A” Box 4: Check boxes accordingly. Box 5: Describe relationship with named person. Box 6: Check box if applicable. Box 7: Signature and date of vendor.

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

FORM J: (cont’d) (HB 1295) (2 pages)

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

FORM L: Exception Form (1 page)

FORM M: Criminal History Background Check Certification With Direct Contact

FORM N: Acknowledgement Form (1 page) Part V not applicable.

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 will 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.

Addenda Addendum # 1 – Posting ETA 03/18/2019 To include: Pre-Proposal Conference Presentation Pre-Proposal Conference Sign-In Sheet Questions & Answers from Pre-Proposal Conference Questions & Answers emailed to project manager

Thank you Date: 03/08/2019 Presenter: David Teer, Category Specialist