ESBD_File_341192_H_24-07 RFQ-Finacail Advisor-Section 4 – Instructions to Proposers.pdf

4.1. General Instructions

4.1.1. Proposers should carefully read the information

contained herein and submit a complete response to all requirements and questions as directed.

4.1.2. Statement of qualifications and any other

information submitted by Proposers in response to this Request for Qualifications (RFQ) shall become the property of HCC.

4.1.3. 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.

4.1.4. Statement of qualifications, which are qualified with

conditional clauses, or alterations, or items, not called for in the RFQ documents, or irregularities of any kind are subject to disqualification by HCC, at its option.

4.1.5. Each statement of qualifications should be

prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this RFQ.

Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of HCCs needs.

4.1.6. HCC makes no guarantee that an award will be

made as a result of this RFQ, and reserves the right to accept or reject any or all statement of qualifications, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this RFQ or resulting Agreement when deemed to be in HCCs best interest. Representations made within the statement of qualifications will be binding on responding firms. HCC will not be bound to act by any previous communication or statement of qualifications submitted by the firms other than this RFQ.

4.1.7. Firms wishing to submit a “No-Response” are

requested to return the first page of the Contact Award Form (ref. Attachment No. 1). The returned form should indicate your company's name and include the words “No- Response” in the right-hand column.

4.1.8. Failure to comply with the requirements contained

in this Request for Qualifications may result in the rejection of your statement of qualifications.

4.2. Preparation and Submittal Instructions

All Attachments noted are to be completed and submitted with statement of qualifications, Attachments

1, 5 and 7 must be signed and notarized.

4.3. Document Format and Content

4.3.1. Statement of qualifications must be signed by

Proposer’s company official(s) authorized to commit such statement of qualifications.

Failure to sign and return these forms will subject your statement of qualifications to disqualification.

4.3.2. Responses to this RFQ must include a response

to the statement of qualifications’ requirements set forth in the Scope of Services, above.

4.3.3. Statement of qualifications must be typed on

letter-size (8-1/2” x 11”) paper. Preprinted material should be referenced in the statement of qualifications and included as labeled attachments. Sections should be divided by tabs for ease of reference.

4.3.4. Table of Contents: Include with the statement of

qualifications 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 statement of qualifications 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.

4.3.5. Pagination: All pages of the statement of

qualifications should be numbered sequentially in Arabic numerals (1, 2, 3, etc.) Attachments should be numbered or referenced separately.

4.3.6. An original signature must appear on the

original copy

4.3.7. Statement of qualifications must be submitted

and received in the HCC Procurement Operations Department on or before the time and date specified in the Solicitation Schedule.

4.3.8. Late statement of qualifications will not be

considered under any circumstances.

4.3.9. Telephone, Facsimile (“FAX”) or electronic

(email) proposals are not acceptable when in response to this Request for Qualifications.

4.4. Proposer Response

General: Your statement of qualifications “Technical

Section 4 - Instructions to Proposers

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:

4.4.1. 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 RFQ.

4.4.2. Table of Contents

Immediately following the cover letter and introduction, include a complete table of contents for material included in the response documents.

4.4.3. Tab 1: Firm’s Qualification and Experience

This section should describe the qualifications and experience of the responding firm and their ability to provide the services as described in this RFQ.

a) Provide a detailed description of your firm, including the total number of supporting personnel related to providing the services required in this

RFQ.

b) Demonstrate firm’s understanding, knowledge and experience of providing the services of the type and kind required in this RFQ

4.4.4. 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.

a) 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 RFQ. Describe how the team will be organized to deliver the services defined in this RFQ.

b) Provide brief resumes (not more than one

(1) page) for each key personnel. The resumes must clearly specify the number of years the personnel has been providing the type of services as described in this RFQ.

Please include the following:

1. A brief description of their unique qualifications, experience and education as it pertains to services of the type and kind required in this RFQ.

2. Availability and commitment of the respondent, its principal(s) and assigned professionals to undertake the services described in this RFQ.

3. Personnel’s job functions, role, percent of time to be assigned to this account and physical office location.

4. Designate the individual, who is authorized to sign and enter into any resulting contract.

5. 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.

4.4.5. 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

a) Proposer shall respond to all requirements and questions noted in Section 1, including the proposed approach and methodology the firm proposes to deliver the services required in this

b) 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 RFQ.

c) Quality: identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this RFQ 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 quality of work, ensure delivery is met, and how problems are tracked, escalated (if required) both internally and with the customer.

d) Customer Satisfaction: How do you measure and monitor customer satisfaction; describe the method used, frequency, and how results are reported.

e) 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 RFQ. 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.

4.4.6. 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.

a) Provide examples of similar project experience; public institutions or public entities, preferred. HCC may verify all information furnished. As a minimum, references should include a general description of the work performed in addition to written letters from current clients or past clients served in the past three years. Include contact name, address, telephone and an email address.

b) Describe lessons learned from previous clients for services of the type and kind required in this RFQ that were not successful and what steps your firm has taken to effectively identify and mitigate from recurring.

c) 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 RFQ.

d) 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.

e) Provide a list of any work that your firm may have completed for Houston Community 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.

4.4.7. Tab 5 - 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.

a) 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.

b) 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.

c) 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.

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

4.4.8. Tab 6 - Firm’s Financial Status

a) 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.

b) 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.

4.4.9. Tab 7 – Business Relationship Strength

“Business Relationship Strength” for the purpose of this RFQ 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. Respondent’s Statement of Qualification must include their definition, proposal and commitment to forge, foster and maintain a mutually successful “relationship” with HCC. At a minimum, your response must include:

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

b) 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

4.4.10. Tab 8 – Required Attachments

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