ESBD_File_349391_RFP 753-SHSU-2024-RFP-480-260000.pdf

Sam Houston State University A Member of The Texas State University System

Procurement Department

REQUEST FOR PROPOSAL

RFP NUMBER: 753-SHSU-2024-RFP-480-260000

Sam Houston State University Charter School Substitute Staffing Services

ALL PROPOSALS MUST BE RECEIVED BY:

February 28, 2024 @ 11:00 a.m. CT (Central Time)

NOTE: Proposal must be submitted in BearKatBuy Sourcing Director at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=SamHoustonState on or before the hour and date specified for the Request for Proposal opening. After receipt, only the names of offerors will be made public.

Prices and other proposal details will only be divulged after the contract award if one is made.

Refer Inquiries To:

Sam Houston State University Procurement care of the

BearKatBuy Sourcing Director Q & A Board at the web address shown above under RFP number:

753-SHSU-2024-RFP-480-260000

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=SamHoustonState

TABLE OF CONTENTS

Page

TABLE OF CONTENTS

SECTION A – INTRODUCTION

A.1 SCOPE OF PROPOSAL

SECTION B – PROPOSAL INSTRUCTIONS AND REQUIREMENTS

B.1 BEARKATBUY SOURCING DIRECTOR & DELIVERY METHODS/DOCUMENTATION 5

B.1.a BearKatBuy Sourcing Director B.1.b Unacceptable Proposal Delivery Methods B.1.c Samples, Bid Bonds, and Additional Documentation B.1.d Proposer’s Response/Late Proposals

B.2 RFP METHODOLOGY/PROCESS

B.2.a Proposer’s Acceptance of Evaluation Methodology B.2.b Selection Process B.2.c Criteria for Award B.2.d Public Information B.2.e Costs of Preparing Proposals B.2.f Negotiations or Discussions B.2.g Presentations B.2.h Pricing B.2.i Property of the University B.2.j Conditional Clauses B.2.k Proposal Validity Period B.2.l Modification or Withdrawal B.2.m Use of Services by Other Institutions of Higher Education

B.3 PROPOSER QUESTIONS, ADDENDA, AND AWARD INFORMATION

B.3.a Proposer Questions B.3.b Addenda to RFP B.3.c Award Information

B.4 GENERAL INFORMATION

B.4.a Class and Item B.4.b Communication with University Personnel B.4.c Parties to the Proposal/Resulting Contract B.4.d Termination/Cancellation B.4.e Performance Period/Option to Extend the Term B.4.f Multiple Awards B.4.g Re-award B.4.h Required Timeline B.4.i Insurance B.4.j Execution of Offer

B.4.k Compliance with University Policies……………………………………………………. .9 B.4.l Background Checks……………………………………………………………………….9 B.4.m Parking…………………………………………………………………………………...10 B.4.n Variation in Quantity…………………………………………………………………….10 B.4.o Bid Bond…………………………………………………………………………………10 B.4.p Performance Bond……………………………………………………………………….10 B.4.q Non-Discrimination………………………………………………………………...……10 B.4.r Higher Education Cloud Vendor Assessment Tool (HECVAT)………………………...10

B.5 PROPOSAL CONTENT, PREPARATION, AND SUBMITTAL INSTRUCTIONS

B.6 CONTRACTUAL REQUIREMENTS

B.6.a Contract Administration B.6.b Purchase Order B.6.c Purchase Order and Contractual Changes B.6.d Standard Contract Agreement B.6.e Invoice and Payment

B.7 THE STATE OF TEXAS HUB SUBCONTRACTING PLAN…………….……...…12

SECTION C – EVALUATION CRITERIA

C.1 REVIEW PANEL

C.2 WEIGHTED VALUES

SECTION D – PRODUCT/SERVICE SPECIFICATIONS

D.1 SPECIFICATIONS……………………………………………………………………………15

D.2 CONTRACTOR REQUIREMENTS………………………………………………………….15

D.3 SHSU RESPONSIBILITIES…………………………………………………………………..15

SECTION A – INTRODUCTION

A.1 SCOPE OF PROPOSAL: Sam Houston State University (“SHSU” or “University” herein), through this Request for Proposal (“RFP”) is seeking a professional staffing company to provide staffing services related to Substitute Teachers and Paraprofessionals at Sam Houston State

University’s Charter School campuses, to include recruiting, pre-employment screening, hiring, qualifying, certifying, disciplining and/or terminating, if necessary. The service provided should conform, at a minimum, to the Requirements and Specifications detailed in Section D. Interested companies (“Proposers,” “Vendor”, or “Contractor” herein) are requested to submit their full proposal (“Proposals”) and pricing under the Supplier Attachments section in BearKatBuy

Sourcing Director. Proposer is to provide all labor, equipment, coordination and travel, as required, to provide services in accordance with the specifications contained in this RFP.

Service areas to include the following locations:

• Sam Houston State University Charter School - Brighton Academy located in The

Woodlands, Texas in Montgomery County.

• Sam Houston State University Charter School - Cypress Trails located in Spring, Texas in

Harris County.

• Sam Houston State University Charter School - Spring Woods Academy located in Spring, Texas in Harris County.

• Additionally, SHSU-CS may add additional sites over the course of this contract. Other sites that may open in the Greater Houston Area approved under the Charter’s Geographic

Region by the Texas Education Agency.

NOTE: The University will pay only for the services utilized. The University makes no guarantee on the amount paid over the course of the contract. These services are not exclusive and the University, at its discretion, may contract with other contractors to perform these services.

SECTION B – PROPOSAL INSTRUCTIONS AND REQUIREMENTS

B.1 BEARKATBUY SOURCING DIRECTOR & DELIVERY METHODS DOCUMENTATION

B.1.a BearKatBuy Sourcing Director: SHSU Procurement Department (“Procurement”) uses an e-commerce system, BearKatBuy Sourcing Director (“BKB”), for all solicitations. Only proposals submitted in BKB will be accepted by the University. Proposers should carefully read and follow all directions and instructions contained in this document and in BKB.

The SHSU Purchaser overseeing this solicitation is:

Name: Kim Tibiletti

Phone: (936) 294-1941

E-mail: klt063@shsu.edu

Proposers may direct questions concerning BKB and how to submit responses to

William Tidwell, Director of Procurement and Business Services at email pur_wht@shsu.edu

Please try to have questions concerning BKB submitted by 5:00 p.m. CT the day before the RFP due date. Only questions concerning BKB and the submittal process may be addressed and answered by the e-Procurement Systems Specialist. All other questions concerning the solicitation must be handled as addressed in Section B.3.a.

The Proposer is solely responsible to ensure that all Prerequisites, Supplier Attachments, and any other instructions as directed/required in BKB and the RFP document have been completed. All attachments may be reviewed by the Proposer prior to final submission of their response.

B.1.b Unacceptable Proposal Delivery Methods: The University will not accept proposals submitted by telephone, facsimile (fax) transmission, hand delivered, mailed, electronic submission (e-mail, USB flash drive, CD-ROM, etc.), or any other method, other than through BKB in response to this

RFP.

B.1.c Samples, Bid Bonds, and Additional Documentation: Should the University, as part of this solicitation, require samples, a bid bond or any other additional documentation that cannot be submitted electronically the Proposer must submit the information on or before the time and date specified for the RFP opening via FedEx or UPS

The Proposer (not the carrier or delivery services (FedEx, UPS, etc.) or the University) is solely responsible for ensuring that the documentation is received in the Procurement office prior to the specified opening date and time as specified for the RFP opening.

Deliver Documentation To:

Procurement Department

University Plaza

1 Financial Plaza, Suite 260

Huntsville, TX 77340

B.1.d Proposer’s Response/Late Proposals: Proposer should carefully read the information contained herein and submit a complete response to all requirements and questions as directed. Failure to submit a complete response, including additional information/documentation, will result in mailto:pur_wht@shsu.edu disqualification of Proposer’s proposal. Proposals received after the deadline will be disqualified.

B.2 RFP METHODOLOGY/PROCESS

B.2.a Proposer’s Acceptance of Evaluation Methodology: By submitting a proposal, the Proposer acknowledges acceptance of the proposal selection process, the criteria for award, the scope of services and conditions under which the services are to be performed, the terms and conditions of the RFP, and all other requirements and specifications set forth in this RFP. In addition, the

Proposer recognizes that some subjective judgments must be made by the University during the

RFP process.

B.2.b Selection Process: The University will be the sole judge of the appropriateness and completeness of any and all submitted proposals. The University reserves the right to reject any or all proposals and in particular any proposal not containing the complete data or information requested. After the proposals are evaluated, the University reserves the right to further negotiate with the Proposer receiving the highest evaluation score, based on the criteria set forth. The University will review all proposals from Proposers that meet the requirements and have properly followed all instructions.

B.2.c Criteria for Award: The award, if made, will be to the successful Proposer(s), if any, selected by the University, in accordance with the requirements and specifications set forth in this RFP and will be to the Proposer that submitted a proposal in response to this RFP, on or before the submittal deadline, that is the most advantageous to the University. The factors to be considered by the

University in evaluating proposals and selecting the successful Proposer for this award, will be those factors listed, with their relative weights, in Section C of this RFP.

B.2.d Public Information: By submitting a proposal, the Proposer acknowledges that the awarded

Agreement, and the contents of any underlying proposals or other documents provided to the

University in response to a competitive bid process from which the Agreement resulted, are public information under the Texas Public Information Act (Texas Government Code, Chapter

552). Proposer agrees that the University may provide a copy of the Agreement and/or bid documents in response to a public information request, post the Agreement on its public website, or otherwise release the contents of the Agreement and/or bid documents at the University’s discretion and without prior notice to Proposer. Proposer acknowledges that the University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

B.2.e Costs of Preparing Proposals:

1. The Proposer shall bear, as its sole risk and responsibility, any costs that arise from preparation of the Proposer’s response to this solicitation.

2. Proposals should be prepared simply and economically, providing a straightforward, concise description of Proposer’s ability to meet the requirements and specifications of this RFP.

Emphasis should be on completeness, clarity of content, and responsiveness to the requirements and specifications of this RFP.

3. University will not provide compensation to Proposer for any expenses incurred by the

Proposer for proposal preparation or for demonstrations or oral presentations that may be made by Proposer, unless otherwise expressly stated. Proposer submits its proposal at its own risk and expense.

B.2.f Negotiations or Discussions: If possible, an award will be made without holding negotiations. If negotiations are necessary, they will be scheduled after all proposals are evaluated. Negotiations will only be held with Proposer(s) who have a reasonable chance of receiving contract award.

Therefore, do not anticipate negotiations being held. Best and Final Offers (BAFO) will only be requested if negotiations are held. Therefore, you are strongly encouraged to submit your best offer at the time proposals are due.

B.2.g Presentations: The University may, at its sole discretion, invite selective responsive Proposer(s), at the Proposer’s expense, to give an oral presentation/demonstration and respond to questions.

Presentations, at the University’s discretion, may be either on site at the University or by video conference.

B.2.h Pricing: Include any and all costs of materials, parts, labor, equipment, facilities, travel, overhead, profit, delivery, installation, warranty, etc., in the unit pricing for this proposal. All pricing must be in United States Dollars.

B.2.i Property of the University: Proposals and any other information submitted by Proposer in response to this RFP shall become the property of University.

B.2.j Conditional Clauses: Proposals that are qualified with conditional clauses; alter, modify, or revise this RFP in any way; or contain irregularities of any kind; are subject to disqualification by

University, at its option.

B.2.k Proposal Validity Period: Each proposal should state that it will remain valid for a minimum of forty-five (45) days (can change if Board approval needed) after the submittal deadline to allow time for evaluation of proposals, award determination, and any unforeseen delays. The successful proposal accepted by University shall remain valid for the full term of the Agreement or other contractual arrangements resulting from this RFP.

B.2.l Modification or Withdrawal: Proposal may be modified or withdrawn prior to the BKB submittal deadline. After submittal deadline, no proposal may be withdrawn without University’s consent, which shall be based on Proposer's submittal of a written explanation and documentation evidencing a reason acceptable to University, at its sole discretion.

B.2.m Use of Services by Other Institutions of Higher Education: Texas Law authorizes Institutions of Higher Education (defined by Texas Education Code, Section 61.003) to use group purchasing procurement methods (Texas Education Code, Section 51.9335). In addition to extending the pricing to SHSU, Proposer agrees that other Institutions of Higher Education may enter into an agreement or contract with Proposer for the purchase of the products/services described herein based on the terms, conditions, and prices of this awarded agreement. Such election shall be solely at the option of the Texas State University System (“TSUS”) component or other Institutions of

Higher Education. These State Agencies and Institutions of Higher Education will issue their own purchase orders/agreements, directly receive good or services at their place of business, and be billed directly by the successful respondent.

B.3 PROPOSER QUESTIONS, ADDENDA, AND AWARD INFORMATION

B.3.a Proposer Questions: After the RFP is advertised, Proposer(s) will have until February 13, 2024, 11:00 am to submit written questions in BKB via the Q & A Board in relation to this proposal.

Only questions submitted in BKB will be accepted. All questions submitted and received will be reviewed, consolidated where possible, and answered via the Q & A Board on BKB and linked through a notice on the Texas Electronic State Business Daily (“ESBD”) at http://www.txsmartbuy.com/sp to the RFP on BKB. Responses are usually posted within two (2) business days unless the questions involve legal issues or complex subjects. It is the Proposer's responsibility to continually check the BKB Q & A Board and the ESBD web site for responses.

B.3.b Addenda to RFP: If it becomes necessary to revise any part of this RFP, a revision will be given in the form of an addendum. The addendum will be posted on BKB and linked through a notice on the ESBD to the RFP on BKB. It is the responsibility of the Proposer to monitor the website for addenda or other written responses.

B.3.c Award Information: In addition, information about the award will be posted on both BKB and the ESBD.

B.4 GENERAL INFORMATION

B.4.a Class and Item: 917-77, 924-71, 924-77, 924-78

B.4.b Communication with University Personnel: All communication with the University must be through Procurement via the BKB Q & A Board (see Section B.3.a). Proposers are reminded that

SHSU is not bound by any oral statements or representations. Procurement is the only department that has the authority to provide official answers to questions, conduct discussions or negotiations, or enter into any binding Agreement. Except as provided in this RFP and as otherwise necessary for the conduct of existing SHSU business operations, Proposers are expressly and absolutely prohibited from engaging in communications with SHSU personnel who are involved in any manner in the drafting of the RFP, in the review or evaluation of the Proposals, in the selection of a Contractor, Negotiation, or formalization of a Contract. If any Proposer engages in conduct or communications that SHSU determines is contrary to the prohibitions outlined in this section, SHSU may, at its sole discretion, disqualify the Proposer and remove the Proposal from consideration.

B.4.c Parties to the Proposal/Resulting Contract: SHSU and the contractor. School of Agricultural

Sciences is a department of SHSU.

B.4.d Termination/Cancellation: In the event that the awarded Proposer is non-compliant with any portion of the awarded contract, the University will give the Proposer thirty (30) days written notice to comply. If compliance is unsatisfactory after the thirty (30) days, the University has the right to terminate the contract. If the contract is not to be renewed, at the end of its initial term or any renewal term, the University will give the contractor sixty (60) days written notice of non-renewal.

Either party may terminate the contract for any reason upon thirty (30) days written notice to the other party.

B.4.e Performance Period/Option to Extend the Term: After the initial 6-month year period, SHSU-

CS may extend the term of the resulting purchase order in one (1) year increments by written notice to the Proposer at least thirty (30) days prior to the end of the performance period.

Initial Period: March 1, 2024, or date of award if later, through August 31, 2024 http://www.txsmartbuy.com/sp

First Option Year: September 1, 2024, to August 31, 2025

Second Option Year: September 1, 2025, to August 31, 2026

Third Option Year: September 1, 2026, to August 31, 2027

Fourth Option Year: September 1, 2027, to August 31, 2028

B.4.f Multiple Awards: The University reserves the right to make one or more awards based on low line item, low total of line items, or any other combination that will serve the best interests of the

University.

B.4.g Re-award: The University reserves the right and has the option to re-award this contract to the next highest ranked Proposer(s) that meets the requirements of the RFP, if the initial awarded

Proposer(s) cannot meet the requirements of the RFP, for any reason, throughout the term of the contract.

B.4.h Required Timeline:

1. Issue RFP on or about: February 6, 2024

2. Last Day for questions: February 13, 2024, at 11:00 AM

3. Proposal due: February 28, 2024, at 11:00 AM

B.4.i Insurance: Proposer shall submit proof of insurance with their response as an attachment in BKB under Supplier Attachments. Proposer shall procure and maintain the minimum insurance policies and shall name the University as an additional insured party as appropriate; and upon execution of a contract to operate. The University’s minimum requirements are provided in BKB under

Prerequisites for this RFP.

B.4.j Execution of Offer: Proposer shall complete, sign, and submit the Execution of Offer with their response as an attachment in BKB under Prerequisites. The Execution of Offer must be signed by a representative of Proposer duly authorized to bind the Proposer to its proposal. Failure to sign and attach the Execution of Offer under Prerequisites in BKB will result in the rejection of the proposal.

B.4.k Compliance with University Policies: Proposer(s) are notified in the event of an award, the following University Policies, at a minimum, shall apply to a contractor’s employees and subcontractors while on the SHSU campus:

1. On-campus driving and parking;

2. Prohibition on smoking or tobacco use;

3. Fire safety; Hazardous Materials;

4. Drug-free workplace; and,

5. Prohibition of sexual harassment, or harassment or discrimination based on race, color, national origin, age, sex, religion, disability, or sexual orientation.

The University policies may be viewed at http://www.shsu.edu/intranet/site_policies.html and https://www.shsu.edu/dept/hr/policies.html.

B.4.l Background Checks: The awarded Proposer(s), prior to the issuance of a purchase order, shall be required to perform background checks on all employees coming into contact with students, faculty, or staff, per TSUS Rules and Regulations, Chapter III, Paragraph 10.3. No employee who has a police record other than minor traffic violations may be assigned duties under the awarded contract.

Contractor(s) shall be responsible for the submission of a police clearance record or background check within twenty-four (24) hours upon request.

B.4.m Parking: Parking permit requirements and information regarding parking fees may be viewed at https://www.shsu.edu/parking/.

B.4.n Variation in Quantity: A variation in quantity will not be accepted unless the variation has been caused by conditions of the manufacturing process and only to the extent shown below.

_______ Percent of increase _____ Percent of decrease

B.4.o Bid Bond: A cashier’s check, letter of credit, or bid bond executed by a corporate surety or sureties authorized to do business in the State of Texas, in the amount of $10,000.00 must be submitted with the proposal. The University will accept fully executed letters of credit or bid bonds electronically in BearKatBuy with the Proposer’s response. Cashier’s checks must be submitted as directed in Section B.1.c of these instructions. Security must be made payable to SHSU. Failure to submit a cashier’s check, letter of credit, or bid bond when requested will result in rejection of the proposal.

B.4.p Performance Bond: The awarded contractor shall maintain to the University’s benefit a letter of credit or a performance bond each year in the amount of one half of the amount due annually.

Should the contractor elect to furnish and maintain a performance bond, the bond shall be executed by a corporate surety or sureties authorized to do business in the State of Texas and executed on forms approved by the Attorney General of the State of Texas.

B.4.q Non-Discrimination: In their execution of any Agreement or contractual arrangement resulting from this Solicitation, all contractors, subcontractors, their respective employees, and others acting by or through them shall comply with all federal and state policies and laws prohibiting discrimination, harassment, and sexual misconduct. Any breach of this covenant may result in termination of the awarded Agreement.

B.4.r Higher Education Cloud Vendor Assessment Tool (HECVAT): Proposers shall complete and submit the Higher Education Cloud Vendor Assessment Tool (HECVAT) with their response as an attachment in BKB under Prerequisites. The University requires the HECVAT be completed for all IT related solicitations. Failure to complete and attach the HECVAT under Prerequisites in

BKB may result in the rejection of the proposal.

B.5 PROPOSAL CONTENT, PREPARATION, AND SUBMITTAL INSTRUCTIONS

Format for Proposal: Proposer shall submit proposals using substantially the following format in terms of order of content. Proposer shall make every effort to present the required information in a detailed, orderly, and compact presentation.

NOTE: All proposals are to be submitted in BKB under Supplier Attachments.

• Cover Page

• Table of Contents

• Executive Summary of Proposal

• Company Information and History, including but not limited to the following:

Company Name, Federal Tax Identification Number, Company address, contact information of company and Proposer’s representative.

• Pricing Proposal

• All required information as requested in the Evaluation Criteria, Sections B through D, as well as any additional information the Proposer feels is relevant to their proposal.

• SHSU Standard Contract Agreement – indicate acceptance or submit redlined Agreement.

• Historically Underutilized Business (HUB) Subcontracting Plan and all required HUB documentation, if applicable.

Length of Submission: Please keep proposal submission short and to the point while still providing all requested documents and information. Overly long or elaborate proposals are not desired.

NOTE: The above listing of items to be included in the proposal submission is a summary provided to aid Proposers in putting together their proposal package. Any items stated in other sections of the RFP, but not listed in this section, are still required to be provided as part of the proposal submission.

B.6 CONTRACTUAL REQUIREMENTS

B.6.a Contract Administration: Contract administration will be by Procurement in conjunction with the College of Arts and Media.

B.6.b Purchase Order: The University shall issue a purchase order for the initial purchase and set up period to record payment as part of the awarded contract. The University will issue a new purchase order for each subsequent fiscal year of the contract and any extensions, if exercised. Initial payment will not be made until the System is installed, commissioned, and accepted by the

University.

B.6.c Purchase Order and Contractual Changes: All addenda to and interpretation of this solicitation shall be in writing. The University shall not be legally bound by any addenda or interpretation that is not in writing. All changes must be supported by a written addendum or Purchase Order Change

Notice prepared and processed by Procurement. Other SHSU personnel do not have the authority to issue changes, oral or written, to the resulting purchase order.

B.6.d Standard Contract Agreement: The terms and conditions contained in the University’s Standard

Contract Agreement (“Agreement”) (ref. Prerequisites) or, at the sole discretion of the University, terms and conditions substantially similar to those contained in the Agreement, will constitute and govern any contract that results from this RFP. If Proposer agrees with the terms and conditions set forth in the Agreement, Proposer will acknowledge acceptance in writing and submit with the

Proposal. Failure to acknowledge this Section may result in disqualification of Proposal. If

Proposer has additional terms and conditions that it proposes to include in any contract or agreement resulting from this RFP (such as software license terms and conditions, participation forms, etc.) or if Proposer takes exception to any terms or conditions set forth in the Agreement, Proposer shall submit a redlined Agreement (in the original editable format, i.e. Microsoft Word) as part of its Proposal. Proposer’s additions and exceptions will be reviewed by the University and may result in disqualification of Proposal as non-responsive to this RFP. If Proposer’s additions and exceptions do not result in disqualification of Proposal, then the University may consider

Proposer’s additions and exceptions when the University evaluates the Proposal. The University will not be bound by or required to accept or agree to any terms and conditions that a Proposer includes (or fails to include) in its Proposal.

Any addition, deletion, noted exception or other change made to the Agreement must be accompanied by a comment explaining Proposer’s rationale for the edit. Failure to include all such terms and conditions in response to this RFP may result in disqualification of

Proposal.

B.6.e Invoice and Payment:

1. The University’s standard payment terms are NET 30 days in accordance with the State of

Texas Prompt Payment Act, Texas Government Code, Chapter 2251, unless otherwise noted on the purchase order. SHSU is an agency of the State of Texas and is tax exempt.

2. Payment will be made by SHSU Disbursements Department after receipt of a correct invoice and a payment approval from the department.

3. Submit original invoices to:

Disbursements and Travel Services

Box 2185

Huntsville, TX 77341

E-mail: acctspay@shsu.edu

B.7 THE STATE OF TEXAS HUB SUBCONTRACTING PLAN

NOTE: For this RFP a HUB Subcontracting Plan (HSP) is required. Failure to comply will result in the rejection of the proposal.

a. Proposals over $100,000 (including initial award and all potential option/extension periods) submitted without an HSP will not be considered for award.

b. Questions regarding the HSP and/or to review the HSP as a courtesy PRIOR to the RFP closing date and time as shown on page one of this document can be directed to the University's HUB

Coordinator, Cynthia Guajardo, at (936) 294-1991 or shsuhub@shsu.edu.

c. SHSU has adopted the Texas Statewide Procurement Division’s (SPD) rules as their own HUB rules (Texas Government Code, Section 2161.003 and Texas Administrative Code (TAC), Title

34, Part 1, Chapter 20, Subchapter D, Division 1, Rule 20.285. It is the policy of the University to encourage the use of small and historically underutilized businesses by making good faith efforts to increase purchases and contract awards through race, ethnic, and gender-neutral means. The goal is to promote full and equal business opportunity for all businesses. The

University will make a good faith effort to assist small and historically underutilized businesses in receiving a portion of the total contract value for all contracts for construction, services, including professional and consulting services, and commodities purchases. The University has determined that subcontracting opportunities are probable under this contract. Proposers who intend to subcontract must perform their good faith effort in completing the HSP. Failure to do so will result in disqualification. When completing the HSP make note that the

University’s HUB goals are as follows:

mailto:acctspay@shsu.edu mailto:shsuhub@shsu.edu

Building Construction 21.10%

Special Trade 32.90%

Professional Services 23.70%

Other Services 26.00%

Commodities 21.10%

d. HSP forms have been provided in BKB under Prerequisites for this RFP. HSP forms are also available at the Texas Comptrollers website at the following link:

https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php

SECTION C – EVALUATION CRITERIA

C.1 REVIEW PANEL: Proposals will be evaluated by a review panel on the basis of the criteria listed below. Relative weights of the criteria are listed below. Only criteria designated in the solicitation can be considered in the award determination.

C.2 WEIGHTED VALUES: Evaluation factors will be weighted as follows:

Price Evaluation Criteria & Financial Consideration

• Cost of services, per provided specifications. (20 Points)

• Escalation rate, if any, for option years. (10 Points)

• Any other additional costs added by contractor. (5 Points)

35 PTS

Proposer’s Methodology, Personnel, and Ability to Provide Required

Services:

• Ability to provide the complete list of services requested in Section D.

(9 Points)

• Proposer’s staffing, number of personnel, certifications. (9 Points)

• Proposer’s methodology, including, but not limited to, technical approach and understanding of the Scope of Work (SOW). (9 Points)

• Depth and detail of comprehensive plan to provide services. (8 Points)

35 PTS

Proposer’s Experience

• Proposer’s history and experience providing similar services for public/private Charter Schools, K-12 schools. (20 Points)

20 PTS

Proposer’s Qualifications/Business History

• Background/experience of key personnel assigned to the project (3

Points)

• Quality of references from former and current customers. (3 Points)

• Business history and financial position. (3 Points)

• Quality of RFP response and how well did the Proposer follow the instructions of the RFP. (1 Point)

10 PTS

Total

100 PTS

SECTION D – PRODUCT/SERVICE SPECIFICATIONS

D.1 Contractor shall provide staffing services related to Substitute Teachers and Paraprofessionals at

Sam Houston State University’s Charter School campuses. The service shall be comprehensive as detailed below.

Locations:

Brighton Academy Campus: 10801 Falconwing Dr, The Woodlands, TX

Grades: Kindergarten to 6th Grade

Cypress Trails Campus: 22801 Aldine Westfield Rd, Spring, TX 77373

Grades: Kindergarten to 5th Grade

Spring Woods Campus: 1711 Cypress Creek Pkwy. Houston, TX 77090

Grades: Kindergarten to 5th Grade

Pricing to include: The cost per hour for one (1) substitute teacher and/or paraprofessional at each campus location. Current base rate is $120.00 per day for a full day.

Example of SHSU-CS academic calendar, D4.

D.2 RESPONSIBILITIES OF THE STAFFING COMPANY:

The required services to be provided for substitute teachers and/or paraprofessionals are:

1. Service Requirements:

a. Substitute teachers/paraprofessionals must report on time, dressed in accordance with school policy, properly instructed, supervised. Workday shall consist of eight (8) hours per day (7:45 a.m to 3:45 p.m.) from September through May.

b. No substitute can be on school property without a completed background check.

2. Proposer will provide the following services:

c. Staffing services related to Substitute Teachers and Paraprofessionals (hereinafter

“Contractors”) at Client’s Premises and/or Client’s Campus including recruiting, pre-employment screening, hiring, qualifying, certifying, disciplining and/or terminating, if necessary, all participating Contractor’s.

d. Will ensure Contractors obtain required training and licensing as required by applicable laws.

e. Will provide Contractors, as available and on a nonexclusive basis, as requested by Client at Client’s Premises and/or Client’s Campus as mutually agreed upon in writing by the

Parties.

f. Will require its Contractors who have access to school-age children at Client’s Premises and/or Client’s Campus to undergo a background check pursuant to §§ 22.0831-0837 of the Texas Education Code, commonly referenced as Senate Bill 9.

g. Will provide a biweekly invoice to Client for the Premises or Campus where Contractors were utilized. The biweekly invoice submitted to Client will include the following information: (i) Contractor name (ii) assignment date(s); location of Premises and/or

Campus worked by Contractor, and amount invoiced for each Contractor utilized by

Client during that period of time at Client’s Premise and/or Campus.

h. Will provide Client with access to Proposer’s web-based online system for Client to access available reports related to the number of Contractors utilized by Client during the term of the agreement/contract.

D.3 SHSU Charter School Responsibilities:

a. Will provide Proposer with specific requests for Contractor assignments using Proposer’s web-based system, which will include but not be limited to:

(i) The number of days Client requires Contractor(s) [for example January 5-8]

(ii) Type of Contractor Service required [for example Substitute Teacher and/or

Paraprofessional]

(iii) The Premises and/or Campus where Contractor(s) is/are needed

(iv) Any other relevant information Client possesses to ensure that Client’s request(s) for a Contractor can be fulfilled.

b. Will designate a campus-level administrator to act as a “liaison” between Client and

Proposer. At a minimum, Client’s designation will include the full legal name of the administrator as well as that administrator’s mobile phone number.

LIAISON’S FULL LEGAL NAME: _______________________________

LIAISON’S MOBILE PHONE NUMBER: _________________________

c. Will provide Contractor’s with a safe work site at the Premises or any other campus under

Client’s control and provide relevant information, training and safety equipment identifying any hazardous substance(s) or condition(s) to which Contractor(s) may be exposed.

d. Will not unilaterally modify or change the Contractor’s Premises or Compus location assigned by Proposer.

e. Will not include Contractor in any of Client’s benefit plans, policies, or practices, and not make any offer or promise relating to Client’s compensation or benefits.

f. Will provide all necessary supplies and materials for Contractor to perform the work requested by Client at the Premises and/or Campus under Client’s control.

D.4