ESBD_File_340411_24-004 RFP Disparity Study Consulting Services (FINAL).pdf

Request for Competitive Sealed Proposals

Disparity Study Consulting Services

For Three Texas School Districts

(RFP #24-004)

October 20, 2023

Spring Independent School District

P r o c u r e m e n t S e r v i c e s De p a r t m e n t 1 6 7 1 7 E l l a B l v d . • H o u s t o n , T e x a s 7 7 0 9 0 • T e l . 2 8 1 . 8 9 1 . 6 4 6 5

SPRING INDEPENDENT SCHOOL DISTRICT

PROCUREMENT SERVICES DEPARTMENT

16717 Ella Blvd.

Houston, TX 77090

1. GENERAL OVERVIEW OF THE PARTICIPATING DISTRICTS

Spring Independent School District serves nearly 35,000 pre-kindergarten through twelfth-grade students in a diverse and growing district located 20 miles north of downtown Houston. The district’s 44 campuses include 5 schools constructed during the last decade and numerous renovations, which ensure that learning takes place in secure, technologically advanced, and well-maintained facilities that offer 21st-century learning opportunities. The campuses include three comprehensive high schools classified as 6A, an early college academy, and a high-school career academy where students take courses aligned with their career interests. In addition, the district has nine middle schools serving grades six through eight; one middle school of choice that focuses on math, science, and fine arts; and 24 pre-kindergarten through fifth-grade elementary schools. In addition, Spring ISD has a school dedicated to the Disciplinary Alternative Education Program (DAEP) for students in grades 6th through 12th grade and a school of choice, that offers a path to graduation for students seeking an alternative to the traditional middle school or high school experience. For additional information about Spring ISD, including demographics and other facts and figures, please refer to the District’s website at www.springisd.org. For the purposes of addressing information related to this solicitation, Spring ISD has not collected any HUB information from its vendors.

Alief Independent School District is a Texas independent school district. It was founded in 1917 and is located in southwest Houston, an urban community with thriving businesses, active churches, and a variety of recreational facilities. The district encompasses 36.6 square miles. An exemplary education is provided for students in prekindergarten through grade twelve. The district offers a wide range of educational opportunities in academics, the arts, and career and technology education. Special education, gifted/talented, English as a second language (ESL), and an English Spanish bilingual program are among the support strands available. Alief is the most ethnically diverse of school districts of comparable size in Texas. Virtually every culture of the modern world is represented in its 41,000 student enrollment; more than 80 languages and dialects are spoken. Guest speakers, culture clubs, and ethnic fairs help promote multicultural appreciation. Alief ISD's beautiful facilities, including 48 instructional campuses, are a focal point of the community and represent a major property investment by its taxpayers. The district employs a full-time police department to protect this file://springisd.local/sisd/Admin/SCS/PURCHASING-CONTRACTS/Bids%2024/24-001%20Communications%20Platform/3.%20Bid%20Documents/3.%20Solicitation/www.springisd.org investment, as well as to help maintain a safe environment for students and staff. For the purposes of addressing information related to this solicitation, since April 2022, Alief ISD has documented vendors’ HUB and M/WBE certifications as a voluntary exercise related to registration within Alief ISD systems, but not as a component of a HUB or M/WBE program.

Aldine Independent School District is a Texas independent school district. It was founded in 1935 and is located in north Houston. The district has an enrollment of approximately 60,000, making it one of the largest in the State of Texas. It’s general fund budget for 2023-2024 is $368.7M. The district has 83 campuses and is approximately 75% Hispanic and 22% African American. The school district finds itself in two recent studies.

The District Rising series by Education First highlights Aldine ISD and nine other districts across the nation working to raise student achievement and preparing students for college and career. Education Resource Strategies’ (ERS) case study, The Rewards of Perseverance, lauds AISD for improving student outcomes and narrowing achievement gaps. The study tells the story of the District’s deliberate systemwide evolution in response to change. Both studies came out in 2016. The district also won the Broad Prize for Urban Education in 2009, the Texas Quality Award in 2006, and the 2008 H-E-B Excellence in Education Award.

In a 2008-2009 study spearheaded by Texas A&M University, Aldine ISD rated among the best in educating Latino students and fourth in educating African American students.

A number of Aldine ISD schools have also earned recognition including making the Best High Schools in the U.S. from U.S. News & World Report (Gold, Silver and Bronze Medals) and Best Schools Rankings by Children at Risk. Additionally, several Aldine ISD campuses have earned Excellence in Education Awards from the National Center for Urban School Transformation (NCUST) and numerous campuses have obtained Magnet Schools of America Merit Awards. Visit InsideAldine.com to read more about honors received by the district, campuses, students and staff members.

Spring ISD, Aldine ISD, and Alief ISD are grant recipients through the Harris County Disparity Study Fund Program (“DSFP”), a grant program for community colleges and local independent school districts located wholly or in part within Harris County, administered by the Harris County Department of Economic Equity and Opportunity (the “DEEO”), to award grant funds to selected applicants to conduct localized disparity studies regarding utilization of Minority- and Women-Owned Business Enterprises.

Funds awarded through this program are to be used to fund disparity studies to identify any racial and gender-based disparities.

Spring ISD, Aldine ISD, and Alief ISD are partnering with each other for the procurement, selection, and contract award of a single Vendor to perform a disparity study; it is the intention that one study be conducted with three individual, District-specific sets of findings and recommendations provided. Spring ISD serves as the lead agency for the Districts’ partnership.

2. SCOPE OF WORK, REQUIREMENTS, PROJECT LOGISTICS,

ETC.

2.1. INTRODUCTION/ SCOPE OF WORK:

The Spring Independent School District, Alief Independent School District, and Aldine Independent School District (“Districts”) are solicitating for comprehensive Disparity Study Consulting Services that meets the requirements set forth in this request for proposal #24-004 (“RFP” or “Solicitation”).

The Districts are seeking proposals to furnish all labor, services, products, supplies, transportation, supervision, insurance, incidentals, and all other things necessary to produce in every detail a disparity study in accordance with the terms and conditions of this Request for Proposals (RFP). The required services include but are not limited to all tasks related to the creation of a high-quality, legally defensible disparity study, including project management, data collection, data analysis, reports, recommendations, and presentations.

The Districts desire to determine whether all qualified firms have the maximum practicable opportunity to compete for and participate in its procurement process on the prime contracts and associated subcontracts, and if indicated by the evidence, to utilize strategies to ensure such opportunity. The Districts are requesting the disparity study to obtain the information necessary to make this determination.

The purpose of the Study is to determine the availability of qualified HUB businesses and to analyze the extent to which disparities, if any, exist in utilization of such businesses in its contract awards. Additionally, to the extent significant disparities are found to exist, the Study will examine the extent to which the disparities might have been impacted by past or present discrimination. The Study deliverables will serve as the foundation for discussion by each district’s Board of Trustees to determine steps forward.

2.2 STUDY PERIOD

The Disparity Study (“Study”) must be based on procurement/purchasing data analysis from a 3-5 year “look back” period (“Study Period”).

2.3 SERVICES

a. Service Provider shall furnish all labor, services, products, supplies, transportation, supervision, insurance, incidentals, and all other things necessary to perform in every detail the disparity study consulting services (Services”) in accordance with the terms and conditions of the Request for Proposals RFP and the Services Agreement. The Services include but are not limited to all tasks related to the creation of a high-quality, legally defensible disparity study, including project management, data collection, data analysis, reports, recommendations, and presentations.

b. It is the responsibility of Service Provider to gather information from all available relevant sources, including but not limited to each district’s contracting records, various MWBE certification records, and census data. The Study shall include statistical analysis, empirical evidence, and assessments of any anecdotal and qualitative evidence of past or present discrimination.

2.4 STUDY CONTRACTS

a. Service Provider shall analyze each district’s formally procured contracts of more than $50,000.

b. Additionally, due to the volume of small dollar purchase orders and contracts (amounts $50,000 or less, or “informal purchases”), Service Provider shall identify and evaluate a random sample of such contracts and purchase orders from each district. Service Provider shall determine the number and/or percentage of these informal purchases needed for the sample size to make informed and defensible determinations and recommendations to each respective district.

2.5 RGMA

The selected proposer shall determine, using legally defensible methodology, the Relevant Geographic Market Area (RGMA) for the participating districts.

2.6 STANDARDS

The standards and methodology governing the Study shall be legally defensible, meet applicable constitutional mandates, and comply with applicable governing law and industry-standard statistical research methodology for MWBE disparity studies.

2.7 STUDY INDUSTRY CATEGORIES

The general industry categories for this Study are Construction Services, Engineering/Architectural Services, Goods and Non-Professional Services, and Professional Services, as those industry categories (or commodity types) are defined.

2.8 STUDY MANAGEMENT

a. Key Deadlines; Performance Plan; Timeline

i. At the start of the contract, Service Provider shall conduct a Study initiation meeting. At this meeting, Service Provider shall present the performance plan and a detailed project timeline. During this meeting, data collection discussion will take place to review all data collection aspects of the Study, and Service Provider shall review the roles and responsibilities of all parties.

Applicable laws, regulations, policies, operations, and procedures that guide MWBE programs and race- and gender-neutral programs will also be discussed.

ii. The timeline begins on the date of the Study initiation meeting (anticipated in February 2024). Service Provider shall adhere to the timeline unless changes are mutually agreed to in writing. The Districts’ agreement with Harris County mandates that the Service Provider complete the Study, including District-specific action plans and recommendations, no later than August 1, 2024. The detailed project timeline shall be developed based on this mandatory completion date.

iii. Within ten (10) days following execution of the contract, Service Provider shall provide a Study Work Plan outlining the methodology and implementation of the Study.

iv. No later than July 1, 2024, Service Provider shall complete and deliver an initial draft disparity study report to each District. Each district shall deliver its feedback on the draft reports to Service Provider no later than July 20, 2024.

Service Provider shall deliver the final disparity study report, with individual, District-specific sets of findings and recommendations, to each district.

b. Interaction/Communication (with Districts; with Public)

Service Provider shall conduct briefings with each district’s point of contact(s) to ensure all parties are fully up to date on Study progress, issues, resolution, and next steps. At a minimum, these briefings shall be held monthly.

i. At the beginning of the Study process, Service Provider shall assist each district with developing and updating a public Study website on each district’s website landing page regarding the Study. Service Provider shall assist each district with updating their respective websites throughout the Study process to keep the community and all interested parties informed.

The website shall include a description of the Study (including explanation of the elements of the Disparity Study), a contact person with contact information that the public can reach out if they have questions regarding the Study, Frequently Asked Questions, biography, and contact information of Service Provider and subconsultants, and information on public meetings and interviews. Upon completion of the Study and each district’s action(s) following receipt of the final Study, the final Disparity Study and any additional reports or findings (if approved by the district’s governing body) shall also be included on this website.

c. Principal Researcher; Staffing; Legal Counsel

i. Service Provider must have, in its proposal response, identified a researcher with the qualifications presented in the proposal response who will be the principal point of contact and exercise responsibility for the overall conduct, day-to-day activities, and timeliness of the Study (“Principal Researcher”).

ii. Service Provider must have, in its proposal response, identified a licensed attorney or law firm (Study Legal Counsel) with experience in disparity studies and compliance monitoring who will provide services to Service Provider for this Study on the legality of policies, development of the legal framework, analysis of disparity study assignments, and other legal issues for this Study. The Study Legal Counsel shall review legal standards and research methodologies that meet strict legal scrutiny.

2.9 DATA COLLECTION AND ANALYSIS

a. Service Provider shall produce the Contracts Study Sample data file for each district, based on that district’s awards in the General Study Industry Categories during the Study Period of all purchases greater than $50,000, and the number of informal purchases determined by Service Provider to be appropriate for a sample size.

b. Service Provider shall collect missing information from prime contractors and subcontractors and prepare a final Contracts Study Sample data file for each district.

c. Service Provider shall review and evaluate each district’s procurement policies, procedures, manuals, and practices, including the use of cooperative purchasing programs.

d. Service Provider shall review each district’s Small Business Enterprise (SBE) or similar program(s) (if such program(s) exist), review the program(s) to determine if it follows best practices and documents its level of success.

e. Service Provider shall collect, review, summarize, and make recommendations for improvements, if applicable, to each district’s procurement and contracting policies, procedures, manuals, and practices currently in use.

2.10 REPORTS DELIVERABLES, PRESENTATIONS

a. Service Provider shall determine the geographic and industry markets and the number of SBEs, MBEs, and WBEs in the RGMA, calculate for each race and ethnicity as identified by the applicable federal regulations, and prepare detailed directories for each such group.

b. Service Provider shall provide 6-digit North American Industry Classification System (NAICS) code utilization results disaggregated for each racial/ethnic group and for white women. Service Provider shall conduct availability analysis using lists, contract data records and Hoovers at the 6-digit NAICS code level and disaggregated for each racial/ethnic group and for white women. Using the results of the utilization and availability analyses, Service Provider shall statistically calculate a disparity index.

c. Service Provider shall conduct an economy-wide disparity analysis using the Census Bureau’s most recent American Community Survey and Annual Business Survey. Service Provider shall collect and analyze anecdotal data using small group interviews and electronic surveys. Service Provider shall evaluate possible barriers to the formation of M/WBEs using accepted principles, rules, and statistical methodologies.

d. Service Provider shall draft a Disparity Study that generally consists of the following components:

i. Foundation/Background (legal analysis, applicable laws, regulations, rule)

ii. Procurement Data and Analysis (market definition and utilization analysis)

iii. Availability/Disparity Computations (availability assessment and disparity index computation)

iv. Discrimination Assessment (statistical analyses, anecdotal evidence)

v. Evaluation and Recommendations (status of current programs, future goals and strategies)

e. Service Provider shall conduct one Disparity Study with three individual, per-District sets of findings and recommendations provided. To the extent multiple policies, procedures or programs are recommended by Service Provider, Service Provider shall provide a ranking of each in terms of how critical each item is to the overall mission of the DSFP.

f. Service Provider is required to comply with the terms of conditions of Exhibit B to the interlocal agreement with Harris County (attached hereto) when preparing each district’s individualized action plan and recommendations.

g. Service Provider shall conduct a minimum of two (2) presentations of the Study Final Report, recommendations, findings, and other relevant evidence.

h. At Study completion, Service Provider shall conduct a post-Study feedback meeting for each district, to include (but not limited to) discussions on project close-out strategy, document retention and transfer.

i. At Study completion, Service Provider shall provide, in format(s) approved by each district, a computerized database of all data, results, and records developed in performing the Services, that will permit future use of such data and records by the Districts.

j. Service Provider shall provide to the Districts all other notes, work papers, records, and documentation that would be useful or necessary in defending the disparity Study if it were ever challenged in court.

2.11 REPORT REQUIREMENTS

a. Service Provider shall present the results of its disparity study consulting research and services to each district in a written Draft Report, inclusive of all aspects of the Study. The Draft Report shall describe in detail all methodologies and findings and shall meet all requirements set out in this Scope of Services.

b. After addressing all deficiencies or concerns raised by the Districts regarding the Draft Report, Service Provider shall present the Final Report.

2.12 AFTER-CONTRACT SERVICES

Service Provider shall be prepared to serve as designated testimonial or consulting expert witnesses in suits that may be filed against a participating district challenging race- or gender-conscious contracting programs.

3 PROPOSAL EVALUATIONS

The review and evaluation of Service Provider’s responses will determine the Service Provider(s) most capable of delivering the "best overall value" to the District, consistent with the requirements herein and as evidenced by the respondent’s experience in providing the type and scope of services required within this Solicitation.

Depending on the number and quality of Service Provider responses received, the District may facilitate a 3 -Phased evaluation process to identify a sole Service Provider to be considered for contract award, as described herein:

3.1 Phase 1 Evaluation: Phase 1 entails the evaluation of proposals submitted by the Service Provider. Each Service Provider’s response will be reviewed prior to the selection process for completeness and adherence to the submission requirements.

Proposals shall be complete (responses provided to all required information), easy to understand, and well organized. Upon completion of Phase 1 evaluations, the Districts will determine whether a 2nd phase of evaluations will be required. If so deemed necessary by the Districts, the 2nd phase of evaluations may entail on-site presentations and live software demonstrations as applicable. The Districts, at their sole discretion, may select one or more Service Provider for advancement to Phase 2 of the evaluation process. A Service Provider’s failure to comply with the instructions or to submit a complete proposal may result in the proposal being disqualified.

Phase 1 Evaluation Criteria

All proposals shall have a submittal providing information related to the below criteria.

These responses shall be uploaded in accordance with Section 4 below. All Requests for Proposals shall be evaluated by members of the evaluation committee based on the following criteria listed below. Such committee shall consist of individuals who have expertise regarding, or some experience with, the subject matter of the RFP, or individuals who will be the beneficiaries of the RFP's subject matter.

Weighted scoring criteria for the review of the submitted proposals in accordance with Texas Education Code 44.031 will be:

1 Cost of Service 30%

2 Extent to which the goods or services meet the Districts’ needs 25%

3 Reputation of Proposer and of Proposer’s services (including relevant references in scope and size)

20%

4 Quality of Proposer’s goods and services 20%

5 Proposer’s past relationship with the districts 5%

6 Impact on the ability of the districts to comply with laws and rules relating to historically underutilized businesses

0%

7 Whether the Proposer or its ultimate parent company or majority owner has its principal place of business in Texas or employs at least 500 persons in this state

0%

TOTAL 100%

The information that shall be provided under each of the above criteria factors shall be as follows:

1. Cost of Service:

Districts’ price worksheet is provided with this proposal below as Exhibit A. The worksheet must be completed in its entirety and submitted as identified in Section 4 below. The Service Provider will include all applicable costs in their RFP response including, but not limited to, future costs that may apply and that are not resulting from additional services requested by the Districts, as well as any costs from a 3rd party. Additional costs in excess of the total amount of the bid will be the responsibility of the awarded Service Provider(s).

The cost proposal shall include a detailed cost for each of the following activities:

a. Initial analysis, validation of data, website development.

b. Legal Analysis and Update. Review procurement and supplier diversity policies and procedures where applicable

c. Data Collection, cleanup, obtain Missing Data, collect Subcontract, purchases with cooperatives, industry categories, data and analysis

d. Analysis of geographic market area

e. Private sector analysis

f. Anecdotal data collection, public meetings (testimonies, public records, interviews, surveys, etc.)

g. Conduct availability and utilization

h. Analysis and statistical significance tests

i. Develop narrowly tailored remedies and recommendations

j. Draft disparity study report

k. Presentation of final disparity report and written recommendations

2. Qualifications/Experience/Services Needs Met: Discuss & present your firm’s qualifications in providing Disparity Study Consulting Services for an institution the size and scope of the Districts. Include the following, but not limited to:

a. Provide a brief executive summary of your Statement of Qualifications and include a statement of your company’s interest in the Districts.

b. Provide summary financial performance information or a link to the most recent filing.

c. Include a discussion of your experience in providing services to other Texas school districts and the points listed in the Scope of Service.

d. Provide resumes of your key staff to be assigned to each district.

e. As this study is funded by Harris County as part of a fund created for

Community Colleges and Independent School Districts, Aldine ISD, Alief ISD and Spring ISD have collaborated to participate in this Spring ISD procurement. Please:

a) Explain your firm’s capacity to support more than one institution for this study.

b) Provide a brief summary of approach to collaborating across institutions and recommendations for study execution.

c) Provide an overview of the components in the study that can be leveraged across institutions for cost savings.

f. Provide a draft timeline for each District’s study from kick-off meeting to Final Report.

3. Service Provider’s Reputation:

a. Provide three (3) relevant and verifiable references from clients with whom you have done business for at least three years. References are to be of the size and scope of this solicitation for which similar audit and consulting service is in progress or completed, not including this request for proposal.

b. Reference list shall include: Client Name, Contact Name and Title, Contact Phone/Fax/ E-mail address and brief description of work completed and date of completion (or ongoing) as it relates to this request for proposal.

c. Provide a current list of Texas clients.

4. Quality of Services; Vendors Quality Assurance Program:

a. Describe and provide documentation where applicable on the firm's internal quality control system.

b. Describe what steps will be taken to ensure a consistent level of service for each project.

5. Service Provider’s Past Performance:

This is an opportunity to evaluate how the Service Provider has performed on a previous contract award with any of the districts. New firms with no past history with the any of the participating districts will receive three (3) points. No Service Provider response is needed here.

6. Other Information to Provide which may impact evaluation scores:

a. Provide any value-added recommendations or services that your firm can provide which are relevant to the RFP.

b. This is an opportunity to evaluate the comprehensiveness of your firm’s response to the RFP, including all attachments and required information provided to assess your company’s capacity, experience, staffing and quality control measures.

3.2 Phase 2 Evaluation: The Districts, at their sole discretion, may select one or more

Proposers to participate in an on-site or remote interview process to demonstrate their service capabilities and project implementation plan, clarify various aspects of a Service Provider’s proposal and/or to further evaluate the qualifications and experience of the Proposer.

During Evaluation Phase 2, the Districts may discuss and negotiate modifications to the scope of services and pricing proposed by the Service Provider involved in this stage of the process. At the Districts’ sole discretion, the Districts may request Proposers to present their best-and-final offers.

Upon completion of Evaluation Phase 2, the total points earned by each Service Provider determine the final scores. The Districts, at their sole discretion, will determine which Service Provider to consider for contract award.

Phase 2 Evaluation Criteria

Criteria Description Maximum

Points Attainable

Project Methodology

• Degree to which proposed services meet the functional, technical, and other related requirements of the Districts

• Ease of use (navigation) of software/hardware as applicable

• Reporting capabilities

• Integration capabilities with current programs as applicable

Project Approach • Proposers will be evaluated based on clarity and thoroughness of their approach and methodology for a successful project

• Approach to reporting and recommendations

Maximum Score Attainable 100

3.3 Phase 3 Evaluation: The Districts, at their sole discretion, may select one or more

Proposers to participate in negotiations regarding the scope, pricing or any other factor listed in the Proposer’s submission or related to this RFP.

3.4 Contract Award: Each district shall have a separate, individual contract with the selected Service Provider. Each district shall pay for one-third of the cost of the disparity study and shall render payment(s) directly to the selected Service Provider. Notwithstanding the foregoing, in the event any district’s district-specific, individualized components of the disparity study require additional work in comparison to the other districts, that district(s) shall be solely responsible for those costs.

4 PROPOSAL SUBMISSION INSTRUCTIONS AND REQUIRED

DOCUMENTS

Service Provider responses (“Proposals”) shall be submitted electronically through the Spring ISD’s web-based e-Sourcing system (the “System”). If you require assistance either with the online registration process or technical assistance with the System, please contact Spring ISD’s Procurement Services at 281-891-6465.

All Suppliers submitting a proposal shall review and abide by the instructions referenced herein:

4.1 DEADLINE FOR ELECTRONIC SUBMISSION OF PROPOSALS (“BID OPENING”): Proposals shall be submitted electronically via Spring ISD’s System prior to 12:00 p.m. (CST) on Wednesday, November 08, 2023. After such time, the System “locks” and does not allow the submission of any responses. Respondents are encouraged to submit their electronic responses with plenty of time in advance of the deadline indicated to ensure a timely response. The Districts will not be responsible for lateness of receipt due to Internet delays or unavoidable circumstances.

4.2 REVIEW/RESPOND TO ITEMS WITHIN THE E-SOURCING SYSTEM: Within the e-Sourcing system, proposing Suppliers shall review all information provided and respond to all required information (if applicable) that may be listed under the following sections of the e-Sourcing system:

i. Attachments tab: This section of the e-Sourcing system may contain documents in electronic format (i.e. Word, Excel, PDF, etc.) that require the Service Provider’s review and/or completion, as directed.

ii. Attributes tab: This section of the e-Sourcing system may contain important Service Provider instructions and/or requests from the Districts for miscellaneous Service Provider information. Service Provider must review and/or respond to (if applicable) all Attributes associated with this Solicitation.

iii. Line Items tab: This section of the e-Sourcing system may contain one or more-line items for which the proposing Service Provider must provide the requested product/service information, which often constitutes item price, item description, item brand and model, manufacturing part #, etc. Service Provider must supply all requested item information.

iv. Response Attachments tab: This section of the e-Sourcing system may reference one or more documents which must accompany the Proposer’s response. Any documents referenced in this section must be uploaded through the Spring ISD’s e-Sourcing system in the format specified, if applicable.

4.3 PROVIDE REQUIRED DOCUMENTS (‘RESPONSE ATTACHMENTS’), AS INSTRUCTED

HEREIN: This Solicitation requires proposing Service Providers to complete the documents listed below and upload them back into the Spring ISD’s e-Sourcing system as electronic documents under the ‘Response Attachments’ tab. Unless specified otherwise within this Solicitation, the documents should be uploaded in PDF file format (either as separate attachments or combined into a single PDF file). Any required documents not provided by the proposing Service Provider may be grounds for disqualification from participation in this Solicitation. Service Provider must address items mentioned/required in Sections 2 and 3 of this RFP document.

A. Executive Summary: Briefly describe your company, the various goods and services offered by your company and provide a descriptive summary of the goods and services included in your proposal.

B. Qualifications & Experience: Elaborate on the qualifications and experience possessed by your organization and staff that are relevant in supporting the goods and services requested under this solicitation.

C. Scope of Services: The proposer’s proposal will include a general discussion of the proposer’s understanding of the “overall” project and the scope of work proposed. The response must clearly describe the proposed services and timeline that are necessary to meet the Districts’ requirements, as well as any services included in the proposal that are “value-added” or “optional.” The response must also confirm that the proposal includes all of the work effort necessary to implement the services included in the proposal.

D. Sample Documents: In connection with its proposal, each proposer shall submit all documents, including but not limited to agreements and or licenses of every kind that the proposer would incorporate into any agreement with the Districts arising out of this RFP. Proposer agrees and acknowledges that any documents submitted in response to this section are subject to review, negotiation, and final approval by the Districts. This may include sample copies of the following documents:

• Sample implementation documents

• Sample data tables and elements

NOTE: All required documents must be completed and signed (if applicable), and then uploaded to the District’s e-Sourcing system under the ‘Response Attachments’ tab.

-- End of Solicitation document –

Exhibit A

PRICING WORKSHEET-COST PROPOSAL

(All applicable costs must be provided in this section)

Company Name:

COST PROPOSAL

NOTICE TO PROPOSER: This Cost Proposal MUST be completed EXACTLY as shown.

PROPOSER

NAME:

SIGNATURE &

DATE:

NOTE: The signatory must be an individual or a company officer empowered to contractually bind the Proposer. If the Signatory is not the Proposer company president, evidence SHALL be attached showing the Signatory’s authority to bind the Proposer.

COST PROPOSAL SCHEDULE

The proposed cost, detailed below, shall indicate the proposed price for providing the entire scope of service including all services as defined in the RFP, Scope of Services for the total contract period. The proposed cost and the submitted proposal associated with this cost shall remain valid for at least 120 days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any resulting contract between the Proposer and the individual districts. All monetary amounts are United States currency.

Cost Item Description Proposed Cost and Total Hours per Cost Item Description (Total duration of the project 14 months)

HOURS COST TOTAL

1. Initial analysis, validation of data, website development.

1.1. Relevant geographical data

1.2. Relevant types of work

1.3. Contract and procurement data

1.4. Supplier data

1.5. Bid and proposal data

1.6. Quantitative data

1.7. Qualitative data

2. Legal Analysis and Update.

2.1. Purchasing procedures and policies

2.2. Supplier Diversity program

3. Private sector and geographic market area analysis

3.1. Human capital

3.2. Financial capital

3.3. Business ownership

3.4. Business success

3.5. Summary of topics above

Cost Item Description

HOURS

COST

TOTAL

4. Anecdotal data collection

4.1. Public meetings

4.2. Testimonies

4.3. Public records

4.4. Interviews

4.5. Surveys

5. Utilization analyses

5.1. Overall results

5.2. Contract goals

5.3. Industry

5.4. Time period

5.5. Concentration of dollars

6. Availability analyses

6.1. Purpose

6.2. Potentially available businesses

6.3. Availability calculations

6.4. Availability results

7. Disparity analyses

7.1. Overview

7.2. Analysis results

7.3. Statistical significance

7.4. Bid/proposal process

8. Analysis and statistical significance tests.

Utilization to availability in the relevant marketplace

9. Develop narrowly tailored remedies and recommendations

10. Provide draft report

11. Presentation of Final Report

12. Additional fees/expenses

Exhibit B Universal Guidelines for Action Plan and Recommendations

The goal is to coordinate and align studies across agencies and jurisdictions to lower costs and improve the assessment of M/WBE contractor availability in Harris County.

Disparity Studies generally consist of the following components:

− Foundation/Background (legal analysis, applicable laws, regulations, rule)

− Procurement Data and Analysis (market definition and utilization analysis)

− Availability/Disparity Computations (availability assessment and disparity index computation)

− Discrimination Assessment (statistical analyses, anecdotal evidence)

− Evaluation and Recommendations (status of current programs, future goals and strategies)

We anticipate that institutions funded will complete a study reasonably consisting of the components listed above. As a rule of thumb, studies typically include procurement/purchasing data analysis from a 3 – 5 year “look back” period.

To the extent possible, we advise that vendors selected to conduct studies for institutions funded by the DSFP to reasonably coordinate efforts on the components of the study.

We expect grantees to supply the County with a reasonable work plan that identifies components where alignment and coordination will occur.

Specific methodologies for defining availability are to be identified by each grantee based upon their needs. However, methodologies should not conflict in a way that may lead to legal challenges.