Harris County Department of Education (HCDE) RFP Cover Sheet

Harris County Department
of Education (HCDE)
RFP Cover Sheet
Job No.:
07/036JC
Due Date:
1/25/08
DUE NO LATER THAN 1:00 P.M.
LATE BIDS WILL NOT BE ACCEPTED
Request for Proposal (RFP): Streaming Audio and/or Visual Service for Harris County
Department of Education (HCDE).
PLEASE NOTE
Carefully read entire proposal document
and specifications. Complete all forms
submit your bid with all appropriate
supplements.
Please submit your hard copy proposal in a
sealed envelope with job no., description,
and marked “SEALED PROPOSAL”.
RETURN PROPOSAL TO:
Attn: Jack Cutting – Purchasing
Harris County Department of Education
6300 Irvington Blvd., Room 226
Houston, TX 77022-5618
For additional information contact Jack Cutting at (713) 696-0744
You must sign below in INK, failure to sign WILL disqualify the offer. All prices and
responses must be typewritten or written in ink
Company Name:
____________________________________________________
Company Address: ____________________________________________________
City, State, & Zip
____________________________________________________
Taxpayer I.D. #
____________________________________________________
Telephone # __________________ Fax # ______________ e-mail ______________
Print Name
____________________________________________________
Signature
____________________________________________________
Your signature attests to your offer to provide the goods and/or services in this proposal
according to the published provisions of this Job. Contract is not valid until HCDE
Board has approved the award.
ACCEPTED BY: __________________________
HCDE Board Approval
Page 1 of 25
DATE: ________________
TABLE OF CONTENTS
Items checked below represent components which comprise this bid/proposal package. If the item IS NOT checked, it
is NOT APPLICABLE to this bid/proposal. Offerors are asked to review the package to be sure that all applicable
parts are included. If any portion of the package is missing, notify the Purchasing Department immediately.
It is the Offeror's responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you
understand the following before you return your bid packet.
__X__ 1.
Cover Sheet (page 1)
Your company name, address, the total amount of the bid/proposal, and your signature (IN INK)
should appear on this page.
__X__ 2.
Table of Contents (page 2)
This page is the Table of Contents.
__X__ 3.
Terms and Conditions (page 3-5)
You should be familiar with all of the requirements.
__X__ 4.
Specifications (page 6-11)
This section contains the detailed description of the product/service sought by the HCDE.
__X__ 6.
Price Delivery Information (page 12-13)
__X__ 7.
Attachments (Submittals)
Page 2 of 25
__X__ a.
Proposal Submission Form (page 14)
__X___ b.
Felony Conviction Notice (page 15)
__X__ c.
Bid Certification Sheet (page 16)
__X__ d.
No Response Form (page 17)
__X__ e.
References (page 18)
__X__ f.
Minimum Insurance Requirements (page 19)
__X__ g.
Streaming Audio/Visual Service Questionnaire (page 20)
__X__ h.
Conflict of Interest Questionnaire (page 21-23)
__X__ i.
Safe and Secure School Policy (page 24)
__X__ j.
Historically Underutilized Business From (page 25)
TERMS AND CONDITIONS
ASSIGNMENT - Any award made as a result of this solicitation, may not be transferred,
assigned, subcontracted, mortgaged, pledged, or otherwise disposed of or encumbered in
any way by the vendor.
CANCELLATION – HCDE reserves the right to cancel this solicitation. (See paragraph
“Financial Responsibility”).
CHANGES - Any changes to the requirements specified herein will be communicated to
all proposers by the issuance of an addendum. All proposers shall comply with the
requirements specified in any addendum issued by HCDE.
CUSTOMER REFERENCE LIST – The proposer may be required to submit a
customer reference list.
CONTRACT TERM – The initial term of the contract will be for a period of one (1)
year with HCDE having the option to renew the contract four (4) additional years in one
(1) year increments. Consequently, the total term of the contract may be for a period of
five (5) years. Because all services will be provided on an “as needed” basis, HCDE
makes no representation either orally or in writing to the amount of temporary services
HCDE will use during the term of the contract(s).
DISQUALIFICATION - A proposer may be disqualified before or after the proposals
are opened, upon evidence of collusion with the intent to defraud, or perform other illegal
activities for the purpose of obtaining an unfair competitive advantage.
EXCEPTIONS – Proposers are responsible for identifying any exceptions to the
requirements specified herein. Any exceptions must be noted on the proposer’s letterhead
and returned with the proposal. Proposals, which are qualified with conditional clauses,
items not called for, or irregularities, may be considered non-responsive by HCDE.
FOB – All shipments shall be FOB destination full freight allowed.
FINANCIAL RESPONSIBILITY – HCDE assumes no financial responsibility for any
costs incurred in developing and submitting a proposal.
FORMAT –Proposals shall include one (1) original complete and four (4) copies of the
proposal. Proposers are responsible for ensuring their proposal is received at the time and
place specified on the cover page. HCDE is not responsible for proposals that arrive late,
or proposals that do not have all the required information.
INDEMNIFICATION - The vendor shall indemnify and hold harmless HCDE from all
liabilities, costs, expenses, attorney fees, fines, penalties or damages for any or claimed
infringement of any patents, trademarks, copyright or other corresponding right(s) which
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is related to any item the vendor is required to deliver. The vendor’s obligation to this
clause shall survive acceptance and payment by HCDE.
INSURANCE – The successful proposer shall be required to provide HCDE with copies
of certificates of insurance, named as additional insured, Texas Workman’s
Compensation and General Liability Insurance.
INTERPRETATION – This solicitation represents the basis for any award, and
supersedes all prior offers, negotiations, exceptions and understandings (whether orally or
in writing). The information submitted should be self-explanatory and not require any
clarification or additional information.
INVOICES – HCDE and cooperative members will be invoiced directly; payment terms
are net thirty (30) days.
PENALTIES- If a successful proposer is unable to provide the awarded items at the
quoted prices, after the proposal has been opened, HCDE may take the following
action(s):
• Insist the successful proposer honor the quoted price(s) specified in their
respective proposal;
• Have the successful proposer pay the difference between their price, and the price
of the next acceptable proposal (as determined by HCDE);
• Recommend to HCDE’s Board of Trustees the successful proposer no longer be
given the opportunity to submit a proposal to HCDE.
PERFORMANCE - The successful proposers will use best efforts to provide the
services mutually agreed upon.
POSTPONEMENT - The time and place established for the receipt of the proposals will
not be changed unless otherwise specified (in writing) by HCDE’s Director of
Purchasing.
PRICES- All prices shall be firm for the contract. All prices quoted shall include a
four (4%) percent participation fee to be remitted to HCDE by the winning
contracting company. HCDE will invoice contractor for this participation fee on a
monthly basis of gross payments made by the Buyer (This does not include work
undertaken by HCDE).
PROFESSIONAL SERVICE CONTRACT – The successful proposers will be
required to complete a Professional Service Contract.
QUESTIONS – Questions regarding the requirements specified in this solicitation must
be faxed to (713) 694-0732 attn: Jack Cutting no less than three (3) working days
before the proposals are due. Questions must be sent on the proposer’s letterhead, dated
and signed by an authorized representative of the proposer’s company. HCDE will not
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answer verbal questions. Any responses to the proposer’s questions will be reduced in
writing by HCDE and provided to all proposers.
QUALITY - Any order issued as a result of this solicitation will conform to the
specification and descriptions identified herein. Unless otherwise specified, the vendor
will not deliver substitutes without prior authorization.
RESPONSIBLE PROPOSER - A responsible proposer is a proposer who has adequate
financial resources (or the ability to obtain such resources), can comply with the delivery
requirements (taking into consideration existing business commitments), and is a
qualified and established firm regularly engaged in the type of business that provides the
items listed herein.
RESPONSIVE PROPOSAL - Refers to a proposal that complies with all material and
administrative aspects of this solicitation.
RETURN OF PROPOSALS – Proposals once submitted will not be returned.
TAXES - HCDE is tax – exempt. Proposals prices should not include taxes.
TIE PROPOSALS - Should a tie occur (i.e., unit price is the same) between a nonresident proposer and a Texas resident proposer, Purchasing will make an award to the
Texas resident proposer, as defined in Vernon’s Annotated Civil Statues Article 601g,
Sections 1 and 2.
TITLE AND RISK OF LOSS - The title to any item shall pass upon acceptance or
payment, whichever is later.
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SPECIFICATIONS
Request for Proposal (RFP): Streaming Audio and/or Visual Service for Harris
County Department of Education (HCDE).
BACKGROUND
This Request for Proposal (RFP) is a solicitation for proposals to provide streaming audio
and/or video services hosting, software and hardware necessary to index and archive
meetings and other programs for Harris County Department of Education (HCDE)
Choice Facility Partners (CFP) Division. In addition, Choice Facility Partners is
interested in other functionality of products available such as integrating the audio and/or
video recordings with the meeting minutes in an automated fashion with a voting system.
For information regarding the proposal process, contact Jack Cutting of the Purchasing
Division at (713) 696-0744 and for technical questions contact Nathanial Jones at
713/696-8274 or Gary Lu at 713/696-8278.
TECHNICAL SPECIFICATIONS AND REQUIREMENTS
We perceive the following services and components as being necessary to our expanded
offering:
A. Web Streaming and Hosting Services
1. Encode, Capture, Interface
a. The ability to encode live and/or archived multimedia content and
generate single or multiple bitrate output files with the ability to
adjust frames, video size and audio codec.
b. The ability to encode live and/or archived multimedia content and
generate audio and/or video only output files suitable for internet or
internet streaming.
2. Indexing
a. Ability to index (time stamp) live multimedia content.
b. Ability to index (time stamp) archived multimedia content.
3. Streaming
a. Support live streaming of multimedia content via the internet and
intranet.
b. Support archived on-demand streaming of multimedia content via
the internet and intranet.
c. The system must be able to support multicast streaming over a
jurisdiction’s internal data network.
d. Please recommend to Choice Facility Partners an optimal and
efficient method of streaming live multimedia content via an
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internal data network. This includes encoding parameters (bitates,
frames, AV codes, video size) and broadcast method (multicast vs.
unicast).
4. Mobile encoding and streaming
a. It is anticipated, that some jurisdictions will have the need to
conduct board meetings from remote locations. Please describe
your system’s ability to: Encode and stream remote meetings from
varying WAN/LAN interconnected locations.
5. Multimedia content administration
a. Provide system administration functionality that provides the
following capability:
ƒ Create multimedia events
ƒ Delete multimedia events
ƒ Publish multimedia events
ƒ Schedule one-time events
ƒ Schedule recurring events
ƒ Security
ƒ Indices to facilitate both multimedia content and Board
Agenda synchronized navigation within the event
ƒ Keywords
ƒ Document attaching
ƒ Inserting hyperlinks
ƒ Trim
ƒ File joining
ƒ Create CD versions of the multimedia event with indices and
attachments.
6. Web presence
a. Create and deploy internet and intranet user interfaces that
seamlessly integrate into the jurisdiction’s website and remain
consistent with current appearance.
b. The ability to create and deploy numerous special purpose web
inter faces. As an example, sporting events, art and culture, etc.
c. Must support Window Media Player.
7. Multimedia content security
a. System must be able to accommodate flexible security
requirements, whereby the event administrator can choose logon
credentials, or not.
b. System must feature username and password logon functionality.
c. System must feature event pre-registration capability, as required.
d. Restrict multimedia content by category; group or department code.
e. The ability to manage access by TCP/IP address.
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f. Provide the ability to stream multimedia content to internet users
without compromising the security of the county’s internal
network.
8. Multimedia content source compatibility. Need to support (at minimum) the
following multimedia input/output sources:
a. CD/DVD
b. VHS
c. Support at minimum the following electronic media file types:
ƒ .wmv (windows media video)
ƒ .wma (windows media audio)
ƒ .asf (advanced streaming format)
ƒ .flw (multimedia flash video)
ƒ .ppt (powerpoint)
d. The ability to support the following video source interfaces:
ƒ Video input: DV, SDI, S-video,Composite video BNC
ƒ Audio input: Balanced and unbalanced stereo
ƒ Video output: Composite BNC, S-Video
ƒ Audio output: Balanced and unbalanced stero
9. Pre and post installation
a. Provide pre-installation analysis by qualified vendor personnel.
b. Vendor will plan reasonably to ensure that key vendor expertise
will be available throughout this project.
c. Provide a project plan that outlines tasks necessary for project
completion from the date of contract award through final
acceptance. The plan must describe the installation, testing,
conversion, web interface, training and implementation.
d. Provide on-site implementation specialist(s) to demonstrate, install,
test and train key agency personnel on system use.
e. Deliver and install an operational application within 60-90 days
after the awarding of the contract depending on the scope of
solution.
f. Must provide a complete set of manuals and other system
documentation (including software user’s guides and operating
system reference manuals) at the time of installation.
g. Describe the amount of support, in your experience, required to
keep the system operational.
h. Describe any required system environmental needs and space
requirements.
10. Vendor technical support and monitoring
a. Vendor must provide 24x7x365 system monitoring, maintenance
and user support.
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b. Vendor must provide system upgrades and fixes at no cost to the
client member. Note, all system upgrades and fixes must be
communicated and coordinated with agency staff prior to
implementation.
11. The ability to interface with electronic transcription/close captioning devices
and for the text to be searchable. Describer functionality for closed
captioning meetings.
12. Ability to podcast in both audio MP3 and video MP4 formats.
13. Ability to integrate with document/agenda management system. Please
provide at least two examples.
B. Voting system for Board Meetings
The voting system shall deliver at a minimum all necessary hardware and software
to deliver functionality described below:
1. Visual display units used to cast votes, motions, and request to speak
a. Work in conjunction with a minutes annotation tool to allow ease of
use to the clerk or secretary to systematically and automatically
capture data
b. Systematically determine attendance record
c. Provide a touch screen or push-button interface to board members
d. Provide the ability to annotate meeting minutes during meeting
e. Capture motions; including amendments, substitute and free form
motions
f. Document viewing
ƒ Ability to select and view associated, supporting documents
that have been loaded into the system
g. Request to speak
ƒ Provide chairman’s touch screen/personal computer (PC) and
meeting controller’s touch screen/PC with a queue from
which the chairman can select the next individual to speak. If
push-button system describe the interface.
ƒ The queue should be ordered ascending by the time request
sent
ƒ Ability for the board chairman, controller or chairman
designee to set and display a countdown timer on the two (2)
monitors connected to the system; i.e. a clock timer that will
countdown from five (5) minutes or by any amount set by the
end user indicating the current speaker’s remaining time.
ƒ Ability for countdown timer to leverage current speaker
system and sound a horn indicating the amount of time,
extended to the speaking individual, has expired.
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h. Capture discussion summaries
i. Provide ability to systematically manage agendas. System will
allow for agendas to be uploaded into the system that are in the
following formats:
ƒ .PDF- Adobe acrobat file
ƒ .DOC – Microsoft word documents
j. Cast vote; yes, no or abstain
k. Votes recorded live
ƒ Ability to display votes in a prompted manner
ƒ Ability to display votes on multiple monitors
l. Describe all hardware to provide connectivity from meeting
controller’s PC to displays
2. Display
a. Custom designed display of results
b. Simple interface for changing displayed data
c. Describe all hardware and software necessary to connect multiple
monitors to meeting controller’s touch screen/PC.
C. Professional Services
1. The vendor(s) shall provide a training program; complete with
Agendas that will be used to train all staff members that will provide system
support.
2. The vendor(s) shall provide all associated training; user manuals, and
technical training materials. Describe training support beyond development.
3. Describe all on-going professional services in detail including, but not
limited to, on –going technical support, software upgrades, monitoring of
solution, storage and distribution, etc.
D. Cost
List and describe all associated costs necessary for web streaming and voting system
as a whole or in modules. If tier pricing depending on size of jurisdiction size, please
include price breakdown for each item proposed. For on-going monthly managed
services, pricing should be included on a month basis.
Please include all costs for your complete package with breakdowns for software by
name, function and number of required licenses; all hardware costs specifying
manufacturer and model; services; and finally, the costs for monthly managed
services with a description of what it entails. If any cost increase for management,
licenses or other fees are anticipated at annual renewal, state how these will be
negotiated (i.e. tied to inflation)
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The above represents Choice Facility Partners current perception as to its
requirements for streaming multimedia with an integrated voting system. In your
solution please feel free to respond directly to each requirement or to craft your own
solution as you perceive our needs or that best fits your company’s service offerings.
The successful proposer agrees to pay the HCDE/CFP program 4% of each gross
sale for the listed hardware, licenses & services (Pricing should be inclusive of this
fee). This is to be included in the company overhead and not as a separate line item
on the purchase order.
E. Detailed Marketing Plan
Vendor shall provide a detailed marketing plan as part of the RFP proposal that will
meet with the approval of the CFP marketing director.
Proposer shall divulge any conflicting programs with CFP and how they will
ameliorate them.
EVALUATION CRITERIA
Proposals will be evaluated based on the criteria listed below corresponding to requested
scope of services:
1. Price
.
2. Reputation of Vendor
3. Quality of Vendor’s Service
4. Extent to which service meets district needs
5. Vendor’s past relationship with the district
6. Impact on historically underutilized businesses
7. Total long term cost to district
8. Previous work with governmental agencies
Total
20%
15%
15%
15%
15%
10%
5%
5%
100%
The proposal that receives the highest evaluation score and meets HCDE specifications
will be the party receiving the award recommendation. The proposal shall remain
confidential information until an award decision has been made. After the award has
been made, all proposers will be allowed to view proposal results or request bid
tabulation results.
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PRICE DELIVERY INFORMATION
I.
Offeror must complete the open boxes using information supplied in the
description section listed above. Multiply “Qty.” X “Unit Price” for
“Extension.”
WEB STREAMING PRICING
Item
Description
Unit of
Measure
Qty.
ONE TIME FEES
1
Software
Lot
1
2
Hardware
Lot
1
3
Professional Services
Lot
1
4
Optional Services
Lot
1
Lot
1
Lot
1
Lot
1
TOTAL
ANNUAL SOLUTION FEES
4
Hosted Fees
5
Non-Hosted Fees
6
Other Fees
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Proposer:
Unit Price
Extension
VOTING SYSTEM PRICING
Item
Description
Unit of
Measure
Qty.
Proposer:
Unit Price
Extension
ONE TIME FEES
1
Software
Lot
1
2
Hardware
Lot
1
3
Professional Services
Lot
1
4
Optional Services
Lot
1
Lot
1
Lot
1
Lot
1
TOTAL
ANNUAL SOLUTION FEES
II.
4
Hosted Fees
5
Non-Hosted Fees
6
Other Fees
Payment Terms: Please provide your payment terms in the space below:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
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Attachment a.
PROPOSAL SUBMISSION FORM
RFP NO. 07/036 JC
Streaming Audio and/or Visual Service
Please Print
Whereas on the _____________ day of _____________________________, 2008 (print name of company)
___________________________________________________________________________ has reviewed
RFP 07/036 JC and has responded in accordance with the terms and conditions therein:
______________________________________
_____________________________________
Street Address
City, State, Zip Code
______________________________________
_____________________________________
Telephone Number
Fax Number
______________________________________
______________________________________
Name of Authorized Individual
Signature of Authorized Individual
Page 14 of 25
Attachment b.
FELONY CONVICTION NOTICE
State of Texas Legislative Senate Bill No. 1 Section 44.034, Notification of Criminal
History, Subsection (a), states “a person or business entity that enters into an agreement
with a school district must give advance notice to the district if the person or an owner or
operator of the business entity has been convicted of a felony. The notice must include a
general description of the conduct resulting in the conviction of a felony”
Subsection (b) states “a school district may terminate the agreement with a person or
business entity if the district determines that the person or business entity failed to give
notice as required by Subsection (a), or misrepresented the conduct resulting in the
conviction. The district must compensate the person or business entity for services
performed before the termination of the agreement”
Note: This notice is not required of a Publicly-Held Corporation
I, the undersigned agent for the firm named below, certify that the information
concerning notification of felony convictions has been reviewed by me and the following
information furnished is true to the best of my knowledge.
Vendor’s Name:______________________________________________
Authorized Company Official’s Name (Printed or Typed):_________________________
A)
My firm is a publicly-held corporation, therefore the above reporting requirement
does not apply
Signature of Company Official:______________________________________________
B)
My firm is not owned nor operated by anyone who has been convicted of a felony
Signature of Company Official:______________________________________________
C)
My firm is owned or operated by the following individual(s) who has/have been
convicted of a felony:
Name of individuals:_______________________________________________________
Detail of Conviction(s):____________________________________________________
________________________________________________________________________
________________________________________________________________________
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Attachment c.
BID CERTIFICATION SHEET
In order for a bid to be evaluated and considered, the following information must be
provided.
As defined by Texas House Bill 602, a "nonresident bidder" means a bidder whose
principal place of business is not in Texas, but excludes a contractor whose ultimate
parent company or majority owner has its principal place of business in Texas.
I certify that my company is a "resident bidder":
Signature:___________________________ Date:_____________________
-----------------------------------------------------------------------------------------------------------If you qualify as a "nonresident bidder," you must furnish the following information:
What is your resident state? (The state your principal place of business is located)
______________________________________________________________
Address (include City, State and Zip Code)
(A) Does your "residence state" require bidders whose principal place of business is in
Texas to underbid bidders whose residence state is the same as yours by a prescribed
amount or percentage to receive a comparable contract? "Residence State" means the
state in which the principal place of business is located. Yes______ No______
(B) What is the amount or percentage?__________%
I certify that the above information is correct:
_______________________________________ _________________________
Typed Name
Position
______________________________________
Company Name
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Attachment d.
NO RESPONSE FORM
RFP NO. 07/036 JC
Streaming Audio and/or Visual Service for Harris County Department of Education
(HCDE)
Please Print
Whereas on the ___________ day of ____________________, 2008 (print name of company)
__________________________________________________________________________
has reviewed HCDE’s solicitation No. 07/036 JC, and elects not to submit a proposal:
______________________________________________
Street Address
______________________________________________
City, State, Zip Code
______________________________________________
Telephone/Fax Number
______________________________________________
Name of Authorized Individual
___________________________________________
Signature of Authorized Individual
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Attachment e.
References
Please provide at least three (3) references (co. name, address, telephone no. and contact)
that have used your communication system in the last 3-4 years.
A. ______________________________
______________________________
______________________________
______________________________
B. _______________________________
_______________________________
_______________________________
_______________________________
C. ________________________________
________________________________
________________________________
________________________________
Page 18 of 25
Attachment f.
Minimum Insurance Requirements
•
The contractor shall, at all times during the term of this contract, maintain insurance
coverage with not less than the type and requirements shown below. Such insurance is
to be provided at the sole cost of the contractor. These requirements do not establish
limits of the contractor's liability.
•
All policies of insurance shall waive all rights of subrogation against HCDE, its officers,
employees and agents.
•
Upon request, certified copies of original insurance policies shall be furnished to HCDE.
•
HCDE reserves the right to require additional insurance should it be deemed necessary.
A. Workers' Compensation (with Waiver of subrogation to HCDE) Employer's Liability,
including all states, U.S. Longshoremen, Harbor Workers and other endorsements, if
applicable to the Project.
Statutory, and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by
Disease: $500,000 policy limit $100,000 each employee. HCDE shall be named as
"additional insured" on workers’ compensation policy.
B. Commercial General Liability Occurrence Form including, but not limited to, Premises
and Operations, Products Liability Broad Form Property Damage, Contractual Liability,
Personal and Advertising Injury Liability and where the exposure exists, coverage for
watercraft, blasting collapse, and explosions, blowout, catering and underground
damage.
$300,000 each occurrence Limit Bodily Injury and Property Damage Combined
$300,000 Products-Completed Operations Aggregate Limit $500,000 Per Job Aggregate
$300,000 Personal and Advertising Injury Limit. HCDE shall be named as "additional
insured" on commercial general liability policy.
C. Automobile Liability Coverage:
$300,000 Combined Liability Limits. Bodily Injury and Property Damage Combined.
HCDE shall be named as "additional insured" on automobile policy.
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Attachment g.
Streaming Audio and/or Visual Service Questionnaire
(add additional sheets if necessary)
1. How long has your company been in business providing streaming audio and/or
visual service?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. How many clients do you currently serve?
__________________________________________________________________
__________________________________________________________________
3. What areas of the state of Texas have you worked in over the last five years?
__________________________________________________________________
__________________________________________________________________
4. Please provide last certified financial statement of your company’s:
Balance Sheet and Income Statement
5. What is your firms experience in working with educational and governmental
entities?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
6. Do you have 24/hr., 7/day customer service support?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Page 20 of 25
Attachment h.
CONFLICT OF INTEREST DISCLOSURE STATEMENT
HCDE is required to comply with Texas Local Government, Code 176 and Disclosure of
Certain Relationships with Local Government Officers. This means any company that
does business with HCDE must fill out a Conflict of Interest Questionnaire (CIQ) if the
following situation exists:
1. The person has employment or other business relationship with the local government
officer or a family member resulting in the officer or family member receiving taxable
income.
2. Your company has given one of HCDE’s local government officers or family member
one or more gifts (excluding food, logging, transportation, and entertainment) that has an
aggregate value of more than $250 in the twelve month period preceding the date the
officer becomes aware of an executed contract or consideration of the person for a
contract to do business with the District.
Statements must be filed within seven (7) business days after the officer becomes aware a
conflict of interest exists.
Below is a listing of current HCDE Board of Trustees (BOT):
Mr. Raymond T. Garcia, President
Ms. Angie Chesnut, Vice-President
Mr. Roy Morales
Mr. Louis Evans, III
Mr. Michael Wolfe
Dr. Robert Peterson
Mr. Carl Schwartz
Dr. John Sawyer
Below is a listing of current local government officers:
Janell Baker
Shannon Bishop
Karl Boland
Jim Davis
Rosalind Dworkin
Malcolm Greer
Celes Harris
Les Hooper
Deborah Johnson
Nathan Jones
Tammy Lanier
Noemi Lopez
Doug Kleiner
Curtis Davis
Elaine Nichols
Venetia Peacock
Gayla Rawlinson
Joanie Rethlake
Jim Schul
Dean Zajicek
John Weber
Faye Wells
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Debbie Blalock
Angela Drake
Richard Griffin
Sonny Janczak
Michele Kronke
Peggy McGrane
Pam Newman
Linda Pitre
Alfonso Saldivar
Natasha Truitt
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local governmental entity
This questionnaire is being filed in accordance with chapter 176 of the Local
Government Code by a person doing business with the governmental entity.
Form CIQ
OFFICE USE ONLY
Date Received
By law this questionnaire must be filed with the records administrator of the
local government not later than the 7th business day after the date the person
becomes aware of facts that require the statement to be filed. See Section
176.006, Local Government Code.
A person commits an offense if the person violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor.
1. Name of person doing business with local governmental entity.
2.
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than September 1 of the year for which an activity described in Section 176.006(a), Local Government
Code, is pending and not later than the 7th business day after the date the originally filed questionnaire
becomes incomplete or inaccurate.)
3. Describe each affiliation or business relationship with an employee or contractor of the local
governmental entity who makes recommendations to a local government officer of the local
governmental entity with respect to expenditure of money.
4. Describe each affiliation or business relationship with a person who is a local government
officer and who appoints or employs a local government officer of the local governmental
entity that is the subject of this questionnaire.
Page 22 of 25
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local governmental entity
FORM CIQ
Page 2
5. Name of local government officer with whom filer has affiliation or business relationship.
(Complete this section only if the answer to A, B, or C is YES.)
This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom
the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as
necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income
from the filer of the questionnaire?
Yes
No
B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the
direction of the local government officer named in this section AND the taxable income is not from
the local governmental entity?
Yes
No
C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local
government officer serves as an officer or director, or holds an ownership of 10 percent or more?
Yes
No
D. Describe each affiliation or business relationship.
6. Describe any other affiliation or business relationship that might cause a conflict of interest.
Signature of person doing business with the governmental entity
Page 23 of 25
Date
Attachment i.
SAFE AND SECURE SCHOOLS POLICY
It is the policy of HCDE to promote a safe and secure school. All contractors and
subcontractors are responsible for ensuring employees on the job site are in compliance
with the following:
•
•
•
NO DRUGS, ALCOHOL, OR TOBACCO- Does your company have a drug
testing policy? If yes please attach.
NO WEAPONS on school grounds with the exception of normal tools used in
construction.
CONVICTED CHILD AND SEX OFFENDERS may not work on school
grounds.
You must pre-qualify your subcontractors as well. As an attachment please explain how
you will make them aware of these requirements prior to starting projects?
SIGNATURE OF A CORPORATE OFFICER IS REQUIRED:
SIGNATURE_______________________________________
TITLE
Page 24 of 25
________________________________________
Attachment j.
Historically Underutilized Business
(HUB) Certification Form
Bidding companies that have been certified by the State of Texas as Historically
Underutilized Business (HUB) entities are encouraged to indicate their HUB status when
responding to this Bid Invitation. The electronic catalogs will indicate HUB
certifications for vendors that properly indicate and document their HUB certification on
this form.

I certify that my company has been certified by the State of Texas as a
Historically Underutilized Business (HUB), and I have attached a copy of our HUB
certification to this form. (Required documentation for recognition as a HUB)

My company has NOT been certified by the State of Texas as a Historically
Underutilized Business (HUB).
______________________________________
Signature of Authorized Representative
______________________________________
Name (Please Print)
______________________________________
Company Name (Please Print)
Page 25 of 25
_________________________
Title