1.1.1 the city of houston (city), houston airport system (has), …€¦ · the cisco platform is...

-Revised 9/19/16

Date Issued: August 26, 2016

Pre-Proposal Conference: September 6, 2016 @ 10:30 A.M. (CST) Houston Airport System, Supply Chain Management 18600 Lee Road, Conference Room 113 Humble, TX, 77338

Respondent Questions Deadline:

September 9, 2016, @ 2:00 P.M. (CST)

Proposal Due Date:

September 29, 2016, 10:30 A.M. (CST) October 6, 2016, @ 2.00 P.M. (CST)

Solicitation Contacts:

Bernard Willingham Sr. Procurement Specialist, Houston Airport System [email protected] 281-230-8018 Devon Tiner, P.E., PMP Interim Procurement Officer Houston Airport System

Project Summary: The City of Houston (City), Houston Airport System (HAS), invites

interested firms to submit Proposals to provide Managed Telecommunication Maintenance Services (MTMS) for the City of Houston’s three airports and related properties. This RFP process will culminate in a Five (5) year contract,

MWBE Goal: 7%

John J. Gillespie

Chief Procurement Officer City of Houston

CITY OF HOUSTON HOUSTON AIRPORT SYSTEM

REQUEST FOR PROPOSAL (RFP) FOR Managed Telecommunications Maintenance Services

RFP No.: HBW-MTMS-2016-031

mailto:[email protected]

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TABLE OF CONTENTS

PART I – GENERAL INFORMATION .................................................................................................. 3

1.0 GENERAL INFORMATION ................................................................................................................ 3 2.0 PROJECT DESCRIPTION ................................................................................................................. 3 3.0 SOLICITATION SCHEDULE .............................................................................................................. 4

PART II – SCOPE OF SERVICES ......................................................................................................... 5

4.0 SCOPE OF SERVICES ..................................................................................................................... 5 5.0 SECURITY AND BADGING ............................................................................................................ 15

PART III – MINIMUM PERSONNEL QUALIFICATIONS .................................................................... 16

6.0 PERSONNEL .................................................................................................................................. 16 7.0 MINIMUM PERSONNEL REQUIREMENTS ................................................................................... 16 8.0 PERFORMANCE/TECHNICAL REQUIREMENTS .......................................................................... 22

PART IV – EVALUATION AND SCORING PROCESS ....................................................................... 24

9.0 EVALUATION AND SCORING PROCESS ..................................................................................... 24 10.0 EVALUATION CRITERIA ................................................................................................................ 24

PART V – SUBMISSION OF PROPOSAL .......................................................................................... 27

11.0 INSTRUCTIONS FOR SUBMISSION ............................................................................................. 27 12.0 SUBMISSION REQUIREMENTS .................................................................................................... 28

Part VI – SPECIAL CONDITIONS ....................................................................................................... 32

13.0 NO CONTACT PERIOD .................................................................................................................. 32 14.0 GUIDANCE ..................................................................................................................................... 32 15.0 EQUAL OPPORTUNITY EMPLOYMENT ....................................................................................... 32 16.0 MINORITY AND WOMAN BUSINESS ENTERPRISES (MWBE) .................................................... 32 17.0 PROTESTS .................................................................................................................................... 33

PART VII – INSTRUCTIONS TO RESPONDENTS ............................................................................. 34

18.0 PRE-PROPOSAL CONFERENCE .................................................................................................. 34 19.0 ADDITIONAL INFORMATION AND SPECIFICATION CHANGES .................................................. 34 20.0 LETTER(S) OF CLARIFICATION ................................................................................................... 34 21.0 EXAMINATION OF DOCUMENTS AND REQUIREMENTS ............................................................ 34 22.0 EXCEPTIONS TO TERMS AND CONDITIONS .............................................................................. 34 23.0 POST-PROPOSAL DISCUSSIONS WITH RESPONDENT(S) ........................................................ 34

PART VIII – CITY REQUIRED FORMS ............................................................................................... 36

24.0 REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL. ....................................................... 36 25.0 REQUIRED FORMS SHALL BE SUPPLIED TO THE RECOMMENDED VENDOR. ...................... 36

EXHIBITS ............................................................................................................................................ 37

Attachment I – Sample Contract ....................................................................................................... 60

Attachment II - Proposal Checklist ................................................................................................... 61

Attachment III – Current Equipment List/Locations ........................................................................ 62

Managed Telecommunications Maintenance Services RFP No.: HBW-MTMS-2016-031

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Attachment IV – Current Avaya CS1000 Port Counts ..................................................................... 63

Attachment V - Current Houston Airport System Topology ........................................................... 64

Attachment VI - Houston Airport System Acronyms ...................................................................... 65

26.0 AIRPORTS AND TERMINALS ........................................................................................................ 65 27.0 GOVERNMENT ORGANIZATIONS ................................................................................................ 65 28.0 AIRPORT GROUPS ....................................................................................................................... 66 29.0 MAJOR AIRLINES .......................................................................................................................... 66 30.0 OTHER ........................................................................................................................................... 66

Attachment VII – Pricing Worksheet ................................................................................................ 68

Attachment VIII – Sample Spare Parts Lists .................................................................................... 77

Managed Telecommunications Maintenance Services RFP NO.: HBW-MTMS-2016-031


PART I – GENERAL INFORMATION

1.0 General Information 1.1.1 The City of Houston (City), Houston Airport System (HAS), invites interested firms to submit

Proposals to provide Managed Telecommunication Maintenance Services (MTMS) for the City of Houston’s three airports and related properties.

1.1.2 Background 1.1.3 The Houston Airport System (HAS) operates the City of Houston's three major airports:

George Bush Intercontinental Airport/Houston (IAH); William P. Hobby Airport (HOU), and Ellington Airport (EFD). Management of the Airport system includes coordination with FAA, air carriers, and other Federal and State agencies to maintain the highest standards of service and safety to Airport patrons. Communications serves a vital role in the efficient operation of the Houston Airport System. First-class communications capability is essential for safety and uninterrupted Airport operations.

2.0 Project Description 2.1.1 The Houston Airport System’s Avaya solution currently installed consists of three (3) Avaya

CS 1000 systems, multiple fiber and carrier remotes, one (1) Call Pilot Centralized Voice Mail System, one (1) Avaya Aura Contact Center HA system and a mix of IP and TDM handsets which consists of Avaya, Cisco, as well as various third party devices such as Ceeco, Talk-a-Phone, Polycom, Cortelco, etc.

2.1.2 Also installed are two (2) Cisco BE 6000 which are currently being used as a pilot with Cisco telephones, Cisco Unified Communications Jabber, IM & Presence, Video and Unity Voicemail. The Cisco platform is currently utilizing dial plan from the existing Avaya system.

2.1.3 All ancillary equipment related or connected to the operation of the telephone systems include but are not limited to: Crash Phone System components, Stand Alone Valcom Paging Systems, various media convertors, Call Accounting Server/Application, Spok 911 Servers/Site Alert, NICE IP Recording, and Music-on-hold interface, as well as battery backup and UPS Systems for CS1000, fiber and carrier remotes.

2.1.4 See “Attachment III, Current Equipment List/Locations” for Avaya and Cisco equipment and locations.

2.1.5 See “Attachment IV, Current Avaya CS1000 Port Counts” for Avaya CS1000 port counts and locations.

2.1.6 See “Attachment V, Houston Airport System Telecom Topology” for HAS topology map.

2.1.7 The Houston Airport System plans to replace the on- premise Cisco BE6000 servers with (2) BE7000 servers, replace Avaya Centralized Call Pilot with Cisco Unity Connection which will support approximately 1250 HAS end users and replace Avaya Aura Contact Center with Cisco UCCX, which supports approximately 75 call center agents.

2.1.8 The Houston Airport System plans to migrate the current Avaya analog, digital and IP platform to Cisco which will be a phased approach deploying Cisco IP telephones, Unified Communications such as Jabber, IM & Presence, etc. to end users.


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3.0 Solicitation Schedule 3.1.1 Listed below are the important dates for this Request for Proposal (RFP).

Description Scheduled Date

Advertisement of Solicitation 8/26/16

Pre-Proposal Conference 9/06/16

Deadline for Questions 9/09/16

Letter of Clarification(s) Posted on HAS Website 9/16/16

Proposal Due 10/06/2016

Evaluation/Scoring Sessions 10/11/16

Presentations/Interviews (if necessary) 10/18/16

Final Evaluation/Scoring Sessions (if necessary) 10/18/16

City Council Approval 12/07/16

REMAINING PORTION OF THIS PAGE INTENTIONALLY LEFT BLANK



PART II – SCOPE OF SERVICES

4.0 Scope of Services 4.1.1 The successful Respondent will be responsible for planning, design and implementation of

phased Cisco systems upgrade and deployment.

4.1.2 Crash Phone system replacement has not been determined for the (4) Aircraft Rescue Fire Fighting (ARFF) stations as well as replacement for the current 911/E911 system.

4.1.3 Currently, the HAS system consists of a networked dial plan between the three CS1000 systems which supports the existing Cisco solution.

4.1.4 Avaya Platinum Partner and Cisco Gold Partner Services 4.1.5 It is preferred that Respondent presently holds the Avaya Platinum and Cisco Gold

certifications. This will be considered in proposal evaluation.

4.1.6 System Maintenance Services for Telecommunications 4.1.7 The Respondent’s proposed support solution must include the following components

includes but is not limited to:

4.1.8 System Maintenance Services/Support

4.1.8.1 Perform Avaya/Cisco System Maintenance.

4.1.8.2 Preventive Maintenance.

4.1.8.3 Remedial Maintenance.

4.1.8.4 Moves, Adds, and Changes – Avaya/Cisco.

4.1.8.5 Cisco Unified Communications, i.e., Jabber, IM & Presence, Video.

4.1.8.6 Voice Mail Administration & Maintenance.

4.1.8.7 Contact Center Administration & Maintenance.

4.1.8.8 Avaya/Cisco Network Fault Management & Performance Monitoring

4.1.8.9 Purchase of Avaya CS1000 Basic Pass to include support and administration of support contract.

4.1.8.10 Purchase Cisco Smart Net to include support and administration of support contract.

4.1.8.11 Carrier Management and cross connect connectivity.

4.1.8.12 All other connectivity responsibilities.

4.1.8.13 Avaya/Cisco Auditing Reports

4.1.8.14 Quarterly System Inventory.

4.1.8.15 Quarterly Off-Site system backups.

4.1.8.16 Quarterly Notification of manufacturer discontinued equipment and EOL.

4.1.8.17 Bi-Annual Traffic Analysis.

4.1.8.18 Battery Maintenance and Replacement.

4.1.9 Avaya and Cisco System Auditing Tool 4.1.10 The Respondent shall include the System Audit procedures as part of their Proposal

submittal.

4.1.11 The Respondent shall be required to perform quarterly system audit on all Avaya PBX/Cisco


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systems by using intelligent data gathering techniques that result in full bay-face layouts, hardware and software inventory, and “End-of-Life” analysis. These results shall be submitted to the HAS Director and/or his designee subsequent to the audit.

4.1.12 Features of the system audit shall include, but are not limited to:

4.1.12.1 Detailed Equipment Maps.

4.1.12.2 Port counts organized by cabinet and gateway.

4.1.12.3 Complete inventory of software packages and installed hardware with card types and vintage information.

4.1.12.4 “Action Items” highlighting service improvement opportunities and capacity issues.

4.1.12.5 Identify End-of-Life (“EOL”) and other unsupported telecom equipment.

4.1.12.6 Off-site system Backup services for communication system configuration.

4.1.12.7 Bi-Annual Traffic Analysis which includes trunking analysis, performance and usage reports.

4.1.13 Preventative Maintenance Services (PM) 4.1.14 The Contractor shall be required to perform preventative maintenance (PM) on the

Telecommunication Systems daily in accordance with standards and procedures recommended by the original equipment manufacturer ("OEM") as required for keeping the System in a First Class Condition.

4.1.15 The Preventative maintenance services shall include, but not be limited to, the following:

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

4.1.15.2 The Contractor's PM shall include all supplies, parts (including replacement sub component parts, labor, and incidentals required to prevent the occurrence of an internal or external System failure. PM shall include, but not be limited to, replacing worn, damaged, or destroyed parts; inspecting, testing, cleaning and adjusting system components as necessary to maintain a fully operational system.

4.1.15.3 Weekly backups of telecommunications systems and supporting servers, i.e., voicemail, contact center, and signaling servers.

4.1.15.4 Review historical archives for any bugs and/or error codes, apply patches and clean filters as needed.

4.1.15.5 The Contractor’s PM shall also include any software/database management required to keep memory or disk storage at optimum levels.

4.1.15.6 The Contractor shall be responsible for testing Avaya CS1000, Avaya Fiber and Carrier remote batteries for the back-up power system in accordance with standards, procedures and frequencies recommended by Avaya. Any batteries not meeting the required specifications shall be replaced by and at the expense of the Contractor. The successful Respondent shall submit a PM schedule for battery testing to include quarterly battery inspections and annual battery testing.

4.1.15.7 The Contractor shall be required to submit completed PM reports to the Director and/or his designee within five (5) working days of completing PM activity.

4.1.15.8 All components shall be routinely examined at least once each week and replaced immediately if found defective.


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4.1.15.9 All service-affecting preventative maintenance shall be conducted and scheduled with HAS personnel designated by the Director and/or his designee in advance. The successful Respondent shall be required to notify HAS personnel designated by the Director and/or his designee in writing of planned Preventive Maintenance schedules which will require approval from HAS Change Management team in advance.

4.1.16 Remedial Maintenance (RM) Services 4.1.17 Remedial Maintenance (RM) applies whether or not there is actually an outage and whether

or not any outage involved is caused by an internal failure. HAS requires continuous telecommunications capability for ongoing operations.

4.1.18 Accordingly, whenever HAS places a trouble call to the Contractor, or when the Contractor receives an alarm directly from the system(s) or Contractor’s Technical Assistance Center, the Contractor shall respond in an appropriate manner, dispatching the Contractor’s maintenance personnel to arrive at the premises with their tools and spare parts within the appropriate time period specified in Response Times. Please see item “4.1.30 Response Times” of this section.

4.1.19 If an outage is caused by internal failure, the Contractor shall perform RM to correct internal failures and return the System to full operating condition. (If temporary replacement of a component is made, permanent repairs or replacement shall be completed as soon as possible thereafter). Once the Contractor begins major on-site corrective maintenance, it shall continue uninterrupted as long as reasonable progress, as determined by the Director and/or his designee, is being made until the System is operational.

4.1.20 If an outage is not caused by an internal failure, or if there is no outage at all, RM shall be completed when the Director and/or his designee accepts completed work to repair the defect. This work may be a System diagnosis and report. The Director and/or his designee will promptly confirm HAS acceptance in writing.

4.1.21 Alarm Monitoring 4.1.22 The Contractor shall be required to perform Alarm Monitoring 24/7 for the supported devices

using management tools to help raise awareness of specific events that have the potential to cause a significant adverse impact to business operations.

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

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

4.1.23.2 Take corrective action.

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

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

4.1.24 Carrier Management 4.1.25 The Contractor’s On-Site Technicians will work with carrier service providers or other service

providers on behalf of HAS to resolve service issues, to include, but not limited to:

4.1.25.1 Maintain a list of carrier providers and other service providers and their contact information.

4.1.25.2 Immediately engage the carrier service provider or other service provider upon determination of the cause of the incident.

4.1.25.3 Provide updates from the carrier service provider or other service provider including


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tracking information and estimated time of response.

4.1.25.4 Escalate to carrier service providers or other service provider when required to meet the SLA.

4.1.25.5 Activate appropriate emergency response plan as directed by the Director and/or his designee.

4.1.25.6 Report troubles 24/7 for all carrier outages only.

4.1.26 Move, Add, Change (MAC) 4.1.27 The Contractor shall be responsible for, but not necessarily limited to the following MAC

items:

4.1.27.1 Individual and Group telephone moves.

4.1.27.2 Installing new telephones and associated cross connects and programming to make operational.

4.1.27.3 Removing existing telephones.

4.1.27.4 Modify existing Avaya/Cisco database by certified personnel trained in System Administration, including, but not limited to:

4.1.27.4.1 Set-based feature changes including analog, digital and IP phones.

4.1.27.4.2 Cisco Unified Communications.

4.1.27.4.3 Automatic Call Distribution (ACD).

4.1.27.4.4 Avaya Contact Center Manager Administration and Scripting.

4.1.27.4.5 Cisco UCCX Administration and Scripting.

4.1.27.4.6 Group Call configuration for Crash and Breach phone system.

4.1.27.4.7 Interpreting and changing Systems Configuration definitions for system hardware and software parameters.

4.1.27.4.8 System Speed Call feature for abbreviated dialing.

4.1.27.4.9 Configure or change Customer Data Block capabilities.

4.1.27.4.10 Tenant Service.

4.1.27.4.11 Paging access.

4.1.27.4.12 Trunk Administration, including Analog, DTV/PRI transmission, SIP, Foreign Exchange Trunks, Fiber Intergroup Switching and ISDN Calling Line ID enhancements.

4.1.27.4.13 Maintain Multi-Site Numbering Plan or modify/design new numbering plan.

4.1.27.4.14 Trunk Access Restriction (TARG).

4.1.27.4.15 Trunk Group Access Restriction (TGAR).

4.1.27.4.16 Authorization Codes.

4.1.27.4.17 Network Alternate Routing Selection (BARS/NARS).

4.1.27.4.18 Coordinated Dialing Plan.

4.1.27.4.19 Call Details.

4.1.27.4.20 Music Broadcast.

4.1.27.4.21 Recorded Announcement (RAN).


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4.1.27.4.22 Call Pilot Voice Mail user administration.

4.1.27.4.23 Voice Mail Remote Notification assignments and schedule.

4.1.27.4.24 Voice Mail Network and Access administration.

4.1.27.4.25 Cisco Unity Connection administration.

4.1.27.4.26 Signaling Server/NRS Database.

4.1.27.4.27 911 Emergency Services Administration (ESA).

4.1.27.4.28 Carrier MAC’s.

4.1.28 System Connectivity 4.1.29 The Contractor shall be responsible for maintaining the existing System connectivity as well

as for maintaining connectivity to ancillary transmission equipment, non-switching equipment, and data equipment, although such connectivity may not be directly related to the Telecommunications System.

4.1.30 Response Times 4.1.31 The Contractor shall respond to all Emergency or Urgent Service Requests within the

following Response Times. The determination of the request classification shall be in the sole judgment of the Director and/or designee.

4.1.32 Software Upgrades/Updates 4.1.33 Software upgrades and patches to the Avaya/Cisco Telecommunications System shall be

implemented at the direction of HAS. The Contractor will be required to ensure all Avaya/Cisco Telecommunications Systems are up to date with the manufacturer’s latest release of any software upgrade/update, security patches as well as the operating systems. The Contractor shall propose change management request to include schedule of work to be performed for HAS Change Management team for review and approval before proceeding.

Service Classification (not to exceed) Time to Respond Remotely

Time to Respond On Site

Time to Restore

Major Failure during Normal Business Hours 15 minutes 30 minutes 4 hours Minor or Non Critical Failure during Normal Business hours 30 minutes 1 hour 6 hours

Major Failure after Normal Business Hours 30 minutes 2 hours 4 hours

Minor Failure after Normal Business Hours 2 hours 4 hours 8 hours

Non-Critical after Normal Business Hours 4 hours 6 hours 24 hours

HAS Business Hours Work Order SLA's or as prioritized by Director and/or designeeEmergency - ASAPHigh - Break Fix - 1 Business DayNormal - MAC's - 5 Business Days


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4.1.34 Equipment, Parts, Materials, and Instruments 4.1.35 The Contractor shall furnish a Manufacturer's price list (where applicable) for all

Avaya/Cisco hardware/software components, in additions to IP and TDM telephone sets, gateways, all universal analog and ancillary equipment in the Contractor's inventory generally used in conjunction with Avaya CS1000 and /or Cisco platforms. All price changes are subject to Director and/or designee approval.

4.1.36 The Contractor shall provide a list of all hardware, software and professional services expected to be purchased under the Agreement. Example: Cisco SmartNet, Cisco/Avaya Phones, Professional services, etc.

4.1.37 The Contractor must develop a spare parts inventory sufficient to maintain the highest levels of performance and maintain uninterrupted services at the airports, the On-Site Spares List Maintenance. The Contractor shall be responsible for determining additional requirements for each location to ensure SLA’s are met for Preventive Maintenance and Remedial Maintenance.

4.1.38 All equipment, parts, and/or components replaced or newly installed in the Avaya/Cisco telecommunications system by the Contractor shall be factory new and free of defects in title, materials and workmanship at the time of their delivery and installation. Each component of the telecommunications system shall conform to the specifications published by the manufacturer of the component. HAS reserves the right to request or permit the substitution of rebuilt or reconditioned parts, but such substitutions will not be used without the prior express written consent of the Director and/or designee.

4.1.39 In addition to any other warranty provisions, at any time during the Term of the Agreement or any extensions thereto, if a specific part or component requires in excess of three (3) maintenance calls within one (1) month, the Contractor shall replace the defective part or component at Contractor's expense.

4.1.40 Equipment, Parts, Materials, and Instruments Pricing 4.1.41 All equipment, parts, supplies, and instruments required to complete all Preventive and

Remedial Maintenance for Basic Services for any newly installed Contractor supplied item, are to be provided at no additional cost to HAS/City.

4.1.42 Preventive and Remedial Maintenance are included in the Basic Services Maintenance Per-Port Agreement portion of this Agreement. No additional amounts will be paid to the Contractor for any parts, supplies, or equipment used for Preventive or Remedial Maintenance of the telecommunications system.

4.1.43 Throughout the term of the contract the Respondent shall base pricing upon the manufacturer’s current price list at the time of the proposed purchase. Contractor must supply current manufacturer price list(s) if applicable – or links to the manufacturer’s published lists.

4.1.44 Prices for equipment, parts, and supplies, which may be required for authorized Other/Work Services Requests, for which prices are not otherwise established herein, shall be based on either Contractor’s percentage of manufacturer’s discount or mark-up proposed by Contractor shall be based on Contractor's percentage of discount or mark-up percentage as stipulated in “Attachment VII, Pricing Worksheets,” as applied to the current price list(s) of the manufacturer's listed below to include but not limited to:

4.1.45 Avaya (Nortel)

4.1.45.1 ____% Discount off of Avaya list price for PBX equipment, including core, equipment , IPE modules, station and trunk cards and similar hardware, software, TDM and IP Telephones, PBX cables, DC power equipment, license, hardware/software supporting Call Pilot and Avaya Aura Contact Center, etc.


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4.1.46 Cisco

4.1.46.1 ____% Discount off of Cisco list price for hardware, software, gateways, telephone sets, video conferencing hardware/software components, etc.

4.1.47 Ceeco

4.1.47.1 ____% Discount off of Ceeco list price for hardware, software, components, and accessories.

4.1.48 Polycom

4.1.48.1 ____% Discount off of Polycom list price for hardware, software, components, and accessories.

4.1.49 Talk-A-Phone

4.1.49.1 ____% Discount off of Talk-A-Phone list price for hardware, software, components, and accessories.

4.1.50 Commscope

4.1.50.1 ____% Discount off of Commscope list price for hardware, software, components, and accessories.

4.1.51 OTHER WORK/SERVICES 4.1.52 Within the general scope of the Agreement, Other Work/Services may be required for

systems, equipment, and video conferencing to meet desired conditions and/or services not covered in the Basic Services of the Agreement. Other Work/Services shall be performed in accordance with all provisions of the Agreement plus any special provisions issued with authorization for work that are consistent with this Agreement. Other Work/Services shall be provided by Contractor on an "as needed" basis and then, only after receipt of a written Other Work/Services Request ("OSR"), signed by the Director and/or designee.

4.1.53 Other/Work Services include, but are not limited to, the following:

4.1.53.1 Optional Upgrades/Modifications.

4.1.53.2 Additional telephones and/or software phones as needed for replacements and expansion.

4.1.53.3 New software upgrades not included in the Agreement.

4.1.53.4 License/Hardware to support new telephones and features.

4.1.53.5 Peripheral Upgrades/Modifications.

4.1.53.6 Video Conferencing equipment such as codec, software, license, cameras, services and labor, etc.

4.1.53.7 Cabling materials and services for voice, data, and video devices.

4.1.53.8 Repair or replace components damaged by vandalism, force majeure, or other third parties as determined by the Director and/or designee.

4.1.54 In response to any such written notice, the Contractor shall provide the Director and/or designee with a written proposal within five (5) business days of receipt of the notice. Such proposal shall include, but not be limited to, a description of the services to be performed, applicable labor rates, estimated labor hours, performance schedule, total estimated cost which should include Contractor’s manufacturer discounts or % markup and any other requirements set forth in the Director and/or designee 's written notice to Respondent.

4.1.55 Emergency Service Requests 4.1.56 For Emergency Service Requests issued after Normal Business Hours (8:00 a.m. to 5:00


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p.m.), Contractor may perform Other Work/Services upon the verbal approval of the Director and/or designee. However, as soon as it is reasonably practical thereafter, HAS shall issue within one business day a written OSR relating to the verbal Emergency Service Request.

4.1.57 Other Service Request (OSR) Forms 4.1.58 With the exception of Emergency Service Requests issued after Normal Business Hours, or

Urgent Service Requests, where a request may be verbal and followed immediately in writing, all requests for Other Work/Services will be in writing in a form provided by the Director and/or designee and signed by the Director and/or designee or designated representative.

4.1.59 Other Work/Service Labor Compensation Limits 4.1.60 The Respondent may be compensated for labor under the Other Work/Services’ rate

schedule for MAC's, only when the on-site technician's workload is such that the work cannot be completed during Normal Business Hours and an additional technician(s) is required or when the work is performed after Normal Business Hours. Additional compensation for labor must be approved in writing in advance of work being performed with the only exception being emergency services as described above.

4.1.61 Compensation for Other Work/Services 4.1.62 Compensation for Other Work/Services may include the following:

4.1.62.1 Labor - Additional labor needed (help for the On-site Technician) for MAC activities that occur during or after Normal Business Hours. The Contractor’s mark-up on cost of parts and sub-contracted labor shall be a proposed % mark-up exclusive of tax, freight, and travel. Contractor will be compensated for labor if approved in writing in advance in accordance with established Other/Work Services procedures.

4.1.62.2 Parts, Supplies, Equipment - When MAC orders requested by HAS require parts, supplies, or equipment; Contractor will be compensated for parts, supplies, or equipment only if the additional compensation is approved in writing in advance of parts being installed in accordance with established Other/Work Services procedures.

4.1.63 Inclusion Notice 4.1.64 Inclusion Notices for additional HAS equipment, labor, and/or services will describe the

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

4.1.65 Respondent shall provide annual port true up for Telecommunication Systems.

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

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

4.1.68 Exclusion Notice 4.1.69 During the Contract Term, the existing telecommunications equipment or systems may be


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upgraded and/or new equipment or systems may be added to meet the changing needs of the HAS. At HAS's option, such upgrades or additions may be supplied and installed by the telecommunications services Contractor or others. The Contractor shall be responsible for maintenance of any upgrades and/or new equipment or systems following completion of installation, acceptance, and the warranty period. Such system upgrades, new equipment or components installed as an integral part of existing systems without increasing overall system requirements more than 5% are to be maintained by Contractor without additional compensation. Cost adjustments for inclusion or exclusion of equipment that increases or decreases overall system requirements by more than 5% shall be at the rates stipulated in the Price Schedule (Exhibit “O”), or if not stated therein, ordinary and reasonable rates as mutually agreed upon between the Director and Contractor. A per Port monthly fee will apply during the term of this Agreement for increase or decrease in the number of in-use ports by more than 5%.

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

4.1.71 Test Equipment 4.1.72 The Contractor shall furnish and maintain adequate quantities and types of on-site test

equipment as required for diagnostics and repairs of the Avaya, Nortel and Cisco equipment all HAS facilities.

4.1.73 Phase-In Services 4.1.74 Contractor (at no extra charge to the City) shall have up to a thirty (30) day phase-in period

to accomplish a smooth and successful transition of operations and services. Contractor's Phase-in period shall begin upon receipt of a start phase-in notice from the Director and/or designee (such notice is not to be construed as an official Notice to Proceed, but being anticipatory of phase-in only) and shall last approximately thirty (30) days preceding the receipt of Notice to Proceed.

4.1.75 The incumbent Contractor will be responsible for performing the duties and services listed in its contract during Contractor’s Phase-in period, and will be available for a maximum of 30 days to answer questions and resolve issues or any misunderstandings. The incumbent Contractor will be responsible for all Minor and Major repairs and equipment during the phase-in period.

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

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

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

4.1.79 Contractor shall assume full responsibility for the maintenance of the systems and equipment upon receipt of the notice to proceed.

4.1.80 Phase-Out


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

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

4.1.83 Orientation may include system operations and maintenance procedures, record keeping, reports, and procurement procedures, etc.

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

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

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

4.1.87 Equipment Condition at Expiration 4.1.88 The Contractor shall turn over all equipment and systems in First Class Condition. Any item

not operating in accordance with its required function shall be repaired or replaced. Preventive maintenance work shall have been performed as required per the PM schedule.

4.1.89 The Contractor shall comply with the following upon contract completion/termination:

4.1.89.1 Within six (6) Months of expiration of the Agreement Term, Contractor shall inspect and test all equipment and repair or replace any equipment or components in accordance with findings in the inspection and test.

4.1.89.2 Within sixty (60) days of expiration of the Agreement Term, Contractor shall perform a complete inspection of all controls and instrumentation. Any item outside First Class Condition shall be corrected.

4.1.89.3 Within thirty (30) days of expiration of the Agreement Term, Contractor shall adjust all systems equipment and complete spare parts inventory and report. Contractor shall provide HAS a complete final report on the condition of all systems and equipment, including inspection and test reports, and certified statements signed by an agent of Contractor testifying to the First Class Condition of all equipment and systems.

4.1.89.4 HAS shall have the right of inspection during or after any of this work, and shall notify Contractor, within seven (7) calendar days of receipt of Contractor's certified statement, of any noted discrepancies. Contractor shall then proceed to correct any discrepancies within or after the end of the Agreement Term as required to complete the work. Contractor shall complete all work within thirty (30) days and notify the Director and/or designee in writing upon completion of all work. Contractor shall assist HAS with any inspections required by the Director and/or designee at no additional cost to HAS.

4.1.89.5 Should Contractor fail to perform or complete any required work prior to expiration of the Contract, HAS may have such work performed at Contractor's expense.

4.1.89.6 Contractor assures that all equipment is in First Class Condition at the expiration or


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termination of the Agreement.

5.0 Security and Badging 5.1.1 Contractor shall refer to www.fly2houston.com/business-badging-office for all HAS badging

related questions, badging application forms, office hours, etc.

5.1.2 All onsite personnel are required are required to have an HAS badge and maintain active status for badge.

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

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

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

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

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

5.1.8 Transportation and Parking 5.1.9 The Contractor shall provide vehicles for onsite personnel for their employee’s use and shall

park its vehicles in areas designated by the Director and/or designee at its own cost, if any. HAS will provide a limited number of Contractor parking spaces at no charge. All transportation activities and related costs of Contractor, or its sub-contractors, necessary to perform under this Agreement shall be provided by Contractor. All of Contractor's and its sub-contractor’s vehicles shall be clearly identified with company decals and or magnetic signs as required by the Director and/or designee.

5.1.10 Travel Time 5.1.11 When required and authorized, the Contractor shall be compensated for other work services

required for the actual time required to perform the required services after arrival to the job site. Contractor shall not be entitled to compensation for travel time to and from the job site.

5.1.12 Records and Reports 5.1.13 The Contractor shall submit all reports and records as may be required by the Director

and/or designee

5.1.14 Buy-Back Program 5.1.15 Throughout the term of this Agreement, the Contractor shall provide a Buy Back Program

that allows HAS to exchange obsolete or end-of-life equipment for discounts or credits on future purchases.

5.1.16 Proceeds from the sale of equipment will be passed through 100% to HAS in the form of a credit against future services or new equipment purchases under this Agreement.



PART III – MINIMUM PERSONNEL QUALIFICATIONS

6.0 Personnel 6.1.1 The Contractor’s on-site personnel will be expected to retrieve and update the status of work

assignments via HAS-provided computers, applications and HAS work order platform (for work order/trouble tickets), Microsoft Outlook (email system).

6.1.2 The Contractor’s on-site technicians will be required to monitor/update/repair/poll the Call Detail Recording interfaces from the Avaya/Cisco to the Call Accounting application.

6.1.3 The Contractor agrees to meet or exceed HAS's standards, now or hereinafter in effect as same may be amended at any time, which are referenced in Houston Airport System Technology Specifications located on HAS website. www.fly2houston.com/TIP

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

6.1.5 It is highly preferred that the Contractor’s designated on-site technicians be fully qualified to maintain the current and planned telephony platforms. In addition, they shall hold manufacturer certificates issued by Avaya/Nortel/Cisco and any other manufacturer whose equipment, software, materials or parts as a part of the Telecommunication System.

7.0 Minimum Personnel Requirements 7.1.1 The Contractor shall make recommendations or propose technical staff to support

technician duties. Proposed on-site personnel shall have no other employment obligations to Contractor or other third parties, and must be approved in writing by the Director and/or designee. The proposed on-site personnel shall be on-site at the assigned Airport locations during Normal Business Hours and shall not be removed or replaced by Contractor without the prior written consent of the Director and/or designee.

7.1.2 The Contractor’s technicians (one at IAH and one at HOU) are expected to remain on-site in the event of emergency, including, but not limited to, hurricanes, tornadoes, floods, natural disasters, etc. These technicians are required to have an active HAS badge and be familiar with day to day operations. Labor rate shall be in accordance with Other Work/Services fee schedule for the event year.

7.1.3 The Director and/or designee shall have the right to approve or disapprove any successor on-site personnel replacement.

7.1.4 Although the dedicated on-site personnel will be assigned primary Airport locations, HAS reserves the right to utilize any/all-on-site personnel at any/all HAS locations.

7.1.5 Contractor shall furnish adequate certification papers and documentation of on-site personnel qualifications.

7.1.6 Contractor may change personnel only with equally qualified personnel and then only after obtaining written approval from the Director and/or designee.

7.1.7 Contractor shall replace any personnel assigned to provide services under the Agreement whose work product or conduct is not satisfactory to the Director and/or designee.

7.1.8 All on-site personnel will be required to have the company’s uniform. The Contractor's personnel will present a clean and neat appearance at all times.

7.1.9 The Contractor’s on-site personnel will be expected to work in accordance with the HAS holiday schedule rather than Contractor’s holiday schedule at no additional cost.

7.1.10 Substitute personnel must be approved in advance and assigned to accommodate normal on-site personnel absences due to training, vacation, Contractor holiday, etc.


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7.1.11 The Contractor shall make arrangements for primary on-site technicians to be on-call 24 hours per day, 7 days per week, 365 days per year, (including all HAS holidays) to respond to urgent/emergency telecommunications outages and OSRs. When primary on-site technicians are not available, Contractor must provide an equally qualified certified technician, must hold an active HAS badge, and must inform HAS in advance.

7.1.12 The Contractor’s on-call tech will be responsible for acceptance of all after hour trouble calls from the HAS Technology Service Desk representative. On Call Tech will determine the appropriate response and/or escalate to HAS Director and/or designee.

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

7.1.14 Contractor shall pay all of its Administrative/Overhead Cost including, but not limited to, payroll vacation, sick time, training, etc. processing orders, tracking invoices, sales quotations, and engineering documents. Such costs shall not be billed to the HAS.

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

7.1.16 Maintain open communication and an effective work relationship with the HAS Director and Teams.

7.1.17 Provide all required tools and test gear to maintain the contracted communications systems.

7.1.18 Adhere to all facility, site security, and site parking requirements.

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

7.1.20 Contractor shall propose personnel to provide the following services included but not limited to the functions described below:

7.1.21 On Site Operations Manager. 7.1.22 The Contractor shall make recommendations or propose technical staff to support

technician duties. The On Site Operations Manager(s) must fulfill the following responsibilities:

7.1.22.1 Primary responsibility for the management and compliance of all aspects of the Scope of Work.

7.1.22.2 Provide and be accessible for HAS Management staff.

7.1.22.3 Provide point of escalation for maintenance service issues.

7.1.22.4 Identify potential technology solutions for HAS to meet ongoing and future communication infrastructure needs.

7.1.22.5 Be available during HAS’s documented business hours and available after-hours for emergency issues.

7.1.22.6 Ensure that all HAS processes and procedures are completed and all quality standards are met.

7.1.22.7 Review and schedule work order requests received from HAS.

7.1.22.8 Coordinate and execute work order and project requests.

7.1.22.9 Manage work load for SLA compliance.


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7.1.22.10 Schedule certified technicians based on service requirements and technical skill set.

7.1.22.11 Provide on-call emergency technical support 7x24x365, including HAS holidays.

7.1.22.12 Schedule technicians for latest software and equipment upgrades.

7.1.22.13 Monitor and resolve work order and project requests.

7.1.22.14 Provide required reports and audits with findings and recommendations – to be shared with the HAS Director.

7.1.22.15 Perform daily system tests and checks on Avaya/Cisco Telecommunications equipment.

7.1.22.16 Update and maintain system documentation as required.

7.1.22.17 Comply with all HAS Technology Specifications.

7.1.22.18 On-site personnel also have responsibility to be aware of the notification for change or addition to the HAS Technology Specifications and to be in compliance with those changes or additions.

7.1.22.19 Process orders, quotes & engineering documentation.

7.1.22.20 Track invoices.

7.1.22.21 Perform other tasks requested by the Director and/or his designee.

7.1.23 System Support Specialist (Two). 7.1.24 The Contractor shall make recommendations or propose technical staff to support

technician duties. The System Support Specialist(s) must fulfill the following responsibilities:

7.1.24.1 Project coordination (large moves, System upgrades & interfaces, etc.).

7.1.24.2 MAC’s: Ability to perform PBX software programming Basic ACD programming, Voicemail mailboxes and menu applications, Call Center software programming.

7.1.24.3 MAC’s: Update Call Accounting Directory databases.

7.1.24.4 MAC’s: Update Voicemail database.

7.1.24.5 Coordination of multi-respondent services (i.e. long distance trouble shooting, tenant trunking issues, and service requests).

7.1.24.6 Must be proficient in reviewing and processing HAS work orders for repairs, moves, add and changes before assigning to Technicians for designated airport.

7.1.24.7 Must be proficient in using HAS work order system for completion of service request with the contractual service level agreement.

7.1.24.8 Must be proficient in Microsoft Outlook, Word and Excel.

7.1.24.9 Complete and coordinate HAS services for tenants, prepare tenant quotes and prepare monthly billing for tenants via HAS billing system.

7.1.24.10 Assign Long Distance authorization codes.

7.1.24.11 Schedule and maintain HAS reservation log for multiple conference bridge lines.

7.1.24.12 Provide end user training on various telephones, voicemail, Contact Center application.

7.1.24.13 Perform other tasks requested Director and/or his designee.

7.1.25 Voice Technician Staff – (Five). 7.1.25.1 The Contractor shall make recommendations or propose technical staff to support

technician duties. Voice Technician shall perform the following duties to include but not limited to the following:


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7.1.25.2 Cisco Voice Technician – CCNP 7.1.25.3 Cisco Voice Tech responsibilities will include, but are not limited to:

7.1.25.3.1 Responsible for the installation, modification, configuration and testing of analog, digital and IP communications equipment.

7.1.25.3.2 Install and maintain all Voice over IP (VoIP) infrastructure components including SIP Gateways, MPLS routing parameters, telephones, and voice conferencing services, Cisco Jabber Unified Communications for PC, laptop, mobile devices, and voicemail users.

7.1.25.3.3 Configure and troubleshoot Cisco Voice Gateways (i.e. VG224) and maintain interfaces to non-Cisco communications platforms.

7.1.25.3.4 Maintain enterprise voicemail system including interfaces to non-Cisco telephony platforms.

7.1.25.3.5 Cisco UCCX administration and maintenance including scripting.

7.1.25.3.6 Provide research, analysis, configuration, testing and installation of Cisco’s enterprise telephones systems.

7.1.25.3.7 Install, repair, perform moves, adds, and changes on all products/systems and applications e.g , Cisco telephone sets, Voicemail, UCCX, courtesy phones, call boxes, NICE Inform System, Amcom 911 and ISI Call Accounting interfaces as well as all other peripherals and ancillary equipment or interfaces.

7.1.25.3.8 Analyze telecommunications statistics and data, prepare reports and recommendations for change/improvements in procedures and facilities.

7.1.25.3.9 Perform Tier 3 support for Cisco enterprise telecommunication systems when issues cannot be resolved by Tier 2 support staff.

7.1.25.3.10 Demonstrate a strong knowledge of voice communications technology and VoIP protocols including TDM, SIP/H.323, RTP, SCCP, etc.

7.1.25.3.11 Trunk Administration and Routing including ability to configure and trouble shoot T1/E1/PRI and circuits, ISDN, CSU/DSU and SIP Trunking.

7.1.25.3.12 Provide input and recommendations for future strategy and roadmap for the Cisco voice infrastructure.

7.1.25.3.13 Participate in the implementation of disaster recovery solutions and the execution of periodic disaster recovery testing.

7.1.25.3.14 Keep telecommunications system current with new internal and national (area code) dialing plan changes as they occur.

7.1.25.3.15 Work closely with HAS Desktop staff on installation of desktop applications.

7.1.25.3.16 Must have knowledge of wiring standards for various circuit extensions, paging systems, radios systems, copper, fiber, coaxial cable and other HAS specific technology applications.

7.1.25.3.17 Perform software upgrades/updates, patch updates as required or requested.

7.1.25.3.18 Must be proficient in using HAS work order system for completion of service request with the contractual service level agreement.

7.1.25.3.19 Perform preventative maintenance on all equipment as well weekly backups.

7.1.25.3.20 Submit weekly PM reports.

7.1.25.3.21 Must be proficient in Microsoft Outlook, Word and Excel.


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7.1.25.4 Avaya Voice Technician 7.1.25.5 Avaya Voice Technician shall perform the following duties:

7.1.25.5.1 Responsible for the installation, modification, configuration and testing of analog, digital and IP communications equipment.

7.1.25.5.2 Install, repair, perform moves, adds, and changes on all products/systems and applications. e.g. Avaya CS 1000, Call Pilot voicemail, Contact Center Manager, Element Manager, Signaling Server, PRI, D-Channels, NICE Inform System, Amcom 911 System and ISI Call Accounting interfaces as well as all other peripherals and ancillary equipment.

7.1.25.5.3 Install, repair and move telephone set, circuits, courtesy phones, call boxes and AED’s.

7.1.25.5.4 Trunk Administration and routing including ability to configure and trouble shoot T1/E1/PRI, circuits, ISDN, CSU/DSU and SIP Trunking

7.1.25.5.5 Multi-Tenant software.

7.1.25.5.6 ACD

7.1.25.5.7 Keep telecommunications system current with new internal and national (area code) dialing plan changes as they occur.

7.1.25.5.8 Maintain multi-site numbering plan.

7.1.25.5.9 Perform preventative maintenance on PBX; submit weekly PM Reports.

7.1.25.5.10 Perform routine battery inspections for PBX, Fiber Remotes, etc.

7.1.25.5.11 Perform software patch updates for PBX, Voicemail, Contact Center Software, and Signaling Server.

7.1.25.5.12 Upgrades software/hardware for PBX, Call Pilot, Contact Center Manager and Signaling Server.

7.1.25.5.13 Complete work orders for adds, moves, changes and repairs.

7.1.25.5.14 Update completed work orders with details for Director and/or his designee, 911 system and cable records.

7.1.25.5.15 Must be proficient in using HAS Work Order system for completion of service request in with the contractual service level agreement.

7.1.25.5.16 Must have knowledge of wiring standards for various circuit extensions, paging systems, radios systems, copper, fiber, coaxial cable and other HAS specific technology applications.

7.1.25.5.17 Work closely with HAS Desktop staff on installation of desktop applications that are related to Telephone System

7.1.25.5.18 Perform other tasks requested by Director and/or his designee

7.1.25.6 Voice Technician Assistant 7.1.25.7 Voice Technician Assistant shall perform the following duties:

7.1.25.7.1 Install, repair, perform move, add and make changes to telephone sets, telco circuits, courtesy phones, call boxes, etc.

7.1.25.7.2 Conduct routine inspection of courtesy phones, ticket counter and gate phones.

7.1.25.7.3 Troubleshoot /Test voice and data.

7.1.25.7.4 Basic software programming adds or changes.


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7.1.25.7.5 Must be proficient in using HAS Work Order system for completion of service request in accordance with the contractual service level agreement.

7.1.25.7.6 Update completed work orders with details to include 911 information and/or cable information.

7.1.25.7.7 Must have knowledge of wiring standards for various circuit extensions, paging systems, radio systems, copper, fiber, coaxial cable and other HAS specific technology applications.

7.1.25.7.8 Work closely with HAS Desktop staff on installation of desktop applications that are related to Telephone System.

7.1.25.7.9 Must be proficient in Microsoft Outlook, Word and Excel.

7.1.25.7.10 Perform other tasks requested by Director and /or his designee.

7.1.26 Coverage Hours 7.1.27 Contractor shall provide on-site personnel during Normal Business Hours (8:00 a.m. to 5:00

p.m.) 5 days a week (excluding HAS holidays) to perform services and maintenance support required for this proposal in strict compliance with the terms and conditions of the Agreement throughout its term with the exception of any Urgent or Emergency requests as requested by the Director and/or designee.

7.1.28 HAS Holidays are as follows:

7.1.28.1 New Year’s Day

7.1.28.2 Martin Luther King Day

7.1.28.3 Memorial Day

7.1.28.4 Independence Day

7.1.28.5 Labor Day

7.1.28.6 Veteran’s Day

7.1.28.7 Thanksgiving Day and day after Thanksgiving

7.1.28.8 Christmas Eve

7.1.28.9 Christmas Day

7.1.29 Qualifications 7.1.30 It is “Preferred” that Contractor be an Avaya Platinum Partner and Cisco Gold

Partner. 7.1.31 All of Contractor’s technicians shall have a minimum of 5 years of experience and certified

in the maintenance routines to diagnose service and repair the telephone system. This shall include, but not be limited to the following:

7.1.31.1 Current Voice Mail hardware and software releases.

7.1.31.2 Data networking as it pertains to implementing and supporting VoIP products.

7.1.31.3 Any future PBX and/or Voice Mail hardware/software application acquired during the term of this Agreement. The Cisco pilot will be defined.

7.1.31.4 Any existing or future ancillary equipment such as digital announcers, crash alarm systems, maintenance administration tools, music-on-hold interfaces, PA system interfaces, etc.

7.1.32 Training


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7.1.33 The Contractor’s technicians shall receive training prior to implementing any upgrades to the Avaya/Cisco Telephone Systems, Voice mail, or ancillary systems. The cost of such training shall be included in the ongoing maintenance costs of HAS Equipment. Additional training, as required by the Director, shall be provided by the Contractor at no additional cost to the City.

7.1.34 The Contractor shall provide designated HAS personnel with training manuals for any/all new equipment/software and shall train such personnel on system operation and features.

7.1.35 The Contractor shall train designated HAS personnel, as necessary and as required by the Director to function as customer coordinators or trainers to accommodate future projects.

7.1.36 Sub-Contractors 7.1.37 The Contractor may use only sub-contractor approved in writing and in advance by the

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

8.0 Performance/Technical Requirements 8.1.1 Sub-Standard Performance Action

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

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

8.1.3.1 Maintain a 24/7 Technical Assistance Center utilizing a computerized dispatch system for monitoring and managing system alarms. The system shall be capable of tracking all events related to service requirements and provide progressive management escalation based on the agreed service levels until resolved. Contractor shall utilize this system to perform root cause analysis to (1) identify the cause of all sub-standard performance events, (2) take corrective action, (3) provide HAS electronic text message or email with each alarm and a monthly report detailing the cause, and (4) specify steps taken to preclude such events in the future.

8.1.3.2 Respond to Emergency Service Requests. Contractor's failure to meet the Response Times in Sections 4.1.31 and 4.1.56 is an indication of sub-standard performance and will cause damage to HAS; however, such damages cannot be accurately measured or will be difficult to ascertain. Consequently, the Contractor shall provide out of service credits at the rate of $500.00 per hour, or any portion of an hour, during which Contractor exceeds the Response Times set forth in Sections 4.1.31 and 4.1.56. The assessment of out of service credits by the HAS for failure to meet the Response Times in Sections 4.1.31 and 4.1.56 shall never be construed as an exclusive remedy available to HAS as to any other event of default by Contractor under this Agreement, and HAS shall always have the right to avail itself of other remedies that may be available to it in law or equity as to any other event of default.

8.1.3.3 Ensure safe and uninterrupted Airport operations at all times. It is essential that the communications system be maintained in a manner that will ensure there are no Major Failures of the communication system, especially during Normal Business Hours. Major Failures during Normal Business Hours is an indication of sub-standard performance and will cause damage to the City; however, such damages cannot be accurately


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measured or will be difficult to ascertain. Consequently, Contractor shall provide out of service credits at the rate of ten (10%) percent of the current monthly Basic Services Fee (labor and material) for the first hour when any of the Major Failure criteria occurs during Normal Business Hours and five (5%) percent per hour thereafter. The out of service credits for Major Failures after Normal Business Hours shall be 1/2 of the rates for Major Failures during Normal Business Hours. The assessment of out of service credits by the City for Major Failures shall never be construed as an exclusive remedy available to the City as to any other event of default by Contractor under this Agreement, and the City shall always have the right to avail itself of other remedies that may be available to it in law or equity as to any other event of default.

8.1.3.4 Repeated failures of the same component is an indication of sub-standard performance which may result in Major and Minor Failures causing damage to the City; however, such damages cannot be accurately measured or will be difficult to ascertain. Consequently, Contractor shall provide out of service credits of $500.00 in the event three (3) Minor Failures occur within a ninety (90) day period due to the failure of the same component. The assessment of out of service credits by HAS for repeated failures of the same component shall never be construed as an exclusive remedy available to the City as to any other event of default by Contractor under this Agreement, and the City shall always have the right to avail itself of other remedies that may be available to it in law or equity as to any other event of default.

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PART IV – EVALUATION AND SCORING PROCESS

9.0 Evaluation and Scoring Process 9.1.1 Evaluation committee members shall review the Evaluation Committee Guidelines and sign

Nondisclosure Agreements before receipt of proposals or submissions.

9.1.2 The team leader shall review all submittals/proposals to determine if they are responsive and that the respondent is responsible. If the team leader believes any of the submittals/proposals are not responsive or responsible, he or she shall consult with the Interim Procurement Officer. Any nonresponsive or non-responsible submittals/proposals shall be withheld from the evaluation committee by the team leader. The team leader shall distribute the proposals/submissions to evaluation committee members along with a scoring matrix for the procurement. Each committee member shall be assigned a letter or a number to use for the scoring form; individual names will not be attributed to the individual scoring forms. Each evaluation committee member shall independently review the proposal/submission and score each criteria (sub-criterion) against the total number of points allocated for that criteria. Only evaluation committee members shall have voting rights; observers shall not vote.

9.1.3 At the evaluation committee meeting, the committee will discuss their scores and the reasons for their scores, noting strength and weakness of each proposal/submission. Each proposal/submission will be evaluated on its own merits, not compared to others. Committee members may revise their scores, up or down, based on observations made by other members.

9.1.4 If oral interviews are held, the expectation is that the firms will explain to the evaluation committee why their team is the best qualified for the project. In preparation for the interview session, the short-listed firms will be provided in advance with a list of questions that will be asked of all short-listed firms. In addition to the standard questions, individual committee members may ask questions specific to a particular submission/proposal. If oral interviews are held, the committee members shall convene and discuss their impressions immediately following each interview, if possible. If the discussion must occur later, it should occur as soon as practicable thereafter. The discussion shall focus on strengths, weakness, and any new observations the committee may have on the particular vendor as applied to the criteria set forth in the solicitation. After discussion, the committee members shall update their scores for each criterion and record their updated scores on the scoring matrix (even if any member does not change the score on any criteria, he or she shall enter the final score on the matrix) based on the firm’s explanation regarding its qualification for the Project and responses to interview questions (both standard questions and questions specific to the submission/proposal, if any). The team leader shall collect the scoring matrices.

9.1.5 After all scores have been updated, the proposals/submissions shall be ranked in order of the scores from greatest to least. Best and Final Offers may be requested from one or more of the top firms, if the committee so decides.

9.1.6 The team leader shall document the rationale for the committee’s recommendation. The summary of the process shall be circulated to all committee members for their input and ultimate approval.

10.0 Evaluation Criteria 10.1.1 The award of a contract(s) will be made to the Respondent(s) offering the response which

best meets the needs of HAS. HAS reserves the right to reject any offer if the Response submitted fails to satisfy HAS that the Respondent is properly qualified to provide the services contemplated as specified.

10.1.2 The following criteria will be used in the evaluation to assess the degree to which Proposals


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submitted meet the requirements contained in the MTMS scope.

Evaluation Criteria Max Score Firm Qualifications, Knowledge, and Experience 15

System Maintenance Services/Support Services Plan 20

Preventative Maintenance Plan 20

Personnel Qualifications 30

Pricing 15

Total 100

MWBE Compliance Pass/Fail Financial Capabilities (Separate Envelope) Pass/Fail

10.1.3 Firm Qualifications, Knowledge, and Experience (15 Points) 10.1.4 Respondent must have experience providing similar services to those identified in “Section

5, Scope of Services” that is in progress or completed in the last 5 years. (5 points)

10.1.5 Provide references from the owner. (2 points)

10.1.5.1 The Respondent shall provide client references that include the client names, addresses, telephone numbers, and email addresses as described in Exhibit N. HAS will contact the referenced clients to verify Respondent provided information and/or to solicit comments.

10.1.5.2 References must be people that were directly involved in the previous projects listed and who have first-hand knowledge of the performance of the Respondent and its proposed staff/team.

10.1.5.3 Any information stated in the response found and determined by HAS to be a misrepresentation of a Respondent’s past experiences may be considered as grounds for disqualification of the response and Respondent may be banned from participation in future solicitations from HAS.

10.1.6 Provide no more than five (5) example projects. (2 points)

10.1.7 Respondent must also identify the extent to which it, and its personnel meet the certification standards outlined in “Sections 4.1.4, 4.1.5, 7.1.30, and 7.1.31.” (6 points)

10.1.8 Support Services Plan (20 Points) 10.1.9 Respondent must clearly demonstrate its understanding and ability to proactively service,

develop, deploy, and manage HAS Telecomm systems as described in Section “4.1.6 - System Maintenance Services/Support.” (10 points)

10.1.10 The plan must show how service delivery will be optimized to ensure adherence to HAS operational standards and protocols. (10 points)

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

10.1.10.2 Contractor must demonstrate having the local resources needed to verify and provide competent and qualified individuals required for attending and supporting all services identified in the SOW.

10.1.11 Preventative Maintenance Plan (20 Points)


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10.1.12 Respondent must provide a clear, detailed methodology and engagement model.

10.1.12.1 Respondent must include a proposed work schedule to meet the standards, procedures, and frequencies recommended by the original equipment manufacturer (“OEM”) as required to keep HAS systems in a First Class Condition. (15 points)

10.1.12.2 Respondent must include procedures to reduce product/systems failure and extend useful life. (5 points)

10.1.13 Personnel (30 Points) 10.1.14 Respondent must clearly describe the qualifications and competence of all personnel

proposed for this engagement.

10.1.14.1 Respondent describes proposed personnel’s individual qualification(s) for the position specified. (15 points)

10.1.14.2 Respondent describes proposed personnel’s individual experience related to the position specified. (15 points)

10.1.15 Pricing (15 Points) 10.1.15.1 Pricing must include all costs for services, products, personnel, and expenses necessary

in the provision of services described in “Attachment A, Scope of Services” later in this document.

10.1.15.2 All pricing must be provided in “Attachment VI, Pricing Schedules.”

10.1.16 Financial Capabilities (Pass/Fail) 10.1.17 Submit audited financial statements for the last two years. If audited financial statements

are not available, Respondent must submit tax returns for the two previous years and two years of unaudited financial statements.

10.1.18 MWBE Compliance (Pass/Fail) 10.1.19 MWBE Requirements and City required documents are listed as Exhibits and Attachments.

Please include any experience your firm has with outreach programs to attract MWBE firms. Only firms certified by the City of Houston as an MWBE can be utilized towards the MWBE goal.

REMAINING PORTION OF PAGE INTENTIONALLY LEFT BLANK.



-Revised 9/19/16

PART V – SUBMISSION OF PROPOSAL

11.0 Instructions for Submission 11.1.1 Proposals are due September 29, 2016 October 6, 2016, no later than 10:30 A.M. 2:00

P.M. (CST).

11.1.2 All submittals must be labeled on the outside of the box with the Respondent’s name and the name of the project. To enable HAS to efficiently evaluate the Proposal, it is MANDATORY that Respondents follow the required format in preparing their Submittal.

11.1.3 Number of Copies. Please submit eight (8) copies of the Proposal, including one (1) printed original signed in BLUE ink, and additional eight (8) electronic thumb drives are to be submitted in a sealed envelope bearing the assigned Request For Proposal (RFP) Number, located on the first page of the RFP document to:

Devon Tiner, P.E., PMP Interim Procurement Officer Houston Airport System Supply Chain Management 18600 Lee Road Humble, Texas 77338

11.1.4 HAS shall bear no responsibility for submitting responses on behalf of any Respondent. Respondent(s) may submit their Proposal to the Office of the Interim Procurement Officer any time prior to the stated deadline.

11.1.5 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.

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

11.1.7 Each copy of the Submittal shall be bound using GBC or other semi-permanent binding method, to ensure that pages are not lost. Pages shall be no larger than letter-size (8 ½” by 11”) or folded to that dimension, twice letter size (11” by 17”). Each section (defined above) shall be separated by a tabbed divider. Elaborate covers, binding, dividers, etc. are not required. Document text should be in ARIAL 10 point or New Times Roman 12, but must be consistent throughout the document.

11.1.8 Complete submission. Respondents 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.

11.1.9 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 Respondent.

11.1.10 Timely delivery of Proposals. The Proposal, including all pre-Proposal required forms, must be delivered by hand or sent to the HAS Interim Procurement Officer through U.S. Mail or other available 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 Chief Procurement Officer 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.


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11.1.11 Late Proposals. The respondent remains responsible for ensuring that its Proposal is received at the time, date, place, and office specified. HAS 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.

11.1.12 Extensions. HAS reserves the right to extend the due date for this Proposal as deemed necessary and in its best interests. Any postponement of the due date will be issued as a Letter of Clarification (LOC) to this RFP. The submission of a Proposal does not in any way commit HAS to enter into an agreement with that Respondent or any other Respondent.

11.1.13 HAS reserves the right to cancel this RFP, accept or reject, in whole or in part, any all or Proposals received in the best interest of the HAS.

12.0 Submission Requirements 12.1.1 Cover letter. The cover letter shall be signed by an authorized representative of the

Respondent. The letter should indicate the Respondent’s commitment to provide the services proposed. Also, the cover letter shall identify the members of the team that comprise the Respondent. Indicate the organizational relationship of the team members.

12.1.2 Executive Summary. The Executive Summary is to provide an overview of the Respondent’s qualifications to accomplish the objectives of the Project, inclusive of a narrative statement of the Firm’s understanding of the Project and key points in its Proposal.

12.1.3 At a minimum, the Executive Summary must contain the following information:

12.1.3.1 Complete legal name of the Respondent, the name of the legal entities that comprise the Respondent, and all proposed sub-consultants. The Respondent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, email address, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices. If the Respondent is made up of more than one firm, the legal relationship between these firms must be described.

12.1.3.2 Prepare a narrative statement that describes the Respondent’s understanding of the work involved in performing the general scope of services described herein and further discussed in “Part II, Scope of Services.”

12.1.3.3 The Respondent shall address its understanding of the following:

12.1.3.3.1 Proposed Scope of Services

12.1.3.3.2 The complexity, challenges and problems involved in planning and performing that work

12.1.3.3.3 Description on how to best utilize sub-consultants to achieve project success (If subcontracting)

12.1.3.3.4 Approaches and philosophy of dealing with problems

12.1.3.3.5 Sensitivity and experience dealing with key issues

12.1.3.3.6 Any additional issues or matters relating to the Scope of Service that the Respondent believes should be addressed.

12.1.3.4 If the Respondent believes any information, data, process or other material in its Proposal should be considered by HAS to be confidential or proprietary, the Respondent shall identify that material with specificity as to the page and paragraph and on what basis the material is believed to be proprietary or confidential.

12.1.4 Section 1 – Transmittal Letter. Submit a One (1) page letter transmitting the Submittal to Devon Tiner, Houston Airport System. The transmittal letter shall say: “This Proposal is


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valid for 180 days, and that the signer of the document is authorized to act on behalf of the Respondent.”

12.1.4.1 Letter shall contain the names and roles of all individuals proposed for the Team, and the Respondent must certify that each Key Personnel of the Team was selected based on demonstrated competence and qualifications.

12.1.4.2 The original transmittal letter shall contain the original signature of the team lead.

12.1.5 Section 2 – Support Services Plan. Respondent must clearly demonstrate its understanding and ability to proactively service, develop, deploy, and manage HAS Telecomm systems as described in “Part II, Scope of Services.” The plan must show how service delivery will be optimized to ensure adherence to HAS operational standards and protocols. (Evaluation Criteria: Support Services Plan)

12.1.6 Section 3 – Preventative Maintenance Services Plan. Respondent must provide a clear, detailed methodology and engagement model. Respondent must include a proposed work schedule to meet the standards, procedures, and frequencies recommended by the original equipment manufacturer (“OEM”) as required to keep HAS systems in a First Class Condition. Respondent must include procedures to reduce product failure and extend useful life. (Evaluation Criteria: Preventative Maintenance Plan)

12.1.7 Section 4 – Personnel. Respondent must clearly describe the qualifications and competence of all personnel proposed for this engagement. Respondent describes proposed personnel’s individual qualification for the position specified. Respondent describes proposed personnel’s individual experience related to the position specified. (Evaluation Criteria: Personnel)

12.1.8 Section 5 – Pricing. Pricing must include all costs for services, products, personnel, and expenses necessary in the provision of services described in “Attachment A, Scope of Services” later in this document. All pricing must be provided in Exhibit “O, Pricing Schedules.” (Evaluation Criteria: Pricing)

12.1.9 Section 6 – References. 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 RFP. Note: HAS is primarily interested in clients with similar needs and comparable size.

12.1.9.1 References must be people that were directly involved in the previous projects listed and who have first-hand knowledge of the performance of the Respondent and its proposed staff/team.

12.1.9.2 Any information stated in the response found and determined by HAS to be a misrepresentation of a Respondent’s past experiences may be considered as grounds for disqualification of the response and Respondent may be banned from participation in future solicitations from HAS.

12.1.10 (Evaluation Criteria: Similar Scope and Experience)

12.1.11 Section 7 – Required City Forms. (See Part VIII and Exhibits)

12.1.12 Section 8 – Financial Capabilities and Stability. Respondent must provide audited financial statements if they are available. If audited financial statements are not available, Respondent must provide tax returns along with unaudited or reviewed financials.

12.1.12.1 Respondent is required to submit, in a separate, sealed envelope, clearly marked “Financial Statements”, one (1) stamped “Original” and one (1) copy of its Financial Statements with its Proposal.

12.1.12.2 Reserved.


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12.1.13 M/WBE Participation: Respondent shall identify the M/WBE participation level and the role that each M/WBE firm will have in the project implementation. Since M/WBEs proposed are considered part of the team, the Respondent 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. The M/WBE goal for this contract is 7%.

12.1.14 Exceptions to Terms and Conditions. All short-listed respondents must submit any exceptions to the standard contract by redlining the standard contract electronically in unlocked, fully editable Microsoft Word format (in addition to any other hard copy delivery requirements). Short-listed respondents must include the rationale for taking the exception in the redlined contract (using the Comments feature, as needed) and by summarizing the exception in the attached Contract Exception Chart (Exhibit VII). Such exceptions will be considered when evaluating the short-listed respondent’s response to this RFP. If a short-listed respondent takes exception to the contract language (more than simply a deletion), it must include its proposed alternative language for HAS’s consideration. Redlines and the Contract Exception Chart will be due at the date and time set forth in the notice inviting the short-listed respondents to an interview, which due date will be on or before the date and time of the respondent’s interview.

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

12.1.16 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.

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

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

12.1.19 Reserved.

12.1.20 Validity Period. All submissions under this RFP must be valid for a period of one-hundred and eighty (180) consecutive Calendar Days from the date of receipt by HAS.

12.1.21 Submissions Accepted. HAS will accept only one submission for this solicitation from any one Respondent. This includes submissions received under different names by one firm, corporation, partnership, or joint venture. Evidence of collusion among Respondents shall be grounds for exclusion of any Respondent who is a participant in any such collusion. Optional offers submitted in addition to conforming submissions will not be reviewed.

12.1.22 Information Requested and Not Furnished. The information requested and the manner of submission is essential to permit prompt evaluation of all Responses. Accordingly, HAS reserves the right to declare as non-responsive and reject any Responses in which information is requested and is not furnished (within HAS’s time limits) or when a direct or complete answer is not provided.

12.1.23 Errors and Omissions. Respondent is liable for all errors or omissions incurred by Respondent in preparing the Proposal. Respondent will not be allowed to alter Proposal documents after the due date for submission unless a request is made in writing which thoroughly describes the circumstances and which is approved by HAS in writing. Nothing herein shall be construed to entitle Respondent to alter Proposal documents except as required by law.

12.1.24 Corrections after Submission. HAS reserves the right to make corrections or amendments due to errors identified in the Response by HAS or the Respondent. This type of correction or amendment will only be allowed for errors as typing and transposition. All


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changes must be coordinated in writing with, and authorized by HAS.



Part VI – SPECIAL CONDITIONS

13.0 No Contact Period 13.1.1 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 HAS, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated HAS 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 Respondent's formal response to the solicitation, through the pre-award phase, written requests for clarification during the period officially designated for such purpose by HAS Representative, neither Respondent(s) nor persons acting on their behalf shall communicate with any appointed or elected official or employee of HAS, 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 Respondent. 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 convened to discuss a recommendation regarding the solicitation.

14.0 Guidance 14.1.1 Interested parties should always contact the designated HAS Representative regarding the

substantive of this procurement. It is permissible to also contact the following, based on the specific circumstances:

14.1.1.1 Questions regarding programs administered by the Office of Business Opportunity (OBO) may be submitted directly to OBO without going through the HAS Representative for this procurement.

14.1.1.2 Questions regarding the process in general or that the HAS Representative may not be able to answer may be submitted to the Interim Procurement Officer.

14.1.1.3 Communications with the city legal department regarding contract terms after notification of intent to award are permissible.

15.0 Equal Opportunity Employment 15.1.1 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.

16.0 Minority and Woman Business Enterprises (MWBE) 16.1.1 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 this Agreement 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.


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17.0 Protests 17.1.1 An interested party may file a protest on the basis that HAS has failed to comply with applicable

federal or state law or with City ordinances. The subject of the protest shall be limited to fraud, corruption, or illegal acts undermining the objectivity and integrity of the procurement process. A protest must be filed in accordance with the timing requirements set forth herein and must include:

a. The name, address, telephone number, and email address of the protestor. b. The number of the solicitation. c. Information confirming that the protestor is an interested party. d. A written statement of the grounds for the protest and the law or ordinance alleged

to have been violated. The statement shall be accompanied by relevant supporting documentation and the relief requested.

e. The signature of the protestor.

17.1.1.1 Protests shall be submitted to:

Chief Procurement Officer, City of Houston 901 Bagby B300 Houston, TX 77002.

17.1.2 The City recognizes three types of protests:

a. Protests regarding solicitation (Pre-Submission Protest)

Any Pre-Submission Protest regarding a solicitation published by the City shall be filed no later than five days before the opening of bids (if a competitive bid) or due date for submittals or proposals (if an RFP/RFQ), as applicable.

b. Protests regarding the evaluation or rejection of bids, qualifications, or proposals (Pre-Award Protest)

Any Pre-Award Protest regarding the evaluation of bids, qualifications, or proposals by the City must be filed no later than five business days prior to the City Council meeting at which the award appears on the agenda.

c. Protests made after City Council’s decision to award a contract (Post-Award Protest)

Any protest regarding the award of a contract must be submitted no later than five calendar days after the date of the award.

d. Any protest received after the applicable deadline will not be considered.



PART VII – INSTRUCTIONS TO RESPONDENTS

18.0 Pre-Proposal Conference 18.1.1 A Pre-Proposal Conference will be held at the date, time, and location as indicated on the

first page of the RFP document. Interested Respondent(s) should plan to attend. It will be assumed that potential Respondent(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.

19.0 Additional Information and Specification Changes 19.1.1 Requests for additional information and questions should be addressed to the Houston

Airport System, Supply Chain Management, Bernard Willingham, 281.230.8018 or email at [email protected] (preferred method) no later than September 9, 2016 at 2:00 P.M., CST. HAS shall provide written responses to all questions received in writing before the submittal deadline. Questions received from all Respondent(s) shall be answered and sent to all Respondent(s) who are listed as having obtained the RFP. Respondent(s) shall be notified in writing of any changes in the specifications contained in this RFP.

20.0 Letter(s) of Clarification 20.1.1 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.

20.1.2 The City does not assume responsibility for the receipt of any Letters of Clarification sent to Respondent(s).

21.0 Examination of Documents and Requirements 21.1.1 Each Respondent 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.

21.1.2 Before submitting a Proposal, each Respondent 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 Respondent from obligation to comply, in every detail, with all provisions and requirements of the RFP.

22.0 Exceptions to Terms and Conditions 22.1.1 All exceptions included with the Proposal shall be submitted in a clearly identified separate

section of the Proposal in which the Respondent 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 Interim Procurement Officer, City Attorney, Director(s) or designee in a written statement. The Respondent’s preprinted or standard terms will not be considered by HAS as a part of any resulting contract.

22.1.2 All Exceptions that are contained in the Proposal may negatively affect the HAS’s Proposal evaluation based on the evaluation criteria as stated in the RFP, or result in possible rejection of Proposal.

23.0 Post-Proposal Discussions with Respondent(s) 23.1.1 It is HAS’s intent to commence final negotiation with the Respondent(s) deemed most

advantageous to HAS. HAS reserves the right to conduct post-Proposal discussions with



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any Respondent(s).



-Revised 9/19/16 PART VIII – CITY REQUIRED FORMS

24.0 Required forms to be submitted with proposal. A. Offer and Submittal, List of References and List of Proposed Subcontractors (Exhibit I) B. References. (Exhibit II). C. List of Subcontractor(s). (Exhibit III). D. Signed M/WBE Forms: Attachment “A” Schedule of M/WBE Participation, Attachment

“B”, Notice of Intent, Attachment “C”, Certified M/WBE Subcontract Terms, Attachment “D” Office of Business Opportunity and Contract Compliance M/WBE Utilization Report (Exhibit IV)

E. City of Houston Ownership Information Form (Exhibit V) F. Reserved. G. Anti-Collusion Statement (Exhibit VI) H. Conflict of Interest Questionnaire (Exhibit VII) I. Contract and Contract Exception Chart (Exhibit VIII)

25.0 Required forms shall be supplied to the recommended vendor. A. Insurance Requirements and Sample Insurance Certificate (Exhibit IX) B. 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 X)

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

D. 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.

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

F. Certificate of Interested Parties (Exhibit XII). In accordance with Texas Gov’t Code §2252.908, the successful bidder must complete Form 1295, Certificate of Interested Parties. Form 1295 is available for downloading on the Texas Ethics Commission’s (TEC) website: https://www.ethics.state.tx.us/forms/1295.pdf. The successful bidder must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. No later than 30 days after the contract’s effective date, the City will upload the successful bidder’s completed Form 1295. The TEC will post the Contractor’s completed Form 1295 within seven business days of receipt. (Exhibit XII)

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


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



EXHIBITS

OFFER AND SUBMITTAL, REFERENCES, PROPOSED SUBCONTRACTORS

PAGE INTENTIONALLY LEFT BLANK

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EXHIBIT I OFFER AND SUBMITTAL

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

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EXHIBIT II 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: __________________________________________________________________




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EXHIBIT III LIST OF SUBCONTRACTOR(S)

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

SEGREGATED PART OF WORK SUBCONTRACTOR/SUPPLIER ________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

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EXHIBIT IV ATTACHMENT “A”

SCHEDULE OF M/WBE 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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M/WBE PARTICIPATION AMOUNT. . . . . . . . . . . . . . . . . . TOTAL BID AMOUNT. . . . . . . . . . . . . . . . . . . . . . . . . . . . ..

$___________ $__________% $___________

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IF YOU HAVE USED YOUR BEST EFFORTS TO CARRY OUT THE CITY’S M/WBE 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 M/WBE PARTICIPATION SHOULD BE RETURNED, IN DUPLICATE, WITH THE BID FORM.

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

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EXHIBIT IV ATTACHMENT “B”

OFFICE OF BUSINESS OPPORTUNITY AND CONTRACT COMPLIANCE M/WBE 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 (M/W/SBE Subcontractor) Opportunity to function in the aforementioned capacity. Intend to

Prime Contractor M/W/SBE Subcontractor

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

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EXHIBIT IV ATTACHMENT “C”

CERTIFIED M/WBE SUBCONTRACT TERMS

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

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

2. _______________________(M/WSBE 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.

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EXHIBIT IV ATTACHMENT “D”

OFFICE OF BUSINESS OPPORTUNITY AND CONTRACT COMPLIANCE M/WBE UTILIZATION REPORT

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

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

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EXHIBIT V 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.

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

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

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

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

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

STATEMENT OF RESIDENCY

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

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

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

TEXAS RESIDENT BIDDER

NONRESIDENT BIDDER

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CONTRACTING ENTITY ORGANIZATIONAL ENTITY TYPE

FOR PROFIT ENTITY: NON-PROFIT ENTITY:

SOLE PROPRIETORSHIP NON-PROFIT CORPORATION

CORPORATION UNINCORPORATED ASSOCAITION

PARTNERSHIP

LIMITED PARTNERSHIP

JOINT VENTURE

LIMITED LIABILITY COMPANY

OTHER (specify in space below)

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

Name Officer Address






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

Name Director or Member Address

Name

Director or Member Address

Name


Name Director or Member Address

Name


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

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

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

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

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

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Email Address: Residence Address [No./Street] City / State / Zip Code

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

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

ATTACH ADDITIONAL SHEETS AS NEEDED.

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OPTIONAL: TAX APPEAL INFORMATION

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

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

REQUIRED: UNSWORN DECLARATION

I certify that I am duly authorized to submit this form on behalf of the firm, that I am associated with the

firm in the capacity noted below, and that I have personal knowledge of the accuracy of the information

provided herein. I affirm that all the information contained herein is true and correct to the best of my

knowledge. I understand that failure to submit accurate information with my submission may result in

my submission being considered non-responsive and non-responsible.

Preparer’s Signature Date

Printed name

Title

Debtor (Firm or Owner Name):

Tax Account Nos.:

Case or File Nos.:

Attorney/Agent Name:

Attorney/Agent Phone No.:

Tax Years:

.

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

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EXHIBIT VI ANTI-COLLUSION STATEMENT

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

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EXHIBIT VII CONFLICT OF INTEREST QUESTIONNAIRE

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

1. has an employment or other business relationship with the Local Government Officer/Family Member; or

2. has given the Local Government Officer/Family Member one or more gifts with the aggregate value exceeding $250.00.

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

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

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

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

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

What is a business relationship? Under Chapter 176, business relationship means a connection between two or more parties based on the commercial activity of one of the parties. The term does not include:

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

and is subject to regular examination and reporting to that agency. The Conflict of Interest Questionnaire is available for downloading from the Texas Ethics Commission’s website at http://www.ethics.state.tx.us/forms/CIQ.pdf . The Original Conflict of Interest Questionnaire shall be filed with the Administration and Regulatory Affairs Department’s Record Administration (John J. Gillespie, City Chief Procurement Officer, 901 Bagby, Concourse Level, Houston, Texas 77002). Vendors and Contractors required to file shall include a copy of the form as part of the BID/Proposal package. Any questions about filling out this form should be directed to your attorney.

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

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EXHIBIT VII

CONFLICT OF INTEREST QUESTIONNAIRE

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Exhibit VIII

Contract and Contract Exception Chart

This Contract Exception Chart MUST be included with the proposal response or the proposal will not be considered. Below, is an example Exception Chart, which is included for illustrative purposes only.

ITEM NO.

CONTRACT SECTION CONTRACT LANGUAGE1 REVISED LANGUAGE IN RED-LINE FORMAT2 EXPLANATION

1 Monthly Invoices Contractor shall submit weekly invoices to the

City for Products and Services in accordance with the requirements specified in this Section.

Contractor shall submit monthly invoices to the City for Products and Services in accordance with the requirements specified in this Section.

Respondent’s system is set up to bill on a monthly

basis. 2 Contract Term This Agreement is effective on the

Countersignature Date and remains in effect for 2 years unless sooner terminated under this Agreement (“Initial Term”).

This Agreement is effective on the Countersignature Date and remains in effect for 3 years unless sooner terminated under this Agreement (“Initial Term”).

Respondent’s proposal will

require 3 years to complete

Unless a Respondent agrees with and can fulfill all of the conditions and requirements in a contract clause, Respondent must state the exceptions to the clause in this chart and suggest proposed modifications to the specific contract language with which the Respondent disagrees or for which Respondent is unable to satisfy the condition or requirement, including an explanation of the revision (if any). If Respondent does not list an item as a contract exception on this chart, the City reserves the right to hold the Respondent accountable to perform in strict compliance with the proposed contract, if awarded to Respondent.

Explanation Box: Respondent should include an explanation to accompany the exception (e.g. the revised language), unless the revision is self-explanatory. Explanations may address a variety of matters, including, but not limited to:

• Distinguishing attributes or benefits associated with the response; • Rationale for Respondent’s revisions; • Limitations, special conditions or deviations requested by Respondent; • Additional descriptive information; • Suggestions for services or features in addition to those requested by City of Houston; and • Any matter that Respondent believes would be helpful to the City in reviewing the exception.

1 Note that this language is merely illustrative and does not necessarily represent any actual language in the RFP or Terms and Conditions related to the RFP. Proposer shall include the exact language from the RFP or the Terms and Conditions in this column. 2 The examples of redlined language are merely illustrative and do not indicate language that the City would or would not accept or be willing to agree to.

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Revised 9/19/16 EXHIBIT IX

INSURANCE REQUIREMENTS, SAMPLE INSURANCE CERTIFICATE AND ENDORSEMENTS

To comply with the Terms & Conditions for insurance in a City of Houston Service Contract, the Contractor's Insurance Certificate must be prepared as follows and shall meet the requirements set forth in this Solicitation:

A. The City of Houston must be listed as an additional insured on the face of the Certificate, except those for Worker's Compensation and Employer's Liability.

B. Each Policy must contain an endorsement to the effect that the issuer waives any claim or right in the nature of subrogation to recover against the City, its officers, agents or employees.

C. The City of Houston must be included in the Insurer's Notification Requirement, which may be accomplished in one of the following ways:

1. By the Contractor's Insurance Agent revising the standard cancellation clause to read substantially as follows (all handwritten strike-outs, additions, and changes to the original text, must all be initialed by the Insurance Agent authorized to make such changes):

==========C A N C E L L A T I O N======================== J. D. NON-RENEWED SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION J. D. DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE OF SUCH CHANGE TO THE CERTIFICATE HOLDER NAMED (TO THE LEFT), BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND J. D. UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. ==================================================== AUTHORIZED REPRESENTATIVE OF INSURER _John Doe_____________ ====================================================

-OR-

2. By Attaching Endorsements in the form attached.

D. Contractor shall require all subcontractors to carry insurance naming the City as an additional insured and meeting the all of the above requirements except as to amount. The amount shall be commensurate with the amount of the subcontract, but not in no case shall it be less than $500,000 per occurrence.

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CERTIFICATE OF INSURANCE EXPLANATIONS

1. Certificate must not be more than 90 days old.

2. Name and Address of Producer writing coverage.

3. Name of each insurance company providing coverage (as listed in Best’s Key Rating Guide or on company’s Certificate of Authority on file with Texas Department of Insurance). Each company must have (1) a Certificate of Authority to transact insurance business in Texas or (2) be an eligible non-admitted insurer in the State of Texas and have a Best’s rating of B+ or better and a Best’s financial size category of class VI or better according to the most current edition Best’s Key Rating Guide.

4. Name and address of Insured (as shown on policy)

5. Letter in the column must reference the insurer of the policy being described

6. Must be a policy number; no binders will be accepted

7. Date policy became effective

8. Expiration date must be at least 30 days from date of delivery of certificate

9. Name and file number of project

10. Name of project manager

11. Signature or facsimile signature of authorized representative of Producer (blue ink preferred)

12. All required endorsements must accompany the certificate

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Attachment I – Sample Contract

ATTACHED AS SEPARATE DOWNLOADABLE DOCUMENT.

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Attachment II - Proposal Checklist

The following must be completed and submitted with each Proposal

Item # REQUIRED SUBMITTAL Check (√)

1 Cover Page 2 Table of Contents 3 Introduction Letter

Section 1 Executive Summary Section 2 Letter of Transmittal Section 3 Support Services Plan Section 4 Preventative Maintenance Plan Section 5 Proposed Personnel Section 6 Pricing – Pricing Summary Sheets Section 7 References Section 8 Exhibits

A Exhibit I - Offer and Submittal

B Exhibit II - List of References

C Exhibit III - List of Proposed Subcontractors

D Exhibit IV - Signed M/WBE Forms: Attachments A,B,C, and D E Exhibit V – City of Houston Ownership Information Form F Exhibit VI – Anti-Collusion Statement G Exhibit VII – Conflict of Interest Questionnaire H Exhibit VIII – Contract and Contract Exception Chart

Section 9 Financials

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Attachment III – Current Equipment List/Locations

AVAYA Equipment List/Locations

Equipment Location

Avaya CS 1000 Rls 7.65/Signaling Server IAH - Administration Bldg. - 16930 JFK Blvd

Avaya CS 1000 Rls 7.65/Signaling Server IAH - Terminal D MDF- 3701 N. Terminal Rd

Avaya CS 1000 Rls 7.65/Signaling Server HOU - Hobby MDF - 7800 Airport Blvd

Fiber Remote - Administration Bldg. IAH - Terminal A MDF - 2800 N. Terminal Rd Fiber Remote - Terminal D IAH - Terminal A MDF - 2800 N. Terminal Rd Fiber Remote IAH - ARFF 99 - 18580 Chanute Rd Fiber Remote IAH - ARFF 54 - 19006 Aldine Westfield Fiber Remote IAH - HAS Supply Chain Mgmt. Bldg. - 18600 Lee Rd Fiber Remote IAH - Terminal E - 3800 N. Terminal Rd Fiber Remote IAH - FIS Cargo Bldg. - 19581 Lee Rd Fiber Remote IAH - Consolidated Car Rental Facility - 17330 Palmetto Pines Fiber Remote IAH - ASC Bldg. - 4500 Will Clayton Parkway Fiber Remote HOU - Electrical SR-22- 8800 Paul B Ounce Carrier Remote EFD - Administration Bldg. - 11602 Aerospace Avaya Aura Contact Center 6.4 IAH - Terminal D MDF- 3701 N. Terminal Rd Call Pilot 5.0 IAH - Terminal D MDF- 3701 N. Terminal Rd

Cisco Equipment List/Locations Cisco BE 6000 CM IAH - Administration Bldg. - 16930 JFK Blvd

Cisco BE 6000 CM IAH - Administration Bldg. - 16930 JFK Blvd

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Attachment IV – Current Avaya CS1000 Port Counts

IAH TOTAL

IAH LEFT

IAH USED

HOU TOTAL

HOU LEFT

HOU USED

ADMIN TOTAL

ADMIN LEFT

ADMIN USED

Traditional Telephones 3196 1448 1748 1732 1353 755 1428 571 857

IP Users 616 114 502 366 96 270 528 117 411

ACD Agents 500 451 49 35 35 0 60 58 2

PCA 55 55 0 55 53 2 55 49 6

AST 2025 2001 24 26 26 0 26 26 0

SIP CTI TR87 25 25 0 25 25 0 25 25 0

SIP Access Ports 111 15 96 112 16 96 113 17 96

RAN CON 10 10 0 4 4 0 0 0 0

PHANTOM PORTS 65535 65447 88 65535 65499 36 65535 65515 20

TRADITIONAL TRUNKS 65535 65216 319 65535 65439 96 65535 65360 175

DCH 255 244 11 255 250 5 255 246 9

CALL PILOT 3360 2160 1200

AACC License Standalone Agents 35 Supervisors 4

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Revised 9/19/16 Attachment V - Current Houston Airport System Topology

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Attachment VI - Houston Airport System Acronyms

26.0 Airports and Terminals 26.1.1 EFD – Ellington Airport

26.1.2 HOU – William P. Hobby Airport

26.1.3 IAH – George Bush Intercontinental Airport

26.1.4 A – IAH Terminal A

26.1.5 T-A – IAH Terminal A

26.1.6 A South – IAH Terminal A South

26.1.7 A North – IAH Terminal A North

26.1.8 B – IAH Terminal B

26.1.9 T-B – IAH Terminal B

26.1.10 B South – IAH Terminal B South

26.1.11 B North – IAH Terminal B North

26.1.12 C – IAH Terminal C

26.1.13 T-C – IAH Terminal C

26.1.14 C South – IAH Terminal C South

26.1.15 C North – IAH Terminal C North

26.1.16 D – IAH Terminal D

26.1.17 T-D – IAH Terminal D

26.1.18 E – IAH Terminal E

26.1.19 T-E – IAH Terminal E

26.1.20 FIS – IAH Federal Inspection Service

26.1.21 IAB – IAH International Arrivals Building

27.0 Government Organizations 27.1.1 ARFF – Aircraft Rescue and Fire Fighting

27.1.2 CBP – U.S. Customs and Border Protection

27.1.3 DHS – U.S. Department of Homeland Security

27.1.4 FAA – Federal Aviation Administration

27.1.5 FBI – Federal Bureau of Investigation

27.1.6 HFD – Houston Fire Department

27.1.7 HPD – Houston Police Department

27.1.8 ICE – U.S. Immigration and Customs Enforcement

27.1.9 TSA – U.S. Transportation Security Administration

27.1.10 USDA – U. S. Department of Agriculture

27.1.11 USFW – U.S. Fish and Wildlife

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27.1.12 USPHS – U.S. Public Health Services

28.0 Airport Groups 28.1.1 ACC – Airport Communications Center

28.1.2 Admin – Administration

28.1.3 AEOC – Airport Emergency Operations Center

28.1.4 AMG – Airport Maintenance Group

28.1.5 A&G – Airfield and Grounds

28.1.6 CSP – Corporate Strategy and Performance

28.1.7 FIN – Finance

28.1.8 GT – Ground Transportation

28.1.9 HAS – Houston Airport System

28.1.10 HR – Human Resources

28.1.11 IT – Information Technology

28.1.12 OPS - Operations

28.1.13 PDC – Planning, Development, and Construction

28.1.14 PPM – Physical Plant Maintenance

28.1.15 RACOM -

28.1.16 SCM – Supply Chain Management

28.1.17 STS – Shared Tenant Services

28.1.18 TSG – Terminal Services Group

29.0 Major Airlines 29.1.1 UA – United Airlines

29.1.2 AA – American Airlines

29.1.3 SWA – Southwest Airlines

30.0 Other 30.1.1 APM – Automated People Mover

30.1.2 AED – Automated External Defibrillator

30.1.3 BDF – Building Distribution Frame

30.1.4 BIDS – Baggage Information Display

30.1.5 CIP – Capital Improvement Project

30.1.6 FIDS – Flight Information Display

30.1.7 IDF – Intermediate Distribution Frame

30.1.8 ITT – Inter-Terminal Train

30.1.9 MATV – Master Antenna Television

30.1.10 MDF – Main Distribution Frame

30.1.11 OSR (Other Service Request) – Form used to request Other Work/Services.

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30.1.12 PA – Public Address

30.1.13 TDD – Telecommunications Device for the Deaf

30.1.14 TIP – Tenant Improvement Project

30.1.15 LAN – Local Area Network

30.1.16 VPN – Virtual Private Network

30.1.17 WAN – Wide Area Network

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Revised 9/19/16 Attachment VII – Pricing Worksheet

Pricing Summary All Services Amount

A.2 Basic Services - 5 Year Total $ -

A.3 Other/Work Services (Labor, Materials, Supplies - 5 Year Total) $ -

Proposed 5 Year Grand Total $ -

A.2 Basic Services

1 Item A.2-1 (Yr. 1) $ -

2 Item A.2-2 (Yr. 2) $ -

3 Item A.2-3 (Yr. 3) $ -

4 Item A.2-4 (Yr. 4) $ -

5 Item A.2-5 (Yr. 5) $ -

Total Basic Services $ -

A.3 Other Work/Services (Labor & Materials)

1 Item A.3-1 (Yr. 1) $ -

2 Item A.3-2 (Yr. 2) $ -

3 Item A.3-3 (Yr. 3) $ -

4 Item A.3-4 (Yr. 4) $ -

5 Item A.3-5 (Yr. 5) $ -

Total Other Work/Services (Labor & Materials) $ -

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Revised 9/19/16 Pricing Detail – Basic Services

A.2-1 Year 1 Proposed

Monthly Annual

Item Description Staff Fee Fee 1 Onsite Operations Manager 1 2 System Support Specialist 2 3 Cisco Voice Technician 4 Avaya Voice Technician 5 Voice Technician Assistant 6 7

Basic Services (A.2-1) Year 1 Total

A.2-

2 Year 2 Proposed

Monthly Annual



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Monthly Annual




Monthly Annual



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Monthly Annual



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Revised 9/19/16 Pricing Detail – Other Work/Services (Labor & Materials) A.3-1 Year 1 Est. Annual

Labor Hours Cost Per

Hour Annual Cost Item Description 1 Onsite Operations Manager

a. Normal Work Hours 250.00 b. After Normal Work Hours 50.00

2 System Support Specialist

a. Normal Work Hours 1,480.00 b. After Normal Work Hours 200.00

3 Cisco Voice Technician - CCNP


4 Avaya Voice Technician


5 Voice Technician Assistant


6 AV Engineer


7 AV Technician


Total Estimated Other Work / Services Labor Annual Costs (A.3-1) Year 1

Est. Annual Expenditure

% Markup

b Estimated Maintenance

Materials/Parts/Supplies/Equipment 355,000.00

Total Estimated (HAS) Other Work / Services Labor Annual Costs (A.3-1) Year 1

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6 AV Engineer


7 AV Technician




% Markup


Materials/Parts/Supplies/Equipment 355,000.00 Total Estimated (HAS) Other Work / Services Labor Annual Costs (A.3-2) Year 2

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6 AV Engineer


7 AV Technician




% Markup



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6 AV Engineer


7 AV Technician




% Markup



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6 AV Engineer


7 AV Technician




% Markup



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Attachment VIII – Sample Spare Parts Lists

Item Make Item_No.Fiber Superloop Card Nortel NT1P61Fiber Controller Card Nortel NT1P62Fiber Interface Optical Card Nortel NT1P63CP PIV W/512MB Nortel NT4N39AAE5System Utility Card Nortel NT4N48AE5Core Network Interface Card Nortel NT4N65AB50 Amp Rectifier Nortel NT5C07AC Dual PRI Card Nortel NT5D12 PE Power Supply Nortel NT6D40ADCE Power Supply Nortel NT6D41DAnalog Line Card Nortel NT8D09Digital Line Card Nortel NT8D02Superloop Network Card Nortel NT8D04Conf/TDS Card Nortel NT8D17Peripheral Signaling Card Nortel QPC43RMiscellaneous Analog Trimline PhonesTelephone, Digital Nortel M2000Telephone, Digital Nortel M3900Telephone, Audio Conference Nortel 2000Telephone, Audio Conference Nortel 1100Telephone, Audio Conference Nortel 1200Telephone, Stainless Steel Ceeco SSW-321-FTelephone, Stainless Steel Ceeco SSW-311-FMisc Ceeco Stainless Steel Phone Push to Talk Ceeco ex: WPP-531D-ADASoundstation Basic Conference Units PolycomSoundstation 2W Wireless Conference Units Polycom 2WSoundstation 2W Wireless Conference Units w/Expandable Mics Polycom 2W w/Expandable MicsExtender Transition Networks E1T1 ExtendersMisc Fiber Converters, Media Convertors (Network & Analog)Valcom Paging 9970 Equipment/Speakers Valcom 9970

Analog Telephone Adapter Cisco ATAGateway Cisco PRI GatewayTelephone Set Cisco 8800Sample Equipment List / ARFF 92 Crash System UpgradeMulti Button Phone (ash) Meridian M2616Analog Line CardPage Control Valcom 9970Ceiling SpeakersPower SuppliesKlaxton HornsMixer/Pre-Amplifier Bogen CAM 2Mixer/Pre-Amplifier Peavey UMA 150T-2Relay Allen Bradley 700-HN32A134 RelayRelay Base Allen Bradley 700-HN154 Relay BasePower Supply Federal Signal PS600Light, Strobe, Red Federal Signal LP6-012-048R

"Sample only" On Site Spares List Maintenance Vendor is responsible for determining requirements for each locations to ensure SLA's are met.

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Revised 9/19/16

Number of Servers = 2 (BE6K) Number of Virtual Machines = 7 (2 x CUCM, 2 x IM & P, 2 x UNITY, 1 x PRIME COLLAB)

Gateways = 2 (PRI trunking)

Cisco Users Imported LDAP = 1896 Cisco IPT Users = 15 (multiple devices) Cisco Devices = 145

Types Counts 8851 1 8865 5 8945 6 8961 1 9951 2 ATA-190 4 BOT = Android 1 TCT = Iphone 11 TAB = Ipad 12 C40 = Telepresence 9 SX20 = Telepresence 2 SX80 = Telepresence 2 EX90 = Telepresence 3 CSF = Windows 18 Third Party SIP 67 CIPC = Softphone 1


Servers, Devices, and User Counts

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Bush Intercontinental - ARFF 92