PROJECT MANUAL COMPETITIVE BID - SPARK PARK CONSTRUCTION FOR: E.A SQUATTY LYONS ELEMENTARY SCHOOL A HOUSTON I.S.D & CITY OF HOUSTON JOINT PROJECT

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1 PROJECT MANUAL COMPETITIVE BID - SPARK PARK CONSTRUCTION FOR: E.A SQUATTY LYONS ELEMENTARY SCHOOL A HOUSTON I.S.D & CITY OF HOUSTON JOINT PROJECT HISD Procurement Project No. CSB # Raymond Hooks Procurement Sourcing Specialist City of Houston, SPARK School Park Program Housing and Community Development Houston ISD, SPARK Park Program Kathleen Ownby, Executive Director Laura Serrano, Project Manager Christy A. Williams, Project Manager Architect: Lauren Griffith Associates 5252 Westchester St, Suite 170 Houston, Texas Phone: Fax:

2 HOUSTON INDEPENDENT SCHOOL DISTRICT LYONS ELEMENTARY SCHOOL SPARK PARK GENERAL DOCUMENTS PROJECT MANUAL Table of Contents... 2 PROJECT INFORMATION... 6 Project Name/Address Owner Construction Manager-Program Administrator Architect/Engineer and Hazardous Materials Consultant Pre-Bid Meeting Receipt of Bids Program Construction Estimate Range, Estimated Duration and Maximum Project Duration Liquidated Damages Scope of Work Owner Provided Documents (Drawings & Specifications See Section I-Project Information) School Operations Parameter Statement Allowances Alternates Unit Prices BID SUBMITTAL REQUIREMENTS AA Bid Check List... 1 AB Specific Conditions for M/WBE Participation (Procedure and Required Forms)...10 CONTRACT FORMS BA BB BD AIA Document A Standard Form Agreement Between Owner and Contractor, as modified by Owner AIA Document A General Conditions of the Contract for Construction as modified by Owner and attached hereto as Exhibit A Wage Rate Schedule...Not Used See City of Houston Section BE Notice to Proceed Form... 1 BF Performance Bond Form... 2 BG Payment Bond Form... 2 Competitive Bid Project No Lyons Elementary School Table of Contents

3 HOUSTON INDEPENDENT SCHOOL DISTRICT LYONS ELEMENTARY SCHOOL SPARK PARK PROPOSAL FORMS CA Notice and Information for Bidders... 5 CB1 Bid Form Base Bid... 4 CB2 Bid Form Alternates & Unit Prices... 3 CC Bid Bond... 2 CD Contractors Qualification Statement... 3 CE Equal Opportunity Employer Statement... 1 CF Equal Opportunity Employer Affidavit... 1 CG Certificate of Non-Segregated Facilities... 2 CH Felony Conviction Notification... 2 CI Notification of Hazardous Materials Affidavit... 1 CHANGE PROPOSAL AND PROJECT CLOSE OUT FORMS DA Change Proposal Request... 1 DB Change Proposal Contractor s Estimate... 1 DC Change Proposal Cost Detail... 1 DD Certificate of Asbestos-Free Construction (required for final payment)... 1 DE Final Release... 2 DF Close Out Documents... 1 CITY OF HOUSTON DOCUMENTS CBDG Wage Rates (General Wage Decision) Federal Labor Standards Provisions... 5 Competitive Bid Project No Lyons Elementary School Table of Contents

4 I: PROJECT INFORMATION 1.0 PROJECT NAMES/ADDRESSES Lyons Elementary School 800 Roxella Houston, Texas PROCUREMENT MANAGER Houston Independent School District Procurement Services Raymond Hooks Sourcing Specialist 4400 W. 18 th Street Houston, Texas Phone: CONSTRUCTION MANAGER Houston Independent School District SPARK School Park Program Christy A. Williams - SPARK Project Manager 3200 Center Street Houston, Texas Phone: ARCHITECT/ENGINEER (A/E) Drawings and Specifications for Berry Elementary School- Phase 2 have been prepared by the Architect/Engineer (A/E), Lauren Griffith Associates 5252 Westchester St, Suite 170 Houston, Texas Contact: Lauren Griffith Phone: Fax: Documents include Drawings and Specifications dated March 23, 2015 Information inquiries about these documents should be directed to the A/E. HISD Lyons Elementary School SPARK Park I-1

5 I: PROJECT INFORMATION 5.0 MANDATORY PRE BID CONFRENECE A mandatory pre-bid conference and site tour will be held, Tuesday, September 8, 2015, starting at 10:30 a.m. at Lyons Elementary School, 800 Roxella, Houston, Texas All general contractors and sub-contractors are encouraged to attend this meeting. Questions and Answers will be conducted directly with the architectural firm Lauren Griffith Associates, during the mandatory pre-bid meeting. After the mandatory pre-bid meeting is over, all additional questions, clarifications, submittals, substitutions and RFI s will be submitted to HISD Procurement Department Raymond Hooks at no later than 9/15/2015 by 5:00 pm. 6.0 RECEIPT OF BID 6.1 See document AA: Bid Check List for packaging instructions. 6.2 Four (4) sets of all bid documents will be received Tuesday, September 29, 2015 at 2 p.m. at the Board Services Offices, 4400 West 18 th Street, Houston, Texas. 6.3 One (1) original and three (3) copies of the M/WBE Participation Forms will be received Tuesday, September 29, 2015 at 2 p.m. at the Board Services Offices, 4400 West 18 th Street, Houston, Texas. 6.4 All forms schedules and statements including subcontractors information will be due Tuesday, September 29, 2015 at 2 p.m. marked with Project number # to the attention of Raymond Hooks. 6.5 FAILURE TO SUBMIT A COMPLETED BID WILL BE VIEWED BY THE OWNER AS A NON RESPONSIVE BID AND WILL BE SUBJECT TO REJECTION. 7.0 PROGRAM CONSTRUCTION ESTIMATED RANGE, ESTIMATED DURATION AND TARGET COMPLETION. Estimated Construction Cost (Range) Estimated Maximum Project Duration (Calendar Days) $90, to $110, INSERT DAYS: 120 days per Project Note: Estimated range does not include cost of alternates 8.0 LIQUIDATED DAMAGES HISD Lyons Elementary School SPARK Park I-2

6 I: PROJECT INFORMATION The Contractor agrees that if he is awarded the Contract for the Work and fails to complete the Work on schedule, he shall pay the Owner, as liquidated damages, the sum listed below for each calendar day the Work remains uncompleted. Since the exact amounts of the Owner s losses due to the Contractor s delay in completion of the Work are not readily ascertainable, the amounts herein constitute agreed upon damages and are not a penalty. At the Owner s option, any such accrued liquidated damages may be deducted from sums due the Contractor under the terms of this Contract. Dollars (in Words) Per Day Two Hundred per day Dollars (Figures) Per Day $ per calendar day 9.0 (not used) 10.0 (not used) 11.0 AWARD As per the Texas Local Government Code, , Award of Contract, the contract must be awarded to the lowest responsible bidder SCOPE OF WORK WORK COVERED BY CONTRACT DOCUMENTS 12.1 Project Identification: Lyons Elementary School Project Location: 800 Roxella Houston, Texas Owner: Houston Independent School District 4000 West 18 th Street Houston, Texas Description of Work: The scope of work includes resurfacing an existing decomposed granite trail with concrete, adding a concrete pad for an accessible picnic table, adding an exercise station area with concrete curb and engineered wood fiber surface, removing some existing play equipment and concrete curb, adding new play equipment with engineered wood fiber fall surface, adding new fence and gates, and grading and patching sod on existing soccer field. HISD Lyons Elementary School SPARK Park I-3

7 I: PROJECT INFORMATION PRODUCT (Not Used) EXECUTION (Not Used) 13.0 OWNER PROVIDED DOCUMENTS 13.1 Lyons Elementary School Drawings and Specifications Drawings L-0.00 Survey L-0.01 Survey L-1.01 Demolition Plan L-2.01 Layout Plan and Hardscape Details L-2.02 Fence and Gate Details (Alternates) L-3.01 Playground Plan L-3.02 Playground Details C-1 Detention Plan C-2 Detention Plan Specifications Division Tree Protection Division Seeding Sodding Division Concrete Formwork Concrete Paving Fencing HISD Lyons Elementary School SPARK Park I-4

8 I: PROJECT INFORMATION SCHOOL OPERATIONS PARAMETER STATEMENT 13.2 The Owner currently plans to perform the following other work, either with other contractors or its own forces, on or near the site of the Work during the period provided for construction under this Contract: There may be some normal maintenance work by HISD personnel. This contemporaneous work shall be taken into account by the Contractor and shall not serve as the basis for a Claim for additional time or compensation under this Contract The Owner currently plans the following school operations on or near the site of the Work during the period provided for construction under this Contract: Full school operations will be conducted at the adjacent school during the normal school year. During the summer vacation, limited school operations will be conducted such as general maintenance and administrative work (not used) Schedule: The school will be in full operation during the regular school year; August 25, 2014 through May 28, School will not be in session during the following holidays: School Holiday Event Month, Date, Year ML King Day January 19, 2015 Spring Break March 16-20, 2015 Spring Holiday April 3, 2015 Memorial Day May 25, Periodically, HISD s Schools will be testing students. The Contractor shall plan Construction Activities that will not disturb the Schools students during critical achievement test periods Contractor recognizes the critical need for safety of all persons involved in the school program, and the need to conduct construction operations in such a way as to minimize disruption of school program operation. Contractor understands that it is the obligation of the Contractor to protect the Work, materials and equipment from vandalism and theft, and that it cannot rely on school security personnel to perform this function (not used) 13.4 (not used) 13.5 (not used) 13.6 Owner furnished material and equipment on this project will not be available before the following dates: NONE HISD Lyons Elementary School SPARK Park I-6

9 I: PROJECT INFORMATION 13.7 (not used) 13.8 School Personnel and Student Safety and Security during the Construction Work shall be a primary concern of the General Contractor. The following requirements are established by the Owner to be monitored and enforced by the General Contractor: a. The contractor(s) shall enforce HISD s requirement that each employee of the Contractor and each employee of each subcontractor for the Project wear an identification badge which includes the Employee Name and Employer. These badges shall be provided by the Contractor(s) at Contractor(s) expense. b. The Contractor shall not use the School s cafeteria, telephones or restrooms. The Contractor shall provide for these services for all job site workers. c. The Contractor shall at no time perform overhead lifting over any areas occupied by students, HISD, or school personnel or visitors. A minimum of fourteen (14) days notice shall be provided by the contractor before overhead lifting over those areas to allow termination of school activities and evacuation of student and/or HISD school personnel, as required. d. HISD does not permit smoking on its property which includes this School s Construction Site Any Contractor (or Subcontractor) who will be providing and installing (or removing) equipment, that requires access to the equipment location greater than existing is available to the space, shall be responsible for providing such access ALLOWANCES (not used) 15.0 ALTERNATES Refer to CB2: Bid Form Alternates & Unit Prices No. Alternate Description 1. Swings (Concrete Curb, Woodchips) 2. Soccer Field (Grading, Seeding, Fence, Goals & Nets) 3. Track Ride Replacement (Infinity Climb) 16.0 UNIT PRICES (not used) HISD Lyons Elementary School SPARK Park I-7

10 AA: BID CHECK LIST Bidder: To be submitted no later than 2:00 PM on Bid Date [ ] Bid Form Base Bid [ ] Bid Bond [ ] Contractor s Qualification Statement [ ] Notification of Hazardous Materials Affidavit (N/A to New Schools) [ ] Equal Opportunity Employer Statement [ ] Equal Opportunity Employer Affidavit [ ] Certification of Non-Segregated Facilities [ ] Felony Conviction Notification To be submitted no later than 2:00 PM on Bid Date: [ ] Bid Form Alternates & Unit Prices [ ] M/WBE Participation Forms and supporting documentation as indicated in the MWBE Specific Conditions-Construction and below: [ ] Option I [ ] Option II [ ] Option III Certified M/WBE Company (Page 5 of M/WBE Attachment B) Subcontract to meet district s M/WBE goal (Page 6 of M/WBE Attachment B) Good Faith Efforts (Page 8 of M/WBE Attachment B) [ ] If the firm is a certified M/WBE firm, check here and attach a copy of the current M/WBE Certificate from the City of Houston, Houston Minority Business Council, or the Houston Women s Business Council. HISD AA_Bid Check List 1

11 AB_Specific Conditions for M/WBE Participation (Procedure and Required Forms) Business Assistance Document Specific Conditions for M/WBE Participation

12 Attachment B M/WBE Participation Report FOR ASSISTANCE ON COMPLETING THESE FORMS CONTACT: Business Assistance Department: Supplier Diversity 4400 West 18 th Street Houston, TX Telephone: (713) Fax: (713) SPECIFIC CONDITIONS FOR MINORITY AND WOMAN-OWNED BUSINESS ENTERPRISE (M/WBE) PARTICIPATION The Office of Business Assistance was established by the Houston Independent School District Board of Education in 1988 to assist minority and women-owned business enterprises (M/WBEs) in the participation of various district business projects. The district s M/WBE subcontractor participation goals are as follows: 20% for purchasing of goods & non-professional services over $50,000 20% for construction over $50,000 25% for professional services over $50,000 The district requires all M/WBE documents and supporting materials to be completed and submitted as a part of the response to a proposal. All required documents should be submitted with an original signature by an official from the proposer s company. Although most pre-bid meetings are not mandatory, the district recommends that the proposer attends to become familiar with the M/WBE requirements. If you are unable to attend the pre-bid meeting, please contact Supplier Diversity for assistance on completing the required documentation. IMPORTANT NOTICE M/WBE documents are a part of proposer s evaluation. This documentation is required for your proposal to be evaluated by the district. HISD will determine whether the proposer s efforts meet the minimum standards of Good Faith Effort consistent with the district s policy on the participation of M/WBEs. Failure to provide the required M/WBE documentation will be considered non-compliant. If a company is deemed non-compliant, it can lead to disqualification from the provision of goods and services to the district for current and/or future projects. INSTRUCTIONS 1. Review the M/WBE Participation Options and instructions on (page B-3) of this section. 2. Complete the M/WBE Participation Report on (page B-4) of this section. Submit this form with your proposal. 3. Complete all additional documentation required for the participation option that your company selected. 4. Submit all requested/required forms and documentation with your proposal. Attachment B Page B 1 of 20

13 HISD AUTHORITY AND INTERPRETATION OF M/WBE DOCUMENTATION HISD shall have sole authority for the interpretation of all rules and regulations concerning M/WBE participation and for all determinations of compliance or non-compliance of any proposer with the M/WBE participation requirements as set forth herein. The decision of HISD shall be final and conclusive as to such compliance or non-compliance. All proposers, by the submission of a proposal, acknowledge and agree that HISD shall have such sole and exclusive authority to make such interpretations and determinations and that all such interpretations and determinations shall be conclusive. M/WBE SPEND REPORTING & COMPLIANCE To ensure that all M/WBE participation obligations under the awarded contract are met, the Business Assistance Department will require documentation of the awarded supplier s M/WBE participation throughout the performance of the contract and upon the contract renewal. The awarded supplier will be required to report M/WBE subcontracting participation on a monthly basis online via the Business Assistance Department s Compliance Management System. Prior month s payments must be submitted by the 5 th of each month throughout the term of the awarded contract. Documents requested by the Business Assistance Department from the awarded supplier s company to show documentation of M/WBE spend include, but are not limited to: invoices, purchase orders, and other pertinent documents that the district deems necessary to verify the usage of M/WBE companies. Awarded proposers will also be required to complete M/WBE documentation provided by the Business Assistance Department, which includes monthly reporting. The awarded supplier could be deemed as non-compliant if they fail to meet and/or report their M/WBE subcontracting commitment, provides inaccurate, incorrect, and/or false information related to reporting M/WBE information. If the district determines that a supplier is non-compliant, actions include, but are not limited to the following. 1. If the supplier, during any year of the contract, (i) fails to meet their M/WBE subcontracting commitment; and/or (ii) fails to provide the requested and accurate M/WBE documentation will be subject to having the contract terminated. 2. If the supplier is undergoing M/WBE compliance review at the end of their current contract and (i) fails to meet their M/WBE subcontracting commitment; and/or (ii) fails to provide the requested and accurate M/WBE documentation, the supplier may not be allowed to bid on the new RFP issued for that particular product or service. 3. If a supplier fails to meet their M/WBE subcontracting commitment on more than one contract with the district, the supplier may not be eligible to do business with the district for a minimum of one year. Attachment B Page B 2 of 20

14 M/WBE Participation Requirements Proposer must select one (1) of the following M/WBE participation options and submit required documentation. OPTION I* Certified M/WBE Company OPTION II** Subcontract to meet district s M/WBE goal OPTION III Good Faith Efforts Complete this section if proposer s company is a certified minority and/or woman-owned business enterprise (M/WBE) with the (1) City of Houston (MBE and/or WBE only); (2) National Minority Supplier Development Council or local affiliate; and/or (3) Women s Business Enterprise National Council or local affiliate. If a supplier chooses this option, they are expected to maintain their M/WBE certification throughout the duration of the contract. (*First Tier: M/WBE Proposer invoices HISD for goods and services directly.) 1. Proposer must complete & submit (page B-4 & B-5) and attach current M/WBE certification. NOTE: It is the Proposer s responsibility to provide valid certification documentation. 2. If M/WBE proposer also subcontracts with other M/WBE companies other documentation is required. Proposer is required to submit an M/WBE Subcontracting Plan (page B-6) and M/WBE subcontractor agreement(s) (page B-7). Complete this section if proposer s company will subcontract with M/WBE firm(s) to meet and/or exceed the district s M/WBE participation goals. HISD M/WBE Participation Goals are: 20% for purchasing of goods, non-professional services & construction projects; 25% for professional services. If a supplier chooses this option, they are expected to report their M/WBE subcontractor spend throughout the duration of the contract. Any additions or changes to the M/WBE subcontractors utilized during the contract require the prior written approval of the Business Assistance Department before any changes are permitted. A subcontractor change request form can be found on (page B-16). (**Second Tier: M/WBE Subcontractor invoices the Proposer for goods and services.) 1. Proposer must complete & submit (page B-4). 2. Submit an M/WBE Subcontracting Plan (page B-6) and M/WBE subcontractor agreement(s) (page B-7). Please attach M/WBE firm(s) current certifications. Companies must be certified by (1) City of Houston (MBE and/or WBE only); (2) National Minority Supplier Development Council or local affiliate; and/or (3) Women s Business Enterprise National Council or local affiliate. NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractor(s) utilized. Complete this section to comply with the district s Good Faith Efforts (GFE) documentation. Company has the option to subcontract with M/WBE firm(s), if they cannot meet the district s goal. If a supplier chooses to subcontract as a part of their GFE, they are expected to report their M/WBE subcontractor spend throughout the duration of their contract. Any additions or changes to the M/WBE subcontractors utilized during the contract require the prior written approval of the Business Assistance Department before any changes are permitted. A subcontractor change request form can be found on (page B-16). 1. Proposer must complete & submit (page B-4). 2. Good Faith Efforts (Required) - Proposer must complete & submit (pages B-8, B-9, B-10, B-11). Please attach all requested documentation. 3. Subcontract (Optional) - In addition to the GFE documentation listed above, submit an M/WBE Subcontracting Plan (page B-6) and M/WBE subcontractor agreement(s) (page B-7). Attach current M/WBE certifications for each subcontractor listed. Companies must be certified by (1) City of Houston (MBE and/or WBE); (2) National Minority Supplier Development Council or local affiliate; and/or (3) Women s Business Enterprise National Council or local affiliate. NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractor(s) utilized. Attachment B Page B 3 of 20

15 HISD PROJECT TITLE: COMPANY NAME: PHONE NUMBER: M/WBE Participation Report Business Assistance Department Select one of the following options and complete section. Attach and complete requested documentation. OPTION I Complete section if company is certified as a minority or woman-owned business (M/WBE). 1. Please select current M/WBE certification(s) that HISD recognizes. Please attach current M/WBE certification. FIRST TIER City of Houston (MBE and/or WBE only). Expiration Date: National Minority Supplier Development Council or local affiliate. Expiration Date: Women s Business Enterprise National Council or local affiliate. Expiration Date: NOTE: It is the Proposer s responsibility to provide valid certification documentation. 2. Additional M/WBE Subcontractor Contract Commitment: % (initial) Proposer s company agrees to subcontract with M/WBE companies to meet or exceed the above written goal. Please submit an M/WBE Subcontracting Plan (page B-6) and M/WBE subcontractor agreement(s) (page B-7) and attach M/WBE firm(s) current certifications. OPTION II Complete section if company agrees to subcontract with M/WBE firm(s) for the awarded contract. 1. Company will meet or exceed the district s M/WBE Subcontractor Goals. SECOND TIER 20% for purchasing of goods, non-professional services & construction; 25% for professional services 2. M/WBE Subcontractor Contract Commitment % PROJECT NUMBER: CONTACT NAME: TOTAL PROPOSAL AMOUNT: $ M/WBE SUBCONTRACTOR: % (initial) Proposer s company agrees to subcontract with M/WBE companies to meet or exceed the above written goal. Please submit an M/WBE Subcontracting Plan (page B-6) and M/WBE subcontractor agreement(s) (page B-7) and attach M/WBE firm(s) current certifications. NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractor(s) utilized. OPTION III Complete section to comply with the district s Good Faith Efforts documentation. 1. Proposer s company must complete all Good Faith Efforts prior to the bid opening date and attach requested documentation. 2. Please complete the district s Good Faith Efforts documentation on page B-8, B-9, B-10 & B Company must complete Good Faith Efforts for a total of 100 points. NON-PROFIT ORGANIZATION Organization is a 501(c)3 non-profit entity. 1. Please attach a copy of the organization s IRS determination letter. 2. Sign and date the bottom of the M/WBE Participation Report form. Signature of Company Officer Date Printed Name Attachment B Page B 4 of 20

16 Option I* M/WBE Company Information Please complete the information below if you are a certified M/WBE company. Please attach current M/WBE certification. Company must be certified by (1) City of Houston (MBE and/or WBE only); (2) National Minority Supplier Development Council or local affiliate; and/or (3) Women s Business Enterprise National Council or local affiliate. M/WBE COMPANY NAME: COMPANY DBA: OWNER NAME(S): OWNERSHIP % BREAKDOWN: MAJORITY OWNERSHIP GENDER: MALE FEMALE MAJORITY OWNERSHIP ETHNICITY: AFRICAN AMERICAN ASIAN INDIAN ASIAN PACIFIC HISPANIC NATIVE AMERICAN OTHER SELECT CURRENT M/WBE CERTIFICATION(S) & ATTACH CURRENT CERTIFICATION(S) City of Houston (MBE and/or WBE only). Expiration Date: National Minority Supplier Development Council or local affiliate. Expiration Date: Women s Business Enterprise National Council or local affiliate. Expiration Date: NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractor(s) utilized. COMPANY CONTACT NAME: PHONE NUMBER: ADDRESS: I attest that the information included has been completed as directed and that the information is accurate to the best of my knowledge. I understand that any information willfully falsified or omitted may result in, but is not limited to bid disqualification and/or debarment from doing business with the Houston Independent School District. Please sign and date Option I M/WBE Company Information form. Proposer Officer Signature Date Printed Name Printed Title *First Tier: M/WBE Proposer invoices HISD for goods and services directly. Attachment B Page B 5 of 20

17 Option I*/II**/III M/WBE Subcontracting Plan Please complete the information below if you agreed to subcontract with M/WBE companies. HISD PROJECT NUMBER: COMPANY NAME: PHONE NUMBER: M/WBE SUBCONTRACTOR: % PROPOSAL TITLE: CONTACT NAME: ADDRESS: M/WBE Subcontractors M/WBE Company Name / DBA Scope of Products or Services Provided Agreed Price or % of Contract Total M/WBE Subcontractor Commitment: Attach current M/WBE certifications for each subcontractor listed. Companies must be certified by (1) City of Houston (MBE and/or WBE only); (2) National Minority Supplier Development Council or local affiliate; and/or (3) Women s Business Enterprise National Council or local affiliate. NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractor(s) utilized. Proposer s company agrees to subcontract with the M/WBE(s) listed above for the percentage of the awarded contract amount with HISD. If the awarded supplier fails to meet and/or report their M/WBE subcontracting commitment, it may be considered a breach of contract. You will be required to provide any requested documentation and report M/WBE subcontractor payments monthly. Proposer must enter into a formal subcontractor agreement with M/WBE firm(s) listed above for their respective product(s) and/or service(s). Please complete the M/WBE Subcontractor Agreement Form for each M/WBE Subcontractor listed. Any additions or changes to the M/WBE subcontractors utilized during the contract require the approval of the Business Assistance Department before any subcontractor changes are made. Signature of Company Officer Date Name of Officer (Print) *First Tier: M/WBE Proposer invoices HISD for goods and services directly. **Second Tier: M/WBE Subcontractor invoices the Proposer for goods and services. Attachment B Page B 6 of 20

18 Option I*/II**/III M/WBE Subcontractor Agreement Please complete the information below if you agreed to subcontract with M/WBE companies. The submission of your subcontractor agreement is required for each M/WBE subcontractor. HISD PROJECT NUMBER: PROPOSAL TITLE: PROPOSER COMPANY NAME: M/WBE SUBCONTRACTOR INFORMATION M/WBE COMPANY NAME: COMPANY DBA: OWNER NAME(S): OWNERSHIP % BREAKDOWN: MAJORITY OWNERSHIP GENDER: MALE FEMALE MAJORITY OWNERSHIP ETHNICITY: AFRICAN AMERICAN ASIAN INDIAN ASIAN PACIFIC HISPANIC NATIVE AMERICAN OTHER SELECT CURRENT M/WBE CERTIFICATION(S) & ATTACH CURRENT CERTIFICATION(S) City of Houston (MBE and/or WBE only). Expiration Date: National Minority Supplier Development Council or local affiliate. Expiration Date: Women s Business Enterprise National Council or local affiliate. Expiration Date: NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractor(s) utilized. SCOPE OF SERVICE: AGREED CONTRACT PRICE OR % OF CONTRACT AWARD: COMPANY CONTACT NAME: PHONE NUMBER: ADDRESS: M/WBE Subcontractor Officer Signature Date Printed Name Printed Title Proposer Officer Signature Date Printed Name Printed Title *First Tier: M/WBE Proposer invoices HISD for goods and services directly. **Second Tier: M/WBE Subcontractor invoices the Proposer for goods and services. Attachment B Page B 7 of 20

19 Option III Good Faith Efforts Complete this section if proposer s company selected Good Faith Efforts. Proposer must select a combination of good faith efforts listed below to total a minimum of 100 points. If proposer fails to meet the minimum point requirement for the option selected and/or submit the requested documentation, proposer may be considered non-compliant. HISD PROJECT NUMBER: PROPOSAL TITLE: PROPOSER COMPANY NAME: Select and complete Good Faith Efforts below to total a minimum of 100 points. Joint-Venture Relationship. Bidder is a party in a legal Joint-Venture. The Joint-Venture must be registered with the appropriate state agency and must submit sealed state registration, properly executed corporate articles, and a formally executed description of each party s responsibilities within the joint-venture. The Joint-Venture must last the entirety of the contract. If company selects this option, please choose one of the commitments below. Joint-Venture with M/WBE firm(s) 51% or greater M/WBE ownership. (100 points) Joint-Venture with M/WBE firm(s) 49% or less M/WBE ownership. (65 points) Please complete the following information. 1. M/WBE Joint-Venture Contract Commitment % 2. (initial) Proposer s company agrees to legal joint-venture with M/WBE companies to meet or exceed the above written goal. Proposer is required to submit a sealed state registration, properly executed corporate articles, and formalized description of participant s responsibilities with proposal. A Formalized/Notarized Mentor-Protégé Relationship. Bidder is a party in a Formalized/Notarized mentoring relationship with M/WBE firm(s). The Formalized/Notarized agreement must include S.M.A.R.T. (Specific, Measurable, Achievable, Realistic, Time-Bound) goals. Participants in the relationship are required to submit joint, quarterly reports signed by both parties. Upon submittal of quarterly report each participant will participate in a joint quarterly review meeting with HISD staff. If company selects this option, please choose one of the commitments below. Formalized/Notarized Mentor-Protégé Relationship- Partnership with M/WBE firm(s) related to current project with Houston ISD. (100 points) Formalized/Notarized Mentor-Protégé Relationship-Partnership with M/WBE Firm(s) outside of Houston ISD (50 points) Please complete the following information. 1. Attach current M/WBE certifications for each Protégé listed. Protégés must be certified by (1) City of Houston (MBE and/or WBE only); (2) National Minority Supplier Development Council or local affiliate; and/or (3) Women s Business Enterprise National Council or local affiliate. NOTE: It is the Proposer s responsibility to provide valid certification documentation. 2. (initial) Proposer s company must provide formalized/notarized mentor-protégé relationship with firm(s). Proposer is required to submit formalized documentation including S.M.A.R.T. goals for either Mentor-Protégé relationship listed above. A Attachment B Page B 8 of 20

20 Option III Good Faith Efforts (continued) Company agrees to subcontract with M/WBE(s) for the awarded contract for less than the goal. If company selects this option, please choose one of the M/WBE subcontracting commitments below. SECOND TIER Subcontract with M/WBE firm(s) from 10% to the subcontracting goal. (65 points) Subcontract with M/WBE firm(s) from 9.99% to 1%. (45 points) NOTE: It is the Proposer s responsibility to provide valid certification documentation for any subcontractors utilized. Please complete the following information. 1. M/WBE Subcontractor Contract Commitment % 2. (initial) Proposer s company agrees to subcontract with M/WBE companies to meet or exceed the above written goal. Proposer is required to submit an M/WBE subcontracting plan (page B-6) and the M/WBE subcontractor agreement(s) (page B-7) with proposal. A Letters of Intent to Find Subcontractors / Follow-Up with M/WBE Subcontractors (35 points) Proposer must send at least (10) outreach letters to relevant certifying agencies accepted by HISD (City of Houston, National Minority Supplier Development Council (or local affiliate), Women s Business Enterprise National Council (or local affiliate) and individual M/WBE companies to solicit potential M/WBE subcontractor participation. Please see page B-13 for M/WBE Outreach Example Letter. Please see page B-12 to document M/WBE outreach activities. Proposer must solicit M/WBE companies a minimum of seven (7) consecutive days before the bid opening date. The following documentation must be attached and includes: 1. Copies of the (10) outreach letters sent via /fax to individual M/WBE companies. 2. Document outreach activities on page B-12. Attach and submit page B Proposer must respond to M/WBEs who show interest in becoming a subcontractor. Attach additional and fax responses and communications from company with potential M/WBE subcontractors. 4. Proposer must follow-up with initial solicitations by contacting the (10) M/WBE companies to determine whether the companies are interested in proposed subcontracting opportunity. Document follow-up activities on page B-12 under follow-up date and submit. 5. Proposer should provide interested minority and women business enterprises with adequate information about the plans, specifications and requirements for the subcontracting opportunities available. Letters of Acceptance/Rejection to Potential Subcontractors (20 points) Proposer must provide an explanation of rejection or an acceptance to at least (5) of the M/WBE companies who were contacted for the Letters of Intent to Find Subcontractors. Please see page B-15 for Acceptance/Rejection Example Letter. To select this option proposer must have sent Letters of Intent to Find Subcontractors. 1. A written rejection and/or acceptance letter, including the reason(s) for rejection or the terms of acceptance, will be sent to at least (5) of the M/WBE companies. If less than (5) M/WBEs responded to the letter of intent, failure of an M/WBE to respond can be a reason for a rejection letter to be sent. 2. Please attach a copy of each rejection and/or acceptance letter sent to potential M/WBE subcontractors. 3. Please attach an explanation to HISD, written on company letterhead, of why company was unable to utilize M/WBE subcontractors to meet the district s M/WBE subcontractor goal. Host Networking Meet & Greet Event (35 points) Proposer must host a Networking Meet & Greet in conjunction with the Business Assistance Supplier Diversity department to solicit potential M/WBE subcontractor participation. Proposer must: 1. Host and advertise the event a minimum of seven (7) consecutive days before the bid opening date. Advertisement must include date, time, location and purpose. 2. Provide a log or sign in sheets from the event to include company name, attendee name, phone number and address. 3. Provide proposed event date and time here: Attachment B Page B 9 of 20

21 Option III Good Faith Efforts (continued) Place Advertisement(s) to Find M/WBE Subcontractors (25 points) Proposer must place an advertisement in one (1) general print circulation newspaper, magazine, trade association publication, or minority and/or women-focused publication, concerning the potential subcontracting opportunity. Proposer must also advertise to M/WBE organizations by sending out (5) advertisement letters, s and/or faxes within a minimum of seven (7) consecutive days before the bid opening date. Please see page B-14 for an Advertisement Example Letter and page B-20 for a list of newspapers and periodicals. *Please attach copy of advertisement placed in M/WBE publications and five (5) letters sent to M/WBE organizations. Attend Pre-Bid Meeting to Network with Potential M/WBE Subcontractors (10 points) Proposer attended the RFP Pre-Bid Meeting in an effort to meet potential M/WBE subcontractors. *If selected, Business Assistance will obtain a copy of Pre-Bid Meeting sign-in sheet. Participation as an Exhibitor in Business Expo (10 points) Proposer participates as an Exhibitor in a Business Expo in an effort to meet potential M/WBE subcontractors. Proposer must have attended the most recent expo held for one of the following events. City of Houston Meet the Buyer Purchasing Forum (occurs in December) Houston Minority Business Development Agency (MBDA) MED Week (occurs in October) Houston Minority Supplier Development Council (HMSDC) Annual Expo (occurs in September) Women s Business Enterprise Alliance (WBEA) Annual EXPO (occurs in May) Please attach a copy of your registration form. Attend and Participate in a Workshop Wednesday hosted by Business Assistance (10 points) Proposer must attend and participate in the next available Workshop Wednesday hosted by Business Assistance. These workshops are held monthly and will be advertised via the Business Assistance distribution list. (Initial) Proposer agrees to attend the next available workshop on (date). M/WBE Assistance (10 points) Proposer must describe how they have assisted M/WBEs in their business operations. Example of assistance includes, but is not limited to: assistance in acquiring equipment, capital, lines of credit, or joint pay agreements to secure loans, supplies; letters of credit, including waiving credit that is ordinarily required. Please describe how your company assisted M/WBEs in the past 6 months: Assisted M/WBE(s) Contact Information: Attachment B Page B 10 of 20

22 Option III Good Faith Efforts (continued) Company Policies that Support M/WBE Participation (10 points) Proposer has implemented company policies that assist M/WBEs in doing business with their company. This includes but is not limited to: having a Supplier Diversity Program, having documentation of a negotiated joint venture/partnership arrangements in the recent past, establishing quick pay agreements and policies to enable M/WBE subcontractors to meet cash-flow demands, etc. 1. Please attach your company policies that support and encourage M/WBE participation. A M/WBE Organization Participation (10 points) Proposer must identify M/WBE organizations they actively participate in as members and/or donate company resources. Proposer must include documentation of partnerships, committee involvement, and workshop participation and training. Please list current organizations that your organization supports: Please describe how your company currently supports M/WBE organizations: Total Good Faith Efforts Points: A Signature of Proposing Company s Officer Date Printed Name Signature of Supplier Diversity Specialist Date Printed Name Signature of Supplier Diversity Team Lead Date Printed Name Attachment B Page B 11 of 20

23 Option III Good Faith Efforts: M/WBE Outreach Please complete the information below if your company is completing Good Faith Efforts documentation. HISD PROJECT NUMBER: PROPOSAL TITLE: PROPOSER COMPANY NAME: Please document the potential M/WBE subcontractors and/or M/WBE organizations that you contacted. M/WBE Company Name Phone Number Contact Person Date Contacted Follow-Up Date Contact Notes Signature of Company Officer Date Name of Officer (Print) Attachment B Page B 12 of 20

24 M/WBE Outreach Example Letter (Insert Company Contact Information) (Insert M/WBE Company Contact Information) Dear M/WBE Supplier- (Company Name) is bidding on Project (Insert Project Number and Project Title) for the Houston Independent School District. Our company is looking for possible M/WBE subcontractors. We are currently looking for subcontractors for the following products or services. 1. (Insert potential subcontracting opportunity) 2. (Insert potential subcontracting opportunity) 3. (Insert potential subcontracting opportunity) Our company will be looking for M/WBE Subcontractors for the next 5 business days. If you are interested in providing the above listed products or services please contact (Insert contact information) by (Insert Deadline Date). (Insert Company Signature) Attachment B Page B 13 of 20

25 Advertisement Example Letter ****ADVERTISEMENT**** (Company Name) is bidding on Project (Insert Project Number and Project Title) for the Houston Independent School District. We are looking for possible M/WBE subcontractors to provide the following products and/or services (list here). If you are interested in this opportunity, please contact (Insert contact information) by (Insert Deadline Date). Attachment B Page B 14 of 20

26 Rejection Letters Sample 1 March 23, 2013 Dear ABC Company, Acceptance/Rejection Example Letter This letter is to serve as formal notification that due to a lack of response by the due date, we will not be able to use your services at this time in accordance with the terms set out in the HISD Project #xxxxx. We will keep your information on file and may reach back out to you at another time. Sincerely, Sample 2 Dear ABC Co, WE Corporation is bidding on RFP #xxxxx for Houston Independent School District. We have solicited several MWBE companies to potentially serve as subcontractors and have had a strong response. We have made our selections and at this time we did not select your company due to ABC's inability to provide services in Houston. However, we may be in touch with you for future proposal opportunities. Regards, Sample 3 Ms. ABC, Since we did not receive a reply from you by the requested deadline, we will not be able to include you as a possible subcontractor with our proposal. Thank you. Acceptance Letter Dear MWBE Supplier, WE Corporation has accepted your MWBE Certification and has added you to our list of potential subcontractors for Project #xxxxx for the HISD. If we are the awarded vendor, we may contact you directly regarding potential subcontracting opportunities. Thank you for your interest. Best regards, Attachment B Page B 15 of 20

27 M/WBE Subcontractor Change Request Business Assistance Department Telephone: (713) Fax: (713) HISD PROJECT NUMBER: PROPOSAL TITLE: PROPOSER COMPANY NAME: Please select the following reason(s) that you need to change your M/WBE subcontractor(s): 1 = Unable to provide verification of M/WBE status 2 = Unable to provide requested products/services 3 = Unable to provide proper insurance/bonding requirements *Change cannot be made until approve by Business Assistance. Reason M/WBE Company Name Phone Number Contact Person Scope Of Service Agreed Price ORIGINAL NEW ORIGINAL NEW ORIGINAL NEW ORIGINAL NEW Please Note: All Original M/WBE Subcontractor information must be listed and followed by the New replacement M/WBE Subcontractor on the change request on the chart above. M/WBE Firm(s) listed must be at least 51% owned by a woman or a minority; or certified by one of the following M/WBE agencies: (1) City of Houston (MBE and/or WBE); (2) Houston Minority Supplier Development Council; (3) National Minority Supplier Development Council; (4) Women s Business Enterprise National Council; and/or (5) Women s Business Enterprise Alliance. Submitted By: Signature of Company Officer Date Printed Name Approved By: Business Assistance Date Attachment B Page B 16 of 20

28 Certifying Agencies CITY OF HOUSTON OFFICE OF BUSINESS OPPORTUNITY 611 Walker, 7th Floor Houston, Texas Phone: (832) Fax: (713) Website: https://houston.mwdbe.com/frontend/vendorsearchpublic.asp HOUSTON MINORITY SUPPLIER DEVELOPMENT COUNCIL Three Riverway, Suite 555 Houston, Texas Phone: (713) Fax: (713) Website: NATIONAL MINORITY SUPPLIER DEVELOPMENT COUNCIL 1359 Broadway, Tenth Floor New York, NY Phone: (212) Fax: (212) Website: WOMEN S BUSINESS ENTERPRISE ALLIANCE 9800 Northwest Freeway Suite 120 Houston, Texas Phone: (713) Fax: (713) Website: WOMEN S BUSINESS ENTERPRISE NATIONAL ALLIANCE 1120 Connecticut Avenue, NW, Suite 1000 Washington, DC Phone: (202) Fax: (202) Website: Attachment B Page B 17 of 20

29 M/WBE Business Organizations & Associations ACRES HOME CITIZENS CHAMBER OF COMMERCE 6112 Wheatley Houston, Texas Phone: (713) Fax: (713) Website: AMERICAN INDIAN CHAMBER OF COMMERCE OF TEXAS-HOUSTON Indian Trail, 2nd Floor Dallas, Texas Phone: (972) ~ Toll Free: (866) Fax: (972) Website: ASIAN CHAMBER OF COMMERCE 6833 W. Sam Houston Parkway, Suite 207 Houston, Texas Phone: (713) Fax: (281) Website: CITY OF HOUSTON OFFICE OF BUSINESS OPPORTUNITY 611 Walker, 7th Floor Houston, Texas Phone: (832) Fax: (713) Website: GREATER HOUSTON WOMEN S CHAMBER OF COMMERCE 3015 Richmond, Suite 200 Houston, Texas Phone: (713) Fax: (281) Website: GREATER HOUSTON BLACK CHAMBER OF COMMERCE 2808 Wheeler Houston, Texas Phone: (713) Fax: (713) Website: HOUSTON AREA URBAN LEAGUE, INC 1301 Texas Houston, Texas Phone: (713) Fax: (713) Website: HOUSTON HISPANIC CHAMBER OF COMMERCE 1801 Main Street, Suite 890 Houston, TX Phone: (713) Fax: (713) Website: HOUSTON MINORITY SUPPLIER DEVELOPMENT COUNCIL Three Riverway, Suite 555 Houston, Texas Phone: (713) Fax: (713) Website: INDO AMERICAN CHAMBER OF COMMERCE OF GREATER HOUSTON (THE) 1535 West Loop South, Suite 200 Houston, Texas Phone: (713) Fax: Website: LEAGUE OF UNITED LATIN AMERICANS (LULAC) PO Box 8620 Houston, Texas Phone: (713) Fax: (713) Website: N.A.A.C.P. ECONOMIC DEVELOPMENT COMMITTEE 2002 Wheeler Houston, Texas Phone: (713) Fax: (713) Website: NATIONAL ASSOCIATION OF WOMEN BUSINESS OWNERS-GREATER HOUSTON CHAPTER (NAWBO-GHC) P.O. Box Houston, TX Phone: (713) Fax: (713) Website: NATIVE AMERICAN CHAMBER OF COMMERCE 7457 Harwin, Suite 307 Houston, Texas Phone: (832) Fax: (832) Website: TSU/ECONOMIC DEVELOPMENT CENTER 3100 Cleburne Street, Jesse H. Jones School of Business, Room 151, Houston, Texas Phone: (713) Fax: (713) Website: WOMEN S BUSINESS ENTERPRISE ALLIANCE 9800 Northwest Freeway Suite 120 Houston, Texas Phone: (713) Fax: (713) Website: Attachment B Page B 18 of 20

30 M/WBE Organizations & Associations (Construction) ASIAN AMERICAN ENGINEERS/ARCHITECTS 2525 North Loop West, Suite 300 Houston, Texas Phone: (713) Fax: (713) Website: ASSOCIATION OF BLACK CONSULTING ENGINEERS AND ARCHITECTS P.O. Box Houston, Texas Phone: (713) Fax: (713) Website: HOUSTON HISPANIC ARCHITECTS AND ENGINEERS P.O Houston, Texas Phone: (713) Fax: (713) Website: NATIONAL ASSOCIATION OF MINORITY CONTRACTORS, INC. - GREATER HOUSTON CHAPTER 3825 Dacoma St. Houston, Texas Phone: (713) Fax: (713) Website: NATIONAL ASSOCIATION OF WOMEN IN CONSTRUCTION-HOUSTON CHAPTER (NAWIC) 8354 Sorrell Dr. Houston, TX Phone: (281) Fax: (281) , fax Website: WOMEN CONTRACTORS ASSOCIATION P O Box Houston, TX Phone: (713) Fax: (713) Website: Attachment B Page B 19 of 20