5-RFQuote 25-13 Holiday Decorations at Designated HCC Campuses (SJ).pdf

RFQuote 25-13 Holiday Decoration at Designated HCC Campuses

HOUSTON COMMUNITY COLLEGE SYSTEM

Houston Community College Procurement Operations Department

3100 Main Street Houston, Texas 77002

REQUEST FOR QUOTES (RFQuote)

HOLIDAY DECORATION AT DESGINATED HCC CAMPUSES

RFQuote NO.: 25-13

Date Issued: August 8, 2025, ISSUED BY:

Procurement Operations Department

FOR:

College Operations

PROCUREMENT OFFICER:

Sajid Siddiqi, Buyer

Telephone: 713-718-2718 E-mail: sajid.siddiqi@hccs.edu

QUOTES ARE DUE NO LATER THAN:

August 15, 2025 at 2:00PM CST

HCC BID Portal: Houston Community College (bonfirehub.com)

HCC is an equal opportunity/educational institution, which does not discriminate on the basis of race, color, religion, national origin, gender, age, disability, sexual orientation or veteran status.

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mailto:sajid.siddiqi@hccs.edu https://hccs.bonfirehub.com/portal/?tab=login

1. Information:

1.1. Your quote and the prices quoted therein must remain firm for acceptance for a period of ninety

(90) days.

1.2. All items shall be quoted F.O.B. Destination, Full Freight Allowed.

1.3. Bids/Responses shall be delivered to the address noted above by the referenced due date.

1.4. HCC’s General Terms and Conditions of Purchase Order dated June 2, 2020, shall govern any purchase order/contract that may result from this request. A copy is available and posted on the HCC website at HCC General Terms and Conditions.

2. Specifications

2.1. Any catalog, brand name or manufacturers’ reference used in this request is descriptive only (not restrictive) and is to indicate type and quality desired. Bids/Proposals of a nature and quality will be considered unless advertised as a Brand Name Only Specification.

2.2. If proposing other than the brand names or manufacturers referenced product literature and technical data sheets must accompany your bid/response.

3. Vendor Selection Except as provided by the Texas Education Code, Subchapter B, in determining to whom to award a contract, the district shall consider:

3.1. The purchase price.

3.2. The reputation of the vendor and of the vendor's good or services.

3.3. The quality of the vendor's goods or services.

3.4. The extent to which the goods or services meet with the College’s needs.

3.5. The vendor's past relationship with the College.

3.6. The impact on the ability of the College to comply with laws and rules relating to historically underutilized businesses.

3.7. The total long-term cost to the College to acquire the vendor's goods or services.

3.8. For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

3.8.1. Has its principal place of business in this state; or

3.8.2. Employs at least 500 persons in this state; and

3.9. Any other relevant factor specifically listed in the request for bids or proposals.

This section does not apply to a contract for professional services rendered, including services of an architect, attorney, certified public accountant, engineer, or fiscal agent. The district may, at its option, contract for professional services rendered by a financial consultant or a technology consultant in the manner provided by Section 2254.003, Government Code, in lieu of the methods.

http://www.hccs.edu/media/houston-community-college/General-Terms-and-Conditions-of-Purchase-Orders.pdf

4. Qualification of Bidders The College requires that a bidder be a specialist in this field and have the personnel, experience, skill, and the organization to provide the materials/parts and labor necessary to fulfill the requirements for this contract. Contractor must have a minimum of five (5) consecutive years of experience in providing these specific services.

5. Evidence of Qualification - Bidder shall provide all additional information upon demand by the College.

The information to be provided shall include but may not be limited to the following.

Relevant Experience - This background information shall provide information concerning three comparable or similar installations. Provide name, owner, location, and the date of completion.

6. Small Business Development Program (SBDP)

The Houston Community College System’s Small Business Development Program (“SBDP” or the “Program”) was created to provide business opportunities for local certified small businesses to participate in contracting and procurement at Houston Community College (HCC).

The SBDP is a purposeful program, requiring Contractors who receive Contracts from HCC to use Good Faith Efforts to utilize certified small businesses. The Program applies to all Contracts over $50,000, except Contracts for sole-source items, federally funded Contracts, Contracts with other governmental entities, and those Contracts that are otherwise prohibited by applicable law or expressly exempted by HCC. The SBDP is a race and gender-neutral program; however, HCC actively encourages the participation of minority and women-owned small businesses in the SBDP.

To participate, small businesses must be certified by an agency or organization whose certification is recognized by HCC. Certification is based on the firm’s gross revenues or number of employees averaged over the past three years, inclusive of any affiliates as defined by 13 C.F.R. § 121.103, does not exceed the size standards as defined pursuant to Section 3 of the Small Business Act and 13 C.F.R. § 121.201.

A list of HCC recognized SBE Certifications may be found at http://www.hccs.edu/about-hcc/procurement/small-business-procurement/ http://www.hccs.edu/about-hcc/procurement/small-business-procurement/ http://www.hccs.edu/about-hcc/procurement/small-business-procurement/

1. Project Overview

Houston Community College (“HCC”) through this Request for Quote (“RFQuote”) seeks quotes to provide Holiday Decoration Installation Services for HCC’s Central, and Central South Campuses. Delivery will be in accordance with the terms, conditions, and requirements set forth in this Request for Quote.

The successful proposer will provide the specified requirements in accordance with all applicable federal, state and local laws, standards and regulations necessary to perform the scope of services.

2. Term of Agreement It is anticipated that the award resulting from this solicitation, if any, shall be a one (1) year contract with four (4) optional years as required from the proposal schedule.

Houston Community College (HCC) reserves the right to accept or reject, in whole or in part, any or all proposals received and to make an award based on individual items or combination of items. Although HCC may award one contract as a result of this Request for Quote, HCC reserves the right to award by line or taken together and/or multiple awards, whichever is in the best interest of the College as a result of this solicitation.

The proposer certifies that he/she has read, understands, and agrees to be bound by the requirements and terms and conditions and any and all amendments issued by HCC and made a part of this solicitation as set forth or referenced in this solicitation. The undersigned understands and agrees that any award resulting from this offer will be made in the form of an HCC Purchase Order and will have the following order of precedence: 1) HCC Terms and Conditions of Purchase Order, 2) HCC referenced solicitation including all amendments issued by HCC, 3) the Request for Quote response as accepted and awarded by HCC. The undersigned further certifies that he/she is legally authorized to make the statements and representations in its response to this solicitation and that said statements and representations are true and accurate to the best of his/her knowledge. The undersigned understands and agrees that when evaluating proposals and making an award decision, HCC relies on the truth and accuracy of the statements and representations presented in the proposal response. Accordingly, HCC has the right to suspend or debar the undersigned from its procurement process and/or terminate any contract award that may have resulted from this solicitation if HCC determines that any statements or representations made were not true and accurate.

3. Pre-Proposal Conference/Site Visit Schedule & Instructions:

Although we understand that the pre-proposal meeting and site visits may provide some vital information about a project, we encourage Vendors to rely on the specifications included in the solicitation in order to make a proposal.

The Procurement Officer, Mr. Sajid Siddiqi, who is responsible for managing the solicitation process, in coordination with the project managers, Mr. Clady Brousard (713-718-7086), and Charlet Fairs (713-718- 2703), will manage this project.

4. Campus Locations

Work to be performed by the vendor shall be at the following Campus Locations:

a. 1300 Holman St. Houston, TX 77002

b. 1900 Airport Blvd Houston, TX 77051-4144

5. Scope of Work HCC is seeking proposals for the installation, removal and maintaining of Holiday Decorations at designated HCC campuses. The awarded vendor shall install, remove, store, and maintain all holiday decoration items resulting from the award of this Request for Quote.

The services to be provided by the vendor may include other designated Houston Community College locations in the future. The goal of this solicitation is to establish a contract for leasing holiday decorations, with installation, removal, storage, and maintenance services. HCC reserves the right to award separate contracts to multiple contractors.

All proposals submitted by vendors shall be for Christmas-themed holiday decorations.

All vendors shall install the holiday decoration equipment at the Central Campus, and South Campus locations by November 3, 2025, and remove them on December 19, 2025, store the items, and maintain their quality.

5.1 Christmas Decorations Requirements

All holiday decorations provided by vendors shall be designed with a Christmas theme. Items, colors, and ornaments shall be Christmas themed.

The type of decorations expected from the vendors to be installed, and the location at the Central Campus and South Campus where they shall be installed, shall be the following:

A. San Jacinto Building 1300 Holman St. Houston, TX 77004-3834

1. Front Entrance Exterior

• Install Four (4) Lamp Post with nine (9’) feet of garland and 1 bow each (Provide Pictures of

Décor).

2. First & Second Floor Elevator Lobbies

• Install two (2), two (2’) foot by two (2’) foot wreaths in between the elevators of both lobbies for a total of four wreaths (Provide Pictures of Décor).

3. Second Floor Balcony & Third Floor Balcony

• Install two (2) nine (9’) feet sections of swaged garland centered on the railing with bows on the end of each Balcony (Provide Pictures of Décor).

4. Suite #259 (President’s Office)

• Install one (1) three (3’) foot wreath behind the reception desk (Provide Pictures of Décor).

B. William W. Harmon Building 1300 Holman St. Suite B Houston, TX 77004-3834

1. Information Desk

• Install two (2) four (4’) feet poles against the cement columns on each side of the information desk (Provide Pictures of Décor).

2. 1st , 2nd, and 3rd floor elevator Bank

• Install one (1) three (3’) foot wreath at each of the elevator banks for a total of three (3) wreaths (Provide Pictures of Décor).

3. Stair Rails

• Install One (1) three (3’) foot wreath on the stair railing (Provide Pictures of Décor).

C. Willie Lee Gay Building 1900 Airport Blvd Houston, TX 77051-4144

1. Main Entrance

• Install twenty-five (25) one (1’) garland under the information desk in a pleasing aesthetic (Provide Pictures of Décor).

• Install two (2) three (3’) wreaths against the red wall with the text “Willie Lee Gay”. One wreath shall be installed on each side of the text “Willie Lee Gay” (Provide Pictures of Décor).

• Install one (1) five (5’) foot wreath at the rotunda (Provide Pictures of Décor).

2. Work Force Center

• install two (2) 6 (6’) feet by one (1’) feet garland hanging over both entrances, one at each entrance for a total of two 6’ by 1’ garlands (Provide Pictures of Décor).

6. Agreements A vendor submitting a proposal which provides installation, removal, storage, and maintenance of holiday decorations to Houston Community College shall enter into an agreement drafted by the General Counsel of Houston Community College. If the vendor and HCC cannot execute a contract on the terms stipulated in the drafted agreement, HCC reserves the right to select or negotiate with a different vendor.

7. Pictures Vendors shall provide pictures, and or cut sheets, of the decorations that shall be installed. These pictures shall clearly show the quality of the items, the arrangement which they shall be placed, and the color of the decorations.

8. Product Catalog

Vendors shall provide a product catalog of holiday decorations items they can provide. This product catalog shall be incorporated into the agreement for future campuses to choose products from. Vendors catalog may include holiday decorations for other holidays, not just Christmas decorations.

Either a hard copy or electronic copy of each catalog proposed for inclusion in this agreement must be submitted initially with the proposal. Catalogs must show the Published Price.

Vendors must label all catalogs they provide with their company name (if not already imprinted). If a vendor does not publish a catalog but relies exclusively on their website, the website must be included on the bid sheet. All awarded vendors must deliver catalogs to any requesting school or department at no cost.

If catalogs are changed during the contract period, a replacement catalog must be provided to the Procurement Operations Department. Any replacement catalogs are to be received no less than 21 days prior to the effective date, along with a written request for acceptance and stating the effective date of such changes. Upon approval by the Procurement Operations Department, the awarded vendor shall deliver copies of the replacement catalogs with revised manufacturer prices to any requesting campus or department at no cost to the College.

Awarded vendors that maintain websites agree to keep pricing current on their websites at all times so that discounts can be verified and applied properly.

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9. Discount from Product Catalog

Bidders are required to provide a single fixed percentage (%) discount to be deducted from the Published catalog list price. Zero discounts will not be accepted. Unless otherwise noted on the Bid Sheet, bid prices shall include all charges for packing, handling, freight, fuel, distribution and inside delivery to the Shipping Address on the purchase Order. Any additional charges for installation must be fully disclosed on the Bid Sheet. Any charges not listed on the Bid Sheet will not be honored.

Fuel surcharges shall never be charged to the College. Any invoices referencing a fuel surcharge will be rejected and left unpaid until a corrected invoice is sent. During this time no late fees or penalties shall be imposed on the College.

Bidders are required to complete and submit Schedule of items and Pricing (reference page 09 of 12), identifying applicable categories. The Bid Table required to be furnished on Bonfire.

10. Labor Rates Vendors shall provide standard labor rates for installing holiday decorations, removing them, and storing the equipment.

11. Storage Cost

Vendor shall provide standard storage cost for Holiday Decoration items removed for Houston Community College.

12. Maintenance

Vendors shall maintain items stored on behalf of Houston Community College to an “As New” quality.

Items which quality has fallen below the standards of Houston Community College shall be replaced with the same item at no extra cost to Houston Community College.

13. Bill of Materials In addition to their proposals, vendors shall submit a bill of materials which lists all items that shall be installed, removed, stored, and maintained at their listed location.

14. Estimated Quantities Not Guaranteed

The estimated quantities specified herein are not a guarantee of actual quantities, as HCC does not guarantee any particular quantity of equipment, or services requested during the term of this contract.

The quantities may vary depending on the actual needs of the user department. 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. There is no guaranteed amount of business, expressed or implied, to be purchased or contracted for by HCC.

15. Added Value

HCC is interested in maximizing the value of expenditures as it relates to achieving additional value that would further benefit HCC and its operation, as well as its community of citizens and their tax-based funding. As such, bidders are encouraged to consider, develop and propose added value concepts, programs, components and the like that would further enhance the proposed acquisition represented in this solicitation request.

16. Addition and Deletions

At any time during the term of this contract, upon written notice to the contractor, HCC may add (or delete) facilities, and/or services (or from) those set forth in the contract. Vendor covenants to be bound by such notices and expressly agrees that any such additions shall be on the same terms and conditions set forth in the contract, including pricing. Any such written notice shall take effect on the date stated in the notice from the college. The vendor shall be requested to provide a fee equal to or similar to pricing established in the contract or the vendors normal and customary charges or rates for services.

If, however, the college and the contractor agree that an additional service is materially and substantially dissimilar to the scope of services in this contract, then the charges therefore will be determined by mutual agreement between the parties.

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SCHEDULE OF ITEMS AND PRICES

CONTRACTOR

1. Instructions

The Bidder shall furnish the necessary resources and services required to complete the project, in accordance with the scope of work and project specifications and drawings hereby incorporated and made a part of this RFQuote and the contract documents, for the prices listed below. Please provide a Total Proposed Price reflecting all project costs to successfully complete the project.

Work requirements will be specified in individual purchase orders issued by Houston Community College.

2. Unit Prices

Your proposed unit price for each item listed on the Unit Price Sheet shall be inclusive of all expenses incurred to perform the service under this RFQuote and any resulting contract. Unit Price shall include but not be limited to, employee costs and benefits, clerical support, overhead, profit, supplies, materials, equipment, licensing, insurance, vehicle fuel, etc. Unit prices will be utilized to deduct for any work not performed or materials not used.

3. Total Cost:

Item No.

Description QTY UOM TOTAL

1 HCC Central Campus Holiday Installation, removal, storage, and Maintenance. Bill of materials shall be included.

1 LOT $

2 HCC South Campus Holiday Installation, removal, storage, and Maintenance. Bill of materials shall be included.

1 LOT $

3 Labor Rates for Installation and removal

1 HR $

4 Storage Cost 1 LOT $

MAXIMUM NUMBER OF DAYS FOR DELIVERY AFTER RECEIPT OF ORDER:

4. Discount from Catalog Vendors can provide percentage discounts to all items contained in the vendor’s catalog or on the vendor’s website. Exceptions should be noted in the space provided on this form. If bidding discounts for more than five (5) catalogs, duplicate this page and complete.

Vendor Name:

Vendor Quote Number

(If Applicable)

Website:

Catalog Name:

Discount Exceptions:

Other Exceptions

Contact Person:

Phone Number:

E-mail Address:

Comments:

Delivery: The bid must show the number of days required to make delivery to place material in the designated location under normal conditions. Delivery shall be made during normal working hours only, 8:00 a.m. to 5:00 p.m. unless prior approval for late delivery has been obtained from the Project Manager.

5. Cooperative Contract 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:

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:

5. Additional Requirements

4.1 If the offer being made is under any existing cooperative contract, please specify the Cooperative Contract Name & Number:

4.2 Proposer accepts payment using a purchasing card (MasterCard) at no additional fee:

Yes No .

4.3 Proposer accept a site visit to inspect the items being proposed: Yes No .

6. Discount for Prompt Payment

Net 10 Calendar days % Net 20 Calendar days %

7. Delivery of Invoices All invoices shall reference the governing Purchase Order (PO) number and be sent to the following location via email to accounts.payable@hccs.edu mailto:accounts.payable@hccs.edu

9. Certification By submitting this Request for Proposal response, the above named individual certifies that the individual/company is not ineligible to receive a purchase order/contract per the terms and requirements set forth per HCC General Terms and Conditions or for any other reason. Further, the above-named individual certifies that he/she has read, understands and agrees to be bound by the requirements and terms and conditions set forth in this Request for Proposal.

10. Insurance Requirements for Services Rendered 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 bidder shall provide the College with a certificate of insurance, naming the Houston Community College as certificate holder.

http://www.hccs.edu/media/houston-community-college/General-Terms-and-Conditions-of-Purchase-Orders.pdf