17-Special Requirements.pdf

SPECIAL REQUIREMENTS/INSTRUCTIONS

The following requirements and instructions supersede General Requirements where applicable. The term “Harris County” and “County" is understood to include the Harris County Universal Services Department (HCUS).

VENDOR INSTRUCTIONS

Responses to this Request for Proposal (RFP) shall be formatted and organized in the following order for consistency and easy screening:

Preferred submission is via Bonfire.

Vendors may submit electronically through Bonfire or via hardcopy to 1111 Fannin, 12th Floor, Houston, TX 77002 no later than the due date and time as stated on the Bonfire Opportunity.

All proposals must be typed and single spaced.

Each section of the vendor’s response should start on a new page.

Section I: Transmittal Letter – The transmittal letter should include:

Vendor’s legal name and address; name, title, email, telephone number of person(s) to be contacted for clarifications or additional information regarding proposal;

Name, title, email, and telephone number of person authorized to contractually obligate vendor’s company with proposal and any future negotiations; and

A statement that the individual who signs the transmittal letter is authorized to commit the company;

Acknowledgement that the Vendor has read and understands this RFP and subsequent addenda; and A brief statement summarizing the vendor’s understanding of the project and relevant experience.

Executive Summary - Must not exceed one (1) page, must identify what solution the Vendor is proposing and how the Vendor satisfies the minimum standards for consideration.

Section II: Scope of Service/Functional Requirements/Technical Requirements Functional Requirements

Describe proposed methodology and approach for meeting the functional requirements outlined in the specifications, including a clear indication of your understanding of Harris County’s agenda, meeting, speaker, vote, and Audio/Visual (A/V) management processes.

Provide detailed descriptions of functional deliverables, including whether requirements can be met out‑of‑the‑box, via configuration, or require customization.

Provide a functional implementation timeline showing phases, deliverables, and milestones.

Identify functional responsibilities of the vendor and required Harris County department resources.

Technical Requirements Describe the technical methodology and approach for meeting the technical specifications, including hosting model, platform architecture, and integrations.

Provide meaningful technical detail for proposed products/services, including constraints, exceptions, and conditions required to meet specifications.

Provide a technical timeline including configuration, interfaces, Single Sign-On (SSO) setup, Application Programming Interface (API) work, testing cycles, migration, and deployment.

Identify technical staffing model, developer/architect locations, and any required County IT resources.

Provide technical Service Level Agreement (SLAs) (response times, uptime, performance, escalation path).

Harris County Universal Services Reference Architecture (USRA) Questionnaire (Q-09FY) –

Download the excel sheet under the Supporting Documentation section in Bonfire and fill out all questions. The completed USRA Questionnaire shall be uploaded to Bonfire in an Excel format under Section II of the Requested Information section of this solicitation. Do not modify the questionnaire template.

Provide the greatest amount of meaningful detail as possible to describe the proposed products/ services and specific deliverables. Indicate if vendor can meet the specifications, or if the specifications can be met only under certain conditions or circumstances. If vendor is not able to meet the specification, briefly explain why, noting any concerns or issues Harris County should be aware of.

Please list the proposed model of solution and implementation, company business scope, strategic direction, core competencies and processes, organizational structure, partner relationships, and implementation expertise in the public sector organization. Please also identify key service differentiators offered by your company.

Proposed implementation approach, including methodology, key phases, overall timeline, and how the solution meets the County’s functional and technical requirements described in the specifications.

Mere reiterations of specifications are strongly discouraged, as they do not provide insight into the vendor’s ability to meet the specifications.

Section III: Pricing Information - It is Harris County’s desire to enter into a Fixed Pricing, all-inclusive fee pricing model.

Vendor shall upload a comprehensive description of their proposed price structure, including a detailed explanation of all pricing that correspond with the items outlined in BidTable (BT-59GQ). The price breakdown shall also incorporate project milestones and associated deliverables.

Download the excel BidTable (BT-59GQ) from the Requested Information section and follow the instructions provided. The completed BidTable(s) shall be uploaded to Bonfire in Excel format under Section III.

The Vendor will provide support throughout the implementation period and any post–go‑live assistance.

Travel must be included in the total cost and breakdown with a not‑to‑exceed amount and no administrative markup. The Proposer will provide system implementation costs, including expert system coaches and any third‑party services, followed by a finalized cost proposal after selection, aligned with HCUS implementation approach and milestone‑based payments. Any additional implementation‑related cost, such as PMO support, training modules, or testing automation must be clearly detailed. The Proposer will also outline costs for optional future services, with any required add‑on services identified.

Section IV: Qualifications, Experience, Capacity and Resources, and Training Qualifications and Experience – Vendors shall provide proof of the required qualifications and experience as described in the Specifications.

References – Vendors shall provide at least three (3) letters of reference from clients that are from similar public-sector, infrastructure, similar implementations, and where organizational change management services were provided. Vendors shall also fill out the references questionnaire (Q-58AG).

Proposed Project Team and Key Resources – Vendors shall provide all relevant personnel’s (Project Manager, Technical Lead, etc.) resumes, experience as described in the Specifications.

Training – Vendors shall provide the proposed approach to training as described in the Specifications.

Section V: Sample Project Management Plan - Vendors shall provide a sample project management plan outlining key phases, milestones, deliverables, timelines, and resource assignments as described in the Specifications.

Section VI: Maintenance, Support, and Warranty Plan - Vendors shall provide details of the maintenance, support and warranty plan as described in the Specifications.

Section VII: Legal Documents – Include any standard agreement(s) and/or contracts(s) associated with vendor’s response.

Section VIII: Miscellaneous – State exceptions to any of the requirements in this RFP, if any. Company brochures, marketing materials, or any other information vendor deems appropriate to the RFP response may be included in this section.

EVALUATION CRITERIA

Award shall be made to the responsible vendor whose proposal is determined to be the best evaluated proposal resulting from negotiations and taking into consideration all aspects of proposal impact items and the following in order of relative importance:

Functional Requirements ................................................................................................................................................... 25%

(Refer to Section II)

Technical Requirements + Integration, Migration & Interoperability, USRA ................................................................. 25% (Refer to Section II )

Maintenance, Support & Warranty .................................................................................................................................... 15%

(Refer to Section VI)

Training ................................................................................................................................................................................. 5% (Refer to Section IV).

Sample Project Management Plan ...................................................................................................................................... 10% (Refer to Section V)

Qualifications, Experience, Capacity and Resources .......................................................................................................... 5% (Refer to Section IV)

Pricing ................................................................................................................................................................................. 10%

(Refer to Section III)

Vendor Presentations/Demos ............................................................................................................................................... 5% (Conducted with vendors within the competitive range. Harris County reserves the right to limit demonstrations to a reduced shortlist based on evaluation results.)

Cybersecurity and Information Technology Controls ............................................................................................. [Pass/Fail] Vendor shall acknowledge and agree to abide by the County Cybersecurity and Information Technology Controls defined within the Minimum Information Technology Vendor Controls List attachment.

Cybersecurity Technical Questionnaire (when applicable): IT Infrastructure Planning and Security Governance (I2PSG) committee review to assess IT security and/or cybersecurity risk of proposed solution shall apply if the proposed product(s)/solution(s) needs or requires access to the Harris County network. The intent of this review phase is to ensure that proposed product(s)/solution(s) meet or exceed the minimum IT security and/or cybersecurity requirements. Product(s)/solution(s) will receive a “Pass/Fail” rating.

Product(s)/solution(s) receiving a Fail rating may only be considered for award if they do not require access to the Harris County network.

Submission of a proposal implies the vendor's acceptance of the evaluation criteria and vendor’s recognition that subjective judgments must be made by the Evaluation Committee.

AWARD

Harris County anticipates awarding to a single vendor. However, Harris County reserves the right to award to more than one

(1) vendor if in the best interest of Harris County.

No award can be made until approved by Harris County Commissioners Court. This RFP does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time prior to execution of an agreement.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website:

https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

LEGAL DOCUMENTS

Vendor should submit any agreement for products/services which may be required by the vendor’s organization to enter into a contract with Harris County. The awarded vendor will be required to execute an agreement with Harris County which finalizes the terms and conditions set forth in vendor’s proposal, best and final proposal, and any negotiations between vendor and Harris County. The agreement is subject to review and amendment by the Harris County Attorney’s Office.

INSURANCE

Harris County requires that each proposal be accompanied by the company’s current Certificate of Insurance. The Certificate MUST be on the standard industry ACORD form and signed by the agent. If the insurance on the certificate will expire in six months or less from the time the proposal is submitted, the company must include a letter on its own stationery that verifies it will continue insurance at the same levels beyond the expiration date on the certificate. The proposer does not need to commit to the same agent or carrier but must continue insurance. When said current policies expire, the proposer must provide new certificates, as no further agreement will be pursued until verification of coverage is confirmed.

The Certificate of Insurance must include coverage for each and every insurance requirement in this document particularly the Workers Compensation 110.110 requirements. Vendor shall procure and maintain appropriate insurance coverage, including as a minimum, public liability and property damage with adequate limits to cover Vendor’s liability as may arise directly or indirectly from work performed under terms of this proposal. The certificate must identify Harris County as an additional insured, provide a waiver of subrogation and confirm the Hold Harmless status of the County.

SUBCONTRACTOR

Should the awarded vendor use any subcontractor(s) to perform the physical services required under this contract and the total contract amount proposed exceeds $25,000, the vendor shall be required to obtain a payment bond for the total amount of the vendor’s proposal. The payment bond shall remain in effect for the entire initial term of the contract. For the purposes of this RFP, a subcontractor shall include anyone performing any Work or Services under the resulting contract not directly employed by vendor. Subcontractor includes but is not limited to, personnel provided by staffing agencies or other means, personnel in direct contractual relationship with vendor, or those being paid as 1099 personnel. Where appropriate, it shall also mean trade vendors.

By law, any subcontractor used on any Harris County contract/job must be paid by the awarded vendor. Any cost associated with the payment bond must be included in the costs associated with this contract. A new payment bond will be required each year the contract is renewed. Harris County will provide the appropriate bond documents to the awarded vendor to complete and submit prior to commencing any work.

PAYMENTS

Vendor payment requests may be submitted on a milestone or progress-payment basis. Payments will be provided for monthly progress based on completion of agreed-to milestones. Invoices shall include a written progress report and the project schedule showing the completion percentages for each task and milestone. All payment requests will be accompanied by:

monthly reports, backup tabulations, and copies of employee time sheets (if required) for hourly Time and Materials (T&M) tasks. The exact format for monthly invoices and other attachments will be agreed upon between the vendor and BMD during contract negotiations.

INVOICES

Vendor shall submit an invoice upon completion of each deliverable. Deliverables will be considered complete only upon written acceptance by Harris County. Each invoice shall include deliverable(s) completed and the price for each. No charges may be billed to Harris County unless such costs are explicitly included in the agreement.

VENDOR ELIGIBILITY, EMPLOYMENT COMPLIANCE, AND BACKGROUND SCREENING

Vendors shall not be in default or arrearage under any previous or existing contract(s) with the County, the State, or any other political subdivision of the State of Texas. The County reserves the right to disqualify any vendor, or any constituent entity of vendor, that has pending litigation, claims or debt with the County, or if such proposal includes a proposed sub-contractor.

All contract employees utilized under this contract shall be employed directly by the Vendor to which the contract is awarded and/or its contracted sub-contractors.

A fully qualified labor force shall be on board at the beginning of the contract and maintained throughout the duration of this contract. All contract employees shall receive close and continuous first line supervision by the Vendor.

Vendor shall comply with all requirements related to federal immigration laws and regulations, to include but not be limited to, the Immigration and Reform Act of 1986, the Illegal Immigration Reform, and Immigrant Responsibility Act of 1996 ("IIRIRA") and the Immigration Act of 1990 (8 U.S.C.1101, et seq.) regarding employment verification and retention of verification forms for any individual(s) who will perform any labor or services under the Contract.

Vendor shall, as a condition of the Contract, also comply with the United States Department of Homeland Security’s E-Verify system to determine the eligibility of: all persons 1) to whom the E-Verify system applies, and 2) who are hired by the Successful Proposer during the term of the Contract to perform duties within Texas; and ii) all subcontractors’ employees 1) to whom the E-Verify system applies, and 2) who are hired by the subcontractor during the term of the Contract and assigned by the subcontractor to perform work pursuant to the Contract.

Vendor shall require its subcontractors to comply with the requirements of this Section and is responsible for the compliance of its subcontractors. Nothing herein is intended to exclude compliance by Vendor and its subcontractors with all other relevant federal immigration statutes and regulations promulgated pursuant thereto.

Vendor shall conduct a screening/background check on each contract employee prior to being assigned to work in any capacity at a County facility. Vendor shall notify the County of felony and misdemeanor background checks obtained from the County Clerk defining the findings of their screening/background checks. The County reserves the right to instruct the Vendor to remove any contract employee upon review of the employment information form and/or findings of the screening process. The Vendor shall maintain and provide the County a current contract employee list showing all contract employees assigned to work under this contract and shall immediately report any changes to the contract employee listing and shall furnish information reflecting the changes as they occur. Vendor agrees that all contract employees shall submit to and pass a police background investigation report, a drug test and/or a polygraph examination upon request. Note: The cost associated with the required background check is the responsibility of the awarded vendor and shall not be passed on to potential contract employee or the County.

Please be aware that the County may use sources of information not supplied by the Proposer concerning the abilities to perform this work. Such sources may include, for instance, current or past customers of the organization, suppliers, articles from data processing, communications, and related publications, articles from other published sources such as industry newsletters or from non-published sources made available to the County.

Ability to obtain a payment bond, if required.

SECURITY BREACH NOTIFICATION

Contractor shall have policies and procedures in place for the effective management of information security. In the event that Contractor discovers a “security incident,” Contractor agrees to notify the County as soon as possible, but in no event shall notification occur later than twenty-four (24) hours after discovery. “Security incident” is defined by Sec. 2054.603 of the Texas Government Code to include (i) a breach or suspected breach of system security (as defined by Sec. 521.053, Texas Business and Commerce Code), and (ii) the introduction of ransomware (as defined by Sec. 33.023, Texas Penal Code) into a computer, computer network, or computer system. Contractor shall provide notifications required by this clause to the County’s Chief Information Officer at 713-274-4444 or reportcyberincident@hctx.net.