ESBD_464960_1761335782189_RFP 26-01 Salary Benchmarking and Job description Software services.FINAL.pdf

RFP 26 -01 Salary Benchmarking and Job Description Software Services

Procurement Operations Department

3100 Main Street, 11th Floor Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP) – 2-STEP PROCESS

FOR

SALARY BENCHMARKING AND JOB DESCRIPTION

SOFTWARE SERVICES

RFP NUMBER: 26-01

ISSUED BY:

Procurement Operations Department

For

TALENT ENGAGEMENT

PROCUREMENT OFFICER:

Marites Trevino/Sr. Buyer

Email: marites.trevino@hccs.edu Phone: (713) 718 -6315

PROPOSAL CLOSE DATE: December 02, 2025

TIME (Before): 2:00 p.m. (local time)

HCC BID Portal

Houston City 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 13 Section 4 – Evaluation Criteria 15 Section 5 – Instructions to proposers 19 Section 6 - General Information 26 Section 7 – Required Attachments 37

NOTE: All noted Attachments are to 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 Master Services Agreement Exhibit No. 2 Technical Security Questions Exhibit No. 3 Interview and Demonstration Questions

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time

RFP released and posted to HCC’s & ESBD’s websites October 24, 2025

Virtual Pre-Proposal Meeting (Non-Mandatory) November 06, 2025, at 10:00 a.m. (local time)

Deadline to receive written questions/inquiries November 13, 2025, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) November 20, 2025

Proposal Submittal Due Date December 02, 2025, by 2:00 pm (local time) Highest Ranked Firms Notified of Advancement to Interview and Demonstration Sessions.

December 12, 2025

Start of Virtual Interview, Demonstration (highest-ranked firms only).

December 15, 2025 to December 18, 2025

Anticipated Board Recommendation and Approval Date

February 2026

NOTE: Houston City 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 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 City College (“HCC” and/or “the College”) seeks proposals from qualified firms to provide Salary Benchmarking and Job Description Software Services. Sealed responses, subject to the terms and conditions of this RFP as more fully explained herein, for evaluation of services must be received on or before the due date specified in the Solicitation Schedule above. Visit Houston City College (bonfirehub.com) for additional information on this and other business opportunities.

GENERAL INFORMATION

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

HCC serves its students and the region by offering associate and bachelor’s degrees, certificates, academic preparation, economical education options, vocational trainings, flexible class schedules, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society. Houston City 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 is requiring respondents to submit their response to this request electronically through the Bonfire Portal Houston City College (bonfirehub.com). HCC intends to utilize Bonfire as its exclusive solicitation platform. Proposals can now be accepted through the Bonfire platform.

1.2 The following are some important 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 required information including forms and attachments and click the submit button before 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 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 Proposer’s internet connection speed;

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

1.2.9 If Proposers need technical assistance with using Bonfire, you 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 though the Opportunity Q&A feature in Bonfire; and by submitting a Proposal in Bonfire, Proposer acknowledges and https://hccs.bonfirehub.com/portal/?tab=login mailto:Support@GoBonfire.com accepts 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. 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 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 in whole and particularly the evaluation categories and provide any other information that it deems relevant to HCC’s consideration of its Proposal.

1.4 The College will in no way be responsible for any delay, difficulties, causes or any other occurrences that inhibited or prevented a timely submittal.

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 not 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 process 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 to 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 City College System (“HCC and/or the “College”) is accepting sealed proposals from qualified firms/contractors to provide Salary Benchmarking and Job Description Software Services. The purpose of this request is 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 contract(s) awarded as a result of this RFP, if any, will be three (3) years with the option to renew two (2) additional one-year terms. Further, 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 pre‐solicitation conference is scheduled for (November 06, 2025, at 10:00 a.m. (local time)). The pre-proposal meeting will be held virtually, as indicated in the Solicitation Schedule above, via the Microsoft Teams platform.

Link to join the meeting: LINK

Attendance is highly recommended to understand the requirements of this proposal. Any questions/clarifications that result from the meeting shall be submitted through the Vendor Discussion section in Bonfire.

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

2.4 Scope of Services

The Houston City College System (“HCC”) or (“College”) is seeking proposals from qualified firms to provide a Salary Benchmarking & Job Description Software Services to be performed in accordance with the scope of services required by HCC as set forth below. HCC reserves the right to award separate contracts to multiple contractors.

Qualified respondents are invited to submit a written response outlining their qualifications and experience providing goods, equipment and services as described in the Scope of Services, and in accordance with the terms, conditions and requirements set forth in the Request for Proposal (RFP). The successful proposer will provide the scope of services in accordance with all applicable laws, regulations and professional standards.

Houston City College has approximately 6,000 administrators, faculty, adjunct faculty and staff (regular and temporary) and approximately 910 jobs. HCC has four (4) classifications of employees: faculty, executives, professional/technical/support clerical and law enforcement.

https://teams.microsoft.com/meet/2871615172342?p=JRhdxZ2ZVdfXYQ6N5Q

HCC sits in one of the most competitive employment markets in the United States and must step outside the traditional higher education processes and procedures in order to ensure we have a competitive workforce.

2.4.1 Project Requirements

The Houston City College, (“HCC” or “College”) is seeking to engage a Contractor to provide a technology solution for Salary Benchmarking Software and Job Description Module to Houston City College. The solution shall include, but is not limited to, all work necessary to manage compensation data and integrate all our data sources and surveys into one solution and to allow for creation, update and storage of jobs descriptions and access to AI technology.

Third party data sources and surveys are integrated, collected, and validated from PeopleSoft, usually in an Excel format. There are no internal processes that need to be automated by the system. A delivered market pricing software solution has standard calculations associated with benchmarking and market pricing jobs. The college prefers this to be a web application. Once the RFP is awarded, HCC will work with the successful vendor on the workflow process.

The Houston City College Talent Engagement Compensation Team currently researches Job Market Salaries manually by collecting data from peer colleges and the current Job Description process is managed manually.

2.4.2 Requirements of Contractor – The Technology Solution must:

a. Provide a complete salary database with an automated platform that aggregates and presents data at the 50th, 75th and 90th percentiles for all levels of positions.

b. Allow for additional salary surveys to be added and managed in the database.

c. Provide for collecting, analyzing, and pricing jobs within a few clicks intuitively and easily.

d. Allow for the Upload of HCC employee data to complete internal equity and peer review analyses in a quick and efficient manner.

e. Provide for the downloading, reporting and forwarding data as an image or in Excel, CSV or pdf formats to managers and leaders.

f. Provide for pay structure modeling, merit modeling and data visualization in presentation-ready format.

g. Job description automation to track revisions, and export approved versions to their HRIS or Applicant Tracking System. Provide a centralized repository for all job descriptions with tools to easily collaborate on edits and approvals.

h. All proposed web-based or cloud-hosted solutions must be compliant with the State of Texas TX-RAMP (Texas Risk and Authorization Management Program) requirements, particularly in relation to the uploading, storage, and processing of institutional data.

Respondents must provide documentation of current TX-RAMP certification or a clear plan and timeline to achieve certification before implementation.

2.4.3 Requirements of Contractor – The Contractor must:

a. Provide unlimited online training and custom report creation at no additional cost.

b. Require no obligations to continue purchasing the product in the future.

c. Coordinate with the Associate Vice Chancellor, Talent Technology and Total Rewards to discuss the firm’s intended strategy and implementation methodology, review the overall scope of work for the project, and the timeline and schedule for completion of all activities.

d. Make presentation(s) to Senior Level Talent Engagement staff and the Compensation team.

e. Include an overview of the plan with time estimates for completion of all work required, including identifying beginning and end dates for each phase of work.

2.4.4 Additional Requirements

Qualified respondents are invited to submit a written response outlining their qualifications and experience to provide the services as described in the Scope of Services, and in accordance with the terms, conditions and requirements set forth in the Request for Proposal (RFP). The successful proposer will provide the scope of services in accordance with all applicable laws, regulations and professional standards.

At the College option and during the process of selecting a supplier/contractor to provide the required services, finalist proposer(s) may be requested to make a presentation to HCC’s leadership. The individual or consultant who will work directly with HCC during this engagement shall make presentations.

All prospective proposers shall have sufficient qualified personnel and resources to accomplish all the services described herein. The successful proposer shall be capable of furnishing all necessary professional, technical, and expert services as required to perform the services described in the scope of work.

If additional staff will be necessary in order to meet the qualifications, include information on each individual’s qualifications, capabilities, and experience.

2.4.5 Technical Security Questions

HCC is seeking proposals from qualified vendors with proven experience in delivering the capabilities outlined in a higher education setting. Authorized vendor representatives must complete Exhibit No. 2 Technical Security Questions.

2.4.6 Interview and demonstration Questions

Vendor proposals for this RFP will be qualified based on the responses provided to the requirements listed. The top qualifiers will advance and be invited to participate in a virtual interview and demonstration session. HCC anticipates notifying the top qualifiers on December 12, 2025, and the Interview and demonstration Session will be held during the period of December 15, 2025, through December 18, 2025. Vendors should be prepared to present the information in Exhibit No. 3 (Interview and demonstration Questions) at that time.

2.5 Delivery

The awarded Vendor shall deliver an order within five (5) business days after receipt of an approved HCC purchase order (PO). Purchase orders will contain detailed line items along with agreed-upon pricing. Where the delivery of materials is delayed because of a shortage or unavailability of materials, the awarded vendor shall not be liable for any additional costs or damages associated with such delay(s).

Delivery locations or physical addresses for the delivery of goods and services ordered by or for a particular department will be specified on each individual Purchase Order.

The awarded Vendor shall have an adequate amount of stock to fulfill an order initiated by HCC within the requested delivery window.

The awarded vendor shall only be paid for products as they are delivered to HCC in accordance with an authorized Purchase Order and a receipted invoice.

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 the issuance of a Purchase Order. Houston City 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 a one-year period 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 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, adding the Houston City College as an additionally insured party, provide Houston City College with a waiver of subrogation, and name Houston City College as a certificate holder.

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:

In the event the College may require additional related services to be performed by the Contractor that are outside the scope of this Agreement (“Additional Services”) the College may seek a proposal from the Contractor (“Proposal”), which the Contractor may provide if Contractor is 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 begin without the Contractor receiving the first and approved purchase order from HCC’s Procurement Operations.

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

2.10 Additional Information

A bid award, if any, will be through the issuance of a purchase order (PO) and shall be governed by the general terms and conditions of purchase outlined on the purchase order document.

Unless such terms and conditions are superseded by the content of this Request for Proposal or a contract (if terms are in 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 products delivered do not meet specification quality level, or do not perform as specified in this bid/proposal, the supplier will replace the items, at no additional cost to HCC.

The 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 PO number to ensure correct and timely processing. Invoices must reference HCC’s PO number.

HCC will not be responsible for products delivered or services rendered in advance of a 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 at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal company identification at all times. Failure to comply with this requirement could result in removal from the campus until 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 upon the actual 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.

SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Bidder/Contractor: ___________________________________________________

3.1 Instructions

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

3.2 Price Schedule

The respondent is to provide information and pricing for all items listed in the Price Schedule to support the purchase of the requested product/service. Respondent must complete the open boxes using information supplied in the Price Schedule. The Price Schedule will help HCC to fairly assess each proposer's pricing and evaluate the competitiveness of each proper's offer. (All boxes must be completed in order to complete your submission.

The proposer shall indicate annual cost within the BONFIRE Bid Table (BT-12BZ), Schedule of Items & Prices Worksheet.

3.3 Value Added Services

Respondents are to indicate any value-added services offered by an individual or firm for its services. These services include any skillset, abilities or service(s) that may add overall value to a project that has not been previously requested in this document nor inherent in the delivery of said service(s). Please use this section to propose additional services related to the scope of work that are not specifically 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 and 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 that your proposal is being submitted under:

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/presentations, demonstrations, reference checks, and other appropriate checks.

4.1.1 Phase 1

Firms must comply with the request of this RFP Section 2 – Project Overview and Scope of Services and thoroughly respond to each Tab referenced in Section 5 below. This information will be used to score each proposer using the evaluation criteria matrix specified.

Proposals will be evaluated using the following 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) 20

Total Points 100

The College’s Evaluation Committee will evaluate and rank each submittal based on the qualification criteria detailed above, proposers earning a minimum of 80 points, will be invited and informed that they were selected for (phase 2). The College will then schedule interviews and demonstrations with the highest ranked firm(s) as detailed below.

In the event the HCC determines, in its sole discretion, that an insufficient number of firms received a minimum of 80 points in Phase 1, such that there will not be adequate price competition among qualified firms in Phase 2, HCC reserves the right to select up to three (3) of the top scoring proposers from Phase 1 to move on to Phase 2, even if such firms scored less than 80 points in Phase 1.

HCC may, however, refuse to select a second or third firm to move on to a Phase 2 evaluation activities if there is a greater than 10% spread (as calculated by the higher score minus the lower score, divided by the lower score) between a firm and the next highest-ranked firm.

4.1.2 Phase 2

Firms who advance to phase 2 of the selection process will participate in interviews and demonstrations. This stage will allow the evaluation committee to assess further each proposer’s technical approach, functional capabilities, and implementation methodology specific to the College’s requirements for Salary Benchmarking and Job Description Software Services.

During the interview, proposers will respond to targeted questions (Exhibit No. 3 Interview and demonstration Questions) regarding their software’s functionality, data management practices, benchmarking methodology, integration capabilities, and support framework.

I. Interviews/Demonstrations/Technical Security Questions will be evaluated on the following criteria:

Interviews/Demonstrations/Reference Calls Available Points

- Interview / Demonstration

- Technical Security Questions Pass / Fail

Responses to the Technical Security Questions will be evaluated by the HCC Information Technology Cybersecurity team, and a Pass/Fail grade will be assigned. A Fail grade will disqualify the vendor from being awarded the contract.

II. At the conclusion of the Interviews/ Demonstrations pricing will be evaluated on the following criteria:

Schedule of Items and Pricing Available Points

- Pricing*

- Small Business Practices (Tab 6) 5

*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.

The final score for selection of a firm will be obtained by combining the Evaluation Committee’s total points of the qualifications, price, interviews/ Demonstrations, and Small Business Practices as follows:

Qualifications 100 points maximum Interviews / Demonstrations 60 points maximum Price 35 points maximum Small Business Practice 5 points maximum Total 200 points maximum

4.2 Discussions / Negotiations

Discussions/negotiations will be conducted with Proposer(s) who are deemed to be within the final competitive range; however, HCC reserves the right to award a contract without discussions/negotiations. The competitive range will be determined by HCC and will include only those initial proposals that HCC determines have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, Proposer(s) may be required to submit a best and final offer. The best and final offer may be required as early as 24 hours after completion of negotiations/discussions.

4.3 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 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 City 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 – INSTRUCTIONS TO PROPOSERS

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 2.

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 City 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 3 – 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 City 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 small business participation commitment.

2. At a minimum, your response must include: (a) Firm’s commitment to meeting the small business participation goal for the solicitation (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…