june 14, 2019 houston, tx 77002 - rfq.pdfbarc is the only animal shelter within the city limits that...

of 34

Date Issued: June 14, 2019

Pre-Submission Conference: July1, 2019 @ 10:00 AM Strategic Procurement Division 611 Walker, 11th Floor, Room#1148 Houston, TX 77002

Pre-Submission Questions Deadline:

July11, 2019 @ 4:00 P.M.

Solicitation Due Date:

August 1, 2019 @ 2:00 P.M., CST

Solicitation Contact Person:

[email protected] 832-393-8710

Project Summary: Animal Transport Services for a three (3) year term, with two (2) one-year

options. Project Description: This RFQ is for the City of Houston, BARC Animal Shelter and Adoptions

Division for the procurement of animal transport services to “no kill” communities, facilities, and foster-based rescues throughout the U.S. that have a demand for adoptable pets.

NIGP Code: 962-06 MWBE Goal: 0%

Jerry Adams, Chief Procurement Officer

Date

CITY OF HOUSTON REQUEST FOR QUALIFICATIONS (RFQ)

ANIMAL TRANSPORT SERVICES SOLICITATION NO.: S78-Q29069

mailto:[email protected]

of 34

TABLE OF CONTENTS

PART I – GENERAL INFORMATION... ........................................................................................................................... 4 1.0 General Information... ................................................................................................................................ 4 2.0 Background... ............................................................................................................................................. 4 3.0 Solicitation Schedule ................................................................................................................................. 4 PART II – SCOPE OF WORK / SERVICES ... ................................................................................................................. 5 1.0 Purpose ...................................................................................................................................................... 5 2.0 General Requirements ............................................................................................................................... 5 3.0 Licenses and Permits ............................................................................................................................... 5 4.0 Animal Handling and Care ........................................................................................................................ 6 5.0 Cleaning and Sanitation Protocols ............................................................................................................ 6 6.0 Record Keeping ........................................................................................................................................ 7 7.0 Transport Protocols and Vehicles and Maintenance ................................................................................ 7 8.0 Locations for Animal Pick-Up and Deliveries ............................................................................................ 8 9.0 Term ......................................................................................................................................................... 9 10.0 BARC Contacts ........................................................................................................................................ 9 11.0 Payment .................................................................................................................................................. 9 PART III – EVALUATION AND SELECTION PROCESS .............................................................................................. 10

1.1 Interviews/Oral Presentations/Demonstrations. ..................................................................................... 10 1.2 Selection Process………………………………………………………………………………………………. 10 1.3 Best and Final Offers…………………………………………………………………………………………….10 PART IV – EVALUATION CITERIA ............................................................................................................................... 10 1.0 Responsiveness of Submission ... ........................................................................................................... 10 2.0 Qualifications of Evaluation Criteria ... ..................................................................................................... 11 PART V – RESPONDENT SUBMISSION REQUIREMENTS ....................................................................................... 13 PART VI – RESPONDENT SUBMISSION INSTRUCTONS .......................................................................................... 14 1.0 General Information... ............................................................................................................................... 14 PART VII– SPECIAL CONDITIONS .............................................................................................................................. .15

1.0 No-Contact Period………………………………………………………………………………………………. 15 2.0 Equal Opportunity Employment………………………………………………………………………………...16 3.0 Protests……………………………………………………………………………………………………………16 4.0 Anti-Boycott of Israel…………………………………………………………………………………………….16 5.0 Hire Houston First ………………………………………………………………………………………………16 6.0 Executive Order 1-56 Zero Tolerance for Human Trafficking in City Service Contracts and…………...16

Purchasing

of 34

PART VIII– INSTRUCTIONS TO RESPONDENTS ....................................................................................................... 16

1.0 Pre-Submission Conference…………………………………………………………………………………….17 2.0 Additional Information and Specification Changes……………………………………………………………17 3.0 Letter(s) of Clarification ....................................................................................................... ……… … 17 4.0 Examination of Documents and Requirements ....................................................................................... 17 5.0 Exceptions to Terms and Conditions ....................................................................................................... 17 6.0 Post-Submission Discussions with Respondent(s) ................................................................................. 17

PART IX – REQUIRED FORMS/DOCUMENTS TO BE SUBMITTED…………………………………………………… . .18 EXHIBIT I – OFFER, SUBMITTAL, AND LIST OF REFERENCES... ............................................................ 19 EXHIBIT I-A – OFFER AND SUBMITTAL... ......................................................................................... 20 EXHIBIT I-B – REFERENCES .............................................................................................................. 21 EXHIBIT I-C – LIST OF SUBCONTRACTORS(S)... ............................................................................ 22 EXHIBIT II – CAMPAIGN FINANCE ORDINANCE FORM ........................................................................... .23 EXHIBIT III – AFFIDAVIT OF OWNERSHIP OR CONTROL ......................................................................... 28 EXHIBIT IV – ANTI-COLLUSION STATEMENT ............................................................................................ 31 EXHIBIT V – STATEMENT OF RESIDENCY…………………………………………………………………… 32 EXHIBIT VI – CONFLICT OF INTEREST QUESTIONNAIRE……………………………………………………33

of 34

PART I – GENERAL INFORMATION 1.0 General Information

The City of Houston (“City”) is seeking services of qualified Respondents to submit a submission for animal transport services. Submissions are solicited for this services for the City in accordance with the

specifications, terms, and conditions as set forth in this Request for Qualifications (RFQ). During this contract period, the Respondent shall establish a close working relationship with the City and

shall provide animal transport services that will meet the City’s requirements. Respondent shall have a minimum of two (2) years’ experience in providing animal transport services

similar in size and scope as described in this RFQ. 2.0 City of Houston Background

The City is the fourth largest city in the United States and is comprised of 23 departments with multiple physical locations throughout the City. The City has approximately 23,000 employees with about 500 employees involved in the procurement and/or contracting process. Contracts where the City must pay in excess of $50,000 are routed to City Council for approval. The annual volume of contracts and purchase orders issued in the City in the last five years has ranged from 19,000 to 23,000. BARC is the only animal shelter within the city limits that is required to take in all cats and dogs from Houston residents no matter the animal’s health, breed, or temperament. BARC’s animal intake is between 26,000-28,000 annually. BARC is always at capacity so the transport partners play a vital role in reducing BARC animal population and increasing the live release numbers.

3.0 Solicitation Schedule

Listed below are key dates for this (RFQ): EVENT _________________________ DATE _____ Date RFQ Issued June 14, 2019 Pre-Submission Conference July 1, 2019 Questions from Respondents Due to City July 11, 2019 Submissions Due from Respondents August 1, 2019 Notification of Intent to Award (Estimated) September 17, 2019 Council Agenda Date (Estimated) December 17, 2019 Contract Start Date (Estimated) December 31, 2019

of 34

PART II – SCOPE OF WORK/SERVICES 1.0 Purpose

1.1 The purpose of this solicitation is to identify a successful Respondent who can provide animal transport services. Furthermore, the Respondent shall be required to accept and transport animals to “no kill” communities, facilities, and foster-based rescues throughout the U.S. that have a demand for adoptable pets. These animals will be selected by BARC’s Foster and Rescue Coordinators and/or management team, with input from Respondent regarding pets acceptable for transport. Also, the Respondent shall comply with the scope of work and all other terms set forth in the resulting contract.

1.2 Animal transport has played a vital role in the live release rate of shelters nationwide. It is a

proven method of supplying and demand in areas where companion pets are less available. For the last 5 years, the transport program at BARC has increased live release numbers dramatically. It is imperative that the City of Houston fund these types of programs to save as many animals as possible. Cities such as San Antonio and Austin have similar programs and have experienced dramatic improvements in their live release rates.

1.3 The transport service would be too costly and time consuming for BARC to maintain and operate

independently. A nonprofit entity has the power to raise tax-deductible dollars and subsidize their expenses. By offering a pay-per-animal scale, the contract incentivizes nonprofits to maximize their efforts. Additionally, several entities already perform this service nationwide and may be compelled to create new business in Houston and complete for this contract.

2.0 General Requirements 2.1 The Respondent shall have a history of at least two (2) years transporting animals and shall have

transported at least 400 animals each year. 2.2 The Respondent must have current 501(c)(3) nonprofit status. The organization must be able to

provide full disclosure of board members and notify BARC when board members change. 2.3 Respondent shall transfer a minimum of 400 animals each year. These animals will be selected

by BARC’s Foster and Rescue Coordinator and/or management team. 2.4 BARC will pay the Respondent $75.00 per BARC animal transported to “no-kill” communities,

facilities, and foster based rescues throughout the U.S. that have a demand for adoptable pets. 2.5 BARC must have access to the Respondent’s standard operating procedures (SOPs) as they

pertain to this contract.

3.0 Licenses and Permits

3.1 The Respondent shall obtain, maintain, and pay for all appropriate licenses, permits, and certificates all required by any statue, ordinance, rule, or regulation in order to remain in good standing with national, state and local laws and with the City of Houston.

of 34

4.0 Animal Handling and Care

4.1 The Respondent’s standard operating procedures (SOPs) shall adhere to the best practices in animal handling and care. Any abuse, neglect, or failure to keep animals in sanitary conditions shall result in immediate termination of the contract.

4.2 Once the animal is in the care of the Respondent, title of that animal is transferred from BARC to

the Respondent. 4.3 Once the animal is in the care of the Respondent, and prior to transport, the Respondent shall

provide, at its expense, humane housing and proper care of an animals including but not limited to, the provision of food, water, shelter, human attention, and appropriate veterinary care for so long as such animals remain under the Respondent’s care and control, including any Instructions for Care provided by a BARC Veterinarian.

4.4 Humane housing includes shelter from sun, wind, extreme temperatures and rain. Animals must

be able to freely move around in any enclosure and be able to eat away from fecal matter/debris. Animals must receive adequate stimulation and appropriate veterinary care to include sterilization, age appropriate vaccinations, and adequate exercise.

4.5 The Respondent shall have access to a licensed private veterinarian and vet staff, in good

standing with the Texas State Board of Veterinary Medical Examiners, that regularly sees Respondent’s animals on a proactive basis. Anything that cannot be handled in-house shall immediately go to an outside veterinarian who has the requisite experience to treat the animal.

4.6 The Respondent shall ensure that each animal is sterilized prior to the animal leaving the care

and control of the Respondent. However, subject to BARC funding and availability, as determined by BARC, animals rescued by the Respondent may be sterilized by BARC. The Respondent agrees and understands that BARC may choose to not perform the sterilization surgeries for the Respondent’s rescued animals.

4.7 Every animal that is transported must be evaluated by a licensed veterinarian and be provided a

valid health certificate with approval for travel. All animals of age will be required to have a rabies vaccination prior to travel.

4.8 Animals must be fed in a manner that is consistent with the nutritional needs for the age, size,

condition, and species and in accordance with the other provisions set forth herein.

5.0 Cleaning and Sanitation Protocols

5.1 The Respondent must provide extensive SOPs and protocols pertaining to cleaning/sanitation to avoid cross-contamination and protocols on each illness whether it is a dog or cat.

5.2 Clean water must be continually available to each animal. 5.3 Animals must be provided food and water in containers.

of 34

6.0 Record Keeping

6.1 The Respondent shall maintain extensive records and provide access to BARC for animal outcomes; this includes, but is not limited to: adoptions, transfers to another group, deaths, humane euthanasia, and any other issue.

6.2 The Respondent shall generate a report or any other requested documents, at BARC’s request,

with the name, address, and contact information of any person or group who receives animals from the Respondent in conjunction with this contract.

6.3 The Respondent shall provide full disclosure, at BARC’s request, of any financial statements or

fees associated with this service. In addition, BARC shall be made aware when the Respondent files their IRS Form 990 and a full copy shall be made available at BARC’s request.

6.4 Any publicity efforts by the respondent related to its collaboration with BARC or activities at a

BARC facility or function shall be submitted by the Respondent to BARC for review and approval not less than 48 hours in advance of the proposed dissemination date. Materials may not be disseminated without the express approval of BARC, for which consent will not be unreasonably withheld.

7.0 Transport Protocols and Vehicles and Maintenance

7.1 Driver and animal safety are of utmost importance. 7.2 The Respondent’s animal transport SOPs must conform to national, state, and local laws. 7.3 The Respondent shall provide all necessary equipment and personnel needed to transport and

care for animals, including but not limited to: vehicles, fuel, shelter, housing, cages, straps, animal leads, animal food, fresh water, drivers, staff and any other item or person needed for transport and animal care.

7.4 Transport vehicles shall be serviced at regular intervals and maintenance records shall be made

available at BARC’s request. Vehicles shall be designed to house animals and transport them safely.

7.5 Any vehicle, shelter, or any area where animals are housed as a part of this contract must be

available for inspection by BARC at any time. This includes no-notice inspections. Vehicle Details:

a. Each transport vehicle and the transport crates shall be cleaned and sanitized prior to loading the animals for transport.

b. Each transport vehicle and enclosure must have appropriate heating, cooling, and ventilation to ensure the comfort and health of the animals at all times. Each vehicle must be equipped with a thermometer (visibly located where animals are located) to ensure that the temperature stays between 60° F and 85° F.

c. Each vehicle must be equipped with insulation, flooring, dual heat/air, and vents where the animals are located.

d. Ingress of exhaust from the vehicle's engine must be minimized. e. Smoking of any kind is strictly prohibited within the transport vehicle and any area outside

the transport vehicles where smoke is able to reach the animals. f. Unconfined transportation is strictly prohibited.

of 34

g. Each vehicle must have unobstructed walkways for easy access to each kennel. h. The openings of such enclosures must be accessible at all times for emergency removal of

the animals. i. The animals must be afforded protection from the elements. j. Each vehicle must stop at least every 6 hours to complete a visual check of all kennels and

clean soiled bedding/pads. k. Each van must have two drivers at all times. l. One species should be transported per vehicle.

Animal Enclosure/Care Details:

a. Each animal must be identified by a collar and a tag on its kennel. b. Enclosures (kennels) used to transport animals must be secured, water resistant, well-

constructed of cleanable material, and designed to protect the health and ensure the safety of the animals.

c. Kennels must be appropriately stacked, securely affixed to the interior walls of the vehicle, and firmly attached to one another. 1. For moms and the babies, and more anxious animals, kennels shall be covered with black

crate covers, or if unavailable, a light sheet or other breathable material to maximize the comfort of the animal(s) while maintaining proper and adequate ventilation.

d. Animals may not be placed in enclosures over other animals in transit unless the higher chassis is fitted with a floor of material that prevents waste from entering lower enclosures.

e. Enclosures used to transport cats must have a solid floor and contain a mat, towel, or other soft covering. Litter boxes must be cleaned every 6 hours or sooner, as may be required by each specific animal.

f. Each must be transported in its own separate kennel (except in the case of litters or animals that had previously been housed together at the shelter or in a foster home) with stable, leak-proof bottoms and adequate bedding.

g. Animals that are not conditioned to each other shall not be transported in the same enclosure. h. Enclosures must be large enough so that each animal has space to turn around, stand, and lie

down. i. Enclosures must be cleaned and sanitized after each use or between animals, or more often if

necessary to comply with the other requirements set forth herein. j. Each animal must be provided with fresh water at all times in each kennel. Animals must be

kept hydrated. k. Puppies, if not with their nursing mom, must be provided a snack every 4-6 hour, depending

on age and medical needs, and adult dogs shall be fed every 8 hours. l. All cats/kittens must be provided with a litter box within their kennels that takes up less than

50% of their enclosure’s floor. m. Kittens must be fed every 6-8 hours depending on age and medical needs. Adult cats shall be

fed every 6 hours. n. Dogs older than 6 months must be removed from the vehicle at least every 6 hours and allowed

to urinate, defecate, and obtain food and exercise. The drivers must document evidence of the activity of these dogs. Due to health concerns, dogs younger than 6 months of age are not walked, but constant care shall be used to remove soiled bedding or puppy pads from enclosures immediately.

o. Each driver must keep a logbook during each transport documenting times when dogs are walked and fed and when cats are fed, and litter boxes cleaned.

p. Any vehicle used to transport an animal must be maintained in good repair and kept clean. q. Each driver must have a cell phone in case of emergency contact. r. Weather shall be carefully monitored by both the Houston volunteers and the drivers

Respondent’s in case of bad weather. Each van shall have full insurance coverage plus roadside assistance in the event of mechanical problems.

of 34

s. A dated manifest shall be kept documenting the number, species, and breed of animals being transported.

t. All medical records required for transport shall be kept by each driver electronically and in hard copy form.

8.0 Locations for Animal Pick-Up and Deliveries

8.1 The Respondent shall pick-up animals at BARC Animal Shelter and Adoptions at 2700 Evella St, Houston, TX 77026. Pick-up times and frequency will be coordinated with the BARC Foster and Rescue Coordinator and/or management team.

8.2 The Respondent shall transport animals to any shelter, private organization, nonprofit entity,

network of fosters and/or any person deemed willing and eligible to take animals. Animals in the care of any recipient person or organization shall be treated humanely. Any inhumane treatment of any animal at any time shall disqualify the person or organization from receiving animals or participating in this contract in any capacity.

9.0 Term

9.1 The Respondent shall begin transporting animals immediately upon the effective date of this contract.

9.2 The Respondent shall pick-up animals at BARC daily, weekly, and/or as directed by BARC’s

Foster and Rescue Coordinator and/or management team.

9.3 The term of the contract shall be three years with two one-year renewal options. 9.4 The Respondent shall be paid monthly. The amount of payment is dependent upon the number

of animals transported. The Respondent shall submit a monthly invoice to BARC, in a form acceptable to BARC and appropriate documentation as required by BARC, which BARC shall pay within 30 days of receipt and approval by the Director.

10. BARC Contacts

10.1 BARC Animal Shelter and Adoptions is the sole recipient of this service. BARC is a division of the Administration & Regulatory Affairs Department within the City of Houston. Adriane Fadely and Greg Damianoff are the contact persons for this contract:

Contact information: [email protected] or 832-395-3021 [email protected] or 832-395-9030

11. Payment

11.1 The Respondent shall be paid 75.00 per animal that is transported no matter the sex and size of the animal. Charges for the first transport services will be the responsibility of the City of Houston. If the Respondent chooses to send an animal back to Houston due to health or behavior complications, the Respondent will do so at their own expense. Any additional charges incurred shall be the responsibility of the individual animal owner/custodial caretaker.

11.2 The animal transported shall only be charged to BARC once.

11.3 All work performed by the Respondent shall be delivered to the satisfaction of the Director or

designee. The determination made by the Director or designee shall be final. BARC shall be



of 34

under no obligation to pay for any work performed by the Respondent which is not satisfactory to the Director or designee or is not in accordance with contract.

PART III – EVALUATION AND SELECTION PROCESS 1.0 An evaluation committee shall evaluate Respondents’ submissions in accordance with the evaluation

criteria listed in Part IV. Upon completion of the evaluation, the evaluation committee may develop a short list of Respondent(s) meeting the technical competence requirements. The shortlisted Respondent(s) may be scheduled for a structured oral presentation, demonstration, interview and negotiations. Following these City-to-Respondents meetings, the evaluation committee will summarize their findings and recalculate their scores, if needed. However, the evaluation committee reserves the right to issue letter(s) of clarification when deemed necessary to any or all Respondent(s). The oral presentations, demonstrations and/or interviews may be recorded and/or videotaped.

1.1 Interviews/Oral Presentations/Demonstrations

1.1.1 The City reserves the right to request and require that each Respondent meet with the evaluation committee to further discuss their submission at a later scheduled date and time. No Respondent is entitled to this opportunity, and no Respondent shall be entitled to attend presentations of any other Respondent. If necessary, Respondents may be required to meet with the evaluation committee more than once.

1.2 Selection Process

1.2.1 Upon review of all information provided by shortlisted Respondents, the evaluation

committee shall make a recommendation for selection to City officials. The City reserves the right to check references on any projects performed by the respondent whether provided by the Respondent. The selected submission will be submitted for approval by the appropriate City officials. The City intends to choose a submission that best meets the City’s needs and provides the overall best value. Upon approval of the selected Respondent, a contract will be executed by the appropriate City officials.

1.3 Best and Final Offer

1.3.1 The City reserves the right to request a Best and Final Offer (BAFO) from shortlisted Respondent(s), if necessary.

1.3.2 Upon receipt of all BAFO’s, the evaluation committee shall re-evaluate final responses. Generally, the turnaround time for responding to the City’s BAFO is five (5) to seven (7) business days.

PART IV – EVALUATION CRITERIA 1.0 Responsiveness of Submission

1.1 Submission shall be responsive to all material requirements that shall enable the evaluation committee to evaluate submissions in accordance with the evaluation criteria.

of 34

2.0 Qualifications Evaluation Criteria 100 Points 2.1 In evaluating the submissions, the following criteria will be used and are listed in the order of

importance to the City:

Evaluation Criteria Allotted Points Experience and Qualifications 40 Protocols and SOPs 30 Business Records, Data and Information 30

Total Points 100

2.2 Financial Capability (Pass/Fail)

2.3 If Respondent is an entity that is required to prepare audited financial statements, Respondent shall submit an annual report that includes:

2.3.1 Last two years of audited accrual-basis financial statements, including an income

statement, cash flow statement, and balance sheet 2.3.2 If applicable, last two years of consolidated statements for any holding companies or

affiliates 2.3.3 An audited or un-audited accrual-basis financial statement of the most recent quarter of

operation; and 2.3.4 A full disclosure of any events, liabilities, or contingent liabilities that could affect

Respondent’s financial ability to perform this contract

2.4 If Respondent is a privately-owned entity or sole proprietorship for which audited financial statements are not required, Respondent shall submit an annual report that includes:

2.4.1 Last two years of un-audited accrual-basis financial statements, including an income

statement, cash flow statement, and balance sheet 2.4.2 An audited or un-audited accrual-basis financial statement of the most recent quarter of

operation; and 2.4.3 A full disclosure of any events, liabilities, or contingent liabilities that could affect

Respondent’s financial ability to perform this contract; OR

2.4.4 Other financial information sufficient for the City, in its sole judgement, to determine if Respondent is financially solvent or adequately capitalized.

2.5 Reasonableness and extent of contract exceptions taken by Respondent. (Pass/Fail) 2.6 Response for animal transport criteria:

2.6.1 Experience and Qualifications– 40 Pts 2.6.1.1 Experience/qualification

i. Evidence of the firm’s ability to perform animal transport based on documented experience on projects of similar scope and magnitude as outlined in RFQ

ii. Demonstrate experience of key personnel to successfully perform scope of services as evidenced by experience in a similar role as that outlined in the RFQ

of 34

iii. Evidence of firm’s possession of equipment listed in Section 7.0 under Part II scope of work/services of this Request for Qualifications

2.6.2 Protocols and SOPs – 30 Pts

2.6.2.1 Transport vehicles/equipment and maintenance owned /operated by vendor i. Year, make, model, mileage, maintenance records, and annual average

cost of repair for each vehicle

2.6.2.2 Animal transport i. Document approval of SOPs which conform to national, state and local

laws ii. Driver’s qualifications iii. All SOPs for proper transportation of animals iv. SOP for background checks on employees (provide documentation how

the vendor ensures convicted animal abusers aren’t working for them)

2.6.2.3 Animal handling and care i. All SOPs regarding

a. Animal handling b. Medical treatment c. Housing/care d. Proper sanitation e. Euthanasia

ii. All SOPs regarding animal handling, medical treatment, housing/care, and proper sanitation

iii. Emergency plan for animals during bad weather, vehicle accident, or lost in transit

iv. Euthanasia policy (under what conditions are animals euthanized, who makes that decision)

2.6.3 Business records, data, and information – 30 Pts 2.6.3.1 Internal stats and documentation

i. Number of animals transported to date ii. Current live release rate iii. Number of animals pulled from shelters iv. List of partner groups and no kill status (live release numbers) v. Number of active foster homes vi. SOP on how foster homes are vetted vii. Names and contact information for all rescue partners used in the last two

years viii. Current veterinarian (copy of their license(s)) ix. Proven ability to provide medical care to animals in their care x. Number of staff members and their titles (volunteer or paid) xi. Names of board members and their roles xii. Name, contact information, and resume for the Executive Director xiii. Policy on returning animals from rescue partners xiv. Policy regarding auditing/tracking rescue partners and animals received

2.6.3.2 Financials & record keeping

i. Approved documentation of 501 (c)(3) nonprofit status ii. Specify if all employee/drivers are W2 or if they are subcontracted on a

1099 (if they are 1099, provide information regarding who the subcontractor is)

of 34

iii. Five-year fiscal/fundraising plan iv. Five-year growth/sustainability plan v. Copy of IRS Form 990 for the last five years vi. Current budget vii. List of current lawsuits and lawsuits filed in the previous five years (what

was their outcome) viii. Samples of required paperwork for animal travel

Note: Hire Houston First (HHF) Ordinance, (Ch. 15, Article XI): At the end of scoring Proposals, preference points shall be distributed in the following manner:

• 5 Points: For Proposer firm residing within the City of Houston city limits • 3 Points: For Proposer whose firm is a local business residing within the adjoining 10 counties to the City

of Houston city limits • 0 Points: For Proposer whose company does not reside within Houston city limits, or within its adjacent

10 surrounding counties 3.0 Interlocal Agreement: (if applicable)

3.1 Under the same terms and conditions hereunder, the Respondent may be expanded to other

government entities through inter-local agreements between the City of Houston and the respective government entity that encompass 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 V – RESPONDENT SUBMISSION REQUIREMENTS

1.0 Cover Letter. Submit a signed cover letter by the Respondent’s authorized representative. The cover

letter shall a) indicate the Respondent’s commitment to provide the services proposed; b) identify all staff members of the team; and c) define the organizational relationship of team members and projected responsibilities assigned for each on this project.

2.0 Executive Summary. Prepare an executive summary to include a brief overview of the solution proposed,

the overall strategy for implementation, the key personnel responsible for seeing the project through its completion, and rationale for introducing any software for City implementation. Include a timeline for implementation and any other requirements noted in one’s detailed proposed plan. Attach a proposed organization chart for the project and describe the proposed strategy for keeping the system current amidst evolving technological changes and improvements.

3.0 Proposed Plan of Action. Describe a detailed proposed plan of action to include the proposed system

and indicate how all requirements shall be met. Prepare a matrix summarizing how each of the provisions shall be met and list all resources that the City shall commit to in order to fulfill a successful implementation.

4.0 Qualifications of Respondent. Include a brief description of the organization’s track record, including

history, number of employees, number of years in business, and a list of projects relevant to this RFQ. Provide a list of at least (3) references where a similar solution was implemented. Include the name of the contact person, name of the organization, dollar value of the project, physical address, telephone number and e-mail address.

5.0 Qualifications of Key Personnel. Provide chronological resumes of the key personnel that shall be

assigned to this project. Submit at least three (3) references for projects where key personnel performed in a similar role as that proposed for this project — complete Exhibit 1B for each referral.

of 34

6.0 M/WBE Participation. Not applicable. 7.0 Financial Stability. Provide the last two years of audited financial statements listed in section 2.2. At a

minimum, include the income statement, balance sheet, cash flow statement and related auditor’s notes. 8.0 Exceptions to Standard Contract. Submit any exceptions to the standard contract and include both the

rationale for taking those exceptions and alternate language for consideration by the City’s Legal Department. When applicable, attach license and maintenance Agreement(s).

9.0 Legal Actions. Provide a list of all pending litigation and include a brief description of the reason for legal

action. 10.0 Conflict of Interest. Provide information regarding any real or potential conflict of interest. Failure to

address any potential conflict of interest upfront may be cause for rejection of the submission. 11.0 Other. Submit any information deemed pertinent to demonstrating Respondent’s qualifications to perform

the services being requested such as memberships in any professional associations, documents, facility, location, etc.

12.0 Forms and Certifications. Complete all forms and any required certifications attached, where appropriate. 13.0 Contract. Submit three (3) originals of the completed and signed contract if no exceptions are noted.

13.1 Each contract submitted shall bear an original signature and date. 13.2 Include copies of any License Agreement(s) that Respondent desires to include into the contract.

14.0 Required Forms with Submission:

14.1 Offer, Submittal, and List of References (Exhibit I) 14.2 Finance Fair Campaign Form (Exhibit II) 14.3 Affidavit of Ownership or Control (Exhibit III) 14.4 Anti-Collusion Statement (Exhibit IV) 14.5 Statement of Residency (Exhibit V) 14.6 Conflict of Interest Questionnaire (Exhibit VI)

PART VI – RESPONDENT SUBMISSION INSTRUCTIONS

1.0 General Information

1.1 Number of Copies. Submit five (5) hard copies of sealed bid, including one (1) printed original

signed in BLUE ink on Exhibit I-A, and additional five (5) electronic thumb drives submitted in a sealed envelope bearing the assigned solicitation number located on the first page of this RFQ solicitation document to:

Office of the City Secretary City Hall Annex, Public Level 900 Bagby Street Houston, Texas 77002

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

of 34

1.2 Time for Submission. Submissions shall be submitted no later than the date and time indicated for submission within this RFQ. Late submittals shall not be considered and shall be returned, unopened.

1.3 Format. Submission shall be left-bound with information presented on double-sided pages.

Material shall be organized to mirror the sequential order of the submission requirements and separated by labeled tabs. Expensive paper and binders are discouraged since submitted materials shall not be returned.

1.4 Complete Submission. Respondents shall carefully review all requirements and submit all

documents and information as instructed within this RFQ. Incomplete submissions may result in submissions being deemed non-responsive and may not be considered for further evaluation.

1.5 Packaging and Labeling. Respondent’s package shall clearly indicate name of Respondent, title

and number of RFQ, and a due date and time for submission deadline. All listed submission requirements shall be included within the submitted response.

1.6 Timely Delivery of Submissions. The Respondent’s submission with their signed Offer and

Submittal Form shall be delivered by hand or to the address shown on the cover sheet of this RFQ. (Include the RFQ number on all packages delivered.) If using an express delivery service, the Respondent’s package shall be delivered to the designated address listed on page nine (9). Packages delivered by express mail services to other off-site City mailroom locations may not be re-delivered on time to be considered for further consideration.

1.7 Late Submissions. The Respondent is responsible for ensuring that its submission is received at the time, date, place, and office specified on page nine (9). The City assumes no responsibility for any submission not received, regardless of whether the delay is caused by the U.S. Postal Service, a courier delivery service, or by some other act or circumstance.

PART VII – SPECIAL CONDITIONS 1.0 No-Contact Period

1.1 Neither Respondent(s) nor any person acting on Respondent(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 of Houston, 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.

With the exception of Respondent’s formal response to the solicitation and written requests for clarification during the period officially designated for such purpose by the City Representative, neither Respondent(s) nor persons acting on their behalf shall communicate with any appointed or elected official or employee of the City, their families, or staff through written or oral mean 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 Respondent 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 Respondent 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 met to discuss a recommendation regarding the solicitation.

of 34

2.0 Equal Opportunity Employment

2.1 Section 15-17 of the City’s Code establishes Equal Employment Opportunity Contract Compliance requirements for all City contracts involving the expenditure of fifty thousand dollars ($50,000) or more. Any contract for professional services that results from this RFQ will provide that the failure to carry out the requirements set forth in the City’s Equal Employment Opportunity Program shall constitute a breach of contract and may result in termination of the agreement or contract. In addition, the City may take any such additional remedy as deemed appropriate.

3.0 Protests

3.1 Protests should be filed in accordance with the City of Houston Administrative Policy (A.P. No. 5-12) http://www.houstontx.gov/adminpolicies/5-12.pdf.

4.0 Anti-Boycott of Israel 4.1 Proposer certifies that Proposer is not currently engaged in and agrees until the funds are

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

5.0 Hire Houston First

5.1 In an effort to promote economic opportunity for Houston businesses and to support job creation, the Hire Houston First Program grants the City of Houston the ability to give a preference to eligible local companies, as long as their pricing is competitive. To be eligible for the preference, a company must be designated as a City Business (CB) or Local Business (LB) under the Hire Houston First Program prior to submittal of bid. Bidders must submit a completed Declaration of Hire Houston First Designation form with the bid.

To complete an application for the Hire Houston First program, visit http://www.houstontx.gov/obo/hirehoustonfirst.html. Applications can be submitted to the City of Houston Office of Business Opportunity via the online application system, by e-mail to [email protected], by fax to 832-393-0646, or hand delivered. Note: Participation in the Hire Houston First program is not required to bid on City of Houston contracts.

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

PART VIII – INSTRUCTIONS TO RESPONDENTS 1.0 Pre-Submission Conference

1.1 Pre-Submission Conference shall be held at the date, time, and location as indicated on the first page of the RFQ document. Interested Respondent(s) should plan to attend. It will be assumed

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

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


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

of 34

that potential Respondent(s) attending this meeting have reviewed the RFQ 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 shall be addressed to the Finance Department, Strategic Procurement Division, Senior Procurement Specialist, Katie Moore, preferably by email to [email protected] or by telephone at (832) 393-8710 no later than 4:00 PM, CST, July 11, 2019. The City shall provide written responses to all questions received in writing before the submittal deadline. Inquiries received from all Respondent(s) shall be answered and sent to all Respondent(s) who are listed as having obtained the RFQ. Respondent(s) shall be notified in writing of any changes in the specifications contained in this RFQ.

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 RFQ should be used in preparing submissions.

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

Respondent(s). 4.0 Examination of Documents and Requirements

4.1 Each Respondent shall carefully examine all RFQ documents and thoroughly familiarize themselves with all requirements prior to submitting a Submission to ensure that the Submission meets the intent of this RFQ.

4.2 Before submitting a Submission, each Respondent shall be responsible for making all

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

5.0. Exceptions to Terms and Conditions

5.1 All exceptions included with the submission shall be submitted in a clearly identified separate section of the submission in which the Respondent clearly cites the specific paragraphs within the RFQ 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 referenced explicitly by the Chief Procurement Officer or designee, City Attorney, Director(s) or designee in a written statement. The Respondent’s preprinted or standard terms will not be considered by the City as a part of any resulting contract.

5.2 All exceptions that are contained in the submission may negatively affect the City’s submission

evaluation of the bid based on the evaluation criteria as stated in the RFQ or result in possible rejection of submission.

6.0 Post-Submission Discussions with Respondent(s)

6.1 It is the City’s intent to commence final negotiation with the Respondent(s) deemed most advantageous to the City. The City reserves the right to conduct post-submission discussions with any Respondent(s).


of 34

PART IX – REQUIRED FORMS TO BE SUBMITTED BY RECOMMENDED RESPONDENT ONLY Required forms shall be supplied to the Respondent after the award recommendation:

A. Insurance Requirements and Sample Insurance Certificate, Insurance Endorsements and Drug Policy

Documents (Download Samples at http://purchasing.houstontx.gov/forms.html) B. 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

C. Certificate of Interested Parties (Form 1295). Download a copy at

https://www.ethics.state.tx.us/forms/1295.pdf D. Requested information outlined in the scope of work and other additional relevant/supporting

information, or alternate submission.

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

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

https://www.ethics.state.tx.us/forms/1295.pdf

of 34

EXHIBIT I

OFFER AND SUBMITTAL, REFERENCES, PROPOSED SUBCONTRACTORS

PAGE INTENTIONALLY LEFT BLANK

of 34

EXHIBIT I-A OFFER AND SUBMITTAL

NOTE: SUBMISSION MUST BE SIGNED AND NOTARIZED BY AN AUTHORIZED REPRESENTATIVE(S) OF THE RESPONDENT, 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_________

of 34

EXHIBIT I-B REFERENCES

LIST OF PREVIOUS CUSTOMERS

1. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________

Contract Award Date: ________________ Contract Completion Date: _______________

Contract Name/Title: ________________________________________________________

Email: ________________________________________________________ System Description: _________________________________________________________

__________________________________________________________________________

2. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________




__________________________________________________________________________

3. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________




__________________________________________________________________________

4. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________




of 34

EXHIBIT I-C LIST OF SUBCONTRACTORS(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 Submission.

SEGREGATED PART OF WORK SUBCONTRACTOR/SUPPLIER ________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

of 34

EXHIBIT II

FAIR CAMPAIGN ORDINANCE The City of Houston Fair Campaign Ordinance makes it unlawful for a Contractor to offer any contribution to a candidate for City elective office (including elected officers and officers-elect). All respondents to this invitation to bid must comply with Houston Code of Ordinances Chapter 18 as amended relating to the contribution and solicitation of funds for election campaigns. Provisions of this ordinance are provided in part in the paragraphs that follow. Complete copies may be obtained from the office of the City Secretary. Candidates for city office may neither solicit nor receive contributions except during a period commencing 270 calendar days prior to an election date for which a person is a candidate for such office and ending 90 calendar days after the election date, including run-off elections if such candidate is on the ballot. Further, 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. For the purposes of this Ordinance, a Contract is defined as each Contract having a value in excess of $30,000 that is let by the City for professional services, personal services, or other goods or services of any other nature whether the Contract is awarded on a negotiated basis, request for Proposal basis, competitive Proposal basis or formal sealed competitive Bids. The term Contractor includes proprietors of proprietorships, partners having an equity interest of 10% of more of partnerships, (including limited liability partnerships and companies), all officers and directors of corporations (including limited liability corporations), and all holders of 10% or more of the outstanding shares of corporations. A STATEMENT DISCLOSING THE NAMES AND BUSINESS ADDRESSES EACH OF THOSE PERSONS WILL BE REQUIRED TO BE SUBMITTED WITH EACH BID OR PROPOSAL FOR A CITY CONTRACT. Completion of the attached form entitled "Contractor Submission List" will satisfy this requirement. Failure to provide this information may be just cause for rejection of your Bid or Proposal.

of 34

EXHIBIT II FORM “A”: FAIR CAMPAIGN

CONTRACTOR SUBMISSION LIST

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 Chapter 18

of the Code of Ordinances. Pursuant to Section 18-36 of the Code of Ordinances, it is unlawful either for any contractor to contribute or offer any contribution to a candidate, or for any candidate to solicit or accept any contribution from a contractor 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, or a determination by City Council of the Mayor that the contract will not be awarded to a contractor. The term “contractor” means any person who has received the award of a contract, has submitted a bid or proposal in any form for the award of a contract, or has been proposed to be awarded the contract in an item placed upon the City Council agenda, including any other person who seeks the award of the contract and is contesting, appealing, or protesting the award of the contract as proposed.

This list is submitted under the provisions of Section 18-36(b) of the City of Houston Code of

Ordinances in connection with the attached Bid/Proposal of:

Firm or Company Name:

Firm or Company Address:

The firm/company is organized as indicated below. Check one as applicable and attach additional pages if needed to supply the required names and addresses.

[ ] SOLE PROPRIETOR

Name

Proprietor Address

[ ] A PARTNERSHIP

LIST EACH PARTNER HAVING EQUITY INTEREST OF 10% OR MORE OF PARTNERSHIP (IF NONE STATE “NONE”)

Name

Partner Address

Name Partner Address

of 34

[ ] A LIMITED LIABILITY COMPANY

LIST EACH MEMBER OR MANAGER (IF NO MEMBERS) HAVING EQUITY INTEREST OF 10% OR MORE IN THE LIMITED LIABILITY COMPANY (IF NONE, STATE “NONE”)

Name

Member/Manager Address

Name Member/Manager Address

Name

Member/Manager Address

[ ] A CORPORATION

LIST ALL DIRECTORS OF THE CORPORATION (IF NONE STATE “NONE”)

Name Director Address

Name

Director Address

Name Director Address

LIST ALL OFFICERS OF THE CORPORATION (IF NONE STATE “NONE”)

Name

Officer Address

Name Officer Address

Name

Officer Address

LIST ALL INDIVIDUALS OWNING 10% OR MORE OF OUTSTANDING SHARES OF STOCK OF THE CORPORATION (IF NONE STATE “NONE”)

Name

Owner Address

Name Owner Address

Name

Owner Address

of 34

I certify that I am duly authorized to submit this list on behalf of the firm, that I am associated with the firm in the capacity noted below, and that I have knowledge of the accuracy of the information

provided herein.

Signature

Printed Name

Title

Note: This list constitutes a government record as defined by § 37.01 of the Texas Penal Code. 12/15/2016

of 34

EXHIBIT III: CONTRACTOR OWNERSHIP DISCLOSURE ORDINANCE

City Council requires knowledge of the identities of the owners of entities seeking to Contract with the City in order to review their indebtedness to the City prior to entering Contracts. Therefore, all respondents to this Invitation to Bid must comply with Houston Code of Ordinances Chapter 15, as amended (Sections 15-122 through 15-126) relating to the disclosure of owners of entities bidding on, proposing for or receiving City contracts. Provisions of this ordinance are provided in part in the paragraphs that follow. Complete copies may be obtained from the office of the City Secretary.

Contracting entity means a sole proprietorship, corporation, non-profit corporation, partnership, joint venture, limited liability company, or other entity that seeks to enter into a contract requiring approval by the Council but excluding governmental entities. A contracting entity must submit at the time of its Bid or Proposal, an affidavit listing the full names and the business and residence addresses of all persons owning five percent or more of a contracting entity or, where a contracting entity is a non-profit corporation, the full names and the business and residence addresses of all officers of the non-profit corporation. Completion of the "Affidavit of Ownership or Control," included herein, and submitted with the Official Bid or Proposal Form will satisfy this requirement. Failure to provide this information may be just cause for rejection of your Bid or Proposal.

of 34

EXHIBIT III: AFFIDAVIT OF OWNERSHIP OR CONTROL

ORIG. DEPT.: [DEPARTMENT]

FILE/I.D. NO.: [WBS NO.] INSTRUCTION: ENTITIES USING AN ASSUMED NAME SHOULD DISCLOSE THAT FACT TO AVOID REJECTION OF THIS AFFIDAVIT. THE FOLLOWING FORMAT IS RECOMMENDED: CORPORATE/LEGAL NAME DBA ASSUMED NAME. STATE OF §

§ AFFIDAVIT OF OWNERSHIP OR CONTROL COUNTY OF §

BEFORE ME, the undersigned authority, on this day personally appeared

[FULL NAME] (the “Affiant”),

[STATE TITLE/CAPACITY WITH CONTRACTING ENTITY] of

[CONTRACTING ENTITY’S CORPORATE/LEGAL NAME] (”Contracting Entity”), who being by me duly

sworn on oath stated as follows:

1. Affiant is authorized to give this affidavit and has personal knowledge of the facts and matters herein stated.

2. Contracting Entity seeks to do business with the City in connection with

[DESCRIBE PROJECT OR MATTER] which is expected to be in an amount that exceeds $50,000.

3. The following information is submitted in connection with the proposal, submission or bid of Contracting Entity in connection with the above described project or matter.

4. Contracting Entity is organized as a business entity as noted below (check box as applicable).

FOR PROFIT ENTITY: NON-PROFIT ENTITY:

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

5. The information shown below is true and correct for the Contracting Entity; and 6. All owners of 10% or more of the Contracting Entity and, where the Contracting Entity is a non-profit entity, the

required information has been shown for each officer, i.e., president, vice-president, secretary, treasurer, etc. [NOTE: IN ALL CASES, USE FULL NAMES, LOCAL BUSINESS AND RESIDENCE ADDRESSES AND TELEPHONE NUMBERS. DO NOT USE POST OFFICE

of 34

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 [OPTIONAL] Residence Address [NO./STREET]


Telephone Number (_____) Email Address [OPTIONAL]

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

Name:

Business Address [NO./STREET]


Telephone Number (_____)

Email Address [OPTIONAL]

Residence Address [NO./STREET]


Telephone Number (_____)

Email Address [OPTIONAL]

of 34

7. Optional Information

Contracting Entity and/or [NAME OF OWNER OR NON-PROFIT OFFICER] is actively protesting, challenging or appealing the accuracy and/or amount of taxes levied against [CONTRACTING ENTITY, OWNER OR NON-PROFIT OFFICER] as follows:

Name of Debtor: Tax Account Nos. Case or File Nos. Attorney/Agent Name Attorney/Agent Phone No. (_____) Tax Years

Status of Appeal [DESCRIBE]

Affiant certifies that he or she is duly authorized to submit the above information on behalf of the Contracting Entity, that Affiant is associated with the Contracting Entity in the capacity noted above and has personal knowledge of the accuracy of the information provided herein, and that the information provided herein is true and correct to the best of Affiant’s knowledge and belief.

Affiant

SWORN TO AND SUBSCRIBED before me this day of , 20 . (Seal)

Notary Public

NOTE: This affidavit constitutes a government record as defined by Section 37.01 of the Texas Penal Code. Submission of a false government record is punishable as provided in Section 37.10 of the Texas Penal Code. Attach additional pages if needed to supply the required names and addresses.

of 34

EXHIBIT IV

ANTI-COLLUSION STATEMENT

Anti-Collusion Statement The undersigned, as Respondent, certifies that the only person or parties interested in this Response as

principals are those named herein; that the Respondent 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 Respondent Signature

of 34

EXHIBIT V BIDDER’S STATEMENT OF RESIDENCY

The City may not award a contract for general construction, services, or purchases to a Nonresident Bidder unless Nonresident's Bid is lower than the lowest Bid submitted by a responsible Texas Resident Bidder by the same amount that a Texas Resident bidder would be required to underbid the Nonresident Bidder to obtain a comparable contract in the state in which Nonresident's principle place of business is located. 1. This certifies that the Bidder, , is a State of Texas

Resident Bidder as defined in TEX. GOVT. CODE ANN. § 2252.001(4) (Vernon 2016).

Signature Title

"Texas Resident Bidder" means 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. When bidder cannot sign 1, above, proceed to 2. 2. a. is a resident of and is a Nonresident Bidder as defined in TEX. GOVT. CODE ANN. § 2252.001(3) (Vernon 2016).

Signature Title

"Nonresident Bidder" means a bidder whose principal place of business is not in this State, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in this State.

b. The State of [does/does not] have a state statute giving preference to resident bidders.

Signature Title If the answer to 2.b is that your state does have a statute giving preference to resident bidders, then you must provide a copy and proceed to 3. 3. A copy of the State of statute is attached.

Signature Title

Date

of 34

EXHIBIT VI 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 Request for Qualifications,

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 Administration and Regulatory Affairs Department’s Record Administration (City Chief Procurement Officer, 611 Walker – Mail Room, Houston, Texas 77002). Vendors and Contractors required to file shall include a copy of the form as part of the Request for Qualifications package. Any questions about filling out this form should be directed to your attorney.

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

of 34

EXHIBIT VI CONFLICT OF INTEREST QUESTIONNAIRE