ESBD_383150_1732051634221_RFP 25-15 Wayfinding & Graphic Standards Program Consultant.pdf

RFP 25‐15 Wayfinding and Graphics Standards Program Consultant

Procurement Operations Department

3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP)

FOR

WAYFINDING AND GRAPHICS STANDARDS PROGRAM

CONSULTANT

RFP NUMBER: 25‐15

ISSUED BY:

Procurement Operations

Department

For

Facilities Department

PROCUREMENT OFFICER:

Arturo Lopez/Sr. Buyer

Email : Arturo.lopez@hccs.edu

Phone : (713) 718‐7463

PROPOSAL CLOSE DATE: January 9, 2025

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.

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 14

Section 4 – Evaluation Criteria 17

Section 5 – Instructions to proposers 19

Section 6 ‐ General Information 26

Section 7 – Required Attachments 37

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

Exhibit No. 1 HCC Master Services Agreement (Attached)

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 November 19, 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‐ Conference Room “A”

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

Deadline to receive written questions/inquiries December 16, 2024, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) January 3, 2025

Proposal Submittal Due Date January 9, 2025, by 2:00 pm (local time)

Anticipated Board Recommendation and Approval

Date February 2025

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 HCC Procurement Portal 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 Wayfinding & Graphics Standards Program Consultant. 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 Collegeʹs 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 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 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.

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 one gigabyte (1 GB). 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 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.

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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 from qualified firms/contractors to provide Wayfinding & Graphics Standards Program

Consultant. 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 and sixty thousand dollars

($160,000.00). 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: HCC Campus

Locations.

The Contractorʹs 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 is seeking proposals from qualified firms interested in assisting, developing and creating sign standards for improving wayfinding and graphics standards. The consultant is primarily responsible for evaluating and creating standards for improving the pedestrian, cyclist, and motorist experience navigating throughout the College various Campuses. The

Program will also outline graphic and signage standards guidelines that will be used when implementing signs and wayfinding that welcome visitors to the college campus and directs them to their destinations. HCC reserves the right to award separate contracts to multiple contractors.

The College expects to rely on the consultant experience in gathering information and making recommendations for sign placement. The selected Consultant will be retained to work alongside College Staff on the following tasks including, but not limited to:

2.4.1 Evaluate Existing Conditions and needs, Systemwide:

a) Conduct an assessment of current wayfinding, signage, and graphics.

b) Identify landmark and destination points throughout the college

c) Review all modes of transportation and preferred routes and identify destination points. Include vehicular, pedestrian, and cyclist signage

2.4.2 Design Standards

a) Establish graphics design standards for all HCC wayfinding and signage.

b) Develop attractive, readable, and easily understood designs.

c) Provide guidance on integrating existing or future HCC College branding (logos) and collaborative partnerships.

d) Incorporate regulatory language, visuals, and sizing for regulatory agencies to include NFPA, TAS, ADA standards, as well as any others required by authorities having jurisdiction.

2.4.3 Provide Recommendations on Signage Types and Placement

a) Advise all existing wayfinding design types that should be changed, added, replaced, or consolidated.

b) Explain and provide a detailed description of the recommended signage types and placement.

c) Provide a project cost analysis for fabrication and implementation.

d) Consideration for signage types in question

a. Pylon and Monument Signage

i. Pylons and monument type signage that could include Electronic

Message Centers (EMCs) and be installed in areas adjacent to roadways.

b. Building Top Logo Signage

i. Logos that could be installed on single and multi‐story buildings and with all relevant power requirements to provide visibility day and night.

c. Exterior Wayfinding

i. Inclusive of pedestrian and vehicular wayfinding along with building graphics for the College as well as any State and

Federally required statutes.

d. Interior Wayfinding

i. Inclusive of student and staff wayfinding within building interiors as well as any graphics for the College as well as any State and

Federally required statutes.

e. Donor Recognition

i. Any door recognition whether it is a freestanding monument, placard, or building/wall artistic installation.

f. Other

i. Temporary Signage for new project sites, construction signage, as designated for publicity for HCC.

ii. Billboard and/or leasable sign types that are included within the

HCC system.

2.4.4 Develop a Wayfinding Sign Program Plan

a) Develop a consistent and standardized wayfinding plan that will enable the

College to provide easily interpreted and comprehensive directions to visitors, students, faculty, and staff.

b) Identify and propose locations for various wayfinding classification types.

c) Create a consistent signage and wayfinding system across a range of media platforms including physical signs, mobile apps, and web‐based technologies.

Integrate the wayfinding and graphics plan with existing marketing initiatives.

The final deliverable will be a Wayfinding and Graphics Standards Program that contains design guidelines, a written analysis, and recommendations that will be used as a reference guide for the

College (HCCS) on future wayfinding signage.

Deliverables:

1) Evaluate Existing Conditions and Needs, System Wide;

2) Provide recommendations on signage types and placement;

3) Design Standards; and

4) Develop a Wayfinding Sign Program Plan; and

5) Draft specifications for solicitation

2.4.5 Final Design

a) Upon obtaining complete understanding of HCC’s goals for design and implementation, the Firm shall perform design services to include delivery of comprehensive designs, construction/installation documents, and technical specifications for HCC to adopt and use internally. Upon completion of design standards, associated building plans, technical specifications, the Firm will work in conjunction with HCC’s Procurement and Facilities Departments in development of scope of services/work and other requirements that are to be included in solicitation documents or fabrication and installation.

b) The Firm shall provide construction documents, technical direction, and construction administration as requested by HCC relating to modifications, addendums, submittals, and RFIs related to the procurement, construction, or maintenance of wayfinding, signage, and graphics.

c) Review all modes of transportation and preferred routes and identify destination points. Include vehicular, pedestrian, and cyclist signage.

2.4.6 Other

a) The Firm will participate in activities including, but not limited to, the following:

a. Bid conferences and site tours

b. RFI responses

c. Bid analysis

d. Contract Award

e. Kick‐off meetings with selected vendors

f. Submittal Reviews

g. Design or technical problem‐solving

h. General Construction Administration

b) HCC expects the Firm to assist with:

a. Identification of potential suppliers

b. Serve as technical advisor in the evaluation of proposals

c. Assist in contract review and negotiation

d. Assist in execution and follow‐up

e. Attend weekly project meetings as requested

f. Attend stakeholder/user group meetings as required

2.5 Delivery

The awarded Vendor shall deliver an order within five (5) business days after receipt of an approved HCC purchase order (PO). Purchase orders will contain detailed line items along with agreed upon pricing. Where the delivery of materials is delayed, because of a shortage or unavailability of materials, the awarded vendor shall not be liable for any additional costs or damages associated with such delay(s).

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.

The awarded Vendor shall have an adequate amount of stock to fulfill an order initiated by HCC within the requested delivery window.

The awarded vendor shall only be paid for products as they are delivered to HCC in accordance with an authorized Purchase Order, and receipted invoice.

2.6 Special Deliveries

A contract resulting from this bid, if any, shall be on an “as needed’ delivery basis with estimated delivery dates to be determined upon the issuance of a Purchase Order. Houston Community

College reserves the right to request special deliveries that may include products and services not included in these specifications. The awarded vendor may provide these “special deliveries” as an additional service. See Section 2: 2.9 “Additional Services” for the requirements.

2.7 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.

2.8 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, adding the Houston Community College as an additionally insured party, provide

Houston Community College with a waiver of subrogation, and name Houston Community

College as a certificate holder.

Respondents must provide proof of insurance for any third‐party liability associated with the proposed scope of work and/or services (i.e, injury to, or damage to property of, a third party).

2.9 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 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.

2.10 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 supplierʹs 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.

2.11 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.

2.12 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.

2.13 Travel Time

Proposers should include any travel time to the various HCC campuses for services provided in their costs (No additional charges shall apply). The contractor may be required to visit the premises where work shall be performed prior to work authorization, as it is the contractor’s responsibility to identify all costs associated with a particular unit or equipment.

Prices must include all transportation costs. The college will not pay for mileage or fuel charges.

Time begins when the contractor has reached the designated job site. The College will not pay travel time to and from a job site.

2.14 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.

2.15 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.

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SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Bidder/Contractor: ___________________________________________________

3.1 Instructions

The proposer must complete this section in its entirety and may supplement this section with additional pages 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 proposerʹs pricing and evaluate the competitiveness of each properʹs 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 (BT‐39NW).

3.3 Total Cost

Provide a Total Cost (to include all expenses) for the proposed solution. The Total proposed cost will be a firm fixed cost for the life of the contract.

3.4 Reimbursables

The contract price shall include all expenses and be final. There will be no reimbursables permitted for all expenses associated with performing the preconstruction services including, travel, meals, lodging, mileage or tolls, etc. Reproductions may be reimbursed at actual costs.

3.5 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.

3.6 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.

3.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this

RFP and does not constitute a commitment by HCC to procure any product or service in any volume.

Name:

Title:

Date:

Signature:

3.8 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

4.1 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 Session 5 ‐5.15 (Tab 1) and Demonstrated Qualifications of Personnel and Team Session5: 5.16 (Tab 2)

Proposed Approach and Methodology

Session: 5: 5.17 (Tab 3) 20

Past Performance & References

Session 5: 5.18 (Tab 4) 10

Price Proposal

Session 5: 5.19 (Tab 5)

Small Business Practices

Session 5: 5.20 (Tab 6) 15

Total Points 100

4.2 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 – INSTRUCTIONS TO PROPOSERS

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 firmʹs 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 price(s) listed in Section 3 –

Price Proposal.

1. Please include a description of any discount offered to HCC and an outline of any other fees or charges.

2. For the purposes of this RFP, Houston Community College will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or costs and to comply with the requirements herein may cause HCC to reject, as non‐compliant, a proposal for further consideration.

5.20 Tab 6 ‐ 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.

1. 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.

2. 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.

3. 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.

4. 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 RFP. Provide the contact person and the representative who served as the Small Business Development liaison (or equivalent), telephone number and email address.

5.21 Tab 7 ‐ Firm’s Financial Status

1. 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.

2. 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.

5.22 Tab 8 – Business Relationship Strength ‐

“Business Relationship Strength” for the purpose of this RFP 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. At a minimum, your response must include:

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

2. 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.

3. Student Internship: HCC is expanding its student internship program. Proposers are encouraged to describe how they envision using HCC students as part of their delivered service to support the application of relevant educational programs as aligned with real world work experience. Proposers willing to participate in this educational enrichment opportunity should provide the following information in the proposal response:

a. A number of HCC students proposed to be used as student interns in delivering the scope of services as defined in this RFP.

b. Proposed task and objectives that HCC student interns shall perform under the resulting contract.

c. The proposed number of hours and length of engagement for HCC student interns shall be performed under the resulting contract.

d. Proposed work location where HCC student interns shall perform under the resulting contract. If not on site as part of the project team, any proposed work locations must be within Houston, Texas given student class schedules.

e. Proposed mentor/representative that will be responsible for working with and leading

HCC student interns under the resulting contract.

5.23 Tab 9 – Required Attachments

This section shall include all Attachments noted in Section 7; all forms shall be completed, signed and submitted with Proposal. Attachments 1, 5 and 7 must be signed and notarized.

SECTION 6 – GENERAL INFORMATION

PROPOSERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND

QUESTIONS AS DIRECTED.

6.1 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 Proposal (RFP) 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 RFP solicitation does not in any way obligate HCC to award a contract or pay any expense or cost incurred in the review…