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

2. Vendor Orientation Agenda September 19, 2018
10:00 am Welcome & Introduction
10:15 am Choice Partners Cooperative
“Who, What, Where?”
11:00 am Break (5 min.)
11:05 am Online Ordering & Website
11:45 am Lunch
12:15 pm Job Order Contracting
1:00 pm Adjourn 2
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

3. 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 3
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

4. WIN, WIN, WIN 4 Describe relationship between:
1. HCDE/Choice Partners (Cooperative)
2. HCDE/CP Member (CP Member)
3. Awarded Vendor 4
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

5. Legal Requirements 5 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 5
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

6. Food/Cafeteria Contracts
Bottled Drinking Water, and Coolers
Chemical Products and Services
Commercial Food Distributor
Commodity Processing of USDA Foods
Dairy Products
Food Equipment, Parts, Repair, Installation, Maintenance, Small Wares, and Related Items
Fresh Bread Products
Fresh Produce
Frozen and Chilled Beverages
Ice Cream
Pizza Delivery
Snacks and Beverages
Technical Services & Products for Food Service 6
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

7. Contracts 7 One Stop Shop
We award multiple contracts many times, but it is unusual if we would award all proposers. The law requires that we go through a competitive process, and that means not everyone wins.
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. 7
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

8. 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 8
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

9. Check List Awarded Procurement Admin Fee Reporting Invoicing 9
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.
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
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.
Vendors required to send in a Monthly Sales Report
Reviewed for renewal and future bids
Reporting
Invoicing 9
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

10. 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. 10
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

11. 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. 11
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

12. 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. 12
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

13. Marketing Required As of 2018
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. 13
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

14. 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.
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. 14
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

15. ChoicePartners.org www.choicepartners.org 15
How do you find your page? Demonstrate from home page how to show your page in the best light (in other words, if there are four awarded contracts in your category, you might wish to show a member to find it without showing your competitors names.
Once the govt. entity is a member, each entity has a log in – once they login they can see the vendor contact details and the due diligence file that documents the fact that this is a competitive bid.
Let’s say you are demonstrating that for an entity that is not yet a member – then you can sign in and show them on your login.
How many of you know your login?
We also have special resources for vendors hidden behind the log-in. – 15
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

16. Looking forward to working with you!
Contact your
Choice Partners
Contract Manager
and get started! 16
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

17. Survey If Non-JOC Vendor: Complete your survey at this time 17
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

18. 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!!!

19. 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
“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. 19
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

20. JOC/IDIQ – What is JOC/IDIQ Contracting
JOC - Job Order Contracting
IDIQ - Indefinite Delivery Indefinite Quantity
Public Work Maintenance, Repair, Alteration, Renovation, Remediation or Minor Construction Delivery Method
Allowed by Texas Government Code 20
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

21. 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 21
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

22. WIN, WIN, WIN 22 Describe relationship between:
1. HCDE/Choice Partners (Cooperative)
2. HCDE/CP Member (CP Member)
3. Awarded Vendor 22
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

23. 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 23
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

24. 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 24
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

25. 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. 25
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

26. 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) 26
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

27. Survey JOC Vendor: Complete your survey at this time 27 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. 27
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

28. Contact information
6005 Westview | Houston TX 77055
Tel OR
Follow us 28
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION

29. Contacts 29 Billing Contract Managers Marketing
Arlita –
Kay –
Jan –
Doris –
Contract Managers
Joann –
Karen –
Kristi –
Michael –
Trisha –
Marketing
Stephanie –
Janet – 29
CHOICE PARTNERS | A DIVISION OF HARRIS COUNTY DEPARTMENT OF EDUCATION