ESBD_417902_1746825350519_RFP 25-24 AV Production Rental Services.Final..pdf

RFP 25-24 Audio/Video Production Rental Services for Special Events

Procurement Operations Department 3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP)

FOR

AUDIO/VIDEO PRODUCTION RENTAL SERVICES

FOR SPECIAL EVENTS

RFP NUMBER.: 25-24

ISSUED BY:

Procurement Operations

Department

For Communications Department

PROCUREMENT OFFICER:

Marites Trevino/Sr. Buyer

Email: marites.trevino@hccs.edu

PROPOSAL CLOSE DATE: June 09, 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.

mailto:marites.trevino@hccs.edu 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 12 Section 4 – Evaluation Criteria 14 Section 5 – Document format and content 16 Section 6 - General Information 23 Section 7 – Required Attachments 34

NOTE: All noted Attachments must be completed and submitted with the Proposal. Attachments 1, 5, and 7 must be signed and notarized.

Exhibit Number Exhibit Title Exhibit No. 1 Sample HCC Form Services Agreement (Attached) Exhibit No. 2 Previous Events Photo (Attached) Exhibit No. 3 Audio/Video Equipment List (Attached)

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time

RFP released and posted to HCCs’ & ESBDs’ websites May 09, 2025

Virtual Pre-Proposal Meeting (Non-Mandatory) May 20, 2025 (10:00-11:00 AM CST)

Deadline to receive written questions/inquiries May 26, 2025, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) May 29, 2025

Proposal Submittal Due Date June 9, 2025, by 2:00 pm (local time) Anticipated Board Recommendation and Approval Date

August, 2025

NOTE: Houston Community College reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted on the HCC Procurement Portal for your convenience.

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

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 Audio/Video Production Rental Services for Special Events. Sealed responses, which are subject to the terms and conditions of this RFP, as fully explained herein, must be received for evaluation of services 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 the Houston, Katy, Spring Branch, and Alief Independent School Districts, as well as the 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, economic education options, vocational training, 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.

http://www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/

SECTION 1 – SUBMITTAL INSTRUCTIONS

1.1. HCC requires respondents to submit their responses to this request electronically through the Bonfire Portal Houston Community College (bonfirehub.com). HCC intends to utilize Bonfire as its exclusive solicitation platform, and proposals can now be accepted through the Bonfire platform.

1.2. The following are some essential 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 the necessary information, including forms and attachments, and click the submit button before the 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 the 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 the Proposer’s internet connection speed;

1.2.7. Please note the type and number of files allowed. The maximum upload file size is 1 gigabyte (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. JavaScript must be enabled.

1.2.9. If Proposers need technical assistance with using Bonfire, they 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 through the Opportunity Q&A feature in Bonfire, and by submitting a Proposal in Bonfire, the Proposer acknowledges and accepts mailto:Support@GoBonfire.com 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. The 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 of if conflicts exist. By submitting a Proposal, with a completed Form CIQ, the 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 as a whole, particularly the evaluation categories, and provide any other information that it deems relevant to HCC’s consideration of its Proposal.

1.4. The College is not responsible for delays, difficulties, causes, or other occurrences that inhibited or prevented a timely submission.

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 no 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 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 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 OVERVIEW & SCOPE OF SERVICES

2.1 Project Overview

The Houston Community College System (“HCC and/or the “College”) is accepting sealed proposals from qualified firms/contractors to provide Audio/Video Rental Production Rental Services for Special Events This request aims 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 any contract(s) awarded as a result of this RFP will be two (2) years, with the option to renew for three (3) additional one-year terms. Furthermore, 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 non-mandatory pre-proposal conference is scheduled for June 20, 2025, 2025, at 10:00 AM CST.

As indicated in the Solicitation Schedule below, the meeting will be held virtually through Microsoft Teams.

Link to join the meeting: Join the meeting now

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

Service Providers are encouraged to tour campuses independently to understand the scope of their geography, parking, and access limitations, which impact their ability to provide service in a timely and cost-effective manner.

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

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

2.4 Scope of Services

HCC seeks proposals from qualified firms to provide Audio/Video Production Rental Services for Special Events. HCC reserves the right to award separate contracts to multiple contractors.

HCC District events are scheduled at external sites, generally with a seating capacity of 1-2,000, and these venues often have an internal AV company. By having a contract with an AV company, the College could save a substantial amount on AV needs. In addition, HCC TV does not have the necessary high-end equipment to support these district events, so it uses an external company.

After the award of the contract, technical discussions ideally began several months before an event depending on its size and scope. These discussions regard lighting, stage composition, https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzFjMzc5Y2EtMDU4ZS00ZTZiLTljODktODY3ZGI5YjYyOTU1%40thread.v2/0?context=%7b%22Tid%22%3a%22bedc536d-9380-4d10-9954-ddfc8f5b5bdd%22%2c%22Oid%22%3a%2234ab8b91-36f0-4705-805d-1301ff7baa08%22%7d https://www.hccs.edu/locations/ audio requirements, and other logistics such as set-up access hours available to perform work and tear down of the event for the following yearly district events:

1. State of the College

2. Fall Convocation

The Contractor shall be required to provide the following services:

1. As an event approaches,

a. Compositional work begins with the producer.

b. Script writing from which graphics and images are produced by the Contractors’ graphic artists and saved into a storyboard, then presented to the committee or a select group working on compositional creation.

2. One to two days before an event,

a. A rigging crew arrives on site and begins to rig lights and develop a Power Distribution system that can be used for both lights and equipment.

b. Set up the stage (typically, LED panels are used, which require a specialized crew to construct, configure, test, and monitor for proper operation).

3. The day before an event,

a. Depending on the nature of the event, audio speakers and cables are installed or hung from the ceiling.

b. Microphones are also tested; all sources are connected and tested for calibration.

c. The Contractor’s on-site producer and technical director is responsible for managing the images on the LED screens.

d. There is also a lighting director whose job is to manage the lights and make sure that they are all functioning correctly and

e. An audio director whose job is to manage all audio sources to ensure they are appropriate, correctly balanced, and there is no feedback.

4. After an event is concluded

a. The rigging crew returns and begins to disassemble all the equipment,

b. The audio director disassembles their equipment

c. The lighting director does the same with the assistance of the rigging crew.

Note: HCC reserves the right to add to this list of services required

2.5 Size of Event

• 500-2000 people

2.6 Special Deliveries

A contract resulting from this bid, if any, shall be on an “as needed” delivery basis, with estimated delivery dates to be determined upon issuance of a Purchase Order. Houston Community College reserves the right to request special deliveries that may include products and services not included in these specifications. The awarded vendor may provide these “special deliveries” as an additional service. See Section 2: 2.9 “Additional Services” for the requirements.

2.7 Warranty of Services

1. Definitions: “Acceptance” as used in this clause, means the act of an authorized representative of HCC 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 one year from the date of acceptance by HCC. This notice shall state either (1) that the Contractor shall correct or re-perform any defective or non-conforming services at no additional cost to HCC, or (2) that HCC does not require correction or re-performance.

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

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

2.8 Certificate of Insurance Information

Parties making deliveries to or performing services at the HCC sites must carry public liability, property damage, and workers 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 Houston Community College as an additional insured party, provide Houston Community College with a waiver of subrogation, and name Houston Community College as a certificate holder.

The 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).

2.9 Additional Services:

If the College requires additional related services to be performed by the Contractor that are outside the scope of this Agreement (“Additional Services”), the College may request a proposal from the Contractor (“Proposal”), which the Contractor may provide if they are 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 commence without the Contractor receiving the first. approved purchase order from HCC’s Procurement Operations.

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

2.10 Additional Information

A bid award, if any, will occur through the issuance of a purchase order (PO) and shall be governed by the general terms and conditions of purchase outlined in the purchase order document, unless such terms and conditions are superseded by the content of this Request for Proposal or a contract; if the terms 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 that the products delivered do not meet the specified quality level or do not perform as defined 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 purchase order (PO) number to ensure correct and timely processing. Invoices must reference HCC’s purchase order (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.

2.11 Additions and Deletions

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

2.12 Holidays

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

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

In addition, HCC Colleges are closed for two (2) weeks for Winter Break and one (1) week for Spring Break and one (1) day for Spring Holiday.

2.13 Travel Time

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.

2.14 Identification

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

2.15 Estimated Quantities Not Guaranteed

The estimated quantities stored herein are not a guarantee of actual quantities, as HCC does not guarantee any particular demand during the term of this contract. The quantities may vary depending on the exact 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.

INTENTIONALLY LEFT BLANK

SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Bidder/Contractor: ___________________________________________________

3.1 Instructions

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

3.2 Price Schedule

The respondent must provide information and pricing for all items listed in Appendix A– Required Cost Evaluation Exhibits to support purchasing the requested product/service. The price schedule will help HCC fairly assess each proposer's pricing and evaluate the competitiveness of each proposer's offer. Proposers must complete the Bonfire Bid Table (BT-

19IY)

3.3 Value Added Services

Respondents should indicate any value-added services offered by an individual or firm for their services. These services include any skill sets, abilities, or offerings that may enhance the overall value of a project, which have not been previously requested in this document or are not inherent to delivering said services. Please use this section to propose additional services related to the scope of work that are not explicitly outlined in this RFP, along with any standard price sheet.

3.4 Price Evaluation

Price points shall be calculated based on the following formula:

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

3.5 Price Proposal Signature

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

Name:

Title:

Date:

Signature:

3.6 Cooperative Contract (If Applicable)

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

Cooperative Contract Name:

Cooperative Contract No.

Cooperative Contract Term

Cooperative Contract Website link:

SECTION 4 –EVALUATION CRITERIA

4.1 Evaluation Criteria

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

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

Evaluation Criteria Available Points

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

Proposed Approach and Methodology (Tab 3)

Past Performance & References (Tab 4) 15

Price Proposal (Tab 5) 30

Small Business Practices (Tab 6) 15

Total Points 100

4.2 Eligibility for Award

In order for a proposer to be eligible to be awarded the contract, the proposal must be responsive to the solicitation and HCC must be able to determine that the proposer is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive proposals are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Proposals which do not comply with all the terms and conditions of this solicitation will be rejected as non-responsive.

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

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

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

iii. Have a satisfactory record of past performance.

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

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

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

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

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

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

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

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

SECTION 5 - DOCUMENT FORMAT AND CONTENT

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

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

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

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

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

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

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

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

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

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

5.10 Late proposals will not be considered under any circumstances.

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

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

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

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

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

5.15 Tab 1: Firm’s Qualification and Experience

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

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

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

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

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

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

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

a. Project Name, Location – Year Completed.

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

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

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

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

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

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

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

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

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

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

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

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

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

5.17 Tab 3 – Proposed Approach & Methodology

This section should describe and discuss your proposed approach and methodology in providing the services of the type and kind required in this RFP. By reading the proposed approach and methodology overview, HCC must be able to gain a comfortable grasp and clear understanding of the level of services to be provided and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirements of this RFP.

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

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

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

RFP.

4. HCC intends that each proposer provide a detailed and comprehensive description of all services that the proposer will provide if it enters into a contract pursuant to the RFP.

5. Quality: Please identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this RFP to HCC. Your response should indicate the frequency of the measurement, how it will be used to continually improve performance, and how this information will be shared with HCC. Your response should include how do you measure and monitor the quality of work, ensure delivery is met, and how problems are tracked, escalated (if required) both internally and with the customer.

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

7. Capabilities and Capacity: Proposer shall clearly define its in-house capability and capacity to perform the work identified in the Scope of Services of this RFP. Your response must describe the various technologies, tools, methods, and technical expertise that you will provide to HCC and/or that will be used in the delivery of the services and how that will be of benefit in the delivery of services to HCC.

5.18 Tab 4 - Past Performance and References

This section should establish the ability of the respondent (and its sub-consultant), if any, to satisfactorily perform the required work.

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

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

3. Demonstrate the capability and successful past performance of the firm with respect to producing high quality services, maintaining good working relations for services of the required in this RFP.

4. Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available.

Include a detailed explanation of the circumstances related therein for any such contracts noted.

5. Provide a list of any work that your firm may have completed for Houston Community College during the past 3 years, including a detailed description of the work effort, performance and define if the work was completed as a contractor directly with HCC or as a subcontractor under an engagement.

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

5.19 Tab 5 – Price Proposal

The Proposer/Contractor shall furnish all resources and services necessary and required to provide the services of the type and kind required in this RFP, in accordance with the Scope of Services, and the governing terms and conditions for the proposed price(s) listed in Section 2 – Price Proposal.

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

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

5.20 Tab 6 - Small Business Practices

This section shall include a clear statement of the firm’s commitment and plan to meet the small business goal specified in this solicitation, if any.

1. Describe your previous experience, involvement, and approach in working with certified Small Business firms, including level of effort, division of duties, and providing opinions.

Provide a statement detailing commitment to small business participation.

2. At a minimum, your response must include (a) the Firm’s commitment to meeting the small business participation goal for the solicitation and (b) a description of previous engagements where your firm has successfully subcontracted work to small businesses including the percentage (%) of work subcontracted to these firms under each engagement; (c) a narrative outlining your overall approach to subcontracting and how you will solicit small businesses for participation as part of this solicitation; and (d) indicate what challenges you anticipate in attaining HCC’s goal.

3. Describe your company’s process for the selection of subcontractors in accordance with the statutory procedures required for the solicitation of subcontractors, including your process for evaluating subcontractors’ performance while also incorporating a Small Business Development Program.

4. Provide a reference list of all customers noted in Tab 4 above that included a Small Business or similar program where you have performed work similar to the type of work described in this RFP. Provide the contact person and the representative who served as the Small Business Development liaison (or equivalent), telephone number and email address.

5.21 Tab 7 - Firm’s Financial Status

1. Please provide a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees including but not limited to state franchise fees.

2. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

5.22 Tab 8 – Business Relationship Strength -

“Business Relationship Strength” for the purpose of this RFP shall mean the definition and commitment of the respondent towards a mutually successful “relationship” between the selected contractor and HCC for the duration of the contract. At a minimum, your response must include:

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

2. Your firm’s commitment to a mutually successful “relationship” in the form of at least three, and not more than five, specific, obtainable criteria, activities, agreements or requirements that shall, at the discretion of HCC, become features of the awarded contract and shall guide the HCC-Contractor relationship for the duration of the contract.

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

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

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

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

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

e. Proposed mentor/representative that will be responsible for working with and leading HCC student interns under the resulting contract.

5.23 Tab 9 – Required Attachments

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

SECTION 6 – GENERAL INFORMATION

PROPOSERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND

QUESTIONS AS DIRECTED.

6.1 HCC reserves the right to reject any or all proposals or to accept any proposals it considers most favorable to HCC, or to waive irregularities in the Request for Proposal (RFP) and submittal process. HCC further reserves the right to reject all proposals or submittals and terminate the solicitation process or seek new proposals when such procedure is reasonably in the best interest of HCC.

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

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

6.2 Proposals and any other information submitted by Proposers in response to this Request for Proposal (RFP) shall become the property of HCC.

6.3 HCC will not provide compensation to Proposers for any expenses incurred by the Proposer(s) for proposal preparation or for any demonstrations that may be made, unless otherwise expressly stated. Proposers submit proposals at their own risk and expense.

6.4 HCC makes no guarantee that an award will be made as a result of this RFP and reserves the right to accept or reject any or all proposals, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this RFP or resulting Agreement when deemed to be in HCCs best interest. Representations made within the proposal will be binding on responding firms. HCC will not be bound to act by any previous communication or proposal submitted by the firms other than this RFP.

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

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

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

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

Where exceptions are taken, HCC shall determine the acceptability of the proposed exceptions.

HCC may accept or reject the exceptions. Where exceptions are rejected, HCC may insist that the respondent furnish the services described herein or negotiate an acceptable alternative.

All exceptions shall be referenced by utilizing the corresponding Section, paragraph and page number in this RFP. 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 RFP provides information necessary to prepare and submit proposals 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 request for proposals.

Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of any response to this Request for Proposal.

6.5 Award / Contract Approval

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

6.6 Inquiries and Interpretations

Responses to inquiries, which directly affect an interpretation or change to this RFP, will be issued in writing by addendum (amendment) and all addenda will be posted on Houston Community College (bonfirehub.com). All such addenda issued by HCC prior to the time that proposals are received shall be considered part of the RFP, and the Proposer shall be required to consider and acknowledge receipt of such in their proposal.

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 proposer must acknowledge receipt of all addenda in Attachment No. 1 of this RFP (Contract Award Form).

6.7 Commitment

Proposer understands and agrees that this RFP 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 Proposer recognizes and understands that any cost borne by the Proposer, which arises from Proposer’s performance under any resulting agreement, shall be at the sole risk and responsibility of Proposer.

6.8 Acquisition from Other Sources

HCC reserves the right and may, from time to time as…