REQUEST FOR PROPOSALS - Houston ISD

Revised 06/19/2018

REQUEST FOR PROPOSALS

RFP # 18-06-02

PROJECT NAME - Janitorial Supplies - Toilet Paper, Paper Towels and Trash Can Liners

PART II The Houston Independent School District (“HISD” and/or the “District”) is soliciting proposals for project Janitorial Supplies: Toilet Paper, Paper Towels and Trash Can Liners, as more fully set out in this Request for Proposals (“RFP”). One (1) hard copy original of the proposal, one (1) hard copy duplicate of the original, and one (1) USB drive of the proposal must be submitted in accordance with the instructions set out herein to: Houston Independent School District Board Services - Room 1C03 Attn: Kevin March - Procurement Services RFP / 18-06-02 - Janitorial Supplies: Toilet Paper, Paper Towels and

Trash Can Liners 4400 West 18th Street

Houston, TX 77092

The following schedule and timelines apply to this RFP. The following timelines are subject to change at the District’s discretion:

Timeline Release RFP August 17, 2018

Pre-Proposal Conference 10:00am on August 29, 2018 at 4400 West 18th Street Houston, Texas 77092; Room HMW_2W26

Last Date for Questions: September 7, 2018 at 10:00am CST

Proposals Due September 18, 2018 at 2:00p.m. CST

Evaluation Period September 24, 2018 through October 1, 2018

Selected vendors will be notified after Board of Trustees approval.

Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be delivered in a sealed folder or container (i.e. envelope, box, or bin). If documents are submitted in an unsealed container or folder, the District is not responsible for any unsealed/unlabeled documents and materials.

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Each binder and any container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFP number and the RFP name. Each USB drive must be labeled with the RFP number and the vendor name. Proposals will be received at the required address until September 18, 2018, by 2:00 PM Central Standard Time. A pre-proposal conference will be held in conjunction with the RFP on Wednesday, August 29, 2018, at 10:00 AM at 4400 West 18th Street Houston, Texas 77092 in conference room 2W26. Submitting proposals prior to the pre-proposal conference is not recommended, and such proposals may be rejected by HISD. Proposals will be reviewed as received in a manner that avoids disclosure to competing proposals. Contents of proposals will remain confidential during the negotiation period. Faxed or emailed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the proposal due date and time. HISD will not be responsible for proposals delivered late by the United States Postal Service, or any other delivery or courier services. Proposals received after the Proposal due date and time will NOT be considered. All proposals must remain open for one hundred twenty (120) days from the proposal due date pending acceptance by HISD. Kevin March shall serve as your designated Sourcing Specialist during the proposal process and is available via email at [email protected]. All communications pertaining to the RFP shall be addressed in writing to the Sourcing Specialist Questions concerning the RFP will be answered only if sent to the Procurement Services Department, in writing via email to the designated sourcing specialist no later than 10:00 am CST on September 7, 2018. All questions submitted via email to the Sourcing Specialist prior to the deadline will be answered in the form of an addendum. All Addenda will be posted on the HISD Procurement website. Part I - General Terms and Conditions for Requests for Proposals governs this RFP and any contract(s) awarded under this RFP. The District may award this RFP to one or more supplier(s) based upon the evaluation of all proposals received. More details regarding the evaluation of proposals are included in Section II below.

Aishya Johnson-Dixon August 17, 2018 ________________________________________ _____________________ Aishya Johnson, Procurement General Manager Date

Revised 06/19/2018

SECTION I:

PROPOSAL RESPONSE REQUIREMENTS

The Proposal shall be submitted in a binder with tabs as set forth below:

Title Page Show the RFP number and title, the name of the Proposer’s firm, address, telephone number, name of contact person, and date.

• Tab 1 – Table of Contents Clearly identify the materials by sections and page numbers

• Tab 2 – Proposal Submission Forms

Complete and return forms listed below as set forth in Part III of this RFP. The set of forms submitted in the proposal marked “ORIGINAL” requires original manual signatures. Copies of the forms bearing original signatures should be included in each additional proposal. The forms provided in Part III should be submitted in the following order:

1. FORM A: Supplier Information (CHE (Local) Questionnaire) 2. FORM B: MWBE Instructions and Participation Report 3. FORM C: Reference Survey Instructions 4. FORM D: Reference Survey 5. FORM E: General Certifications

6. FORM F: Price Schedule (See separate attachment). This should be completed and placed in Tab 7 of the bid packet, as well as on an Excel file and the submitted via USB.

7. FORM G: EDGAR Certifications 8. FORM H: Exception Forms 9. FORM I: Conflict of Interest Instructions and form CIQ 10. FORM J: Instructions for Completion of Disclosure of Interested Persons Certification (HB

1295) 11. FORM K: IRS Form W-9 12. FORM L: Certificate of Insurance (Acord Form,) or a letter from the Proposer’s insurance

provider stating that Proposer can provide the levels of insurance required in this RFP 13. FORM M: Acknowledgement Form 14. FORM N: Master Service Agreement (This will be requested from the selected Proposer

after the Board has provided approval)

• Tab 3 – Profile of the Proposer a. Indicate the key people in your organization, assigned with a hierarchy chart (or equivalent),

of who will provide the required items and/or service to the District.

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• Tab 4 – Scope Section Submit an overview of the goods and/or services your company provides, as it relates to the Scope of Work in Section 2 (Locations, Capabilities, Typical Equipment, Services Offered, etc.).

• Tab 5 – Questionnaire Response Respond to the questions and/or questionnaires included in the RFP. The questionnaire can be located at the end of the Part III (Forms) document for this RFP, which is available for download on the HISD Procurement Services website.

• Tab 6 – Invoice Procedure a. Describe the proposer’s invoicing procedures. b. Include documentation identifying all of the Proposer’s fees. c. Payment terms: The District’s standard payment terms are 30 days after invoice is received.

i. State any payment discounts that your company offers, i.e., 2% 10 days – net 30; or 5% 7 days – net 30.

d. If applicable, payment discounts will be applied to invoices under all projects where a proposer has been approved as a vendor.

• Tab 7 – Price & Sample Confirmation Provide Form F and all pricing information, including any alternate pricing proposals, which may be acceptable for some projects. Include a printed hard copy of Form F (Price Schedule) in the tab, also complete the electronic version and return a copy, in Excel format, with your USB Drive. Do not leave any cost column blank on your Form F. If you do not offer the specific item or service, please enter "No Bid." The Proposer is asked to complete the Sample Confirmation & Truck Load Sheet located online for this solicitation and include it in Tab 7.

• Tab 8 – Addenda Insert all addenda under this section. (Download, print, sign and include a copy of each addendum with your proposal under Tab 8).

• Tab 9 – Criminal Background Check Form Insert one of the certifications that applies to your company:

a. Criminal History Background Check Form - With direct contact with Students or

b. Criminal History Background Check Form – No direct contact with students The supplier’s proposal will be considered non-responsive if the supplier fails to submit one of these forms at the moment of submitting said proposal. Refer to Part I, General Terms and Conditions, Section 1.19 Supplier Nationwide Criminal Background Check.

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SECTION II:

SCOPE OF WORK

2.1 SCOPE OF WORK: At a minimum, the scope of services required by the successful firm shall consist of the following: Houston ISD is seeking proposals from qualified individuals or firms to provide the District with Janitorial and Supplies; which include toilet paper, hand towel, dispensers and trash can liners, as specified in the specific conditions and specifications referenced throughout this RFP. The District intends to award this bid to a single or multiple firm(s) selected to provide the “best value” to HISD per section 2.5 Evaluation Factors.

2.2 SPECIFIC CONDITIONS:

This project requires samples, and they must be submitted to the Facilities Services Department for inspection, testing, and evaluation. One box of each trash can liner, one roll of toilet tissue, one roll/package of paper towels and one dispenser of each style, shall be submitted as samples as described in Section 2.3.1. The quality, as well as the fit, form, and function of your if the Proposers product, must meet the specifications noted throughout the RFP. The boxes for the trash can liners are similar in appearance, so the committee requires that each trash can liner box be marked with the SAP Item number provided. Once received, samples become District property and therefore are not returnable to the submitting Proposer. If a proposed supplier cannot provide samples, they must explain why on the Exceptions form. Samples are required prior to the Bid Opening deadline; which is September 18, 2018, at 2:00 PM CST. All samples must be delivered to the HISD Warehouse located at 228 McCarty Drive, Houston, TX 77029 – to the Attention of Gary Hogg, Inventory Control Manager. Samples will not be accepted after the Bid Opening Date or at the Hattie Mae White Educational Support Center. In order to get credit for samples during the evaluation period, Proposers must clearly mark the package as “Samples,” plus you must include the vendor name, project number, and the project description. Proposers are asked to complete a copy of the Sample Confirmation and Truckload Sheet and include a copy inside each parcel. It is the Proposers responsibility retain proof of delivery for any samples sent to the HISD Warehouse for evaluation. HISD may award a single supplier or multiple suppliers for this project, based on the needs of the District. The awarded primary vendor will do an initial installation for new Dispensers at all HISD campuses and facilities at “NO CHARGE” to the District. If the dispensers of the Proposer match our current specifications, or if they meet our fit, form, function, dimensional clearances and are similar in appearance, then the requirement to install new dispensers to all campuses and facilities districtwide would be waived. Throughout the term of the contract, the awarded supplier must provide replacements for all broken dispensers, as needed, without an annual limit. A secondary vendor may be used in the event that a primary vendor fails to adhere to the terms outlined throughout this RFP. This contract will be awarded for one full year with 4 optional annual renewals.

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The awarded supplier(s) must provide a consistent supply of product that matches the approved samples throughout the term of the contract, to include the renewal options. Any substitution to the originally approved products must be pre-approved by the Cross Functional Team, prior to delivery. Vendors may be terminated from the contract is they fail to comply with our request for consistency, submit excessive substitution requests or deliver alternate products that were unapproved by the committee. The District may order in full or partial truckload palletized quantities. Jumbo Bath Tissue & Hand Roll Towels should be palletized with slip sheets. The supplier is to advise the standard truckload quantity and average lead time (once a PO is submitted) to deliver products to HISD’s Central Warehouse, 228 McCarty Drive, Houston, TX 77029. All freight, delivery and handling charges are the responsibility of the proposer. All prices must be quoted freight prepaid and F.O.B. Destination. 2.3 PRODUCT OVERVIEW: The items listed below in section 2.3 are examples of the products and their descriptions of what we currently utilize at the District. We will accept substitutions that are equivalent or better to those identified, but the proposed product must also meet our dimensional and functionality needs. SCA Tissue North America (Tork is a registered trademark of SCA Tissue) North America, LLC Tork Universal Bath Tissue / Jumbo Roll 2-Ply - #TJ0922A or Equivalent: A soft absorbent, economical 2-ply tissue which delivers quality, value and performance. Universal Core should be designed to fit virtually all size jumbo tissue dispensers. Product should be made from 100% recycled fibers with no added dyes or fragrances. Rapid break-up capability is ideal for all plumbing systems. Product should be EcoLogo Certified. Tork Universal Hand Roll Towel, Natural - #290088 or Equivalent: Product should be specifically designed for the Tork Matic, Tork Intuition, or equivalent roll towel dispensers. Hand Roll Towel should be soft, strong and highly absorbent to offer the perfect combination of quality, performance, and value. Embossing enhances hand feel and maximum absorbency which results in fewer towels being used per hand dry. Long lasting rolls should minimize maintenance costs while maximizing service. Towels should be made from 100% recycled fiber and a minimum of 50% Post Consumer fibers providing environmental benefits, and a positive image builder. Product should be EcoLogo Certified and Green Seal ™ Certified. Hand Roll Towel should be Compostable Verified by Independent Verification.

Tork Elevation Matic Hand Towel Roll Dispenser or Equivalent: Product should have a high capacity that can be ideal for busy washrooms. The hands-free dispensing should provide a hygienic, one-at-a-time solution for washroom. The user should be able to touch only the towel needed – reducing the risk of cross contamination. Dispenser should be a neutral, minimalist shape (seamless capsule) that fits in any environment. The semi-transparent cover and indication window will make it easier to see when a refill is needed. This will save maintenance time. Product should have a push bar for loading and emergency feeds.

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Tork Bath Tissue Jumbo Roll Twin Dispenser, 9 inches or Equivalent: Product should be able to hold 2 rolls. The see-through front reduces maintenance & allows quick and easy service checks. The elegant appearance compliments any décor. This Dispenser should be flame retardant & chemical resistant in which the rigid vinyl plastic provides years of low maintenance & trouble-free service. Bath Tissue 2- ply – Vondrehle – Blue Mist or Baywest, Georgia Pacific or Equivalent: Product should consist of a soft absorbent, economical 2-ply tissue which delivers quality, value and performance. Product should be made from 100% recycled fibers with no added dyes or fragrances. Rapid break-up capability is idea for all plumbing systems. Bobrick Surface-Mounted Multi-Roll Toilet Tissue Dispenser or Equivalent: Surface-mounted multi-roll toilet tissue dispenser shall be type-304 stainless steel with all-welded construction, including dispensing mechanism, and inner housing and cam. The exposed surfaces shall have a satin finish. The front of toilet tissue dispenser door shall be a drawn one-piece, seamless construction. The door shall be secured to the cabinet. It shall consist of two rivets and equipped with a tumbler lock & keyed like other Bobrick washroom accessories. The unit shall dispense two standard-core toilet tissue rolls up to 5-1/4" (133mm) diameter (1800 sheets) and the extra roll shall automatically drop in place when the bottom roll is depleted. Unit shall be equipped with two theft-resistant, heavy-duty, one-piece, molded ABS spindles. 2.3.1 PRODUCT SPECIFICATIONS:

2.3.1.1 Garbage Can Liner. Item # 743 Bag, garbage, liner, 20 gal., clear, 100/box 30" x 36", 0.9 gauge, 100/box, weight 6.98, 100 bags/roll/box, packed in a white box 13-3/4" x 5.5" x 5-3/8", each in a 200-lb. test corrugated box. SAP # 743 must be printed or labelled on the box. 2.3.1.2 Garbage Can Liner. Item # 3005 Bag, plastic, 55 gal., white, 38" x 63", 55-gallon, min. (1.90 mil), weight 8.08 lbs/ 25 each in a 200-lb. test corrugated box. SAP #3005 must be printed or labelled on the box. Gateway# 771386319002 2.3.1.3 Garbage Can Liner. Item # 23562 Bag, garbage, liner, 55 gal., clear, 25/bx 38" x 63", 1.9 gauge. 25/box, weight 8.08, 25 bags/roll/box, packed in a white box 13-3/4" x 5.5" x 5-3/8", each in a 200 lb. test corrugated box, SAP #23562 must be printed or labelled on the box. 2.3.1.4 Garbage Can Liner. Item # 27581 Bag, garbage, liner,12-16 gal., white 100/bx. 22.5"x 33",0.9 gauge, 100/box, weight 5.00, 100 bags/roll/box, packed in a white box 13-3/4" x 5.5" x 5-3/8", each in a 200 lb. test corrugated box, SAP #27581 must be printed or labelled on the box. 2.3.1.5 Garbage Can Liner. Item # 27582 Bag, garbage, liner, 33 gal., black, 100/bx 33" x 40", 0.9 gauge, 100/box, weight 8.92, 100 bags/roll/box, each in a 200 lb. test corrugated box, SAP #27582 printed or labelled on the box.

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2.3.1.6 Garbage Can Liner. Item # 27583 Bag, garbage, liner, 55 gal., black, 25/bx 38" x 58", 1.9 gauge, 25 bags/box, weight 7.48, 25 bags/roll/box, packed in a white box 13-3/4" x 5.5" x 5-3/8", each in a 200 lb. test corrugated box, SAP # 27583 printed or labelled on the box. 2.3.1.7 Garbage Can Liner. Item # 38166 Bag, garbage, liner, 20-30 gal., black, 65/bx 30" x 37", 1.7 gauge, 65/box, weight 8.68, 65 bags/roll/box, packed in a white box 13-3/4" x 5.5" x 5-3/8" each in a 200 lb. test corrugated box, SAP #38166 must be printed or labelled on the box. 2.3.1.8 Universal Bath Tissue Jumbo Roll, 2-Ply, 8.8-inch Diameter or Equivalent. Item # 37641 - Brand Name: Tork Universal or equivalent - Product#: TJ0922A - System Identifier: T22 System - Tork Select: No - Color: White - Linear Feet Per Roll: 1,000 (304.80 mtr) - Linear Feet Per Case: 12,000 (3,657.60 mtr) - Roll Width (Inches): 3.55 (9.02 cm) - Rolls Per Case: 12 - Core Inside Diameter (Inches): 3.3 (8.38 cm) - Roll Diameter (Inches): 8.8 (22.35 cm) - Dimension (Inches x Feet): 3.55 x 1,000 (9.02 cm x 304.80 mtr) 2.3.1.9 Georgia – Pacific Envision #19880 Bathroom Tissue 2-Ply 80 rolls/case or Equivalent. Item # 853 - MFG item#s: #BW500 Vondrehle “BLUE MIST” or Baywest, Décor 4028 (96/rolls), New Décor 4028A (80/rolls), or Scott 04460-30, Eploy 500 sheets (roll 96 rolls) - Color: White - Dimension: 4 ½” x 4 ½”

2.3.1.10 Tork Universal Hand Roll Towel, 1-Ply or Equivalent. Item # 33422 - Brand Name: Tork Universal or equivalent - Product#: SCA 290088 - System Identifier: H1 System - Tork Select: Yes - Color: Natural - Sheet Size WxL (Inches): 7.75” x 9.5 (19.56 x 24.1 cm) - Towels Per Roll: 884 - Linear Feet Per Roll: 700 (213.36 mtr) - Linear Feet Per Case: 4,200 (1,280.16 mtr) - Roll Width (Inches): 7.7 (19.56 cm) - Rolls Per Case: 6 - Core Inside Diameter (Inches): 1.51 (3.83 cm) - Roll Diameter (Inches): 7.25 (18.42 cm) - Dimension (Inches x Feet): 7.7 x 700 (19.69 cm x 213.36 mtr)

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2.3.1.11 Tork Elevation Matic Hand Towel Roll Dispenser or Equivalent. Item # 37411 - MFG item#: SCA 5510282 - Color: Black - System H1 – Hand Towel Roll System - Dispenser: (WxDxH) 13.2” x 8.1” x 14.65” 2.3.1.12 Dispenser, Brobrick Toilet Tissue, 2-roll, w/lock or Equivalent. Item # 19591 - MFG Item#: B-2888 - Color: Stainless Steel - Cabinet: 18-8 S, type-304 22-gauge (0.8mm) - Door: 19-8 S, type-304, 22-gauge (0.8mm) with 18-gauge (1.2mm) door frame 2.3.1.13 Tork Bath Tissue Jumbo Roll Twin Dispenser, 9 inches, or Equivalent. Item # 27552 - MFG item#: SCA #56TR - Color: Smoke - Dispenser: (WxDXH) 19.29” x 5.51” x 11.83” 2.4 COST: The awarded vendor should hold firm the awarded prices through the term of the Agreement; unless there is a price increase from the manufacturer. In this case; the Supplier shall provide a 30-day written notice of any price changes during the term of the Agreement and provide supporting manufacturer and/or distributor documentation to support such price adjustments. Prices are to be entered on Form F (Price Schedule) and inserted in Tab 7 of your proposal. If you do not offer items for a specific category, or you do not wish to bid on a line item, then enter "No Bid" in the respective cell. 2.5 EVALUATION FACTORS: The evaluations committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the discretion of the Evaluation Committee be eliminated from further evaluation. If the evaluation committee has reasonable grounds to believe that the Proposer is unable to perform the required services to the satisfaction of HISD, HISD reserves the right to make an award to another proposer. Some indicators (but not a complete list) of probable supplier/proposer performance concerns are: past supplier performance; the proposer’s financial resources and ability to perform; the proposer’s experience or demonstrated capability and responsibility; and the supplier’s ability to provide a reliable on-going business relationship and the maintenance of on-going agreements and support.

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Criteria #

Criteria Description Weighted Value

1 the purchase base price 40%

2 the reputation of the Proposer and of the Proposer’s goods or services

10%

3 the quality of the Proposer’s goods or services 10%

4 the extent to which the goods or services meet the District's needs

10%

5 the Proposer’s past relationship with the District 10%

6 the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses

10%

7 the total long-term cost to the District to acquire the Proposer’s goods or services

10%

8 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the supplier or the supplier's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state

0%

9 any other relevant factor specifically listed in the request for bids or proposals.

0%