ESBD_464630_1761235086632_RFI 26-01.Conference Room Spaces Final.pdf

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Request for Information

RFI 26 - 01

Prepared By: Marites Trevino Marites.trevino@hccs.edu

Proposal Due Date: July 28, 2025; 2:00 PM (local time) mailto:Marites.trevino@hccs.edu

HOUSTON COMMUNITY COLLEGE

REQUEST FOR INFORMATION

Date: October 23, 2025

Project: Conference Room Service

Project #: RFI 26-01

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

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

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

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

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

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

Visit the HCC Procurement Operations Department website to get more information on this and other business opportunities. On our website, we invite you to register as a Vendor. If you are already registered, please confirm your contact information is current.

http://www.hccs.edu/district/about-us/oir/hcc-fact-book/ http://www.hccs.edu/ http://www.hccs.edu/ http://www.hccs.edu/district/departments/procurement/

2. Project Overview

HCC is issuing this Request for Information to invite interested firms to coordinate Conference Room Service for meeting events.

Please note- Houston Community College staff, faculty, and students are not eligible to utilize conference Services

2.1. Scope of Work:

To identify a vendor that provides rental opportunities for Houston Community College’s Online College’s seven (7) conference rooms by advertising and scheduling reservations accordingly at no charge for this service or at a nominal transaction fee no greater than 15% for each conference room booked. The vendor must include a disclaimer on their website stating that all rentals for Houston Community College must adhere to Houston Community College’s Facility Rental Agreement.

2.2 Requirements

HCC is seeking a supplier/vendor to coordinate HCC Conference Room Service, offering modern, spacious rooms for business professionals in the Greater Houston area to host events and meetings.

The Online college’s conference room spaces are located in vibrant downtown Houston with easy access to parking, rail, transit, restaurants, and other venues.

2.3 Deliverables:

There are seven (7) conference rooms located at 3100 Main Street, 9th floor, Houston, TX 77002, available for rent with a 10-day advance request. Room rates are assessed hourly with a four (4) hour minimum.

Additional equipment and administrative services are optional with additional rates. Free parking is available.

Rental Rates are as follows:

I. Arctic Ocean Room $85/hourly| 545 square feet | 16-per capacity

• WIFI

• Video Conference*

• Whiteboard

• Projector*

• Print/Scan/Copy*

• IT Support*

• Free Parking

• Rail Transit

*Additional Fees

II. Atlantic Ocean Room $85/hourly | 400 square feet | 12- per capacity

• WIFI

• Video Conference*

• Whiteboard

• Projector*

• IT Support*

III. Black Sea Room $45/Hourly | 160 square feet | 3-person capacity

• WIFI

• Video Conference*

• Print/Scan/Copy*

• IT Support*

IV. Indian Ocean $60/Hourly | 400 Square feet | 8-person capacity

• WIFI

• Video Conference*

• Whiteboard

• Projector*

• Print/Scan/Copy

• IT Support*

V. Pacific Ocean Room

$95/hourly |725 Square Feet | 20 – person capacity

• WIFI

• Video Conference*

• Whiteboard

• Projector*

• Print/Scan/Copy*

• IT Support*

VI. Red Sea Room $45/hourly | 160 square feet | 3-person capacity

• WIFI

• Video Conference*

• Print/Scan/Copy*

• IT Support*

VII. Southern Ocean Room $75/hourly | 360 square feet | 8-person capacity

• WIFI

• Video Conference*

• Whiteboard

• Projector*

• Print/Scan/Copy*

• IT Support*

Additional Fees/Services Information:

1. Equipment Daily Rates

• Audio/visual system - $35.00

• Wireless Microphone - $25.00

• Podium - $25.00

• Laptop - $100.00

Rates for HCCS–owned equipment for use on a single day, if the equipment is outsourced by HCCS, rates are subject to increase.

2. Administrative and Optional Services

• Linen - $10.00 to $25.00 (depending on the style)

• Table Skirt - $25.00

• Standing Table - $35.00

• Easel Stand - $5.00

• IT Support - $50.00/hr.

• Police - $55.00/hr.

• Housekeeping – $25.00/hr.

• Event Support Staff – $30.00/hr.

3. RFI Format & Deadline

HCC is issuing this Request for Information to solicit interested firms to provide all available information regarding the Project Overview noted above.

HCC is interested in learning more about Conference Room Service and general options related to the details of the Project Overview. Respondents are asked to provide as much detail as possible, describing their expertise about November 18, 2025.

Any prospective bidder who has received this notice and believes that they can provide the requested services, or similar, is encouraged to submit information that outlines their qualifications, product information, and how your software or services and overall solution model is provided (licensed users, subscription-based, etc.). Information should not include any pricing but should clearly describe in specific details on how your solution can provide the specific performance expectations listed above.

Information must be submitted to Marites.Trevino@hccs.edu before the deadline noted on the cover page of this RFI to receive consideration.

Certified small business enterprises (as defined in the HCC Small Business Development Program (SBDP) are encouraged to respond to this RFI. Follow this link to HCC’s SBDP: HCC's Small Business Program https://www.hccs.edu/about-hcc/procurement/small-business-procurement/ https://www.hccs.edu/about-hcc/procurement/small-business-procurement/

4. Disclaimer

a) The intent of this Request for Information is to obtain information; it is not a formal request for proposal or bid, and there will be no award resulting from any response to this Request for Information.

b) The Procurement Operations Department of HCC is issuing this Request for Information on behalf of the Procurement Services Department.

c) Expenses incurred by the interested company in developing, preparing, or submitting any information, documentation, or other materials in response to this Request for Information and/or by attending meetings directly or indirectly related to this Request for Information are entirely the responsibility of the company. They will neither be paid nor reimbursed by HCC.

d) Any information, documentation, or other materials submitted in response to this Request for Information are at the sole risk and expense of the company. All information, documentation, or other materials submitted in response to this Request for Information shall become the property of HCC. Respondents should retain submission copies for their records. HCC reserves the right to use any ideas presented in any response.

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