ESBD_374797_1724962136201_RFP 24-58 Chemical Fume Hood Inspections and Related Services.pdf

RFP 24-58 Chemical Fume Hood Inspections and Related Services

Procurement Operations Department 3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP)

FOR

CHEMICAL FUME HOOD INSPECTIONS AND RELATED SERVICES

RFP NUMBER.: 24-58

ISSUED BY:

Procurement Operations Department

For

Facilities Department

PROCUREMENT OFFICER :

Gabriel Moya, Buyer

Email: moya.gabriel@hccs.edu

PROPOSAL CLOSE DATE: October 1, 2024 TIME (Before): 2:00 p.m. (local time)

HCC BID Portal:

Houston Community College (bonfirehub.com)

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

https://hccs.bonfirehub.com/portal/?tab=login

TABLE OF CONTENTS

Section Headings Page Number

Introduction and General Information 3 Section 1 – Submittal Instructions 4 Section 2 – Project Overview and Scope of Services 6 Section 3 – Schedule of Items and Pricing 19 Section 4 – Proposal Evaluations 21 Section 5 – Instructions to Proposers 23 Section 6 - General Information 30 Section 7 – Required Attachments 41

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

1, 5 and 7 must be signed and notarized.

Exhibit Number Exhibit Title Appendix A Chemical Fume Hood/Bio-hood Listing and Locations Appendix B Houston Community College Campus and Area

Managers Exhibit No. 1 HCC Master Services Agreement Sample (Public Files in Bonfire)

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 September 3, 2024 A non-mandatory in person face-to-face Pre- Proposal Meeting will be held at HCC’s Administration Bldg., 3100 Main Street, Houston, TX 77002 -Second Floor- Seminar Room “A”

September 12, 2024, at 10:00 a.m. (local time)

Deadline to receive written questions/inquiries September 17, 2024, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) September 24, 2024

Proposal Submittal Due Date October 1, 2024, by 2:00 pm (local time) Anticipated Board Recommendation and Approval Date

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 RFP and posted on Procurement Operations website for your convenience.

INTRODUCTION

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

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

GENERAL INFORMATION

Houston Community College's service area includes Houston, Katy, Spring Branch, and Alief Independent School Districts, as well as Stafford Municipal District, and the Fort Bend portion of Missouri City. The System is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award an associate and baccalaureate degrees.

HCC serves its students and the region by offering associate and bachelor’s degrees, certificates, academic preparation, economical education options, vocational trainings, flexible class schedules, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society. Houston Community College increases the economic outcome of its students and communities, playing an integral role in transforming and improving lives.

As of the year 2024 HCC has nineteen (19) campuses, spanning 6,517,666 square feet, serving 85,858 students.

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

VENDOR COMMUNICATION:

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

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

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

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

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

https://hccs.bonfirehub.com/portal/?tab=login http://www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/

SECTION 1 – SUBMITTAL INSTRUCTIONS

1.1. HCC is requiring respondents to submit their response to this request electronically through the Bonfire Portal Houston Community College (bonfirehub.com). HCC intends to utilize Bonfire as its exclusive solicitation platform. Proposals can now be accepted through the Bonfire platform.

1.2. The following are some important notes about Bonfire:

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

1.2.2. Questions are only accepted through Bonfire before the deadline as noted in the Solicitation Schedule. Associated answers will be posted in Bonfire;

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

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

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

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

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

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

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

1.2.10. Please note that all inquiries related to the actual solicitation contents and any clarifications must be submitted to HCC though the Opportunity Q&A feature in Bonfire; and by submitting a Proposal in Bonfire, Proposer acknowledges and https://hccs.bonfirehub.com/portal/?tab=login mailto:Support@GoBonfire.com accepts all addenda, questions and answers posted by HCC in Bonfire.

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

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

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

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

and

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

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

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

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

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

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

BALANCE OF PAGE INTENTIONALLY LEFT BLANK.

SECTION 2 –PROJECT OVERVEW & SCOPE OF SERVICES

2.1 Project Overview

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

2.2 Contract Term

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

HCC estimates the annual contract spend to be One hundred fifty thousand dollars ($150,000).

PLEASE NOTE THERE IS NO GUARANTEED ANNUAL VOLUMES. The College makes no guarantees on quantities and may purchase more or less than those stated in this proposal.

2.3 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at a time and location as indicated in the Solicitation Schedule above. Attendance at this conference is advised if your firm wishes to ask any questions in connection with this RFP. The College intends to present general information, which may be helpful in the preparation of proposals, and to offer firms the opportunity to ask questions concerning this RFP.

The pre-proposal conference also provides opportunities for respondents to network and establish SBE and/or subcontracting relationships.

Service Providers are encouraged to tour campuses on their own to understand the scope of its geography and parking and access limitations that impact the Service Provider’s ability to provide service in a timely and cost effective manner.

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

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

2.3.1 Contractor Must Make Thorough Study and Investigation

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

1. The actual conditions and requirements of the work;

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

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

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

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

The Contractor's proposal must include any and all expenses he or she may incur in order to complete the work stipulated under the proposed contract.

Any failure of the Contractor to acquaint himself or herself with all the available information concerning the above shall not relieve him or her of responsibility for estimating properly the difficulties or cost to successfully perform the work.:

2.4 Scope of Services

HCC seeks proposals from qualified firms to provide Chemical Fume Hood and Bio-Hood Inspection and Related Services. The proposer shall furnish all labor, materials and equipment necessary to repair, provide preventative maintenance, annual testing and certification of all equipment listed on Page No.10, Appendix A, Chemical Fume Hood Listing and Locations and HEPA filtration devices like biological Safety Cabinets. HHC reserves the right to award separate contracts to multiple contractors.

HCC has Biological Safety Cabinets and Fume Hoods, located in teaching labs in approximately thirteen (13) buildings at various Houston Community College campuses. The equipment will require service, maintenance, and certification. These services require trained and qualified technicians to perform the inspections.

2.4.1 Requirements

The scope of services for chemical fume hood face velocity testing and certification in accordance with, shall include, but is not limited to:

1. Verification Services for Fume Hood / Lab Controls;

a. Verify performance and calibrate laboratory exhaust valve serving fume hood so that the fume hood exhaust at a rate of 100 FPM face velocity at the sash with the sash raised to a height of 18”.

b. Confirm that exhaust valve responds to changes in sash height to maintain specified face velocity.

2. On-going Performance Assurance;

3. Inspect, evaluate and certify that all chemical fume hoods are in compliance with all applicable regulatory agencies;

4. Ensure that critical measurements are within the tolerances processes require;

a. Test parameters shall be 100 FPM face velocity at 18” sash height. No individual sash velocity measurement shall deviate more than (+ or -) 20 FPM of the average velocity.

b. Confirm that exhaust valve responds to changes in sash height to maintain specified face velocity.

5. Verify the hood’s ability to contain hazardous chemical vapors;

6. Test performed in accordance with Scientific Equipment and Furniture

Association (SEFA)–1 procedure and American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 110;

a. In accordance with SEFA 1 and ASHRAE 110, laboratories will be classified as an “as used” installation.

7. In addition to sash velocity test, a visual inspection of fume hood condition and use will be conducted and each hood will be subjected to a flow visualization test using appropriate smoke challenge to observe hood’s ability to contain vapor and verify that no objectionable cross drafts are present from supply air system.

8. Repair or replace failed or worn components;

9. 24-hour Emergency Services;

10. Work shall be performed during standard HCC work hours (Monday through Friday, 7:00 a.m. to 5:00 p.m.);

11. Work shall be scheduled around laboratory space class schedule;

12. Each campus shall be invoiced separately as the work is concluded and a report issued;

Note: The work is to be completed in accordance with Sample FHT Specifications Section 15990 or latest version of the Fume Hood Performance Testing. (See link) Chemical Fume Hood Performance Testing Specifications.pdf

2.4.2 Holidays:

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

New Year’s Day Martin Luther King’s Day President’s Day Memorial Day Juneteenth Day Independence Day Labor Day Thanksgiving (Week) Christmas Day

In addition, HCC Colleges are closed for two (2) weeks for Winter Break and one (1) week for Spring Break and one (1) day for Spring Holiday. Quarterly and semi-annual cleaning services should be scheduled for completion during these periods as well as during semester breaks in the summer. Special cleaning projects will be required during breaks in college sessions. The Contractor shall not flex down on staffing levels during this time, the expectation of the college to have detailed tasks performed during this down time especially in those areas such as classrooms and areas of the building they are unable to clean during college sessions. Usually, these cleanings may be scheduled during normal business hours while classes are not in session.

For updated Holiday Schedules refer to: https://learning.hccs.edu/holiday-schedule/view

2.4.3 Certification Requirements

The contractor shall be required to place certification sticker(s) attached to applicable fume hoods to document testing to include document testing date and average face velocity measurement.

2.4.4 Identification

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

https://learning.hccs.edu/programs/mathematics/resources/2018-2019-holiday-schedule/view https://learning.hccs.edu/programs/mathematics/resources/2018-2019-holiday-schedule/view

Appendix A

CHEMICAL FUME HOOD/BIO-HOOD LISTING AND LOCATIONS

Areas highlighted in yellow and asterisked are proprietary fume hoods manufactured by Phoenix Controls

Address Building/Campus Room # Number of fume hoods

Manufacturer

Address

1010 W. Sam Houston Pkwy N. Spring Branch 519 1 Genie Corp

Houston, TX 77043 Spring Branch 519 1 Custom Spring Branch 522 1 National Spring Branch 522 1 Genie Corp Spring Branch 525 1 Envirco Spring Branch 526 1 National Spring Branch 528 1 National

Biohood Spring Branch 529 1 Lab Culture ESCO Class

II Type A2

Biohood Spring Branch 529 1 Lab Culture ESCO Class

II Type A2 Biohood Spring Branch 529.A 1 Envirco

TOTAL 10

Address Building/Campus Room #

6815 Rustic Street Felix Morales 206 1 MOTT Houston, TX 77087 Felix Morales 206.1 1 MOTT

Felix Morales 206.1 1 MOTT Felix Morales 207 1 MOTT Felix Morales 208 1 MOTT Felix Morales 218 1 Hamilton SafeAire Felix Morales 218 1 Hamilton SafeAire Felix Morales 220 1 Hamilton SafeAire Felix Morales 220 1 Hamilton SafeAire Felix Morales Prep 222 1 Fisher Hamilton Felix Morales 221 1 Hamilton SafeAire Felix Morales 223 1 Fisher Hamilton Felix Morales 223 1 Fisher Hamilton Felix Morales 223 1 Fisher Hamilton Felix Morales 223 1 Fisher Hamilton Felix Morales 224 1 Fisher Hamilton Felix Morales 224 1 Fisher Hamilton

Work Force 309 1 Kewaunee Supreme Aire Work Force 309 1 Kewaunee Supreme Aire Work Force 309.1 1 Kewaunee

TOTAL 20

Address

5601 West Loop South

West Loop 161 1 Fisher Hamilton Safeaire

Houston TX, 77081 West Loop 162 1 Fisher Hamilton Safeaire West Loop 164 1 Collegedale West Loop 165 1 Collegedale West Loop 163 1 Fisher Hamilton Safeaire

TOTAL 5

Address

10141 Cash Road Scarcella S109 1 Hamilton #2 Stafford, TX 77477 Scarcella S109 1 Hamilton #3

Scarcella S109 1 Hamilton #4 Scarcella S109 1 Hamilton #5 Scarcella S109 1 Hamilton #6 Scarcella Prep Room S107 1 Hamilton Scarcella S108 1 Hamilton Scarcella S106/117 1 Hamilton

Biohood Scarcella S106/117 1 Evirco Scarcella S104 1 Hamilton Scarcella S103/105 1 Hamilton Scarcella S118 1 Hamilton Scarcella S114 1 Hamilton

TOTAL 13

Address

1900 Pressler St. Coleman I 279 1 Nuaire Houston TX, 77030 Coleman I 279 1 Labconco

Coleman I 553 1 Labconco 20 Biohoods Coleman II 717 1 Nuaire

Coleman II 717 12 Iso-5 GermFree Coleman II 717 2 Class II A1 Germfree Coleman II 717 1 Iso-5 Nuaire Coleman II 717 1 Iso-5 Microsphere Coleman II 717 1 Iso-5 Edgeguard Coleman II 717 1 Iso-5 Sterigard Coleman II 709.2 1 Mott Coleman II 815 1 Class II B2 Nuaire Coleman II 903 1 MOTT

TOTAL 25

Address

2811 Hayes Rd. Alief Hayes* B225 1 Hamilton Scientific Houston TX, 77082 Alief Hayes* B225 1 Hamilton Scientific

Alief Hayes* B225 1 Hamilton Scientific Alief Hayes* B226 1 Hamilton Scientific Alief Hayes* B226 1 Hamilton Scientific Alief Hayes* B226 1 Hamilton Scientific Alief Hayes* 104 1 Hamilton Scientific Alief Hayes* 105 1 Hamilton Scientific Alief Hayes* 105 1 Fisher Hamilton Alief Hayes* 105 1 Fisher Hamilton Alief Hayes* 105 1 Fisher Hamilton

TOTAL 11

Address

2811 Hayes Rd.

Houston, TX 77082

West Houston Institute 306 1 Labconco

West Houston Institute 306 1 Labconco West Houston Institute 302 1 Labconco West Houston Institute 302 1 Labconco West Houston Institute 302 1 Labconco West Houston Institute 316 1 Labconco West Houston Institute 320 1 Labconco West Houston Institute 166 1 Labconco

TOTAL 8

Address

301 N. Drennan St.

Houston TX, 77003

Felix Fraga* 225 1 Labconco

Felix Fraga* 225 1 Thermo Scientific Hamilton SafeAire II

Felix Fraga* 230 1 Labconco

Felix Fraga* 230 1 Thermo Scientific

Hamilton SafeAire II Felix Fraga* 235 3 Hamilton SafeAire Felix Fraga Prep Room* 223 1 Hamilton Safe Air II Felix Fraga Prep Room* 223 1 Labconco Felix Fraga* 320 1 Kewaunee Supreme Air Felix Fraga* 325 1 Supreme Air Kewaunee Felix Fraga* 325 1 Kewaunee Felix Fraga* 335 1 Kewaunee Interceptor Felix Fraga Prep Room* 335 1 Kewaunee Supreme Air Felix Fraga STEM 210 2 Hamilton Supreme Air

Felix Fraga STEM Prep Room 208 1 Hamilton Supreme Air Felix Fraga STEM 202 1 Hamilton Supreme Air

TOTAL 18

Address

8001 Fulton Northline* 322 1 Kewaunee FEH-3-4 Houston TX, 77022 Northline* 322 1 Kewaunee FEH-3-5

Northline* 322 1 Kewaunee FEH-3-6 Northline* 322 1 Kewaunee FEH-3-7 Northline* 322 1 Kewaunee FEH-3-8 Northline* 322 1 Kewaunee FEH-3-9 Northline* 322 1 Kewaunee FEH-3-10 Northline* 322 1 Kewaunee FEH-3-11 Northline* 309 1 Kewaunee Northline* 311 1 Kewaunee Northline* 312 1 Kewaunee Northline Bldg E 224A 1 Lab Shield Northline Bldg E 224C 1 Lab Shield

TOTAL 13

Address

1300 Holman Central-LHSB* 409 8 Kewaunee Houston TX, 77004 Central-LHSB* 413 1 Kewaunee

Central-LHSB* 414 8 Kewaunee Central-LHSB* 417 1 Kewaunee Central-LHSB* 305 1 Kewaunee Central-LHSB* 307 1 Kewaunee Central-LHSB* 312 1 Kewaunee Central-LHSB* 313 1 Kewaunee Central-LHSB* 316 1 Kewaunee

TOTAL 23

Address

1600 Texas Parkway

Missouri City 202 6 Labconco

Missouri City, TX 77489

Missouri City 204 2 Labconco

Missouri City 208 1 Labconco

TOTAL 9

Address

555 Community College Dr.

Northeast* ST109 1 Kewaunee

Houston TX, 77013 Northeast* ST105 1 Kewaunee Northeast* ST207 1 Kewaunee Northeast* ST211 1 Kewaunee

Northeast* ST213 1 Kewaunee Northeast* ST213.1 1 Nuaire Northeast* ST215 1 Kewaunee Northeast* ST215 1 Nuaire Northeast* ST218 1 Kewaunee Northeast* ST218.1 1 Nuaire Northeast* ST318 2 Kewaunee Northeast* ST318 1 Snorkle Northeast* ST315 1 Kewaunee Northeast* ST313 2 Kewaunee Northeast* ST313 1 Snorkle Northeast* ST311 2 Kewaunee Northeast* ST309 1 Kewaunee Northeast* ST307 3 Kewaunee Northeast* ST302 3 Kewaunee Northeast* ST305 1 Kewaunee Northeast* ST202 1 Kewaunee Northeast* ST205 2 Kewaunee Northeast* ST205 1 Nuaire Northeast Codwell 226 2 Hamilton SafeAire Northeast Codwell 226 1 Canopy Northeast Codwell 228 1 Hamilton SafeAire Northeast Codwell 228 1 Nuaire Northeast Codwell 229 2 Hamilton SafeAire Northeast Codwell 233 1 Hamilton SafeAire

TOTAL 39

Address

22910 Colonial Parkway

West Houston-Katy 303 3 Labconco

Katy, TX 77449 West Houston-Katy 303.A 1 Labconco West Houston-Katy 305 3 Labconco West Houston-Katy 319.A 1 Labconco West Houston-Katy 337 2 Labconco West Houston-Katy 337.1 1 Labconco

TOTAL 11

SYSTEM TOTAL 205

Appendix B See the contact list below in order to arrange and coordinate for campus site visits

HOUSTON COMMUNITY COLLEGE CAMPUS AND AREA MANAGERS

CAMPUS ADDRESS (PRIMARY) CONTACT PERSON PHONE NUMBER

District System (District Bldg.) 3100/3200/ Main Betty Brown 713-718-7577 Central College Central 1300 Holman Charlet Fairs 713-718-2703 Central Keffus Falls 713-718-6615 Willie Gay Hall 1990 W. Airport Blvd. Charles Whigham 713-718-6637 Coleman Coleman 1900 Pressler Sandra Roman 713-718-7483 Northeast College

Codwell

555 Community College Dr.

Dr. Abe Bryant

713-718-2169

Northline 8001 Fulton Gerald Joseph 713-718-8007 Automotive Technology 4638 Airline Dr. Donnell Cooper 713-718-2865 North Forest 6610 Little York Michael Frazier 713-718-5795 Acres Homes 630 W. Little York Donnell Cooper 713-718-2865 Southeast College Eastside 6815 Rustic St. Nora Munoz 713-718-7259 Felix Fraga 301 N Drennan St. Frantzy Thenor 713-718-8836 Southwest College

Stafford LHUB 10041 Cash Rd. Jason Mosby 713-718-5663 Scarcella 10141 Cash Rd. Jason Mosby 713-718-5663 Fine Arts Bldg. 9910 Cash Rd. Jason Mosby 713-718-5663 Stafford Workforce 13622 Stafford Rd. Jason Mosby 713-718-5663 West Loop 5601 West Loop South Leslie Sullivan 713-718-7870 Brays Oaks 8855 W. Bellfort Tyrone Cross 713-718-8647 Missouri City 1600 Texas Pkwy Lillie McIntyre 713-718-2902 Northwest College

Spring Branch

1010 W. Sam Houston Pkwy.

Readri Epps

713-718-5035

Katy Campus 22910 Colonial Pkwy. Lisa Thomas 713-718-5753 Alief Hayes Rd. 2811 Hayes Rd. Hernan Segovia 713-718-5417 West Houston Institute 2811 Hayes Rd. Jeff Dunbar 713-718-6993 Alief Continuing Ed. 13803 Bissonnet St. Mark Lambert 713-718-5348

QUALITY ASSURANCE MANAGERS

System/Central Campus & Warehouse John Robertson 214-543-1456 Northwest Campuses Xavier Wright 713-819-5351

Southwest/ Willie Lee Gay Hall Andy Luna 713-444-2945

Northeast Antonio Marroquin 713-447-6024

Southeast/ Coleman Ernest Benjamin 832-472-9719

2.5 Warranty of Services

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

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

3. Notwithstanding inspection and acceptance by HCC or any provision concerning the conclusiveness thereof, the Contractor warrants that all services performed under this Contract will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of this Contract. HCC shall give written notice of any defect or nonconformance to the Contractor within a one-year period from the date of acceptance by HCC. This notice shall state either (1) that the Contractor shall correct or re-perform any defective or non- conforming services at no additional cost to HCC, or (2) that HCC does not require correction or re-performance.

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

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

2.6 Certificate of Insurance Information

Parties making deliveries to or performing services at the HCC sites, must carry public liability, property damage and Worker Compensation insurance with carriers authorized to provide such insurance under the laws of the State of Texas. Minimum requirements: (a) Commercial General Liability- $1,000,000.00 bodily injury and $1,000,000.00 property damage; (b) Automobile Liability

- $1,000,000.00 bodily injury and $1,000,000 property damage, (c) Worker Compensation insurance - $1,000,000.00. Upon request from the College, the successful bidder shall provide the College with a certificate of insurance, naming the Houston Community College as certificate holder.

Respondent must provide proof of insurance for any liability resulting from the student’s actions (i.e., injury to, or damage to property of, a third party).

The certificate must have the following: Name, Houston Community College System as an additional insured and a waiver of subrogation.

2.7 Additional Services:

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

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

The Contractor shall deliver the Proposal to the College within a reasonable period of time. If the Proposal for Additional Services is acceptable to the College, the Proposal will be used to issue a purchase requisition. No additional work shall begin without the Contractor receiving the first and approved purchase order from HCC’s Procurement Operations.

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

2.8 Additional Information

A bid award, if any, will be through the issuance of a purchase order (PO) and shall be governed by the general terms and conditions of purchase outlined on the purchase order document.

Unless such terms and conditions are superseded by the content of this Request for Proposal or a contract (if terms are in conflict, the terms of the Request for Proposal will take precedence).

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

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

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

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

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

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

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

2.9 Delivery

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

2.10 Additions and Deletions

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

2.11 Estimated Quantities Not Guaranteed

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

d.vonbiedenfeld Maybe leave out the particular type to avoid having to edit later

SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Bidder/Contractor: ___________________________________________________

3.1 Instructions

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

3.2 Price Schedule

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

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

3.3 Value Added Services

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

3.4 Price Evaluation

Price points shall be calculated based on the following formula:

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

3.6 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by HCC to procure any product or service in any volume.

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

Name:

Title:

Date:

Signature:

3.7 Cooperative Contract

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

Cooperative Contract Name:

Cooperative Contract No.

Cooperative Contract Term

Cooperative Contract Website link:

SECTION 4 –EVALUTION CRITERIA

4.0 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all proposals to determine which proposers have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated proposer(s) evaluated by the Committee may be invited to make an oral presentation of their written proposal to the Committee.

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

Evaluation Criteria Available Points

Firm’s Qualification and Experience (Tab 1) and Demonstrated Qualifications of Personnel and Team (Tab 2)

Proposed Approach and Methodology (Tab 3)

Past Performance & References (Tab 4) 10

Price Proposal (Tab 5) 35

Small Business Practices (Tab 6) 5

Total Points 100

4.1 Eligibility for Award

In order for a proposer to be eligible to be awarded the contract, the proposal 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 proposals are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Proposals which do not comply with all the terms and conditions of this solicitation will be rejected as non-responsive.

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

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

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

iii. Have a satisfactory record of past performance.

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

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

vi. Certify that the firm is not delinquent in any tax owed the State of Texas under Chapter 171, Tax Code; and is not delinquent in taxes owed to the Houston Community College System; signing and submitting the proposal is so certifying to such non-delinquency; and

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

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

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

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

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

SECTION 5 - DOCUMENT FORMAT AND CONTENT

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

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

5.3 All Attachments noted are to be completed and submitted with Proposal, Attachments 1, 5 and 7 must be signed and notarized.

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

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

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

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

5.7 Table of Contents - Include with the proposal a Table of Contents that includes page number references. The Table of Contents should be in sufficient detail to facilitate easy reference of the sections of the proposal as well as separate attachments (which should be included in the main Table of Contents). Supplemental information and attachments included by your firm (i.e., not required) should be clearly identified in the Table of Contents and provided as a separate section.

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

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

5.10 Late proposals will not be considered under any circumstances.

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

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

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

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

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

5.15 Tab 1: Firm’s Qualification and Experience

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

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

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

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

5. Provide examples of your firm's civic activities including awards and recognitions.

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

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

a. Project Name, Location – Year Completed.

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

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

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

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

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

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

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

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

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

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

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

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

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

5.17 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 RFP. By reading the proposed approach and methodology overview, HCC must be able to gain a comfortable grasp and clear understanding of the level of services to be provided and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirements of this RFP.

1. Proposer shall respond to all requirements and questions noted in Section 1.

2. Provide a detailed implementation plan with projected start and end dates of completion for each task from delivery of service to HCC. List any required HCC resources or expectations needed in order to meet the proposed timeline.

3. Proposer must provide an approach and methodology overview which consists of a concise and detailed description of the requested services proposed in response to this

RFP.

4. 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 RFP.

5. Quality: Please identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this RFP 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.

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

7. 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 RFP. 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.

5.18 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.

1. Provide contact information for the list of accounts noted in Tab 1 above, HCC may verify all information furnished.

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

3. 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 RFP.

4. 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.

5. 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.

6. Provide letters of recommendations from other public junior or community colleges or higher education clients or other relevant references listing recently completed engagements for the services of the type and kind required in this RFP.

5.19 Tab 5 – Price Proposal

The Proposer/Contractor shall furnish all resources and services necessary and required to provide the services of the type and kind required in this RFP, in accordance with the Scope of Services, and the governing terms and conditions for the proposed…