ESBD_428038_1749762427062_7 - Final Solicitation District-Wide Paper Services 645-25-250-00-S-JG-RFP.pdf

Request for Proposals For

District-Wide Paper Services, #645-25-250-00-S-JG-RFP

Date of Release: June 12, 2025

National Institute of Governmental Purchasing (NIGP) Commodity

Class-Item Codes: 645-69, 645-21, 645-30, 645-64, 645-90

Austin Community College District (ACC)

Procure to Pay Department

6101 Highland Campus Drive, Bldg. 3000, Suite 3.3210

Austin, Texas 78752

This is a PDF version of the official solicitation for viewing purposes only.

All interested respondents may view the solicitation document in its entirety, and may submit a proposal response via Workday Strategic Sourcing (WSS) at the following link:

https://us.workdayspend.com/rfps/public/902559 https://us.workdayspend.com/rfps/public/902559

ARTICLE 1 - General Overview and Executive Summary

AUSTIN COMMUNITY COLLEGE (ACC) DISTRICT is soliciting a Request for Proposals (RFP) from qualified and interested firms to select a respondent to provide District-Wide Paper Services in accordance with District-Wide Paper Services #645-25-250-00-S-JG-RFP.

ACC Administration is responsible for the following responsibilities with respect to the selection of service providers for the proposed services.

• Serve as the primary/first contact with all external professionals who may be contracted for these projects;

• Develop and publicize scope of solicitation and evaluation criteria for selection of District- Wide Paper Services;

• Submit rankings of respondents to the solicitation evaluation committee for evaluation selection and approval; and

• Serve as contact and in oversight role throughout the procurement process.

Selection Process – The RFP is a one-step process for selecting a qualified firm for:

• District-Wide Paper Services

ARTICLE 1.1 Authority

ACC is soliciting the proposed goods and services listed herein under Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f) and ACC’s Board Policy CF (Local).

ARTICLE 1.2 College Information

The Austin Community College District (ACC) is a public community college system serving the Austin, Texas, metropolitan area and surrounding Central Texas communities. ACC was founded in 1972 as part of the Austin Independent School District and began offering classes in fall semester 1973. ACC is one of the largest community college systems in Texas and in the United States. The college maintains 11 campuses, 2 centers, and distance learning options to serve about 70,000 students annually in academic, workforce, continuing education and adult education programs. ACC offers associate degrees and career/technical certificate programs in more than 100 areas of study as well as four bachelor’s degree programs. Most courses taken within the District are meant to apply to associate degrees, which help students qualify for jobs or can be transferred to four-year institutions. The College’s legislatively designated service area encompasses six counties: Bastrop, Blanco, Caldwell, Hays, Travis, and Williamson.

The College is primarily supported by ad valorem taxes, tuition and state appropriations. ACC’s website is at http://www.austincc.edu.

Historical and demographic information about ACC can be viewed by accessing the link below to the ACC Fact Book: http://www.austincc.edu/oiepub/pubs/factbook/index.html.

ARTICLE 1.3 Point of Contact Information

All requests, questions or other communication about this solicitation shall be made in writing to the ACC Procure to Pay (P2P) Department addressed to person listed below:

• Name: John Gross

• Title: Buyer, ACC Procure to Pay (P2P) Department

• Address: 6101 Highland Campus Drive, Austin, TX 78752

• Phone: (512) 223-1329

• E-Mail: john.gross@austincc.edu

ARTICLE 1.4 Prohibited Communication http://www.austincc.edu/ http://www.austincc.edu/oiepub/pubs/factbook/index.html mailto:john.gross@austincc.edu

On issuance of this solicitation, except for the written questions and requests for clarification described in the solicitation, ACC, its representative(s), or partners will not answer any questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s).

Attempts by potential respondents to ask questions by phone, email, or in person of other representatives other than the point of contact for this solicitation will not be allowed or recognized as valid. Respondents shall rely only on written statements issued by or through the College's designated staff as provided in this solicitation.

Prohibited communication includes any attempts to contact or notify any ACC agent (see Exhibit C-1) during the procurement process and prior to award of the resulting contract.

This restriction does not preclude discussions between affected parties to conduct business unrelated to this solicitation.

Failure to comply with these requirements may result in disqualification of respondent's proposal.

ARTICLE 1.5 Clarifications Respondents must notify the Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission or other error in the solicitation in the manner and by the deadline for submitting questions.

If a respondent fails to timely and adequately notify the point of contact of such issues, the respondent submits its proposals at its own risk, and if awarded a contract:

1. shall have waived any claim of error or ambiguity in the solicitation and any resulting contract,

2. shall not contest the interpretation by the College of such provision(s), and,

3. shall not be entitled to additional compensation, relief, or time by reason of ambiguity, error, or later correction.

ARTICLE 1.6 Questions and Responses Questions or comments concerning this solicitation must be submitted in writing to the ACC’s Point of Contact, by no later than the date and time indicated in Procurement Schedule of Events.

Responses to questions or other written requests for clarification will be communicated via an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. ACC reserves the right to amend answers before the deadline of the solicitation’s responses. It is the respondent's responsibility to contact the Point of Contact for updated responses.

ACC also reserves the right to determine or decline to answer any question or questions or to provide a single consolidated response of all matters they choose to respond in any manner at the sole discretion of the College. If ACC, in its sole discretion, determines that questions necessitate a change to this solicitation, the change will be reduced to writing in the form of an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable.

ARTICLE 1.7 Procurement Schedule

The following table documents identify the critical pre-award events for the solicitation.

Procurement Schedule

Event Dates

Solicitation Release Date June 12, 2025

ACC is Closed for Juneteenth June 19, 2025

Solicitation Conference: 2:00 p.m. Central Standard Time (CST) June 30, 2025

Deadline for Questions July 1, 2025

Issuance of Addendum, via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. July 2, 2025

Withdrawal of Solicitation (Same date as the due date/closing):

12:00 p.m., CST July 10, 2025

Solicitation Response Due Date/Closing Date: 12:00 p.m., CST July 10, 2025

Contract Award July 31, 2025

Anticipated Contract Start Date August 1, 2025

Note: The dates identified are a tentative schedule of events. ACC reserves the right to modify these dates at any time upon notice and at the discretion of ACC, which will be posted to its website, via addenda

ARTICLE 1.8 Solicitation Conference

ACC will host an optional Solicitation Conference on June 30, 2025 at 2:00 p.m. CST on ZOOM via link below:

• Join Zoom Meeting:

https://austincc.zoom.us/j/87273968007?pwd=DLp2Vzh3J5KTIZ2bs1J3dexb58Arlu .1&jst=2

• Meeting ID: 87273968007

• Passcode: 986287

• (US) +1 877-853-5257

ARTICLE 2 - PROJECT OVERVIEW

ARTICLE 2.1 Mission Statement and Objective The primary mission of ACC’s P2P Department is to acquire the highest quality of goods and services in a timely manner that provided the best value to ACC, and to assure that the procurement function is conducted for effective college operations and in accordance with applicable Federal and State laws, and ACC policies.

ARTICLE 2.2 Mission Objectives

ACC’s objective of this solicitation is to select a qualified respondent to furnish all necessary equipment, labor, and materials to deliver District-Wide Paper Services for the College.

ARTICLE 2.3 Description of Services

This service is designed to provide high-quality copy paper for the ACC District and the Duplication Center. The goal is to ensure consistent, reliable access to essential paper supplies that support the daily administrative, academic, and operational needs of the College by maintaining an efficient paper distribution process.

ARTICLE 2.3.1 Standards

ACC is a supporter of the American College and University Presidents Climate Commitment. ACC prefers to use 100% recycled paper with 100% post-consumer content in all copiers and printers. Any https://austincc.zoom.us/j/87273968007?pwd=DLp2Vzh3J5KTIZ2bs1J3dexb58Arlu.1&jst=2 https://austincc.zoom.us/j/87273968007?pwd=DLp2Vzh3J5KTIZ2bs1J3dexb58Arlu.1&jst=2 deviation from this standard (e.g., "virgin paper") must be approved by the Contract Manager. All paper items used will be 100% recycled with a minimum of 30% post-consumer waste, if/when available.

For printed items utilized in this solicitation, ACC would prefer the use of soy or vegetable-oil based inks, if/when applicable.

ACC's Board of Trustees has adopted ACC Policy C-9, Sustainable Practices to encourage employees and students to lessen our carbon footprint by adopting sustainability standards (Reference ARTICLE 2.6 Sustainability Requirements).

ARTICLE 2.4 ACC Campus and Business Center Delivery Locations

Cypress Creek Campus (CYP) Mailroom Building 2000, Room 2104 1555 Cypress Creek Road Cedar Park, TX 78613

(512) 223-2155

Highland Business Center

(HBC)

Room 108 5930 Middle Fiskville Road Austin, TX 78752

(512) 223-7540

Highland Campus

(HLC)

Duplication Center Room 2301 6101 Airport Boulevard Austin, TX 78741

(512) 223-7306

Eastview Campus (EVC) Mailroom Building 2000, Room 2167 3401 Webberville Road Austin, TX 78702

(512) 223-5184

Rio Grande- West Campus (RGC West) 1218 West Avenue Austin, TX 78701

(512) 223-3005

Rio Grande Campus

(RGC)

Mailroom Main Building, Room 204 1212 Rio Grande Street Austin, TX 78701

(512) 223-3005

Eastview Campus Health Sciences (EVC.HSB) Building 8000, Room 8356 3401 Webberville Road Austin, TX 78702

(512) 223-5866

Northridge Campus (NRG) Mailroom Building 1000, Room 1107 11928 Stonehollow Drive Austin, TX 78758

(512) 223-4704

Round Rock Campus

(RRC)

Mailroom Building 1000, Room 1103.01 4400 College Park Drive Round Rock, TX 78665

(512) 223-0007

Riverside Campus (RVS) Mailroom Building A, Room 2208 1020 Grove Boulevard Austin, TX 78741

(512) 223-6000

South Austin Campus (SAC) Mailroom Room 1141 1802 W. Stassney Lane Austin, TX 78745

(512) 223-7100

San Gabriel Campus

(SGC)

Mailroom Building 1000, Room 1120 449 San Gabriel Campus Drive Leander, TX 78641

(512) 223-2500

Elgin Campus (EGN) Mailroom Building 1000, Room 1108 1501 West US Hwy 290 Elgin, TX 78621

(512) 223-9403

Service Center (SVC) Central Receiving Warehouse 9101 Tuscany Way Austin, TX 78754

(512) 223-7100

ARTICLE 2.5 Paper Requirements and Specifications

2.5.1 Colored, Multipurpose, 8.5 x 11", 20lbs.

• Quantity: approximately 670 cartons per year,

• Ream wrapped, 500 sheets per ream {5,000 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Domtar Earth Choice Multipurpose 30% Post-Consumer Waste

• HISTORICAL USAGE: Colors/Quantity ordered:

o Blue: 200 cartons o Buff: 75 cartons o Canary: 85 cartons o Goldenrod: 75 cartons o Gray: 80 cartons o Green: 80 cartons o Ivory: 85 cartons o Orchid: 90 cartons o Pink: 80 cartons o Salmon: 80 cartons o Tan: 75 cartons

2.5.2 Colored, Multipurpose, 11" x 17", 20lbs.

• Quantity: approximately 20 cartons per year,

• Ream wrapped, 500 sheets per ream {1,250 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Domtar Earth Choice Multipurpose 30% Post-Consumer Waste.

2.5.3 Colored, Cover, 8.5" x 11", 67lbs.

• Quantity: approximately 600 cartons per year (see color list below),

• Ream wrapped, 250 sheets per ream {2,500 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Domtar Earth Choice,

• HISTORICAL USAGE: Colors/Quantity ordered:

o Blue: 60 cartons o Buff: 50 cartons o Canary: 60 cartons o Goldenrod: 50 cartons o Gray: 40 cartons o Green: 60 cartons o Ivory: 50 cartons o Orchid: 70 cartons o Pink: 60 cartons o Salmon: 50 cartons o Tan: 50 cartons

2.5.4 Colored, Cover, 11" x 17", 67lbs.

• Quantity: approximately 25 cartons per year,

• Ream wrapped, 250 sheets per ream {1,250 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Domtar Earth Choice.

2.5.5 Astrobright, 8.5" x 11", 60lbs.

• Quantity: approximately 5 cartons per year (as needed),

• Ream wrapped, 500 sheets per ream {5,000 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Wausau paper Astrobrights Digital.

2.5.6 Astrobright, Cover, 8.5" x 11", 65lbs.

• Quantity: approximately 5 cartons per year (as needed),

• Ream wrapped, 250 sheets per ream {2,500 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Wausau paper Astrobrights Digital.

2.5.7 Astrobright, 11" x 17", 65lbs.

• Quantity: approximately 20 cartons per year,

• Ream wrapped, 250 sheets per ream {1,250 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Wausau paper Astrobrights Digital.

2.5.8 Paper, White (Dual Purpose) 8.5" x 11", 28lbs.

• Quantity: approximately 600 cartons per year,

• Ream wrapped, 500 sheets per ream {5,000 sheets per carton},

• Moisture proof wrapping,

• Target Brightness of 98.0,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Cougar Digital.

2.5.9 Paper, White (Dual Purpose) 11" x 17", 28lbs.

• Quantity: approximately 500 cartons per year,

• Ream wrapped, 500 sheets per ream {2,500 sheets per carton},

• Moisture proof wrapping,

• Target Brightness of 98.0,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Cougar Digital.

2.5.10 Paper, White (Dual Purpose, Three (3) Hole-punched) 8.5" x 11", 20lbs.

• Quantity: approximately 15 cartons per year (as needed),

• 10.0, long grain,

• 3-Hole punched,

• Ream wrapped, 500 sheets per ream {5,000 sheets per carton},

• Moisture proof wrapping,

• Target Brightness of 92.0,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Recycled husky xerocopy (30% PCW).

2.5.11 Paper, White (Dual Purpose) 8.5" x 14", 20lbs.

• Quantity: approximately 10 cartons per year (as needed),

• Ream wrapped, 500 sheets per ream {2,500 sheets per carton},

• Moisture proof wrapping,

• Target Brightness of 92.0,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Domtar Copy 20lbs.

2.5.12 Paper, White, (Cover) 8.5" x 11", 80lbs.

• Quantity: approximately 20 cartons per year (as needed),

• Ream wrapped, 250 sheets per ream {2,500 sheets per carton},

• Moisture proof wrapping,

• Target Brightness of 98.0,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Cougar Digital.

2.5.13 Paper, White, (Cover) 11" x 17", 80lbs.

• Quantity: approximately 50 cartons per year,

• Ream wrapped, 250 sheets per ream {1,250 sheets per carton},

• Moisture proof wrapping,

• Target Brightness of 98.0,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Cougar Digital.

2.5.14 White, Smooth, Cover 8.5" x 11", 65lbs.

• Quantity: approximately 50 cartons per year,

• Ream wrapped, 250 sheets per ream {2,500 sheets per carton},

• Moisture proof wrapping,

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Lynx Digital.

2.5.15 Paper, White (Dual Purpose) 8.5" x 11", 20lbs.

• Quantity: approximately 680 cartons per month,

• 10.0 m, grain long,

• Ream wrapped, 500 sheets per ream {5,000 sheets per carton},

• Moisture proof wrapping,

• Target Brightness >92.0,

• 100% Recycled with 100% Post-Consumer Waste (PCW)

• Must be compatible with all ACC Copiers, multi-function devices and/or laser printers,

• Must not cause excessive jams or damage to ACC devices,

• Brand (or Equivalent): Cascades Rolland Enviro100 Copy.

ARTICLE 2.6 Sustainability Requirements

ACC is committed to minimizing its impact on the environment by utilizing sustainable practices set forth in the Board of Trustees Policy C-9, Sustainable Practices (Reference Exhibit G - Sustainable Practices).

All respondents must provide their firm's sustainability plan as part of their proposal submission response, and must demonstrate an ongoing good faith effort to maintain compliance with ACC's Board of Trustees Policies including Sustainability Plans.

For additional information see:

• https://offices.austincc.edu/facilities-and-construction/energy-sustainability/

ARTICLE 2.7 All Elements of Costs for the Proposed Goods

The cost of the proposed goods and all elements of cost offered by all respondents must include, but is not limited to, the costs of all goods which must include all delivery costs to designated ACC locations, as applicable. In addition, all respondents are requested to maintain the original cost of the proposed goods and services for at least two (2) years from the date of award, when applicable. All proposed costs will be considered by ACC in determining the overall best value selection for contract award. All respondents are required to submit the Excel Version of Exhibit F - Pricing Response Sheet with the proposal response.

ARTICLE 3 – SMALL LOCAL BUSINESS ENTERPRISES

ARTICLE 3.1 Small Business Development Program (SBDP) The Small Business Development Program (SBDP) was established to provide a race- and gender-neutral program for the College to utilize in its efforts to ensure that all segments of its local business community have a reasonable and significant opportunity to participate in contracts.

According to ACC’s Board Policy CF (Local), ACC is committed to maximizing the vitality and robustness of the economy of the College’s service area through enhanced opportunities for the utilization of Small Local Business Enterprises (SLBE) as defined within the SBDP.

Respondents may contact the SBDP Office at SBDP@austincc.edu for assistance or clarification with issues specifically related to ACC Policy, the completion of SLBE forms and related reports, by the terms of the contract, and/or by ACC Policy (See Exhibit B, SBDP Information). The suppliers’ plan will be reviewed to assess the strength of proposed SLBE participation on the respondent’s team and to ensure compliance with SBDP by other firms performing on a project under the respondent’s supervision.

ARTICLE 3.2 SLBE Participation To confirm the best characterization of your firm, all respondents must complete Exhibit B-1 in Workday Strategic Sourcing (WSS) that confirms their eligibility as a certified SLBE or Historically Underutilized Business (HUB) within ACC's taxing district.

https://pol.tasb.org/PolicyOnline/PolicyDetails?key=1145&code=CLA#localTabContent https://offices.austincc.edu/facilities-and-construction/energy-sustainability/ mailto:SBDP@austincc.edu

The respondent is required to use its best efforts to assist ACC in achieving this objective by providing maximum opportunities for SLBEs to participate on its team(s) and by using its best efforts to encourage the use of SLBEs by other suppliers and subcontractors whenever possible. Suppliers are required to provide a plan describing their actions to utilize SLBEs in all phases of the contract by completing Exhibit B-2 in WSS.

During the term of the contract, ACC shall regularly monitor SLBE participation to determine if it continues to meet or exceed the provisions specified in the contract. If the selected supplier is deemed not to have made a good faith effort to comply with the requirements of the original solicitation. ACC shall report nonperformance relative to its contracts to the Comptroller per its vendor performance tracking system (VPTS) of the Texas Government Code, Section 2262.055.

ARTICLE 4 - AWARD OF CONTRACT

ACC intends to award one (1) or more contracts to the qualified firms whose proposal, conforming to the conditions and requirements of the solicitation, is determined to offer the best value to ACC. ACC, at its discretion, may elect to award a one (1) or more contracts for the proposed goods and services by region/regions according to ACC’s District Map (see Exhibit D).

The award shall not be made upon the opening of proposals but at a time as soon thereafter as may be necessary to evaluate proposals and to obtain Board of Trustee authorization, if required. The provisions, terms, and conditions of this solicitation shall become a part of any subsequent contractual documents. Failure of the successful respondents to accept this obligation may result in the cancellation of any recommendation to award.

Notwithstanding the above, this solicitation does not commit ACC to contract for any requirements detailed in this document.

ARTICLE 5 - Business Proposal

Please complete the following components of your bid submission included in this digital RFP event:

• WSS Questionnaire

• Pricing worksheet EXHIBIT - F

• Required documents:

1. Completed and signed Certification Form (Exhibit A);

2. Completed SBDP Forms (Exhibits B-1, and/or B-2), as applicable;

3. Respondent’s Affidavit of Non-Collusion (Exhibit C-1);

4. Conflict of Interest Questionnaire (Exhibit C-2);

5. Certification of Compliance with Provisions of the Texas Government Code, Sections 2271.002 and 2274.002 (Exhibit E);

6. Proof of Insurability in accordance with ACC’s Terms and Conditions set forth in this solicitation as:

• Respondent must demonstrate they have the appropriate general liability insurance as set forth in ACC’s Terms and Conditions. Specify the bond, professional liability, or comparable insurance coverage maintained by the company. Certification of bond, when the application must be presented within ten (10) calendar days of notification.

• Respondent must show evidence of possessing Workers’ Compensation Insurance as required by law.

• Verification that the firm has completed the online Vendor Registration with ACC on their portal link: https://austincc.edu/sbdpvendor and provided supporting documentation including https://austincc.edu/sbdpvendor but not limited to IRS W-9, Request for Taxpayer Identification Number and Certification (see www.irs.gov).

7. Provide evidence of licensure by appropriate state board, if applicable.

8. Signed Addendum/Addenda, when applicable.

ARTICLE 6 - Business Proposal Evaluation

Proposals will be evaluated in accordance with Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f), associated with the proposed services (or goods), as follows:

• An evaluation committee will conduct evaluations of the submitted proposals.

• Any response that takes exception to any mandatory item(s) in this solicitations process may be rejected and not considered. Any response to the solicitation that does not include a response to all the required information may also be rejected and not considered.

• A notation of “Not applicable” as appropriate will be considered a valid response.

Article 6.1 EVALUATION CRITERIA ACC will evaluate proposals in accordance with the Texas Education Code Section 44.031(b), Texas Government Code Section 2155.074 and ACC’s best value criteria, and in determining to whom to award a contract, the district shall consider the following:

1. The overall cost of goods and purchase price (35%);

2. The extent to which the goods and services meet ACC's needs (35%);

3. Respondent's demonstrated sustainability plan (15%); and,

4. Demonstrated quality and reliability of the respondent’s goods and services (15%).

ARTICLE 6.2 - SLBE Participation for Evaluations

In accordance with ACC’s Board Policy CF (Local), ACC is committed to maximizing the vitality and robustness of the economy of the District’s service area through enhanced opportunities for the utilization of SLBEs as defined within the SBDP.

ACC’s internal goal for SBDP participation is 30% or more for all its contracts. All respondents have the opportunity to participate in the SBDP by maximizing inclusion of SLBEs; and are encouraged to make a good faith effort to assist ACC in achieving this objective through providing maximum opportunities through the use of SLBEs by other vendors, suppliers, professionals, and subcontractors when possible.

In conjunction with the criteria for evaluation, in this section, respondents will have the opportunity to receive percentage points, which are allocated and based on the respondent’s submitted SLBE Participation Plan that will be considered in the selection of the best value respondent for the proposed contract services.

ARTICLE 6.3 - Acceptance of Evaluation Methodology:

By submitting a proposal in response to the solicitation/RFx, the respondent accepts the evaluation process and acknowledges and accepts that determination of the “most qualified” firms/respondents will require subjective judgments by the Owner.

BY SUBMITTING A RESPONSE TO THIS RFx, THE RESPONDENT (OR BIDDER) AGREES THAT

IT WAIVES ANY CLAIMS IT HAS OR MAY HAVE AGAINST ACC, ACC’S EMPLOYEES, OFFICERS,

AGENTS, REPRESENTATIVES AND MEMBERS OF ACC’S GOVERNING BODY, IN CONNECTION

WITH OR ARISING OUT OF THIS RFx INCLUDING THE ADMINISTRATION OF THE RFX, THE http://www.irs.gov/

BASIS FOR SELECTION, THE EVALUATION OF THE RESPONSES, THE METHOD USED FOR

SELECTION, AND ANY DISCLOSURE OF INFORMATION REGARDING THE RESPONSES OR

EVALUATIONS. THE SUBMISSION OF QUALIFICATIONS CONSTITUTES THE ACCEPTANCE BY

THE RESPONDENT OF THE EVALUATION TECHNIQUE DESCRIBED IN THIS RFx.

ARTICLE 6.4 - Initial Compliance Screening

ACC will perform an initial screening of all proposals received. Unsigned proposals are subject to rejection without further evaluation. Proposals that do not include all required forms will result in automatic disqualification.

ARTICLE 6.5 - Competitive Range Determinations ACC may determine that certain proposals are within the competitive range for consideration for negotiation and possible contract award, for proposals that receive the highest or most satisfactory evaluation. ACC may, in the interest of administrative efficiency, place reasonable limits on the number of proposals that will be included in the competitive range.

ARTICLE 6.6 - Oral Presentations and/or Site Visits ACC may, at its sole discretion, request oral presentations, site visits, and/or demonstrations from one or more respondents included in the competitive range. ACC will notify selected respondents of the time and location for these activities and may supply agendas or topics for discussion. ACC reserves the right to ask additional questions during oral presentations, site visits, and or demonstrations to clarify the scope and content of the written proposal.

The respondent’s oral presentation, site visit, and/or demonstration must substantially represent material included in the written proposal, and should not introduce new concepts or offers unless specifically requested by ACC.

ARTICLE 6.7 - Best and Final Offers

ACC may, but is not required to, permit proposals to prepare one or more revised offers. For this reason, respondents are encouraged to treat their original proposal, and any revised offers requested by ACC, as best and final offers.

ARTICLE 6.8 - Clarifications with Respondents

ACC may, but is not required to, conduct clarifications with all, some, or none of the respondents included in the competitive range for the purpose of obtaining the best value for ACC. ACC may conduct clarification for the purpose of:

• clarifying proposal’s ambiguities;

• requesting modifications to a proposal; and/or

• obtaining a best and final offer.

ACC may make an award that represents the best value to the College.

ARTICLE 7 - Insurance and Bond Requirements

Successful contractor shall procure and maintain at its own expense the following minimum insurance coverages insuring all services, work activities, and contractual obligations undertaken in this contract.

These insurance policies must be written by insurers acceptable to ACC. Insurance limits for contracts includes:

ARTICLE 7.1 - General Liability Insurance

Covering all duties, services or work to be performed (under the contract); insurance will provide limits of:

• Policy aggregate $2,000,000

• Each occurrence $1,000,000

• Products/completed operations aggregate $1,000,000

• Personal injury liability $1,000,000

• Fire damage liability $50,000

• Medical payments $5,000

• Sexual Molestation noted as not excluded from coverage, limits equal to policy limits.

• Consultant/Professional Liability Insurance limits $1,000,000 occurrence/aggregate (for consultants/services).

• Automobile Liability Insurance, Combined Single Limit $500,000 or as required by law.

ARTICLE 7.2 - Workers’ Compensation Insurance Providing the statutory benefits for the State of Texas and Employer’s Liability Insurance for all contracts in the amount of:

• Bodily Injury by accident: $500,000

• Bodily Injury by Disease - each person: $500,000

• Bodily Injury by Disease - policy limit: $500,000

ARTICLE 7.3 - An Original Certificate of Insurance

Must be submitted from the insurer/agent prior to the issuance of the Notice to Proceed. The insurance carriers must be acceptable to ACC, generally an AM Best A-IX or better rating. The General Liability and Automobile Liability Certificate of Insurance must name Austin Community College District as an additional insured.

All certificates except Professional Liability shall include a Waiver of Subrogation for coverages.

Vendors must maintain the required limits of insurance as specified in the contract. They must also inform the College of any changes in insurance carriers, policy effective dates, or agents at least 30 days prior to such change, except if the policy is canceled for non-payment of premium, in which case the notice shall be ten (10) days.

ARTICLE 7.3.1

Vendor shall submit a properly endorsed Certificate of Insurance prior to any use of ACC facilities, work performed or services provided by Vendor under this Contract. Vendor must submit the Certificate of Insurance (COI) on an annual basis to ACC’s Office of Risk Management via email at:

• accriskmgmt@austincc.edu.

Insurance carriers must be acceptable to ACC, with generally an AM Best A- IX or better rating.

General Liability and Automobile Liability certificates of insurance must name Austin Community College District as additional insured. All certificates except Professional Liability shall include a Waiver of Subrogation for coverages in favor of Austin Community College District. Notice shall be provided to ACC of any changes in insurance carriers, policy effective dates, or agents to insurance required under this Contract at least 30 days prior to such change, except if the policy is cancelled for non-payment of premium, in which case the notice shall be 10 days.

ARTICLE 7.3.2 [When applicable]

Vendor shall carry Pollution Liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate.

ARTICLE 7.3.3

Vendor shall carry Errors and Omissions insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate.

mailto:accriskmgmt@austincc.edu

ARTICLE 7.3.4

Vendor shall carry Sexual Misconduct and Liability insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate. [OR] Vendor shall have coverage that does not exclude Sexual Molestation coverage with limits equal to policy limits.

ARTICLE 7.4 Bonding Requirements

ACC reserves the right to require the respondents to procure one or more performance, fidelity, payment, or other bonds, if during the term of the contract. ACC in its sole discretion determines that there is a business need for such a requirement.

ACC shall bear no financial responsibility for Contractor's insurance or bonding coverage.