ESBD_File_344696_24-09 RFP (2-Step) Childcare Services, Central Campus.pdf

HOUSTON COMMUNITY COLLEGE SYSTEM

Procurement Operations Department

3100 Main Street, 11th Floor Houston, Texas 77002

REQUEST FOR PROPOSAL (SERVICES) – 2‐STEP PROCESS

RFP No: 24‐09

CHILDCARE SERVICES, CENTRAL CAMPUS

ISSUED BY:

Procurement Operations Department

FOR :

Student Engagement and Success

PROCUREMENT OFFICER :

ART LOPEZ, SR. BUYER

E‐mail: arturo.lopez@hccs.edu

SUBMIT PROPOSAL PACKET IN THE:

HCC BID Portal: Houston Community College (bonfirehub.com)

This RFP Solicitation Requires All Proposals To Be Submitted Electronically Through Bonfire. No Paper, Email Or Fax Submissions Will Be Accepted.

RFP 24‐09 Childcare Services, Central Campus

TABLE OF CONTENTS

Section Headings Page Number

Section 1 – Project overview and submission Instructions 3

Section 2 – Project scope of work/services and specifications

Section 3 – Schedule of items and pricing 11

Section 4 – Proposal evaluations 12

Section 5 – Instructions to proposers 15

Section 6 – General information 22

Section 7 – Required Attachments 28

Attachment Number Attachment Title

Attachment No. 1 Contract Award Form

Attachment No. 2 Determination of Good Faith Effort Form

Attachment No. 3 Small Business Unavailability Certificate

Attachment No. 4 Contractor & Subcontractor Participation Form

Attachment No. 5 Proposer’s Certifications

Attachment No. 6 Conflict of Interest Questionnaire

Attachment No. 7 Financial Interests and Potential Conflicts of Interests

Exhibit Number Exhibit Title

Exhibit No. 1 Schedule of Items and Prices (attached)

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

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 December 12, 2023

A Non‐Mandatory (Face to Face) Pre‐Proposal Meeting will be held by the Procurement Operations Department

January 16, 2024 by 10:00 a.m. (local time)

Deadline to receive written question/inquiries January 19, 2024 by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) January 24, 2024

Proposal Submittal Due Date January 31, 2024 by 2:00 pm (local time)

Anticipated Board Recommendation and Approval April, 2024

NOTE: Houston Community 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 Procurement Operations web site for your convenience.

SECTION 1 – PROJECT OVERVIEW AND SUBMISSION INSTRUCTIONS

1.1 Project Overview

The Houston Community College, (“HCC” and/or the “College”) seeks proposals from qualified individuals or firms to provide Childcare Services at HCC’s Central Campus, in accordance with the scope of services noted below. 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.

This is a Request for Proposal (RFP) pursuant to Chapter 44.031 of the Texas Education Code.

1.2 HCC General Information

Houston Community College's service area is Houston Independent School District, Katy, Spring Branch, Alief Independent School Districts, 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 an associate degree.

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

More information regarding HCC is located in the annual HCC Fact Book.

1.3 Proposal Conference and Project Site‐Visit

A non‐mandatory pre‐proposal conference will be held at a time and location as indicated in the Solicitation Schedule above. Attendance at this conference is advised if your firm wishes to ask any questions in connection with this RFP. The College intends to present general information, which may be helpful in the preparation of proposals, and to offer firms the opportunity to ask questions concerning this RFP.

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

A face to face in person pre‐proposal meeting will be held January 16, 2024, 10:00 a.m. (local time) at the Central Campus, Educational Development Center (EDC) Building, Room No. D 116, 3214 Austin Street, Houston, TX 77004.

1.4 Contract Term

It is anticipated that the contract term for contract(s) awarded resulting from this solicitation, if any, will be three (3) years with the option to renew for two (2) additional one (1) year terms. Further, HCC reserves the right to extend the contract term on a month‐to‐month basis, not to exceed three (3) months upon the expirations of the initial term and any successive renewal term.

1.5 Communication Statement:

All communications, any modifications, clarifications, amendments, questions, responses, or any other matters related to this Request for Proposal must be made only through the Procurement Contact person noted on the cover of this RFP.

Respondents or their agents are instructed not to contact HCC employees, agents or contractors of the College, selection committee members, the Chancellor’s office or staff, members of the Board of Trustees, or attempt to externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to 30 days following the date of execution of the agreement resulting from this solicitation. HCC, in its sole discretion, may disqualify a Respondent for violation of this provision.

1.6 Proposals Submission Instructions

HCC prefers that all responses be submitted electronically using the Bonfire eProcurement system.

HCC uses Bonfire, an online E‐bidding and procurement software platform for supplier registration, solicitation notification, electronic bid submission and contract management. HCC issues solicitations through Bonfire and the supplier registration portal is open and available for vendors to register for bid notifications.

Registration: To register and use the Bonfire bidding portal, the supplier may:

o Need help registering? If a supplier has questions about how to start the registration process, please review the five‐minute training video

Visit Houston Community College Bonfirehub.com for additional information on this and other business opportunities.

Bonfire Supplier Support: For support using the platform, access the online knowledge base, search the FAQ, or contact the Bonfire support team at support@gobonfire.com or 1‐800‐354‐8010.

a. The following are some important notes about Bonfire:

i. Official versions of HCC’s solicitation, associated documents and any updates are available through Bonfire;

ii. Questions are only accepted through Bonfire before the deadline as noted in the

Solicitation Schedule. Associated answers will be posted in Bonfire;

iii. 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;

iv. 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;

v. If an item in Requested Information is designated as Required, Proposers will not be able to complete their submission until the requirement is met;

vi. Uploading large documents may take significant time depending on the size of the file(s) and Proposer’s internet connection speed;

vii. Please note the type and number of files allowed. The maximum upload file size is 1000

MB. Please Do Not embed any documents within the uploaded files as they will not be accessible or evaluated;

viii. Minimum system requirements for uploading files(s): Internet Explorer 11, Microsoft

Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled;

ix. If Proposers need technical assistance with using Bonfire, you may contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x2;

x. 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

xi. By submitting a Proposal in Bonfire, Proposer acknowledges and accepts all addenda, questions and answers posted by HCC in Bonfire.

b. Proposers shall meet the following minimum requirements to be considered for evaluation:

i. The proposer shall complete the appropriate Pricing documents found in Bonfire based on goods and/or services offered. The proposer shall submit a fee schedule for any fees not already listed on the line items.

ii. 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, Proposer certifies compliance with the requirements therein.

iii. HCC reserves the right to request additional information as it deems necessary.

iv. 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 for HCC’s consideration of their Proposal.

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SECTION 2 – PROJECT SCOPE OF WORK/SERVICES AND SPECIFICATIONS

2.1 Scope of Services

HCC seeks proposals from qualified firms to provide Laboratory Childcare School Services, at HCC’s Central Campus. Services and related goods and services. The scope of work will range in size and complexity.

This will vary upon project, need and situation. HCC reserves the right to award separate contracts to multiple contractors.

An outsourced childcare provider will operate the Child Development Laboratory School at Central Campus in a facility owned by HCC which will provide physical space. The resulting contractor will be responsible for all costs associated with operating the school, including but not limited to all staffing costs (i.e., salary, taxes, unemployment, etc.) equipment, supplies, janitorial services and facilities management, administration, and record keeping and reporting, licenses and accreditations, security, etc.

The children accommodated may range in age from 6 weeks to 5 years. The total number of children accommodated at the site at one time may be approximately 80. However, the center is licensed for 143 children but includes the gym space on site.

The early care and education program provided must be in compliance with all Texas Childcare Licensing Regulations and the Texas Rising Star Guidelines. The Early care and education program must be in compliance with all Texas Childcare Licensing Regulations and or the Texas Rising Star Guidelines. The site must be Texas Rising Star Level 4 or NAEYC accredited. The site provider will be solely responsible (including all related costs) for acquiring all licenses, endorsement, and accreditation.

Childcare Community Collaboration with Houston Community College (Central Campus) awarded vendor/ Childcare Facility must provide childcare services to students at a cost that is appropriately priced to meet the needs of the community and assist students while furthering their education with affordable childcare services; full‐time and part‐time. Houston Community College offers funding for childcare assistance.

In return for the use of the college property, the awarded provider will provide regular and ongoing access to the site to HCC Education Department Center of Excellence faculty and student for Instruction, Internship, Practicum, Observation and Assessment. The number of students to be accommodated, frequency and nature of their use is unlimited, but limited at the discretion of the awarded Childcare Director and the HCC Education Department.

1. About 70 Students from HCC’s LVN and RN Nursing Students from Coleman College also typically schedule a short term (6 week) clinical rotation to study the typical growth and development of young children prior to going on to their pediatric nursing studies.

2. All observations and practicums will be scheduled by the Department and/or Program. Students enrolled in the HCC Education Department and Child Development Program who complete and pass a background check will use the site to observe the teaching strategies and to participate in and complete hands‐on educational/micro‐teaching activities with the children enrolled in the facility. Students may also access the site during evening hours for educational activities under the supervision of their instructor and with prior approval.

In addition, HCC faculty, staff and students shall have priority access to the childcare services at a discounted rate.

2.1.1 Additional Requirements

1. Awarded Vendor/Childcare facility is located at 3214 Austin Street, Houston, Texas 77004.

2. Period of Performance each fiscal year starting in August. The awarded vendor/Childcare is to be operational for the start of the Fall semester, including all necessary licenses and endorsements to operate the school in place.

3. Awarded vendor/childcare facility shall satisfy all Texas Child Care licensing regulations and

Guidelines. The awarded vendor childcare must be a Texas Rising Star Level 4 or hold an NAEYC accreditation. (NO Exceptions)

4. Acceptable Criteria: Texas Child Care Licensing Regulations satisfied, satisfaction of the Texas Rising

Star Guidelines for Level 4 and or hold NAEYC accreditation. Childcare vendor must have insurance incompliance with Childcare State Licensing HCCS faculty and students have the access described, childcare can be provided at professional standards, with the Awarded Vendor/Childcare Facility ready to be operational starting the fall semester.

5. The Child Development Laboratory School must earn NAEYC accreditation by conclusion of 3‐year MOU or demonstrate significant progress toward doing so.

Students enrolled in the HCC Education Department and Child Development Program who complete and pass a background check will use the site to observe the teaching strategies and to participate in and complete hands‐on educational/micro‐teaching activities with the children enrolled in the facility. Students may also access the site during evening hours for educational activities under the supervision of their instructor and with prior approval.

2.1.2 Expectations for Security Measures

The awarded Contractor shall be responsible for the security and well‐being of all children enrolled and employees in accord with the Texas Childcare Licensing Regulations. The vendor should demonstrate the ability to meet or exceed the licensing requirements as it relates to entry and exit procedures, background investigations, and incident management. The successful proposer should also have a security plan in place that reflects best practices that will include but not be limited to:

1. The use of security cameras as surveillance of the lobby, hallways, and all classroom or other areas where children are accommodated.

2. The maintenance of front doors that are set to a default locked position where individuals will have to be identified by someone at the front desk and “buzzed in.”(Note‐The vendor might also choose to use a keyless entry system that will allow entry only to authorized staff and families).

3. The maintenance of entrance Doors that lead to the instructional side of the building where adults are taking classes will also have to be set to a default locked position where individuals will only be able to gain access if they have a coded badge issued by the college.

Items 2 (locked front doors) and 3 (locked entrance doors to college side) are already installed. An emergency protocol will have to be developed for events where there are power outages that prevent the doors from locking automatically as they may have to be secured via other means (i.e., chains). While the college will provide routine general security patrols of the parking lot and perimeter of the facility, the vendor will be responsible for the costs of any additional security. Reports regarding any and all accidents or emergencies that occur in the facility, however, should continue to be reported to the appropriate college personnel such as the HCC Police and Campus Facilities Manager in addition to the childcare licensing office.

2.1.3 Facility Responsibilities of Awarded Contractor

1. Janitorial Services

As it relates to janitorial services, the awarded Contractor shall be required to provide the general cleaning of the facility each day after the center has closed for the day. All tabletops, changing tables, countertops, toys, and chairs shall be cleaned and disinfected. Daily housekeeping tasks include but are not limited to sweeping, mopping, vacuuming, cleaning, and disinfection of restrooms and wiping down of all surfaces. Complete floor care of the Childcare Center occupied space shall include floor cleaning daily or as needed, strip and wax all VCT flooring on a quarterly basis, shampoo all carpeted areas as needed and on a quarterly basis.

In addition, the awarded Contractor shall be responsible for removing trash, garbage, and recycled materials resulting from the use of the facility on a regular daily basis, dumpsters are provided by the college at designated areas.

2. Pest Control Services The awarded Contractor shall be responsible for the maintenance, scheduling, and costs for pest control in all areas occupied by the Childcare Center in order to provide an insect and pest free environment.

2.2 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 locations and/or services to the list of locations and/or services to be performed. Any such written notice shall take effect on the date stated in the notice from the College.

Location(s): Location(s) of facilities are specified on the solicitation. HCC reserves the right to add or delete facilities serviced under the purchase order/contract. HCC will provide ten working days written notice to the vendor for facilities which need to be deleted or of any additional locations requiring service within the same area or region.

2.3 Additional Services

In the event College may require additional related services to be performed by Contractor that are outside the scope of this Agreement (“Additional Services”) it may submit a written request for a proposal from Contractor (“Proposal”), which Contractor may provide if Contractor is willing and able to perform such Additional Services. Such Proposal shall contain (a) the scope of work to be performed; (b) a fixed billing rate for the proposed services; and (c) any other information relevant to such Proposal. Contractor shall deliver such Proposal to College within a reasonable period of time. If such Proposal for Additional Services is acceptable to the College, it will sign such Proposal. College may deny such Proposal at its sole and absolute discretion.

2.4 Estimated Quantities Not Guaranteed

The estimated quantities specified herein are not a guarantee of actual quantities, as HCC does not guarantee any particular quantity of services requested during the term of this contract. The quantities may vary depending upon the actual needs of the user department. The quantities specified herein are good faith estimates of usage during the term of this contract. Therefore, HCC shall not be liable for any contractual agreements/obligations the Contractor enters into based on all the quantities specified herein. There is no guaranteed amount of business, expressed or implied, to be purchased or contracted for by HCC.

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.

Proposer shall indicate annual cost within Exhibit 1 – Schedule of Items & Prices Worksheet.

3.3 Additional Services

In the event College may require additional related services to be performed by the awarded Contractor that are outside the scope of the Agreement (“Additional Services”) it may submit a written request for a proposal from the Contractor (“Proposal”), which Contractor may provide if Contractor is willing and able to perform such Additional Services. Such Proposal shall contain (a) a scope of work to be performed; (b) a fixed billing rate for the proposed services; and (c) any other information relevant to such Proposal. The Contractor shall deliver such Proposal to College within a reasonable period of time. If such Proposal for Additional Services is acceptable to the College, it will sign such Proposal. College may deny such Proposal at its sole and absolute discretion.

3.4 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.

3.5 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:

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SECTION 4 – PROPOSAL EVALUATIONS

4.1 Evaluation Criteria

Step 1 The scoring of proposals for this RFP will occur in two (2) steps. During Step 1, 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, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated proposer(s) evaluated by the Committee may be invited to make an oral presentation of their written proposal to the Committee.

Proposals will be evaluated using the following criteria:

Evaluation Criteria Available Points

Firm’s Qualification and Experience (Section 5.4.3 ‐ Tab 1) & Qualification of Personnel and Team (Section 5.4.4 – Tab 2)

Proposed Approach and Methodology, (Section 5.4.5 ‐ Tab 3)

Past Performance & References (Section 5.4.6 ‐ Tab 4)

Completeness of Price Proposal (Information sufficiently complete and clear to enable HCC to evaluate vendor’s pricing for all elements of the required scope)

Not Considered in Step 1

Responsiveness to Requirements (Vendor submitted all required components of the solicitation response such that HCC is able to evaluate the vendor in all non‐price scoring categories and can verify vendor’s compliance with applicable law, policies, and certifications)

Pass or Fail

Total Points 100

STATEMENT OF PROBABILITY: The College has determined that subcontracting opportunities and small business participation are not probable in connection with this procurement solicitation.

Step 2 Following the evaluation, scoring, and ranking of all proposers based on the weighted factors above (Step 1), proposers earning a minimum of 80 points, and who are deemed otherwise responsible and eligible (see below), will enter the pricing phase (Step 2).

During Step 2, all proposers scoring a minimum of 80 points during Step 1 will be re‐ranked, in the order of lowest price to highest price, giving price a weight of 100% at this phase for all qualifying proposers. All remaining proposers who did not receive a minimum of 80 points in

Step 1 will remain in the same ranking position as a result of Step 1, and their price proposals will have no weight in Step 2.

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

1. HCC may, however, refuse to select a second or third firm to move on to a Step 2 price evaluation 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.

4.2 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 Community 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. 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 6.17 ‐ 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 General Instructions

5.1.1 Proposers should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

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

5.1.3 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.

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

5.1.5 Each proposal should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of HCCs needs.

5.1.6 HCC makes no guarantee that an award will be made as a result of this RFP 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 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.

5.1.7 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.

5.1.8 Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of your proposal.

5.2 Preparation and Submittal Instructions

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

5.3 Document Format and Content

5.3.1 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.

5.3.2 Responses to this RFP must include a response to the proposal requirements set forth in the

Scope of Services above.

5.3.3 Proposals must be typed on letter‐size (8‐1/2” x 11”). Preprinted material should be referenced in the proposal and included as labeled attachments. Sections should be divided by tabs for ease of reference.

5.3.4 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.

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

5.3.6 Submit an original signed electronic copy of your Proposal including all required HCC Forms and documents. The electronic copies should be in non‐editable .PDF format and should include the entire submission, including an individual separate section and file containing your price proposal.

5.3.7 Proposals must be submitted and received in the HCC Procurement Operations Department eProcurment System, Bonfire, on or before the time and date specified in the Solicitation Schedule.

5.3.8 Telephone, Facsimile (“FAX”) or electronic (email) proposals are not acceptable when in response to this Request for Proposal.

5.4 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:

5.4.1 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 RFP.

5.4.2 Table of Contents

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

5.4.3 Tab 1: Firm’s Qualification and Experience

a. 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.

1. Provide firm’s principal(s) and staff commitment in providing the services required in this solicitation.

2. Provide firm’s overall ability in providing the services required in this solicitation.

3. Demonstrate firm’s understanding, knowledge, and experience of the solicitation requirements.

4. Provide examples of your firm’s civic activities including awards and recognitions.

b. 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.

HCC may verify all information furnished. As a minimum, include the following per project experience:

1. Project Name, Location – Year Completed.

2. Brief project description describing your experience, work performed by your firm and work subcontracted.

3. Owner’s Name, title, and current phone number.

4. Identify firm’s role; completion date; and contract name(s).

5. The methods of delivery used and how the firm maintains quality control.

6. 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.

5.4.4 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 RFP. Describe how the team will be organized to deliver the services defined in this

RFP.

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 RFP.

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 RFP.

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

3. Personnel’s job functions, role, percentage 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.

5.4.5 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 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.

a. Proposer shall respond to all requirements and questions noted in Section 1.

b. 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.

c. 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.

d. 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.

e. 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.

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

g. 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.

5.4.6 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 contact information for the list of accounts noted in Tab 1 above, HCC may verify all information furnished.

b. 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.

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 RFP.

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.

f. 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.

5.4.7 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 2

– Price Proposal.

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

b. For the purposes of this RFP, Houston Community College will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may cause HCC to reject, as non‐compliant, a proposal from further consideration.

5.4.8 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.

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

5.4.9 Tab 7 ‐ 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.

5.4.10 Tab 8 – Business Relationship Strength

“Business Relationship Strength” for the purpose of this RFP 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.

c. 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:

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

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

iii. Proposed number of hours and length of engagement for HCC student interns shall be performed under the resulting contract.

iv. 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.

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

5.4.11 Tab 9 – Required Attachments

This section shall include all Attachments noted in Section 6; 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 CAREFULLY AND TO SUBMIT A

COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

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

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

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

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

HCC Vision ‐ Houston Community College will be a leader in providing high quality, innovative education leading to student success and completion of workforce and academic programs.

We will be responsive to community needs and drive economic development in the communities we serve.

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

Visit the HCC Procurement Operations Department website to get more information on this and other business opportunities.

While at our website we invite you to Register as a Vendor, if already registered, please confirm your contact information is current.

2. Overview The Houston Community College, (“HCC”) or (“College”) is seeking proposals from qualified firms in accordance with the Scope of Services noted above. Qualified respondents are invited to submit a written response outlining your qualifications and willingness 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.

HCC reserves the right to make single, multiple or no award for the services described herein and as deemed in its own best interests.

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) 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 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.

All applicable attachments…