ESBD_File_359481_24-33 RFP Leave of Absence Solution Software.Final.pdf

Procurement Operations Department

3100 Main Street, 11th Floor Houston, Texas 77002

REQUEST FOR PROPOSAL

FOR

Leave Management Solution

RFP NUMBER.: 24-33

ISSUED BY:

Procurement Operations Department

FOR :

Talent Engagement

PROCUREMENT OFFICER :

Marites Trevino - Sr. Buyer E-mail: marites.trevino@hccs.edu

PROPOSAL CLOSE DATE: June 17, 2024

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

SUBMIT PROPOSAL PACKET IN THE:

HCC BID Portal:

Houston Community College (bonfirehub.com)

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

mailto:marites.trevino@hccs.edu https://hccs.bonfirehub.com/portal/?tab=login

TABLE OF CONTENTS

Section Headings Page Number Section 1-General Information and Instructions 3 Section 2 – Submittal Instructions 4 Section 2 – Project Overview and Scope of Services 6 Section 3 – Schedule of Items and Pricing 9 Section 4 – Proposal Evaluations 11 Section 5 – Instructions to Proposers 13 Section 6 - General Information 18 Section 7 – Required Attachments 29

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

Exhibit Number Exhibit Title

Exhibit No. 1 Sample HCC Form Services Agreement

SOLICITATION SCHEDULE

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

Solicitation Milestone Date & Time RFP released and posted to HCC’s & ESBD’s websites May 15, 2024 Virtual Pre-Proposal Meeting (Non-Mandatory) May 22, 2024 at 10:00 a.m. (local time) Deadline to receive written questions/inquiries May 28, 2024 by 5:00 pm (local time) Responses to written questions/inquiries (estimated) June 03, 2024, 2024 Proposal Submittal Due Date June 17, 2024, by 2:00 pm (local time) Anticipated Board Recommendation and Approval August 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

I. SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

1.1. Introduction

The Houston Community College (“HCC” and/or the College) seeks proposals from qualified firms to provide a Leave Management Solution for the College. Sealed responses, subject to the terms and conditions of this RFP as more fully explained herein, for evaluation of services must be received by the due date specified in the Solicitation Schedule above. Visit Houston Community College bonfirehub.com for additional information on this and other business opportunities.

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

1.2. 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. The Fact Book can be found at www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/.

1.3. Vendor Communication:

Communication between the Procurement Operations Department and vendors is helpful and encouraged.

Steps must be taken, however, to maintain a fair opportunity to compete for all vendors and to avoid any appearance of favoritism. In order to protect the integrity of the process, once the solicitation is issued, the following must be observed:

• Other than the Assigned Procurement Officer listed, all communication is strictly forbidden and may result in disqualification.

• All requests for clarifications, information, and questions must be submitted in writing to the Assigned Procurement Officer during the Question-and-Answer time frame outlined in the solicitation document.

• All responses and necessary corrections to the solicitation will be communicated through the addendum process by the Assigned Procurement Officer.

The above-referenced guidelines ensures the College is maintaining a fair and equal opportunity among all eligible vendors during the solicitation process.

1.4. Submittal Instructions

http://www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/

Responses are to be submit electronically through the HCC Bonfire Portal https://hccs.bonfirehub.com/portal. HCC utilize Bonfire as its exclusive solicitation platform.

Proposals are now accepted through the Bonfire platform.

1.4.1. The following are some important notes about Bonfire:

i. Official versions of HCCs 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 the 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 through the Opportunity Q&A feature in Bonfire; and by submitting a Proposal in Bonfire, Proposer acknowledges and accepts all addenda, questions, and answers posted by HCC in Bonfire.

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

i. 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;

ii. 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; and https://hccs.bonfirehub.com/portal/?tab=openOpportunities mailto:Support@GoBonfire.com

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 to HCC’s consideration of their Proposal.

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

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

1.4.5. All questions regarding this proposal must be submitted in writing not later than the due date specified above in the Solicitation Schedule in the Bonfire portal. Contact between solicited vendors and user departments during the request for sealed proposal process or evaluation process is prohibited.

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

1.4.7. 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

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II. SECTION 2 –PROJECT OVERVIEW & SCOPE OF SERVICES

2.1 Project Overview

Houston Community College System (“HCC and/or the “College”) is accepting sealed proposals from qualified respondents to secure a Leave Management Solution in accordance with the scope of work/services and the terms and conditions described herein. The purpose of this request is to allow HCC to purchase these goods and/or services from your company while remaining in compliance with state and federal proposal laws and requirements. HCC reserves the right to award separate contracts to multiple contractors.

2.2 Contract Term

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

2.3 Pre-Proposal Conference

A pre-solicitation conference is scheduled for (May 22, 2024 at 10:00 am CST). The pre-proposal meeting will be held virtually as indicated in the Solicitation Schedule above via Microsoft Team platform.

Link to join the meeting: Pre Proposal Meeting.

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

2.4 Project Purpose:

The software will allow the Talent Engagement department to enhance its current business process, improve its leave processes and efficiency, streamline the existing Leave of Absence process, sim-plify FMLA and ADA Case Management. The software will need to calculate eligibility, communi-cate with employees throughout the process, create an audit trail of all activity and communication, and remain compliant with all FMLA laws and regulations and include customizable reporting.

The organization administered end-to-end 300+ FML Leave cases.

2.5 Scope of Services

At minimum, the Hoston Community College is seeking the following goods and/or services to be provided by the Supplier(s): HCC is soliciting proposals from qualified vendors for Leave Manage-ment Software, installation, and implementation.

HCC is currently working on the acquisition of Leave Management Software. The system must be configurable with the college’s existing software tools and the software solution must be inter-face with HCC’s ERP system, PeopleSoft HCM. HCC anticipates purchasing a multi-year contract by mid-August 2024.

The Supplier will provide all materials, equipment labor, insurance, supervision, tools, supplies, and other expenses necessary to provide a Leave Management Solution, specifically for the man-agement of FMLA, ADA, and at HCC Non-FMLA regulations.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGYwZjQ5MzktZGZjNi00YjQ0LTg4NzktNTE3NzQ1MTE5ZTU3%40thread.v2/0?context=%7b%22Tid%22%3a%22bedc536d-9380-4d10-9954-ddfc8f5b5bdd%22%2c%22Oid%22%3a%228fe95571-f27f-4df0-a39a-04234dbd6bb1%22%7d

The administration of FMLA, ADA, and Non FMLA regulations are centralized. The ability to configure the system with minimal cost as needed when the current ERP systems are upgraded, or an existing system is replaced is a key component. It is the intent of HCC to award one or more agreements to meet the needs of the College.

2.5.1 The software shall include the following components, but not be limited to:

Leave and Accommodation Automation:

− Family and Medical Leave Act − Reasonable Accommodation (ADA)

HCC Non FMLA − Tools to support Case management.

− Letter Templates − Deduct an employee’s time in accordance with FMLA usage.

− Auto-generated notices and letters − Reporting tools with Ad Hoc capabilities − Compliance with Federal and State Laws − Integrate employer policies and procedures.

− Employee Self Service capabilities, and − Mobile self-service capabilities.

2.5.2 System Requirements

− Family and Medical Leave Act − Reasonable Accommodation (ADA) − HCC Non FMLA − Tools to support Case management − Letter Templates − Deduct an employee’s time in accordance with FMLA usage − Auto-generated notices and letters − Reporting tools with Ad Hoc capabilities − Compliance with Federal and State Laws − Integrate employer policies and procedures − Employee Self Service capabilities, and − Mobile self-service capabilities

2.5.3 The Leave (FML) and Accommodation Software shall have:

− The ability to incorporate changes in federal and state laws/regulations into the left software to ensure compliance

− Be able to track FMLA hours usage for continuous and intermittent.

− The system calculates an employee's paycheck accurately and timely based on their

FMLA status − Security profiles for managers − Automation for case management tasks o Ability to upload documentation and automatically route to open case Faxing and Barcoding o Ability to make notes on cases o Ability to prevent duplicate claims o Ability to see all outstanding tasks, deadlines, and case files for easy retrieval and action o Dashboards to store files and attachments o Communication Template Repository

Automate emails and letters and/or text messaging Automatic document routing Instant audit trail generation

• Multiple source intake o Electronic capability for FML/ADA request through Employee Single sign-on o Ability for the manager to request FML on behalf of the employee o Ability to calculate eligibility in real time across company, federal state leave laws.

o Electronic capability for employees to make additional ADA extension requests after the initial ADA request has been opened.

• Analytics Dashboard

• Access to detailed and/or customizable reports; not limited to Absence Trends, cost of absences, leave status, ADA request, etc.

• Ability to provide instant leave eligibility, required documentation, and employee guidance regarding;

• Sending communication to employees and managers based on events.

• Initiate required forms to administer leaves.

• Inform employees of available leave options

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3.0 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.

All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP. Unless otherwise stated, Proposer agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the College.

All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used.

There are no exceptions. Price quotes shall include any and all payment incentives available to the College.

Proposers are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

3.2 Price Schedule

The respondent is to provide information and pricing for all items listed in the Price Schedule to support the purchase of the requested product/service. Respondent must complete the open boxes using information supplied in the Price Schedule. The Price Schedule will help HCC to fairly assess each proposer's pricing and evaluate the competitiveness of each proper's offer. (All boxes must be completed in order to complete your submission in Bonfire Bid Table (BT-05OS).

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 Evaluation

Price points shall be calculated based on the following formula:

Lowest Total Proposed Cost/Proposer’s Total Proposed Cost X Available Price Points = Price Score.

3.6 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:

4.0 SECTION 4 –EVALUATION CRITERIA

4.1 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all proposals to determine which proposers have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, 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.

An evaluation committee will score proposals on the basis of the following evaluation criteria:

Evaluation Criteria Available Points Firm’s Qualification and Experience (Tab 1) and Demonstrated Qualifications of Personnel and Team (Tab 2)

Proposed Approach and Methodology (Tab 3)

Past Performance & References (Tab 4) 10

Price Proposal (Tab 5) 35

Small Business Practices (Tab 6) 5

Total Points 100

4.2 Eligibility for Award

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

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

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

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

iii. Have a satisfactory record of past performance.

iv. Have necessary personnel and management capability to perform any resulting contract.

v. Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the contract requirements.

vi. Certify that the firm is not delinquent in any tax owed the State of Texas under Chapter 171, Tax Code; and is not delinquent in taxes owed to the Houston 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 6.16 - Prohibited Communications and Political Contributions.

e. Only individual firms or lawfully formed business organizations may apply (This does not preclude a respondent from using subcontractors or contractors.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

5.0 DOCUMENT FORMAT AND CONTENT

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

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

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

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

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

5.5 Responses to this RFP must include a response to the proposal requirements set forth in the Scope of Services, above.

5.6 Proposals must be typed on letter-size (8-1/2” x 11”) paper. HCC requests that proposals be submitted in a binder. Preprinted material should be referenced in the proposal and included as labeled attachments. Sections should be divided by tabs for ease of reference. An electronic (CD or flash drive) copy of the proposal must be provided in an Adobe Acrobat (.pdf) format.

5.7 Table of Contents: Include with the proposal a Table of Contents that includes page number references. The Table of Contents should be in sufficient detail to facilitate easy reference of the sections of the proposal as well as separate attachments (which should be included in the main Table of Contents). Supplemental information and attachments included by your firm (i.e., not required) should be clearly identified in the Table of Contents and provided as a separate section.

5.8 Number of Copies: If submitted through the Bonfire platform, submit one copy. If a paper response is submitted, Proposers must submit (1) original printed and one (1) electronic copy of your Proposal including all required HCC Forms and documents. An original (manual) signature must appear on the original printed copy and must be reflected in the original electronic copy. The electronic copies should be in non-editable .PDF format and should include the entire submission, including an individual separate file containing your price proposal. The front cover of the binder containing your response should be clearly marked with the Project Name and Number.

5.9 Proposals must be submitted and received in the HCC Procurement Operations Department on or before the time and date specified in the Solicitation Schedule.

5.10 Late proposals properly identified will be returned to Proposer unopened. Late proposals will not be considered under any circumstances.

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

5.12 Proposer Response General: Your Technical Proposal should clearly define (i) your Firm’s total capacity and capabilities, (ii) your qualifications to perform the work, (iii) your ability to perform the services outlined in the Scope of Services, (iv) your understanding of HCC, and (v) what differentiates you from your competitors. At a minimum, your Technical Proposal shall include the following:

5.13 Cover letter-The cover letter shall not exceed 1 page in length, summarizing key points in the proposal and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the State of Texas for the services offered.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a respondent from using consultants.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

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

5.15 Tab 1: Firm’s Qualification and Experience

1) Qualifications & Experience of the Firm: Provide a brief description of your firm, including the total number of supporting personnel related to providing the services of the type and kind required in this RFP.

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

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

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

5) Provide examples of your firm civic activities including awards and recognitions.

6) Provide a detailed list where your firm has provided services of the type and kind required in this RFP during the past 3 years including but not limited to public and private organizations including: state agencies, state institutions of higher education, cities, counties, school districts, junior colleges, or other special authorities and districts.

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

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.

5.16 Tab 2 – Demonstrated Qualifications of Personnel and Team This section should discuss the proposed designated staff of the responding firm (key personnel) committed to HCC and providing the services described in this solicitation.

1) Key Personnel: Identify key personnel that would be assigned to HCC and that will provide the services described in the Scope of Services. Include an organizational chart, which identifies key personnel and their particular roles in furnishing the services required under this RFP. Describe how the team will be organized to deliver the services defined in this RFP.

2) Provide brief resumes (not more than one (1) page) for each key personnel. The resumes must clearly specify the number of years the personnel have been providing the type of services as described in this RFP.

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, percent of time to be assigned to this account and physical office location.

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

5. Provide a list of similar accounts where they have provided services of the type and kind required in this solicitation and include detailed description of their particular role in the account and length of time on the account.

5.17 Tab 3 – Proposed Approach & Methodology

This section should describe and discuss your proposed approach and methodology in providing the services of the type and kind required in this RFP. By reading the proposed approach and methodology overview, HCC must be able to gain a comfortable grasp and clear understanding of the level of services to be provided and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirements of this RFP.

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

2) Provide a detailed implementation plan with projected start and end dates of completion for each task from delivery of service to HCC. List any required HCC resources or expectations needed in order to meet the proposed timeline.

3) Proposer must provide an approach and methodology overview which consists of a concise and detailed description of the requested services proposed in response to this RFP.

4) HCC intends that each proposer provide a detailed and comprehensive description of all services that the proposer will provide if it enters into a contract pursuant to the RFP.

5) Quality: Please identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this RFP to HCC. Your response should indicate the frequency of the measurement, how it will be used to continually improve performance, and how this information will be shared with HCC. Your response should include how do you measure and monitor quality of work, ensure delivery is met, and how problems are tracked, escalated (if required) both internally and with the customer.

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

7) Capabilities and Capacity: Proposer shall clearly define its in-house capability and capacity to perform the work identified in the Scope of Services of this RFP. Your response must describe the various technologies, tools, methods, and technical expertise that you will provide to HCC and/or that will be used in the delivery of the services and how that will be of benefit in the delivery of services to HCC.

5.18 Tab 4 - Past Performance and References

This section should establish the ability of the respondent (and its sub-consultant), if any, to satisfactorily perform the required work.

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

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

3) Demonstrate the capability and successful past performance of the firm with respect to producing high quality services, maintaining good working relations for services of the required in this RFP.

4) Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available.

Include a detailed explanation of the circumstances related therein for any such contracts noted.

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

6) Provide letters of recommendations from other public junior or community colleges or higher education clients or other relevant references listing recently completed engagements for the services of the type and kind required in this RFP.

5.19 Tab 5 – Price Proposal

The Proposer/Contractor shall furnish all resources and services necessary and required to provide the services of the type and kind required in this RFP, in accordance with the Scope of Services, and the governing terms and conditions for the proposed price(s) listed in Section 2 – Price Proposal.

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

2) For the purposes of this RFP, 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 be cause for HCC to reject, as non-compliant, a proposal from further consideration.

5.20 Tab 6 - Small Business Practices

This section shall include a clear statement of the firm’s commitment and plan to meet the small business goal specified in this solicitation, if any.

1) Describe your previous experience, involvement and approach in working with certified Small

Business firms, including level of effort, division of duties and providing opinions. Provide a statement detailing small business participation commitment.

2) At a minimum, your response must include: (a) Firm’s commitment to meeting the small business participation goal for the solicitation (b) a description of previous engagements where your firm has successfully subcontracted work to small businesses including the percentage (%) of work subcontracted to these firms under each engagement; (c) a narrative outlining your overall approach to subcontracting and how you will solicit small businesses for participation as part of this solicitation; and (d) indicate what challenges you anticipate in attaining HCC’s goal.

3) Describe your company’s process for the selection of subcontractors in accordance with the statutory procedures required for the solicitation of subcontractors, including your process for evaluating subcontractors’ performance while also incorporating a Small Business Development Program.

4) Provide a reference list of all customers noted in Tab 4 above that included a Small Business or similar program where you have performed work similar to the type of work described in this RFP. Provide the contact person and the representative who served as the Small Business Development liaison (or equivalent), telephone number and email address.

5.21 Tab 7 - Firm’s Financial Status

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

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

5.22 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. At a minimum, your response must include:

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

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

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

1) Number of HCC students proposed to be used as student interns in delivering the scope of services as defined in this RFP.

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

3) Proposed number of hours and length of engagement for HCC student interns shall perform under the resulting contract.

4) 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.

5) Proposed mentor/representative that will be responsible in working with and leading

HCC student interns under the resulting contract.

5.23 Tab 9 – Required Attachments

This section shall include all Attachments noted in Section 6; all forms shall be completed, signed, and submitted with the Proposal. Attachments 1, 5, and 7 must be signed and notarized.

6.0 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.

6.1 HCC reserves the right to reject any or all proposals or to accept any proposals it considers most favorable to HCC, or to waive irregularities in the Request for Proposal (RFP) 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 contained in the RFP shall be completed. Failure to do so may result in the firm’s proposal or submittal being declared non-responsive to the solicitation requirements.

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

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

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

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

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

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

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

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

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

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

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

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

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

6.5 Award / Contract Approval

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

6.6 Inquiries and Interpretations

Responses to inquiries, which directly affect an interpretation or change to this RFP, will be issued in writing by addendum (amendment) and all addenda will be posted on 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 RFP, 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 of this RFP (Contract Award Form).

6.7 Commitment

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

6.8 Acquisition from Other Sources

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

6.9 Vendor Registration

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

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

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

6.10 Obligation and Waivers

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

OFFER TO CONTRACT.

A PROPERLY COMPLETED VENDOR APPLICATION IS REQUIRED AND IS A

CONDITON OF CONTRACT AWARD.

THIS REQUEST FOR PROPOSAL DOES NOT OBLIGATE HCC TO AWARD A

CONTRACT OR PAY ANY COSTS INCURRED BY THE PROPOSER IN THE

PREPARATION AND SUBMITTAL OF A PROPOSAL.

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

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

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

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

PROPOSAL. HCC RESERVES THE RIGHT TO WAIVE ANY INFORMALITIES,

IRREGULARITIES AND/OR TECHNICALITIES IN THIS SOLICITATION, THE

PROPOSAL DOCUMENTS AND /OR PROPOSALS RECEIVED OR SUBMITTED.

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

OR MAY HAVE, AGAINST HOUSTON COMMUNITY COLLEGE SYSTEM AND ITS

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

ADMINISTRATION, EVALUATION OR RECOMMENDATIONS OF ANY PROPOSAL;

(2) ANY REQUIREMENTS UNDER THE SOLICITATION, PROPOSAL PACKAGE, OR

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

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

HCC RESERVES THE RIGHT TO WITHDRAW THIS SOLICITATION AT ANY TIME

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

ISSUE SUCH CLARIFICATIONS, MODIFICATIONS AND/OR AMENDMENTS AS

DEEMED APPROPRIATE.

HCC RESERVES THE RIGHT TO NEGOTIATE TERMS AND CONDITIONS

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

RESPONDER. IF AGREEMENT CANNOT BE REACHED WITH THE HIGHEST RANKED

RESPONDER, HCC RESERVES THE RIGHT TO NEGOTIATE WITH THE NEXT

HIGHEST RANKED RESPONDER AND SO ON UNTIL AGREEMEMENT IS REACHED.

WHEN AN AGREEMENT IS REACHED, HCC WILL SUBMIT ITS

RECOMMENDATIONS TO THE BOARD OF TRUSTEES FOR APPROVAL AND

AWARD OF THE CONTRACT.

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.

6.11 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 initial proposals received, without discussion of such proposals. 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 the proposal for award.

6.12 Postponement of Proposals Due Date/Time:

Notwithstanding the date/time for receipt of proposals established in this solicitation, the date and time established herein for receiving proposals may be postponed solely at HCCs discretion.

6.13 Oral Presentations:

During the process of selecting a company to provide the required services, oral presentations may or may not be held. Each proposer should be prepared to make a presentation to HCC.

The presentations must show that the proposer clearly understands the requirements of the solicitation and has a strategic plan and approach to complete the work.

6.14 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 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…