1. Pre-Proposal Conference
Houston Independent School District
PURCHASING SERVICES
Date: May 22, 2019
Presenter:
Brittaney Isom
Category Specialist

2. Introduction: June 19-2019 by 10:00 a.m. RFP # 19-05-37
Houston ISD is seeking to establish one or more contracts to:
Provide environmental consulting and testing services to be conducted within 1 – 3 hours of notification and have on staff a Certified Industrial Hygienist to assist as required. A locally based firm is preferred due to the need for prompt response. The selected firm shall be familiar with asbestos, lead, mold and other building components that may impact the health and safety of building occupants. The selected firm must have access to licensed asbestos, mold and heating ventilation and air conditioning system (HVAC) personnel to perform air, surface and / or material sampling as may be necessary to air quality (AQ) investigations and provide timely recommendations for corrective actions. The services to be provided by the selected firm shall be performed in accordance with the all applicable local, state and federal laws.
with a submission deadline of:
June by 10:00 a.m.

3. 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 the project manager.

4. 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

5. Project Timeline

6. 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.***

7. M/WBE

8. 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

9. Acord Form
Sample – Insurance Letter

10. 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.

11. 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.

12. DOING BUSINESS WITH HISD Inquires/Statements - P.O. Related Invoices -
PAYMENT INFORMATION:
Check Register
Hover over “About Us”
Click on “Financing and Legislative”
Click on “HISD Check Register”
Click on “Check Register Online Search Engine (CROSE)”
Click on “Begin your vendor search now”
WHAT WILL CAUSE A DELAY IN PAYMENT?
 No purchase order
Invalid purchase order
Incomplete date
No address
Purchase order does not match invoice
Substitutions without Procurement Approval
INFORMATION REQUIRED ON INVOICES:
Date (of service)
Amount
PO# (need to match contract)
Address (Match system)
Reference Number (No more than 16 characters)
Vendor address updates send to Procurement –

13. Scope and Specifications
The selected firm will be required to respond to HISD requests for an environmental consulting and testing services to be conducted within 1 – 3 hours of notification and have on staff a Certified Industrial Hygienist to assist as required. A locally based firm is preferred due to the need for prompt response. The selected firm shall be familiar with asbestos, lead, mold and other building components that may impact the health and safety of building occupants. The selected firm must have access to licensed asbestos, mold and heating ventilation and air conditioning system (HVAC) personnel to perform air, surface and / or material sampling as may be necessary to air quality (AQ) investigations and provide timely recommendations for corrective actions. The services to be provided by the selected firm shall be performed in accordance with the all applicable local, state and federal laws.

14. Solicitation of Bids website

15. 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 and Texas Government Code for Purchasing Contracts.
Proposals will be received at:
Houston Independent School District
Board Services - Room 1C03
Attn: Purchasing Services
RFP / Environmental Consulting & Testing Services
4400 West 18th Street
Houston, TX 77092

16. Proposal Response Requirements*
To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified in Tab 2.
* NOTE: DEPENDING ON THE RFP/RFQ, THERE MAY BE ADDITIONAL FORMS AND APPENDICES THAT THE SUPPLIER MAY BE REQUIRED TO COMPLETE FOR THE APPLICALBE RFP/RFQ.

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

18. 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.

19. FORM E: Reference Evaluation Survey

20. 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
Hazard Analysis and Critical Control Points (HACCP)
Vendor Nationwide Criminal Background Checks
Felony Conviction Notification
Insurance Requirement
Non-Collusion Statement

21. FORM H: EDGAR Certifications (4 pages)

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

23. 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.

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

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

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

27. FORM L: Exception Form (1 page)

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

29. FORM N: Acknowledgement Form (1 page)

30. 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.

31. Addenda Addendum # 1 – Posting ETA May 24, 2019 To include:
Pre-Proposal Conference Presentation
Pre-Proposal Conference Sign-In Sheet
Questions & Answers from Pre-Proposal Conference
Questions & Answers ed to project manager

32. Thank you Date: May 22, 2019 Presenter: Brittaney Isom
Category Specialist