ESBD_443230_1754410850736_RFQuote 25-12 HCCTV 4K Video Upgrade..pdf

RFQuote 25 -12 HCCTV 4K Video Upgrade

Procurement Operations Department 3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR QUOTES (RFQuote)

HCCTV 4K Video Upgrade

RFQuote NO.: 25-12

Date Issued: August 5, 2025

ISSUED BY:

Procurement Operations Department

FOR:

Communication - Department

PROCUREMENT OFFICER:

Marites Trevino Telephone: (713) 718-6315

E-mail: m a r i t e s . t r e v i n o @hccs.edu

QUOTES ARE TO BE SUBMITTED ON BONFIRE NO LATER THAN:

August 19, 2025, by 2:00 p.m. (local time)

HCC BID Portal:

Houston Community College (bonfirehub.com)

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.

In determining the award, selection will be based on evaluation criteria stated in the Texas Education Code 44.031 (b).

mailto:turo.lopez@hccs.edu https://hccs.bonfirehub.com/portal/?tab=login

1. Information:

1.1. Your quote and the prices quoted therein must remain firm for acceptance for a period of ninety

(90) days.

1.2. All items shall be quoted F.O.B. Destination, Full Freight Allowed.

1.3. Bids/Responses shall be submitted via BONFIRE (link above) by the referenced due date.

1.4. HCC’s General Terms and Conditions of Purchase Order dated June 2, 2020, shall govern any purchase order/contract that may result from this request. A copy is available and posted on the HCC website at HCC General Terms and Conditions.

2. Specifications

2.1. Any catalog, brand name or manufacturers’ reference used in this request is descriptive only (not restrictive) and is to indicate type and quality desired. Bids/Proposals of like nature and quality will be considered unless advertised as a Brand Name Only Specification.

2.2. If proposing other than the brand names or manufacturers referenced, product literature and technical data sheets must accompany your bid/response.

3. Vendor Selection

Except as provided by the Texas Education Code, Subchapter B, in determining to whom to award a contract, the district shall consider:

3.1. The purchase price.

3.2. The reputation of the vendor and of the vendor's goods or services.

3.3. The quality of the vendor's goods or services.

3.4. The extent to which the goods or services meet the College’s needs.

3.5. The vendor's past relationship with the College.

3.6. The impact on the ability of the College to comply with laws and rules relating to historically underutilized businesses.

3.7. The total long-term cost to the College of acquiring the vendor's goods or services.

3.8. For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

3.8.1. Has its principal place of business in this state; or

3.8.2. Employs at least five hundred (500) persons in this state; and

3.9. Any other relevant factor specifically listed in the request for bids or proposals.

This section does not apply to a contract for professional services rendered, including services of an architect, attorney, certified public accountant, engineer, or fiscal agent. The District may, at its option, contract for professional services rendered by a financial consultant or a technology consultant in the manner provided by Section 2254.003, Government Code, in lieu of the methods.

https://www.hccs.edu/about-hcc/procurement/policies/general-terms-and-conditions-of-purchase-orders/

4. Qualification of Bidders The College requires that a bidder be a specialist in this field and have the personnel, experience, skill, and the organization to provide the materials/parts and labor necessary to fulfill the requirements for this contract. Contractors must have a minimum of five (5) consecutive years of experience in providing these specific services.

5. Evidence of Qualification and Experience- Bidder shall provide all additional information upon demand by the College. The information to be provided shall include but may not be limited to the following:

Provide a detailed list where your firm has provided services of the type and kind required in this RFQuote 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.

5.1 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 RFQuote. List if firm was prime or subcontractor.

6. 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 certified 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 valued over fifty thousand dollars ($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.

A list of HCC recognized SBE Certifications may be found at http://www.hccs.edu/about-hcc/procurement/small-business-procurement/

The contractor/supplier is committed to the following SBDP participation on this bid:

Indicate Total SBDP Participation _______%

INTENTIONALLY LEFT BLANK

http://www.hccs.edu/about-hcc/procurement/small-business-procurement/ http://www.hccs.edu/about-hcc/procurement/small-business-procurement/

1. Project Overview The Houston Community College, (“HCC” or “College”) seeks quotes from qualified companies/firms to provide all labor, supervision, tools, equipment, supplies, insurance and materials necessary to perform Video Production Server, as described in the scope of services that follows; and in accordance with the terms, conditions, requirements, applicable laws, state, federal and professional standards set forth in the RFQuote.

HCC is using online software to facilitate this RFQuote opportunity. We highly recommend completing your response online, as it assures accuracy for both the buyer and supplier. If assistance is needed with completing the bid online, don't hesitate to get in touch with the Procurement Officer listed on the cover page of this solicitation.

It is the responsibility of the supplier to stay up to date with all activities and addenda relating to this RFQuote opportunity.

2. Term of Agreement It is anticipated that the award resulting from this solicitation, if any, will be a one (1) time purchase as required by the proposal schedule.

3. Scope of Services HCCTV is looking to purchase 4K Video Upgrade to support the editing, storage, and archive operations of our production efforts. We will require this server to handle most video formats, including 4K.

4. General Contractor shall furnish all labor, materials, staff, transportation, license, permits, and every other item of expense necessary, unless otherwise stated, to provide Services under the contract specifications.

Contractors will provide services in accordance with federal and state laws and regulations.

All work shall be coordinated and approved by the College’s Contractor Representative. Services shall be performed at times and on dates mutually agreeable to the College and the Contractor. No work is to be performed on an overtime basis unless prior approval is received, in writing, before any work taking place.

Any and all services performed outside the scope of this Agreement or not approved by the College will be at the sole risk and expense of the Contractor. No work shall be performed without first receiving a purchase order.

4.1. 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.

5. Minimum Qualifications:

All services performed under this contract shall be performed by a qualified service technician in the employ or under the direction of the Contractor.

6. Electronic Ordering and Invoicing HCC prefers to use an electronic ordering process to request service activity or requests. The awarded contractor shall provide adequate levels of bi-directional security–transmittals both from and to HCC information technology environment in such a manner that the transmittals have reasonable protection from access and modification.

Respondents are asked to provide a document or visual presentation that generally describes their computer environment and their online ordering application. It is preferred that service requests and repairs transactions are managed through an online process.

The successful Supplier must provide a means by which a timely notification or report confirming order activity is electronically transmitted to a central site as specified by HCC. It is preferred that the electronic ordering system contain the general materials/products, discounted prices, and labor rates order forms.

The College also prefers the Supplier to have electronic invoicing capability.

7. Travel Time:

Bidders should include any travel time to the various HCC campuses for SERVICES PROVIDED in their costs. (No additional charges will apply) The Contractor may be required to visit the premises where work is to 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 Contractor has reached the designated job site. The College will not pay travel time to and from job site.

If the Contractor must leave the job site to pick up materials, they shall check in with the College Project Manager, record time properly, and have the time signed off by the College Project Manager in order to be paid the hourly rate for the time. The College will not pay for this travel time without the College Project Manager's approval or time spent not on task.

Upon completion of work Contractor shall clear the work site of all debris. Trash receptacles located on the College's property shall not be used to dispose of the refuse or any other materials. If a Contractor is found to be using College trash receptacles, the Contractor will be charged the current contracted price to have the receptacle emptied.

8. Reports:

Upon completion of each scheduled and/or unscheduled service, the Contractor shall submit a work completion document verifying services were performed and the report shall include or NA:

9. Guarantee:

The Contractor will guarantee all services performed by Contractor’s service technicians for a minimum of 90 days from the date of service performance. If it is determined that failure has occurred due to defective parts or workmanship, the Contractor shall correct the failure at no additional expense to the College.

10. Additions and Deletions At any time during the term of this contract, upon written notice to the Contractor, HCC may add (or delete) facilities, and/or services (or from) those outlined in the Contract. Contractor covenants to be bound by such notices and expressly agrees that any such additions shall be on the same terms and conditions outlined in the Contract, including pricing. Like or similar locations and/or services to the list of places 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 fee equal to or similar to pricing established in the Contract or the Contractor's usual and customary charges or rates for services.

If, however, the College and the Contractor agrees that an additional service is materially and substantially dissimilar to the scope of services in this Contract, then the charges therefor will be determined by mutual agreement between the parties.

11. Estimated Quantities Not Guaranteed

The estimated quantities specified herein are not a 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.

SCHEDULE OF ITEMS AND PRICES

CONTRACTOR__________________________________________________

1. Instructions

Proposer shall furnish necessary resources and services required to complete the project, in accordance with the scope of work and project specifications and drawings hereby incorporated and made a part of this RFQuote and the contract documents, for the prices listed below. 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.

2. Unit Prices Your proposed unit price for each item listed on the Unit Price Sheet shall be inclusive of all expenses incurred to perform the service under this RFQuote and any resulting contract. Unit Price shall include but not be limited to, employee costs and benefits, clerical support, overhead, profit, supplies, materials, equipment, licensing, insurance, vehicle fuel, etc. Unit prices will be utilized to deduct for any work not performed or materials not used.

HCCTV 4K Video Upgrade

BID

ITEM

ITEM DESCRIPTION

UNIT OF

MEASURE

Cost

1 Panasonic AW-UE150 PTZ Cameras (Units) 3 $

2 AW-RP150 Controller Based on bundled kit price (Units) 1 $

3. PTZ Teleprompters from CueScript (units) 3 $

4. OpenGear OGX-FR-CN Frame (units) 3 $

5 Redundant Power Supplies for OGX Frame (units, PS-OGX) 3 $

6 SPG-8260-R2 Sync Pulse Generator w/ rear module (unit) 1 $

7 Carbonite CUF-124 Solo (unit) 1 $

8 Carbonite CB-9 Control Panel (unit) 1 $

9 Channel Xpression w/ keyboard (unit)

1 $

(No additional cost for service calls/trip fees allowed)

Total Annual Cost for hardware $ _____________

*Contractor will submit the parts/material cost for approval prior to work commencement.

HCC reserves the right to accept or reject, in whole or in part, any or all proposals received and to make award based on individual locations or combination of locations. Although HCC may award one contract as a result of this Request for Quote. HCC reserves the right to award by line or in the aggregate and/or multiple awards, whichever is in the best interest of the College as a result of this solicitation.

3. Pricing for Additional Goods and Services:

Include with your response standard rate sheets for any items and services that are not specifically included in the scope or listed herein.

4. Price Proposal Signature The information in this RFQuote is to be utilized solely for preparing the proposal response to this RFQuote and does not constitute a commitment by HCC to procure any product or service in any volume.

Name:

Title:

Date:

Signature:

5. Cooperative Contract

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

Cooperative Contract Name:

Cooperative Contract No.

Cooperative Contract Term

Cooperative Contract Website link:

6. Required Insurance

Certificate of Insurance Information Parties making deliveries to or performing services at the HCC sites, must carry public liability, property damage and Worker Compensation insurance with carriers authorized to provide such insurance under the laws of the State of Texas.

Minimum requirements:

(a) Commercial General Liability- $1,000,000.00 bodily injury and $1,000,000.00 property damage;

(b) Automobile Liability - $1,000,000.00 bodily injury and $1,000,000 property damage,

(c) Worker Compensation insurance - $1,000,000.00. Upon request from the College, the successful bidder shall provide the College with a certificate of insurance, naming the Houston Community College as certificate holder.

Respondent must provide proof of insurance for any liability resulting from the student’s actions (i.e. injury to, or damage to property of, a third party).

The certificate must have the following: Name Houston Community College System as an additional insured and a waiver of subrogation.

ATTACHMENT 1

PROHIBITED CONTRACTS/PURCHASES

The College shall not contract with a business entity in which a Board Member, Senior Staff Member, or a relative of a Board member or Senior Staff Member within the first degree of consanguinity or affinity, has any pecuniary interest. All such contracts executed prior to June 21, 2012 shall continue to be in full force and effect.

Further, the College shall not contract with a business entity that employs, hires, or contracts with, in any capacity, including but not limited to, a subcontractor, employee, consultant, advisor, or independent contractor, a Board Member or a Senior Staff Member.

Further, the College shall not contract with a business entity that employs an officer or director who is a relative of a Board member or a Senior Staff Member within the first degree of consanguinity or affinity.

Definitions:

“Business entity” shall not include a corporation or a subsidiary or division of a corporation whose shares are listed on a national or regional stock exchange or traded in the over-the-counter market. “Business entity” shall not include non-profit corporations or religious, educational, and governmental institutions, except that private, for-profit educational institutions are included in the definition of Business entity.

“Director” is defined as an appointed or elected member of the board of directors of a company who, with other directors, has the responsibility for determining and implementing the company’s policy, and as the company’s agent, can bind the company with valid contracts.

“Officer” is defined as a person appointed by the board of directors of a company to manage the day-to-day business of the company and carry out the policies set by the board. An officer includes, but is not limited to, a chief executive officer (CEO), president, chief operating officer (COO), chief financial officer (CFO), vice-president, or other senior company official, as determined by the Board.

“Senior Staff Member” shall have the meaning as defined in Article A, Section 3 of the Board Bylaws, which includes:

a. Any member of the Chancellor's Advisory Council.

b. HCC employees classified as E-10 and above.

c. All procurement and purchasing personnel.

d. Any employee who participates on an evaluation or selection committee for any

HCC solicitation for goods or services; and

e. Any employee who participates in the evaluation of goods or services provided by a vendor or contractor.

Absent other legal requirements, all contracts entered into by the College in violation of this policy shall be voided within 30 days of notice of the violation.

I attest that I have answered the questions truthfully and to the best of my knowledge.

ATTACHMENT 2

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

FORM CIQ

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

OFFICE USE ONLY

Date Received

1 Name of vendor who has a business relationship with the local governmental entity.

☐ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

☐Yes ☐No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director or holds an ownership interest of one percent or more.

☐Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity

Date

NOTE: When completing this Questionnaire, please be certain to answer each and every question;

indicate “Not Applicable”, if appropriate. Please sign and date.

For a vendor doing business with a local governmental entity A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/html/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity;

(B) a transaction conducted at a price and subject to terms available to the public; or

(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a) (2) (A) and (B):

(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

(2) the vendor:

(A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12 months preceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor;

(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12 months preceding the date the officer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering a contract with the vendor.

Local Government Code § 176.006(a) and (a-1)

(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:

(1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);

(2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or

(3) has a family relationship with a local government officer of that local governmental entity.

(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of:

(1) the date that the vendor:

(A) begins discussions or negotiations to enter into a contract with the local governmental entity; or

(B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or

(2) the date the vendor becomes aware:

http://www.statutes.legis.state.tx.us/

(A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a);

(B) that the vendor has given one or more gifts described by Subsection (a); or

(C) of a family relationship with a local government officer.