Pre-Proposal Conference

1. Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES Date: 02/18/2019 Presenter:Luis Torres Category Manager, Purchasing Services Luis.Torres@HoustonISD.org

2. Introduction: RFP # 19-01-03 HISD Procurement Card Houston ISD is seeking to establish one contract to: • offer the option of a Procurement Card system, single use account system, a travel card system as well as the option for declining balance and virtual card account systems. The provider will also offer a user-friendly, flexible, powerful management and reporting system for use by designated HISD personnel. System functionality should include online access to card account and current transaction information, account maintenance, administration, and the ability to make real-time updates to accounts. with a submission deadline of: 2/28/19

3. AGENDA • House Rules • Project Timeline • 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

4. 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.

5. Project Timeline

6. BUSINESS ASSISTANCE OFFICE FORM B: M/WBE Instructions and Participation Report • Form B - 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 Part III: Forms

8. RISK MANAGEMENT OFFICE Insurance Requirements Type of CoverageMinimum 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

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. N/A for project 19-01-03 DOING BUSINESS WITH HISDInquires/Statements - AccountsPayable@houstonisd.orgP.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” 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

13. Scope and Specifications • Scope and Specs Link: https://www.houstonisd.org/cms/lib2/TX01001591/Centricity/Domain/8017/19-01-03%20Part%20II%20HISD%20Procurement%20Card%202.8.pdf

14. Website Post

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 44.031 and Texas Government Code for Purchasing Contracts. • Proposals will be received at: • Houston Independent School District Board Services - Room 1C03 Attn: Purchasing Services RFP /19-01-03 HISD Procurement Card 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 C: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 D:Reference Evaluation Survey

20. 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

21. FORM G: EDGAR Certifications(4 pages)

22. FORM H: Exception Form (1 page)

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

24. 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.

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

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

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

28. FORM M: Acknowledgement Form (1 page)

29. FORM N: Master Service Agreement (After Board Approval)

30. FORM O: Criminal History Background Check Certification(1 page)

31. FORM P: Questionnaire (Part II, Section 2.6)

32. FORM F: Price Schedule

33. 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.

34. Addenda • Addendum # 1 – Posted 2/12/19 • Addendum # 2 – Posted 2/14/19 • Addendum # 3 – ETA 2/20/19 • To include: • Pre-Proposal Conference Presentation • Pre-Proposal Conference Sign-In Sheet • Questions & Answers from Pre-Proposal Conference • Questions & Answers emailed to project manager

35. Thank you Date: 02/18/2019 Presenter:Luis Torres Category Manager, Purchasing Services Luis.Torres@HoustonISD.org