CITY OF HOUSTON Sylvester Turner Letter No… · Revised, December 21, 2016 PART I – GENERAL INFORMATION 1.0 General Information The City of Houston Fire Department Professional

CITY OF HOUSTON FINANCE DEPARTMENT Strategic Procurement Division

Sylvester Turner Mayor

John J. Gillespie Chief Procurement Officer P.O. Box 1562 Houston, Texas 77251-1562 T. 832.393.9126 F. 832.393.8755 https://purchasing.houstontx.gov

Council Members: Brenda Stardig Jerry Davis Ellen R. Cohen Dwight A. Boykins Dave Martin Steve Le Greg Travis Karla Cisneros Robert Gallegos Mike H. Laster Larry V. Green Mike Knox David W. Robinson Michael Kubosh Amanda Edwards Jack Christie Controller: Chris Brown

December 21, 2016 SUBJECT: Letter of Clarification No. 3 Fire Ship Training Simulator REFERENCE: RFP No.: S33-T26064 TO: All Prospective Respondents This Letter of Clarification is issued for the following reasons:

1. To add Section 6.0, page 5-8 2. Include a sample copy of contract 3. To replace Request for Proposal (RFP) Solicitation No.: S33-T26064 pages 1-40 (including previously

revised pages 8, 18 and 24 marked “Revised, December 20, 2016) in their entirety with the attached RFP Solicitation No: S33-T26064 pages 1-44 marked “Revised, December 21, 2016”.

When issued, Letter(s) of Clarification shall automatically become a part of the solicitation documents and shall supersede any previous specification(s) and/or provision(s) in conflict with the Letter(s) of Clarification. All revisions, responses, and answers incorporated into the Letter(s) of Clarification are collaboratively from both the Strategic Procurement Division and the applicable City Department(s). It is the responsibility of the respondent to ensure that it has obtained all such letter(s). By submitting a proposal on this project, respondents shall be deemed to have received all Letter(s) of Clarification and to have incorporated them into their proposals.

If you have any questions or if further clarification is needed regarding this solicitation, please contact me.

Sincerely,

Conley Jackson Senior Procurement Specialist Strategic Purchasing Division 832-393-8733

END OF LETTER OF CLARIFICATION 3

Page 2 of 44 Revised, December 21, 2016

TABLE OF CONTENTS

PART I – GENERAL INFORMATION... ......................................................................................................... 4

General Information... ....................................................................................................................... 4

Solicitation Schedule ........................................................................................................................ 4

Insurance Requirements .................................................................................................................. 5

PART II – SCOPE OF WORK ........................................................................................................................ 9

1.1 Scope of Work ........................................................................................................................... 9

1.2 Simulator Requirements ............................................................................................................ 9

3.0 Invoicing .................................................................................................................................. 23

4.0 Additions/Deletions .................................................................................................................. 23

PART III – EVALUATION AND SELECTION PROCESS ............................................................................ 24

1.0 Interview/Oral Presentations ... ............................................................................................... 24

2.0 Selection Process .................................................................................................................... 24

3.0 Best and Final Offer ................................................................................................................ 24

4.0 Evaluation Criteria ................................................................................................................... 24

PART IV – SUBMISSION OF PROPOSAL .................................................................................................. 25

1.0 Instructions for Submission... .................................................................................................. 25

2.0 Submission Requirements ...................................................................................................... 26

PART V – SPECIAL CONDITIONS .............................................................................................................. 28

1.0 No Contact Period ... ............................................................................................................... 28

2.0 Equal Opportunity Employment ............................................................................................... 28

3.0 Minority and Woman Business Enterprises (MWBE)... ........................................................... 28

4.0 Protests ................................................................................................................................... 28

PART VI – INSTRUCTIONS TO PROPOSERS ........................................................................................... 29

1.0 Pre-Proposal Conference... ..................................................................................................... 29

2.0 Additional Information and Specification Changes .................................................................. 29

3.0 Letter(s) of Clarification ........................................................................................................... 29

4.0 Examination of Documents and Requirements ....................................................................... 29

5.0 Exceptions to Terms and Conditions ....................................................................................... 29

6.0 Post-Proposal Discussions with Proposer(s) .......................................................................... 30


PART VII – REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL ................................................. 30

EXHIBIT I – OFFER AND SUBMITTAL, REFERENCES, PROPOSED SUBCONTRACTORS... . 32

EXHIBIT I – OFFER AND SUBMITTAL... .............................................................................. 32

EXHIBIT I – REFERENCES .................................................................................................. 33

EXHIBIT I – LIST OF SUBCONTRACTOR(S)... ................................................................... 30

EXHIBIT II – MINORITY/WOMEN BUSINESS ENTERPRISES CONTRACT REQUIREMENTS .................................................................................................................. 35

EXHIBIT II – ATTACHMENT “A” SCHEDULE OF M/WSBE PARTICIPATION..................... 35

EXHIBIT II – ATTACHMENT “B”: OFFICE OF BUSINESS OPPORTUNITY AND

CONTRACT COMPLIANCE M/WSBE UTILIZATION REPORT... ........................................ 35

EXHIBIT II – ATTACHMENT “C”: CERTIFIED MWSBE SUBCONTRACT TERMS .............. 38

EXHIBIT II – ATTACHMENT “D”: OFFICE OF BUSINESS OPPORTUNITY AND

CONTRACT COMPLIANCE M/WSBE UTILIZATION REPORT... ........................................ 39

EXHIBIT III – OWNERSHIP DISCLOSURE ORDINANCE ............................................................ 40

EXHIBIT III – ATTACHMENT “A”: OWNERSHIP INFORMATION FORM... ......................... 41

EXHIBIT IV – ANTI-COLLUSION STATEMENT ............................................................................ 42

EXHIBIT IV - CONFLICT OF INTEREST QUESTIONNAIRE ... ........................................... 43

PART VIII – REQUIRED FORMS TO BE SUBMITTED BY AWARDED VENDOR ONLY .......................... 30

PART IX – SAMPLE CONTRACT ................................................................................................................ 44

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PART I – GENERAL INFORMATION 1.0 General Information

The City of Houston Fire Department Professional Development Division is requesting proposals for a Shipboard Firefighting Simulator. This project will be grant funded through the Port Security Grant Program (2015-PU-00254-IJ-1 (20943) and the City of Houston. The erection of the ship simulator is proposed to occur on-site at the Houston Fire Department Training Academy - 8030 Braniff Street - Houston, Texas 77061.

2.0 Overview The project includes the design, supply, installation, commissioning and provision of user training for a multi-story, shipboard, live fire training structure built from International Organization for Standardization (ISO) containers. The training structure shall have an approximate overall length of 138', width of 32' and height of 36' (not including technical equipment). The training structure shall include realistic maritime features such as marine doors, hatches and stairs found on actual ships. The contractor shall provide the above unit as a turn-key solution, to be connected on site to gas/water/electric facilities provided by the City of Houston. The City of Houston shall ensure an obstacle free, level surface for the installation of the training units. The contractor shall provide the specifications for the minimum conditions that should be ensured on site, for the successful delivery and installation of the training units.

3.0 Goals and Objectives for this RFP To select the most qualified vendor to construct and maintain a Shipboard Firefighting Simulator.

4.0 No Joint Proposals

The City will not consider joint or collaborative proposals that require it to contract with more than one (1) Proposer.

5.0 Solicitation Schedule

Listed below are the important dates for this Request for Proposal (RFP). EVENT DATE

Date of RFP Issued December 9, 2016 Pre-Proposal Conference December 20, 2016 Questions from Proposers Due to City December 23, 2016 Proposals Due from Proposers January 19, 2017 Notification of Intent to Award (Estimated) February 20, 2017 Council Agenda Date (Estimated) March 15, 2017 Contract Start Date (Estimated) March 20, 2017


6.0 Insurance Requirements

6.1 The Contractor shall obtain and maintain in effect during the term of this Agreement, insurance coverage as set forth below and shall furnish certificates of insurance showing the City as an additional insured, in duplicate form, prior to the beginning of the Contract. The City shall be named as an additional insured on all such policies except Professional Liability and Workers’ Compensation, must contain an endorsement that the policy is primary to any other insurance available to the Additional Insured with respect to claims arising under the Agreement. The issuer of any policy shall have a Certificate of Authority to transact insurance business in the State of Texas or have a Best's rating of at least B+ and a Best's Financial Size Category of Class VI or better, according to the most current edition of Best's Key Rating Guide, Property-Casualty United States.

6.2 Comprehensive General Liability including Contractual Liability and Automobile Liability

insurance shall be in at least the following amounts:

6.3 Commercial General Liability Insurance including Contractual Liability:

6.3.1 $500,000 per occurrence

6.3.2 $1,000,000 aggregate, (defense costs excluded from face value of the policy)

6.4 Workers’ Compensation:

6.4.1 Amount shall be statutory amount

6.5 Employer's Liability cannot be used as a substitute for Workers’ Compensation

6.6 Automobile Liability (See Note Below):

$1,000,000 Combined Single Limit per occurrence

Defense costs are excluded from the face amount of the policy. Aggregate Limits are per 12- month policy period unless otherwise indicated.

6.7 Employer's Liability:

Bodily injury by accident $100,000 (each accident)

Bodily injury by disease $100,000 (policy limit)

Bodily injury by disease $100,000 (each employee)

Automobile liability insurance for autos furnished or used in the course of performance of this contract including Owned, Non-owned and Hired Auto coverage (Any Auto coverage may be substituted for Owned, Non-owned and Hired Auto coverage.) If no autos are owned by the Contractor, coverage may be limited to Non-owned and Hired Autos. If Owned Auto coverage cannot be purchased by Contractor, Scheduled Auto coverage may be substituted for Owned Auto coverage. EACH AUTO USED IN PERFORMANCE OF THIS CONTRACT MUST BE COVERED IN THE LIMITS SPECIFIED.

Page 6 of 44

6.8 If the City of Houston requires you to maintain in effect insurance coverage during the term of a contract resulting from the City’s acceptance of your response to this request for proposal (“potential contract”), all of your insurance policies must require on their face, or by endorsement, that your insurance carrier waives any rights of subrogation against the City of Houston except for Professional Liability insurance. You must give 30-days’ written notice to the City Purchasing Agent if any of your insurance policies are to be cancelled, materially changed, or not renewed. Within this 30-day period, you shall provide other suitable policies in lieu of those about to be canceled, materially changed, or not renewed so as to maintain in effect the required coverage. If you do not comply with this requirement, the Purchasing Agent, at his or her sole discretion, may: (1) immediately suspend you from any further performance under the potential contract and begin procedures to terminate for default, or (2) purchase the required insurance with City funds and deduct the cost of the premiums from amounts due to you under the potential contract.

6.9 If any part of the work is sublet, similar insurance shall be provided by or in behalf of the Subcontractor to cover their operations, and the Contractor shall furnish evidence of such insurance, satisfactory to the City. In the event a Subcontractor is unable to furnish insurance in the limits required under the contract, the Contractor shall endorse the Subcontractor as an Additional Insured on their policies excluding Workers' Compensation and Employer's Liability.

6.10 Only unaltered original insurance certificates endorsed by the underwriter are acceptable. Photocopies are unacceptable.

6.11 Contractor shall maintain in effect certain insurance coverage, which is described as follows:

6.12 Form of Policies: The Director may approve the form of the insurance policies, but nothing the Director does or fails to do relieves Contractor form its duties to provide the required coverage under this Agreement. The Director’s actions or in-actions do not waive the City’s right under this Agreement.

6.13 Issuers of Policies: The issuer of any policy shall have a Certificate of Authority to transact insurance business in Texas or have a Best’s rating of at least B+ and a Best’s Financial Size Category of Class VI or better, according to the most current edition Best’s Key Rating Guide, Property-Casualty United States.

6.14 Insured Parties: Each policy, except those for Workers Compensation, Employer's Liability, and Professional Liability, must name the City (and its officers, agents, and employees) as Additional Insured parties on the original policy and all renewals or replacements.

6.15 Deductibles: Contractor shall be responsible for and bear any claims or losses to the extent of any deductible amounts and waives any claim it may have for the same against the City, its officers, agents, or employees.


6.16 Cancellation: Each policy must state that it may not be canceled, materially modified, or non- renewed unless the contractor gives the Director 30 days' advance written notice. Contractor shall give written notice to the Director within five days of the date on which total claims by any party against Contractor reduce the aggregate amount of coverage below the amounts required by this Agreement. In the alternative, the policy may contain an endorsement establishing a policy aggregate for the particular project or location subject to this Agreement.

6.17 Subrogation: Each policy must contain an endorsement to the effect that the issuer waives any claim or right of subrogation to recover against the City, its officers, agents, or employees, except for Professional Liability insurance.

6.18 Endorsement of Primary Insurance: Each policy, except Worker's Compensation and Professional Liability (if any), must contain an endorsement that the policy is primary to any other insurance available to the Additional Insured with respect to claims arising under this Agreement.

6.19 All certificates of insurance submitted by Contractor shall be accompanied by endorsements for additional insured coverage in favor of the City for Commercial General Liability and Automobile Liability policies; and waivers of subrogation in favor of the City for Commercial General Liability, Automobile Liability, and Worker's Compensation/Employers' Liability policies. For a list of pre- approved endorsement, forms see http://purchasing.houstontx.gov/forms.shtml. The Director will consider all other forms on a case-by-case basis.

6.20 Liability for Premium: Contractor shall pay all insurance premiums, and the City shall not be obligated to pay any premiums.

6.21 Subcontractors: Contractor shall require all subcontractors to carry insurance naming the City as an additional insured and meeting all of the above requirements except amount. The amount must be commensurate with the amount of the subcontract, but in no case less than $500,000 per occurrence. Contractor shall provide copies of insurance certificates to the Director.

6.22 Proof of Insurance: On the effective date and at any time during the Term of this Agreement, Contractor shall furnish the Director with Certificates of Insurance, along with an Affidavit from Contractor confirming that the Certificates accurately reflect the insurance coverage maintained. If requested in writing by the Director, Contractor shall furnish the City with certified copies of Contractor’s actual insurance policies.

6.23 Contractor shall continuously and without interruption, maintain in force the required insurance coverage’s specified in this Section. If Contractor does not comply with this requirement, the Director, at his or her sole discretion, may immediately suspend Contractor from any further performance under this Agreement and begin procedures to terminate for default, or

6.24 Purchase the required insurance with City funds and deducts the cost of the premiums from amounts due to Contractor under this Agreement.

6.25 The City shall never waive or be stopped to assert its right to terminate this Agreement because of its acts or omissions regarding its review of insurance documents.


6.26 Other Insurance: If requested by the Director, Contractor shall furnish adequate evidence of Social Security and Unemployment Compensation Insurance, to the extent applicable to Contractor's operations under this Agreement.

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PART II – SCOPE OF WORK

Shortlisted proposer(s) will be required to provide a demonstration of proposed solution.

1.0 Product Data and Information Requirements

1.1 Proposer must submit Product Data and Information Sheets: 1.1.1 For the dual combustion fire training unit and associated equipment.

1.1.2 For the smoke generation machine and smoke fluid

1.2 Drawings for thermal heat shielding to be used including framing and attachments, size, weights, thermal ratings.

1.3 Installer Certificates: Signed by the system manufacturer certifying that installer is approved, authorized, or licensed by manufacturer to install system and sell and deliver each of the products.

1.4 Product Test Reports: Tests and evaluation performed by qualified third party testing agency, for components of system. Third party environmental test report of synthetic smoke emission with air sampling values during fire training for formaldehyde and diethylene glycol.

1.5 Reference project information with five (5) separate customer examples of previous installations of duel combustion Class A fire training systems, including customer name and location, description of project, and date completed.

1.6 Warranties: Written warranty information document

2.0 Simulator Requirements

2.1 Construction

2.1.1 Structure

The Fire Training Unit shall be a 4-deck structure constructed using standard ISO shipping containers. Containers must be of new quality and free from major dents and gouges. The training structure shall have an approximate overall length of 138', width of 32' and height of 36' (not including technical equipment) and consist of standard ISO shipping containers. Upon assembly on site, the containers must be secured together for safety.

2.2 Maritime Themes

2.2.1 The simulator should include the following:

2.2.1.1 Bow shall be rounded and resemble that of a true ship

Engine Room with escape ladder


Galley / Kitchen Crew Quarters Ship's plan (10 copies, 2 locations) Inclinometer and changeable/visual ship indicator (non-electronic) in wheelhouse Simulated bulkhead frames with step-through passageways (tube framing around edges) centerlines and labeled bulkhead frame numbers. Portside dock line (bow and stern) - 4 lines, two (2) ship cleats Draft marks, bulbous bow indicator and bow thruster indicator Exterior stack and Starboard side anchor rope Approachable from water or dockside 360° main deck access

2.3 Floors

2.3.1 All access areas (fire and non-fire training rooms, as well as technical rooms)

must be of the anti-slip type, made of either steel diamond plate FE36 5 mm or poured concrete. The floor grids should be shaped from angle sections in order to ensure that, if necessary, they can be removed from the floor.

In all fire rooms where steel diamond plate is present, all seams must be fully

welded to prevent water from entering below the floor. In all non-fire areas, all seams and bolt holes should be sealed with a suitable

waterproof sealant, to prevent the wooden underfloor from decaying.

In the fire rooms only, a gutter shall be installed along the entire floor length of each area, covered with a grating. The gutter shall conduct training water to a predetermined location on the exterior of the structure.

2.4 Doors

2.4.1 The training structure shall include realistic marine style doors throughout.

Included should be a mixture of single action and multi-dog doors. 2.4.1.1 A minimum of five (5) marine style doors shall be included 2.4.1.2 A minimum of three (3) hatchways shall be included – one (1)

hatchway should be located on the 2nd deck with confined space capability.

2.4.1.3 Eight (8) 16” diameter Marine Portholes. 2.4.1.4 Roll-up door access to briefing space with bench seating (24 linear ft. –

two (2) 10’ x 8’ doors). 2.4.1.5 Quick Acting Marine Door (interior) – 26” W x 66” H


2.4.1.6 Emergency egress 2.4.1.6.1 Live fire training rooms shall include one (1) emergency

egress door with crash bar in addition to the entrance doors.

2.4.1.6.1.1 Cold rolled steel plate FE36 2 mm; 2.4.1.6.1.2 Treated in same color as the container’ 2.4.1.6.1.3 Equipped with:

Hinges, Locks (only on the outer doors), Storm spring (only on the outer doors)

2.5 Stairs and Ladders 2.5.1 Stair access shall be provided inside and outside the training simulator. Exterior

stairs will lead to second and third decks. Interior stairs will lead to the bridge. Construction of stairs and ladders throughout the training simulator shall comply with the minimum requirements: 2.5.1.1 Stairs and steps made of galvanized steel. 2.5.1.2 Provided with adequate handrails to allow safe access to all sections. 2.5.1.3 Stairs should replicate the realistic size and angle of shipboard

stairways.

2.6 Gangway 2.6.1 An articulating gangway shall be included in delivery of the training structure.

The gangway shall replicate the size and form of gangways found in real environments.

2.6.2 The gangway shall be able to be secured for a sturdy walkway as well as unsecured to simulate an unstable gangway.

2.7 Standpipe

2.7.1 A dry, working standpipe will be installed in the training structure. The standpipe

will be used to provide hands-on training in hose connection and manual application of water to shipboard fires. There shall be one international flange connection on each side of the ship on the main deck to supply the standpipe system.

2.8 External Finish

2.8.1 The Training Unit shall be painted with a single color from the RAL-range, to be

determined. The underside of the containers shall be treated to prevent corrosion.


2.9 Walkable Roof Construction 2.9.1 All open deck areas shall be designed as a walkable roof surface, with the

following specifications: 2.9.1.1 Main deck shall be capable of holding the weight of four training ISO

containers. 2.9.1.2 All walking areas shall be of the anti-slip type, made of diamond plate

steel FE36 3/5mm. 2.9.1.3 Perimeter railings to be included. 2.9.1.4 All steel surfaces shall be galvanized or treated

2.10 Thermal Shielding

2.10.1 Steel Shielding – Gas Fire Props

In order to prevent heat transfer to the structural components, a wall and ceiling lining will be installed around interior fire training areas. The lining will consist of 3mm mild steel with heat resistant paint over a layer of Rock Wool and Promat. In addition, to prevent direct contact between flames and walls, flame shield consisting of 4mm mild steel with heat resistant paint, will be place directly behind fire impingement areas to provide added structural protection.

2.10.1.1 Heat resistant paint shall have a minimum continuous burn capacity of

900°F.

2.10.1.2 Heat shielding shall be installed on the ceiling and walls within a minimum radius of 15’ from the fire prop.

2.11 Live Fire Interior Props

2.11.1 Dual Fire Prop / Cargo Hold Dual Fire Crib Contractor shall provide a specially designed class-A chamber with a built-in

gas ignition module and water deluge system. The chamber shall be designed for continuous burning at temperatures between 1500-2300 degrees F.

2.11.2 System shall include a gas burner:

2.11.2.1 Burner shall have the following approximate dimensions: 1300 x

600mm. 2.11.2.2 Burner shall have one flame height 2.11.2.3 Burner shall generate a minimum of 1,000 kw of power


2.11.2.4 The entire burner shall be treated with a heat-resistant black paint.

2.11.2.5 Burner shall be initiated and stopped via a wireless remote

2.11.3 System shall include a Pilot Flame Control Unit

2.11.3.1 A gas fueled pilot flame control unit shall be installed and designed to ignite Class A materials.

2.11.3.1.1 Pilot flame shall be ignited by an ignition pin and high-

voltage transformer. 2.11.3.1.2 Pilot shall be connected to the central PLC control

system.

2.11.3.2 Unit shall be installed underneath the wood fire container.

2.11.3.3 Unit shall consist of an inner compartment and an outer compartment to limit the influence of temperatures inside the burn area.

2.11.3.4 Unit shall feature a stainless-steel pipe which houses the ventilator, air pressure switch, ignition pin, ionization pin, burner and reducing valve.

2.11.3.4.1 A zero-point check using the air pressure switch will be

used to check for proper operation of the ventilator.

2.11.4 System shall be controlled by a wireless remote control

2.11.4.1 Contractor shall provide an industrial grade wireless remote. Wireless remote shall include buttons and indicator lights that allow the control of the following functions:

2.11.4.1.1 Start and stop the gas fueled fire 2.11.4.1.2 Start and stop the deluge system 2.11.4.1.3 Adjust the air exhaust 2.11.4.1.4 Adjust the air inlet 2.11.4.1.5 Adjust the ventilation air speed 2.11.4.1.6 Activate/deactivate interior lights 2.11.4.1.7 Dead man button required for operation 2.11.4.1.8 Emergency stop

2.12 Engine Fire Prop

2.12.1 The engine fire prop will be constructed as follows:

2.12.1.1 Control Unit


2.12.1.1.1 Placed in the building to hide the technical components from view;

2.12.1.1.2 Not exposed to the heat and not visible from the training

room;

2.12.1.1.3 Material: 3mm electro-galvanized metal sheet;

2.12.1.1.4 Fitted with the pilot burner, gas valves, electrical components and communication systems.

2.12.1.2 Fire Tray

2.12.1.2.1 Mounted beneath the Engine Prop;

2.12.1.2.2 Equipped with 3 burners, to simulate varying flame heights

(Low, Medium and High) and flame heights of approximately 3', 6' and 9'.

2.12.1.2.3 Material: 3 – 5 mm stainless steel;

2.12.1.2.4 Fitter with two thermocouples for the extinguisher detection system;

2.12.1.2.5 Adjustable difficulty levels and sensitivity via the control system.

2.13 Fuel Line Fire

2.13.1 The Fuel line fire prop shall be used in conjunction with the engine fire prop.

Utilizing the Engine Fire control unit, the Fuel Line Fire shall simulate a leaking or ruptured fuel line that has ignited.

2.13.1.1 Mounted near engine prop 2.13.1.2 Equipped with one burner 2.13.1.3 Material: Half inch stainless pipe

2.14 Smoke Distribution System

2.14.1 A suitable synthetic smile generation system shall be included in the design of

the training structure. The system shall allow for continuous training, with consistent volume and quality of the produced smoke. The smoke system shall be designed especially for fire training purposes, and shall produce no residues or substances that are damaging for the trainees and/or the environment.

2.14.2 This smoke system consists of:

2.14.2.1 Smoke generator with internal computer system 2.14.2.2 Central tank with smoke fluid reservoir – smoke generator will

automatically refill from this central tank


2.14.2.3 Smoke delivery system to all fire and non-fire training rooms

(excluding Class A training room).

2.14.3 Smoke quality and density shall be such that it creates 100% obscured visibility (visibility to less than 12 inches) at a height of 18 inches above the floor.

2.14.4 Technical specifications of the smoke generator:

2.14.4.1 Computer controlled heat chambers

2.14.4.2 Continuous working smoke generator with external pump to keep

smoke fluid full

2.14.4.3 Manufactured under strict quality guidelines (ISO 9001-9002).

2.14.4.4 2200 Watt capacity.

2.14.4.5 No use of other pressurized gasses or oil-based liquid.

Note: Contractor must supply third party environmental test report on the smoke emission showing air sampling data for fire training exercises.

2.15 Safety Systems

2.15.1 The training center shall include all related auxiliary and safety systems, such as gas and temperature sensors, e-stop buttons, and control mechanisms. The following systems will be included at a minimum in the design of the multi-story fire training structure:

2.15.1.1 Evacuation Lighting

2.15.1.1.1 TL lighting shall be provided in the technical room,

installed on the ceiling and operated by manual switch next to the access door.

2.15.1.1.2 Evacuation lighting shall be provided inside the training

rooms (both fire and non-fire rooms), with a minimum of one light fixture installed at a height of approximately 12 inches above floor level. The evacuation lighting shall be heat resistant to 65"C and foreseen as having protection against mechanical shocks and pressure jets. The evacuation lighting shall be operated via the remote control and/or emergency push buttons.


2.16 Temperature Measurement System

2.16.1 Temperature in the fire training room shall be measured at three levels - low level (12 inches above floor level, to protect safety equipment and trainee/instructor when lying on the floor), middle level (47 inches above floor level, to protect trainee/instructor when standing up) and high level (just below the ceiling, to protect the construction). The measured temperatures shall be fed into the central control system, safety system and ventilation system.

2.16.2 If temperature measurements exceed the maximum pre-set thresholds, a safety over-ride shall shut down all heat sources immediately and initiate full ventilation.

2.16.3 The temperature sensors shall be fitted with a steel protective cage to prevent

any unwanted influence or contact by trainees as well as to provide protection from mechanical damage.

2.17 LEL Gas Detection System

2.17.1 At least one gas sensor per room with risks of gas accumulation shall be

provided. The gas detection sensors shall be placed at a height of approximately 12 inches above floor level and shall be fitted inside a steel housing, which shall keep out unwanted pollution and provide mechanical protection. The gas detection system shall be interlocked into the integrated control network and emergency stop system.

2.18 Emergency Stop System

2.18.1 Emergency mushroom head buttons shall be installed at each access door

(including in the technical room), at approximately 20 inches above floor level. These buttons shall be fitted with a steel housing to prevent accidental activation of the shutoff by the breathing apparatus of trainees and to provide added mechanical protection.

2.18.2 One “dead man” safety button shall be included in the design of the control pendant.

2.18.3 If one of the emergency shutdown buttons should be activated, the following

components should react:

2.18.3.1 The power supply to the fire and smoke simulator will be cut off;

2.18.3.2 All lights shall be switched on;

2.18.3.3 The signal light shall deliver an acoustic/optical warning signal;

2.18.3.4 Main gas supply shall be cut off;

2.18.3.5 Ventilation system shall be activated at full speed.


2.19 Audio Visual Alarm 2.19.1 One signal light with siren shall be installed against the outer wall of the

Training Unit, with the following minimum specifications: 2.19.1.1 One green light, activated when the installation is used;

2.19.1.2 One orange flashing light, activated:

2.19.1.2.1 By an over-temperature, 2.19.1.2.2 By switching an emergency button;

2.19.1.3 One siren, activated by:

2.19.1.3.1 An over-temperature, 2.19.1.3.2 Activating an emergency button.

Each alert notification shall produce a unique signal; so, that the instructor knows which security system has been activated.

2.20 Ventilation System

2.20.1 Ventilation of a training room and a technical room is critical for both trainer and

trainee safety, and ensures a supply of fresh air for optimal combustion. Adequate ventilation prevents excessive concentrations of nitrous gases (NO + N02) and carbon monoxide (CO).

2.20.2 A safe and effective ventilation system includes:

2.20.2.1 Air Supply

2.20.2.1.1 Air supply of a technical room 2.20.2.1.2 Air supply of a training room

2.20.2.2 Air removal

2.20.2.2.1 Air supply of a technical room 2.20.2.2.2 Air supply of a training room

2.20.3 A comprehensive extract ventilation system will be installed throughout the fire

training facilities, in accordance with the customer's requirements and DIN 14097-2. The following sections describe the minimum ventilation system that will be provided.

2.20.4 The air supply is divided in air supply for a technical room and for the training room.


2.21 Air Supply of a Technical Room

2.21.1 In order to ensure adequate circulation of fresh air in the technical room, the following elements must be installed:

2.21.1.1 Air supply by auxiliary ventilators:

2.21.1.1.1 Sufficient air supply is required to cool the simulator

control unit and to supply combustion air for the fires.

2.21.1.1.2 The cables leading from the control cabinet to the auxiliary ventilators will be installed inside a pipe or cable duct.

2.22 Air supply by ventilation grids:

2.22.1 Louver ventilation provisions shall be installed for non-fire training areas.

2.22.2 Ventilation grids shall be installed at strategic points in the outside walls of fire

rooms to ensure a supply of fresh air in the rooms.

2.22.3 The ventilation system works by lowering the air pressure in the fire rooms.

2.22.4 A self-closing damper shall be placed behind all ventilation grids. All ventilation grids and self-closing damper shall be made of galvanized steel.

2.22.5 The dampers are opened automatically by the activation of the ventilation

system (air removal). 2.23 Air Removal

2.23.1 The air removal is divided in air supply for the technical room and for the

training room.

2.24 Air Removal of a Technical Room 2.24.1 A ventilation grid will be installed in the wall of the container to ensure a supply

of fresh air in the technical room by means of natural draft.

2.24.2 All ventilation grids shall be made of galvanized steel. 2.25 Air Removal of a Training Room

2.25.1 A single-suction high temperature centrifugal ventilator will be installed on the

roof of the Container Fire Trainer. The casing of the fan and the exhaust will be able to resist temperatures from Class A fires and are water and corrosion resistant.

2.25.2 The ventilator shall be connected to a frequency regulator. This frequency regulator will be activated through:


2.25.2.1 The temperature monitoring system 2.25.2.2 The gas detection system 2.25.2.3 The emergency stop system 2.25.2.4 The dual fire wireless remote control

2.25.3 The frequency regulator will also regulate and protect the engine fan

(overheating, turning in the right direction, failing phase, etc.).

2.25.4 A safety air pressure switch on the fan is required to continuously check the functionality of the safety exhaust fan.

2.25.5 The cables leading from the control cabinet to the ventilator, frequency controls and air pressure switches are installed inside a pipe or cable duct.

2.25.6 A set of pipes will be installed for the evacuation of flue gases and smoke simulation.

2.25.7 A ventilation duct is connected to the ventilator for each fire room. In the corridors, ventilation ducts will be installed as high as possible. All ducts should be obscured from view as much as possible and should not detract too much from the training environment.

2.25.8 The cables leading from the control cabinet to the bypass are installed inside a pipe or cable duct.

2.26 Water, Gas, Electricity

2.26.1 The City of Houston shall provide water, gas and electricity on site, up to the

technical room of the training unit. The Vendor shall provide specification regarding the: 2.26.1.1 Minimum necessary water flow and pressure needed for the good

functioning of the system.

2.26.1.2 Minimum necessary gas type, flow and pressure needed for the good functioning of the system.

2.26.1.3 Minimum necessary electrical source capacity needed for the good functioning of the system.

2.26.2 The contractor will provide the following basic electrical requirements:

2.26.2.1 Main Control Electrical Cabinet placed in the technical room.

2.26.2.2 Outlets - 20 qty - 120 volt, 20 amp service outlets - location to be

determined at a later date.

2.26.2.3 Outlets - 2 qty - 240 volt, SO amp service outlets - location to be determined at a later date.


2.27 Wireless Remote Control

2.27.1 Vendor shall provide industrial grade wireless remotes. Wireless remotes shall include LED indicators and photo luminescent paper. For safety, one remote shall be provided for each live fire training room.

2.27.2 Wireless remote shall include buttons that allow the control of the following functions:

2.27.2.1 Start and stop the gas fueled fire 2.27.2.2 Start and stop the deluge system 2.27.2.3 Adjust the air exhaust 2.27.2.4 Adjust the air inlet 2.27.2.5 Adjust the ventilation air speed

2.28 Delivery and Training

2.28.1 Installation, Set-up and Training – Vendor technicians will install the live fire training props, gas sponsors, temperature sensors, emergency stop system and control console with associated support components. The customer will be responsible for the power and gas supply to the external components of the control console.

2.28.2 The contractor will provide extensive in-person training on the use of the

system, a written user manual and will provide toll-free technical support.

2.28.3 Training Evolution Add-Ons

2.28.4 Confined Space Training Area This section of the container area will house a complex training maze consisting of various obstacles which can be used wet or dry. 2.28.4.1 Constructed of stainless steel

2.28.4.2 Compartment capable of being flooded

2.28.4.3 Accessible by ladder and/or stairwell

2.28.4.4 A network of high capacity drains and emergency stop buttons

which will stop the incoming flow of water and drain the compartment immediately.

2.28.4.5 Obstacles would include:

2.28.4.5.1 Crawling pipe 2.28.4.5.2 Casement door 2.28.4.5.3 Sliding door 2.28.4.5.4 Inclined plane 2.28.4.5.5 Pass-through 2.28.4.5.6 Horizontal grid


2.28.4.5.7 Diagonal grid

2.29 Sacrificial Bulkhead

2.29.1 A section of the Ship's wall will be made of sacrificial steel. This section of the simulator will be used to practice breaching the Ship's bulkhead.

2.30 Galley Fire Simulator

2.30.1 Simulates a kitchen stove fire ranging from a single burner to a rollover stage fire. 2.30.1.1 All steel construction

2.30.1.2 A heat resistant lining is installed that is able to withstand repeated

high temperatures and extreme thermal shock created during fire training evolutions

2.30.1.3 To manage performance and safety, a network of LEL, CO and temperature sensors will be installed within the containers. This sensor network will interface between the fire simulator environment and the control console providing data on environmental conditions or automatically shutting down the system if certain predetermined safety thresholds are met.

2.30.1.4 Propane fueled

2.31 HazMat Training Tools Package

2.31.1 Students can be trained how different gases behave, how to locate explosive emission sources, and how to establish safety perimeters in the event of a hazard situation. Package includes: 2.31.1.1 Gas Trainer - includes handheld units, sniffing wand, and three (3)

source emitters and choice of Hazard Tank or Leaking Propane Tank Prop.

2.31.1.2 Compressed gas cylinder prop with integrated battery and

electronics - creates a hissing sound effect when the valve is opened - includes:

2.31.1.2.1 Recharge accessories

2.31.1.2.2 HazMat Placard Kit including: complete set of 26

magnetic Hazardous Materials placards, UN Number sign with interchangeable numbers, Magnetic NFPA 704 diamond and carrying case.


2.32 Top Deck Spill Fire Simulator 2.32.1 To simulate a deck spill fire/leaking valve scenario. This exterior prop with

varying intensities is fully portable and supplied with liquid propane. 2.32.1.1 20’ x 20’ surface area

2.33 Additional Containers

2.33.1 Four (4) portable 20' shipping containers. One (1) container would be used as a

Leaking ISO Container prop. The others would be used to store training equipment.

2.34 Jib-boom Crane

2.34.1 Jib-boom Crane with 1000-lb capacity to lift equipment to main deck from mock

fireboat alongside ship structure. 2.35 Drawings

2.35.1 For purpose of evaluation, the proposer shall provide a drawing illustrating, but

not limited to, the overall dimension including interior compartments of the proposed training prop and the other specified equipment, shall be required to be included in the bidder’s proposal package.

2.35.2 The drawing shall be large “D” size (minimum 24” x 36”). Smaller size drawings, “similar to” drawing or general sales drawing, shall not be acceptable. Failure to provide a bid evaluation drawing in accordance with these specifications shall be cause for rejection of the bid proposal.

2.35.3 After contract award, the contractor shall provide detailed colored engineering drawing including, but not limited to, the overall dimension including interior compartments of the proposed training prop for use of pre-construction conference. The drawing shall include, but shall not be limited to the right, left, top, front and rear views on the training prop. The Customer will sign the final approval drawing.

3.0 Quality Assurance

3.1 Qualifications: Fire Training System contractor must be a qualified company that

possesses the following requirements: Failure to comply with requirements may be cause for disqualification. 3.1.1 Company history including all business names that the company has offered live

fire training equipment under. Demonstrated experience in coordination, design, installation and training of computerized environment training systems using gas fuel for interior application and for exterior application, smoke generators for interior and exterior applications, and SCBA training systems as specified.

3.1.2 Company history including a minimum of 5 years offering duel fuel gas/class A live fire training systems.


3.1.3 A compliancy letter from an Independent Engineering firm of a completed safety analysis and flame failure analysis of the operational system. The FTA and FFA must be compliant with MIL-STD 882D at a minimum.

4.0 Warranty 4.1 Warrant the system to be free from defects in material and workmanship for a period of

not less than one (1) year after the final system acceptance date. The contractor will provide a toll-free customer service telephone number that can be used by the Owner 24 hours per day, 7 days per week to contact the contractor’s customer service department.

5.0 Invoicing

5.1 The contractor shall submit quarterly invoices for services reflecting the costs of the

items set forth in the proposal.

5.2 The invoice must be identified by the agreement name and agreement number. All invoices shall be emailed to designated accounts payable representatives, delivered or mailed to the following locations;

City of Houston Houston Fire Department 8030 Braniff Houston, Texas 77061

6.0 Additions and Deletions

6.1 The City, by written notice from the Director or City Purchasing Agent to the Contractor, at any time during the term of the contract, may add or delete like or similar services to the list of locations and/or services to be performed. Any such written notice shall take effect on the date stated in the notice from the City of Houston. Locations and/or services added will be subject to the contract services and charges or rates as specified in the contract. In the event the additional locations and/or service are not identical to any item defined in this contract, the charges therefore will then be the Contractor’s normal and customary charges or rates for the locations and/or services classified in the contract.

PART III – EVALUATION AND SELECTION PROCESS

An evaluation committee will evaluate responsive proposals in accordance with the evaluation criteria listed below. Upon completion of the evaluation, the committee may develop a short list of Proposer(s) meeting (but not limited to) the Qualifications, Experience and Proposed Solutions requirements. Price proposals of those shortlisted will be scored. The shortlisted Proposer(s) may be scheduled for a structured oral presentation, demonstration and/or interview. Such presentations will be at no cost to the City of Houston. At the end of the oral presentation, demonstration and/or interview, the evaluation of the shortlisted Proposer(s) will be completed. However, the evaluation committee reserves the right to issue letter(s) of clarification when deemed necessary to any or all Proposer(s). The oral presentations, demonstrations and/or interviews may be recorded and/or videotaped. Shortlisted proposer(s) will be required to provide a demonstration of proposed solution.


1.0 Interviews/Oral Presentations

The City reserves the right to request and require that each Proposer provide a final presentation of its proposal at a scheduled date and time. No Proposer is entitled to this opportunity, and no proposer will be entitled to attend presentations of any other Proposer. The purpose of the presentations is to inform the work of the evaluation committee. If necessary, Proposers may be required to make more than one presentation or demonstration.

2.0 Selection Process

Upon review of all information provided by shortlisted proposers, the evaluation committee will make a recommendation for selection to City officials. 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. Selected proposal will be submitted for approval by the appropriate City officials. The City of Houston intends to select a proposal that best meets the needs of the City and provides the overall best value. Upon approval of the selected Proposer, a contract will be executed by the appropriate City officials.

3.0 Best and Final Offer

City reserves the right to request a Best and Final Offer from finalist Proposer(s), if it deems such an approach necessary. In general, the Best and Final Offer would consist of updated costs as well as answers to specific questions that were identified during the evaluation of Proposals.

If City chooses to invoke this option, Proposals would be re-evaluated by incorporating the information requested in the Best and Final Offer document, including costs, and answers to specific questions presented in the document. The specific format for the Best and Final Offer would be determined during evaluation discussions. Turnaround time for responding to a Best and Final Offers document is usually brief (i.e., five (5) business days).

4.0 Evaluation Criteria

4.1 Responsiveness of Proposal

a. Proposal shall be responsive to all material requirements that will enable the

evaluation committee to evaluate proposals in accordance with the evaluation criteria to make a recommendation to City officials.

4.2 Technical Competence

a. Qualifications and specialized experience of the firm to successfully performing the services as evidence by experience on proposal of similar scope outline in the RFP.

35%

b. Quality of proposal strategy for overall proposed solution and timeline aligned with HFD requirements.

25%

c. Qualification and specialized experience of key personnel to successfully implement the project as evidenced by experience reference outline on in the Scope of Work.

15%


d. Financial Stability of the Proposer to successfully undertake the

project and the ability to ensure performance over the duration of the contract, as evidenced by copies of its audited financial statements for the past two (2) years. (Pass/Fail).

Pass/fail

e. Minority and Woman Small Business Enterprises (MWSBE) participation

Pass/fail

4.3 Price Proposal 25% Note. Price will not be used to determine the shortlisted proposer. Each proposal submitted in response to this RFP shall focus on these criteria. In addition, the Evaluation Team also may consider the past performance of the Respondent on other contracts with the City or other entities. The City reserves the right to make such additional investigations as it deems necessary and may require the submission of additional information.

Price proposal shall be enclosed in a separate sealed envelope marked “Price Proposal”. The price proposal shall include a detailed budget for each of the following: Item Description Complete Turnkey Price Miscellaneous Expenses

Shipboard Firefighting Simulator

PART IV – SUBMISSION OF PROPOSAL

1.0 Instructions for Submission

1.1 Number of Copies. Please submit seven (7) copies of the Proposal; one (1) printed

original signed in BLUE ink, and six (6) electronic thumb drives are to be submitted in a sealed envelope bearing the assigned Solicitation Number, located on the first page of the RFP document to:

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

The City of Houston 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.

1.2 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.


1.3 Format. Proposal should be left-bound with information on both sides of the page when appropriate. Material must be organized following the order of the submission requirements separated by labeled tabs. Expensive paper and bindings are discouraged since no materials will be returned.

1.4 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.

1.5 Packaging and Labeling. The outside wrapping/envelope shall clearly indicate the RFP Title and date and time for submission. It shall also indicate the name of the proposer. The Price Proposal shall be submitted in a separate sealed envelope. The envelope shall clearly identify the content as “Price Proposal”. All other submission requirements shall be included with the Technical Proposal.

1.6 Timely delivery of Proposals. The Proposal, including the Technical Proposal, the Pricing Proposal and signed Contract, must be delivered by hand or sent to the City Secretary’s Office via courier services to the address shown on the cover sheet of this RFP. Include the RFP number on any package delivered or sent to the City Secretary’s Office and on any correspondence related to the Proposal. If using an express delivery service, the package must be delivered to the designated building. Packages delivered by express mail services to other locations might not be re-delivered in time to be considered.

1.7 Late Proposals. The 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 so received, regardless of whether the delay is caused by the U.S. Postal Service, the courier delivery service, or some other act or circumstance.

2.0 Submission Requirements

2.1 Cover letter: The cover letter shall be signed by an authorized representative of the Proposer. The letter should indicate the Proposer’s commitment to provide the services proposed. Also, the cover letter shall identify the members of the team that comprise the Proposer. Indicate the organizational relationship of the team members.

2.2 Executive Summary: The executive summary should include a brief overview of the

solution proposed, the overall strategy for implementation, the key personnel who will be responsible for seeing the project through completion,

2.3 Offer and Submittal Form: See Exhibit I

2.4 Methodology and Proposed Solution: 2.4.1 Provide a detailed proposed plan of action that clearly defines how the proposer

will fulfill each service requirement outlined in the RFP Scope of Work.

2.4.2 System layout design, support plan and reporting capabilities.


2.5 Qualifications and Experience of the Proposer: 2.5.1 The proposer shall include the qualifications and experience of key personnel

and additional staff that will be associated with the project.

2.5.2 The proposer shall provide chronological resumes of the key personnel that will be assigned to the project.

2.6 MWSBE Participation: Proposer shall identify the MWSBE participation level and the

role that each MWSBE firm will have in the project implementation. Since MWSBEs proposed are considered part of the team, the Proposer shall include all relevant information necessary to effectively perform the evaluation of the proposal as it relates to the submission requirements listed in this section. Do not include in requirements and specifications proposal. Include each document with the sealed price proposal.

2.7 Financial Stability. Provide the audited financial statements or Federal Tax Forms Filed to the Internal Revenue Service (IRS) for the past two fiscal years. At a minimum, include a, balance sheet for the past two years. Balance sheets are preferred.

2.8 Legal Actions. Provide a list of any pending litigation and include a brief description of the reason for legal action.

2.9 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 proposal.

2.10 Other. Submit any information the Proposer deems pertinent to demonstrating its qualifications to perform the services being requested such as memberships in any professional associations, documents, examples, and others.

2.11 Forms and Certifications: Complete all forms and certifications attached, as appropriate.

2.12 Price Proposal: Please submit price proposal in a separate sealed envelope mark “Price Proposal”.


PART V – SPECIAL CONDITIONS 1.0 No Contact Period

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 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. Upon 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, aside from bidder's formal response to the solicitation, through the pre-award phase, written requests for clarification during the period officially designated for such purpose by the City Representative, neither Proposers(s) nor persons acting on their behalf shall communicate with any appointed or elected official or employee of the City of Houston, their families or staff through written or oral means in an 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 bidder. 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 Equal Opportunity Employment The City of Houston Ordinance Section 15-17 establishes Equal Employment Opportunity Contract Compliance requirements for all City of Houston contracts involving the expenditure of Fifty Thousand Dollars ($50,000) or more. Any contract for professional services that results from this RFP will provide that the failure to carry out the requirements set forth in the City of Houston 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 Minority and Woman Business Enterprises (MWBE)

Contactor shall comply with the City’s Minority and Women Business Enterprise (“MWBE”) programs as set out in Chapter 15, Article V of the City of Houston Code of Ordinances. Contractor shall make good faith efforts to award subcontracts or supply agreements in at least the value stated in the contract to MWBE’s. Contractor 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.

4.0 Protests

An interested party may file a protest in accordance with the Administrative Policy (A.P. No. 5-12) http://www.houstontx.gov/adminpolicies/5-12.pdf as set forth therein.


PART VI – INSTRUCTIONS TO PROPOSERS 1.0 Pre-Proposal Conference

A Pre-Proposal Conference will be held at the date, time, and location as indicated on the first page of the RFP document. Interested Proposer(s) should plan to attend. It will be assumed that potential Proposer(s) attending this meeting have 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

Requests for additional information and questions should be addressed to the Finance Department, Strategic Procurement Division, Senior Procurement Specialist, Conley Jackson, telephone: 832.393-8733, fax: 832.393.8759, or e-mail (preferred method to): [email protected] no later than 12:00 p.m., CDT, August 26, 2016. The City of Houston shall provide written responses to all questions received in writing before the submittal deadline. Questions received from all Proposer(s) shall be answered and sent to all Proposer(s) who are listed as having obtained the RFP. Proposer(s) shall be notified in writing of any changes in the specifications contained in 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 of Houston. Only information supplied by the City of Houston 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 thoroughly 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 obligation to comply, in every detail, with all provisions and requirements of the RFP.

5.0 Exceptions to Terms and Conditions

5.1. 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, 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.


5.2. 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.

6.0 Post-Proposal Discussions with Proposer(s)

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

PART VII – 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 MWSBE Forms: Attachment “A” Schedule of MWSBE Participation, Attachment “B”,

Notice of Intent, Attachment “C”, Certified MWSBE Subcontract Terms, Attachment “D” Office of Business Opportunity and Contract Compliance MWSBE Utilization Report (Exhibit II). Do not include in the requirements and specifications proposal/solution. Instead, include each document with the sealed price proposal.

3.0 Ownership Information Form (Exhibit III, Attachment A)

4.0 Anti-Collusion Statement (Exhibit IV)

5.0 Conflict of Interest Questionnaire (Exhibit V)

PART VIII – REQUIRED FORMS TO BE SUBMITTED BY AWARDED VENDOR ONLY Required forms shall be supplied to the vendor after award.

1.0 Insurance Requirements and Sample Insurance Certificate (Exhibit VII)

2.0 Drug Compliance Agreement Attachment “A”, Drug Policy Compliance Declaration Attachment

“B” and Contractor’s Certification of No Safety Impact Positions Attachment “C” and “D” (Exhibit VIII)

3.0 City Contractors’ Pay or Play Acknowledgement Form and Pay or Play Certificate Agreement, Play or Pay Program Acknowledgment Form “1” (Exhibit IX).

4.0 Hire Houston First Affidavit (Download Copy at http://www.houstontx.gov/obo/hirehoustonfirst.html and submit to Office of Business Opportunity, Houston Business Solutions Center via e-mail to [email protected] or fax to 832-393-0650 or submit copy with proposal.

5.0 Requested Information Outlined in the Scope of Work and Other Additional Relevant/Supporting Information or Alternate Proposals.

Remainder of page intentionally left blank


EXHIBIT I OFFER AND SUBMITTAL, REFERENCES, PROPOSED SUBCONTRACTORS

PAGE INTENTIONALLY LEFT BLANK


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_________


EXHIBIT I 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: __________________________________________________________________



Email: ________________________________________________________


__________________________________________________________________________

3. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________



Email: ________________________________________________________


__________________________________________________________________________

4. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________



Email: ________________________________________________________



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 ________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________


EXHIBIT II ATTACHMENT “A”

SCHEDULE OF MWSBE PARTICIPATION

DATE OF REPORT: _________________________________ BID NO.: __________________________________________ FORMAL BID TITLE: ________________________________

NAME OF MINORITY/WOMEN SUBCONTRACTOR

OFFICE OF BUSINESS OPPORTUNITY

CERTIFICATION NO.

STREET ADDRESS AND CITY, STATE, ZIP CODE

TELEPHONE NO.

SCOPE OF WORK

AGREED PRICE

TOTAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . MWSBE PARTICIPATION AMOUNT. . . . . . . . . . . . . . . . . . TOTAL BID AMOUNT. . . . . . . . . . . . . . . . . . . . . . . . . . . . ..

$___________ $__________% $___________


IF YOU HAVE USED YOUR BEST EFFORTS TO CARRY OUT THE CITY’S MWSBE POLICY BY SEEKING SUBCONTRACTS AND SUPPLY AGREEMENTS WITH MINORITY AND WOMEN BUSINESS ENTERPRISES, YET FAILED TO MEET THE STATED PERCENTAGE GOAL OF THIS BID DOCUMENT, LIST BELOW YOUR GOOD FAITH EFFORTS FOR COMPLIANCE (DEFINITION OF REQUIREMENTS CAN BE OBTAINED THROUGH THE OFFICE OF BUSINESS OPPORTUNITY AT (713) 837-9000).

THE UNDERSIGNED WILL ENTER INTO A FORMAL AGREEMENT WITH THE MINORITY AND/OR WOMEN SUBCONTRACTORS AND SUPPLIERS LISTED IN THIS SCHEDULE CONDITIONED UPON AWARD OF A CONTRACT FROM THE CITY. NOTE: ALL FIRMS LISTED ABOVE MUST BE CERTIFIED (OR ELIGIBLE FOR CERTIFICATION) BY THE OFFICE OF BUSINESS OPPORTUNITY. THIS SCHEDULE OF MWSBE PARTICIPATION SHOULD BE RETURNED, IN DUPLICATE, WITH THE BID FORM.

______________________________________________________________ BIDDER COMPANY NAME ______________________________________________________________ SIGNATURE OF AUTHORIZED OFFICER OR AGENT OF BIDDER ______________________________________________________________ NAME (TYPE OR PRINT) ______________________________________________________________ TITLE


EXHIBIT II ATTACHMENT “B”

OFFICE OF BUSINESS OPPORTUNITY AND CONTRACT COMPLIANCE MWSBE 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/SBE Goal: , agrees to enter into a contractual agreement with Prime Contractor _______________________________, who will provide the following goods/services in connection MWSBE 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 (MWSBE Subcontractor) Opportunity to function in the aforementioned capacity. Intend to

Prime Contractor MWSBE 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 (MWSBE Subcontractor) Printed Signature Printed Signature Title Date Title Date


EXHIBIT II ATTACHMENT “C”

CERTIFIED MWSBE SUBCONTRACT TERMS

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

1. _______________________(MWSBE 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. _______________________(MWSBE 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 MWSBE 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 MWSBE 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.


EXHIBIT II ATTACHMENT “D”

OFFICE OF BUSINESS OPPORTUNITY AND CONTRACT COMPLIANCE MWSBE UTILIZATION REPORT

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

MWSBE 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 MWSBE’s to reflect up/down variances on Contract amount. 611 Walker, 7th Floor Houston, Texas 77002


EXHIBIT III OWNERSHIP DISCLOURE ORDINANCE

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 Acknowledgement of Applicable Provisions of the City of Houston Ethics Ordinance (Chapter 18 of the Code of Ordinances, Ethics and Financial Disclosure); and,

c. The State of Texas Statement of Residency Requirements (Tex. Govt. Code Chapter 2252, “Contracts with Governmental Entity”).

Please complete the form, in its entirety, and submit it with the Official Bid or Proposal Form. 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, 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.


EXHIBIT III ATTACHMENT “A”

OWNERSHIP INFORMATION FORM

Download document at: http://purchasing.houstontx.gov/forms.html


EXHIBIT IV ANTI-COLLUSION STATEMENT

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

Page 43 of 44

EXHIBIT V CONFLICT OF INTEREST QUESTIONNAIRE

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Page 44 of 44

PART IX – SAMPLE CONTRACT

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