ESBD_396490_1739571281757_RFP 25-29 Student Financial Collection Services.pdf

RFP 25-29 Student Financial Collection Services

Procurement Operations Department

3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP) – 2 STEP PROCESS

FOR

STUDENT FINANCIAL COLLECTION SERVICES

RFP NUMBER.: 25-29

ISSUED BY:

Procurement Operations

Department

For

Financial Services Department

PROCUREMENT OFFICER:

Sara Elkharif /SR. BUYER

Email: Sara.elkharif@hccs.edu

Phone: (713) 718 -2574

PROPOSAL CLOSE DATE: March 17, 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.

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 16

Section 4 – Evaluation Criteria 19

Section 5 – Instructions to proposers 22

Section 6 - General Information 29

Section 7 – Required Attachments 40

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 February 14, 2025

Virtual Pre-Proposal Conference (non-mandatory)

Pre-proposal Teams meeting link February 24, 2025, at 10:00 a.m. (local time)

Deadline to receive written questions/inquiries March 3, 2025, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) March 7, 2025

Proposal Submittal Due Date March 17, 2025, by 2:00 pm (local time)

Anticipated Board Recommendation and Approval

Date April 2025 (estimated)

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.

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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 Student financial collection services. 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 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.

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 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 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.

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 from qualified firms/contractors to provide Student financial collection 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 contracts 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 three (3) years with the option to renew for two (2) additional one-year terms. Further, HCC reserves the right to extend the contract on a month-to-month basis, not to exceed three (3) months upon the expiration of the initial term and any successive renewal term.

2.3 Pre-Proposal Conference

A pre‐solicitation conference is scheduled for (February 24, 2025, at 10:00 a.m. (local time)). The pre-proposal meeting will be held virtually, as indicated in the Solicitation Schedule above, via the

Microsoft Teams platform.

Link to join the meeting:

Pre-proposal Teams meeting link

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

Discussion section in Bonfire.

2.4 Scope of Services

Houston Community College seeks proposals from qualified firms to provide Student Financial

Collection Services, pertaining to, but not limited to, collection services of all accounts as referred to the Contractor by HCC with the minimum principal amount due of $300.00 This Scope of

Services covers the requirements of the Contractor to provide Student Financial Collection

Services, for the collection of student delinquent payments. The student financial collections will include, delinquent installment payment plans, delinquent student tuition and fee balances including NSF (Not Sufficient Funds) checks on behalf of Houston Community College System and other outstanding receivables. In performing the work, Contractor represents that Contractor is familiar with the Student Financial Collection Services that it will be required to deliver and agrees to perform all necessary and required work to deliver Student Financial Collection

Services consistent with industry best practices and in accordance with all applicable governmental laws, rules, licensing, regulations, and professional standards.

The contract, if any, resulting from this solicitation process will be comprised of the specifications as presented in this RFP document along with the response to the RFP from the Contractor.

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2.4.1 The Contractor shall promptly undertake, through diligent, persistent, and lawful means, the collection of all accounts referred to the Contractor by HCC without regard to dollar amount. The Contractor shall acknowledge to the College, in writing, all accounts received from HCC for collection. This written acknowledgement shall be completed no later than seven (7) calendar days after such accounts are referred to the

Contractor.

2.4.2 Collection procedures shall be in compliance with all applicable Federal and State laws, including but not limited to, rules and regulations established by the Fair Debt

Collections Practices Act, the Federal Trade Commission, Gramm-Leach-Bliley Act, the

Higher Education Act, Title IV of the Higher Education Act, Texas Education Code section 54.007, and the Texas Debt Collection Acts. The Contractor shall not, under any circumstances, use any threats, intimidation, harassment, or misrepresentation in an effort to collect on referred accounts.

2.4.3 Contractor shall have, and exercise, authority and control over the method and manner of the performance of collection services. Contractor shall be and stand in the relationship of independent contractor to HCC.

2.4.4 The Contractor shall accept accounts placed by HCC and use its best efforts, as

Contractor describes in their proposal, to collect on the accounts utilizing all legal and proper means. Contractor shall undertake such collection action for the amount as specified by HCC, and shall not alter that amount placed except as authorized by HCC or as required by law. Contractor shall comply with all state and federal regulations, which may be applicable to the collection of past due accounts.

2.4.5 HCC will first attempt to collect the tuition fees from students before referring the accounts to the Contractor. If these efforts are unsuccessful, HCC may then place the accounts with the Contractor at its sole discretion. Additionally, HCC may reassign accounts for subsequent collection attempts (second placement, third placement, etc.) at no cost.

2.4.6 HCC shall exclusively determine which accounts it shall refer to Contractor for collection. Contractor shall not be entitled to access of HCC records or files and shall have no authority to select accounts for collection. The Contractor shall return to HCC, at no charge, accounts that have been placed in error or due to other adjustments.

2.4.7 The Contractor shall not subcontract to perform any of the contracted services without prior written authorization by HCC. If authorization is provided, the Contractor shall remain wholly responsible for compliance with provisions of the contract.

2.4.8 The Contractor shall make no representation nor permit others to make a representation to debtors of the College that the Contractor occupies any relationship to the College other than that of an independent contractor. The Contractor shall use its own name and letterhead in all contacts, transactions and communications with debtors and other persons.

2.4.9 The Contractor is responsible for safeguarding all personal and financial data received from both HCC and the students or others making payment on behalf of the student, The Contractor must implement and maintain appropriate physical, technical, and administrative safeguards to protect data against unauthorized access, use, or disclosure, in compliance with applicable laws, including but not limited to FERPA and the Gramm-Leach-Bliley Act. In the event of a data breach, the Contractor must notify

HCC within 24 hours of discovery and provide a detailed incident report within 72 hours.

The Contractor must also obtain a surety bond and comply with the substantive requirements of Chapter 392.101 of the Texas Finance Code.

2.4.10 Contractor must maintain strict confidentiality concerning all records, placements, reports, etc. having to do with Student Financial Collection Services.

2.4.11 All records pertaining to the services provided shall be open for inspection and/or audit by HCC or its designee at any time during regular business hours, including review of

Contractor’s procedures and forms.

2.4.12 On request by HCC, the Contractor shall meet with a representative of HCC monthly and review an invoice(s), explain charges, and/or discuss problems relating to the services provided. The Contractor shall provide the name, telephone number and email address of the Contractor’s contact for such purposes.

2.4.13 The Contractor shall promptly, within 24 hours during weekdays, respond to complaints or inquiries transmitted to the contractor by HCC, which arise and are a result of the contractor’s performance.

2.4.14 The Contractor shall maintain funds collected on the College’s accounts in a separate escrow account and shall not co-mingle the funds of the College with the Contractor’s operating cash, or funds of other clients. The collected funds, less the agreed commissions, shall be remitted to the College on a monthly basis on a schedule to be mutually agreed upon by the parties to the contract. Funds shall be disbursed to the

College, along with a detailed updated debtor inventory for each account on file.

2.4.15 The Contractor shall reimburse the College for any amount which becomes uncollectible, or which is lost due to any act or omission of the Contractor. Such acts or omissions may include, but are not limited to; accepting a compromise settlement for less than the total amount due without prior authorization from the College, acknowledgement that a payment constitutes payment in full when in fact the account has not been paid in full, failing to update accounts resulting in court judgment which includes less than the amount due and payable, failing to promptly notify the College of a bankruptcy filing so as to allow the timely filing of a claim or other appropriate response.

2.4.16 The Contractor shall maintain accurate records, satisfactory to the College, showing debtor account balances, additional charges, collection commissions, and payments for all accounts. The accounts shall be maintained on a computerized data system. The

Contractor’s records shall be available for inspection by representatives or agents of

HCC at any time and the Contractor grants permission for such representatives or agents of the College to enter the Contractor’s premises for the purpose of review and inspection of these records.

2.4.17 The Contractor shall provide a secure internet access to the accounts in the firm’s database. Such an internet access will enable the College to perform accounts inquiries.

The Contractor will work with HCC to create, activate, and maintain this access.

2.4.18 The Contractor shall provide HCC with a link to secure, fast, efficient transfer of collection account data and have the ability to accept placement of accounts in any format both electronic and manual.

2.4.19 The Contractor shall maintain a file on each account, showing all telephone contacts, correspondence, and any other contacts made with the debtor or their agent regarding the debtor’s account.

2.4.20 The Contractor shall submit to HCC on a monthly basis, reports that include the following:

2.4.21 Accounts that are being collected and their status of any agreement;

2.4.22 Returned/cancelled accounts;

2.4.23 The performance (percentage of collection) under the contract;

2.4.24 Acknowledgement of placement of new accounts; and

2.4.25 Statement of the account, as of the end of the previous month identifying the student’s name, social security (identification number), original balance, collection fees, payment received and outstanding balance in a format that is acceptable to HCC.

2.4.26 HCC may place temporary treatment holds or permanently withdraw individual accounts from collection treatment at any time by verbal or written notification to

Contractor. Verbal withdrawal will be followed by written confirmation.

2.4.27 All monies collected by the Contractor shall be remitted in full to HCC (less any fee to which the Contractor is entitled as specified in the collection fee, Schedule of Items and

Prices) together with an itemized report listing the accounts upon which collections were made, the amounts of the fee deducted or due Contractor for such collections, and the Contractor shall send the collected money to HCC in the following month after the collection.

2.4.28 The Contractor shall agree to either suspend action, temporarily or permanently, without fee or penalty to the College, or debtor, on any account upon receipt of suspension notification by the College. In the event that an account is returned to the

College whether at the direction of the College, or due to the action of the Contractor, the Contractor shall, the following month, transmit to the College all records, documents, and monies in its possession relating to said account or received pursuant to its collection efforts regarding such account with the return of said account. Such withdrawals will be made with no cost to the College.

2.4.29 The Contractor shall agree to suspend action on any account upon receipt of notification of bankruptcy, returning all information without penalty or cost to the College. This includes accounts where legal action may have been taken.

2.4.30 Should the Contractor fail or refuse to return an account to the College upon being requested to do so, the Contractor will be responsible for any claims, damages, expenses, or costs of collection or attorney fees incurred by the College which may arise from the

Contractor’s failure or refusal to return accounts or otherwise perform its obligations under the agreement in a timely fashion.

2.4.31 The Contractor shall provide, with each account close and return, a reason statement providing the rationale for the close and return of the account in question (i.e. no assets, unable to locate, unemployed, etc.).

2.4.32 Once an account has been placed with the Contractor for collection, the College shall no longer accept payments directly from the debtor. All payments must be made through the Contractor. The Contractor shall work on the account for the life of the .

2.4.33 The Contractor will not be entitled to a collection fee for overpayment on an account and will promptly forward to the College any amounts in excess of what is due with a full explanation that the amount is an overpayment.

2.4.34 In the event that the account is reduced or canceled by the College, no collection fee will be due to the Contractor for the amount of the cancellation or reduction.

2.4.35 The College retains the right to review and approve legal counsel use on any contractual documents between legal counsel and the Contractor.

2.4.36 The Contractor will provide to HCC, in writing, the names of credit bureaus to whom the Contractor submits reports. HCC does not currently report delinquent student accounts to any credit bureaus. HCC reserves the right to change our position, but HCC will be the one to make that decision.

2.4.37 The Contractor shall notify the student of their delinquent account within five (5) calendar days of HCC placing the account with the Contractor. However, before any notifications are sent, HCC must review and approve the Contractor’s letter template as part of the agreement process.

2.4.38 The Contractor will notify HCC of any name or address change of its debtors as well as requests to the student to follow proper procedures to have student’s address and information updated.

2.4.39 The Contractor and its personnel shall be courteous to students, and shall avoid threats, intimidation and harassments of students.

2.4.40 The Contractor shall observe debtor’s (students’) rights within the constraints of the Fair

Debt Collection Practices Act and Privacy Act. The contractor shall also honor the

FERPA rights of the student.

2.4.41 The Contractor shall not accept any compromise settlement with the student without written approval from HCC. Contractor shall have no authority to accept compromise settlement of accounts without the written consent of HCC.

2.4.42 The Contractor and HCC shall understand and agree that from time to time in the process of handling accounts for collection for HCC, Contractor may determine legal action is necessary to collect certain past due accounts. The Contractor shall not institute legal proceedings in the name of HCC without the express written authorization of HCC. Before requesting authorization, the Contractor must exhaust all non-legal collection efforts and provide a detailed account of actions taken, including documented communications with the debtor. Legal proceedings will only be considered if the debt exceeds $500 and is deemed economically feasible to pursue.

2.4.43 The Contractor shall maintain professional liability insurance in amounts sufficient to the purpose of the Agreement at all times during the term of the Agreement and agrees to indemnify, defend and hold harmless HCC from and against any and all losses, claims, demands, suits, or actions, of whatever type of nature, arising from or due to or connected with an activity of Contractor, or of its agents, attorneys, servants, or employees in the handling of monies pursuant to the agreement, or in collection, or in attempting to collect, any account or accounts referred to Contractor by HCC under the agreement.

2.4.44 This is a performance-based contract Houston Community College (HCC) reserves the right to reassign any or all collections files and reassign these files to other collection agencies if the Contractor fails to meet agreed-upon performance benchmarks.

Performance will be evaluated based on collection rates, adherence to reporting timelines, and compliance with all applicable regulations. HCC will conduct semi-annual or annual performance reviews to assess the Contractor's effectiveness. The

Contractor may request a review of reassigned files if disagreements arise over performance metrics.

2.5 Warranty of Services

1. Definitions: “Acceptance” as used in this clause, means the act of an authorized representative of HCC 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, 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.

Respondent 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).

2.7 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 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.

2.10 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.

2.11 Travel Time

Bidders 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.

2.12 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.

2.13 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

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 the cost within the BONFIRE Bid Table titled, Schedule of Items &

Prices Worksheet (Reference Number BT-34FV).

The percentage/fee that the Collection Agency shall collect from the student shall be based on the original balance of the accounts referred for collection, i.e.

Account Balance - $1,000.00 (due to HCC)

Collection Fee due to Contractor (if fee is 21%) - $1,000.00 x 21%= $210.00

Amount to be collected from student - $1,000.00 + $210.00 = $1,210.00

Delinquent student account receivable balances can include housing charges, meal plan charges, and library fines, parking fines, conduct fines, financial aid, Return of Title IV repayments, non-sufficient fund payments and fees, tuition, student activity fees, course fees, and bookstore charges.

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

Evaluation of price will not occur until the completion, scoring and ranking of all proposers on the basis of non-price factors. Please refer to Section 4 for an explanation of the evaluation process for this RFP.

3.5 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:

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3.6 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

The scoring of proposals for this RFP will occur in two (2) steps. During Step 1, 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.

Proposals will be evaluated using the following 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) 30

Small Business Practices

(Tab 6)

Completeness of Price Proposal

(Information sufficiently complete and clear to enable HCC to evaluate vendor’s pricing for all elements of the required scope) Pass or Fail

Demonstrated Financial Resources and Solvency (the past Two

(2) last year’s financial statements) Pass or Fail

Total Points 100

Following the evaluation, scoring and ranking of all proposers based on the weighted factors above (Step 1), proposers earning a minimum of 85 points, and who are deemed otherwise responsible and eligible (see below), will have their price proposals evaluated (Step 2).

During this Step 2, all proposers scoring a minimum of 85 points during Step 1 will be re-ranked, in the order of lowest price to highest price, giving price a weight of 100% at this phase for all qualifying proposers. All remaining proposers who did not receive a minimum of 85 points in

Step1 will remain in their same ranking position resulting from Step 1, and their price proposals will have no weight in Step 2.

In the event the HCC determines, in its sole discretion, that an insufficient number of firms received a minimum of 85 points in Step 1, such that there will not be adequate price competition among qualified firms in Step 2, HCC reserves the right to select up to three (3) of the top scoring proposers from Step 1 to move on to Step 2, even if such firms scored less than 85 points in Step 1.

HCC may, however, refuse to select a second or third firm to move on to a Step 2 price evaluation if there is a greater than 10% spread (as calculated by the higher score minus the lower score, divided by the lower score) between a firm and the next highest-ranked firm.

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 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.