ESBD_475079_1765495318897_26-10 RFP-C_Pre-Owned Semi-Tractors.pdf

RFP-C 26-10 Pre-Owned Semi-Tractors

Procurement Operations Department

3100 Main Street, 11th Floor Houston, Texas 77002

REQUEST FOR PROPOSAL - COMMODITY (RFP-C) FOR:

PRE-OWNED SEMI-TRACTORS

RFP-C NUMBER.: 26-10

ISSUED BY:

Procurement Operations Department

For

Commercial Truck Driving Program (Continuing Education)

PROCUREMENT OFFICER:

Sajid Siddiqi, Buyer Email: sajid.siddiqi@hccs.edu Phone Number: 713-718-2718

PROPOSAL CLOSE DATE: January 16, 2026

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

HCC BID Portal

Houston City College (hccs.bonfirehub.com)

This solicitation requires all proposals to be submitted electronically through bonfire. no paper, email or fax submissions will be accepted.

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 17 Section 5 – Document format and content 19 Section 6 - General Information 23 Section 7 – Required Attachments 34

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

Exhibit Number Exhibit Title

Exhibit No. 1 EDGAR Contract Certification (attached)

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time

RFP-C released and posted to HCC’s & ESBD’s websites

December 12, 2025

A non-mandatory in person face-to-face Pre- Proposal Meeting

N/A

Deadline to receive written questions/inquiries January 9, 2026, by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) January 13, 2026

Proposal Submittal Due Date January 16, 2026, by 2:00 pm (local time) Anticipated Board Recommendation and Approval Date

March 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-C and posted on HCC Procurement Portal for your convenience.

INTENTIONALLY LEFT BLANK.

INTRODUCTION

This is a Request for Proposal (RFP-C) 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 Pre-Owned Semi-Tractors. Sealed responses, subject to the terms and conditions of this RFP-C as more fully explained herein. Proposals 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 (1) gigabyte (GB). Please Do Not embed any documents within the uploaded files as they will not be accessible or evaluated.

1.2.8 Minimum system requirements for uploading files(s): Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. 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 of if conflicts exist.

By submitting a Proposal, with a completed Form CIQ, 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 their 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.

SECTION 2 –PROJECT OVERVEW & SCOPE OF SERVICES

2.1 Project Overview

The Houston City College System (“HCC and/or the “College”) is accepting sealed proposal from qualified firms/contractors to provide Pre-Owned Semi-Tractors. 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 award resulting from this solicitation, if any, will be a one (1) time purchase as required from the proposal schedule.

2.3 Scope of Services/Specifications

HCC seeks proposals from qualified firms to provide Pre-Owned Semi-Tractors. HCC reserves the right to award separate contracts to multiple contractors.

HCC invites qualified suppliers to submit proposals for the purchase of up to three (3) Pre- Owned Semi-Tractors.

a. One (1) complete with sleeper and optional rear air ride seats, and

b. Two (2) with day cab only, no sleeper.

The tractors must be a 2015 or newer model with mileage under 300,000. The successful proposer shall furnish all resources, transportation, services, equipment, and supplies necessary to furnish and deliver (F.O.B Destination, Prepaid and Allowed) up to three (3) Pre-Owned Semi-Tractors.

The tractors must be noted model year or newer and meet all safety requirements in accordance with Federal, ICC, and State of Texas Highway Regulations.

The Supplier shall bid their best price, best delivery date, payment discount terms, and warranty for the following. The College reserves the right to make a multiple award on this bid. Houston City College is accepting proposals and will issue a Purchase Order with the dealers responsible for furnishing in stock and/or readily available up to three (3) Pre-Owned Semi-Tractors, and in accordance with the terms, conditions, and specifications contained herein.

2.3.1 Preferred Truck Brand: MACK, International, Freightliner, or equivalent.

2.3.2 Minimum Vehicle Specifications:

The College intends to purchase (up to 3) Pre-Owned Semi-Tractors or equivalent with the following minimum specifications.

a. Engine Make: Cummins, or equivalent

b. Engine Model: x 15 or 13 liter

c. Engine HP: 400 or greater

d. Trans Model, Eaton 12 or equivalent

e. Sleeper Type, mid roof or taller (1 truck only)

f. Suspension Type Air Ride

g. Axle: rear tandem 6x4

h. Rear End Ration: whatever matches engine and transmission

i. Configuration:

• Wheelbase: 220 or greater

• Front Wheels: Aluminum

• Rear Wheels: Aluminum Outers

• 5th Wheel: Air Slide

• Fairings: Full

j. Sleeper Size: 60 “or larger (1 truck only)

• Frame Materials: Steel

• Tank No. 1 Capacity: 70 gallon or greater

• Tank No. 2 Capacity: 70 gallon or greater

k. Additional Equipment

• Air Conditioning

l. Sleeper Air Conditioning (1 truck only)

• Cab Extenders

• Sleeper Heater

• Air Shield

• Visor

• Power Windows

• Cruise Control

• Air-ride passenger seat

m. Two Air-ride seats in place of the sleeper (1 truck only)

n. Quality Level – Pre-Owned Tractor

2.3.3 Additional Requirements

a. Supplier must certify the odometer reading in accordance with state law.

b. Price shall be inclusive of all dealer costs, including delivery.

c. Supplier must describe any payment arrangements or terms.

d. Will your firm require a deposit or down payment or any pre-payments? Please explain?

e. Include Warranties or guarantees.

2.3.4 Brand Name or Trade Name

Any manufacturer’s names, trade names, brand names, or catalog numbers used in the specifications are for the purpose of describing and establishing the general quality level, design and performance desired. Such references are not intended to limit or restrict bidding by other Contractors/Suppliers but are intended to approximate the quality design or performance that is desired. Any bid that proposes like quality, design or performance, will be considered.

Equivalent products will be considered, provided a complete description and product literature is provided with responses. Unless a specific exception is made, the assumption will be that the item bid is exactly as specified in the Request for Proposal. Equal quality equipment is also accepted. Equipment to be installed must be compatible and be able to function with existing, or new equipment to be installed inside the vehicles.

2.3.5 Operational Manuals

It is requested that the respondent submit product literature with their response proposal.

Literature must include installation details so that a comparison of the standard quality can be made. Respondent must include detailed product description, specification cut sheets, warranty and maintenance table comparing features for any equivalent equipment proposed in response to this solicitation. Unless otherwise specified, the Contractor shall provide one operational manual for each item acquired.

2.3.6 Shipping / Risk of Loss

F.O.B. Destination-Freight Prepaid and Allowed. Destination is the shipping dock of Houston City College Northeast Campus, Roland Smith Commercial Truck Driving School, the designated receiving site, or other location, as specified on the Purchase Order.

2.4 Delivery

The awarded Vendor shall deliver an order within 30 to 60 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 receipted invoice.

2.5 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: 2.10 “Additional Services” for the requirements.

2.6 Contact Person

After the Award of this solicitation, the contact persons for the college will be the representatives indicated for each department stated on the approved issued Purchase Order (PO).

The awarded Vendor shall appoint a representative who will be the single point of contact for all correspondence related to this solicitation and resulting contract, if any.

2.7 The Contractor shall be required to provide the following Warranty details

i. Describe the warranty period including a detailed description of what is covered and what may be excluded from coverage.

ii. Provide detailed description of what is covered and what may be excluded from coverage under the optional maintenance.

iii. Identify what type and kind of field support you will provide under this solicitation; if any.

2.8 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.

2.9 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).

2.10 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.

2.11 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.

2.12 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.

2.13 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.

2.14 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.

2.15 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.

2.16 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, freight, 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 TOTAL COST within the BONFIRE Bid Table titled, Schedule of Items & Prices Worksheet.

Semi-Tractor, Detail Response Information:

Line DESCRIPTION - TRUCK No. 1 (complete with sleeper)

One (1) Pre-Owned Sem- Tractor, 2015 Model Year or newer with mileage less than 300,000 miles.

Model Year Bidding: __________________________

Mileage ____________________________ (Odometer Reading)

Line Description – TRUCK No. 1 Optional Item

2 Custom Installation: Two Rear Air Ride Seats, installed in Sleeper Compartment.

Truck No. 1, Delivery Lead-Time to Receive Order ARO (Calendar Days) _____________

Line DESCRIPTION – TRUCK No. 2 (day-cab only)

One (1) Pre-Owned Semi- Tractor, (day-cab only), 2015 Model Year or newer with mileage less than 300,000 miles.

Model Year Bidding: __________________________

Truck No. 2, Delivery Lead-Time to Receive Order ARO (Calendar Days) _____________

Line DESCRIPTION – TRUCK No. 3 (day-cab only)

One (1) Pre-Owned Semi- Tractor, (day-cab only), 2015 Model Year or newer with mileage less than 300,000 miles.

Model Year Bidding: __________________________

Additional Costs

Question Response

List all additional fees not listed and if applicable. Please explain each.

Explain your process or down payment process for holding the equipment (if needed) in order to seek board approvals.

Warranty

NOTE: Describe in detail the expected payment arrangement your firm will require.

The college requests delivery within 30-60 days after receipt of the order. If this delivery date cannot be met, the Prospective Contractor shall state below the alternate number of days required to begin the service and/or place the commodity in the College designated location.

Failure to state the alternate delivery time obligates the Contractor to complete delivery by HCC’s requested date. Extended delivery dates may be considered when in the best interest of the College.

Alternate Delivery: ________ Days after receipt of order.

Delivery: Bid must show number of days required to make delivery to place material in designated location under normal conditions. Delivery shall be made during normal working hours only, 8:00 a.m. to 5:00 p.m., unless prior approval for late delivery has been obtained from the Project Manager.

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-C 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.

Question Response

Provide warranty information?

3.5 Price Proposal Signature

The information in this RFP-C is to be utilized solely for preparing the proposal response to this RFP-C 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 –EVALUTION CRITERIA

4.1 Evaluation Criteria

This solicitation will primarily be evaluated on the price proposal provided by a vendor(s).

Small Business participation is a secondary criterion. All submitted proposal shall meet the requirements described in this RFP-C. Price Proposals will be reviewed by the Procurement Operations Department staff member who is managing this solicitation and will score proposals on the basis of the following evaluation criteria:

Evaluation Criteria Available Points

Price Proposal (Tab 1 Section 5: 5.15) 100

Total Points 100

4.2 Eligibility for Award

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

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

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

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

iii. Have a satisfactory record of past performance.

iv. Have 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-C.

SECTION 5 - DOCUMENT FORMAT AND CONTENT

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

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

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

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

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

5.5 Responses to this RFP-C 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-C.

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 – 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-C, in accordance with the Scope of Services, and the governing terms and conditions for the proposed price(s) listed in Section 2 – Price Proposal.

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

2. For the purposes of this RFP-C, 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.

5.16 Tab 2 - Small Business Practices / (N/A)

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-C. Provide the contact person and the representative who served as the Small Business Development liaison (or equivalent), telephone number and email address.

5.17 Tab 3 - Firm’s Financial Status

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

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

5.18 Tab 4 – Business Relationship Strength

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

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

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

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

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

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

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

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

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

5.19 Tab 5 – Required Attachments

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

SECTION 6 – GENERAL INFORMATION

PROPOSERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS

RFP-C CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

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

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

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

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

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

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

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

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

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

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

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

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

All exceptions shall be referenced by utilizing the corresponding Section, paragraph and page number in this RFP-C. However, HCC is under no obligation to accept any exceptions.

Respondent shall be deemed to have accepted all terms and conditions to which no exceptions have been taken.

The RFP-C provides information necessary to prepare and submit proposals or responses for consideration by HCC based on the listed criteria. HCC may request additional clarification and oral interviews solely on the written responses to this request for proposals.

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

6.5 Award / Contract Approval

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

6.6 Inquiries and Interpretations

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

Only those HCC replies to inquiries, which are made by formal written addenda, shall be binding.

Oral and other interpretations or clarification will be without legal effect. The proposer must acknowledge receipt of all addenda in Attachment No. 1 of this RFP-C (Contract Award Form).

6.7 Commitment

Proposer understands and agrees that this RFP-C and any resulting Agreement is issued predicated on anticipated requirements for the materials or services described herein and that HCC has made no representation, guarantee or commitment with respect to any specific quantity of or dollar value to be furnished under any resulting Agreement. Further Proposer recognizes and understands that any cost borne by the Proposer, which arises from Proposer’s performance under any resulting agreement, shall be at the sole risk and responsibility of Proposer.

6.8 Acquisition from Other Sources

HCC reserves the right and may, from time to time as required by HCCs operational needs, acquire services of equal type and kind from other sources during the term of the agreement without invalidating in whole or in part, the agreement or any rights or remedies HCC may have hereunder.

6.9 Vendor Registration

The Houston City College Procurement Operations Department has developed an online vendor application. This is designed to allow firms or individuals that are interested in doing business with HCC to register online and become part of our vendor database. Once registered, you will receive a password and personal login information that will allow you to modify your vendor information anytime a change occurs with your company. You will have the flexibility to add or delete commodity lines, update phone numbers, contact information, etc. This database will allow HCC to notify, via email, all companies that match the desired commodity criteria for procurement opportunities within Houston City College. What a great way to never miss out on an HCC bid or proposal opportunity again.

Please take a moment to go to the Houston City College Procurement Operations Department platform register as a bidder. The website address to access the vendor registration form is https://hccs.bonfirehub.com/portal/?tab=login

If you do not have internet access, you are welcome to use a computer at any HCC library to access the website and register.

6.10 Obligation and Waivers

THIS RFP-C IS A SOLICITATION FOR PROPOSAL AND IS NOT A CONTRACT OR AN

OFFER TO CONTRACT.

A PROPERLY COMPLETED VENDOR APPLICATION IS REQUIRED AND IS A

CONDITON OF CONTRACT AWARD.

THIS REQUEST FOR PROPOSAL DOES NOT OBLIGATE HCC TO AWARD A

CONTRACT OR PAY ANY COSTS INCURRED BY THE PROPOSER IN THE

PREPARATION AND SUBMITTAL OF A PROPOSAL.

HCC, IN ITS SOLE DISCRETION, RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL

AND/OR REJECT ANY AND ALL PROPOSALS OR A PART OF A PROPOSAL,

WITHOUT REASON OR CAUSE, SUBMITTED IN RESPONSE TO THIS SOLICITATION.

HCC RESERVES THE RIGHT TO REJECT ANY NON-RESPONSIVE OR CONDITIONAL

PROPOSAL. HCC RESERVES THE RIGHT TO WAIVE ANY INFORMALITIES,

IRREGULARITIES AND/OR TECHNICALITIES IN THIS SOLICITATION, THE

PROPOSAL DOCUMENTS AND /OR PROPOSALS RECEIVED OR SUBMITTED.

BY SUBMITTING A PROPOSAL, PROPOSER AGREES TO WAIVE ANY CLAIM IT HAS,

OR MAY HAVE, AGAINST HOUSTON CITY COLLEGE SYSTEM AND ITS TRUSTEES OR

AGENTS ARISING OUT OF OR IN CONNECTION WITH (1) THE ADMINISTRATION,

EVALUATION OR RECOMMENDATIONS OF ANY PROPOSAL; (2) ANY

REQUIREMENTS UNDER THE SOLICITATION, PROPOSAL PACKAGE, OR RELATED

DOCUMENTS; (3) THE REJECTION OF ANY PROPOSAL OR ANY PART OF ANY

PROPOSAL; AND/OR (4) THE AWARD OF A CONTRACT, IF ANY.

HCC RESERVES THE RIGHT TO WITHDRAW THIS SOLICITATION AT ANY TIME FOR

ANY REASON; REMOVE ANY SCOPE COMPONENT FOR ANY REASON AND TO ISSUE

SUCH CLARIFICATIONS, MODIFICATIONS AND/OR AMENDMENTS AS DEEMED

APPROPRIATE.

HCC RESERVES THE RIGHT TO NEGOTIATE TERMS AND CONDITIONS

INCLUDING SCOPE, STAFFING LEVELS, AND FEES WITH THE HIGHEST RANKED

RESPONDER. IF AGREEMENT CANNOT BE REACHED WITH THE HIGHEST RANKED

RESPONDER, HCC RESERVES THE RIGHT TO NEGOTIATE WITH THE NEXT HIGHEST

RANKED RESPONDER AND SO ON UNTIL AGREEMEMENT IS REACHED. WHEN AN

AGREEMENT IS REACHED, HCC WILL SUBMIT ITS RECOMMENDATIONS TO THE

BOARD OF TRUSTEES FOR APPROVAL AND…