1. Growing your business When you need to make a Choice,
make the Right Choice…

2. Moment of Silence 2 Howdy,
I am Joann Nichols, Asst Director of Facilities & Commodities. Housekeeping – restrooms, drinks, and no scheduled alarms. I am going to give you a brief introduction of our staff. Here is the whole group at our best. 2
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

3. Staff Introductions 3 Howdy,
I am Joann Nichols, Asst Director of Facilities & Commodities. Housekeeping – restrooms, drinks, and no scheduled alarms. I am going to give you a brief introduction of our staff. Here is the whole group at our best. 3
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

4. Construction & Commodities
Staff Introductions
Joann Nichols
Asst. Director -
Construction & Commodities 4
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

5. Trisha Prestigiacomo Asst. Director - Food Staff Introductions 5
Now I will give you a description of who does what.
Trisha Jensen is our Asst. Director , Food Contracts 5
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

6. Stephen Kendrick, Sr. Mgr. Facility Planning for HCDE
Staff Introductions
Stephen Kendrick, Sr. Mgr. Facility Planning for HCDE 6
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

7. Supply Catalog and Technology
Staff Introductions
Kristi Nichols
Contract Manager
Supply Catalog and Technology 7
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

8. Educational and Services
Staff Introductions
Karen Chesky
Contract Manager
Educational and Services 8
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

9. JOC and Facility Services
Staff Introductions
Michael Robles
Contract Manager
JOC and Facility Services 9
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

10. JOC and Facility Services
Staff Introductions
Monique Joseph
Contract Manager
JOC and Facility Services 10
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

11. Client Services Manager
Staff Introductions
Jan Arnold
Client Services Manager 11
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

12. Contract Compliance Specialist
Staff Introductions
Mary Causey
Contract Compliance Specialist 12
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

13. Contract Coordinator - Food
Staff Introductions
Laura Sprehe
Contract Coordinator -
Food
Laura Sprehe, Contract Coordinator for Food 13
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

14. Cora Day Contract Coordinator Staff Introductions 14
Picture unavailable at time of printing 14
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

15. Arlita Kyles Contract Specialist Staff Introductions 15
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

16. General Office Clerk II
Staff Introductions
Yvonne Johnson
General Office Clerk II 16
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

17. Doris Munguia Contract Assistant
Staff Introductions
Doris Munguia Contract Assistant
Food 17
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

18. Kay Vorish Contract Clerk Staff Introductions 18
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

19. Joanna Redden Office Clerk Staff Introductions 19
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

20. Shandra Powell Contract Clerk Staff Introductions 20
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

21. Client Engagement – Membership Manager
Staff Introductions
Janet Wachs
Client Engagement – Membership Manager 21
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

22. Field Reps. Staff Introductions Ann Marie Harbour Don Elder
Fred Calhoun
Phillip Vasquez 22
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

23. Director of this Crazy bunch
Staff Introductions
Jeff Drury
Director of this Crazy bunch 23
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

24. Crazy Bunch Group Photo Staff Introductions 24
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

25. Vendor Orientation Agenda September 11, 2019
10:05 am Welcome & Introduction
10:10 am Choice Partners Cooperative
WIN – WIN – WIN
Legal Requirements
Check List
10:40 am Break (5 min.)
10:45 am Growing Your Business
11:45 am Lunch
12:00 pm Job Order Contracting 1:00 pm Adjourn 25
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

26. Contract is broader than HCDE
Welcome
Jeff Drury, Director
Contract is broader than HCDE
School districts, charter schools, counties, municipalities, colleges, universities
WIN – WIN – WIN
How can we help you?
Thank you for coming today to learn how to use your Choice Partners contract to grow your business. I am Jeff Drury, director of Choice Partners
Congratulations on entry into the elite club, you have a definitive advantage over your competitors now
Your contract is not only for us and our parent organization, Harris County Department of Education, it can be used for any governmental organization, school districts, charter schools, municipalities, counties, colleges, universities. We also allow nonprofits and private schools to use these contracts.
We want you to be successful using your contract
WIN – WIN - WIN
While we can’t sell your product/service for you, but we can help.
We can answer questions about how a cooperative contract works, attend governing board /city council/county commissioner meetings to answer questions either about Choice Partners or your awarded contract, helping get approval of the interlocal contract, or possibly making calls with you in the field.
Transparency, Oversight, and Compliance 26
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

27. WIN, WIN, WIN 27 Describe relationship between:
1. HCDE/Choice Partners (Cooperative)
2. HCDE/CP Member (CP Member)
3. Awarded Vendor 27
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

28. HCDE is a governmental entity
Harris County Department of Education
HCDE is located in Harris County, Texas; it is not a County agency.
HCDE is a governmental agency serving Harris County schools since
Taxing Authority
Harris County Department of Education is not part of Harris County. It is in our name, as we were originally the school system for all students in the county back in the late 1800s. As school districts emerged and had enough students to become independent, HCDE worked to serve primarily the 26 districts in the county. Today, HCDE offers services outside the county and even outside the state, as we have realized that the cost savings that benefit government entities and benefit our awarded contract holders, also benefit HCDE.
HCDE is a government entity – has taxing authority – and the tax for an “average” household is less than $10 a year. The $20 million collected in taxes is multiplied into a budget of about $80 million through our grants and programs with fees for service. For example, we have employees who provide direct services to students… therapists who work in the schools at school districts in the area, and teachers at our HCDE schools, created on request to assist school districts who have students needing special kinds of attention. Both these are examples of services that save a great deal of money for our districts and operate below market costs, with about 80-92% of the cost coming from the schools using the service and 8 – 20% coming from tax collections. 28
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

29. Harris County Department of Education is not part of Harris County
Harris County Department of Education is not part of Harris County. It is in our name, as we were originally the school system for all students in the county back in the late 1800s. As school districts emerged and had enough students to become independent, HCDE worked to serve primarily the 26 districts in the county. Today, HCDE offers services outside the county and even outside the state, as we have realized that the cost savings that benefit government entities and benefit our awarded contract holders, also benefit HCDE.
HCDE is a government entity – has taxing authority – and the tax for an “average” household is less than $14 a year. The $20 million collected in taxes is multiplied into a budget of about $80 million through our grants and programs with fees for service. For example, we have employees who provide direct services to students… therapists who work in the schools at school districts in the area, and teachers at our HCDE schools, created on request to assist school districts who have students needing special kinds of attention. Both these are examples of services that save a great deal of money for our districts and operate below market costs, with about 80-92% of the cost coming from the schools using the service and 8 – 20% coming from tax collections. 29
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

30. Legal Requirements 30 Bid process, eval, award W-9
Edgar (Education Department General Administrative Regulations) for using federal funds
TEC 1295
SB 89 – non-terrorist, will not boycott Israel 30
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

31. Legal Requirements - Texas
Choice Partners provides legally-procured contracts
Local Government Code Purchasing & Contracting Authority of Municipalities, Counties, other Government
Education Code Ch Procurement (All construction, with the exception of Performance Contracts, is in Code 2269)
Government Code 791 – Interlocal Cooperative Contracts
Government Code 2269 Construction Procurement for all government (except Higher Ed.)
Local Gov’t Code 252/262 Purchasing & Contracting Authority of Municipalities, Counties, other Government
24 CFR Housing and Urban Development
Choice Partners procurement process and contracts comply with all applicable procurement laws, both state and federal.
EDGAR/Uniform Guidance
2 CFR 200
HB 1295
TEC
Higher Education

32. Contracts
Congrats
We want to award just best value contracts, so that you can rest assured if you use one of our contracts that you are getting a quality company, who provides quality products and services at the best possible price. 32
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

33. Supply Catalog Ordering
Over 1,100 line items competitively bid
Single awards
Catalog Discount Percentage also provided
eCatalog system allows members to create quotes & place orders
Over 1100 hard-bid line items…normally re-bid each year.
Two year bid for the school year
Unique to Choice Partners.
Art Supplies
Athletics
Classroom Teaching Materials
Fine Papers
Food Service Supplies
Health and Medical Supplies
Janitorial Supplies
Office Supplies
Technology items 33
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

34. Check List Awarded Procurement Admin Fee Reporting Invoicing 34
Competitively awarded
Promote your contract to members and future members
No cost to become a member
Interlocal Agreement for Texas, may not be for other states.
Procurement
Member contacts the vendor partner – specify CP contract number on quote
Member issues the purchase order - specifying contract number
Administrative Fee
Initially this fee pays for payroll costs, advertising costs, marketing costs, and travel to market your contract.
Anything beyond expenditures provides funds for HCDE’s programs to support education in the greater Houston area.
Vendor saves time and money by not responding to numerous RFP solicitations.
Member saves time and money by not issuing numerous solicitations.
CP Invoicing & Reporting
Monthly reports are required for food and supply contracts.
Facility contracts are reported per project/job.
These reports should include excel spreadsheet with at least the entity name, date, PO number, and dollar amount.
Invoicing: vendor to member
Choice Partners fee is NOT line item on PO or member invoice
Per your contract with CP, you cannot issue a quote or invoice with the administrative fee broken out as an individual line item. It should be inclusive of your quote/invoice price
Vendors required to send in a Monthly Sales Report
Reviewed for renewal and future bids
Reporting
Invoicing 34
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

35. Reporting Template - Commodities
Every contract also has a reporting requirement. Monthly reports are required for food and supply contracts. 35
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

36. Reporting Template – J.O.C
Facility contracts are reported per project/job. 36
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

37. Growing your Business Where do you begin? What is your target?
Members vs. non members?
Any specific governmental vertical market?
Can you collaborate with a Choice Partners contract holder?
So – how do you want to begin “selling” your services with your Choice Partners contract?
Wait for response: Many say they will send an announcement to Choice Partners members – fabulous!
But please don’t limit yourself to our members. Most of our members join because a vendor, like you, told them they could access their contract by becoming a member. 37
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

38. Vendor Login 38 Choicevendor partners#1
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

39. Marketing Resources-CP Seal
****Stress how to download seal 39
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

40. Member Login 40
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

41. Due Diligence 41
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

42. Events 42
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

43. FAQ’s 43
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

44. Marketing Required
Seal displayed on website home page (or landing page)
Conference participation (display seal) - up to 5 events
Development of strategic marketing plan – provide contract manager or Client Engagement
OPTIONAL: (coordinate with us)
Ads in state-wide publications
Targeted s
PASS Out Seals
There are requirements in your contract for marketing…
Including using the seal on your website, at conference exhibit booths, and your marketing materials.
LINK YOUR SEAL BACK TO OUR WEBSITE!!
Please send your contract manager any materials/ s etc with the seal so Client Engagement can do a quick proof and ensure seal is used appropriately, and language describing the cooperative is correct.
We make an effort to turn that around within 1 week. 44
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

45. If You Want a Member Contact List
Vendor must:
Have Choice seal displayed on your website home page
(or landing page)
Link vendor website to Choice website
Provide proposed marketing flyer for review
Client Engagement will:
Assist with the language of your marketing
Provide a contact list of members
Talk to your contract manager. They will give you a request form to fill out if you have complied with requirements.
Excel list
PASS Out Seals
There are requirements in your contract for marketing…
Including using the seal on your website, at conference exhibit booths, and your marketing materials.
LINK YOUR SEAL BACK TO OUR WEBSITE!!
Please send your contract manager any materials/ s etc. with the seal so Client Engagement can do a quick proof and ensure seal is used appropriately, and language describing the cooperative is correct.
We make an effort to turn that around in 1 week. 45
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

46. Survey If Non-JOC Vendor: Complete your survey at this time 46
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

47. Job Order Contracting When you need to make a Choice,
make the Right Choice…

48. Objectives Why JOC? Maintenance vs. Construction
Concepts including Trade JOC & Quoting vs. Bidding
How to Legally Use Your New CP Contract
Objectives
Agenda
HOOK the Audience. (Struggles of presenting after lunch, Story of losing work, saving time, emotions of losing a job) Brief overview of the objectives I plan on covering in this presentation. WAKE the AUDIENCE UP!!!

49. Why Does Legal Compliance Matter?
Different procurement rules apply
Contracts not properly procured can be voided or unenforceable
Officials and officers who violate procurement statutes can be subject to criminal penalties
Public works contracts may trigger bonding and prevailing wage requirements
Legal mistakes can:
DELAY projects
Jeopardize budgets and result in cost-overruns
Subject gov’t entity to financial liability to vendors & subcontractors

50. JOC/IDIQ – Why Job Order Contracting (JOC)
“Time & Materials”
If providing “construction services”
Only method allowed to select contractors for future, undefined projects
Texas Education Code (a)1-8
“Time and Materials” is no longer listed as a procurement method. All procurement methods in TEC say “for services other than construction services.” Number 5 of section a states “a method provided by Ch. 2269, Government Code, for construction services.” ***Before considering a construction contract by a method other than competitive sealed bid, the SCHOOL BOARD must determine, before advertising, which delivery method provides the best value for the District. 50
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

51. JOC/IDIQ – What is JOC/IDIQ Contracting
“A procurement method used for maintenance, repair, alteration, renovation remediation, or minor construction” of facilities “when the work is of a recurring nature but the delivery times, types, and quantities of work required are indefinite.”
Tex. Gov’t Code § 51
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

52. JOC/IDIQ – Maintenance VS. Construction
Factors to Consider
“Like for like” – NOT new or upgraded
Scale and complexity of project
Physical size of object being worked on
JOC contract Repair &
(TGC 2269) Maintenance
Maintenance Contract Construction
(TEC ) Services
OSHA Letter to Raymond Knobb ( ) 52
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

53. WIN, WIN, WIN 53 Describe relationship between:
1. HCDE/Choice Partners (Cooperative)
2. HCDE/CP Member (CP Member)
3. Awarded Vendor 53
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

54. Using JOC’s procured by Purchasing Cooperatives
Gov’t Entity selects vendor without having to use its own competitive procurement process
ONLY satisfies the procurement requirement, NOT the contracting requirement
Statute requires a written and signed job order between the vendor and the Gov’t Entity TGC (a)
Only construction method that allows for use of a cooperative in lieu of self-procurement
Only method allowed to select contractors for future, undefined projects or tasks

55. JOC/IDIQ – What’s an IDIQ/JOC Estimate?
MUST contain:
CP Contract Number
Line item assessment based on Unit Price Book (UPB)
Localized by applying City Cost Index (CCI)
Legally bid coefficient
Subcontractor pricing must be estimated using the UPB for ALL scope of work 55
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

56. JOC/IDIQ Estimate

57. Review the JOC Quote!
Division 1
Adjustment Factors
CCI location Coefficient O & P Pricing Data release (most recent) Non pre-priced items Attempts to pass-through co-op fee

58. JOC/IDIQ – The JOB Order
District - issued
Signed by both parties
States scope of work and price of assigned tasks
Provides Owner’s Adopted Prevailing Wage Rates 58
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

59. JOC/IDIQ – Bidding VS. Quoting
BID or PROPOSAL
vendor’s formal, written, sealed response that satisfies the state’s procurement requirements for a governmental entity.
QUOTE
vendor’s job-specific price in writing based on their previously bid and awarded contract coefficient and contract specified UPB. 59
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

60. JOC/IDIQ – Final Thoughts
Establish the procurement method with your client PRIOR to quoting the job
CP contract number – put on BOTH - Quote & P.O.
CP needs to receive:
(1) confirming copy of each PO issued
(2) monthly reporting to CP (completes legal procurement process for your client & keeps them in legal compliance) 60
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

61. Survey JOC Vendor: Complete your survey at this time 61 PASS Out Seals
There are requirements in your contract for marketing…
Including using the seal on your website, at conference exhibit booths, and your marketing materials.
LINK YOUR SEAL BACK TO OUR WEBSITE!!
Please send your contract manager any materials/ s etc. with the seal so Client Engagement can do a quick proof and ensure seal is used appropriately, and language describing the cooperative is correct.
We make an effort to turn that around in 1 week. 61
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

62. Looking forward to working with you!
Contact your
Choice Partners
Contract Manager
and get started! 62
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

63. Contact information
6005 Westview | Houston TX 77055
Tel OR
Follow us 63
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

64. Contacts Billing Reporting Contract Managers Marketing 64
Arlita –
Doris –
Jan –
Joanna –
Kay –
Reporting
Facility –
Food –
Supply –
Contract Managers
Joann –
Karen –
Kristi –
Michael –
Monique –
Trisha –
Marketing
Janet –
Stephanie – 64
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION