19-10-02 Fire Alarm Monitoring, Testing, Installation ...

19-10-02 Fire Alarm Monitoring, Testing, Installation ...

Pre-Proposal Conference Houston Independent School District PURCHASING SERVICES December 4, 2018 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair 19-10-03 Access Control Installation and Repair 19-10-04 Intrusion Detection System Contact for all three projects is: Raymond Hooks [email protected]

AGENDA I. II. III. IV. V. VI. VII. VIII. IX. X.

House Rules Proposal Submission Overview Solicitation of Bids Ethics and Compliance i. Code of Silence and Conflict of Interest ii. Submission of Proposals iii. Supplier Nationwide Criminal Background Check Risk Management Office Insurance Compliance Business Assistance Office M/WBE Participation Goal Proposal Response Requirements i. Submission of Proposals ii. Proposal Submission Forms

iii. Attachments Request for Proposal / Qualification Projects: i. Scope of Work ii. Project Timelines iii. Price and Pricing Schedule Purchasing Services Downloading RFP Questions and Answers Pre-Proposal Conference House Rules

Sign in Silence / vibrate all cellphones No side conversations Write questions on notecards Proposal Submission Overview G e n e ra l I n f o r m a ti o n 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 Districts business and service requirements. These proposals are 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: Raymond Hooks Purchasing Services 19-10-02 RFP/Fire Alarm Monitoring, Testing, Installation & Repair 19-10-03 RFP/Access Control Installation and Repair 19-10-04 Intrusion Detection System 4400 West 18th Street Houston, TX 77092 Proposal Submission Overview Contd

Proposal Submission and Requirements (Binder, Submission Information, Delivery of Response and Late Submissions Questions related to RFP #19-10-02 (Last day for questions 12/11/2018 at 5:00 PM CST) Questions related to RFP #19-10-03 (Last day for questions 12/11/2018 at 5:00 PM CST)

Questions related to RFP #19-10-04 (Last day for questions 12/11/2018 at 5:00 PM CST) Questions related to MWBE Business Assistance (713-556-7273) Questions related to Insurance Risk Management (713-556-9225) Solicitation of Bids

Go to Houston ISDs Purchasing Services site. Click on Solicitation of Bids link. Click on Project link and complete form. Download ALL documents. Project* Purchasing Services Contact 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair Raymond Hooks [email protected] 19-10-03 Access Control

Installation and Repair Raymond Hooks [email protected] 19-10-04 Intrusion Detection System Raymond Hooks [email protected] *NOTE: HISD DOES NOT GUARANTEE A MINIMUM OR MAXIMUM AMOUNT OF WORK UPON AWARD FOR AN APPLICABLE SOLICITATION. Dates to Remember/Timeline 19-10-02 Fire Alarm Monitoring, Testing, Installation &

Repair 19-10-03 Access Control Installation and Repair 19-10-04 Intrusion Detection System Timeline Release RFP November 16, 2018 Pre-Proposal Conference December 4, 2018 at 10:00 A.M. CST, 4400 W 18 th Street, Room 2E26_AR Houston, Texas 77092 Last date for questions: December 11, 2018 at 5:00 P.M. CST

RFP Due January 8, 2019 at 2:00 P.M. CST Evaluation Period January 9, 2019 to January 16, 2019 Selected Proposal(s) Approved Next regularly scheduled Board meeting after selection (Subject to change) ETHICS AND COMPLIANCE OFFICE

Code of Silence Conflict of Interest Criminal History Background Check Form 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.

FORM I: Conflict of Interest Instructions and form CIQ (3 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 O: Criminal History Background Check Form FORM O: Criminal History Background Check Form (Continued)

RISK MANAGEMENT OFFICE Insurance Requirements Risk Management Insurance Section 1.25 The Supplier must carry insurance with responsible carriers acceptable to HISD rated A or better, by A.M. Best, with minimum limits of liability coverage, as stated below, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage. Insurance Requirements

The Proposer(s) MUST provide the accord issurance form, or a letter from the insurance carrier on the insurance carriers letterhead indicating compliance in accordance with para 1.25 of this solicitation. Upon receipt of a letter of intent to award from Risk Management/Purchasing Services, the Supplier must submit to risk management and Purchasing Services the actual Acord Form prior to being recommended to the Board of Education for contract approval. The supplier will have three (3) business days from the date of

notification to submit their certificates of insurance; failure to provide all the requirements will cause your proposal to be non-responsive. All question reference this document should be reference to the Houston Independent School District Risk management department at 713-556-9225. FAILURE TO PROVIDE either the acord form or memo of insurability at the time of submission shall CAUSE YOUR PROPOSAL TO BE CONSIDERED NON-RESPONSIVE. INSURANCE Type of Coverages and Minimum Limits Acord Form Sample Insurance Letter Date

Houston Independent School District Attn: HISD Sourcing Specialist 4400 West 18th Street Houston, TX 77092 RE: RFP Name and Project Number Suppliers Name The undersigned certifies Supplier will be able to provide an Acord certificate of insurance confirming the coverages indicated below within three days from a letter of intent to award from HISD Procurement Services. All coverages would be placed with carriers rated A VII or better and licensed to do business in the State of Texas. I have marked the applicable box for each section. X COVERAGES

LIMITS WORKERS COMPENSATION SECTION Workers Compensation Employers Liability Waiver of Subrogation and Alternate Employer provisions in favor of HISD Supplier has employees, but none in the State of Texas Workers Compensation Employers Liability Waiver of Subrogation in favor of HISD Supplier has no Employees Workers Compensation does not apply AUTOMOBILE LIABILITY SECTION Automobile Liability covering All Owned, Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD.

Supplier owns no vehicles in the company name -Automobile Liability covering Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD. COMMERCIAL GENERAL LIABILITY SECTION Commercial General Liability, including Additional Insured and Waiver of Subrogation in favor of HISD Sincerely, Insurance Agent Statutory $100,000 per Accident Statutory $100,000 per Accident Not Applicable

$1,000,000 CSL $1,000,000 CSL $1,000,000 per Occurrence BUSINESS ASSISTANCE OFFICE M/WBE Participation Goal Business Assistance MWBE MWBE PARTICIPATION GOAL: The Supplier shall report their MWBE participation goal as a percent of the total

compensation. This information shall be identified per firm, discipline and participation. Attachment B: M/WBE Participation Report Instructions Documentation is required. Read pages B-1 through B-4 for full description of M/WBE Participation Report. One of the options on page 5 must be selected. Failure to select option and return the paperwork

will be considered Non-Compliant. 20% for purchasing of goods & non-professional services over $50,000 20% for construction over $50,000 25% for professional services over $50,000 Proposal Response Requirements for 19-10-02, 19-1003, and 19-10-04 * 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. Form # Form Name Form A

Supplier Information Form B M/WBE Participation Report Form C Reference Survey Instructions Form D Reference Evaluation Survey (This form should be submitted to Sourcing Specialist) Form E

General Certifications Form F Price Schedule (Should be placed in Tab 7) Form G EDGAR Certifications Form H Exception Form 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: INSURANCE Provide a letter from your insurance provider that your firm can provide the levels of insurance required in this RFP or Certificate of Insurance on Accord Form.

Form M: Acknowledgement Form Form N: Not Used Form O: Criminal History Background Check Form (See Ethics and Compliance Section of Presentation) Form P: HISD Building List(19-10-02), Parts List(19-10-03)

Form Q HISD Fire Alarm Parts List(19-10-02) FORM A: Vendor Information (CHE (Local) Questionnaire) (3 pages) Form C: Reference Survey Instructions

Proposers/ Respondents MUST complete and return as part of solicitation response. This form is to be turned in with Project #19-10-02, #19-10-03, and 1910-04 FORM D: Reference Evaluation Survey

This form should be emailed to [email protected] for Project #s19-10-02, 19-10-03, and 19-10-04 by December 7, 2018 at 3:00 PM CST 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 Form F Pricing Schedule 19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair 1. 5 pages 19-10-03 Access Control Installation and Repair 1. 2 pages

19-10-04 Intrusion Detection System 1. 3 pages FORM G: EDGAR Certifications (4 pages) FORM H: Exception Form (1 page) 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 K: IRS Form W-9 FORM M: Acknowledgement Form (1 page) Purchasing Services Downloading Solicitations

Go to www.houstonisd.org Click on Directory Search for Purchasing Services Click on See current bid proposals under Quick Links Search for Solicitation project Scope of Work

19-10-02 Fire Alarm Monitoring, Testing, Installation & Repair-Monitoring of District fire alarm systems per HISD Security Maintenance requirements Repairing (Emergency, Routine, Major) District fire alarm systems per HISD Design Guidelines and Equipment Manufacturer's Specifications Installing/Adding District fire alarm systems per HISD Design Guidelines and Equipment Manufacturer's Specifications Also, additional goods and/or services may be requested if needed

Scope of Work 19-10-03 Access Control Installation and Repair-Servicing/maintenance/repairing of District access control systems Installing District access control systems Also, additional goods and/or services may be requested if needed Scope of Work

19-10-04 Intrusion Detection SystemServicing/maintenance /repair of District intrusion systems Installing District intrusion systems Also, additional goods and/or services may be requested if needed QUESTIONS AND ANSWERS THANK YOU!

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