city of houston...the mwbe policy of the city of houston will be discussed during the pre- proposal...

Date Issued: March 5, 2021 Pre-Proposal Conference: March 17, 2021 @ 10:30 A.M.

Virtual Conference Conference Number: +1 936-755-1521 Conference ID: 534 970 808# (Please mute your phone for the duration of the call)

Pre-Proposal Questions Deadline:

March 19, 2021 @ 2:00 P.M.

Solicitation Due Date: April 1, 2021 @ 2:00 P.M.

Solicitation Contact Person: Elnora Smith [email protected] 832-393-0209

Project Summary: This is for a three (3) year contract with two (2) one-year options to renew annually, for a maximum five-year contract term for the Maintenance and Support Services of the Public Address Systems at both George Bush Intercontinental Airport (IAH) and William P. Hobby Airport (HOU).

Project Description: This RFP is being issued to secure a service provider to provide maintenance and support services for the public address systems at both airports that serve a vital role in the efficient operation of the Houston Airport System.

NIGP Code: 803-54; 803-61 MWBE Goal: 10%

Important Notice about the City’s Early Payment Discount Program: The City’s standard payment term is to pay 30 days after receipt of invoice or receipt of goods or services, whichever is later, according to the requirements of the Texas Prompt Payment Act (Tx. Gov’t Code, Ch. 2251). However, the City may pay in less than 30 days, at its option, in return for an early payment discount from the vendor

Jerry Adams, Chief Procurement Officer

Date

CITY OF HOUSTON REQUEST FOR PROPOSALS (RFP)

MAINTENANCE AND SUPPORT SERVICES FOR THE PUBLIC ADDRESS SYSTEMS FOR THE HOUSTON AIRPORT SYSTEM

SOLICITATION NO.: S74-T29776

mailto:[email protected]

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TABLE OF CONTENTS

PART I – GENERAL INFORMATION... ........................................................................................................................... 4 1.0 General Information... ............................................................................................................................. 4 2.0 City of Houston Background ................................................................................................................... 4 3.0 Solicitation Schedule ............................................................................................................................... 4

PART II – SCOPE OF WORK / TECHNICAL SPECIFICATIONS .. ................................................................................ 4 1.0 General.................................................................................................................................................... 4 2.0 Basic Scope of Services ......................................................................................................................... 5 3.0 Other Work Services ............................................................................................................................... 9 4.0 Manufacturer’s Specifications ............................................................................................................... 11 5.0 Replacement Parts ................................................................................................................................ 11 6.0 Warranties…………………………………………………………………………………………... ............... 11 7.0 Spare Parts ........................................................................................................................................... 12 8.0 Personnel Requirement – Qualifications Requirements ....................................................................... 12 9.0 Transportation and Parking…………………………………………………………………………………...12 10.0 Security and Badging ............................................................................................................................ 12 11.0 Airport Customs Security Bond ............................................................................................................. 13 12.0 Travel…………………………………………………………………………………………... ...................... 13 13.0 Customer Service and Other Requirements ......................................................................................... 13 14.0 Inclusion Notice ..................................................................................................................................... 13 15.0 Exclusion Notice…………………………………………………………………………………………... ..... 14 16.0 Subcontractors ...................................................................................................................................... 14 17.0 Performance/Technical Requirements .................................................................................................. 14 18.0 Performance Bond…………………………………………………………………………………………... .. 15 19.0 Addition and Deletion ............................................................................................................................ 16 20.0 Buy-Back Program ................................................................................................................................ 16 21.0 HAS Standards and Specifications………………………………………………………………………... .. 16 22.0 Phase-In Services ................................................................................................................................. 16 23.0 Phase-Out ............................................................................................................................................. 17 24.0 Invoicing…………………………………………………………………………………………... .................. 17 25.0 Additional Related Services .................................................................................................................. 18 26.0 Interlocal Agreement ............................................................................................................................. 18

PART III – EVALUATION AND SELECTION PROCESS .............................................................................................. 18 1.0 Evaluation Committee ... ....................................................................................................................... 18 2.0 Interviews/Virtual Presentations/ Demonstrations ................................................................................ 18 3.0 Selection Process ................................................................................................................................. 19 4.0 Best and Final Offer (“BAFO”) .............................................................................................................. 19 5.0 Evaluation Criteria ... ............................................................................................................................. 19

PART IV – SUBMISSION CONTENT AND ORGANIZATION ....................................................................................... 20

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PART V – SUBMISSION INSTRUCTIONS .................................................................................................................... 22

PART VI – EXCEPTIONS TO TERMS AND CONDITIONS .......................................................................................... 23

PART VII – SPECIAL CONDITIONS .............................................................................................................................. 23 1.0 No Contact Period ... ............................................................................................................................. 23 2.0 Minority and Woman Business Enterprises (M/WBE)..........................................................................24 3.0 Protests ................................................................................................................................................. 24 4.0 Cancellation .......................................................................................................................................... 24 5.0 Anti-Boycott of Israel... .......................................................................................................................... 24 6.0 Executive Order 1-56 Zero Tolerance for Human Trafficking in City Service Contracts and

Purchasing ............................................................................................................................................ 24 7.0 Preservation of Contracting Information ............................................................................................... 24

PART VIII – INSTRUCTIONS TO PROPOSERS ........................................................................................................... 24 1.0 Pre-Proposal Conference... .................................................................................................................. 24 2.0 Additional Information and Specification Changes ............................................................................... 25 3.0 Letter(s) of Clarification ......................................................................................................................... 25 4.0 Examination of Documents and Requirements .................................................................................... 25 5.0 Post-Proposal Discussions with Proposer(s) ........................................................................................ 25

PART IX – REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL ................................................................... 25

PART X – REQUIRED FORMS TO BE SUBMITTED BY RECOMMENDED VENDOR ONLY .................................... 26

EXHIBITS I THRU VII .................................................................................................................................................... 27

ATTACHMENTS B-1 THRU B-9 .................................................................................................................................... 54

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PART I – GENERAL INFORMATION

1.0 General Information 1.1 The Houston Airport System (HAS), an enterprise department of the City of Houston (COH), is

seeking Request for Proposal (RFP) from interested firms to provide professional public address system maintenance and support services for George Bush Intercontinental Airport (IAH) and William P. Hobby Airport (HOU). IAH facilities include Terminal A, B, C, D, E, and the Federal Inspection Services (FIS) Facility. HOU facilities include the Central Concourse Terminal and the Federal Inspection Services (FIS) facility terminal area.

2.0 City of Houston Background 2.1 HAS is composed of three active airports: George Bush Intercontinental Airport/Houston (IAH);

William P. Hobby Airport (HOU); and Ellington Airport (EFD). HAS is one of the world’s largest public airport systems and positions Houston as a major international passenger and cargo gateway. Houston enjoys non-stop passenger air service to approximately 100 domestic and 64 international destinations. In 2018, George Bush Intercontinental Airport and Hobby Airport both received a 4-star rating from Skytrax. HAS is only the third airport system in the world with two airports rated 4-star or better.

3.0 Solicitation Schedule

Listed below are the important dates for this Request for Proposals (RFP).

EVENT ___________ DATE _ Date of RFP Issued March 5, 2021 Pre-Proposal Conference March 17, 2021 Questions from Proposers Due to City March 19, 2021 Proposals Due from Proposers April 1, 2021 Notification of Intent to Award (Estimated) May 10, 2021 Council Agenda Date (Estimated) July 16, 2021 Contract Start Date (Estimated) July 21, 2021

PART II – SCOPE OF WORK 1.0 GENERAL

1.1 Contractor shall provide maintenance support for the Houston Airport System Public Address System (s) at both George Bush Intercontinental Airport (IAH) and William P. Hobby Airport. The existing PA environment includes Q-SYS 3100 Cores, Backup Cores. Amplifiers, I/O frames, ceiling speakers, softphone interface, and a mix of Q-SYS mic stations which include PS-1600H, PSX Mic Stations, and microphones.

1.2 Contractor shall provide support and maintenance for a recently installed Simpleway Automated

Voice Announcement application which includes multiple languages along with 8-inch full HD Touch panel paging stations at both IAH and HOU.

1.3 The work provided by the Contractor under the Agreement includes Basic Services and Other Work

Services.

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1.4 Contractors shall defer to Attachments B-1 – B-9 for reference to the PA Rack Designs and the PA QSC Simpleway Inventory of the IAH/HOU Public Address Systems equipment that is currently installed.

2.0 BASIC SCOPE OF SERVICES 2.1 System Maintenance Services/Support

2.1.1 Provide Priority Remote/Telephone Q-SYS System Support. 2.1.2 Perform System Designer, system networking, audio, audio channels, Cisco softphone

interface, I/O Frames, Amplifiers, Speakers, HAS User management, Software Updates, and Upgrades.

2.1.3 Perform Q-SYS System Maintenance and Troubleshooting.

2.1.4 Complete Quarterly On-Site System Preventative Maintenance.

2.1.5 Perform Software/Hardware Adds and Changes for the following HAS Service Requests includes but not limited to;

2.1.5.1 Q-SYS Paging Station programming

2.1.5.2 Configure Paging Zones

2.1.5.3 Volume Adjustments

2.1.5.4 Pre-recorded Announcements/Event Scheduling

2.1.6 Provide Q-SYS Advanced Replacement Parts program.

2.1.7 Provide Onsite Support (when applicable or requested by HAS).

2.1.8 Provide Remote 24/7 System Monitoring – IAH & HOU.

2.1.9 Contractor shall be available to attend HAS meetings, Project, and/or Construction meetings.

2.1.10 Coordination with HAS vendors for all other ancillary connectivity responsibilities related to the HAS PA System.

2.1.11 Contractor and Simpleway will partner to provide support for HAS Simpleway equipment. Contractor shall purchase Simpleway Annual Maintenance, System, and Voice Library Maintenance to be included as part of Basic Services.

2.1.12 Simpleway Support Services shall include but not limited to:

2.1.12.1 Simpleway Support Services includes maintenance services and support, including related diagnostics and consultations, and HAS incident resolution, change management, and Release Management.

2.1.12.2 Active Monitoring

2.1.12.3 Reporting

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2.1.12.4 Voice Library Updates

2.1.12.5 Incident Management and Response Times as listed in Scope

2.1.12.6 Software Updates require two-week advance notification and coordination with HAS.

2.1.12.7 Release Management requires two-week advance notification and coordination with HAS.

2.1.12.8 Change Management requires a two-week advance notification which includes approval from HAS Change Advisory Board.

2.2 Response Times

2.2.1 Contractor must provide 24/7/365 (including Holidays) remote support for the Houston Airport System George Bush Intercontinental Airport (IAH) and William P. Hobby Airport (HOU).

2.2.2 HAS Daily Work Order Requests are required to be completed in 5 business days unless otherwise deemed critical by the Director.

2.2.3 An acceptable approach to providing the required maintenance and support service is through the provisioning remote access which requires all current HAS security policies and procedures shall be followed.

2.2.4 The Contractor shall respond to all requests within the following Response Times. The determination of the request classification shall be in the sole judgment of the Director and/or designee.

Request Type Coverage Time to Respond

(Remotely) Time to Respond

(on-Site) Time to Restore*

High Priority (Major)

Normal Business Hours 15 minutes 1 hour 4 hours

After Hours 30 minutes 2 hours 4 hours

Medium Priority (Minor)

Normal Business Hours 1 hour 2 hours 6 hours

After Hours 4 hours 6 hours 24 hours

Priority Level Description High Priority

(Major)

The impact would involve a non-operational condition over a major portion or small area of the Airport Paging System or the failure of a critical zone that the Paging System serves

Medium Priority

(Minor)

The impact would involve the failure of a device that does not affect the operation of a Terminal, Concourse or Zone

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2.3 System Programming Requests 2.3.1 The Contractor’s Personnel will be expected to respond to HAS Work Order requests for

all system programming required to meet the need of HAS Operations which includes requests made by Airlines or by the Houston Airport System. HAS SLA for Work Orders is typically a 5 Business Day Response Time. Depending on the urgency, HAS and Contractor can agree on the completion date for that particular work order request.

2.3.2 Contractor shall perform software programming to include but not be limited to the following: configuration changes for new or existing devices, new or existing zones, paging codes, music settings or changes, volume settings, softphone interface, event scheduling, and all programming supporting interface to Simpleway devices.

2.3.3 System programming or hardware changes must not cause interruption of the Public Address System. In the event programming or hardware, changes will cause an interruption in service, the Contractor must consult with HAS Personnel designated by the Director prior to changes for review with Change Advisory Board (CAB). Upon Change Advisory Board approval (CAB) of the Change Request, the Contractor shall perform changes during the hours of the HAS maintenance window. The HAS maintenance window is currently 12:00 am to 4:00 am and is subject to change.

2.4 Alarm Monitoring

2.4.1 The Contractor shall be required to perform Alarm Monitoring twenty-four (24) hours,

seven (7) days per week, 365 days per year for the supported devices using management tools to help raise awareness of specific events that have the potential to cause a significant adverse impact to business operations.

2.4.2 The system shall be capable of tracking all events related to service requirements and provide progressive management escalation based on the agreed service levels until resolved. The Contractor shall utilize this system to perform root cause analysis to:

2.4.2.1 Identify the cause of all sub-standard performance events.

2.4.2.2 Take corrective action

2.4.2.3 Provide HAS electronic text message or email with each alarm and a monthly report detailing the cause.

Service Level Metric Description Time to Respond

(remotely)

Measures the time to do the initial diagnosis and contact HAS. This timer will continue to run until the “In Process” status in the ticket is selected or the ticket is placed in “Work Complete” status by the Remote Engineer.

Time to Respond

On-Site

Measures the time for a Technician to arrive at the HAS’s location to perform resolution activities. This timer will continue to run until the ticket is placed in “Work Complete” status by the Technician

Time to Restore Measures the amount of time it takes to successfully restore or implement a temporary workaround. This timer will continue until HAS agrees the problem is resolved and the “Work Complete” status is chosen, or the Case is “Closed”.

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2.4.2.3 Specify steps taken to preclude such events in the future.

2.5 Preventative Maintenance 2.5.1 Perform a one-time system check and remedial service, including any hardware or

software modification or updates required to bring equipment to normal operation. The system check shall begin at the start of the Agreement.

2.5.2 Contractor shall include all procedures designed to reduce product failure and extend useful product life. The Contractor shall be required to submit PM procedures, itemized by task, schedule, and report format for approval by the Director and/or his designee prior to the start date.

2.5.3 Perform quarterly onsite preventative maintenance inspections of the equipment including

but not limited to, system servers, system-dependent computers, software updates, and other system hardware. Contractor will conduct onsite inspections of equipment and remotely install any pertinent equipment software updates subject to HAS approval.

2.5.4 Submit a report after each inspection, analysis, test, and system repairs. 2.5.5 Replace any parts and other Public Address System components that are defective or not

operating at the manufacturer's recommended optimum levels. Contractor shall test the replacement part(s) assuring compatibility with products in use.

2.5.6 All service-affecting preventative maintenance shall be conducted and scheduled with

HAS personnel designated by the Director and/or his designee in advance. The successful Proposer shall be required to notify HAS personnel designated by the Director and/or his designee in writing of planned Preventive Maintenance schedules which will require approval from HAS Change Advisory Board (CAB) in advance.

2.6 Software Upgrades/Updates

2.6.1 Equipment Software Updates and Upgrades: Contractor shall install all updates and

upgrades to equipment software when such updates and upgrades are available to HAS. Installation of software updates allows applicable equipment software to remain covered under the Agreement. All software updates/upgrades will be scheduled with HAS Change Advisory Board (CAB) for approval in advance and will be completed during the approved maintenance window.

2.6.2 Contactor shall recommend and provide software and/or firmware updates, installation is

contingent upon HAS Change Advisory Board approval prior to installation. 2.6.3 Certification of all applicable Operating System service patches and service packs shall

be available within a month of public release. 2.6.4 Contractor shall create a complete backup of HAS Public Address System which includes;

system design prior to updates and system changes and shall be retained in Contractor's corporate office for recovery procedures in the event of a system failure. The backups are to be tested monthly or after a major change had been implemented to ensure backups can be used to recover the system. The backup data is the property of HAS and considered security-sensitive information.

2.7 Contractor Furnished Parts

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2.7.1 Contractor shall maintain spare parts inventory enough to maintain the highest levels of performance and service. Contractor warrants that all parts, components, supplies, and equipment replaced or newly installed must be new and free from defects in material and workmanship and must conform to OEM specifications.

3.0 OTHER WORK/SERVICES 3.1 General

3.1.1 Within the general scope of the Agreement, other Work/Services may be required for

systems, components, equipment, and services to meet desired conditions and/or services not covered in the Basic Services of the Agreement. Other Work/Services shall be performed in accord with all provisions of the Agreement plus any special provisions issued with authorization for work that is consistent with the Agreement. Other Work/Services shall be provided by Contractor on an "as needed" basis and then, only after receipt of a written Other Work Services Request (OSR), signed by the Director. Contractor shall perform Other Work/Services to the same standards identified for Basic Services may include but not limited to:

3.1.1.1 Optional Upgrades/Modifications approved by HAS 3.1.1.2 Additional hardware, software, license, labor needed for expansion, upgrades,

modifications which include but not limited to, QSC, Simpleway, etc. 3.1.1.3 Repair or replace components damaged by vandalism, force majeure, or other

third parties as determined by the Director. 3.1.1.4 Provide labor and material to modify or upgrade equipment in accordance with

revisions to governing regulations; recommendations by consultants, engineers, or other professionals; or HAS requirements.

3.2 Performing Other Work/Services

3.2.1 Other Work/Services shall be performed in accordance with all provisions of the Agreement and any special provisions issued with the Other Service/Request (OSR)

3.2.2 Before issuing an OSR, the Director will first issue a written notice to the Contractor detailing the specific OSR to be performed by the Contractor.

3.2.3 In response to any such written notice, Contractor shall provide the Director with a written agreement within five (5) business days of receipt of OSR. Contractor shall include a description of the services to be performed, applicable labor rates, estimated labor hours, performance schedule, total estimated cost, and any other requirements set forth in the written notice to the Contractor

3.2.4 Contractor shall furnish all materials, labor, tools, equipment, transportation, and incidentals for accomplishing the described services or as otherwise specified by the Director. Director will not approve an OSR without a specified completion date. Contractor shall complete all such Other Work/Services within the time specified in the OSR. Contractor can request in writing an extension to the completion date. However, the Director may or may not allow the extension. Director’s decision is final

3.2.5 In some situations, HAS may supply parts to Contractor for Other Work/Services Work. HAS will bear full responsibility for the parts.

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3.2.6 Upon receipt of the Contractor’s agreement, the Director has the option to reject the Contractor’s agreement, require resubmission with revised or additional information, or issue an OSR. Should the Director reject the Contractor’s agreement and require resubmission, the Contractor shall resubmit a modified agreement within five (5) business days of the rejection.

3.2.7 Upon approval by the Director of the modified agreement, an OSR will be issued. Contractor shall commence as stated in the OSR. Contractor shall diligently work to the completion in accordance with the terms and conditions of the agreement and the approved OSR.

3.2.8 Contractor’s labor cost shall not exceed the rate stated in the Fee Schedule. Contractor’s labor cost stated in the Fee Schedule only applies to the Contractor’s employees who are “not” performing work in conjunction with their regular duties.

3.2.9 Prices for equipment, parts, supplies, and sub-contracted requirements which may be required for authorized Other/Work Services shall be the Contractor’s actual cost-plus and it must include the percent of the mark-up proposed on the Fee Schedule (mark-up excludes freight and travel). Copies of invoices from Contractor’s suppliers for these items shall be submitted with Contractor’s invoices at the time of submittal to HAS for payment. The mark-up percentages stated shall not increase during the term of the Agreement. The quantity of equipment, parts, and supplies will depend on the needs of HAS.

3.2.10 Should a required service exceed $5,000, Contractor shall obtain three (3) itemized bids/estimates within five (5) business days from separate/different vendors/suppliers, not affiliated with Contractor, for the required equipment, parts, supplies, and sub-contracted work/items. Contractor shall submit the bids/estimates to the Director and obtain written approval from the Director before proceeding with the Work. Contractor shall be compensated at actual cost-plus the mark-up percent proposed on the Fee Schedule (mark-up excludes freight and travel).

3.2.11 If a required service is less than $5,000, Contractor shall obtain one (1) itemized bid/estimate within five (5) business days, for the required equipment, parts, supplies, and sub-contracted work/items. Contractor shall submit the bid/estimate to the Director and obtain written approval from the Director before proceeding with the Work. Contractor shall be compensated at actual cost-plus the mark-up percent proposed on the Fee Schedule (mark-up excludes freight and travel).

3.2.12 After completion of Other Work/Services, a copy of the approved OSR shall accompany the invoice.

3.2.13 While performing Work on any OSR, if hidden damage or additional cost is discovered, Contractor shall notify the Director immediately. After determining the extent of hidden damage, a supplemental OSR must be submitted.

3.2.14 Contractor shall submit to the Director, copies of original purchase orders and invoices evidencing Contractor’s acquisition costs.

3.2.15 In the case of emergency services, Contractor may perform Other Work/Services upon the verbal approval of the Director. However, during the next business day, the Director will submit a written Emergency Service Request to the Contractor.

3.2.16 If it is determined this scope of work should be covered under Basic Services, any amount paid to the Contractor under Other/Services Request will be reimbursed to HAS by the

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Contractor. HAS does not waive any of its rights and remedies whether by statute, at law, in equity, or under this Contract.

3.2.17 If Other Work/Services are performed by the on-site crew in conjunction with their regular duties, the Contractor shall not receive additional compensation for their labor.

3.2.18 Contractor shall be responsible for ensuring all work done under another Service Request is in compliance with all regulatory plan review and permitting requirements in effect. Contractor’s work schedule will not be approved without submitting the appropriate permits to HAS.

3.2.19 Contractor shall not subcontract work to companies affiliated with the contractor without prior written approval from the Director.

3.2.20 Unless specifically allowed under a section of the Agreement, preventative maintenance parts, tools, and services shall not be an OSR candidate.

3.3 Emergency Service Requests

3.3.1 For Emergency Service Requests issued during Normal Business Hours (7:30 a.m. to 5:00 p.m.), after Normal Business Hours or City Holidays, Contractor may perform Other Work/Services upon the verbal approval of the Director and/or designee. However, as soon as it is reasonably practical thereafter, HAS shall issue within one business day a written OSR relating to the verbal Emergency Service Request.

3.4 Other Service Request (OSR) Forms

3.4.1 With the exception of Emergency Service Requests issued after Normal Business Hours, or Urgent Service Requests, where a request may be verbal and followed immediately in writing, all requests for Other Work/Services will be in writing in a form provided by the Director and/or designee and signed by the Director and/or designee or designated representative

3.5 Other Work/Service Labor Compensation Limits

3.5.1 The Proposer may be compensated for labor under the Other Work/Services’ rate schedule for moves, adds, and changes, only when the on-site technician's workload is such that the work cannot be completed during Normal Business Hours and an additional technician(s) is required or when the work is performed after Normal Business Hours. Additional compensation for labor must be approved in writing in advance of work being performed with the only exception being emergency services as described above.

4.0 MANUFACTURER’S SPECIFICATIONS - Contractor warrants that all products are free of defects in material and workmanship and that they will perform in accordance with manufacturer's specifications for the term of the contract and three years after the City's acceptance.

5.0 REPLACEMENT PARTS - Contractor warrants all replacement parts against defects in material

and workmanship for the contract term.

6.0 MANUFACTURER’S WARRANTIES - Contractor hereby assigns to the City all manufacturer's warranties on all deliverables furnished by Contractor under this Agreement and will deliver all related documentation to the Director within five (5) days after execution of this Agreement.

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7.0 SPARE PARTS 7.1 Contractor shall provide a list of spare parts required for the continuous operation of all products,

hardware, and/or equipment furnished by Contractor under this Agreement. The list must include estimated delivery times. Spare parts must be provided in accordance with the manufacturer's specifications and must be priced, including discounts, if any, FOB delivery address for products, hardware, and/or equipment as specified in writing by the Director. The price must include provisions for suitable packing for shipment and storage. Contractor shall submit the spare parts lists at least 30 days before shipment of any products, hardware, and/or equipment under this Agreement.

7.2 Contractor shall maintain a fully-stocked inventory of spare parts required for any products,

hardware, and/or equipment furnished by the Contractor under this Agreement. Contractor shall constantly replenish the inventory as parts are used for maintenance services.

7.3 If Contractor uses all practicable means to comply with the paragraph above, but is unable to

complete any maintenance services because of the lack of spare parts, the Director may, on Contractor’s written request, allow a longer period of time for the completion of the maintenance services.

8.0 PERSONNEL REQUIREMENT – QUALIFICATIONS REQUIREMENTS

8.1 Contractor shall furnish the necessary number of personnel, fully competent, qualified, and skilled in all trades necessary to fulfill the requirements of the Agreement.

8.2 Contractor personnel assigned to the project must hold Q-SYS Leve1, Level 2, and Quantum

Certifications.

8.3 Prefer CCNA Certifications

8.4 All certifications must be current and kept current during the time of the contract.

9.0 TRANSPORTATION AND PARKING

9.1 Contractor employees shall park their vehicles in areas designated by the Director and/or designee at their own cost. All transportation activities and related costs of Contractor, or its sub-contractors, necessary to perform under the

9.2 The Agreement shall be provided by the Contractor. All of the Contractor's and its subcontractor’s company vehicles shall be clearly identified according to FAA and HAS guidelines and regulations with minimum company decals and or magnetic signs as required by the Director and/or designee.

10.0 SECURITY AND BADGING

10.1 The Contractor shall refer to www.fly2houston.com/biz/resources/badging for all HAS badging-related information, questions, badging application forms, office hours, etc.

10.2 All on-site personnel is required to meet the requirements to obtain a HAS badge with CBP access and maintain an active status for the badge.

10.3 All on-site personnel is required to meet the requirements to obtain a HAS badge with SIDA and Air Operations Area (AOA) access and maintain an active status for the badge. AOA driving privileges are not required.

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10.4 The Contractor shall comply with all applicable federal rules governing security at the Airport, as may be amended from time to time.

10.5 All on-site personnel of the Contractor, including subcontractors, are required to undergo a fingerprint-based criminal history records check.

10.6 The Contractor will be required to provide Customs Border Protection Security Access at IAH and HOU airports, which will require the Contractor to purchase a Customs Security Bond for employees requiring access to CBP Security areas.

10.7 Costs for the fingerprint-based criminal history records check are reflected in the cost of the badges. Contractor must pay for the cost of badges, including replacements thereof. Contractor personnel losing badges will be charged for a lost badge in addition to replacement badges at the then-current rate.

10.8 Contractor acknowledges that fines or penalties associated with non-compliance with security regulations must be reimbursed to HAS.

11.0 AIRPORT CUSTOMS SECURITY BOND - In accordance with Title 19 of the Code of Federal Regulations, Part 113, the contractor shall obtain an Airport Customs Security Bond in order to have access to the Federal Inspection Station (FIS), and One-Stop Cargo and Fumigation Facility at George Bush Intercontinental Airport (IAH) and William P. Hobby Airport (HOU).

12.0 TRAVEL - All travel must follow the City of Houston Travel Policy which can be found at www.houstontx.gov.

13.0 CUSTOMER SERVICE AND OTHER REQUIREMENTS

13.1 Because the duties will require that Contractor’s personnel often interact with airline staff, HAS staff, and our passengers the personnel must:

13.2 All on-site personnel will be required to have the company’s uniform and the Contractor's personnel will always present a clean and neat appearance.

13.3 All on-site personnel will be required to maintain a professional, friendly, helpful, and courteous attitude at all times.

13.4 The Contractor shall make arrangements for personnel assigned to the Houston Airport System to be on-call 24 hours per day, 7 days per week, 365 days per year, (including all HAS holidays) to respond to urgent/emergency response. When assigned personnel is not available, the Contractor must provide equally qualified personnel, must hold an active HAS badge, and must inform HAS in advance.

13.5 The Contractor shall make arrangements for a sub-set of “standby”, equally qualified substitute technicians who may be called upon to fulfill the duties of assigned personnel during vacations, training, or absences due to illness. Substitute personnel must hold valid HAS badges for the respective airports and must be included in the airport familiarization process. Contractor may not substitute technicians who are unfamiliar with the airport facilities, tenants, and personnel.

13.6 Maintain a clean, drug-free, and safe working environment.

13.7 The Contractor shall provide HAS with an Organization Chart complete with names and resumes for each position on the Chart.

14.0 INCLUSION NOTICE

http://www.houstontx.gov/

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14.1 Inclusion Notices for additional HAS equipment, labor, and/or services will describe the additional unit(s) by manufacturer, model, serial number, HAS property tag numbers where applicable, and a brief description of the unit or services provided. Contractor shall be responsible for all parts and labor to maintain or replace the unit once the unit is added to the Agreement.

14.2 From time to time during a HAS construction project, the Contractor may be required to move or add new equipment, etc. on HAS property. The Contractor may be required to enter into an agreement with a construction Contractor. The Contractor will be reimbursed for this work performed via an allowance in the construction contract with the approval of the Director and/or designee and as long as funds have been appropriated and authorized. At the time of system acceptance, the Houston Airport System will process an inclusion notice to incorporate new equipment into the Agreement. Maintenance costs will commence upon the expiration of the warranty period and in accordance with the agreement.

14.3 HAS shall incur no costs under this provision without the express written consent of the Director and/or designee.

15.0 EXCLUSION NOTICE

15.1 During the Contract Term, the existing Public Address System equipment or systems may be upgraded, and/or new equipment or systems may be added to meet the changing needs of the HAS. At HAS's option, such upgrades or additions may be supplied and installed by the Contractor or others. The Contractor shall be responsible for the maintenance of any upgrades and/or new equipment or systems following completion of the installation, acceptance, and warranty period. Such system upgrades, new equipment, or components installed as an integral part of existing systems without increasing overall system requirements more than 5% are to be maintained by Contractor without additional compensation. Cost adjustments for inclusion or exclusion of equipment that increases or decreases overall system requirements by more than 5% shall be at the rates stipulated in the Cost Proposal Form or if not stated therein, ordinary and reasonable rates as mutually agreed upon between the Director and Contractor.

15.2 Any equipment or service that is subject to the Agreement may be excluded from the Agreement by means of an Exclusion Notice. Price adjustment as a result of exclusion shall be mutually agreed upon by both parties. The Exclusion Notice will describe the unit by the manufacturer and serial number and include a brief description of the unit to be excluded.

16.0 SUB-CONTRACTORS

16.1 The Contractor may use only sub-contractor approved in writing and in advance by the Director and/or designee in connection with the performance of the work under Agreement. Resumes of sub-contractor’s technicians assigned under the Agreement shall be submitted to the Director and/or designee prior to beginning work and from time to time under the Agreement. Contractor shall be fully liable to HAS for any damages caused by the intentional or negligent acts or omissions of its sub-contractor and shall be responsible for making all payments to sub-contractors for materials and/or services

17.0 PERFORMANCE/TECHNICAL REQUIREMENTS

17.1 Sub-Standard Performance Action

17.1.1 Ensure safe and uninterrupted Airport operations at all times. It is essential the communication systems be maintained in a manner that will ensure there are no major failures of the communication systems, especially during normal business hours. Major failures during normal business hours are an indication of sub-standard performance and will cause damage to the City; however, such damages cannot be accurately measured

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or will be difficult to ascertain. Consequently, the Contractor shall provide out-of-service credits at the rate of ten (10%) percent of the current monthly Basic Services Fee (labor and material) for the first hour when the major failure criteria occur during normal business hours and five (5%) percent per hour thereafter. The out-of-service credits for major failures after normal business hours shall be one-half (½) of the rates for major failures during normal business hours. The assessment of out of service credits by the City for major failures shall never be construed as an exclusive remedy available to the City as to any other event of default by the Contractor under the agreement, and the City shall always have the right to avail itself of other remedies that may be available to it in the law or equity as to any other event of default.

17.1.2 If the Contractor fails to provide the services in accordance with the required service levels, HAS shall not pay Contractor for such sub-standard service.

17.1.3 Where Contractor has failed to provide service levels in accordance with the Agreement, Contractor shall not charge HAS for service that does not meet contract specifications.

17.1.4 The Contractor shall maintain a twenty-four (24) hour per day, seven (7) day per week technical assistance center utilizing a computerized dispatch system for monitoring and managing system alarms. The system shall be capable of tracking all events related to service requirements and provide progressive management escalation based on the agreed service levels until resolved. The Contractor shall utilize this system to perform root cause analysis to: (1) identify the cause of all sub-standard performance events; (2) take corrective action; (3) provide HAS electronic text message or email with each alarm and a monthly report detailing the cause; and (4) specify steps taken to preclude such events in the future.

17.1.5 Respond to Emergency Service Requests. The Contractor's failure to meet the response times in Section is an indication of sub-standard performance and will cause damage to HAS; however, such damages cannot be accurately measured or will be difficult to ascertain. Consequently, the Contractor shall provide liquidated damages at the rate of $75.00 per hour, or any portion of an hour, during which Contractor exceeds the response times set forth in Section. The assessment of liquidated damages by the HAS for failure to meet the response times in Section shall never be construed as an exclusive remedy available to HAS as to any other event of default by Contractor under the Agreement. HAS shall always have the right to avail itself of other remedies that may be available to it in law or equity as to any other event of default.

17.1.6 Repeated failures of the same component are an indication of sub-standard performance which may result in major and minor failures causing damage to the City; however, such damages cannot be accurately measured or will be difficult to ascertain. Consequently, the Contractor shall provide liquidated damages of $3,000.00 in the event three (3) minor failures occur within a ninety (90) day period due to the failure of the same component.

17.1.7 The assessment of liquidated damages by HAS for repeated failures of the same component shall never be construed as an exclusive remedy available to the City as to any other event of default by Contractor under the Agreement, and the City shall always have the right to avail itself of other remedies that may be available to it in law or equity as to any other event of default.

18.0 PERFORMANCE BOND

18.1.1 Contractor shall furnish and maintain throughout the Agreement term a Performance Bond in the amount of 100% of the applicable Agreement annual amount. Contractor shall renew this bond for each renewal year of this Agreement in an amount equal to the

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Agreement amount for the applicable renewal term. The bond shall be conditioned upon the Contractor’s full and timely performance of this Agreement and must be issued by a corporate surety authorized to write surety bonds in the State of Texas.

18.1.2 The Performance Bond shall be in the same form as that distributed by the City, all duly

executed by this bidder (as "Principal"), and by a corporate surety company licensed to do business in the State of Texas. The surety must be listed on the current list of accepted sureties on federal bonds published by the United States Treasury Department.

19.0 ADDITION & DELETION

19.1 The City, by written notice from the City Chief Procurement Officer to the Contractor, at any time during the term of this contract, may add or delete like or similar equipment, supplies, locations, and/or services to the list of equipment, supplies, locations, and/or services to be provided. Any such written notice shall take effect on the date stated in the notice from the City. Similar equipment, supplies, services, or locations added to the contract shall be in accordance with the contract specification/scope of services, and the charges or rates for items added shall be the same as specified in the fee schedule. In the event that the additional equipment, supplies, locations, and/or services are not identical to the item(s) already under contract, the charges, therefore, will then be the Contractor’s normal and customary charges or rates for the equipment, supplies, locations and/or services classified in the fee schedule.

20.0 BUY-BACK PROGRAM

20.1 Throughout the term of the Agreement, the Contractor shall provide a Buy-Back Program that allows HAS to exchange obsolete, end-of-life, and removed-from-service equipment for discounts or credits on future purchases. This shall include QSC equipment such as QSC Paging Stations.

20.2 Proceeds from the sale of equipment will be passed through to HAS in the form of a credit against future services or new equipment purchases under the Agreement.

21.0 HAS STANDARDS AND SPECIFICATIONS

21.1 The Contractor agrees to meet or exceed HAS's standards, now or hereinafter in effect as the same may be amended at any time, which is referenced in Houston Airport System Technology Specifications located on HAS website https://www.fly2houston.com/biz/resources/building-standards-and-permits.

21.2 In the event that any conflict arises between the provisions of the Scope of Work and HAS Technology Specifications, the provisions of the Technology Specifications shall govern. Contractor shall adhere to revised standards within 30 days of posted revisions.

22.0 PHASE-IN SERVICES

22.1 The Contractor (at no extra charge to the City) shall have up to a thirty (30) day phase-in period to accomplish a smooth and successful transition of operations and services. Contractor's phase-in period shall begin upon receipt of a start phase-in notice from the Director and/or designee (such notice not to be construed as an official Notice to Proceed, but being anticipatory of phase-in only) and shall last approximately thirty (30) days preceding the receipt of Notice to Proceed.

22.2 The incumbent Contractor will be responsible for performing the duties and services listed in its contract during the Contractor’s phase-in period and will be available for a maximum of thirty (30) days to answer questions and resolve issues or any misunderstandings. The incumbent Contractor will be responsible for all minor and major repairs and equipment during the phase-in period.

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22.3 During the phase-in period, the Contractor shall arrange to have necessary supervisory, technical, and other personnel on-site to observe the operation and maintenance of the equipment.

22.4 The Contractor may use this phase-in period to recruit and transfer personnel, train personnel, arrange for security badging, establish management procedures, set up records, ensure adequate parts, tools and equipment are in place for systems operation and maintenance, and otherwise prepare for the assumption of technical control without disruption of operations.

22.5 During the phase-in period, it shall be the responsibility of the Contractor to develop and implement a full project schedule detailing the responsibilities of assigned personnel and submit it to HAS for approval. The new Contractor will have no responsibilities for operating or maintaining the systems or equipment during the Phase-in period.

22.6 Contractor shall assume full responsibility for the maintenance of the systems and equipment.

23.0 PHASE-OUT

23.1 The Contractor recognizes that the services provided by the contract are vital to the City's overall efforts to provide first-class communication systems which are essential for safety and uninterrupted airport services and that continuity must be maintained at a consistently high level without interruption; that upon expiration of the contract, a successor may continue these services; that its successor Contractor will need phase-in training; and that the Contractor must cooperate in order to effect an orderly and efficient transition.

23.2 The Contractor will be required to provide phase-out services for up to thirty (30) days prior to contract expiration to its successor Contractor, at no extra charge to the City.

23.3 Orientation will include system operations and maintenance procedures, record keeping, reports, and procurement procedures, etc.

23.4 The Contractor shall be totally responsible for providing the services called for by the Contract during its phase-out period.

23.5 The Contractor agrees to cooperate with its successor Contractor in allowing as many personnel as practical to remain on the job in order to enhance the continuity and consistency of the services in the contract.

23.6 The Contractor agrees to disclose necessary personnel records and allow its successor to conduct on-site interviews with its employees, provided the Contractor obtains the consent of the employees to disclose their records, to conduct interviews, and provided disclosure and interviews are conducted in accordance with all applicable laws, statutes, rules, regulations, and ordinances, which have been passed, enacted or promulgated by any governmental body having jurisdiction over such matters.

24.0 INVOICING 24.1 The Contractor shall submit their invoices in accordance with the specifications and shall invoice

for work accepted by the Director. 24.2 The Contractor shall submit each invoice for any services performed within thirty (30) calendar days

after the completion of services. HAS will certify the correctness of each invoice and arrange for payment. The invoice must be identified by the agreement name and agreement number. Certification and/or payment does not preclude HAS from indicating that a particular certification or payment was incorrect. In addition, it does not preclude HAS from recovering excess payments. The invoices shall be delivered or mailed to the following location:

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City of Houston Houston Airport System Finance Division/Accounts Payable P.O. Box 60106 Houston, TX 77205-01069

24.3 The Contractor shall provide separate monthly invoices for any completed work at each location

and Airport. 24.4 Invoice submitted for services performed as the result of Change Orders shall require copies of the

applicable Change Order attached to the original invoice. 24.5 No payment for services shall be payable by HAS for any services for which the Contractor fails to

complete all the scheduled work as specified or fails to obtain an approved work schedule prior to beginning work.

24.5 Optional Invoice Requirement

24.5.1 The Houston Airport system shall accept invoices submitted electronically along with the required support information as described above in Section 24.3 and 24.4. Each invoice should be in a “PDF” or “TIFF” format. Multiple invoices can be submitted in a single email to [email protected].

25.0 ADDITIONAL RELATED SERVICES 25.1 In submitting its Proposal, Proposer(s) shall indicate a willingness to negotiate future potential

additional services deemed appropriate for the scope of services, as provided herein, or deemed necessary and/or desirable by the City.

26.0 INTERLOCAL AGREEMENT 26.1 Under the same terms and conditions, the resulting contract may be expanded to other government

entities through inter-local agreements between the City and the respective government entity that encompasses all or part of the products/services provided under this contract. Separate contracts will be drawn to reflect the needs of each participating entity.

PART III – EVALUATION AND SELECTION PROCESS 1.0 Evaluation Committee 1.1 An evaluation committee shall evaluate Proposers’ submissions in accordance with the evaluation

criteria listed below in section 5. Upon completion of the evaluation, the committee may develop a shortlist of Proposer(s) for further consideration. The shortlisted Proposer(s) may be scheduled for a structured virtual presentation, demonstration, interview, and negotiations. Following these City-to-Proposer(s)’ virtual meetings, the evaluation committee will summarize their findings and recalculate their scores, if needed. However, the evaluation committee reserves the right to issue a letter(s) of clarification when deemed necessary to any or all Proposer(s). The virtual presentations, demonstrations, and/or interviews may be recorded and/or videotaped.

2.0 Interviews/Virtual Presentations/Demonstrations 2.1 The City reserves the right to request that Proposer(s) provide a final presentation handout of its

Proposal for their scheduled virtual meeting. No Proposer may attend presentations of any other


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Proposer. If necessary, Proposers may be scheduled for more than one presentation, demonstration, or interview.

3.0 Selection Process

3.1 The City intends to select a Proposal that best meets the needs of the City and that provides the

best overall value. The City reserves the right to check references on any projects performed by the Proposer, whether provided by the Proposer or known by the City. Upon review of all information provided by Proposers, the evaluation committee will make a recommendation for selection to City officials. Upon approval of the selected Proposer, a contract shall be executed by the appropriate City officials.

4.0 Best and Final Offer (“BAFO”) 4.1 The City reserves the right to request a BAFO from finalist Proposer(s), if necessary. 5.0 Evaluation Criteria 5.1 Firm and Individual Experience and Knowledge (30 Points) - The purpose of this criterion is to

assess the degree to which Proposers are qualified, possess the knowledge, and have the requisite experience to provide the Scope of Services outlined in this RFP. This criterion also considers the key personnel that firms will dedicate toward the provision of services in this RFP.

5.1.1 Proposer shall have, at a minimum five (5) years of experience providing public address

system design, installation, and maintenance services to airports and/or public sector/local government organizations. Proposer must be Q-SYS Level 1, Level 2, and Quantum certified.

5.1.2 Proposers must be qualified and licensed to conduct business in the state of Texas.

5.2 Technical Competence (20 Points) - The purpose of this criterion is for Proposer to demonstrate

experience on projects similar in size and scope to this project.

5.2.1 Proposer shall have, at a minimum five (5) years of experience providing public address system design, installation, and maintenance services to airports and/or public sector/local government organizations.

5.2.2 Proposer must be Q-SYS Level 1, Level 2, and Quantum certified.

5.3 Maintenance and Support (25 Points) - The purpose of this criterion is for the Proposer to clearly demonstrate their understanding and ability to proactively service and manage the HAS Public Address Systems as described in Basic Services System Support.

5.3.1 Proposer shall demonstrate how service delivery will be optimized to ensure adherence

to AHS operational standards and protocols. 5.3.2 Proposer must demonstrate having the local resources needed to verify and provide

competent and qualified individuals required for attending and supporting all services identified in the SOW.

5.4 Preventative Maintenance (15 Points) – The purpose of this criterion is for the Proposer to

demonstrate how they will provide regular and routine maintenance of the PA systems’ equipment in order to keep them running and mitigate any costly unplanned downtime.

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5.5 Price Proposal/Fee Schedule (10 Points) - The purpose of this criterion is for Proposers to demonstrate competitive pricing via the use of Cost Fee Schedules for Basic Services and Other Work Services Pricing must include all costs for services, products, personnel, and expenses necessary in the provision of services described in Scope of Work. and Other Work Services section of RFP.

5.6 MWBE Participation - MWBE participation plan that aligns with the project scope as detailed in

the RFP. (Pass/Fail)

5.7 Financial Stability of the Proposer – Refer to the requirements in Part IV, Section 11.0 – Financial Stability of the Proposer. (Pass/Fail)

PART IV – SUBMISSION CONTENT AND ORGANIZATION Submittal shall respond fully to this RFP, and the information provided shall be organized and provided in the following order and tabbed as follows: 1.0 Cover Letter. The cover letter shall be signed by an authorized representative of the Proposer.

The letter should indicate the Proposer’s commitment to providing the services proposed.

2.0 Executive Summary: The executive summary should include a brief overview of the proposed approach for the operations and maintenance of the Public Address System for HAS. It should include a summary of the overall strategy, and the key personnel who will be responsible for the successful operation and maintenance of the Public Address System.

3.0 Offer and Submittal Form: Proposal must be signed and notarized by an authorized

representative(s) of the proposer, which must be the actual legal entity that will perform the contract if awarded. See Exhibit I.

4.0 General Company Information: Provide the name of Proposer’s company (including the name of

any parent company), business address, e-mail address, Federal Tax ID number, telephone number, and fax number.

5.0 Firm and Individual Experience and Knowledge:

5.1 Provide the name of Proposer’s company (including the name of any parent company), business address, e-mail address, Federal Tax ID number, telephone number, and fax number.

5.2 Proposer shall provide a written description of pertinent project experience. 5.3 List the names of key personnel who will be directly responsible for or in any way involved in

providing the required services. The list shall include the person’s position or title, a brief narrative of responsibilities, years of experience, and the specific role (or purpose) of the individual serving on the team. Include an organizational chart and resumes. Provide at least four references for similar projects of size and scope, including project descriptions.

5.4 The Proposer shall provide client references that include the client names, addresses, telephone

numbers, and email addresses. HAS will contact the referenced clients to verify Proposer provided information and/or to solicit comments

5.5 Proposer shall include a Certificate of Good Standing from the State.

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6.0 Technical Competence: The Proposer shall provide a narrative and detailed technical response to the requirements detailed. The detailed technical response shall describe how all of the technical requirements of the RFP will be met and will identify any specification requirements that cannot be met by the proposed solution. A high-level narrative shall be provided that addresses overall project management and operation, design approach, backup and recovery approach, and system support and maintenance.

7.0 Maintenance and Support:

7.1 The Proposer shall submit a comprehensive maintenance plan, which addresses the maintenance and support requirements and issues in the (Scope of Work). The Proposer shall also submit with their proposal, information that will allow HAS to evaluate the Proposer’s maintenance program to ensure continued reliable operations.

7.2 Proposer must provide documentation to support professional examples of success in utilizing the proposed management approach.

8.0 Preventative Maintenance: 8.1 Proposer must provide a clear, detailed methodology and engagement model for a preventative

maintenance plan.

8.2 Proposer must include a proposed work schedule to meet the standards, procedures, and frequencies recommended by the original equipment manufacturer (“OEM”) as required to keep HAS systems in a first-class condition. Proposer must include procedures to reduce product/systems failure and extend useful life.

9.0 Price Proposal/Fee Schedule: The Proposer shall submit a detailed cost for Basic Services per the

scope of work in RFP and include markup percentage and/or manufacturer discounts for all OSR purchases.

9.1 All pricing must be provided in Exhibit VII Fee Schedule. 9.2 THE PRICE PROPOSAL/FEE SCHEDULE MUST BE SUBMITTED IN A SEPARATE SEALED

ENVELOPE that is clearly marked with the RFP title and solicitation number and labeled “Price Proposal/Fee Schedule”.

10.0 M/WBE Participation: Provide completed, signed required MWBE Forms that specifically state how the Proposer will meet the MWBE participation requirements for this project. The MWBE Participation Plan shall include a list of all MWBE subcontractors, their proposed role and responsibility on the project, and their corresponding percent participation in the project.

11.0 Financial Stability of Proposer:

11.1 If Proposer is an entity that is required to prepare audited financial statements, Proposer shall

submit an annual report that includes:

11.1.1 Last two years of audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

11.1.2 If applicable, last two years of consolidated statements for any holding companies or

affiliates;

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11.1.3 An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

11.1.4 A full disclosure of any events, liabilities, or contingent liabilities that could affect

Proposer’s financial ability to perform this contract. 11.2 If Proposer is a privately-owned entity or sole proprietorship for which audited financial statements

are not required, Proposer shall submit an annual report that includes:

11.2.1 Last two years of un-audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

11.2.2 An audited or un-audited accrual-basis financial statement of the most recent quarter of

operation; and 11.2.3 A full disclosure of any events, liabilities, or contingent liabilities that could affect

Proposer’s financial ability to perform this contract; OR 11.2.4 Other financial information sufficient for the City, in its sole judgment, to determine if

Proposer is financially solvent or adequately capitalized.

PART V – SUBMISSION INSTRUCTIONS 1.0 Number of Copies. Submit six (6) printed copies of the Technical Proposal, including one (1)

printed original signed in BLUE ink, and six (6) electronic copies of the Technical Proposal on 6 separate thumb drives sealed in a separate single envelope bearing the assigned solicitation number (located on the first page of this RFP document) to:

City Secretary’s Office City Hall Annex, Public Level 900 Bagby Street Houston, Texas 77002

1.1 Submit two (2) printed copies of the Price Proposal/ Fee Schedule (Exhibit C) in a separate single sealed envelope bearing the assigned solicitation number (located on the first page of this RFP document) and clearly identifying to content as the “Price Proposal/ Fee Schedule” to the location provided above.

1.2 The City shall bear no responsibility for submitting responses on behalf of any Proposer.

Proposer(s) may submit their Proposal to the City Secretary’s Office any time prior to the stated deadline.

2.0 Time for Submission. Proposals shall be submitted no later than the date and time indicated for

submission in this RFP. Late submittals will not be considered and will be returned unopened. 3.0 Format. Proposals must be left-bound with information on both sides of the page when appropriate.

Material should be organized following the order of the submission requirements separated by labeled tabs and shall be securely bound. Submission materials will not be returned to Proposers.

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4.0 Complete Submission. Proposers are advised to carefully review all the requirements and submit all documents and information as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed non-responsive. Non-responsive proposals will not be considered.

5.0 Packaging and Labeling; The outside wrapping/envelope of the printed Technical Proposal shall

clearly indicate the RFP title, date, time for submission, and the name of the Proposer. The required number of thumb drives containing the Technical Proposal shall be submitted in a separate sealed envelope and marked in the same manner as the printed Technical Proposal. The outside wrapping/ envelope of the Price Proposal/ Fee Schedule shall clearly identify the content as “Price Proposal/ Fee Schedule” and shall clearly indicate the RFP title, date, time for submission, and name of the Proposer. All other submission requirements shall be included with the Proposer’s Technical Proposal.

6.0 Delivery of Proposals. The Proposal, including the Technical Proposal, all required forms, required

Financials, and the Price Proposal/ Fee Schedule must be delivered by hand or mailed to the address shown on the cover sheet of this RFP. If using an express delivery service, the package must be addressed and delivered specifically to the City Secretary’s Office. Packages delivered by express mail services to other locations may not be re-delivered to their final destination by the deadline hour.

7.0 Proposers Responsible for Timely Submission. Proposer remains responsible for ensuring that its

Proposal is received at the time, date, place, and office specified. The City assumes no responsibility for any Proposal not received, regardless of whether the delay is caused by the U.S. Postal Service, a courier delivery service, or some other act or circumstance.

Part VI – EXCEPTIONS TO TERMS AND CONDITIONS 1.0 All exceptions included with the Proposal shall be submitted in a clearly identified separate section

of the Proposal in which the Proposer clearly cites the specific paragraphs within the RFP where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting contract unless such exception is specifically referenced by the Chief Procurement Officer or designee, City Attorney, Director(s), or designee in a written statement. The Proposer’s preprinted or standard terms will not be considered by the City as a part of any resulting contract.

2.0 All exceptions that are contained in the Proposal may negatively affect the City’s Proposal

evaluation based on the evaluation criteria as stated in the RFP or result in possible rejection of Proposal.

Part VII – SPECIAL CONDITIONS

1.0 No Contact Period

1.1 Neither Proposer(s) nor any person acting on Proposer(s)'s behalf shall attempt to influence the outcome of the award by the offer, presentation, or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated City Representative identified on the first page of the solicitation.

1.2 With the exception of Proposer’s formal response to the solicitation and written requests for

clarification during the period officially designated for such purpose by the City Representative, neither Proposer(s) nor persons acting on their behalf shall communicate with any appointed or

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elected official or employee of the City, their families, or staff through written or oral means in an attempt to persuade or attempt to persuade or influence the outcome of the award or to obtain or deliver information intended to or which could reasonably result in an advantage to any Proposer from the time of issuance of the solicitation through the pre-award phase and up to the date the City Secretary publicly posts notice of any City Council agenda containing the applicable award. However, nothing in this paragraph shall prevent a bidder from making public statements to the City Council convened for a regularly scheduled session after the official selection has been made and placed on the City Council agenda for action, or to a City Council committee convened to discuss a recommendation regarding the solicitation.

2.0 Minority and Woman Business Enterprises (“M/WBE”)

2.1 Proposer shall comply with the City’s M/WBE programs as set out in Chapter 15, Article V of the

City of Houston Code of Ordinances. Proposer shall make good faith efforts to award subcontracts or supply agreements in at least the value stated in this Agreement to M/WBE’s. Proposer acknowledges that it has reviewed the requirements for good faith efforts on file with the City’s Office of Business Opportunity (OBO) and will comply with them.

3.0 Protests

3.1 Protests should be filed in accordance with the City of Houston Administrative Policy No. 5-

12 http://www.houstontx.gov/adminpolicies/5-12.pdf

4.0 Cancellation

4.1 The City has sole discretion and reserves the right to cancel this RFP or to reject any or all Proposals received prior to contract award.

5.0 Anti-Boycott of Israel

5.1 Proposer certifies that Proposer is not currently engaged in and agrees until the funds are

exhausted under this purchase order not to engage in, the boycott of Israel as defined by Section 808.001 of the Texas Government Code.

6.0 Executive Order 1-56 Zero Tolerance for Human Trafficking in City Service Contracts and

Purchasing

6.1 The City has a zero tolerance for human trafficking, and, per Executive Order 1-56, City funds shall not be used to promote human trafficking. City vendors are expected to comply with this Executive Order and notify the City’s Chief Procurement Officer of any information regarding possible violation by the vendor or its subcontractors providing services or goods to the City. The Executive Order is available on the City’s website: http://www.houstontx.gov/execorders/1-56.pdf

7.0 PRESERVATION OF CONTRACTING INFORMATION

7.1 The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this bid

[or solicitation] and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter.”

PART VIII – INSTRUCTIONS TO PROPOSERS 1.0 Pre-Proposal Conference

http://www.houstontx.gov/adminpolicies/5-12.pdf

http://www.houstontx.gov/execorders/1-56.pdf

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1.1 Pre-Proposal Conference will be held at the date, time, and location indicated on the first page of

the RFP document. Interested Proposer(s) are encouraged to attend. It will be assumed that potential Proposer(s) attending this meeting has reviewed the RFP in detail and are prepared to bring up any substantive questions not already addressed by the City.

2.0 Additional Information and Specification Changes 2.1 Requests for additional information and questions should be addressed to the Finance Department,

Strategic Procurement Division, Senior Procurement Specialist, Elnora Smith preferably by e-mail to [email protected] or by telephone at (832) 393-0209 no later than 2:00 P.M., Friday, March 19, 2021. The City shall provide written responses to all questions received by Proposers prior to the RFP submittal deadline. Questions received from all Proposer(s) shall be answered by the City and made available to Proposer(s) who are listed as having obtained the RFP. Proposer(s) shall be notified in writing of any changes in the specifications contained within this RFP.

3.0 Letter(s) of Clarification 3.1 All Letters of Clarification and interpretations to this Solicitation shall be in writing. Any Letter of

Clarification(s) or interpretation that is not in writing shall not legally bind the City. Only information supplied by the City in writing or in this RFP should be used in preparing Proposal responses.

3.2 The City does not assume responsibility for the receipt of any Letters of Clarification sent to

Proposer(s). 4.0 Examination of Documents and Requirements 4.1 Each Proposer shall carefully examine all RFP documents and familiarize themselves with all

requirements prior to submitting a Proposal to ensure that the Proposal meets the intent of this RFP.

4.2 Before submitting a Proposal, each Proposer shall be responsible for making all investigations and

examinations that are necessary to ascertain conditions and affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from the obligation to comply, in every detail, with all provisions and requirements of the RFP.

5.0 Post-Proposal Discussions with Proposer(s) 5.1 It is the City’s intent to commence final negotiation with the Proposer(s) deemed most

advantageous to the City. The City reserves the right to conduct post-Proposal discussions with any Proposer(s).

PART IX – REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL 1.0 Offer and Submittal, List of References, and List of Proposed Subcontractors (Exhibit I) 2.0 Signed M/WBE Forms: Attachment “A” Schedule of M/WBE Participation, M/WBE Participation Plan

Good Faith Efforts; Attachment “B” Office of Business Opportunity and Contract Compliance M/WBE Utilization Report; Attachment “C” Certified M/WBE Subcontract Terms. (Exhibit II)

3.0 Ownership Information Form (Exhibit III)

4.0 Anti-Collusion Statement (Exhibit IV)


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5.0 Conflict of Interest Questionnaire (Exhibit V) 6.0 Resolution of Contractor (On Company Letterhead) Documents/forms are available for download from the City’s Website at http://purchasing.houstontx.gov/forms.html PART X – REQUIRED FORMS TO BE SUBMITTED BY RECOMMENDED VENDOR ONLY 1.0 Insurance Requirements and Insurance Certificate 2.0 Drug Policy Compliance Agreement (Exhibit “B”); Contractor’s Certification of No Safety Impact

Positions in Performance of a City Contract (Exhibit “C”); Drug Policy Compliance Declaration (Exhibit “D”)

3.0 City Contractors’ Pay or Play Acknowledgement Form (POP-1)

http://www.houstontx.gov/obo/payorplay/pop1.pdf and Pay or Play Certificate of Compliance (POP-2) http://www.houstontx.gov/obo/payorplay/pop2.pdf

4.0 Hire Houston First Affidavit (Download Copy at http://www.houstontx.gov/obo/hirehoustonfirst.html

and submit to Office of Business Opportunity by e-mail to [email protected] or fax to 832-393-0646, or submit copy with proposal.

5.0 Texas Ethics Commission, Certificate of Interested Parties (Form 1295). Download a copy at

https://www.ethics.state.tx.us/tec/1295-Info.htm

6.0 Performance Bond (Exhibit VI)

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

http://www.houstontx.gov/obo/payorplay/pop1.pdf

http://www.houstontx.gov/obo/payorplay/pop2.pdf

http://www.houstontx.gov/obo/hirehoustonfirst.html


https://www.ethics.state.tx.us/tec/1295-Info.htm

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EXHIBIT I OFFER AND SUBMITTAL, REFERENCES, PROPOSED SUBCONTRACTORS

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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EXHIBIT I OFFER AND SUBMITTAL

NOTE: PROPOSAL MUST BE SIGNED AND NOTARIZED BY AN AUTHORIZED REPRESENTATIVE(S) OF THE PROPOSER, WHICH MUST BE THE ACTUAL LEGAL ENTITY THAT WILL PERFORM THE CONTRACT IF AWARDED AND THE TOTAL FIXED PRICE CONTAINED THEREIN SHALL REMAIN FIRM FOR A PERIOD OF ONE-HUNDRED EIGHTY (180) DAYS. "THE RESPONDENT WARRANTS THAT NO PERSON OR SELLING AGENCY HAS BEEN EMPLOYED OR RETAINED TO SOLICIT OR SECURE THIS CONTRACT UPON AN AGREEMENT OR UNDERSTANDING FOR A COMMISSION, PERCENTAGE, BROKERAGE, OR CONTINGENT FEE, EXCEPTING BONA FIDE EMPLOYEES. FOR BREACH OR VIOLATION OF THIS WARRANTY, THE CITY SHALL HAVE THE RIGHT TO ANNUL THIS AGREEMENT WITHOUT LIABILITY OR, AT ITS DISCRETION, TO DEDUCT FROM THE CONTRACT PRICES OR CONSIDERATION, OR OTHERWISE RECOVER THE FULL AMOUNT OF SUCH COMMISSION, PERCENTAGE, BROKERAGE OR CONTINGENT FEE." Respectfully Submitted: _______________________________________________________________________________________ (Print or Type Name of Contractor – Full Company Name) City of Houston Vendor No. (If already doing business with City): __________________________________________ Federal Identification Number: _____________________________________________________________________ By: ____________________________________________________________________________________ (Signature of Authorized Officer or Agent) Printed Name: ___________________________________________________________________________

Title: ___________________________________________________________________________

Date: ___________________________________________________________________________

Address of Contractor: _____________________________________________________________________ Street Address or P.O. Box

_____________________________________________________________________ City – State – Zip Code

Telephone No. of Contractor: (_____) __________________________________________________________

Signature, Name and title of Affiant: ____________________________________________________________ _______________________________________________________________________________________ (Notary Public in and for) ____________________________________________________________________________ County, Texas My Commission Expires: ______________ day of _____________________________________ 20_________

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EXHIBIT I REFERENCES

LIST OF PREVIOUS CUSTOMERS

1. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________

Contract Award Date: ________________ Contract Completion Date: _______________

Contract Name/Title: ________________________________________________________

Email: ________________________________________________________ Project Description: _________________________________________________________

__________________________________________________________________________

2. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________




__________________________________________________________________________

3. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________




__________________________________________________________________________

4. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________




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EXHIBIT I LIST OF SUBCONTRACTOR(S)

The following is a list of Subcontractors we propose to engage on the following items of Work. Any item of Work which does not designate a Subcontractor will be done by the firm submitting the Proposal.

SEGREGATED PART OF WORK SUBCONTRACTOR/SUPPLIER ________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

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EXHIBIT II ATTACHMENT “A”

SCHEDULE OF MWBE PARTICIPATION

Date:

Bid Number:

Formal Bid Title:

Name of Certified MWBE Subcontractor

Street Address, City, State, Zip Code, Tel # & Email

Certification Type {}

NAICS Code (6 Digits)

Description of Work (Scope of Work)

% of Participation

MBE WBE

TOTAL $ MWBE PARTICIPATION

$

TOTAL BID AMOUNT $

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MWBE PARTICIPATION PLAN

GOOD FAITH EFFORTS

If you have exhausted your best efforts to comply with the City’s MWBE Policy by seeking subcontracts and supply agreements with certified minority and women business enterprises, yet failed to meet the MWBE contract goal of this bid document, list below your good faith efforts to demonstrate compliance. For more information, please review the Good Faith Efforts Policy, which can be found on the OBO website at www.houstontx.gov/obo. ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ **All firms listed above must be certified by the Office of Business Opportunity at the time of bid submission. This schedule of MWBE participation must be returned with the bid form. The undersigned will enter into a formal subcontracting agreement with the M/WBEs and suppliers listed on this participation plan upon award of a contract from the City. _________________________________________________ Bidder Company Name _________________________________________________ Signature of Authorized Officer/Agent/Bidder & Title _________________________________________________ Print or Typed Name of Authorized Officer/Agent/Bidder & Title _________________________________________________ Date

http://www.houstontx.gov/obo

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EXHIBIT II ATTACHMENT “B”

OFFICE OF BUSINESS OPPORTUNITY AND CONTRACT COMPLIANCE MWBE UTILIZATION REPORT

NOTICE OF INTENT

THIS AGREEMENT IS SUBJECT TO MEDIATION AND CAN BE INITIATED BY THE COMPANIES SIGNED BELOW OR THE OFFICE OF BUSINESS OPPORTUNITY. To: City of Houston Date: Administering Department Project Name and Number Bid Amount: M/W/BE Goal: , agrees to enter into a contractual agreement with Prime Contractor _______________________________, who will provide the following goods/services in connection MWBE Subcontractor with the above-referenced contract:

_______________ for an estimated amount of $ or % of the total contract value. is currently certified with the City of Houston’s Office of Business (M/W/BE Subcontractor) Opportunity to function in the aforementioned capacity. Intend to

Prime Contractor M/W/BE Subcontractor work on the above-named contract in accordance with the M/W/DBE Participation Section of the City of Houston Bid Provisions, contingent upon award of the contract to the aforementioned Prime Contractor. Signed (Prime Contactor) Signed (M/W/BE Subcontractor) Printed Signature Printed Signature Title Date Title Date

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EXHIBIT II ATTACHMENT “C”

CERTIFIED MWBE SUBCONTRACT TERMS

CITY OF HOUSTON CERTIFIED MWBE SUBCONTRACT TERMS Contractor shall ensure that all subcontracts with M/WBE subcontractors and suppliers are clearly labeled “THIS CONTRACT IS SUBJECT TO MEDIATION” and contain the following terms:

1. _______________________(M/WBE subcontractor) shall not delegate or subcontract more than 50% of the work under this subcontract to any other subcontractor or supplier without the express written consent of the City of Houston’s Office of Business Opportunity Director (“the Director”).

2. _______________________(M/WBE subcontractor) shall permit representatives of the City of

Houston, at all reasonable times, to perform 1) audits of the books and records of the subcontractor, and 2) inspections of all places where work is to be undertaken in connection with this subcontract. Subcontractor shall keep such books and records available for such purpose for at least four (4) years after the end of its performance under this subcontract. Nothing in this provision shall affect the time for bringing a cause of action or the applicable statute of limitations.

3. Within five (5) business days of execution of this subcontract, Contractor (prime contractor) and

Subcontractor shall designate in writing to the Director an agent for receiving any notice required or permitted to be given pursuant to Chapter 15 of the Houston City Code of Ordinances, along with the street and mailing address and phone number of such agent.

These provisions apply to goal-oriented contracts. A goal-oriented contract means any contract for the supply of goods or non-professional services in excess of $100,000.00 for which competitive proposals are required by law; not within the scope of the MBE/WBE/SBE program of the United States Environmental Protection Agency or the United States Department of Transportation; and which the City Chief Procurement Officer has determined to have significant MWBE subcontracting potential in fields which there are an adequate number of known MBEs, WBE’s, and or SBE’s (if applicable) to compete for City contracts. The MWBE policy of the City of Houston will be discussed during the pre-proposal conference. For information, assistance, and/or to receive a copy of the City’s Affirmative Action Policy and/or Ordinance, contact the Office of Business Opportunity Division at 832.393.0600, 611 Walker Street, 7th Floor, Houston, Texas 77002.

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EXHIBIT II ATTACHMENT “D”

OFFICE OF BUSINESS OPPORTUNITY AND CONTRACT COMPLIANCE MWBE UTILIZATION REPORT

Report Period: _____________________ PROJECT NAME & NUMBER: ___________________________________ AWARD DATE:_____________________________ PRIME CONTRACTOR: ________________________________________ CONTRACT NO.: ___________________________ ADDRESS: __________________________________________________ CONTRACT AMOUNT: ______________________ LIAISON/PHONE NO.: _________________________________________ MWBE GOAL: ____________________________

MWBE SUB/VENDOR NAME

DATE OF OBO CERTIFICATION

DATE OF SUBCONTRACT

SUBCONTRACT AMOUNT

% OF TOTAL CONTRACT

AMOUNT PAID TO DATE

% OF CONTRACT TO DATE

Use additional pages if needed. Submit by the 15th day of the following month. Office of Business Opportunity Provide support documentation on all revenues paid to end of the report period to: ATTN: Carlecia Wright 713-837-9000 MWBE’s to reflect up/down variances on Contract amount. 611 Walker, 7th Floor Houston, Texas 77002

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EXHIBIT III CITY OF HOUSTON OWNERSHIP INFORMATION FORM

REV. 12/23/2019 The City of Houston Ownership Information Form is used to gather information to comply with:

a. The City of Houston Contractor Ownership Disclosure Ordinance (Chapter 15 of the Code of Ordinances, Article VIII. City Contracts; Indebtedness to City);

b. The City of Houston Fair Campaign Ordinance (Chapter 18 of the Code of Ordinances); and, c. The State of Texas Statement of Residency Requirements (Tex. Govt. Code Chapter 2252).

Please complete the form, in its entirety, and submit it with the Official Bid or Proposal Form. Except as noted below regarding the Statement of Residency, failure to provide this information may be just cause for rejection of your bid or proposal.

NOTICE OF AFFIRMATIVE ACCEPTANCE OF THE CITY OF HOUSTON FAIR CAMPAIGN ORDINANCE By submitting a bid or proposal to the City of Houston for a Contract in excess of $50,000 or for which a request is presented to City Council for approval, all respondents agree to comply with the Chapter 18 of the Code of Ordinances. Further, pursuant to Section 18-36 of the Code of Ordinances, it shall be unlawful either for any person who submits a bid or proposal to contribute or offer any contribution to a candidate or for any candidate to solicit or accept any contribution from such person for a period commencing at the time of posting of the City Council Meeting Agenda including an item for the award of the Contract and ending upon the 30th day after the award of the Contract by City Council.

INSTRUCTIONS

1. Please type or legibly print in dark ink responses. Individuals and entities should disclose their full, legal names (not initials) and all required corporate letters (“Inc”, “LLP”, etc.).

a. If a firm is operating under an assumed name, the following format is recommended: Corporate/Legal Name DBA Assumed Name.

2. Full addresses are required, including street types (“St”, “Rd”, etc.) and unit number. 3. Individuals or entities with 10% or more ownership of the corporation, partnership, or joint venture

(including persons who own 100%) are required to be disclosed with their full name and full address. All officers and directors are also required to be disclosed with their full name and full address.

https://www.municode.com/library/tx/houston/codes/code_of_ordinances?nodeId=COOR_CH15CO

https://www.municode.com/library/tx/houston/codes/code_of_ordinances?nodeId=COOR_CH15CO

https://www.municode.com/library/tx/houston/codes/code_of_ordinances?nodeId=COOR_CH18ETFIDI

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm

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CITY OF HOUSTON OWNERSHIP INFORMATION FORM

REV. 12/23/2019

PROJECT AND BID/PROPOSAL PREPARER INFORMATION Project or Matter Being Bid: Bidder’s complete firm/company business information Name: Business Address [No./Street] City / State / Zip Code Telephone Number Bidder’s email address Email Address:

STATEMENT OF RESIDENCY

(THE STATEMENT OF RESIDENCY PORTION OF THIS DOCUMENT IS NOT APPLICABLE IF THE SOLICITATION INDICATES FEDERAL FUNDS WILL BE USED)

TEX. GOV’T CODE §2252.001, §(4) defines a "Resident bidder" as a bidder whose principal place of business* is in this state, and includes a contractor whose ultimate parent company or majority owner has its principal place of business in this state. TEX. GOV’T CODE §2252.001§ (3) defines a "Nonresident bidder" as a bidder who is not a resident in this state. * Principal Place of Business in Texas means that the business entity:

• has at least one permanent office located within the State of Texas, from which business activities other than submitting bids to governmental agencies are conducted and from which the bid is submitted; and

• has at least one employee who works in the Texas office. Based on the definitions above, your business is a: If you are a Nonresident Bidder, does your home state have a statute giving preference to resident bidders? If so, you must attach a copy of the statute to this Document. A copy of the State of statute is attached. NOTE: The State of residency of a bidder is not used in the decision-making criteria for the award of contracts for projects receiving federal funding, whether in whole or in part.

TEXAS RESIDENT BIDDER NONRESIDENT BIDDER

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CITY OF HOUSTON OWNERSHIP INFORMATION FORM REV. 12/23/2019

CONTRACTING ENTITY ORGANIZATIONAL ENTITY TYPE

FOR PROFIT ENTITY: NON-PROFIT ENTITY:

SOLE PROPRIETORSHIP NON-PROFIT CORPORATION CORPORATION UNINCORPORATED ASSOCIATION PARTNERSHIP LIMITED PARTNERSHIP JOINT VENTURE LIMITED LIABILITY COMPANY OTHER (specify in space below)

LISTING OF ADDRESSES

List all current and prior addresses where the bidder does/has done business or owns property (real estate and/or business personal property) in the city of Houston (“Houston”) in the past 3 years from the date of submittal of this form. If within the past 3 years from the date of submitting this form, the bidder does not and has not done business and has not or does not own property (real estate and/or business personal property) in Houston, please state “None” on the first line below.

Address

Address

Address ATTACH ADDITIONAL SHEETS AS NEEDED.

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LISTING OF OFFICERS

LIST ALL OFFICERS OF THE ENTITY, REGARDLESS OF THE AMOUNT OF OWNERSHIP (IF NONE STATE “NONE”)

Name Officer Address






LISTING OF DIRECTORS OR MEMBERS

LIST ALL DIRECTORS OF THE ENTITY, REGARDLESS OF THE AMOUNT OF OWNERSHIP (IF NONE STATE “NONE”)

Name Director or Member Address




Name Director or Member Address CITY OF HOUSTON OWNERSHIP INFORMATION FORM

REV. 12/23/2019

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DISCLOSURE OF OWNERSHIP (OR NON-PROFIT OFFICERS)

Bidders are required to disclose all owners of 10% or more of the Contracting Entity. For non-profit entities, please provide the complete information for the President, Vice-President, Secretary, and Treasurer. IN ALL CASES, USE FULL NAMES, LOCAL BUSINESS AND RESIDENCE ADDRESSES AND TELEPHONE NUMBERS. DO NOT USE POST OFFICE BOXES FOR ANY ADDRESS. INCLUSION OF E-MAIL ADDRESSES IS OPTIONAL, BUT RECOMMENDED. ATTACH ADDITIONAL SHEETS AS NEEDED.

Contracting Entity: Name: Business Address [No./Street] City / State / Zip Code Telephone Number Email Address:

DISCLOSURE OF OWNERSHIP (OR NON-PROFIT OFFICERS) continued.

Owner(s) of 10% or More (IF NONE, STATE “NONE.”):

Name: Business Address [No./Street] City / State / Zip Code Telephone Number Email Address: Residence Address [No./Street] City / State / Zip Code

Owner(s) of 10% or More (IF NONE, STATE “NONE.”): Name: Business Address [No./Street] City / State / Zip Code Telephone Number Email Address: Residence Address [No./Street] City / State / Zip Code

ATTACH ADDITIONAL SHEETS AS NEEDED.

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OPTIONAL: TAX APPEAL INFORMATION

If the firm/company or an owner/officer is actively protesting, challenging, or appealing the accuracy and/or amount of taxes levied with a tax appraisal district, please provide the following information:

Status of Appeal [DESCRIBE]: If an appeal of taxes has been filed on behalf of your company, please include a copy of the official form receipted by the appropriate agency.

REQUIRED: UNSWORN DECLARATION

I certify that I am duly authorized to submit this form on behalf of the firm, that I am associated with the firm in the capacity noted below, and that I have personal knowledge of the accuracy of the information provided herein. I affirm that all the information contained herein is true and correct to the best of my knowledge. I understand that failure to submit accurate information with my submission may result in my submission being considered non-responsive and non-responsible.

Preparer’s Signature Date

Printed name

Title

NOTE: This form constitutes a governmental record, as defined by Section 37.01 of the Texas Penal Code. Submission of a false government record and falsification of a governmental record are crimes, punishable as provided in Section 37.10 of the Texas Penal Code.

Debtor (Firm or Owner Name):

Tax Account Nos.:

Case or File Nos.:

Attorney/Agent Name:

Attorney/Agent Phone No.:

Tax Years:

.

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EXHIBIT IV ANTI-COLLUSION STATEMENT

The undersigned, as Proposer, certifies that the only person or parties interested in this Proposal as principals

are those named herein; that the Proposer has not, either directly or indirectly entered into any Agreement,

participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection

with the award of this Contract.

__________________________ __________________________________ Date Proposer Signature

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EXHIBIT V CONFLICT OF INTEREST QUESTIONNAIRE

CONFLICT OF INTEREST QUESTIONNAIRE: Chapter 176.006 of the Local Government Code (“the code”) requires a Vendor/Contractor to file a Conflict of Interest Questionnaire (CIQ) with the City. NOTE: Vendors/Contractors or Agents should not complete the CIQ if a conflict, as described below, does not exist. Only Vendors/Contractors or Agents that actually have a conflict, as described below, must file a CIQ. Who must file a CIQ? A Vendor/Contractor or Agent of a Vendor/Contractor does not have to file a CIQ unless they intend to enter or is considering entering into a contract with the City or:

1. has an employment or other business relationship with the Local Government Officer/Family Member; or 2. has given the Local Government Officer/Family Member one or more gifts with the aggregate value

exceeding $250.00. When must the Vendor/Contractor or Agent file a CIQ? The completed CIQ must be filed with the City Chief Procurement Officer not later than the 7th business day after the date the Vendor/Contractor or Agent:

1. begins discussions or negotiations to enter into a contract with the City; 2. submits an application to the City in response to a request for proposals or bids, correspondence, or any

other writing related to a potential contract with the City; 3. becomes aware of an employment or other business relations with the Local Government Officer/Family

Member; 4. becomes aware that he/she has given one or more gifts to the Local Government Officer/Family Member

that exceeds $250.00; or 5. an event that would make the CIQ incomplete or inaccurate.

What is a business relationship? Under Chapter 176, 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:

1. a transaction that is subject to a rate or fee regulation by a governmental entity; 2. a transaction conducted at a price and subject to terms available to the public; or 3. a purchase or lease of goods or services from a person who is chartered by a state or federal agency

and is subject to regular examination and reporting to that agency. The Conflict of Interest Questionnaire is available for downloading from the Texas Ethics Commission’s website at http://www.ethics.state.tx.us/forms/CIQ.pdf . The Original Conflict of Interest Questionnaire shall be filed with the Finance Department, Strategic Procurement Division, ATTN: Jerry Adams, Chief Procurement Officer, 611 Walker St. Fifth Floor; Houston, Texas 77002. Vendors and Contractors required to file shall include a copy of the form as part of the BID/Proposal package. Any questions about filling out this form should be directed to your attorney.

http://www.ethics.state.tx.us/forms/CIQ.pdf

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EXHIBIT V CONFLICT OF INTEREST QUESTIONNAIRE

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PERFORMANCE BOND

THAT WE, , as Principal,

(the “Contractor”), and the other subscriber hereto, , as Surety, do hereby acknowledge ourselves to be held and firmly bound to the City of Houston (the “City”), a municipal corporation, in the penal sum of $ for the payment of which sum, well and truly to be made to the City, its successors and assigns, Contractor and Surety do bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally. THE CONDITIONS OF THIS OBLIGATION ARE SUCH THAT:

WHEREAS, the Contractor has on or about this day executed a Contract in writing with the City for , all of such work to be done as set out in full in said Contract documents therein referred to and adopted by the City Council, all of which are made a part of this instrument as fully and completely as if set out in full herein.

NOW THEREFORE, if the said Contractor shall faithfully and strictly perform the Contract in all its terms, provisions, and stipulations in accordance with its true meaning and effect, and in accordance with the Contract documents referred to therein and shall comply strictly with each and every provision of the Contract and with this Bond, then this obligation shall become null and void and shall have no further force and effect; otherwise the same is to remain in full force and effect. Should the Contractor fail to faithfully and strictly perform the Contract in all its terms, including but not limited to the indemnifications thereunder, the Surety shall be liable for all damages, losses, expenses and liabilities that the City may suffer in consequence thereof, as more fully set forth herein.

It is further understood and agreed that the Surety does hereby relieve the City or its representatives from the exercise of any diligence whatever in securing compliance on the part of the Contractor with the terms of the Contract, and the Surety agrees that it shall be bound to take notice of and shall be held to have knowledge of all acts or omissions of the Contractor in all matters pertaining to the Contract. The Surety understands and agrees that the provision in the Contract that the City will retain certain amounts due the Contractor until the expiration of 30 days from the acceptance of the Work is intended for the City's benefit, and the City will have the right to pay or withhold such retained amounts or any other amount owing under the Contract without changing or affecting the liability of the Surety hereon in any degree.

It is further expressly agreed by Surety that the City or its representatives are at liberty at any

time, without notice to the Surety, to make any change in the Contract documents and in the Work to be done thereunder, as provided in the Contract, and in the terms and conditions thereof, or to make any change in, addition to, or deduction from the Work to be done thereunder; and that such changes, if made, shall not in any way vitiate the obligation in this Bond and undertaking or release the Surety therefrom.

It is further expressly agreed by Surety that the City or its representatives are at liberty at any time, without notice to the Surety, to make any change in the Contract documents and in the Work to be done thereunder, as provided in the Contract, and in the terms and conditions thereof, or to make

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any change in, addition to, or deduction from the Work to be done thereunder; and that such changes, if made, shall not in any way vitiate the obligation in this Bond and undertaking or release the Surety therefrom.

It is further expressly agreed and understood that the Contractor and Surety will fully indemnify and save harmless the City from any liability, loss, cost, expense, or damage arising out of Contractor’s performance of the Contract.

If the City gives Surety notice of Contractor’s default, Surety shall, within 45 days, take one of the following actions:

1. Arrange for Contractor, with consent of the City, to perform and complete the Contract; or 2. Take over and assume completion of the Contract itself, through its agents or through

independent contractors, and become entitled to the payment of the balance of the Contract Price.

If the Surety fails to take either of the actions set out above, it shall be deemed to have waived

its right to perform and complete the Contract and receive payment of the balance of the Contract Price and the City shall be entitled to enforce any remedies available at law, including but not limited to completing the Contract itself and recovering any cost in excess of the Original Contract Price from the Surety.

This Bond and all obligations created hereunder shall be performable in Harris County, Texas.

This Bond is given in compliance with the provisions of Chapter 2253, Texas Government Code, as amended, which is incorporated herein by this reference.

Notices required or permitted hereunder shall be in writing and shall be deemed delivered when actually received or, if earlier, on the third day following deposit in a United States Postal Service post office or receptacle, with proper postage affixed (certified mail, return receipt requested), addressed to the respective other Party at the address prescribed in the Contract documents, or at such other address as the receiving party may hereafter prescribe by written notice to the sending party.

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IN WITNESS THEREOF, the said Contractor and Surety have signed and sealed this instrument on the respective dates written below their signatures and have attached current Power of Attorney.

ATTEST, SEAL: (if a corporation) WITNESS: (if not a corporation) Name of Contractor By: By:

Name: Name: Title: Title:

Date: ATTEST/SURETY WITNESS:

Full Name of Surety (SEAL)

Address of Surety for Notice Telephone Number of Surety

By: By:

Name: Name: Title: Title: Attorney-in-Fact Date: Date:

This Ordinance or Contract has been reviewed as to form by the undersigned legal assistant and have been found to meet established Legal Department criteria. The Legal Department has not reviewed the content of these documents. Legal Assistant Date

END OF DOCUMENT

EXHIBIT VII FEE SCHEDULE

PRICING FOR SERVICES AND DELIVERABLES

All Services Amount Basic Services - 5 Year Total Other/Work Services (Labor, Materials, Supplies - 5 Year Total) Proposed 5 Year Grand Total

Basic Services Amount Year 1 Year 2 Year 3 Year 4 Year 5 Total Basic Services

Other Work/Services (Labor & Materials) Amount Year 1 Year 2 Year 3 Year 4 Year 5 Total Other Work/Services (Labor & Materials)

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Pricing Detail – Basic Services Year 1 Monthly Fee Annual Fee

Item Description Basic Services/Systems Support Simpleway Maintenance & Voice Library Support for IAH & Hobby

Basic Services/Simpleway Maintenance (Year 1 Total)













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Pricing Detail – Other Work/Services (Labor & Materials) Year 1 Est. Annual

Labor Hrs. Cost Per Hour

Annual Cost

Item Labor Classifications 1 PA System Programmer

a. Normal Work Hours 240 1. b. After Normal Work Hours 160

2 PA System Technician a. Normal Work Hours 240 b. After Normal Work Hours 160

3 PA System Installer a. Normal Work Hours 120 b. After Normal Work Hours 40

Total Estimated Other Work / Services Labor Annual Costs Year 1

Est. Annual Expenditure

% Markup Annual Cost

Estimated Maintenance Materials/Parts/Supplies/Equipment/or Contracted Labor

Simpleway Parts/Labor $50,000.00

QSC ____% Discount off QSC published price $10,000.00

Total Estimated (HAS) Other Work / Services Labor Annual Costs Year 1

Pricing Detail – Other Work/Services (Labor & Materials) Year 2 Est. Annual Labor

Hrs. Cost Per Hour Annual Cost

Item Labor Classifications 1 PA System Network Programmer

a. Normal Work Hours 240 b. After Normal Work Hours 160






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Estimated Maintenance Materials/Parts/Supplies/Equipment/or Contracted Labor Simpleway Parts/Labor $50,000.00





Item Labor Classifications 1 System Network Programmer


2 System Technician a. Normal Work Hours 240 b. After Normal Work Hours 160

3 System Installer a. Normal Work Hours 120 b. After Normal Work Hours 40




Estimated Maintenance Materials/Parts/Supplies/Equipment/or Contracted LaborSimpleway Parts/Labor $50,000.00







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Estimated Maintenance Materials/Parts/Supplies/Equipment/or Contracted Labor Simpleway Parts/Labor $50,000.00












Estimated Maintenance Materials/Parts/Supplies/Equipment/or Contracted Labor Simpleway Equipment/Labor $50,000.00



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IAH QSC 1600 PSX Simpleway Terminal A 6 0 18Terminal B 26 0 0Terminal C 31 0 0Terminal C North 31 15 0Terminal D 1 0 12Terminal E 25 0 0FIS 10 0 0Hobby 36 0 30Total 133 15 43

ATTACHMENT B-9PA QSC SIMPLEWAY INVENTORY

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