14-RFP 25-46 Painting Services, Systemwide.pdf

RFP 25‐46 Painting Services

Procurement Operations Department

3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP)

FOR

PAINTING SERVICES

RFP NUMBER: 25‐46

ISSUED BY:

Procurement Operations

Department

For

FACILITIES DEPARTMENT

PROCUREMENT OFFICER:

Art Lopez, Sr. Buyer

Email : arturo.lopez@hccs.edu

Phone : (713) 718‐7463

PROPOSAL CLOSE DATE: September 10, 2025

TIME (Before): 2:00 p.m. (local time)

HCC BID Portal

Houston Community College (bonfirehub.com)

This Solicitation Requires All Proposals to be Submitted Electronically Through Bonfire. No Paper, Email or Fax Submissions Will Be Accepted.

TABLE OF CONTENTS

Section Headings Page Number

Introduction and General Information 3

Section 1 – Submittal Instructions 4

Section 2 – Project Overview and Scope of Services 6

Section 3 – Schedule of Items and Pricing 18

Section 4 – Evaluation Criteria 20

Section 5 – Instructions to proposers 22

Section 6 ‐ General Information 29

Section 7 – Required Attachments 40

NOTE: All noted Attachments are to be completed and submitted with Proposal, Attachments

1, 5 and 7 must be signed and notarized.

Exhibit Number Exhibit Title

Exhibit No. 1 HCC Master Services Agreement (Attached)

Exhibit No. 2 HCC Facilities with Year Built and Sq Ft (Attached)

SOLICITATION SCHEDULE

The following is the anticipated solicitation schedule including a brief description for milestone dates:

Solicitation Milestone Date & Time

RFP released and posted to HCC’s & ESBD’s websites August 6, 2025

A non‐mandatory in person face‐to‐face Pre‐

Proposal Meeting will be held at HCC’s

Administration Bldg., 3100 Main Street, Houston, TX

77002 ‐Second Floor‐ Conference Room “A”

August 19, 2025, at 10:00 a.m. (local time)

Deadline to receive written questions/inquiries August 25, 2025, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) September 3, 2025

Proposal Submittal Due Date September 10, 2025, by 2:00 pm (local time)

Anticipated Board Recommendation and Approval

Date November, 2025

NOTE: Houston Community College reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted on HCC Procurement Portal for your convenience.

INTRODUCTION

This is a Request for Proposal (RFP) pursuant to Chapter 44.031 of the Texas Education Code.

Houston Community College (“HCC” and/or “the College”) seeks proposals from qualified firms to provide Painting Services. Sealed proposals, subject to the terms and conditions of this RFP as more fully explained herein, for evaluation of services must be received on or before the due date specified in the Solicitation Schedule above. Visit Houston Community College (bonfirehub.com) for additional information on this and other business opportunities.

GENERAL INFORMATION

Houston Community Collegeʹs service area includes Houston, Katy, Spring Branch, and Alief

Independent School Districts, as well as Stafford Municipal District, and the Fort Bend portion of

Missouri City. The System is accredited by the Commission on Colleges of the Southern

Association of Colleges and Schools to award associate and baccalaureate degrees.

HCC serves its students and the region by offering associate and bachelor’s degrees, certificates, academic preparation, economical education options, vocational trainings, flexible class schedules, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society. Houston Community

College increases the economic outcome of its students and communities, playing an integral role in transforming and improving lives.

As of the year 2024 HCC has nineteen (19) campuses, spanning 6,517,666 square feet, serving

85,858 students.

More information regarding HCC is found in the annual HCC Fact Book. The Fact Book can be found at HCC Fact book.

VENDOR COMMUNICATION:

Communication between the Procurement Operations Department and vendors is helpful and encouraged. Steps must be taken, however, to maintain a fair opportunity to compete for all vendors and to avoid any appearance of favoritism. In order to protect the integrity of the process, once the solicitation is issued, the following protocols must be observed:

1. Other than the Assigned Procurement Officer listed, all communication is strictly forbidden and may result in disqualification.

2. All requests for clarifications, information and questions must be submitted in writing to the Assigned Procurement Officer during the Question‐and‐Answer time frame outlined in the solicitation document.

3. All responses and necessary corrections to the solicitation will be communicated through the addendum process by the Assigned Procurement Officer.

The above referenced guidelines will ensure the College is maintaining a fair and equal opportunity among all eligible vendors during the solicitation process.

SECTION 1 – SUBMITTAL INSTRUCTIONS

1.1 HCC is requiring Proposers to submit their response to this request electronically through the Bonfire Portal Houston Community College (bonfirehub.com). HCC intends to utilize

Bonfire as its exclusive solicitation platform. Proposals can now be accepted through the

Bonfire platform.

1.2 The following are some important notes about Bonfire:

1.2.1 Official versions of HCCs solicitation, associated documents and any updates are available through Bonfire.

1.2.2 Questions are only accepted through Bonfire before the deadline as noted in the

Solicitation Schedule. Associated answers will be posted in Bonfire.

1.2.3 Logging in and/or uploading files(s) does not mean that the response is submitted. Proposers must successfully upload the required files(s), submit all required information including forms and attachments and click the submit button before Closing Date and Time.

1.2.4 Proposers will receive an email confirmation receipt with a unique confirmation number once Proposers finalize their submission. This will confirm that

Proposers have successfully submitted their response.

1.2.5 If an item in Requested Information is designated as Required, Proposers will not be able to complete their submission until the requirement is met;

1.2.6 Uploading large documents may take significant time depending on factors such as the size of the file(s) and Proposer’s internet connection speed.

1.2.7 Please note the type and number of files allowed. The maximum upload file size is one gigabyte (1 GB). Please Do Not embed any documents within the uploaded files as they will not be accessible or evaluated.

1.2.8 Minimum system requirements for uploading files(s): Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

1.2.9 If Proposers need technical assistance with using Bonfire, you may contact

Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x2.

1.2.10 Please note that all inquiries related to the actual solicitation contents and any clarifications must be submitted to HCC though the Opportunity Q&A feature in Bonfire; and by submitting a Proposal in Bonfire, Proposer acknowledges and accepts all addenda, questions and answers posted by HCC in Bonfire.

1.3 Proposers shall meet the following minimum requirements to be considered for evaluation:

1.3.1 The proposer shall complete the appropriate Pricing documents found in Bonfire based on goods and/or services offered. Proposer shall submit a fee schedule for any fees not already listed on the line items.

1.3.2 The proposer shall submit all Requested Information in Bonfire and shall submit the

Form CIQ (Conflict of Interest Questionnaire) regardless of if conflicts exist. By submitting a Proposal, with a completed Form CIQ, Proposer certifies compliance with the requirements therein.

1.3.3 HCC reserves the right to request additional information as it deems necessary; and

1.3.4 It is incumbent upon the Proposer to review the solicitation in whole and particularly the evaluation categories and provide any other information that it deems relevant to HCC’s consideration of their Proposal.

1.4 The College will in no way be responsible for any delay, difficulties, causes or any other occurrences that inhibited or prevented a timely submittal.

1.5 The College accepts no financial responsibility for any costs incurred by the Proposer in the course of responding to this invitation.

1.6 All questions regarding this proposal must be submitted in writing not later than the due date specified above in the Solicitation Schedule in the Bonfire portal. Contact between solicited vendors and user departments during the request for sealed proposal process or evaluation process is prohibited.

1.7 HCC reserves the right to reject any or all proposals, accept proposals deemed most advantageous to the college system and to waive any technicalities in proposing.

1.8 Each proposer agrees to hold their offer open for acceptance by The College for a minimum of one hundred eighty (180) days from the submittal deadline date and time for proposal submission.

INTENTIONALLY LEFT BLANK.

SECTION 2 –PROJECT OVERVEW & SCOPE OF SERVICES

2.1 Project Overview

The Houston Community College System (“HCC and/or the “College”) is accepting sealed proposals from qualified firms/contractors to provide Painting Services. The purpose of this request is to allow HCC to purchase services from your firm while remaining in compliance with state and federal laws and requirements. HCC reserves the right to award separate contracts to multiple contractors.

2.2 Contract Term

It is anticipated that the contract term for contract(s) awarded as a result of this RFP, if any, will be two (2) years with the option to renew for three (3) additional one‐year terms. Further, HCC reserves the right to extend the contract on a month‐to‐month basis, not to exceed three (3) months upon the expiration of the initial term and any successive renewal term.

HCC estimates the annual contract spend to be one million, five hundred thousand dollars

($1,500,000). PLEASE NOTE THERE IS NO GUARANTEED ANNUAL VOLUMES. The

College makes no guarantees on quantities and may purchase more or less than those stated in this proposal.

2.3 Pre‐Proposal Conference

A non‐mandatory pre‐proposal conference will be held at a time and location as indicated in the

Solicitation Schedule above. Attendance at this conference is advised if your firm wishes to ask any questions in connection with this RFP. The College intends to present general information, which may be helpful in the preparation of proposals, and to offer firms the opportunity to ask questions concerning this RFP.

The pre‐proposal conference also provides opportunities for Proposers to network and establish

SBE and/or subcontracting relationships.

Attendance is highly recommended to understand the requirements of this proposal. Any questions/clarifications that result from the meeting shall be submitted through the Vendor

Discussion section in Bonfire.

The pre‐proposal conference also provides opportunities for Proposers to network and establish

SBE and/or subcontracting relationships.

2.3.1 Contractor Must Make Thorough Study and Investigation

The Contractor must familiarize himself/herself with the project by thorough personal examination of the proposed work site(s), by due consideration of the specifications if applicable, and by use of any other means that may be necessary to determine the following:

a. The actual conditions and requirements of the work.

b. Any unusual difficulties that may be encountered in the prosecution of the work.

c. The character and respective amounts of all classes of labor and material which the contractor may be required to furnish in order to complete all or any part of the work; and

d. All circumstances and conditions affecting the work or its cost.

The Contractorʹs proposal must include any and all expenses he or she may incur to complete the work stipulated under the proposed contract. Any failure of the Contractor to acquaint himself or herself with all the available information concerning the above shall not relieve him or her of responsibility for estimating properly the difficulties or cost to successfully perform the work.

A map of the various campus locations is provided on the College’s website at:

https://www.hccs.edu/locations/.

2.4 Scope of Services

Houston Community College (HCC) is seeking proposals from experienced contractors for

ʺas‐neededʺ maintenance painting services, encompassing both interior and exterior projects.

The scope of work includes surface preparation, application of protective and decorative finishes, coatings, and sealants, with strict adherence to all applicable laws and regulations.

Selected contractors must provide all necessary resources, labor, equipment, materials, and ensure proper permitting and insurance. HCC may award multiple contracts based on the successful contractorsʹ demonstrated capability to meet all RFP requirements.

2.4.1 Protection:

a) The Contractor shall assume full and sole responsibility for ensuring the safety of its personnel and subcontractors, complying with all applicable local, state, and federal laws, rules, and regulations related to safety and health.

b) The Contractor shall provide and maintain all necessary protective devices and safety precautions including, but not limited to: barriers, signs, and personnel protective equipment (PPE), to prevent damage, injury, or loss to individuals (including students, staff, employees) and property.

c) The Contractor shall exercise due care and implement appropriate measures to safeguard adjacent work and surrounding areas from damage or contamination, such as splatters.

d) The Contractor shall maintain a clean work site, free from waste and debris caused by their operations. Upon project completion, the contractor is responsible for removing all construction‐related waste materials, substances tools, equipment, and machinery from the site.

e) The Contractor is responsible for site preparation tasks including furniture relocation and protection, removal and reinstallation of wall and window treatments, and removal and reinstallation of receptacle and switch faceplates.

The specific scope of these services will be determined by the project requirements.

f) The Contractor shall take all necessary measures to secure and protect their tools, equipment, materials, and supplies. HCC is not liable for any damage, theft, or injury to these items, or to the property of anyone working on the Contractorʹs behalf.

g) The Contractor is responsible for preventing and repairing any damage to HCC property or the surrounding work area caused by their work, including damage from vehicles, equipment, materials, or workmanship. The Contractor shall bear all costs associated with such repairs or restoration.

2.4.2 Surface Preparation:

Assess site surfaces to identify existing conditions and specify the necessary surface preparation methods to achieve superior coating results.

a) Applying a primer or sealer as part of surface preparation helps prevent migration of substrate chemicals that can interfere with the finish coat. It also creates a strong bond between the finish coat and the surface, contributing to a durable and long‐lasting coating system.

b) Surface preparation for painting or coating shall be done in strict accordance with the printed recommendations of the paint coating manufacturer.

c) Prior to painting, surfaces must be clean, dry, and free of dirt, oils, loose paint or any other contaminants or chemical residues that could negatively impact adhesion, protective properties, or appearance of the coating.

2.4.2.1 Interior:

a) Thoroughly prepare the surface for patching by eliminating any loose, chipped, peeling, or blistered paint, as well as any other surface contamination, through sanding and scraping. For crack repairs, carefully enlarge existing cracks by forming a V‐shape, a fraction of an inch wide on each side, to enhance the bonding surface for the patching material.

b) Surfaces are to be free of all oil, grease, dirt, chalk, or other foreign deposits and shall be removed by washing with a detergent solution of Tri‐Sodium Phosphate (TSP) and water. Rinse and allow surface to dry thoroughly.

c) To prepare a glossy surface for painting, dull it by sanding or using a liquid de‐ glosser. Note: If using water‐based paint, do not use a liquid de‐glosser. Fill any joints, cracks, voids, or splits with suitable patching materials like compounds or caulking, creating a smooth and even surface for paint application.

d) Seal around door jams, window casings and baseboards and wipe off excess.

2.4.2.2 Exterior:

a) Prepare the surface for coating by pressure washing to remove residual contaminants and mildew. A cleaning solution containing biodegradable Tri‐Sodium Phosphate

(TSP), chlorine‐based bleach, and water at 2500 psi is effective, but always consult your power washerʹs manual for recommendations and safety guidelines. Thorough drying is essential before applying any paint or other coatings.

b) When using sand or water blasting, it is crucial to follow the manufacturerʹs recommendations and safety warnings carefully.

c) Remove efflorescence (calcium deposits), first brush the affected surface thoroughly with a stiff‐bristled brush. Then, apply a 5% muriatic acid solution to neutralize any remaining deposits, following up with a thorough rinse using clear water.

d) Repair mortar joints and other surface imperfections, including cracks, voids, and splits, using appropriate patching compounds or caulking.

e) Seal around door jams, window casings and baseboards and wipe off excess.

2.4.2.3 Surface Types:

Interior Surfaces Feature:

Walls and Ceilings: Painted finishes

Woodwork: Painted (including handrails, windows, casings, sills, doors, and door frames) and stained/varnished finishes.

Lockers: Metal (athletic and corridor types)

2.4.2.4 Exterior Painting:

T‐Buildings: All painted wood and metal surfaces, including handrails, windows, window casings, sills, doors, and door frames.

Other Buildings: All painted wood and metal surfaces, including handrails, windows, window casings, sills, doors, and door frames.

All Buildings: Painted concrete, brick, and CMU (concrete masonry unit) surfaces.

2.4.2.5 Paint Coating Color Change:

In instances where color coverage or product compatibility is a concern, a bonding primer coat shall be applied between existing substrates and the final finish coat.

2.4.2.6 Special Coating Process:

Electro‐Coating: (e‐coating, electro‐deposition for metallic surfaces, i.e. lockers)

Please include a comprehensive scope of work detailing the process and steps for the electro‐coating process.

2.4.2.7 Paint Thickness:

Provide the following minimum dry film thickness per coat:

Interior: 1.0 mil (Two finish coats are required).

Exterior:

a. Latex Paints: 1.0 millimeters

b. Oil Paints: 1.5 millimeters

c. Primer: 1.5 millimeters

d. Bonding Primer: 1.5+ millimeters

Thickness Test: Use a visual observation gauge that measures ʺVʺ shape scratch.

2.4.2.8 Acceptable Manufactures:

The following are acceptable manufactures, subject to specification compliance:

a. Benjamin Moore Co.

b. Cook Paint Co.

c. ICI Devoe Coatings

d. ICI Dulux Paint Store

e. Kelly‐Moore Paint Co., Inc.

f. Pratt & Lambert

g. Pittsburgh Paints

h. Sherwin Williams

Note: HCC Shall Specify Grade of Paint Coatings for Each Specific Job.

2.4.2.9 Materials Conformance:

All painting products chosen for resurfacing must be compatible with and conform to the existing surface finishes detailed in this solicitation. The paint products shall be of a commercial ʹNumber One Gradeʹ unless otherwise instructed by HCC to utilize a ʹBestʹ grade or higher. The appropriate number of coats, as specified for each of the seven (7) surface types and the condition of the existing surfaces, shall be applied accordingly.

2.4.2.10 Cleaning:

The Contractor shall, upon final completion of the work, remove all spatters, spots, and blemishes attributable to their operations. All surplus materials, excluding one gallon of each applied material, shall be cleared from the site, and the premises delivered in a neat, clean, and finished condition.

2.4.3 General Information:

Regulatory – Requirements:

To ensure safety and environmental protection, all materials and their applications must comply with fire marshal and air pollution control regulations. Additionally, all scaffolding employed for this work must meet OSHA safety standards and relevant local ordinances.

2.4.4 Workmanship:

The Contractor shall be responsible for:

Supervising and directing all work with their best skill and attention.

Determining and implementing construction means, methods, techniques, sequences, and procedures.

Coordinating all work activities.

Ensuring the safe performance of work and jobsite safety. All work shall be performed by experienced, skilled craftsmen and completed to the highest industry standards. Finishes shall be applied evenly, without sags, skips, or other defects, and in accordance with manufacturerʹs instructions and all painting specifications outlined in this RFP.

Leveling: Apply finish with proper consistency and quantity so paint flows out to a level surface free of brush and roller marks, bubbles, dust runs, sags and holidays. Spread coatings evenly.

Appearance: Provide uniform color, texture, and sheen.

Neatness: Do not smear, spatter, or run coatings over adjoining colors or materials. Cut‐in lines shall be straight.

2.4.5 Parking Lot Painting:

The Contractor shall be responsible for providing all labor, materials, equipment, and supervision required for parking lot painting services at HCC. These services include:

Re‐painting stencils in the designated senior student parking area.

Repainting and re‐striping the existing faculty parking area.

Removing and repainting pavement markings.

Applying traffic striping.

Any other related painting services.

Mandatory Pre‐Painting Preparation: All designated parking areas must be power washed to remove algae, dirt, debris, and loose paint before painting commences.

2.4.6 Visual Inspection:

Upon successful selection, the painting service contractor will be contacted by HCC’s

Facilities Maintenance Representative for a visual inspection of the proposed work sites.

This inspection is essential for the contractor to become familiar with site conditions and calculate costs.

The Contractor will then be required to submit a written proposal detailing the scope of work, utilizing the itemized pricing structure previously submitted.

Note: Lump‐sum proposals are not permitted.

HCC’s Facilities Maintenance Department Representative will authorize these inspections, specifically focusing on the condition of existing painted surfaces, determining the necessary surface preparation, removal of failed coatings, primer or bonding coatings, type of finish coatings required, and the conditions under which the work is to be performed.

The Contractor shall then provide an estimate, accordingly, adhering to the contractually awarded pricing.

All awarded contractors can request a proposal tabulation for this contract. During inspections, the contractor will:

Determine if the existing paint finish is meeting its intended purpose and, if necessary, recommend alternative finishes to enhance protective or decorative qualities, improve appearance, and achieve cost‐effective maintenance.

Measure the area of each surface to be painted using a measuring wheel.

Project an itemized cost for painting coating products and associated square foot pricing for their application, based on the previously provided pricing data.

Note: Following this, a purchase order will be issued to the contractor, authorizing the specified work.

2.4.7 Final Inspection Prior To Payment Authorization:

All work is subject to acceptance by HCC’s Facilities Maintenance Department

Representative. Any work that does not conform to the specification requirements and/or quality workmanship shall be corrected by the painting contractor at no cost to the College.

Site specific proposals for specific work may be obtained from any one of the awarded contractors if more than one contractor is awarded the contract. HCC’s Facilities Maintenance

Department representative may contact the awarded contractor(s) to provide one or more quotes for the painting services project.

2.4.8 Qualifications:

1. The Contractor shall show a minimum of three (3) years of maintenance painting experience.

2. The Contractor shall provide a written letter of bonding ability from insurance/bonding company.

3. The Contractor shall demonstrate the ability to handle the scope of work at all levels

(minor and major painting projects.)

4. The Contractor shall demonstrate ability to handle multiple jobs concurrently.

5. The Contractor shall provide three to five references with the following complete information with all elements (schools, colleges, universities preferably.)

• School or Business name

• School or Business Contact Name

• Company phone number

• Location of Job

• Scope of Job

• Cost of Job

• Completion Date

2.4.9 Warranty:

The Contractor warrants to the Owner that for a period of one year, the work performed will conform to the requirements of the Contract Documents and be free from defects in materials and workmanship, including those related to surface preparation and product application, which lead to unserviceability or objectionable appearance.

Defects shall include, but not be limited to:

• Noticeable discoloration, streaking, blooming, darkening, or fading.

• Mildewing

• Peeling, cracking, blistering, alligatoring, or releasing from substrate.

• Chalking or dusting excessively.

• Softening or becoming tacky.

2.4.10 Definitions:

Minor Surface Preparation: restricted to areas requiring light treatment (no more than 25% of the surface), encompassing tasks such as sanding, scraping, wiping, patching, caulking, and applying a primer coat.

Remove Failed Coatings‐Medium: (up to 50% area and depth) sanding, craping, wiping, primer coating and minor patching repairs for cracks, holes, and leveling surface of substrate.

Remove Failed Coatings‐Maximum: (50% + area and depth) amount of old coatings removal, sanding scraping, wiping, larger patching repairs for cracks, voids, separations, and slippage buildup of substrate.

Bonding: Coating‐stronger adhesion and coverage to substrate (i.e. mildew, change in color, substrate coverage).

2.4.11 Additional Requirements:

Contractors and their employees must always wear visible name badges, displaying both the company and employeeʹs name, while on any HCC property for quotes or work performance. All contractors are required to sign in and out at the main office daily throughout the duration of the work. Furthermore, contractors and their employees are prohibited from entering Staff/Teacherʹs Lounge areas unless their work scope specifically necessitates it. These lounge areas are reserved for HCC personnel only. (also see

Identification ‐Section 2: 2.20 page 18)

2.5 Delivery:

The awarded Vendor shall deliver an order within five (5) business days after receipt of an approved HCC purchase order (PO). Purchase orders will contain detailed line items along with agreed upon pricing. Where the delivery of materials is delayed, because of a shortage or unavailability of materials, the awarded vendor shall not be liable for any additional costs or damages associated with such delay(s).

Delivery locations or physical addresses for the delivery of goods and services ordered by or for a particular department will be specified on each individual Purchase Order.

The awarded Vendor shall have an adequate amount of stock to fulfill an order initiated by HCC within the requested delivery window.

The awarded vendor shall only be paid for products as they are delivered to HCC in accordance with an authorized Purchase Order, and receipted invoice.

2.6 Special Deliveries

A contract resulting from this Proposal, if any, shall be on an “as needed’ delivery basis with estimated delivery dates to be determined upon the issuance of a Purchase Order. Houston

Community College reserves the right to request special deliveries that may include products and services not included in these specifications. The awarded vendor may provide these “special deliveries” as an additional service. See Section 2: 2.15 “Additional Services” for the requirements.

2.7 Warranty of Services

1. Definitions: “Acceptance” as used in this clause, means the act of an authorized representative of HCC and/or designee by which HCC assumes for itself, approval of specific services, as partial or complete performance of the Contract must be in writing.

2. Definitions: “Correction” as used in this clause, means the elimination of a defect.

3. Notwithstanding inspection and acceptance by HCC or any provision concerning the conclusiveness thereof, the Contractor warrants that all services performed under this

Contract will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of this Contract. HCC shall give written notice of any defect or nonconformance to the Contractor within a one‐year period from the date of acceptance by

HCC. This notice shall state either (1) that the Contractor shall correct or re‐perform any defective or non‐ conforming services at no additional cost to HCC, or (2) that HCC does not require correction or re‐performance.

4. If the Contractor is required to correct or re‐perform, it shall be at no cost to HCC and any services corrected or re‐performed by the Contractor shall be subject to this clause to the same extent as work initially performed. If the Contractor fails or refuses to correct or re‐ perform, HCC may, by contract or otherwise correct or replace them with similar services and charge to the Contractor the cost occasioned to HCC thereby or make an equitable adjustment in the Contract price.

5. If HCC does not require correction or re‐performance, HCC shall make an equitable adjustment in the contract price.

2.8 Certificate of Insurance Information

Parties making deliveries to or performing services at the HCC sites, must carry public liability, property damage and Worker Compensation insurance with carriers authorized to provide such insurance under the laws of the State of Texas. Minimum requirements:

a. Commercial General Liability ‐ $1,000,000.00 bodily injury and $1,000,000.00 property damage;

b. Automobile Liability ‐ $1,000,000.00 bodily injury and $1,000,000 property damage;

c. Worker Compensation insurance ‐ $1,000,000.00

Upon request from the College, the successful Proposer shall provide the College with a certificate of insurance, adding the Houston Community College as an additionally insured party, provide

Houston Community College with a waiver of subrogation, and name Houston Community

College as a certificate holder.

Proposer must provide proof of insurance for any third‐party liability associated with the proposed scope of work and/or services (i.e, injury to, or damage to property of, a third party).

2.9 Additional Services:

In the event the College may require additional related services to be performed by the Contractor that are outside the scope of this Agreement (“Additional Services”) the College may seek a proposal from the Contractor (“Proposal”), which the Contractor may provide if Contractor is willing and able to perform such Additional Services.

The Proposal shall contain (a) the scope of work to be performed; (b) a fixed fee or set billing rate for the proposed services; and (c) any other information relevant to the Proposal.

The Contractor shall deliver the Proposal to the College within a reasonable period of time. If the

Proposal for Additional Services is acceptable to the College, the Proposal will be used to issue a purchase requisition. No additional work shall begin without the Contractor receiving first an approved purchase order from HCC’s Procurement Operations.

The College may elect to deny such Proposal at its sole and absolute discretion.

2.10 Additional Information

A Proposal award, if any, will be through the issuance of a purchase order (PO) and shall be governed by the general terms and conditions of purchase, outlined on the purchase order document. Unless such terms and conditions are superseded by the content of this Request for

Proposal or a contract (if terms are in conflict, the terms of the Request for Proposal will take precedence).

The final authority to approve or disapprove delivered equipment, products and/or services lies with HCC. In the event products delivered do not meet specification quality level, or do not perform as specified in this proposal, the supplier will replace the items, at no additional cost to

HCC.

The supplier shall be responsible for all claims against the manufacturer for manufacturing defects.

Any correspondence regarding a purchase order, specifically an invoice, must include the PO number to ensure correct and timely processing. Invoices must reference HCC’s PO number.

HCC will not be responsible for products delivered or services rendered in advance of a contractor’s receipt of a purchase order.

The Contractor must notify HCC immediately once it is known that products and/or services will not be delivered / rendered as promised.

If HCC, in the exercise of its best judgment, determines the supplierʹs process for the delivery of products and/or services is unsafe or hazardous to life or property, HCC will suspend the process until the supplier takes corrective action.

Trash or refuse generated because of the operations or activities of the supplier delivering products will properly be disposed at the Contractors expense.

2.11 Additions and Deletions

HCC, by written notice to the Contractor, at any time during the term of this contract, may add or delete like or similar items, locations and/or services to the list of items, locations and/or services to be performed. Any such written notice shall take effect on the date stated in the notice from the College. The Contractor will be requested to provide a monthly fee equal to their normal and customary charges or rates for the equipment, locations and/or services requested.

2.12 Holidays

Generally, HCC Colleges are closed on the Federal holidays below but because of the dynamic nature of the campus buildings, some buildings may require service on these holidays while others may not require service.

New Year’s Day

Martin Luther King’s Day

President’s Day

Memorial Day

Juneteenth Day

Independence Day

Labor Day

Thanksgiving (Week)

Christmas Day

In addition, HCC Colleges are closed for two (2) weeks for Winter Break and one (1) week for

Spring Break and one (1) day for Spring Holiday.

2.13 Travel Time

Proposers should include any travel time to the various HCC campuses for services provided in their costs (No additional charges shall apply). The contractor may be required to visit the premises where work shall be performed prior to work authorization, as it is the contractor’s responsibility to identify all costs associated with a particular unit or equipment.

Prices must include all transportation costs. The college will not pay for mileage or fuel charges.

Time begins when the contractor has reached the designated job site. The College will not pay travel time to and from a job site.

2.14 Identification

Contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

2.15 Estimated Quantities Not Guaranteed

The estimated quantities stored herein are not a guarantee of actual quantities, as HCC does not guarantee any demand, during the term of this contract. The quantities may vary depending upon the actual needs of the end‐user. The quantities specified herein are good faith estimates of usage during the term of this contract. Therefore, HCC shall not be liable for any contractual agreements/obligations the Contractor enters into based on all the quantities specified herein.

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SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Proposer/Contractor: ___________________________________________________

3.1 Instructions

Proposer must complete this section in its entirety and may supplement this section with additional pages as to provide HCC with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this RFP. The Total Cost for the solution provided must be a turnkey cost inclusive of but not limited to travel and living expenses.

3.2 Price Schedule

The Proposer is to provide information and pricing for all items listed in the Price Schedule to support the purchase of the requested product/service. Proposer must complete the open boxes using information supplied in the Price Schedule. The Price Schedule will help HCC to fairly assess each proposerʹs pricing and evaluate the competitiveness of each properʹs offer. (All boxes must be completed in order to complete your submission.

3.3 Pricing

The proposer shall indicate annual cost within the BONFIRE Bid Table titled, Schedule of Items

& Prices Worksheet.

a. Pricing is calculated per square foot and includes all overhead, profit (labor, equipment, insurance, warranty, and surface preparation consumables), and paint coatings at cost with a defined markup.

b. All consumable surface preparation materials and painting supplies shall be incorporated into the SF cost, precluding separate itemization.

c. The SF cost encompasses all consumable surface preparation materials and painting supplies;

individual itemization is disallowed.

3.4 Value Added Services

Proposers are to indicate any value‐added services offered by an individual or firm for its services. These services include any skillset, abilities or service(s) that may add overall value to a project that has not been previously requested in this document nor inherent in the delivery of said service(s). Please use this section to propose additional services related to the scope of work that are not specifically outlined in this RFP along with any standard price sheet.

3.5 Price Evaluation

Price points shall be calculated based on the following formula:

Lowest Total Proposed Cost/Proposer’s Total Proposed Cost X Available Price Points = Price

Score.

3.6 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this

RFP and does not constitute a commitment by HCC to procure any product or service in any volume.

Name:

Title:

Date:

Signature:

3.7 Cooperative Contract (If Applicable)

Please list the following information for the cooperative contract that your proposal is being submitted under:

Cooperative Contract Name:

Cooperative Contract No.

Cooperative Contract Term

Cooperative Contract Website link:

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SECTION 4 –EVALUTION CRITERIA

4.1 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all proposals to determine which proposers have qualified for consideration according to the criteria stated herein. The

Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated proposer(s) evaluated by the Committee may be invited to make an oral presentation of their written proposal to the Committee.

An evaluation committee will score proposals on the basis of the following evaluation criteria:

Evaluation Criteria Available Points

Firm’s Qualification and Experience (Tab 1) Section 5: 5.15 and Demonstrated Qualifications of Personnel and Team (Tab 2) Section 5: 5.16

Proposed Approach and Methodology

(Tab 3) Section 5: 5.17 20

Past Performance & References

(Tab 4) Section 5: 5.18 10

Price Proposal

(Tab 5) Section 5: 5.19

Small Business Practices

(Tab 6) Section 5: 5.20 15

Total Points 100

4.2 Eligibility for Award

In order for a proposer to be eligible to be awarded the contract, the proposal must be responsive to solicitation and HCC must be able to determine that the proposer is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive proposals are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Proposals which do not comply with all the terms and conditions of this solicitation will be rejected as non‐ responsive.

a. Responsible proposers, at a minimum, must meet the following requirements:

i. Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract.

ii. Be able to comply with the required performance schedule, taking into consideration all existing business commitments.

iii. Have a satisfactory record of past performance.

iv. Have necessary personnel and management capability to perform any resulting contract.

v. Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the contract requirements.

vi. Certify that the firm is not delinquent in any tax owed to the State of Texas under Chapter 171, Tax Code; and is not delinquent in taxes owed to the

Houston Community College System; signing and submitting the proposal is so certifying to such non‐delinquency; and

vii. Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

b. The proposer(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and, as necessary, to perform the requirements of the solicitation and be determined a responsible proposer. Failure to provide any requested additional information may result in the proposer being declared non‐responsive and the proposal being rejected.

c. A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the proposer or prime contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that person or a prime contractor an unfair advantage over other proposers.

d. A person or proposer shall not be eligible to be considered for this solicitation if the person or proposer engaged in or attempted to engage in prohibited communications as described in Section 6.16 ‐ Prohibited Communications and Political Contributions.

e. Only individual firms or lawfully formed business organizations may apply (This does not preclude a Proposer from using subcontractors or contractors.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

SECTION 5 – INSTRUCTIONS TO PROPOSERS

5.1 To achieve a uniform review process and obtain the maximum degree of impartiality, all proposals must be organized in the manner specified.

5.2 Pagination: All pages of the proposal should be numbered sequentially in Arabic numerals (1, 2, 3, etc.) Attachments should be numbered or referenced separately.

5.3 All Attachments noted are to be completed and submitted with Proposal, Attachments 1, 5 and

7 must be signed and notarized.

5.4 Proposal must be signed by Proposer’s company official(s) authorized to commit such proposals.

Failure to sign and return these forms will subject your proposal to disqualification.

5.5 Responses to this RFP must include a response to the proposal requirements set forth in the Scope of Services, above.

5.6 Proposals must be typed on letter‐size (8‐1/2” x 11”) paper. HCC requests that proposals be submitted electronically through HCC’s eProcurement system Bonfire. Preprinted material should be referenced in the proposal and uploaded and labeled as attachments. Sections should be divided by tabs for ease of reference. Electronic proposal should be provided in an Adobe Acrobat

(.pdf) format.

5.7 Table of Contents: Include with the proposal a Table of Contents that includes page number references. The Table of Contents should be in sufficient detail to facilitate easy reference of the sections of the proposal as well as separate attachments (which should be included in the main

Table of Contents). Supplemental information and attachments included by your firm (i.e., not required) should be clearly identified in the Table of Contents and provided as a separate section.

5.8 Number of Copies: If submitted through the Bonfire platform, must include an original signed copy of your Proposal including all required HCC forms and documents. An original (manual) signature must appear on the original electronic copy. The electronic copies should be in non‐ editable PDF format and should include the entire submission, including an individual separate file containing your price proposal. The front cover of the response should be clearly labeled with the Project Name and Number.

5.9 Proposals must be submitted and received on or before the time and date specified in the

Solicitation Schedule.

5.10 Late proposals will not be considered under any circumstances.

5.11 Telephone, Facsimile (“FAX”) or electronic (email) proposals are not acceptable when in response to this Request for Proposal.

5.12 Proposer Response General: Your Technical Proposal should clearly define (i) your Firm’s total capacity and capabilities, (ii) your qualifications to perform the work, (iii) your ability to perform the services outlined in the Scope of Services, (iv) your understanding of HCC, and (v) what differentiates you from your competitors. At a minimum, your Technical Proposal shall include the following:

5.13 Cover letter ‐ The cover letter shall not exceed 1 page in length, summarizing key points in the proposal and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation), number and location of offices, location of company headquarters/main office, total number of employees’ company‐wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the

State of Texas for the services offered.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a Proposer from using consultants.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

5.14 Table of Contents ‐ Immediately following the cover letter and introduction, include a complete table of contents for material included in the response documents.

5.15 Tab 1: Firm’s Qualification and Experience

1. Qualifications & Experience of the Firm: Provide a brief description of your firm, including the total number of supporting personnel related to providing the services of the type and kind required in this RFP.

2. Provide firm’s principal(s) and staff commitment in providing the services required in this solicitation.

3. Provide firm’s overall ability in providing the services required in this solicitation.

4. Demonstrate firm’s understanding, knowledge and experience of the solicitation requirements.

5. Provide examples of your firmʹs civic activities including awards and recognitions.

6. Provide a detailed list where your firm has provided services of the type and kind required in this RFP during the past 3 years including but not limited to public and private organizations including: state agencies, state institutions of higher education, cities, counties, school districts, junior colleges, or other special authorities and districts.

7. HCC may verify all information furnished. As a minimum, include the following per project experience:

a. Project Name, Location – Year Completed.

b. A brief project description describing your experience, work performed by your firm and work subcontracted.

c. Owner’s Name, title, and current phone number.

d. Identify firm’s role; completion date; and contract name(s).

e. The methods of delivery used and how the firm maintains quality control.

f. Provide documented experience in providing the types of services described herein especially related to community or junior college experience or higher education facilities experience and with regard to accomplishment of past engagements involving services of the type and kind required in this RFP. List if firm was prime or subcontractor.

5.16 Tab 2 – Demonstrated Qualifications of Personnel and Team This section should discuss the proposed designated staff of the responding firm (key personnel) committed to HCC and providing the services described in this solicitation.

1. Key Personnel: Identify key personnel that would be assigned to HCC and that will provide the services described in the Scope of Services. Include an organizational chart, which identifies key personnel and their particular roles in furnishing the services required under this RFP. Describe how the team will be organized to deliver the services defined in this RFP.

2. Provide brief resumes (not more than one (1) page) for each key personnel. The resumes must clearly specify the number of years the personnel have been providing the type of services as described in this RFP.

3. A brief description of their unique qualifications, experience and education as it pertains to services of the type and kind required in this RFP.

4. Availability and commitment of the Proposer, its principal(s) and assigned professionals to undertake the services described in this RFP.

5. Personnel’s job functions, role, percentage of time to be assigned to this account and physical office location.

6. Designate the individual who is authorized to sign and enter into any resulting contract.

7. Provide a list of similar accounts where they have provided services of the type and kind required in this solicitation and include detailed description of their particular role in the account and length of time…