ESBD_401733_1741797006305_IFB 25-33 Roof Replacement Project North Forest Campus.pdf

IFB 25-33 Roof Replacement Project, North Forest Campus

Houston Community College 3100 Main Street

Houston, Texas 77002

INVITATION FOR BID

ROOF REPLACEMENT PROJECT,

NORTH FOREST CAMPUS

IFB NO.: 25-33

ISSUED BY:

Procurement Operations Department

FOR:

Facilities Department

PROCUREMENT OFFICER:

Art Lopez, Sr. Buyer Telephone: (713) 718 - 7463

Email: arturo.lopez@hccs.edu

BIDS ARE TO BE SUBMITTED ON BONFIRE

NO LATER THAN:

April 22, 2025, by 2:00 p.m. (central time)

IFB No. 25-33: Roof Replacement Project, North Forest Campus

HCC BID Portal:

Houston Community College (bonfirehub.com)

TABLE OF CONTENTS

Section Headings Page Number

Section 1 – Bid Overview & Scope of Work 3 Section 2 – Schedule Of Items and Prices base Bid 11 Section 3 – Bid Evaluations 14 Section 4 – Instructions to Bidders 15 Section 5 – General Information 17 Section 6 – Required Attachments 22

Attachment Number Attachment Title Attachment No. 1 Contract Award Form Attachment No. 2 Determination of Good Faith Effort Form Attachment No. 3 Small Business Unavailability Certificate Attachment No. 4 Contractor & Subcontractor Participation Form Attachment No. 5 Bidder’s Certifications Attachment No. 6 Conflict of Interest Questionnaire Attachment No. 7 Financial Interests and Potential Conflicts of Interests Attachment No. 8 Form 1295 Attachment No. 9 Insurance Requirements

Exhibit Number Exhibit Title Exhibit No. 1 Sample AIA (A101) Lump Sum Construction

Contract (attached) Exhibit No. 2 Sample AIA (A201) Uniform General Conditions

Construction Contract (attached) Exhibit No. 3 Sample Construction Payment & Performance Bonds

(Attached) NOTE: All noted Attachments are to be completed and submitted with Bid, Attachments 1, 5 and 7 must be signed and notarized.

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time Invitation for Bid released and posted to HCC’s & ESBD’s websites

March 12, 2025

A non-mandatory face-to-face Pre-Bid Meeting will be held at HCC’s North Forest Campus, Building A, (Front Lobby Area), 6010 Little York, Houston, TX 77016

March 28, 2025, at 10:00 a.m. (local time)

Deadline to receive written question/inquiries April 7, 2025, by 5:00 p.m.

Responses to written questions/inquiries (estimated) April 14, 2025 Bid Submittal Due Date and Time April 22, 2025, by 2:00 p.m. local time SBE Sub-Contracting Documentation (via e-mail) April 23, 2025, by 2:00 p.m. local time Anticipated Board Recommendation and Approval June, 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 IFB and posted on HCC Procurement Portal for your convenience.

Section 1 – Bid Overview & Scope of Work

1. Bid Overview The Houston Community College, (“HCC” and/or the “College”) is seeking competitive sealed bids from qualified contractors for Roof Replacement Project at North Forest Campus, in accordance with the plans and specifications referenced herein. Qualified firms are invited to submit a written response outlining their bid to provide goods, equipment, and services as described in the Scope of Work, and in accordance with the terms, conditions and requirements set forth in the Invitation for Bid (IFB). The successful bidder will provide the scope of work in accordance with all applicable laws, regulations, and professional standards.

1.1 Background 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.

1.2 Term of Agreement

The award resulting from this solicitation, if any, will be a one (1) time purchase as required for the term of the project in accordance with the project schedule and through the successful completion of the project.

1.3 Approval by the Board of Trustees

Any Agreement resulting from this procurement solicitation for amounts exceeding one hundred thousand dollars ($100,000) may need the approval from the Houston Community College Board of Trustees before becoming effective.

1.4 Pre-Bid Conference and Project Site-Visit

Attendance at this conference is not required but is encouraged. Any questions in connection with this IFB will need to be submitted in writing via the Bonfire portal. The College intends to present general information, which may be helpful in the preparation of bids.

Although we understand that the pre-bid meeting and site visits may provide some vital information about a project, we encourage Bidders to rely on the complete plans, specifications, and drawings, included in the solicitation in order to Bid.

The Procurement Officer responsible for managing this solicitation is Art Lopez, in coordination with the Project Manager, Mr. John Wilson (Con-Real), who will manage this project once awarded.

Scheduled Site Visit Immediately following the pre-bid conference, a project site visit of the Roof Replacement Project, North Forest Campus will begin.

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

a. The actual conditions and requirements of the work;

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

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

and

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

1.5 Performance and Payment Bonds

The successful Contractor(s) shall be required to provide a Performance and Payment Bond in the total amount (100%) of the Contract. If the award is in excess of $25,000.00, only the Payment Bond will be required. If the award is in excess of $100,000.00, both Performance and Payment Bonds are required.

The Performance and Payment Bonds form shall be as that distributed by HCC, and attached hereto, all duly executed by bidder (as “Principal”) and by an incorporated surety company licensed to do business in the State of Texas. If the amount of the bond is greater than $100,000.00 the surety must hold a certificate of authority from the United States Secretary of the Treasury.

1.6 Bid Submission Instructions

HCC utilizes Bonfire as its electronic solicitation platform. All submissions must be submitted electronically via the Procurement Portal HCC Procurement Portal under the respective Project.

Your submission must be uploaded, submitted, and finalized prior to the Project’s posted due date.

The College strongly recommends allowing sufficient time to complete this process (ideally a week prior to the deadline) to begin the uploading process and to finalize your submission. Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed.

1.6.1 Questions - All solicitation questions must be submitted electronically to https://hccs.bonfirehub.com through the vendor discussions section under the respective project.

1.6.2 Browsers - The Bonfire portal can be accessed using Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

1.6.3 Support - For technical questions, visit Bonfire’s help forum at https://vendorsupport.

Contact the Bonfire support team at Support@GoBonfire.com or by calling 1-800-354- 8010.

To get started with Bonfire, watch this five-minute training video:

Vendor Registration and Submission [VIDEO] – Bonfire Vendor Support:

(GOBONFIRE.COM)

1.6.4 Bids shall meet the following minimum requirements to be considered for evaluation:

i. Bidder shall create and upload in the designated Required Information field in Bonfire a document (Bid) that provides enough content, in HCC’s sole discretion, that HCC can evaluate the Bid/Proposal in accordance with the requirements stated in this solicitation.

The Bidder shall provide an overview of its company, provide the name, and contact information for the person authorized to represent the company in this solicitation process.

ii. The bidder shall describe all of the services that it offers to HCC. Describe any memberships, certifications, awards, etc. that the Bidder’s company or principal officers have earned.

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

iv. The bidder shall submit all Requested Information in Bonfire and shall submit the Form

CIQ only if conflicts exist. By submitting a Bid/Proposal, even without a completed Form CIQ, the Bidder certifies compliance with the requirements therein and that none of the disclosure criteria apply.

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

vi. If Bidder takes exception to any portion of this solicitation, whether included in full text or incorporated by reference, Bidder must state so in the bid/proposal, with specific citations, justifications, and proposed alternative language. HCC reserves the right to accept or reject any exceptions taken but may choose to negotiate such exceptions.

vii. Bidder may provide HCC with any information related to the specification and requirements listed in this solicitation. It is incumbent upon the Bidder to review the solicitation as a whole and provide any other information that it deems relevant to HCC’s consideration of their Bid.

1.7 Bid Opening Instructions

A virtual online public bid opening will be held after the Bid close date and time. A face-to-face public bid opening will not be held.

Bidders are invited and encouraged to participate in the online Bid Opening where each Bid will be opened and read aloud. Access to the virtual online Bid Opening via MS TEAMS instructions are below:

Bid opening is held virtually on Tuesday, April 22, 2025, at 3:00 p.m. CST.

MS Teams Information:

Meeting Link (preferred method of joining through computer, so that presentation materials can be viewed):

Meeting link https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTAzYWNmMDctOGJiYi00NTY3LWE4OWMtZWI3YjE4OGE1MTAx%40t hread.v2/0?context=%7b%22Tid%22%3a%22bedc536d-9380-4d10-9954-ddfc8f5b5bdd%22%2c%22Oid%22%3a%227e9d512d-39df-4932-b3da-b13945268c3e%22%7d

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2. Scope of Work The Contractor shall furnish all material, labor, tools, supplies, permits, equipment, transportation, superintendence, barricades, temporary protection, bracing, shoring, temporary construction of every nature, compliance with all mandated code, insurance, bonds, taxes, contributions and all services and facilities, unless specifically accepted, to perform the College Roof Replacement for Houston Community College North Forest Campus, Building A, 6010 Little York, Houston, TX 77016 and will affect 15,920 sq. ft. of building structural roof-top capacity. The Contractor shall coordinate all scope with HCC Facilities and Campus Operations.

2.1 Project Description

The Contractor shall coordinate the scope of work with HCC per specifications. The Contractor is also required to obtain all permits specified in the design package, including all Certificates of Compliance and any other documentation necessary for HCC to operate the facility as intended.

The project scope of work includes but not limited to:

Complete removal of existing retrofitted sloped metal roof assembly.

Complete removal of existing retrofitted sloped metal roof framing system, eaves and ridges down to the original buildup roof. This should include relocating and re-supporting as necessary, and include any MEP work necessary to do so permanently and temporarily during construction.

Replacement with new batt insulation and sloped standing seam metal roof panel system including the attachments, eaves and ridges.

Install and make all necessary a complete lightning protection system as specified herein.

The lightning protection system shall be installed by a firm presently engaged in installations of Master Labeled or LPI certified lightning protection systems.

Adjacent to demolition items and in renovation areas shall be patched, repaired, replaced if damaged and painted match existing conditions.

Replace all flashing, install or replace all missing, rusted, counterflashing, roof vents, vent caps, and metal edging with all new materials.

Complete removal of existing mechanical equipment. (Contractor to trace back the existing mechanical, plumbing, electrical lines, and any other service lines prior to capping and demolishing them.

Replace all existing gutters and downspouts with new factory finished matching the roof panels, metal gutters and downspouts.

Complete removal of existing gutters and downspouts.

Existing roof vents, exhaust fans and any other type of roof penetrations to remain (protect during new roof upgrade work).

New metal facia, color to match new roof panels.

Add Alternates listed below:

ALTERNATE 1: Install one layer of 1-inch polystyrene insulation board on top of drainage panel.

ALTERNATE 2: Install one layer of 2-inch polystyrene insulation board on top of drainage panel.

The scopes of works of the Roof Replacement Project at North Forest Campus, outlined in the construction, plans and specifications described can be found by following the link below.

https://app.e-builder.net/public/publicLanding.aspx?QS=acf01a828a9142d8bee473bf4a7b581c

2.2 Safety Program

List your firm’s Worker Compensation Experience Modification Rate (EMR) for the last 5 years as obtained from your insurance agent:

2.2.1 List Number of injuries and illness.

2.2.2 Number of lost times accidents.

2.2.3 Number of recordable cases.

2.2.4 Number of fatalities.

2.2.5 Number of employee direct hire fixed hours worked. (Round to 1,000’s)

2.2.6 Are regular Project safety meetings held for Field Supervisor(s)? Yes No

2.2.7 If yes, frequency: Weekly. Bi-Monthly. Monthly. As Needed

2.2.8 Are Project safety inspections conducted? Yes No

2.2.9 If yes, who performs inspection?

2.2.10 How often?

2.2.11 Who is required to attend?

2.2.12 Does your firm have a written safety program? Yes No

3. Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel. The bidder will submit documentation of experience and qualifications with Response.

The Bidder must have relevant experience required for the performance of the services as outlined in this Solicitation. The minimum experience required is three (3) years.

The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have three

(3) years’ relevant experience.

All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

The Bidder must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar scope or same services within the last three (3) years

Bidder must submit a detailed itemized bid – Pricing Sheet.

4. Additional Information A bid award, if any, will be through the issuance of an HCC purchase order (PO) and shall be governed by the general terms and conditions of purchase outlined on the HCC PO document unless such terms and conditions are superseded by the content in this IFB or contract (if terms are in conflict, the terms of the IFB will take precedence).

By submitting a response to this request, the bidder accepts the responsibility for downloading, reading and abiding by HCC terms and conditions set forth in the General Terms and Conditions found on the HCC web site at: HCC General Terms and Conditions.

The final authority to approve or disapprove delivered products and/or services lies with HCC.

In the event products/services 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 bidder shall be responsible for all claims against the manufacturer for manufacturing defects.

Any correspondence regarding an HCC PO, 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 supplier’s receipt of a purchase order.

The bidder must immediately notify HCC once the bidder knows, or reasonably should know, that products and/or services will not be delivered or 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.

No allowance will be made for a supplier’s waste, loss, breakage, damage or difficulties.

Trash or refuse generated because of the operations or activities of the supplier delivering products and/or services, shall properly dispose of any trash or refuse, at the supplier’s expense.

The bidder shall be responsible for all claims against a carrier for freight and/or damage.

5. 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 locations, materials to be provided 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 materials, equipment, locations and/or services requested.

6. Estimated Quantities Not Guaranteed The estimated quantities specified herein are not guarantee of actual quantities, as HCC does not guarantee any particular quantity of equipment, or services requested during the term of this contract. The quantities may vary depending upon the actual needs of the user department. 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.

There is no guaranteed amount of business, expressed or implied, to be purchased or contracted for by

HCC.

7. First Year Warranty and Maintenance Service A minimum one-year warranty shall be provided after delivery. The first-year warranty should include all parts and labor, including all necessary on-site labor and all travel expenses for technicians.

The Contractor warrants all items acquired shall conform to all contractors’ representations, the requirements of this contract, and all published documentation.

The Contractor shall provide the following Warranty details:

i. Describe the warranty period including a detailed description of what is covered and what may be excluded from coverage.

ii. Provide detailed description of what is covered and what may be excluded from coverage under the optional maintenance.

iii. Identify what type and kind of field support you will provide under this solicitation; if any.

8. Added Value HCC is interested in maximizing the value of expenditures as it relates to achieving additional value that would further benefit HCC and its operation, as well as its community of citizens and their tax-based funding. As such, bidders are encouraged to consider, develop and propose added value concepts, programs, components and the like that would further enhance the proposed acquisition represented in this solicitation request.

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Section 2 – Schedule of Items and Prices Base Bid

Instructions Please provide a Total Proposed Price reflecting all project costs to successfully complete the project.

Work requirements will be specified in individual purchase orders issued by Houston Community College. The Bidder shall furnish the necessary resources and services required to complete the project, in accordance with the scope of work, project specifications, and drawings hereby incorporated and made a part of this IFB and the contract documents, for the prices listed below.

Please provide a complete Bid reflecting all project costs to successfully complete the project. Work requirements will be specified in individual purchase orders issued by Houston Community College.

HCC reserves the right to accept or reject, in whole or in part, any or all bids received and to make an award based on individual campuses or combination of campuses. Although HCC may award one contract as a result of this Invitation for Bid, HCC reserves the right to award by campus or in total and/or multiple awards, whichever is in the best interest or most advantageous of the College as a result of this solicitation.

Engineer’s Estimated Project Budget: One Million, Seven Hundred and Fifty Thousand Dollars to Two Million Dollars ($1,750,000.00-$2,000,000.00).

1. Base Bid

ONLY the base bid, and not alternates, will be used to determine lowest responsible bidder.

2. Rate Sheet for Additional Services The college may request a bid/proposal for related serves, the Contractor is asked to include their standard price sheet to cover all items and services not specifically covered in the IFB. (The additional price sheets will not be considered in the evaluation)

3. Liquidated Damages

The undersigned understands that liquidated damages as defined in the Agreement between Owner and Contractor and that the contractor will be bound thereto.

For each consecutive calendar day after the deadline for substantial completion that any Work, including the correction of deficiencies found during the final testing and inspection, is not completed, the amount of One Thousand Dollars ($1,000.00) per Calendar Day will be deducted from the money due or becomes due the Contractor, not as a penalty but as liquidated damages representing the parties' estimate at the time of Contract execution of the damages which the Owner will sustain for late completion.

BASE BID

Base Bid - The Base Bid will be used to determine the lowest responsible bidder.

Undersigned agrees to complete the work of the Roof Replacement Project at North Forest Campus, for the lump sum amounts of:

__________________________________________________________________________Dollars

(Amount written in words governs) (Amount in figures) Contract Duration Undersigned agrees to commence work upon Notice to Proceed and be substantially complete the projects as stated herein within, __________________, calendar days.

4. Sealed Bid Signature

I have received and thoroughly examined the plans, specifications, and project schedule and have visited and examined the work site. I have also received and considered all solicitation amendments as posted on the solicitation website and have included those provisions in my Bid.

I understand the work to be done as provided in the plans and specifications. I further understand that the work is subject to the review and approval of Houston Community College System and submit the following Bid.

In submitting this Bid, the undersigned agrees and accepts all provisions and exhibits within this IFB.

Name:

Title:

Date:

Signature:

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:

5. Additional Requirements

- Proposer accepts payment using a purchasing card (MasterCard) at no additional fee: Yes __ No__.

- Proposer accept a site visit to inspect the items being proposed (if needed): Yes __ No___.

6. Discount for Prompt Payment

Net 10 Calendar days _________% Net 20 Calendar days ________%

7. Delivery of Invoices All invoices shall reference the governing Purchase Order (PO) number and be sent to the following location via email to accounts.payable@hccs.edu

8. Certification

By submitting this Invitation for Bid response, the above named individual certifies that the individual/company is not ineligible to receive a purchase order/contract per the terms and requirements set forth per HCC General Terms and Conditions or for any other reason. Further, the above-named individual certifies that he/she has read, understands and agrees to be bound by the requirements and terms and conditions set forth in this Invitation for Bid.

Section 3 – Bid Evaluations 1 Eligibility for Award In order for a bid to be eligible to be awarded the contract, the bid must be responsive to the solicitation and HCC must be able to determine that the bidder is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive bids 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. Bids, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

1.1 Responsible bids, 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. Managed three or more projects of similar size and scope.

v. Have necessary resources, expertise, and personnel capability to perform any resulting contract fully and completely;

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

vii. 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 bid is so certifying to such non-delinquency; and

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

ix. Bid(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 bidder. Failure to provide any requested additional information may result in the bidder being declared non-responsive and the bid being rejected.

x. A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the bidder 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 bidders.

xi. A person or bidder shall not be eligible to be considered for this solicitation if the person or bidder engaged in or attempted to engage in prohibited communications as described in Section 5.17 - Prohibited Communications and Political Contributions.

xii. 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 IFB.

Section 4 – Instructions to Bidders

1. General Instructions

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

b. Bids and any other information submitted by Bidders in response to this Invitation For Bid (IFB) shall become the property of HCC.

c. HCC will not provide compensation to Bidders for any expenses incurred by the Bidder for bid preparation or for any demonstrations that may be made, unless otherwise expressly stated. Bidders submit bids at their own risk and expense.

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

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

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

f. HCC makes no guarantee that an award will be made as a result of this IFB and reserves the right to accept or reject any or all bids, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this IFB or resulting Agreement when deemed to be in HCCs best interest.

Representations made within the bid will be binding on responding firms. HCC will not be bound to act by any previous communication or bid submitted by the firms other than this IFB.

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

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

h. Failure to comply with the requirements contained in this IFB may result in the rejection of your bid.

2. Preparation and Submittal Instructions

All Attachments noted in Section are to be completed and submitted with Bid, Attachments 1, 5 and 7 must be signed and notarized.

3. Document Format and Content

a. The bid must be signed by Bidder’s company official(s) authorized to commit such bids. Failure to sign and return these forms will subject your bid to disqualification.

b. Responses to this IFB must include a response to the bid requirements set forth in the Scope of Work, above.

c. Table of Contents: Include with the bid 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 bid 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.

d. Pagination: All pages of the bid should be numbered sequentially in Arabic numerals (1, 2, 3, etc.)

Attachments should be numbered or referenced separately.

e. HCC Forms and documents through the Bonfire portal. 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.

f. Bids must be submitted and received via the Bonfire portal on or before the time and date specified in the Solicitation Schedule.

g. Late bids properly identified will not be accepted. Late bids will not be considered under any circumstances.

h. Telephone, Facsimile (“FAX”) or electronic (email) bids are not acceptable when in response to this Invitation for Bid.

4. Bidder Response General: Your Technical Bid 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 Work, (iv) your understanding of HCC, and (v) what differentiates you from your competitors. At a minimum, your Technical Bid shall include the following:

a. Sealed Price Form The Bidder shall furnish all resources and services necessary and required to provide the goods and services of the type and kind required in this IFB, in accordance with the Scope of Work/Specifications, and the governing terms and conditions for the proposed price(s) listed in Section 2 – Schedule of Items and prices base Bid.

b. Cover letter The cover letter shall not exceed 1 page in length, summarizing key points in the bid 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 IFB.

c. Confirm acceptance of all requirements noted in the IFB, including all requirements noted in the Scope of Work/Specifications.

d. Provide references of firm’s past performance, including contact information (name, number, email), where Bidder has successfully performed the work of the type and kind required in this IFB.

e. Provide the name of the project manager that will be assigned to this project through completion.

f. Provide your Experience Modification Rate (EMR) for the past three years.

g. Small Business Commitment

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.

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

ii. For this Project HCC has a small business participation goal of Thirty-Five Percent (35%).

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

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

iv. 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.

v. Provide a reference list of all customers noted in Section 4(d) above that includes a Small Business or similar program where you have performed work similar to the type of work described in this IFB.

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

h. Firm’s Financial Status

i. 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.

ii. 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.

i. Required Attachments

This section shall include all Attachments noted in Section 6, all forms shall be completed, signed and submitted with Bid. Attachments 1, 5 and 7 must be signed and notarized.

Section 5 – General Information

BIDDERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS IFB

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND

QUESTIONS AS DIRECTED.

1. General Information

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

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

More information regarding HCC can be found in the annual HCC Fact book.

HCC Mission - Houston Community College is an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, career development, and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society.

HCC Vision - Houston Community College will be a leader in providing high quality, innovative education leading to student success and completion of workforce and academic programs. We will be responsive to community needs and drive economic development in the communities we serve.

Additional information about Houston Community College may be found by visiting HCC Website.

Visit the HCC Procurement Operations Department Website to get more information on this and other business opportunities. While at our website we invite you to Register as a Vendor, if already registered, please confirm your contact information is current.

2. Overview The Houston Community College, (“HCC”) or (“College”) is seeking bids from qualified firms in accordance with the Scope of Work noted above. Qualified respondents are invited to submit a written response outlining your qualifications and willingness to provide goods, equipment and services as described in the Scope of Work, and in accordance with the terms, conditions and requirements set forth in the Invitation For Bid (IFB). The successful bidder will provide the scope of work in accordance with all applicable laws, regulations and professional standards.

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

HCC reserves the right to reject any or all bids or to accept any bids it considers most favorable to HCC, or to waive irregularities in the Invitation For Bid (IFB) and submittal process. HCC further reserves the right to reject all bids or submittals and terminate the solicitation process or seek new bids when such procedure is reasonably in the best interest of HCC.

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

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

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

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

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

Where exceptions are taken, HCC shall determine the acceptability of the proposed exceptions. HCC may accept or reject the exceptions.

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

The IFB provides information necessary to prepare and submit bids or responses for consideration by HCC based on the listed criteria. HCC may request additional clarification and oral interviews solely on the written responses to this Invitation For Bid.

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

If applicable, the Pre-Bid Meeting date and time is noted in the Solicitation Schedule.

4. Award / Contract Approval

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

5. HCC Contact

Any questions or concerns regarding this Invitation For Bid shall be directed to the named HCC individual listed on the cover page.

HCC specifically requests that bidders restrict all contact and questions regarding this IFB to that named individual. The HCC individual must receive all questions or concerns no later than the date and time listed in the Solicitation Schedule.

6. Inquiries and Interpretations

Responses to inquiries, which directly affect an interpretation or change to this IFB, will be issued in writing by addendum (amendment) and all addenda will be posted on the HCC Website www.hccs.edu. All such addenda issued by HCC prior to the time that bids are received shall be considered part of the IFB, and the Bidder shall be required to consider and acknowledge receipt of such in their bid.

Only those HCC replies to inquiries, which are made by formal written addenda, shall be binding. Oral and other interpretations or clarification will be without legal effect. The bidder must acknowledge receipt of all addenda in Attachment No. 1 of this IFB (Contract Award Form).

7. Commitment

Bidder understands and agrees that this IFB and any resulting Agreement is issued predicated on anticipated requirements for the materials or services described herein and that HCC has made no representation, guarantee or commitment with respect to any specific quantity of or dollar value to be furnished under any resulting Agreement. Further Bidder recognizes and understands that any cost borne by the Bidder, which arises from Bidder’s performance under any resulting agreement, shall be at the sole risk and responsibility of Bidder.

8. Acquisition from Other Sources HCC reserves the right and may, from time to time as required by HCCs operational needs, acquire goods and services of equal type and kind from other sources during the term of the agreement without invalidating in whole or in part, the agreement or any rights or remedies HCC may have hereunder.

9. Vendor Registration

The Houston Community College Procurement Operations Department has developed an online vendor application. This is designed to allow firms or individuals that are interested in doing business with HCC to register online and become part of our vendor database. Once registered, you will receive a password and personal login information that will allow you to modify your vendor information anytime a change occurs with your company.

You will have the flexibility to add or delete commodity lines, update phone numbers, contact information, etc. This database will allow HCC to notify, via email, all companies that match the desired commodity criteria for procurement opportunities within Houston Community College. What a great way to never miss an HCC bid or proposal opportunity again.

Please take a moment to go to the Houston Community College Procurement Operations Department website and register as a vendor. The website address to access the vendor registration form is https://hccs.sbecompliance.com/FrontEnd/VendorsIntroductio n.asp

If you do not have internet access, you are welcome to use a computer at any HCC library to access the website and register.

10. Obligation and Waivers

THIS IFB IS A SOLICITATION FOR BIDS AND IS NOT

A CONTRACT OR AN OFFER TO CONTRACT.

A PROPERLY COMPLETED VENDOR APPLICATION

IS REQUIRED AND IS A CONDITON OF CONTRACT

AWARD.

THIS INVITATION FOR A BID DOES NOT OBLIGATE

HCC TO AWARD A CONTRACT OR PAY ANY COSTS

INCURRED BY THE BIDDER IN THE PREPARATION

AND SUBMITTAL OF A BID.

HCC, IN ITS SOLE DISCRETION, RESERVES THE

RIGHT TO ACCEPT ANY BID AND/OR REJECT ANY

AND ALL BIDS OR A PART OF A BID, WITHOUT

REASON OR CAUSE, SUBMITTED IN RESPONSE TO

THIS SOLICITATION.

HCC RESERVES THE RIGHT TO REJECT ANY NON-

RESPONSIVE OR CONDITIONAL BID. HCC

RESERVES THE RIGHT TO WAIVE ANY

INFORMALITIES, IRREGULARITIES AND/OR

TECHNICALITIES IN THIS SOLICITATION, THE BID

DOCUMENTS AND /OR BIDS RECEIVED OR

SUBMITTED.

BY SUBMITTING A BID, BIDDER AGREES TO WAIVE

ANY CLAIM IT HAS, OR MAY HAVE, AGAINST

HOUSTON COMMUNITY COLLEGE SYSTEM AND ITS

TRUSTEES OR AGENTS ARISING OUT OF OR IN

CONNECTION WITH (1) THE ADMINISTRATION,

EVALUATION OR RECOMMENDATIONS OF ANY

BID; (2) ANY REQUIREMENTS UNDER THE

SOLICITATION, BID PACKAGE, OR RELATED

DOCUMENTS; (3) THE REJECTION OF ANY BID

OR ANY PART OF ANY BID; AND/OR (4) THE

AWARD OF A CONTRACT, IF ANY.

HCC RESERVES THE RIGHT TO WITHDRAW THIS

SOLICITATION AT ANY TIME FOR ANY REASON;

REMOVE ANY SCOPE COMPONENT FOR ANY

REASON AND TO ISSUE SUCH CLARIFICATIONS,

MODIFICATIONS AND/OR AMENDMENTS AS

DEEMED APPROPRIATE.

HCC IS AN EQUAL OPPORTUNITY/EDUCATIONAL

INSTITUTION, WHICH DOES NOT DISCRIMINATE

ON THE BASIS OF RACE, COLOR, RELIGION,

NATIONAL ORIGIN, GENDER, AGE, DISABILITY,

SEXUAL ORIENTATION, OR VETERAN STATUS.

11. Contract Award Award of a contract, if awarded, will be made to the Bidder who (a) submits a responsive bid; (b) is a responsible bidder; and (c) offers the lowest responsive responsible bid price in accordance with the Texas Government Code Section 2269, Subchapter C Competitive Bidding Method.

A responsive bid and a responsible bidder are those that meet the requirements of and are as described in this solicitation. HCC may award a contract, based on an initial bid received, without discussion of such bids. Accordingly, each initial bid should be submitted on the most favorable terms from a price and technical standpoint, which the bidder can submit to HCC. Except as otherwise may be set forth in this solicitation, HCC reserves the right to waive any informalities, non-material errors, technicalities, or irregularities in the bid documents submitted and consider the bid for award.

12. Postponement of Bids Due Date/Time:

Notwithstanding the date/time for receipt of bids established in this solicitation, the date and time established herein for receiving bids may be postponed solely at HCCs discretion.

13. Oral Presentations:

During the process of selecting a company to provide the required services, oral presentations may or may not be held. Each bidder should be prepared to make a presentation to HCC. The presentations must show that the bidder is responsible and clearly understands the requirements of the solicitation and has a strategic plan and approach to complete the work.

14. Small Business Development Program (SBDP):

The Houston Community College System’s Small Business Development Program (“SBDP” or the “Program”) was created to provide business opportunities for local small businesses to participate in contracting and procurement at Houston Community College (HCC).

The SBDP is a goal-oriented program, requiring Contractors who receive Contracts from HCC to use Good Faith Efforts to utilize certified small businesses. The Program applies to all Contracts over $50,000, except Contracts for sole-source items, federally funded Contracts, Contracts with other governmental entities, and those Contracts that are otherwise prohibited by applicable law or expressly exempted by HCC. The SBDP is a race and gender-neutral program, however HCC actively encourages the participation of minority and women-owned small businesses in the

SBDP.

To participate, small businesses must be certified by an agency or organization whose certification is recognized by HCC.

Certification is based on the firm’s gross revenues or number of employees averaged over the past three years, inclusive of any affiliates as defined by 13 C.F.R. § 121.103, does not exceed the size standards as defined pursuant to Section 3 of the Small Business Act and 13 C.F.R. § 121.201.

HCC recognizes certification by the following governmental and private agencies: Metropolitan…