ESBD_File_351204_24-30 RFP Cargo Van, Custom Package.pdf

HOUSTON COMMUNITY COLLEGE

REQUEST FOR PROPOSAL – COMMODITY

HCC Proposal No.: RFP‐C 24‐30 Title: New Cargo Van (Custom Package)

Due Date: March 21, 2024 by 2:00pm (local time)

Issued By:

Houston Community College

Procurement Operations Department

3100 Main Street, 11th Floor

Houston, Texas 77002

Submit Inquiries To:

Arturo Lopez Sr. Buyer

(713) 718‐7463 arturo.lopez@hccs.edu

HCC is an equal opportunity/educational institution, which does not discriminate on the basis of race, color, religion, national origin, gender, age, disability, sexual orientation or veteran status. In determining the award, selection will be based on evaluation criteria stated in the Texas Education Code 44.031 (b).

1. Submittal Instructions

a. All submissions must be submitted electronically via the Procurement Portal https://hccs.bonfirehub.com/portal/Opportunities under the respective Project.

Your submission must be uploaded, submitted, and finalized prior to the Project’s posted due date. The

College strongly recommends allowing sufficient time to complete this process (ideally a week prior to the deadline) to begin the uploading process and to finalize your submission. Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed.

1.2 Questions

All solicitation questions must be submitted electronically to https://hccs.bonfirehub.com through the vendor discussions section under the respective project.

1.3 Browsers ‐ The Bonfire portal can be accessed using Microsoft Edge, Google Chrome, or Mozilla Firefox.

JavaScript must be enabled. Browser cookies must be enabled.

1.4 Support ‐ For technical questions, visit Bonfire’s help forum at https://vendorsupport.gobonfire.com Contact the Bonfire support team at Support@GoBonfire.com or by calling 1‐800‐354‐8010.

To get started with Bonfire, watch this five‐minute training video:

VENDOR REGISTRATION AND SUBMISSION [VIDEO] – BONFIRE VENDOR SUPPORT (GOBONFIRE.COM)

1.5 The following are some important notes about Bonfire:

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

1.5.2 Questions are only accepted through Bonfire before the deadline as noted in the Solicitation

Schedule. Associated answers will be posted in Bonfire.

1.5.3 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.

1.5.4 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.

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

1.5.6 Uploading large documents may take considerable time depending on the size of the file(s) and

Proposer’s internet connection speed;

1.5.7 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;

1.5.8 Minimum system requirements for uploading files(s): Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled;

1.5.9 If Proposers need technical assistance with using Bonfire, you may contact Bonfire directly at

Support@GoBonfire.com or 1.800.654.8010 x2;

1.5.10 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

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

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

1.6.1 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;

1.6.2 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;

1.6.3 HCC reserves the right to require additional information as it deems necessary;

1.6.4 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.

1.7 Proposals that are faxed or emailed will not be accepted. Proposals must be received no than the date and time as indicated on the cover page. Proposals received after the deadline stated herein will not be accepted. It is the respondent’s responsibility to ensure delivery by the designated time. The College will in no way be responsible for any delay’s difficulties, causes or any other occurrences that inhibited or prevented a timely submittal.

1.6 Houston Community College accepts no fiscal responsibility for any costs incurred by the respondent in the course of responding to this invitation.

1.7 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 vendors and user departments during the request for sealed proposal process or evaluation process is prohibited.

1.8 HCC reserves the right to reject any or all proposals, accept proposal deemed most advantageous to the college system and to waive any technicalities in proposing.

1.9 Each proposer agrees to hold their offer open for acceptance by Houston Community College for a minimum of 180 days from the submittal deadline date and time for proposal submission.

2 Vendor Selection

Except as provided by the Texas Education Code, Subchapter B, in determining to whom to award a contract, the District shall consider:

1. The purchase price;

2. The reputation of the vendor and of the vendorʹs good or services;

3. The quality of the vendorʹs goods or services;

4. The extent to which the goods or services meet with the College’s needs;

5. The vendorʹs past relationship with the College;

6. The impact on the ability of the College to comply with laws and rules relating to historically underutilized businesses;

7. The total long‐term cost to the College to acquire the vendorʹs goods or services;

8. For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendorʹs ultimate parent company or majority owner:

a. Has its principal place of business in this state; or

b. Employs at least 500 persons in this state; and

9. Any other relevant factor specifically listed in the request for bids or proposals.

This section does not apply to a contract for professional services rendered, including services of an architect, attorney, certified public accountant, engineer, or fiscal agent. The College may, in its option, contract for professional services rendered by a financial consultant or a technology consultant in the manner provided by Section 2254.003, Government Code, in lieu of the methods.

3 General Information

3.2 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.

3.3 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

3.9 ‐ Prohibited Communications and Political Contributions.

3.4 Award Approval – this Procurement, any award under this procurement, and the resulting purchase order/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 formal Request for Proposal 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 HCC has issued a legally binding purchase order/contract, which includes, without limitation, the terms required by HCC as set forth in this Request for Proposal.

3.5 HCC Contact – any questions or concerns regarding this Request for Proposal shall be directed to the Procurement Officer listed on the cover page. HCC specifically requests that proposers restrict all contact and questions regarding this Request for Proposal to the Procurement Officer. The

Procurement Officer must receive all questions or concerns no later than the date and time listed in the Solicitation Schedule.

3.6 Inquiries and Interpretations – responses to inquiries, which directly affect an interpretation or change to this Request for Proposal, will be issued in writing by addendum (amendment) and all addenda will be posted on the Houston Community College (bonfirehub.com). All such addenda issued by HCC prior to the time that proposals are received shall be considered part of the Request for Proposal, 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. Proposer must acknowledge receipt of all addenda in Attachment No. 1 Request for Proposal Form.

3.7 Contract Award – award of a contract, if awarded, will be made to the proposer who (a) submits a responsive proposal; (b) is a responsible proposer; and (c) offers the best value to HCC, price and other factors considered. A responsive proposal and a responsible proposer are those that meet the requirements of and are as described in this solicitation. HCC may award a contract, based on the initial proposal received, without discussion of such proposers. Accordingly, each initial proposal should be submitted on the most favorable terms from a price and technical standpoint, which the proposer can submit to HCC. Except as otherwise may be set forth in this solicitation, HCC reserves the right to waive any informalities, non‐material errors, technicalities, or irregularities in the proposal documents submitted and consider for award.

3.8 Postponement of Proposals Due Date/Time – notwithstanding the date/time for receipt of proposal established in this solicitation, the date and time established herein for receiving proposals may be postponed solely at HCCs discretion.

3.9 Internship Program – HCC is expanding its student internship program. All proposers are encouraged to make a commitment to utilize certain HCC student(s) in an internship capacity with the company under any resulting contract for the items required under this solicitation. At the sole discretion of the vendor, the internship opportunity may be paid or unpaid and shall be intended to serve as a relevant and meaningful educational enrichment opportunity for the HCC students involved. HCC will provide the selected proposer with the name of student(s) eligible to participate in the internship program.

For additional information regarding the internship program, please contact Mr. James Mable, Director of Career and Job Placement Services at 713‐718‐6485.

3.10 Prohibited Communications and Political Contributions – except as provided in exceptions below, political contributions and the following communications regarding this solicitation or any other invitation for bids, requests for proposal, requests for qualifications, or other solicitation are prohibited:

[1] Between a potential vendor, subcontractor to vendor, service provider, respondent, Offeror, lobbyist or consultant and any Trustee;

[2] Between any Trustee and any member of a selection or evaluation committee; and

[3] Between any Trustee and administrator or employee.

The communications prohibition shall be imposed from the day the solicitation is first advertised through thirty (30) days after the contract is executed by the Chancellor or his/her designee, or when a determination is made that the contract will not be awarded. During this period, no HCC Trustee and no vendor shall communicate in any way concerning any pending Solicitation involving the Vendor, subject to the penalties stated herein.

In the event the Board refers the recommendation back to the staff for reconsideration, the communication prohibition shall be re‐imposed.

The communications prohibition shall not apply to the following:

[1] Duly noted pre‐bid or pre‐proposal conferences.

[2] Communications with the HCC General Counsel.

[3] Emergency contracts.

[4] Presentations made to the Board during any duly noticed public meeting.

[5] Unless otherwise prohibited in the solicitation documents, any written communications between any parties, provided that the originator shall immediately file a copy of any written communication with the Board Services Office. The Board Services Office shall make copies available to any person upon request.

[6] Nothing contained herein shall prohibit any person or entity from publicly addressing the Board during any duly noticed public meeting, in accordance with applicable Board policies, regarding action on the contract.

Any potential vendor, subcontractor vendor, service provider, proposer, offeror, lobbyist or consultant who engages or attempts to engage in prohibited communications shall not be eligible for the award of any resulting contract under this solicitation. Any other direct or indirect actions taken to unduly influence competitive purposes, to circumvent equal consideration for competitive proposers, or to disregard ethical and legal trade practices will disqualify proposers, vendors, service providers, lobbyist, consultants, and contractors from both this current and any future consideration for participation in HCC orders and contracts.

3.11 Drug Policy – HCC is a drug‐free workforce and workplace. The manufacture, sale, distribution, dispensation, possession or use of illegal drugs (except legally prescribed medications under physician’s prescription and in the original container) or alcohol by proposers or contractors while on HCC’s premises is strictly prohibited.

3.12 Taxes – HCC is tax exempt as a governmental subdivision of the State of Texas under Section 501C (3) of the Internal Revenue Code. Limited Sales Tax Number: 1‐74‐1709152‐1. No proposal shall include any costs for taxes to be assessed against HCC. The proposer shall be responsible for paying all applicable taxes and fees, including but not limited to excise tax, state and local income tax, payroll and withholding taxes for proposer employees. The purchase order/contract shall hold HCC harmless for all claims arising from payment of such taxes and fees.

3.13 Texas Public Information Act – HCC considers all information, documentation and other materials requested to be submitted in response to this solicitation to be of a non‐confidential and/or non‐ proprietary nature, and therefore, shall be subject to public disclosure under the Texas Public

Information Act (Texas Government Code, Chapter 552.001, et seq.) (“The Act”) after a contract if any, is awarded. If the proposer considers any information submitted in response to this Request for

Proposal to be confidential under law or constitute trade secrets or other protected information, the proposer must identify such materials in the proposal response. Notwithstanding the foregoing, the identification of such materials would not be construed or require HCC to act in contravention of its obligation to comply with the Act and the proposer releases HCC from any liability or responsibility for maintaining the confidentiality of such documents.

3.14 Appropriated Funds – the purchase of a service or product which arises from this solicitation, is contingent upon the availability of appropriated funds. HCC shall have the right to terminate the resulting contract at the end of the current or each succeeding fiscal year if funds are not appropriated by the HCC Board of Trustees for the next fiscal year that would permit continuation of the resulting purchase order/contract. If funds are withdrawn or do not become available, HCC reserves the right to terminate the resulting purchase order/contract by giving the selected contractor a thirty (30) day written notice of its intention terminate without penalty or any further obligations on the part of HCC or the contractor. Upon termination of the purchase order/contract HCC shall not be responsible for any payment of any service or product received that occurs after the end of the current contract period or the effective date of termination, whichever is the earlier to occur. HCCs fiscal year begins on September 1 and ends on August 31.

3.15 Conflict of Interest – if a firm, bidder, proposer, contractor, or other person responding to this solicitation knows of any material personal interest, direct or indirect, that any member, official, or employee of

HCC would have in any contract resulting from this solicitation, the firm must disclose this information to HCC. Persons submitting a proposal or response to this solicitation must comply with all applicable laws, ordinances, and regulations of the State of Texas Government Code, including, without limitation, Chapter 171 and 176 of the Local Government Code. The person /proposer submitting a response to this solicitation must complete (as applicable), sign and submit Attachment No. 3 , Conflict of Interest

Questionnaire Form, and Attachment No. 4, Financial Interest and Potential Conflict of Interests with the proposal package. HCC expects the selected proposer to comply with Chapter 176 of the Local

Government Code and that failure to comply will be grounds for termination of the contract.

Note: Attachment No. 3 and Attachment No. 4 shall be completed signed and returned to HCC. Enter

N/A in those areas on the Attachments that are not applicable to your company. Failure to complete, sign and notarize (if applicable) these Attachments may render your proposal non‐responsive.

3.16 Ethics Conduct – any direct or indirect actions taken to unduly influence competitive purposes, to circumvent equal consideration for competitive proposers, or to disregard ethical and legal trade practices will disqualify vendors and contractors from current and future consideration for participation in HCC orders and contracts.

3.17 No Third‐Party Rights – the resulting purchase order/contract is made for the sole benefit of HCC and the Contractor and their respective successors and permitted assigns. Nothing in this

Purchase Order/Contract shall create or be deemed to create a relationship between the Parties to this Purchase Order/Contract and any third person, including a relationship in the nature of a third‐ party beneficiary or fiduciary.

3.18 Withdrawal or Modification – no proposal may be changed, amended, modified by telegram or otherwise, after the same has been submitted or filed in response to this solicitation, except for obvious errors in extension. However, a proposal may be withdrawn and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the submittal deadline without approval by HCC, which shall be based on proposer’s submittal, in writing, of a reason acceptable to HCC.

3.19 Submission Waiver – by submitting a response to this Solicitation, the Offeror or respondent agrees to waive any claim it has or may have against Houston Community College System and its trustees, employees or agents arising out of or in connection with (1) the Administration, evaluation or recommendation of any offer or response; (2) any requirements under the solicitation, the solicitation or response package or related documents; (3) the rejection of any offer or any response or any part of any offer or response; and/or (4) the award of a contract, if any.

3.20 Indemnification – proposer shall indemnify, pay for the defense of, and hold harmless the College and its officers, agents and employees of and from any and all liabilities, claims, debts, damages, demands, suits, actions and causes of actions of whatsoever kind, nature or sort which may be incurred by reason of proposer’s negligence, recklessness, or willful acts and/or omission in rendering any services hereunder. Proposer shall assume full responsibility for payments of federal, state and local taxes or contributions imposed or required under the social security, Workersʹ

Compensation or income tax law, or any disability or unemployment law, or retirement contribution of any sort whatever, concerning Contractor or any employee and shall further indemnify, pay for the defense of, and hold harmless the College of and from any such payment or liability arising out of or in any manner connected with Contractor’s performance under this Agreement.

3.21 Delegation – unless delegated, HCC Board of Trustees must approve all contracts valued at over

$100,000. The Board has granted the Chancellor authority to initiate and execute contracts valued up to $100,000. The procurement of goods and services, including professional services and construction services shall be completed as per any applicable HCC policy and procedure and shall be in accordance with Section 44.031 of the Texas Education Code for the purchase of goods and services, Section 2254 of the Texas Government Code for the purchase of Professional and Consulting

Services, and Section 2269 of the Texas Government Code for the purchase of construction services.

The Board delegates its authority to the administration and the designated evaluation committee to evaluate score and rank the proposals. This includes the evaluation of all, proposals, or statements of qualification under procurement, regardless of contract amount, including the final ranking and selection which shall be made on the evaluation and scoring as per the published selection criteria and the final evaluation ranking. The Board of Trustees shall approve the final award of contracts to the firm based on the published selection criteria and as evidenced in the final evaluation, scoring and ranking.

3.22 Invoice – to facilitate payment, invoices for goods or services delivered in accordance with the resulting purchase order/contract shall be emailed to the Accounts Payable Department with copy to the Small Business Development Program. Pursuant to Texas Law, payment terms shall be net thirty (30) days.

All invoices shall include certified documentation noting any small business participation activity including but not limited to small business firm’s name, certification number, certification expiration date, description of work performed for the corresponding period noted on the invoice and amount being paid to the certified small business. Such documentation shall be certified by the small business and be used to monitor the ongoing small business commitment in accordance with the original proposed commitment and governing contract.

3.23 Cooperative Purchasing Agreement ‐ as permitted under Interlocal Cooperation Act C Texas

Government Code, Chapter 791, other governmental entities may wish to also participate under the same terms and conditions contained in this contract. If this solicitation does not specifically list additional entities, each entity wishing to participate must have prior authorization from Houston

Community College and the vendor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring the goods or services. Houston

Community College shall not be held responsible for any orders placed, deliveries made or payment for goods or services ordered by the entities. The proposal is to state their willingness to allow other governmental entities to participate in this contract, if awarded.

3.24 W9 Form ‐ Proposer shall include a W9 Form with their proposal submission.

4 Obligations and Waivers

THIS REQUEST IS A SOLICITATION FOR FORMAL REQUEST FOR PROPOSAL AND IS NOT A

CONTRACT OR AN OFFER TO CONTRACT.

THIS REQUEST DOES NOT OBLIGATE HCC TO AWARD A CONTRACT OR PAY ANY COST

INCURRED BY THE INDIVIDUAL OR COMPANY IN THE PREPARATION AND SUBMITTAL OF A

PROPOSAL.

HCC, IN ITS SOLE DISCRETION, RESERVES THE RIGHT TO ACCEPT ANY PROPOSALAND/OR

REJECT ANY AND ALL PROPOSALS OR A PART OF A PROPOSAL, WITHOUT REASON OR CAUSE,

SUBMITTED IN RESPONSE TO THIS REQUEST.

HCC RESERVES THE RIGHT TO REJECT ANY NON‐REPONSIVE OR CONDITIONAL PROPOSAL.

HCC RESERVES THE RIGHT TO WAIVE ANY INFORMALITIES, IRREGULARITIES, AND/OR

TECHNICALITIES IN THIS REQUEST, AND/OR ANY PROPOSALS RECEIVED OR SUMBITTED.

BY SUMBITTING A PROPOSAL, PROPOSER AGREES TO WAIVE ANY CLAIM IT HAS OR MAY

HAVE AGAINST HOUSTON COMMUNITY COLLEGE SYSTEM, AND ITS TRUSTEES, OR AGENTS

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

RECOMMENDATION OF ANY PROPOSAL; (2) ANY REQUIREMENTS UNDER THIS REQUEST OR

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

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

HCC RESERVES THE RIGHT TO WITHDRAW THIS REQUEST AT ANY TIME FOR ANY REASON;

REMOVE ANY SCOPE COMPONENT FOR ANY REASON; AND TO ISSUE SUCH CLARIFICATIONS,

MODIFCATIONS AND/OR AMENDMENTS AS DEEMED APPROPRIATE.

BALANCE OF PAGE INTENTIONALLY LEFT BLANK.

Revised 1_24_2023

ATTACHMENT NO. 1

REQUEST FOR PROPOSAL FORM

RFP‐C 24–30 NEW CARGO VAN (CUSTOM PACKAGE)

Date: HCC Proposal

No.: 24‐30

Title: Custom Cargo Van

(Custom Package)

Submitted by: Title:

Company: Email:

Phone:

Signature:

1. General Overview

Houston Community College (“HCC” and/or the “College”) through this Request for Proposal (“RFP”) is seeking proposals for the purchase and delivery of a new 2023–2024‐year model, Cargo Van (Custom Package). Delivery will be in accordance with the terms, conditions and requirements set forth in this Request for Proposal. The successful proposer will provide the specified requirements in accordance with all applicable federal, state and local laws, standards and regulations necessary to perform the scope of services.

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.

Houston Community College (HCC) reserves the right to accept or reject, in whole or in part, any or all proposals received and to make an award based on individual items or combination of items. Although HCC may award one contract as a result of this Request for Proposal, HCC reserves the right to award by line or in the aggregate and/or multiple awards, whichever is in the best interest of the College as a result of this solicitation.

The proposer certifies that he/she has read, understands, and agrees to be bound by the requirements and terms and conditions and any and all amendments issued by HCC and made a part of this solicitation as set forth or referenced in this solicitation. The undersigned understands and agrees that any award resulting from this offer will be made in the form of an HCC Purchase Order and will have the following order of precedence: 1) HCC Terms and Conditions of

Purchase Order, 2) HCC referenced solicitation including all amendments issued by HCC, 3) the Request for Proposal response as accepted and awarded by HCC. The undersigned further certifies that he/she is legally authorized to make the statements and representations in its response to this solicitation and that said statements and representations are true and accurate to the best of his/her knowledge. The undersigned understands and agrees that when evaluating proposals and making an award decision, HCC relies on the truth and accuracy of the statements and representations presented in the proposal response. Accordingly, HCC has the right to suspend or debar the undersigned from its procurement process and/or terminate any contract award that may have resulted from this solicitation if HCC determines that any statements or representations made were not true and accurate.

2. Solicitation Schedule

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

Solicitation Milestone Date & Time

Request for Proposal released and posted to HCC’s & ESBD’s websites

February 19,2024

A Pre‐Proposal Conference (Non‐Mandatory) N/A

Deadline to receive written question/inquiries March 4, 2024 by 5:00pm (local time)

Responses to written questions/inquiries (estimated) March 11, 2024

Proposal Submittal Due Date and Time March 21, 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 Request for Proposal and posted on Procurement Operations web site for your convenience.

3. Scope of Services and Specifications

HCC is seeking bids for the purchase and delivery of one (1) 2023‐2024 Custom Package, Cargo Van RWD 10‐Speed

Automatic with Overdrive V6 Van, ready for service upon delivery to the College. It is the intent of these specifications to describe the minimum requirements for the purchase and delivery of one 2023‐2024 Custom Package, Cargo Van

RWD 10‐Speed Automatic with Overdrive V6 for HCC’s Southwest College in sufficient detail to secure comparable bids/proposals.

The successful proposer (Contractor) shall be required to furnish all resources, transportation, services, labor, material, equipment, and supplies necessary and required to supply, deliver, (F.O.B Destination, Prepaid and Allowed) one(1)

2023‐2024 Custom Package, Cargo Van RWD 10‐Speed Automatic with Overdrive V6, in accordance with the general terms and conditions and requirements set forth in this Solicitation.

Vehicle Base Pricing:

Base pricing shall include all standard equipment. Deletions of standard equipment shall not be allowed.

Order Placement: Orders will be placed with a valid purchase order number for the vehicles.

The unit shall be completely assembled, adjusted, and all equipment installed, and the unit made ready for continuous operation upon delivery.

All parts not specifically mentioned which are necessary for the unit to be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the successful proposer. All parts shall conform in strength, quality, and workmanship to the accepted standard of the industry.

The unit provided shall meet, or exceed all Federal and State of Texas safety, health, lighting, and noise regulations and standards in effect and application furnished at the time of manufacture.

Vehicles shall be new (or never titled Program vehicle(s and meet or exceed the specifications listed. These specifications require any components needed to produce the whole unit of vehicle and equipment described by these specifications. All things essential to the production and delivery of the vehicle and equipment which these specifications are intended to describe, including those which may not be expressly mentioned, are required, and must be furnished by vendor.

The vehicle will have a minimum three (3) year/36,000‐mile, factory standard warranty, or greater.

Factory window sticker with the manufacturerʹs suggested retail price (MSRP) must be included in every vehicle delivered.

The base pricing and options items for any vehicle shall not exceed the MSRP. This is to include any and all factory price lists.

Upon delivery, each unit shall be accompanied by the Manufacturerʹs Certificate of Origin, Sales Invoice, Signed

Title Application, Odometer Statement, and Operator’s Manuals.

3.1 PRODUCT SPECIFICATIONS AND DESCRIPTIONS (OR EQUIVALENT)

2023‐2024 Custom Package, Cargo Van RWD 10‐Speed Automatic with Overdrive V6

Description

Front & Rear Vinyl Floor Covering,

3.73 Axle Ratio, 360‐Degree Camera w/Split View, 4‐Wheel Disc Brakes, ABS brakes, Air Conditioning, AM/FM radio, / AM/FM Stereo, / Radio: AM/FM Stereo w/SYNC® 4, Auto High‐beam Headlights, Auto Start‐Stop Delete, Brake assist, Cruise Control w/Adjustable Speed Limiting Device (ASLD), Vinyl Bucket Seats, Delay‐off headlights, Driver door bin, Driver’s Seat Mounted Armrest, Dual front impact airbags, Dual front side impact airbags, Electronic Stability Control, Exterior Parking Camera Rear, Front anti‐roll bar, Front Bucket Seats, Front Fog Lamps, Front reading lights, Front wheel independent suspension, Fully automatic headlights, Heavy‐Duty Cargo Flooring, Heavy‐Duty Scuff Plate Kit, Illuminated entry, Low tire pressure warning, Occupant sensing airbag, Overhead airbag, Panic alarm, Passenger cancellable airbag, Passenger door bin, Power door mirrors, Power steering, Power windows, Remote keyless entry, Reverse Sensing System, Short‐Arm Manual‐Folding Power Adjust Mirrors, Steering wheel mounted audio controls, Tachometer, Telescoping steering wheel, Tilt steering wheel, Traction control, Variably intermittent wipers, Vinyl Front Bucket Seats, and Wheels: 16″ Silver Steel w/Black Hubcap, Engine: 3.5L PFDi V6 Flex‐Fuel ‐inc: port injection and auto start‐stop technology, Rear‐Wheel Drive, Driver Alert, Black Rear Bumper w/1 Tow Hook, Electric Power‐Assist Steering, Custom Package Additional Required Specifications

Automatic Transmission

Lift Gate

Air Conditioning in Cab

High Ceiling in Cargo Area

Rollup Door

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 overall 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.

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, maintenance, and 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.

6. Warranty and Maintenance Service

The contractor must honor at a minimum the manufacturer’s standard warranty on items and/or parts purchased under this contract. A full one‐year warranty shall be provided after delivery of repairs. The first‐year warranty should include all parts and labor, including all necessary on‐site labor and all travel expenses for technicians.

Routine preventive maintenance visits should also be provided. If repairs are required due to substandard workmanship or defects, the Contractor will make the necessary corrections at its expense at no additional cost to

HCC. The Contractor shall repair or replace any component of this equipment which, within twelve (12) months of commissioning, is found to be defective in workmanship or in material, provided this equipment is installed, operated and maintained by HCC in accordance with approved practices and on the condition that the buyer gives proper notification in writing as soon as the defect becomes apparent.

The Contractor warrants all items acquired shall conform to all contractors’ representations, the requirements of this contract, and all published documentation. This warranty is in lieu of and specifically excluding all other warranties and representations, express or implied, direct or indirect, by contract, action, and statute law or otherwise.

a. 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.

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

7. 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 product, services to the list of locations and/or product, 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.

8. 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 equipment or 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.

9. Added Value

HCC is interested in maximizing the value of expenditures as it relates to achieving additional value that would further benefit HCC and its operation, as well as its community of citizens and their tax‐based funding. As such, bidders are encouraged to consider, develop and propose added value concepts, programs, components and the like that would further enhance the proposed acquisition represented in this solicitation request.

Schedule of Items and Prices:

Name of Bidder/Contractor: ___________________________________________________

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.

2. Total Cost

Line Description ‐ Truck No. 1 Qty UOM Total

Base Package Price: New 2023‐2024 Cargo Van RWD

10‐Speed Automatic with Overdrive V6, in accordance with the general terms and conditions and requirements set forth in this Solicitation.

(or equivalent)

Brand Offered:_________________________________

1 Each $________________

2 Additional Custom Package Price: 1 LOT $_________________

3 Grand Total: $_________________

MAXIMUM NUMBER OF DAYS FOR DELIVERY 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.

2.1 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.

Indicate any value‐added services offered by your firm for your services. These services include any skillset, abilities or service(s) that may add overall value to the 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. 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:

4. Cooperative Contract 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:

5. Additional Requirements

4.1 If the offer being made is under any existing cooperative contract, please specify the Cooperative Contract Name & Number: _____________________________________________________

4.2 Proposer accepts payment using a purchasing card (MasterCard) at no additional fee:

Yes ________ No________.

4.3 Proposer accept a site visit to inspect the items being proposed: Yes ________ No________.

6. Discount for Prompt Payment

Net 10 Calendar days _________% Net 20 Calendar days ________%

7. Delivery of Invoices All invoices shall reference the governing Purchase Order (PO) number and be sent to the following location via email to accounts.payable@hccs.edu

8. Certification By submitting this Request for Proposal response, the above named individual certifies that the individual/company is not ineligible to receive a purchase order/contract per the terms and requirements set forth per HCC General Terms and Conditions or for any other reason. Further, the above‐named individual certifies that he/she has read, understands and agrees to be bound by the requirements and terms and conditions set forth in this Request for Proposal.

9. Small Business Development Program (SBDP) The Houston Community College System’s Small Business Development Program (“SBDP” or the “Program”) was created to provide business opportunities for local certified small businesses to participate in contracting and procurement at Houston Community College (HCC).

The SBDP is a goal‐oriented program, requiring Contractors who receive Contracts from HCC to use Good Faith Efforts to utilize certified small businesses. The Program applies to all Contracts over $50,000, except Contracts for sole‐source items, federally funded Contracts, Contracts with other governmental entities, and those Contracts that are otherwise prohibited by applicable law or expressly exempted by HCC. The SBDP is a race and gender‐neutral program; however, HCC actively encourages the participation of minority and women‐owned small businesses in the SBDP.

To participate, small businesses must be certified by an agency or organization whose certification is recognized by HCC. Certification is based on the firm’s gross revenues or number of employees averaged over the past three years, inclusive of any affiliates as defined by 13 C.F.R. § 121.103, does not exceed the size standards as defined pursuant to Section 3 of the Small Business Act and 13 C.F.R. § 121.201.

A list of HCC recognized SBE Certifications may be found at http://www.hccs.edu/about‐hcc/procurement/small‐ business‐procurement/

Where did you learn of this RFP (please be specific): HCC Website Other Website ____________________ SBDP event __________________ Newspaper __________________ Other____________________