ESBD_358305_1715089982121_RFQ 24-39 Facilities Condition Assessment Services.pdf

RFQ 24-39 - Facilities Condition Assessment Services

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HOUSTON COMMUNITY COLLEGE SYSTEM

REQUEST FOR QUALIFICATIONS

(PROFESSIONAL SERVICES)

Project Title:

Facilities Condition Assessment Services

RFQ NUMBER: 24-39

Issued By:

Procurement Operations For :

Facilities Department

Procurement Officer :

Art Lopez, Sr. Buyer

E-mail: arturo.lopez@hccs.edu

Procurement Officer :

Arturo Lopez - Senior Buyer eMail: arturo.lopez@hccs.edu

Proposal Close Date: June 4, 2024 Before 2:00 P.M. (local time)

Submit Proposal Packet Via Bonfire:

HCC Procurement Portal

This Solicitation Requires All Proposals To Be Submitted Electronically Through Bonfire. No Paper, Email Or Fax Submissions Will Be Accepted.

Visit https://hccs.bonfirehub.com/portal for additional information on this and other business opportunities.

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TABLE OF CONTENTS

Section Headings Page Number

Section 1 –Introduction and Submittal Instructions 3 Section 1 – Project Overview & Scope of Services 6 Section 2 – Evaluation of Qualifications 14 Section 3 – Instructions to Proposers 16 Section 4 – General Information 21 Section 5 – Required Attachments 29

Attachment Number Attachment Title Attachment No. 1 Contract Award Form Attachment No. 2 Determination of Good Faith Effort Form Attachment No. 3 Small Business Unavailability Certificate Attachment No. 4 Contractor & Subcontractor Participation Form Attachment No. 5 Proposer’s Certifications Attachment No. 6 Conflict of Interest Questionnaire Attachment No. 7 Financial Interests and Potential Conflicts of

Interests Appendix A Submittal Questionnaire Exhibit No.1 Sample HCC Form Services Agreement

((( h d) NOTE: All noted Attachments are to be completed and submitted with Statement of Qualifications, Attachments 1, 5 and 7 must be signed and notarized.

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time RFQ released and posted to HCC’s & ESBD’s websites May 6, 2024 A non-mandatory in person face-to-face Pre-Submittal Meeting will be held at HCC’s Administration Bldg., 3100 Main Street, Houston, Tx. 77002 -Second Floor- Conference Room “B”.

May 15, 2024 at 10:00 a.m. (local time)

Deadline to receive written question/inquiries May 20, 2024 by 5:00 pm (local time) Responses to written questions/inquiries (estimated) May 23, 2024 Proposal Submittal Due Date June 4, 2024, by 2:00 pm (local time) Anticipated Board Recommendation and Approval August, 2024

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 RFQ and posted on

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1. SECTION 1 – INTRODUCTION, GENERAL INFORMATION AND SUBMITTAL INSTURCTIONS

1.1. Introduction

The Houston Community College (“HCC” and/or the College) seeks proposals from qualified firms to provide a Facilities Condition Assessment (FCA). The purpose for this assessment is to provide professional and technical services in developing and implementing a maintenance plan to extend the life of each facility. Sealed responses, subject to the terms and conditions of this RFQ as more fully explained herein, for evaluation of services must be received by the due date specified in the Solicitation Schedule above. Visit Houston Community College (bonfirehub.com) for additional information on this and other business opportunities.

This is a Request for Qualifications (RFQ) pursuant to Chapter 22.54 of the Texas Education Code.

1.2. General Information

Houston Community College's service area is Houston Independent School District, Katy, Spring Branch, Alief Independent School Districts, 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 an associate degree.

HCC serves its students each semester by offering associate degrees, certificates, academic preparation, workforce training, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society. Houston Community College plays an integral role in transforming the lives of its students and making our community work.

More information regarding HCC is located in the annual HCC Fact Book. The Fact Book can be found at www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/.

1.3. 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 must be observed:

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

• All request 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.

• 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.

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1.4. Type of Contract

The Consultant or Professional, if any, will be required to enter into a contract with HCC in a form substantially similar to the Agreement between HCC and Service Provider (the “Agreement”) attached to this RFQ as Exhibit 1 and incorporated for all purposes.

If Consultant or Professional takes exception to any terms or conditions set forth in the Sample Agreement (Exhibit 1), the respondent must submit a written list of the exceptions, clearly describing the exceptions and identifying and referencing the relevant section, paragraph, and page number.

1.5. Contract Term

It is anticipated that the contract term for contract(s) awarded as a result of this RFP, if any, will be two (3) years with the option to renew for two (2) 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 expirations of the initial term and any successive renewal term.

1.6. Pre-Submittal Conference

A non-mandatory pre-submittal conference will be held at the time and location as indicated in the Solicitation Schedule above. 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 RFQ.

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

1.7. Submittal Instructions

HCC prefers and encourages Professional(s) to submit responses to this request electronically through the Houston Community College Bonfire Portal https://hccs.bonfirehub.com/porta. HCC intends to utilize Bonfire as its exclusive solicitation platform. Proposals can now be accepted through the Bonfire platform.

1.8. The following are some important notes about Bonfire:

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

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

Solicitation Schedule. Associated answers will be posted in Bonfire;

1.8.3. 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 the Closing Date and Time;

1.8.4. 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;

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

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1.8.6. Uploading large documents may take significant time depending on the size of the file(s) and Proposer’s internet connection speed;

1.8.7. Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please Do Not embed any documents within the uploaded files as they will not be accessible or evaluated;

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

1.8.9. If Proposers need technical assistance with using Bonfire, you may contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x2; and

1.8.10. Please note that all inquiries related to the actual solicitation contents and any clarifications must be submitted to HCC through 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.

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

1.9.1. 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;

1.9.2. Proposer shall submit all Requested Information in Bonfire and shall submit the Form CIQ (Conflict of Interest Questionnaire) regardless if conflicts exist. By submitting a Proposal, with a completed Form CIQ, Proposer certifies compliance with the requirements therein;

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

1.9.4. 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.

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

1.11. 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.

BALANCE OF PAGE INTENTIONALLY LEFT BLANK.

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2 SECTION 2 – PROJECT OVERVIEW AND SCOPE OF WORK/SERVICES

2.1 Project Overview

The Houston Community College Facility Maintenance Division is seeking a consultant to conduct a Facility Condition Assessment (FCA) of several college owned properties. The purpose for this assessment is to provide professional and technical services in developing and implementing a maintenance plan to extend the life of each facility. Additionally, the College desires to develop an asset replacement schedule to adequately budget for replacements and maintenance moving forward. The purpose of this request is to allow HCC to purchase these services from your company while remaining in compliance with state and federal proposal laws and requirements. HCC reserves the right to award separate contracts to multiple contractors.

2.2 Scope of Work/Services

HCC is soliciting statements of qualifications from professional consulting firms that are capable of providing Facility Condition Assessment (FCA) services for buildings. The College is seeking proposals from qualified individuals or firms that are capable of providing a comprehensive Facility Condition Assessment, including complete software capabilities as described herein. The facility condition assessments will include structural, electrical, mechanical, building envelope, energy efficiency, and exterior landscape components.

As a minimum, the following consists of the Work. Additional work may be recommended in your submission, with complete details of the value-added services.

2.2.1 Professional Services Will Be Project-Specific And Include, But Are Not Limited To:

The facilities within this scope are spread out across 500 square miles currently and comprised of 76 buildings with a mixture of classrooms, offices, and support spaces over 22 locations, within the Cities of Houston, Missouri City, Katy, and Stafford, and represent a cumulative managed space of approximately 5.4 million square feet of space will be included.

2.2.2 Project Description

The consultant shall provide a complete visual, non-destructive evaluation of the entirety of each building/site (exterior and interior), building components, and building systems.

As applicable, the FCA scope should include the following minimum components:

i. The Consultant will provide all labor, materials and equipment required to undertake the Work.

ii. All services shall be provided in a manner consistent with ASTM E2018-current edition.

iii. Buildings shall be assessed singularly or in groups as directed by the College.

iv. The Consultant shall conduct interview sessions with the appropriate College staff and facilities stakeholders and perform site visits and review of existing conditions of all selected facilities.

v. The Consultant shall review building all available documentation including reports and drawings, construction documents, capital renewal projects, maintenance records and prior facility condition reports to become familiar with

Page 7 of 35 8 the facilities and to complete the work. All such information will be made available by Houston Community College Facilities Division.

vi. The Consultant shall organize collected data using Construction Specifications Institute Uniformat.

vii. Review initial findings with HCC’s facility staff, discuss items discovered.

viii. Provide draft reports consisting of analysis of building systems: identification and repair recommendations of deficiencies; development of Facilities Condition Index Numbers; and digital report documentation in HCC’s format.

ix. The Consultant shall prepare complete Cost estimation for each facility.

x. The recommendations will consider operational and maintenance issues as well as capital repair and remediation costs and provide a prioritized schedule of work based on the facility condition audits and the corresponding recommendations.

xi. Incorporate review comments, enter, or update buildings in software/database, issue final documentation in searchable electronic format.

2.2.3 Detailed required services shall include, but are not limited to:

i. Identifying and documenting current facility condition and deficiencies

ii. Recommending corrections for deficiencies

iii. Providing cost estimates for corrections

iv. Recommending three, five and seven-year schedule for implementing corrective measures, categorized as follows:

Life-safety Critical Moderate Normal Maintenance Deferred Maintenance

v. Recommending building operational improvements in regard to energy consumption

vi. Summarizing all data collections, recommendations, and cost in a searchable digital file format. The Consultant will meet with HCC Facilities Department to identify all reliable sources of existing building information and past facility condition assessments such as building lists, plans, surveys, campus maps, previous assessments, deferred maintenance studies and capital projects planning.

vii. HCC will provide any past studies and detailed evaluation reports such as:

Previous Facility Condition Assessment Studies;

Capital Planning;

Detailed Technical Studies;

Roofing Studies;

Building Drawings: Mechanical, Electrical, Architectural, Structural, and Civil in both PDF And AutoCAD Versions;

Facility Replacement Costs;

Building Maintenance Histories; and Any Other Special Studies Conducted.

viii. Where applicable, previous studies will be incorporated in the database and reflected in the final reports.

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ix. The types of building systems surveyed may vary with each building and shall include, but are not limited to, the following systems:

a) Exterior Systems: foundation, roofs, walls, window systems, exterior doors, civil/structural components.

b) Interior Systems: walls, doors, flooring, ceiling, hardware, architectural components.

c) Fire/Life Safety issues (including hazards, alarms, fire escapes, exit codes).

d) Heating, Ventilation and Air Conditioning, including controls and terminal units (condition).

e) Electrical and Electrical Distribution (condition).

f) Plumbing Systems: fixtures, supply, storm, and sanitary drainage, on and off valves, irrigation.

g) Fire Protection.

h) Special Construction.

i) Specialized Equipment & Systems.

j) Vertical Transportation Systems.

k) Perform In-Depth Elevator Study: Engage an elevator consultant to provide a detailed study of elevator equipment and efficiency.

l) Regulatory deficits to be highlighted as noted in reports.

2.2.4 Method of Collection

2.2.1.1 The Consultant shall visually inspect all identified facilities to produce an accurate analysis that identifies all components and elements requiring maintenance, repair, or major capital investment.

2.2.1.2 The Inspection team will include architects and engineers. The Consultant will thoroughly examine building systems using non-destructive on-site observations to compile a complete assessment of current conditions, then use an approved database to record cost data and expected life cycles.

2.2.1.3 The Consultant will create a database that will generate an accurate projection of building component lifespans and repair/replacement cost data for up to twenty (20) years.

2.2.1.4 The Consultant will utilize processes that eliminate variability and produce accurate facility information.

2.2.1.5 Inspector Training - The consultant will ensure that the inspection staff has the appropriate training and equipment to record consistent and accurate data.

2.2.1.6 HCC Staff Interviews - In order to understand the operating characteristics of each property beyond what is recorded in existing plans, documents, or other materials, the Consultant will interview knowledgeable Houston Community College Facility Division project managers, engineers, maintenance staff, and/or tenants for each facility, in order to benefit from their input and perspective.

These interviews will be facility-specific and are to be reflected in the final reports.

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2.2.1.7 Inspection Schedule - The consultant will coordinate with Houston Community College staff for dates and times to conduct on-site inspections. A master schedule of the entire project will then be circulated for review. After review by HCC, the Consultant will send finalized copies to all impacted parties.

2.2.1.8 Inspections - The method of the inspection process shall allow for a comprehensive inspection of observable systems, while utilizing input from knowledgeable Houston Community College staff to compliment the assessment of current conditions with details of the facilities’ background. At a minimum, Inspectors shall gather the following information on each property:

Property Characteristics – An inventory of all building systems with each system component quantified as a count, an area, a length, and/or a height;

whichever measurement is most appropriate for each system

Age – Identification of the year each system component was installed Current Condition – An assessment of the current condition of each system component and a determination of the level of repair necessary to restore these components to optimal condition, or year the asset is to be replaced

2.2.1.9 For purposes of consistency, building system components shall be defined along with a standard list of repairs and action levels for inspectors to choose from in rating each system condition. Action level shall be defined for individual components and shall include as a minimum:

Life Safety Critical Moderate Normal Maintenance Deferred Maintenance

Standard definitions and systems of actions are intended to provide a more accurate assessment of facilities

2.2.5 Assessment and Reporting Format

The facility assessment visual observations, equipment inventory, photography, costs, schedule and any and all other gathered information will be assembled in a database and reported in a manner to allow for Houston Community College to query and plan for addressing of deficiencies based on criticality and schedule.

2.2.1.10 At a minimum the database reporting structure shall include:

a) Building name (if applicable)

b) Building address

c) Building Systems

d) Individual equipment (or material or distribution)

Specific operating data Condition Deficiencies Estimated cost to repair Estimated implementation schedule Comments

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e) Operational state Operating as originally intended Operating as modified or repaired Date of most recent modification or repair Suggested improvements

f) Estimated energy consumption Energy consumption estimates Energy efficiency estimates Suggested improvements

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

2.3 Summary Project Description

As applicable the, the FCA scope should include the following minimum components:

2.3.1 Perform a 20-year forward-looking condition assessment of each site, including a complete building overview and an assessment of individual components.

2.3.2 Develop a preventive maintenance schedule for each location, including items that should be addressed, frequency of maintenance, and basic cost and labor summaries for each task.

2.3.3 Recommend appropriate cost-effective repair and/or replacement options to correct any defective conditions and address areas for improvements identified during the course of the study.

2.3.4 Develop a prioritized list of maintenance needs at each site.

2.3.5 Determine and document in a catalog or database the overall and remaining lifespans of existing building components including HVAC, Plumbing, Mechanical, Roof, siding, etc. The documentation should contain anticipated replacement budget numbers and schedule.

2.3.6 Perform an energy consumption analysis and make recommendations on energy efficiency improvements.

2.3.7 Perform a water consumption analysis and perform a feasibility study and analysis of rainwater harvesting as a form of irrigation for each site.

The College will make every effort to provide up-to-date digital plans for each site to the selected consultant. The consultant shall conduct field surveys and assessments by coordinating with a member of the Facility Maintenance Division. Scheduling site inspections will need to be coordinated to accommodate staff and facility availability. With the exception of legal or security concerns, all aspects of the buildings will be made accessible, including provisions to gain access to the roof, interior areas, mechanical, electrical rooms, and common areas. Not all buildings have record drawings.

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Technical Expertise Interested firms shall have extensive knowledge and expertise in the technical area of conducting facility condition assessments, forecasting equipment life cycles, and recommending preventive maintenance best practices.

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3 SECTION 3 – SCHEDULE OF ITEMS OR PRICING-RATE AND FEES

Because this RFQ is being conducted in compliance with Texas Government Code Chapter 2254, responding firms SHALL NOT PROVIDE INFORMATION PERTAINING TO PRICING OR COSTS until such information is requested AFTER HCC HAS RANKED THE FIRMS BASED UPON EACH FIRM’S

DEMONSTRATED COMPETENCE AND QUALIFICATIONS.

It is Houston Community College intent to contract for services till August 31, 2027. If at the end of the contract term, services are satisfactory and negotiated contract prices remain unchanged, an option to extend the contract for another 12 months may be exercised. This renewal process may be exercised twice, for a contract period of approximately 60 months. Houston Community College may terminate this contract at any time if funds are restricted, withdrawn, or not approved, or if service is unsatisfactory.

Following selection of the Facilities Condition Assessment Services firm(s), a negotiated Not to Exceed fee per square foot shall be inclusive of all fees, including but not limited to reimbursable expenses, etc. Totals of all fees per location are required, and then a grand total of all locations is required so that a final, bottom line dollar amount is evident.

In addition, an hourly rate schedule will also be negotiated for services, by job classification, with firms selected as a result of this solicitation. The schedule will include profit and overhead for anticipated services. In addition, a maximum surcharge for subconsultant services will be included in the schedule.

No escalation will be considered during the agreement period.

Except in unusual cases, the College will not consider billable time incurred while traveling to and from the Project site, College’s offices, or Board of Trustees meetings as necessary to the completion of a Project.

For each assigned project, the qualified firm selected for a project, shall be required to provide the following:

a. A summary scope of services/work and include a proposal for the project based on hourly rate schedule within the agreement.

b. A detailed price/cost sheet containing hours and level of effort for each phase of a project.

To receive payment, the Consultant shall send invoices to the College, specifying the days, hours and nature of the tasks covered by the invoices, such invoices are not to exceed in the aggregate the Maximum Sum.

The Consultant may be paid in monthly installment during the term of the Agreement, if approved by the College in advance. All invoices must show actual days or hours worked, per the terms herein. The Maximum Sum represents the maximum “not to exceed” cost to the College as described above. Non-worked days or hours shall not be invoiced.

The District shall pay all undisputed invoices within thirty (30) days of receipt. The College’s preferred method of payment will be thru Electronic Funds Transfer (EFT).

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Appendix A Submittal Questionnaire

The Respondent recognizes that in selecting a provider of the requested services, HCC will rely, in part, on the answers provided in response to this Section.

(Responses provided within Tab 3 - Proposed Approach and Methodology)

1. Describe the proposed software or tracking programs that support HCC’s desire to have detailed records of findings.

2. Describe the quality and experience of any partners or subcontractors proposed to be included by the Respondent.

3. Describe how pricing for construction and repair estimations are developed.

4. Provide schedules for completion of the scope of work contained in this agreement.

NOTE: When responding to this section, clearly identify in your submittal response each paragraph number shown above and your response to that paragraph.

RFQ 24‐XX Facilities Condition Assessment Services

4 SECTION 4 –EVALUATION OF QUALIFICATIONS

4.1 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all statements of qualifications 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.

Statement of Qualifications will be evaluated using the following criteria:

Evaluation Criteria Available Points

Firm’s Qualification and Experience & Demonstrated Qualifications of Personnel and Team (Section 3.4.c & d - Tabs 1 & 2)

Proposed Approach & Methodology (Section 3.4.e - Tab 3)

Past Performance & References (Section 3.4.f - Tab 4)

Small Business Practices (Section 3.4.g - Tab 5)

Total Points 100

4.2 Eligibility for Award

In order for a proposer to be eligible to be awarded the contract, the statement of qualifications must be responsive to the 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 statement of qualifications 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. Statement of qualifications, 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 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. 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 4.17 - Prohibited Communications and Political Contributions.

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

5. SECTION 5 – INSTRUCTIONS TO PROPOSER

5.1 General Instructions

a. Proposers should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

b. Statement of qualifications and any other information submitted by Proposers in response to this Request for Qualifications (RFQ) shall become the property of HCC.

c. HCC will not provide compensation to Proposers for any expenses incurred by the Proposer(s) for proposal preparation or for any demonstrations that may be made, unless otherwise expressly stated. Proposers submit proposals at their own risk and expense.

d. Statement of qualifications, which are qualified with conditional clauses, or alterations, or items, not called for in the RFQ documents, or irregularities of any kind are subject to disqualification by HCC, at its option.

e. Each statement of qualifications should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this RFQ.

Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of HCCs needs.

f. HCC makes no guarantee that an award will be made as a result of this RFQ and reserves the right to accept or reject any or all statement of qualifications, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this RFQ or resulting Agreement when deemed to be in HCCs best interest. Representations made within the statement of qualifications will be binding on responding firms. HCC will not be bound to act by any previous communication or statement of qualifications submitted by the firms other than this RFQ.

g. Firms wishing to submit a “No-Response” are requested to return the first page of the Contact

Award Form (ref. Attachment No. 1). The returned form should indicate your company's name and include the words “No-Response” in the right-hand column.

h. Failure to comply with the requirements contained in this Request for Qualifications may result in the rejection of your statement of qualifications.

5.2 Preparation and Submittal Instructions

All Attachments noted are to be completed and submitted with statement of qualifications,

5.3 Document Format and Content

i. Statement of qualifications must be signed by Proposer’s company official(s) authorized to commit such statement of qualifications. Failure to sign and return these forms will subject your statement of qualifications to disqualification.

ii. Responses to this Request for Qualifications must include a response to the statement of qualifications’ requirements set forth in the Scope of Work/Services, above.

iii. Statement of qualifications must be typed on letter-size (8-1/2” x 11”) layout. HCC requests that statement of qualifications be submitted electronically. Preprinted material should be referenced in the statement of qualifications and included as labeled attachments. Sections should be divided by tabs for ease of reference. The electronic copy of the statement of qualifications must be provided in an Adobe Acrobat (.pdf) format.

iv. Table of Contents: Include with the statement of qualifications 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 statement of qualifications 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.

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

vi. Number of Copies: Submit one (1) original electronic copy of your statement of qualifications including all required HCC Forms and documents. An original signature must appear on the original copy.

vii. Statement of qualifications must be submitted and received in the HCC Procurement Operations Department on or before the time and date specified in the Solicitation Schedule.

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

5.4 Proposer Response

General: Your statement of qualifications “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:

5.4.1 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 respondent from using consultants.) HCC will contract only with the individual firm or formal organization that submits a response to this RFQ.

5.4.2 Table of Contents

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

5.4.3 Tab 1: Firm’s Qualification and Experience

This section should describe the qualifications and experience of the responding firm and their ability to provide the services as described in this RFQ.

i. Provide a detailed description of your firm, including the total number of supporting personnel related to providing the services required in this

RFQ.

ii. Demonstrate firm’s understanding, knowledge, and experience of providing the services of the type and kind required in this RFQ.

5.4.4 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.

i. 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 RFQ. Describe how the team will be organized to deliver the services defined in this RFQ.

ii. Provide brief resumes (not more than one (1) page) for each key personnel.

The resumes must clearly specify the number of years the personnel has been providing the type of services as described in this RFQ.

Please include the following:

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

b) Availability and commitment of the respondent, its principal(s) and assigned professionals to undertake the services described in this RFQ.

c) Personnel’s job functions, role, percent of time to be assigned to this account and physical office location.

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

e) 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 on the account.

5.4.5 Tab 3 – Proposed Approach & Methodology

This section should describe and discuss your proposed approach and methodology in providing the services of the type and kind required in this RFQ.

i. Proposer shall respond to all requirements and questions noted in

Section 1, including the proposed approach and methodology the firm proposes to deliver the services required in this RFQ.

ii. HCC intends that each proposer provide a detailed and comprehensive description of all services that the proposer will provide if it enters into a contract pursuant to the RFQ.

iii. Quality: identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this RFQ to HCC. Your response should indicate the frequency of the measurement, how it will be used to continually improve performance, and how this information will be shared with HCC. Your response should include how do you measure and monitor quality of work, ensure delivery is met, and how problems are tracked, escalated (if required) both internally and with the customer.

iv. Customer Satisfaction: How do you measure and monitor customer satisfaction; describe the method used, frequency, and how results are reported.

v. Capabilities and Capacity: Proposer shall clearly define its in-house capability and capacity to perform the work identified in the Scope of Services of this RFQ. Your response must describe the various technologies, tools, methods, and technical expertise that you will provide to HCC and/or that will be used in the delivery of the services and how that will be of benefit in the delivery of services to HCC.

5.4.6 Tab 4 - Past Performance and References

This section should establish the ability of the respondent (and its sub-consultant), if any, to satisfactorily perform the required work.

i. Provide examples of similar project experience; public institutions or public entities, preferred. HCC may verify all information furnished. As a minimum, references should include a general description of the work performed in addition to written letters from current clients or past clients served in the past three years. Include contact name, address, telephone, and an email address.

ii. Describe lessons learned from previous clients for services of the type and kind required in this RFQ that were not successful and what steps your firm has taken to effectively identify and mitigate from recurring.

iii. Demonstrate the capability and successful past performance of the firm with respect to producing high quality services, maintaining good working relations for services of the required in this RFQ.

iv. Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

v. Provide a list of any work that your firm may have completed for Houston Community College during the past 3 years, including a detailed description of the work effort, performance and define if the work was completed as a contractor directly with HCC or as a subcontractor under an engagement.

5.4.7 Tab 5 - Small Business Practices

This section shall include a clear statement of the firm’s commitment and plan to meet the small business goal specified in this solicitation if any, and that any small businesses listed as part of the proposers response shall be used in performance of the specified services.

i. Describe your previous experience, involvement, and approach in working with certified Small Business firms; including level of effort, division of duties and providing opinions. Provide a statement detailing small business participation commitment.

ii. At a minimum, your response must include: (a) Firm’s commitment to meeting the small business participation goal for the solicitation (b) a description of previous engagements where your firm has successfully subcontracted work to small businesses including the percentage (%) of work subcontracted to these firms under each engagement; (c) a narrative outlining your overall approach to subcontracting and how you will solicit small businesses for participation as part of this solicitation;

and (d) indicate what challenges you anticipate in attaining HCC’s goal.

iii. Describe your company’s process for the selection of subcontractors in accordance with the statutory procedures required for the solicitation of subcontractors, including your process for evaluating subcontractors’ performance while also incorporating a Small Business Development Program.

iv. Provide a reference list of all customers noted in Tab 4 above that included a Small Business or similar program where you have performed work similar to the type of work described in this RFQ. Provide the contact person and the representative who served as the Small Business Development liaison (or equivalent), telephone number and email address.

5.4.8 Tab 6 - Firm’s Financial Status

‐ Please provide a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees including but not limited to state franchise fees.

‐ Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

5.4.9 Tab 7 – Business Relationship Strength

“Business Relationship Strength” for the purpose of this RFQ shall mean the definition and commitment of the respondent towards a mutually successful “relationship” between the selected contractor and HCC for the duration of the contract. Respondent’s Statement of Qualification must include their definition, proposal, and commitment to forge, foster and maintain a mutually successful “relationship” with HCC. At a minimum, your response must include:

i. your definition of a mutually successful “relationship” between your firm and HCC; and

ii. your firm’s commitment to a mutually successful “relationship” in the form of at least three, and not more than five, specific, obtainable criteria, activities, agreements, or requirements that shall, at the discretion of HCC, become features of the awarded contract and shall guide the HCC-Contractor relationship for the duration of the contract

5.4.10 Tab 8 – Required Attachments

This section shall include all Attachments noted in Section 5, all forms shall be completed, signed, and submitted with statement of qualifications.

Balance Of Page Intentionally Left Blank.

6. SECTION 6 – GENERAL INFORMATION

PROPOSERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFQ CAREFULLY

AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

6.1 Overview

The Houston Community College, (“HCC”) or (“College”) is seeking statement of qualifications from qualified firms in accordance with the Scope of Services noted above. Qualified respondents are invited to submit a written response outlining your qualifications and willingness to provide the services as described in the Scope of Services, and in accordance with the terms, conditions and requirements set forth in the Request for Qualifications (RFQ). The successful proposer will provide the scope of services in accordance with all applicable laws, regulations, and professional standards.

HCC reserves the right to make single, multiple or no award for the services described herein and as deemed in its own best interests.

HCC reserves the right to reject any or all proposals or to accept any proposals it considers most favorable to HCC, or to waive irregularities in the Request for Qualifications (RFQ) and submittal process. HCC further reserves the right to reject all proposals or submittals and terminate the solicitation process or seek new proposals when such procedure is reasonably in the best interest of HCC.

This RFQ solicitation does not in any way obligate HCC to award a contract or pay any expense or cost incurred in the review and submission of proposals responding to this RFQ.

All applicable attachments contained in the RFQ shall be completed. Failure to do so may result in the firm’s proposal or submittal being declared non-responsive to the solicitation requirements.

Information provided in response to the RFQ is subject to the Texas Public Information Act and may be subject to public disclosure.

By submitting its proposal in response to this RFQ, respondent accepts the evaluation process and acknowledges and accepts that determination of “most qualified” and “best valued” firm(s) will require subjective judgments by the Evaluation Committee.

Any exceptions taken to the terms of the RFQ must be specific, and the respondent must indicate clearly what alternative is being offered to allow HCC a meaningful opportunity to evaluate and rank proposals and implications of the exception (if any).

Where exceptions are taken, HCC shall determine the acceptability of the proposed exceptions.

HCC may accept or reject the exceptions. Where exceptions are rejected, HCC may insist that the respondent furnish the services described herein or negotiate an acceptable alternative.

Where exceptions are taken, HCC shall determine the acceptability of the proposed exceptions.

HCC may accept or reject the exceptions. Where exceptions are rejected, HCC may insist that the respondent furnish the services described herein or negotiate an acceptable alternative.

All exceptions shall be referenced by utilizing the corresponding Section, paragraph, and page number in this RFQ. However, HCC is under no obligation to accept any exceptions. Respondent shall be deemed to have accepted all terms and conditions to which no exceptions have been taken.

The RFQ provides information necessary to prepare and submit statement of qualifications responses for consideration by HCC based on the listed criteria. HCC may request additional clarification and oral interviews solely on the written responses to this request for qualifications.

6.2 Award / Contract Approval

This Procurement, any award under this procurement, and the resulting contract, if any, is subject to approval by HCC Board of Trustees. Subsequent to Board approval, the only person authorized to commit HCC contractually is the Chancellor or designee. This solicitation is a request for qualifications and neither this solicitation nor the response or proposal from any prospective proposer shall create a contractual relationship that would bind HCC until such time as both HCC and the selected proposer sign a legally binding contract, which includes, without limitation, the terms required by HCC as set forth in the Scope of Work/Services and this RFQ.

6.3 Pre-Proposal Meeting

The purpose of the meeting is to briefly describe the procurement process and specifications while allowing interested firms to ask general questions. Nothing said in the pre-proposal meeting shall be binding to HCC; any changes to the requirements of this RFQ shall be made by way of written solicitation amendment.

If applicable,…