ESBD_370915_1722892434096_RFQ 24-51 Professional Land Surveying.pdf

RFQ 24-51 Professional Land Surveying Services

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REQUEST FOR QUALIFICATIONS

for

PROFESSIONAL LAND SURVEYING SERVICES

RFQ NUMBER:

24-51

Issued By:

Procurement Operations

Department

For :

Facilities Department

Procurement Officer :

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

Proposal Close Date: September 5, 2024

Before 2:00 P.M. (local time)

Submit Proposal Packet Via Bonfire:

HCC Procurement Portal

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

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

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TABLE OF CONTENTS

Section Headings Page Number

Section 1 – Introduction and General Information 3 Section 2 – Submissions of Qualification 7 Section 3 – Project Overview and Scope of Work/ Services 9 Section 4 – Evaluation of Qualifications 13 Section 5 – Instructions to Proposers 15 Section 6 – General Information 21 Section 7 – Required Attachments 31

Exhibit Number Exhibit Title

Exhibit No. 1 Sample HCC Form Services Agreement

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time RFP released and posted to HCC’s & ESBD’s websites August 5, 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”.

August 20, 2024 at 10:00 a.m. (local time)

Deadline to receive written question/inquiries August 23, 2024 by 5:00 pm (local time) Responses to written questions/inquiries (estimated) August 28, 2024 Proposal Submittal Due Date September 5, 2024, by 2:00 pm (local time) Anticipated Board Recommendation and Approval November 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

Balance Of Page Intentionally Left Blank.

1. SECTION 1 – INTRODUCTION AND GENERAL INFORMATION

1.1. Objective of this Request for Qualifications (RFQ)

The Houston Community College (“HCC” and/or the “College”) is soliciting statement of qualifications from qualified firms to provide Professional Land Surveying Services (“Professional” or “Professionals”) in response to this Request for Qualifications for Selection of a Vendor(s) to provide certain Professional Services (Texas Government Code 2254.003). The Services and Scope of Work can be found in Section 3 of this RFQ.

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.

1.2. Purpose

The selected firm or firms shall provide services of a licensed commercial land and topographical surveying services on an “as needed” basis for projects designated by the College and shall perform all services by providing all supervision, manpower, materials, equipment and supplies necessary through written assignments. These services to be performed under this procurement will be at the sole discretion of HCC and on an “as needed” basis. Projects under this request for qualifications includes but is not limited to general surveying of land and various properties, topographic, boundary, platting preliminary, and all other necessary land surveying tasks.

The College reserves the right to reject any or all Statements of Qualifications and to waive informalities, and to negotiate with all firms submitting qualifications per the Texas Professional Services Procurement Act. The RFQ is available on the college’s web site.

By providing a submission, Professional certifies that it understands this RFQ and has full knowledge of the scope, nature, quality, and quantity of the services to be performed, the detailed requirements of the services to be provided, and the conditions under which such services are to be performed. Professional also certifies that it understands that all costs relating to preparing a response to this RFQ will be the sole responsibility of Professional.

PROFESSIONAL IS CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFQ

CAREFULLY AND TO PROVIDE A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS

AS DIRECTED.

1.3. Type of Contract

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.

1.4. Contract Term

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

The cumulative total of the fees paid under a contract, including any option years, shall not exceed $500,000 per Contract year. If the College and successful Respondent(s) are unable to negotiate and sign a Contract, the College reserves the right to seek an alternative Respondent.

1.5. 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.

HCC is currently spread out over 500 square miles and comprised of 76 buildings with a mixture of classrooms, offices, and support spaces over 22 locations and represents a cumulative managed space of approximately 5.4 million square feet of space.

Houston Community College’s web page is located at https://www.hccs.edu/

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/.

1.6. Vendor Communication:

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

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

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

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

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

1.7. Inquiries and Interpretations

HCC may in its sole discretion respond in writing to written inquiries concerning this RFQ and post its response as an Addendum on the HCC website. Only HCC’s responses that are made by formal written Addenda will be binding on HCC. Any verbal responses, written interpretations, or clarifications other than Addenda to this RFQ will be without legal effect. All Addenda issued by HCC prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFQ for all purposes.

HCC specifically instructs all interested parties to restrict all contact and questions regarding this RFQ to written communications forwarded to the HCC Procurement Officer whose contact information is listed on the cover page of this solicitation. The HCC Procurement Officer must receive all questions or concerns no later than the date and time identified in the solicitation schedule. HCC will have a reasonable amount of time to respond to questions or concerns. Any response to the questions will be in the form of an Addendum. It is the Proposer’s responsibility to make sure they have obtained all addenda. Addenda, if any, will be posted on HCC’s website at https://hccs.bonfirehub.com.

It is HCC’s intent to respond to all appropriate questions and concerns; however, HCC reserves the right to decline to respond to any question or concern.

1.8. Evaluation Process

HCC will select the successful Professional(s) by using the evaluation process described in Section 4.

HCC will use commercially reasonable efforts to avoid public disclosure of the contents of a submission of qualification prior to selection of the successful Professional(s).

After the opening of the submissions of qualification and upon completion of the initial review and evaluation of the submissions, HCC may invite one or more selected Professionals to participate in oral presentations. HCC will select, on the basis of demonstrated competence and qualifications to perform the services, the firms it believes are best qualified and rank them in order. HCC will identify the Professional that is most highly qualified on the basis of demonstrated competence and qualifications.

Once the successful Professional(s) has been selected, HCC will attempt to negotiate the Agreement with the most highly qualified Professional(s) at a fair and reasonable price.

HCC reserves the right to (a) enter into an agreement for all or any portion of the requirements and specifications set forth in this RFQ with one or more Professionals, (b) reject any and all submissions of qualification and re-solicit submissions of qualification, or (c) reject any and all submissions of qualification and temporarily or permanently abandon this selection process, if deemed to be in the best interests of HCC. Professional is hereby notified that HCC will maintain in its files concerning this RFQ a written record of the basis upon which a selection, if any, is made by HCC.

1.9. Solicitation for Submission of Qualification and Preparation Costs

Professional understands and agrees that (1) this RFQ is a solicitation for submissions of qualification and HCC has made no representation written or oral that one or more agreements with HCC will be awarded under this RFQ; (2) HCC issues this RFQ predicated on HCC’s anticipated requirements for the Services, and HCC has made no representation, written or oral, that any particular scope of services will actually be required by HCC; and (3) Professional will bear, as its sole risk and responsibility, any cost that arises from Professional’s preparation of a submission of qualifications in response to this RFQ.

1.10. Eligible Respondents

Only individual firms or lawfully formed business organizations may apply. (This does not preclude a Professional from using consultants.) HCC will contract only with the individual firm or formal organization that submits a Proposal in accordance with the requirements set forth herein.

1.11. Equal Opportunity Employer

HCC is an equal opportunity employer and does not discriminate in awarding contracts or employment of persons because of their race, sex, age, religion, national origin, veteran, disabled or handicap status or any other characteristic protected by law. HCC requires companies with which it conducts business to be equal opportunity employers and comply with all applicable federal, state, and municipal laws and regulations regarding contracting and employment practices.

2. SECTION 2 - SUBMISSIONS OF QUALIFICATION

2.1. 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.

The following are some important notes about Bonfire:

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

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

Associated answers will be posted in Bonfire;

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;

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;

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

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

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;

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

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

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.

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

2.2.1. The 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;

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

2.2.3. 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.

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

2.4. 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.

3 SECTION 3 – PROJECT OVERVIEW AND SCOPE OF WORK/SERVICES

3.1 General Overview

The services to be performed may include topographic, boundary, platting preliminary, and all other necessary land surveying tasks, as specified by HCC. The services may be requested by HCC on a project-to-project basis, which may require from one (1) day to several months to complete. Generally, the selected Surveyor(s) will be expected to perform the services in accordance with the Scope of Services and in accordance with the requirements of this solicitation.

The scope of services covers the requirements of licensed surveyor(s) to assist HCC in land and topographical surveying of various properties on an “as needed” basis.

GENERAL REQUIREMENTS:

Eligibility - Any land surveying firm or project team is invited to submit a statement of qualifications for consideration as a candidate for the new HCC System contract for land surveying services system-wide.

Each land surveying firm or project team must present a statement of qualifications in order to be considered as a candidate, and an authorized representative of the land surveying firm’s prime contractor must sign the statement of qualifications.

Licensure – All respondents must have legally required licensure so that all services required by them may be delivered in accordance with applicable law. As a part of this response, team members are encouraged to submit photocopies of relevant current licenses.

The Surveyor shall perform at a minimum the following tasks:

a) Boundary Lines, Giving Length and Bearing on Each Straight Line; Interior Angles; Radius, Point of Tangency, And Length of Curved Lines. Set Iron Pin (Monument At Property Corners Where None Exists; Drive Pin 18” Into Ground, Mark With Wood Stake; State On Drawing Whether Corners Were Found Or Set And Describe Each.

b) Legal Description, Including Measurements In Recorded Deeds For Comparison With Observed.

c) Area In Square Feet If Less Than One Acre, In Acres (To .001 Acre) If Over One Acre.

d) Identify, Jurisdiction And Width Of Adjoining Street And Highways, Width And How

Paved. Identity of Landmarks.

e) Plotted Location of Structures on the Property and on Adjacent Property within 30

Feet. Dimension Perimeters in Feet and Inches to Nearest ½. State Character and Number of Stories. Dimension to Property Lines and Other Buildings. Vacant Parcels Shall Be Noted “Vacant.”

f) Encroachments, Including Cornices, Belt Courses, Etc., Either Way Across Property Lines.

g) Fences And Walls; Describe. Identify Party Walls and Locate With Respect To Property Lines.

h) Recorded Or Otherwise Known Easements And Right-Of-Way; State Owner Of Right.

i) Possibilities of Prescriptive Right-Of-Way and Nature of Each.

j) Anticipated Street Widening.

k) Individual Lot Lines and Lot and Block Numbers. Street Numbers of Buildings.

l) Sidewalks, Curbs, Gutters & Drives On The Block And Extend To Include The Same Across

Boundary Streets.

m) Building Line and Setback Requirements, If Any.

n) Names of Owners of Adjacent Property.

o) Reconciliation or Explanation of Any Discrepancies between Survey and Recorded Legal

Description.

TOPOGRAPHICAL SURVEY REQUIREMENTS:

a) All Lines of Levels Shall Be Checked By Separate Check Level Lines or On Previous Turning Points or Benchmarks.

b) Traffic Devices, Signs, In Connection with Boundary Streets.

c) Future Plans Of City, Utility Districts, And Municipal Utilities When Such Information Is

Discovered in Routine Information Gatherings.

d) Minimum of One Permanent Benchmark on Site for Each Ten or Less Acres;

Description and Elevation to Nearest .01’.

e) Contours at 1 Foot Intervals; Error Shall Not Exceed One-Half Contour Interval.

f) Spot Elevations at Each Intersection of a 20 Foot Square Grid Covering the Property and

If Possible 5 Foot Grid Interval (S) beyond.

g) Spot Elevations at Street Intersections and at 5 Feet on Center on Curb, Sidewalk, and

Edge of Paving Including Far Side of Paving. If Elevations Vary From Established Grades, State Established Grades, State Established Grades Also.

h) Plotted Location of Structures, Man-Made and Natural Features; Floor Elevations at Each Entrance of Building on Property.

i) Location, Size, Depth and Pressure of Water and Gas Mains, and Other Utilities Serving or on the Property, Valves, Meters.

j) Location of Fire Hydrants Available to Property and Size of Main Serving Each.

k) Location of Electric and Telephone Services and Characteristics of Service Available.

l) Location, Size, Depth And Direction Of Flow Of Sanitary Sewers, Storm Drains And Culverts

Serving Or On Property; Location Of Catch basins And Manholes And Inverts Of Pipe At Each; Same At Or In Boundary Streets.

m) Name of Operating Authority of Each Utility.

n) Mean Elevation of Eater in Any Excavation, Well or Nearby Body; Flood Level of Streams.

o) Extent of Watershed onto Property. Probability of Freshets Overrunning the Site.

p) Locations of Test Borings If Ascertainable and Elevation of Top of Holes.

q) Trees Of 3” And Over (Caliper 3’ Above Ground) Locate Within 1’ Tolerance And Give Species.

r) Perimeter Outline Only of Thickly Wooded Areas Unless Otherwise Directed.

s) Location, Size, Elevation Of Elevated: Piping Insulated Piping, Conduit, Pipe Racks And

Supports; Except That Above Building Roofs.

t) Show Dimensions And Bearings Of Property Boundaries, And Plot All Locatable Title

Exceptions And Easements On The Survey Map.

u) Show Existence or Non-Existence of Any Encroachments and Right Of Way.

v) The Written Legal Description of the Property and Exhibit(S) For Recording Purpose.

w) Provide An Area Measurement Within Boundary Lines.

x) Easements – All Utility, City And Private Easements Shall Be Shown And Labeled.

y) Legal Description And Exhibit(S) For Any Easements Where Required.

z) Setbacks – Building And Parking Setbacks Shall Be Shown And Noted For Each Property

Or Zoning Areas.

aa) All Above Grade Utilities, Including But Not Limited To Overhead Electrical, Telephone, Cable, Street Lighting, And Other Electrical And Communications Equipment; Location And Rim Elevations Of Sanitary And Storm Sewer Structures, Water Main Valves, And

Hydrants; Gas Valves And All Other Above Grade Utility Equipment.

bb) All Underground Utilities, Including But Not Limited To Storm, Sanitary, Water, Gas, Telephone, Electrical, And Cable. Rim Elevation, Bottom Of Manhole, And All In And Out Inverts Of Utilities Shall Be Noted. Note: If Any Of These Utilities Do Not Exist Within Or Directly Adjacent To The Survey Area, Surveyor Shall Locate The Nearest Available Service Connection Which Can Be Used For Future Service To Site.

cc) Provide On The Survey A List Of Names, Addresses, And Phone Numbers Of All Applicable Utility Companies.

dd) Trees, Shrubs, And Planting Areas: All Trees 2” Caliper And Larger Shall Be Labeled With Caliper And Species. All Tree Canopies Shall Be Accurately Shown.

ee) All Trees 6” Caliper And Larger Shall Be Labeled With Caliper And Species. All Tree Canopies Shall Be Accurately Shown And Areas Of Woods Or Shrubs Accurately Delineated.

ff) Zoning Of The Property And All Adjacent Properties Within 100’ Of The Surveyed Area.

gg) Provide Planning And Zoning Overlays.

hh) Current Flood Plain Information Including FEMA Regulatory 100-Year And 500-Year

Floodplain Boundaries, Notation Of Record Flood Event Elevation (2008 Flood), 100- Year Flood Elevation And Other DNR Protected Area Boundaries.

ii) All Measurement Tolerances Provided On Such Surveys Must Be Within Readings For Urban Survey As Specified On Accuracy Standards For Alta/ACSM Land Title Surveys.

jj) When A Significant Discrepancy With The Record Maps And Documents Are Found, Or If Monuments Are Set Or If Otherwise Required By Law, Surveyor Shall Provide A “Record Of Survey Map” Compliant With City And State Standards.

kk) Elevation Certificate For Flood Insurance Purpose (FEMA) Coordination & Documentation Associated With Phase I And Phase II Real Estate.

ll) All Firms May Not Be Capable Of Providing The Above Noted Services. If Your Firm Is Capable And Willing To Provide Any Of The Above Services, A Complete Description Of The Nature Of The Service The Firm Is Qualified To Provide Must Be Provided In Your Qualifications.

General Information The resulting contract(s) may be known as an IDIQ contract on an as needed basis because the scope, number of projects, and tasks will be unknown at the time of contract execution. It should be expressly understood that HCC is under no obligation to request any services from any selected firm(s) and no minimum amount of work shall be required under the contract(s) established as a result of this RFQ.

Selected firms’ contracts with the College for Professional Land Surveying Services and other projects as needed. Firms may be assigned various projects as they may arise, based on the nature of the services required and the resources of the firm.

Firms will be selected based on qualifications. An hourly rate schedule will be negotiated for services, by job classification, with the selected firms. The schedule will include profit and overhead for anticipated services. In addition, a maximum surcharge for subconsultant services will be included in the schedule. These prices are to be held for the entire term of the contract, including any extended renewal years. No escalation will be considered during the term of the contract. When a qualified firm is selected for a project, the firm will be required to provide a detailed proposal for the project based on number of hours, hourly rate schedule costs in the IDIQ contract

Rates and Fees Following selection of the Professional Land Surveying firm(s), an hourly rate schedule will 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 initial agreement period. Escalations to the rate schedule will only be considered at agreement renewal if the escalation request is submitted to the College in writing and agreed to by HCC in writing.

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.

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.

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

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

d) A person or proposer shall not be eligible to be considered for this solicitation if the person or proposer engaged in or attempted to engage in prohibited communications as described in Section 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

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

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

5.1.3 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.

5.1.4 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.

5.1.5 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.

5.1.6 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.

5.1.7 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.

5.1.8 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, Attachments 1, 5 and 7 must be signed and notarized.

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, percentage 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 the 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 proposer’s 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. Attachments 1, 5 and 7 must be signed and notarized.

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, the Pre-Proposal Meeting date and time is noted in the Solicitation Schedule (see Page 2)

6.4 HCC Contact

Any questions or concerns regarding this Request for Qualification shall be directed to the Procurement Officer listed on the cover page. HCC specifically requests that the proposer restrict all contact and questions regarding this RFQ to the Procurement Officer. The Procurement Officer must receive all questions or concerns no later than the date and time listed in the Solicitation Schedule.

6.5 Inquiries and Interpretations

Responses to inquiries, which directly affect an interpretation or change to this RFQ, will be issued in writing by addendum (amendment) and all addenda will be posted on the HCC Procurement Operations Website https://www.hccs.edu/about-hcc/procurement/.