Request for Qualification(RFQ) _HPS2026RoofConsulting Addendum.pdf

REQUEST FOR QUALIFICATIONS(RFQ)

#HPS2026RoofConsulting

Roof Consulting Services For

Harmony Public Schools

Submittal Deadline & Proposal Closing:

07/23/2026 at 11:00 a.m. Central Time

TABLE OF CONTENTS

Items below represent components that comprise this bid/proposal package. Respondents are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, please notify

HPS’s Director of Facilities immediately.

TABLE OF CONTENTS

1. Notice of Intention

2. Proposal Requirements

3. Instructions to Respondents

4. Scope of Services

5. Statement of Qualifications

6. Evaluation & Award

PART 1.0 – NOTICE OF INTENTION

Harmony Public Schools (“HPS”) is a Texas public charter school system requesting Statements of Qualifications from experienced and independent Roof Consulting Service Firms to provide:

● Annual Roof Inspection Services

● Professional Independent Roofing Consulting Services for HPS campuses located throughout the State of Texas.

The purpose of this RFQ is to select one or more qualified roof consultants who will serve as independent third-party advisors. The selected consultant must be separate from any roofing contractor, manufacturer, distributor, or material supplier and must not perform roofing repair or replacement work for HPS.

This procurement is conducted in accordance with the Professional Services Procurement Act, Texas Government Code Chapter 2254.

PART 2.0 – PROPOSAL REQUIREMENTS

Please read carefully this entire proposal document and specifications. Complete all forms and submit your bid with all appropriate attachments.

2.1 Request for Qualifications (RFQ) Documents

HPS’ procurement solicitation documents are made available online via the HPS eBid System to anyone who wishes to submit a proposal. However, it is the responsibility of the proposer submitting a statement of qualifications to make certain that HPS has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda or other critical information.

2.2 Tentative Time Table

HPS anticipates following the time table listed below for this job:

Item Activity Date & Time

1 Job starts to advertise (1st run) 05/20/2026

2 Job advertised (2nd run) 05/27/2026

4 Deadline for submission of proposals 07/23/2026

6 Award Date (Tentative) 08/29/2026

The table above is only an estimate and may vary.

2.3 Procurement Method

HPS is utilizing the Request for Qualifications (RFQ) method of procurement in accordance with the Professional Services Procurement Act, Chapter 2254 of the Texas Government Code, specifically Section 2254.004.

For information regarding the proposal process, contact Mr. Hayati Ugur, Director of Facilities Management, at 713-343-3333, ext. 6483.

2.4 Requirements for Return of Statements of Qualifications

Respondents must submit statements of qualifications electronically using the HPS eBid System by the established deadline (07/23/2026). Please refer to the “Instructions to Proposers” section to ensure that you submit all the required information.

The HPS eBid System does not accept responses after the due date and time. Please note that if you begin responding to the bid request and do not click “submit” by the time the RFQ is scheduled to close, your bid will not have been submitted.

2.5 Rights Reserved by HPS and Restrictions on RFQ Process

a) HPS reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Qualifications.

b) HPS further reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors or proposers. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with HPS. HPS may make multiple awards, and this fact should be taken into consideration by each proposer.

c) HPS assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a proposal or any amendments or addenda, participating in bid conferences, participating in any negotiation sessions or discussions or any other costs incurred by proposers prior to award of a contract pursuant to this RFQ.

d) HPS reserves the right to award contracts for individual products or services as may appear advantageous.

e) HPS further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s proposal or any parts thereof. HPS further reserves the right to waive any formalities or technicalities if deemed in the best interest of HPS. HPS also reserves the right as sole judge of quality and equality.

2.6 Questions and Clarification

a) Questions regarding the requirements specified in this solicitation may be sent through the HPS eBid

System no fewer than five (5) business days before the proposals are due.

b) HPS will not answer verbal questions; any responses to a prospective vendor’s questions will be posted on the HPS eBid System.

PART 3.0 – INSTRUCTIONS TO RESPONDENTS

This portion of the RFQ includes instructions on the format proposers must follow in preparing and submitting their statements of qualifications.

3.1 Compliance with Specifications

Proposers are required to respond to all requests identified in this RFQ and indicate their acceptance or objection to the terms of the RFQ and the terms of the Agreement. Any exceptions to the terms and conditions in the RFQ or the Agreement must be clearly indicated in the proposer’s Note to Buyer section of the proposer’s bid submitted proposal. Each proposer, by making its proposal, represents that the proposer has read and understands the RFQ and the Agreement.

3.2 Required Proposal Format

All proposers are required to respond to this RFQ using the HPS eBid System. The forms included in the Attachment Packet must be completed, signed, scanned, and attached under “Response Attachments” in the eBid System. Please ensure that you respond to all Bid Attributes and Line Items in this Request for Qualifications.

3.3 Addendum

Any interpretations, corrections, additions, or changes to this RFQ will be communicated to proposers by the issuance of an addendum. It is the responsibility of the proposer, prior to submitting the proposal, to determine whether an addendum was issued. All proposers shall comply with the requirements specified in any addendum issued by HPS.

3.4 Disqualification

A proposer may be disqualified before or after the proposals are opened, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage.

3.5 Environmental Initiatives

HPS is committed to reducing waste and promoting energy conservation. Toward that end, proposers responding to this solicitation are encouraged to provide their company’s environmental policy and green initiative.

3.6 Interpretation

This solicitation represents the basis for any award and supersedes all prior offers, negotiations, exceptions, and understandings (whether orally or in writing). Submitted proposals should be self-explanatory and should not require any clarification or additional information.

3.7 No Return of Proposals; Withdrawal of Proposals

Once submitted, HPS will not return proposals to proposers. A proposal that has been submitted via HPS’s eBid system may be withdrawn prior to the deadline for the submission of proposals.

3.8 Non-Collusion Statement

Proposers are required to certify a Non-Collusive Statement. Proposers are required to state the party submitting a proposal or bid, that such proposal or bid is genuine and not collusive or sham; that proposer has not colluded, conspired, connived or agreed, directly or indirectly, with any entity or person, to put in a sham proposal or bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the proposal price or of any other proposer, or to fix any overhead, profit or cost element of said proposal price, or of that of any other proposer, or to secure any advantage against HPS or any person interested in the proposed contract, and that all statements in said proposal or bid are true.

3.9 Open Records Policy

HPS is a governmental body subject to the Texas Public Information Act. Proposals submitted to HPS as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. If a proposer believes that its response, or parts of its response, may be exempted from disclosure under Texas law, the proposer must specify page-by-page and line-by-line the parts of the response which it believes are exempt. In addition, the proposer must specify which exception(s) to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception(s). Vague or general claims to confidentiality will not be accepted. HPS assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by proposers.

3.10 Responsible Vendor

A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.

3.11 Responsive Proposal

Proposals shall be deemed responsive if they comply with all material and administrative aspects of this solicitation.

3.12 HPS is tax-exempt

HPS is tax-exempt. Proposal prices should not include taxes.

3.13 Conflict of Interest (CIQ Form – must be filled out and attached to proposal in the Response Attachment section of the HPS eBid System) Harmony Public Schools is required to comply with Texas Local Government Code Chapter 176, Disclosure of Certain Relationships with Local Government Officers. House Bill 23 significantly changed Chapter 176 as well as the required disclosures and the corresponding forms. As of September 1, 2015, any vendor who does business with HPS or who seeks to do business with HPS must fill out the new Conflict of Interest Questionnaire (CIQ) whether or not a conflict of interest exists. A conflict of interest exists in the following situations:

1) If the vendor has an employment or other business relationship with a local government officer of HPS or a family member of the officer, as described by section 176.003(a)(2)(A) of the Texas Local Government Code; or

2) If the vendor has given a local government officer of HPS, or a family member of the officer, one or more gifts with the aggregate value of $100, excluding any gift accepted by the officer or a family member of the officer if the gift is: (a) a political contribution as defined by Title 15 of the Election Code; or (b) a gift of food accepted as a guest; or

3) If the vendor has a family relationship with a local government officer of HPS.

“Vendor” means a person who enters or seeks to enter into a contract with a local governmental entity. The term includes an agent of a vendor. The term includes an officer or employee of a state agency when that individual is acting in a private capacity to enter into a contract. The term does not include a state agency except for Texas Correctional Industries. Texas Local Government Code 176.001(7).

“Business relationship” means a connection between two or more parties based on the commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public;

or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Texas Local Government Code 176.001(3).

“Family relationship” means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity, as those terms are defined by Subchapter B, Chapter 573, Government Code. Texas Local Government Code 176.001(2-a).

● “Local government officer” means: (A) a member of the governing body of a local governmental entity; (B) a director, superintendent, administrator, president, or other person designated as the executive officer of a local governmental entity; or (C) an agent of a local governmental entity who exercises discretion in the planning, recommending, selecting, or contracting of a vendor. Texas Local Government Code 176.001(4).

HPS Board of Directors include:

If no conflict of interest exists, you must fill out Box 1 and type N/A on Box 3 of the CIQ form, sign and date it.

In the event of changed circumstances, an updated CIQ must be filed within seven (7) business days after the vendor becomes aware of a conflict of interest exists.

EDGAR Conflict of Interest Requirements

In accordance with federal EDGAR requirements, 2 CFR § 318(c)(1), no employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

The officers, employees, and agents of HPS may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Violations of this standard by an employee will be reported to the Superintendent’s Office and addressed through HPS’s personnel policies. Violations of this standard by an officer or the Superintendent shall be addressed to the Board President and addressed through HPS Board policies.

PART 4.0 – SCOPE & SPECIFICATIONS

PROJECT SCOPE OF WORK

HPS is seeking statements of qualifications from independent roof consulting firms to provide annual visual and physical inspections of all assigned roof systems; inspect roof membranes, flashings, penetrations, curbs, drains, attached canopies, scuppers, and rooftop equipment; identify active leaks, deficiencies, deterioration, and potential failure risks; and assess overall roof condition and performance for general compliance with applicable building codes and manufacturer requirements.

Other, separate, projects may be planned and implemented during the contract duration of this RFQ and extensions thereof. The selected Roof Consulting firm(s) will provide the following services :

plan review at all design stages of the project, construction administration , site visits, management of all communication between each project involved party, bid procurement, bid reviews/evaluations and awards, change order management and negotiation, value engineering, pay application review and approval, attendance at HPS Board meetings as requested, attendance at meetings and communication between local jurisdictions and power companies, preparation of punch list and follow up, closeout services, and one (1) year warranty services. Multiple awards may be given, by

HPS, to provide a pool of roof consulting firms to be used on an as-needed basis.

HPS will evaluate each Statement of Qualifications submitted, as per the terms of this RFQ, to determine responsiveness to HPS’s needs and if desired by HPS, to create a pool of qualified firms.

It is the intent of HPS to establish a core group of the most highly qualified professional service firms based on the criteria represented in the “Evaluation Criteria & Weights” detailed in Section 6.0 of this RFQ. Projects will be assigned to firms selected from the pool on a project-by-project basis.

Firms in the pool are not guaranteed to be assigned any minimum number of projects. As required by law, HPS will make the selection for firms to be included in the pool based on the most highly qualified firm for each project type. The selection process for the pool will be based on a review of the firm’s qualifications, completed projects, project-specific needs, and client references.

Assignments of projects to firms selected for the pool will also be made on the basis of demonstrated competence and qualifications. HPS reserves the right to make project assignments all at once, or as each project is activated in the future, whichever is in the best interest of HPS. Fee negotiations will not occur until the most highly qualified firm is selected from the pool for a particular project assignment.

Geographic Service Regions

HPS operates within five (5) primary service regions. Respondents may submit qualifications for one region, multiple regions, or statewide coverage.

District Primary Service Areas Approx.

Campus Count

Houston Districts North, South, West, Katy, Sugar Land, Beaumont, Bryan

North Texas District

Dallas, Fort Worth, Carrollton, Garland, Plano, Grand Prairie, Euless, Irving

Central Texas District

Austin, Cedar Park, Pflugerville, Waco,Georgetown,Leander

South Texas District

San Antonio, Laredo, Brownsville 9

West Texas District

El Paso, Lubbock, Midland, Odessa 10

Any newly opened campus or acquired facility shall automatically be incorporated into the awarded roof consulting firm’s assigned service territory under the same terms and conditions.

SCOPE OF SERVICES

Phase I – Annual Roof Inspection A comprehensive commercial roof inspection report should include detailed documentation of the roof’s condition, deficiencies, safety concerns, and maintenance recommendations. The report should be structured so facility managers, owners, insurance carriers, and contractors can clearly understand the roof system status and prioritize corrective actions.

Items Required in Roof Inspection Report

1. General Property Information

● Property name and address

● Building identification number/name

● Date of inspection

● Weather conditions during inspection

● Inspector name, company, and certifications

● Roof access method

● Occupancy type (school, office, warehouse, etc.)

2. Roof System Identification

● Roof type/system:

○ TPO

○ PVC

○ EPDM

○ Modified Bitumen

○ Built-Up Roof (BUR)

○ Metal roof

○ Coating system

● Manufacturer (if known)

● Roof age and installation date

● Warranty information

● Roof section identification/map

● Total roof area (square footage)

3. Executive Summary

A concise overview including:

● Overall roof condition rating

● Immediate concerns

● Estimated remaining useful life

● Critical deficiencies

● Recommended corrective actions

● Leak status

● Safety hazards

Example condition scale:

● Excellent

● Good

● Fair

● Poor

● Failed

4. Roof Plan / Roof Map

● Annotated roof drawing

● Roof section labels

● Drain locations

● HVAC and equipment locations

● Leak locations

● Areas of ponding water

● Deficiency markers

This is one of the most important parts of the report.

5. Photographic Documentation

Include clear photos of:

● Overall roof conditions

● Deficiencies

● Flashings

● Penetrations

● Drainage conditions

● Ponding water

● Membrane damage

● Equipment curbs

● Safety concerns

● Interior leak evidence (if applicable)

Photos should be labeled and referenced to roof locations.

6. Membrane Condition Assessment

Document:

● Cracks

● Blisters

● Splits

● Open seams

● Punctures

● Shrinkage

● Surface deterioration

● Coating failure

● UV damage

● Exposed insulation

● Fastener back-out

7. Flashing Inspection

Inspect and report conditions of:

● Wall flashings

● Base flashings

● Counter flashings

● Pipe flashings

● Expansion joints

● Edge metal

● Copings

● Parapet conditions

8. Roof Penetrations

Document conditions around:

● HVAC curbs

● Exhaust fans

● Skylights

● Plumbing vents

● Electrical penetrations

● Conduit supports

● Satellite equipment

9. Drainage Evaluation

Include:

● Roof drains

● Gutters

● Downspouts

● Scuppers

● Overflow drains

● Evidence of ponding water

● Drain obstructions

● Slope deficiencies

10. Structural Observations

Visible observations only unless structural engineering is included:

● Deck deflection

● Soft spots

● Water intrusion

● Rust/corrosion

● Saturated insulation indicators

● Signs of movement or settlement

11. Moisture Assessment (If Performed)

Testing methods:

● Infrared scan

● Nuclear scan

● Moisture meter

● Core sampling

Include:

● Wet insulation areas

● Moisture maps

● Estimated affected square footage

12. Interior Leak Investigation

If leaks are reported:

● Ceiling damage

● Active leaks

● Water staining

● Mold indicators

● Interior moisture damage

● Leak source correlation

13. Safety and Code Concerns

Document:

● Unsafe roof access

● Missing ladder guards

● Fall protection deficiencies

● Trip hazards

● Exposed electrical hazards

● OSHA concerns

● Code violations

14. Rooftop Equipment Evaluation

Assess:

● Equipment supports

● Improper installations

● Pitch pans

● Service damage from contractors

● Grease contamination near kitchen exhausts

15. Maintenance Deficiencies

Examples:

● Debris accumulation

● Vegetation growth

● Unsealed penetrations

● Temporary repairs

● Unsecured materials

16. Repair Recommendations

Should classify repairs by priority:

Immediate / Emergency

● Active leaks

● Open seams

● Structural concerns

Short-Term

● Flashing repairs

● Drain cleaning

● Isolated membrane repairs

Long-Term / Capital Planning

● Restoration

● Overlay

● Full replacement

17. Budgetary Cost Estimates

Optional but highly recommended:

● Repair costs

● Replacement budget

● Phased replacement recommendations

● Life-cycle projections

18. Remaining Useful Life (RUL)

Estimated:

● Current serviceability

● Anticipated replacement timeframe

● Factors impacting longevity

19. Warranty Review

Include:

● Warranty type

● Expiration date

● Warranty exclusions

● Conditions that may void warranty

20. Conclusion and Professional Opinion

Final professional assessment including:

● Roof serviceability

● Risk level

● Repair vs. replacement recommendation

● Preventive maintenance needs

The inspection report deficiencies identified during the roof assessment process will serve as the basis for procurement and project development by HPS. Report findings will be utilized to prepare bid packages, define project scopes, prioritize corrective actions, and support procurement activities for minor roof repairs, major roof restoration projects, and full roof replacement projects as determined by the condition assessment and remaining useful life analysis of each roof system.

Phase II – Design, Engineering, and Scope Development for Phase I (Repair) or Roof

Replacement Projects

● Prepare site-specific repair, restoration, and replacement specifications

● Develop technical drawings, flashing details, drainage correction plans, and phased implementation documents

● Ensure compliance with:

➢ National Roofing Contractors Association (NRCA) standards

➢ Applicable Texas and local building codes

➢ Manufacturer installation requirements

➢ Local Authority Having Jurisdiction (AHJ) requirements

● Develop scopes of work designed to preserve, extend, or improve existing warranty coverage

Phase III – Procurement and Bid Support

Provide technical support to HPS procurement personnel, including:

➢ Contractor prequalification assistance

➢ Bidder outreach and pre-bid conference participation

➢ Responses to technical requests for clarification

➢ Bid tabulation and technical compliance review

➢ Alternate systems analysis

➢ Cost reasonableness review- Change orders

➢ Best-value technical recommendation support

Phase IV – Construction Observation and Quality Assurance

● Perform periodic and milestone-based field observations

● Verify conformance of installed systems with approved contract documents

● Confirm materials delivered to the site match approved submittals

● Maintain observation logs with photographic evidence

● Conduct:

➢ Substantial completion inspections

➢ Punch list development

➢ Warranty verification

➢ Final acceptance inspections

● Review and evaluate change order requests for technical merit

● Issue Professional Certification of Completion prior to final payment authorization

Part 5.0 STATEMENT OF QUALIFICATIONS

Interested Roof Consulting Firms shall upload a Statement of Qualifications under the “Response Attachments” tab in the HPS ebid system. The firm shall provide all information in a clear and concise manner to allow for the evaluators to clearly understand the firm’s demonstrated competence and qualifications.

The Statement of Qualifications shall include:

a. General Information of the Firm’s qualifications and competence

● Provide information concerning qualifications or advantages that make your firm uniquely qualified to perform the professional services you are offering

● Have no ownership, financial interest, or affiliation with roofing contractors or material manufacturers - Not bid on, perform, or subcontract roofing repair or replacement work for HPS - Provide a written Statement of Independence with their submission

● Minimum five (5) years of commercial roof consulting experience - Experience with K–12 schools, higher education, or public facilities (Texas experience preferred) - Knowledge of Texas building codes and industry standards - Qualified inspection staff holding one or more of the following credentials: - Registered Roof Consultant (RRC) - Registered Roof Observer (RRO) - Texas Professional Engineer (P.E.) (preferred)

● At the conclusion of the project, would your firm transfer electronic files containing drawings, specifications, and other project data for HPS’ continued use? (Explain if needed.)

● Explain your firm’s roof consulting management philosophy

b. Details of the services the firm is able to provide.

c. Litigation and Arbitration History

● In your Firm’s entire history, including time under former names or ownership, have there been or are there currently any judgments, claims, arbitration, or mediation proceedings, or suits against your Firm or its officers? If yes, include the issues and outcomes for each instance.

d. Professional Liability Insurance

● HPS requires roof consulting professional services providers to carry professional liability insurance for their involvement in the project throughout the contract period and for three years thereafter.

● Please provide:

o Insurance Company name, address, contact person, and phone number o Current dollar limit per project, current dollar limit in the aggregate, deductible amount o Have any claims been made against your Firm for errors and omissions in the past five (5) years? If yes, what was the disposition of the claim(s)?

o Describe your Firm’s loss ratio for the last five (5) years

e. Firm’s experience

Responses shall be organized and include the following:

1. Firm information and primary contact

2. Description of firm experience and approach

3. Resumes and certifications of assigned personnel

4. List of at least three (3) relevant Texas projects

5. Sample roof inspection report

6. Statement of Independence 7.

8. Proof of insurance (see Professional Liability Insurance requirement above line)

9. Three (3) client references (public entities preferred)

10. Provide the following information for 3 projects for other school districts or other commercial construction projects (school project experience is preferred):

o Owner, contact, and phone number o Name and location of the project o Original budget and final cost o Date completed o Managing principal o Project manager o Scope of services performed o List of consultants used, including type, firm name, contact, and phone number

11. List the total number of public K-12 educational projects your firm has completed in Texas in the last five years. What percentage of your total volume of work does this represent?

12. What percentage of your clients are repeat clients? List the top three with contact information.

13. Describe your firm’s close-out and warranty procedures

f. Firm Capacity

● Provide a brief resume, including educational background and project experience, for the personnel who will be assigned to HPS

● Identify who the principal-in-charge, project manager, and other planners would be

● Identify experience with specific cities in Texas, including, but not limited to, Austin, Dallas/Fort

Worth, Waco, Houston, Bryan, Sugar Land, Katy, Cypress, City Place, Beaumont, San Antonio, Brownsville, Laredo, El Paso, Odessa, Midland and Lubbock, and the counties in which those cities are located.

● Provide information in tabular format about the five (5) largest projects in the office that would serve HPS: project name, estimated cost, project stage, estimated completion date, and client name and contact information

● Indicate the number of full-time employees who are:

In all office locations:

● Registered Architects (Registered in Texas):

● Licensed Engineers (Licensed in Texas):

● Draftsmen (not licensed or registered employees):

● Construction Observers:

● Registered Accessibility Specialists:

● Building Industry Consulting Service International (BICSI) Certifications

● American Society of Industrial Security (ASIS) Certified

● Certified in another craft that adds value (please explain)

ADDITIONAL REQUIRED INFORMATION

g. General Corporate and Contact Information

Interested firms are required to attach all of the following in the “Response Attachments” section of the eBid site:

● Describe the company’s official registered name and its principals.

● Provide a brief history of the company, including the year it was established.

● Provide the company’s organizational chart.

● Provide the company’s Dun & Bradstreet (D&B) number.

● Provide a description of the company’s relevant market and the company’s position within it.

● Proposer agrees to provide HPS with the following financial information if requested by HPS at any point during the procurement process, including before or after contract award: If public, the proposer’s income statement, balance sheet, and cash flow for the past three (3) years; if private, the proposer’s audited financial statements for the past two years (if available). A proposer’s failure to provide this financial information may impact the HPS Administration’s recommendation to the HPS Board of Directors for the award of the contract.

h. References

Provide at least three references of governmental entities (school districts preferred) that have purchased services, products, and/or related items from you in the last 3-4 years. References are to be provided under the “Bid Attributes” section in the HPS eBid System. Please use the following format for all references:

● Company Name

● Address

● Contact Name

● Phone Number

● Email

4.5 SUBMISSION

The interested roof consulting firms shall respond to the online bidding system.

Please note that if the firm desires to submit supporting documentation (e.g., brochures, pictures, etc.) with their response, these documents are to be referenced under the “Response Attachments” tab, and included separately.

4.6 EVALUATION PROCESS

Once it has been determined a project is in need of a specific professional service, HPS shall first select the most highly qualified provider from the finalist on the basis of demonstrated competence and qualifications and then may attempt to negotiate a contract with that provider. If a satisfactory contract cannot be negotiated with the most highly qualified provider, HPS shall formally end negotiations with that provider, select the next most highly qualified provider and attempt to negotiate a contract with that provider at a fair and reasonable price. HPS shall continue this process until a contract is executed.

As stated above, the process will be a Two-Step Process. NO MENTION OF FEES OR COSTS WILL BE ALLOWED for STEP 1.

Step 1 will be the evaluation of the Statement of Qualifications submitted by roof consulting firms.

Weighted criteria will be used. The firms will be ranked 1, 2, 3, etc.

Step 2 will be negotiations with the top-ranked firm to attempt to agree on a contract at a fair and reasonable price.

If a satisfactory contract cannot be negotiated with the most highly qualified provider of roof consulting Services, HPS shall:

(1) formally end negotiations with that provider;

(2) select the next most highly qualified provider; and

(3) attempt to negotiate a contract with that provider at a fair and reasonable price.

HPS shall continue the process described above to select and negotiate with providers until a contract is entered into for a specific project.

PART 6.0 – EVALUATION AND AWARD OF PROPOSALS

In accordance with applicable laws, rules, and regulations for public purchasing, award(s) will be made to the responsible proposer(s) whose proposal(s) is/are determined, after evaluation by the HPS Procurement Division, to be the best value to HPS. To qualify for evaluation, a proposal must have been submitted on time and must materially satisfy all mandatory requirements identified in this document.

5.1 Evaluation Criteria

A committee selected by HPS will review and evaluate all proposals and make a recommendation to the HPS

Board of Directors. HPS will base a recommendation for contract award on the following factors, in accordance with Texas Government Code 2254.004:

Evaluation Criteria Weighted Value

Firm Experience, Reputation, and Office Presence 30

Technical Qualifications and Professional Certifications

Project Management Methodology and Reporting Systems

Disclosure of Independence & Non-Conflict of Interest form

References and Past Performance 10

Total Possible Score 100

Qualification Threshold and Pool Admission

Respondents receiving a minimum cumulative score of seventy (75) points shall be eligible for admission into the HPS Pre-Qualified Roof Consultant Pool. HPS reserves the right to

● Negotiate and execute Master Service Agreements (“MSA”)

● Assign projects by region, specialty, urgency, or best-value determination

● Maintain multiple awarded roof consulting firms within the pool

Submission Requirements Each RFQ shall include, at a minimum:

● Firm Experience, Resumes , Reputation, and Office Presence

● Technical Qualifications and Professional Certifications

● Project Management Methodology and Reporting Systems

● References and Past Performance

● Financial/Management Strength

● General Corporate and Contact Information

● Firm profile and organizational overview

● Relevant Texas K-12 project experience

Submit a presentation including all evaluation criteria items in order to Response Attachments

Submit items below separately to Response Attachments

● Conflict of Interest Questionnaire- Form CIQ

● Statement of Independence - Attachment B

● Proof of professional liability insurance

● Texas business registration documentation

● Proposed rate schedule or fee structure (for post-selection negotiations only) see the Sample

5.2 Estimated Quantities

HPS makes no guarantee or commitment of any kind concerning quantities that will actually be purchased. HPS makes no guarantee or commitment of any kind regarding the usage of any contracts resulting from this solicitation.

5.3 Minority & Women’s Business Enterprise (MWBE), Historically Underutilized Business (HUB), and Small Business Enterprise (SBE) participation

HPS encourages the use of HUB, MWBE, and SBE both as prime and subcontractors. However, these entities must meet the same minimum standards and requirements as the prime contractor. It will be the responsibility of the prime contractor to pre-qualify any subcontractors offered as HUB, MWBE, and SBE participants. Proposers shall indicate on their submitted proposals whether or not they are a HUB, MWBE, or SBE vendor and with whom they are certified, e.g., State, City, Federal.

5.4 Non-Exclusive Contract

Any contract resulting from this solicitation is non-exclusive and shall be awarded with the understanding and agreement that it is for the sole convenience of HPS. HPS is free to have multiple contracts for the awarded goods and services and may initiate other procurement solicitations or purchasing activity with other vendors at any time, in HPS’s sole discretion.

5.5 Certifications

Vendor hereby certifies that it is not a company identified on the Texas Comptroller’s list of companies known to have contracts with or provide supplies or services to, a foreign organization designated as a Foreign Terrorist Organization by the U.S. Secretary of State. Vendor further certifies and verifies that neither Vendor, nor any affiliate, subsidiary, or parent company of Vendor, if any (the “Vendor Companies”), boycotts Israel, and Vendor agrees that Vendor and Vendor Companies will not boycott Israel during the term of this Agreement. For purposes of this Agreement, the term “boycott” shall mean and include terminating business activities or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory.