Specifications

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SPECIAL REQUIREMENTS/INSTRUCTIONS
The following requirements and instructions supersede General Requirements where applicable.
VENDOR INSTRUCTIONS
Responses to this Request for Proposal (RFP) shall be formatted and organized in the following order
for consistency and easy screening:
• All proposals must be typed, single spaced, and printed single-sided on 8 ½” by 11” paper.
• One original, clearly marked “ORIGINAL”, and three (3) copies, clearly marked “COPY”,
must be submitted in separate three-ring, loose-leaf binders with identification of the vendor, the
job number as located on the RFP cover sheet, and the RFP title on the front cover. Provide one
(1) CD-ROM or flash drive with the complete proposal response in Microsoft Word or Excel
format, as applicable.
• The complete proposal response must be sealed in an envelope or box for delivery to the Office of
the Harris County Purchasing Agent per instructions in the Proposal Returns paragraph of the
General Requirements section.
• All documents must be labeled with the vendor’s name and the job number. Any response
received by the Office of the Harris County Purchasing Agent that is not identified on the outside
with the job number will be at risk for rejection.
• Each section of the vendor’s response should start on a new page. A tabbed divider page marked
with the section number should separate each section.
• Prepare a Table of Contents for the proposal being submitted and place it before Section I. The
Table of Contents must list Sections I-VI and the contents of each section.
Proposals must be submitted in the following order:
RFP Cover Sheet
Table of Contents
Section I: Transmittal Letter, Residence Certification (Attachment a), Insurance (Attachment
e), and signed Addenda (when applicable; see Addenda under General
Requirements) – The transmittal letter should include:
• Company name and address; name, title, email, telephone and fax number of person(s)
to be contacted for clarifications or additional information regarding proposal;
• Name, title, email, telephone and fax number of person authorized to contractually
obligate vendor’s company with proposal and any future negotiations; and
• A brief statement summarizing the vendor’s understanding of the project and relevant
experience
Section II: Scope of Service/Narrative of Proposed Services
• Describe your firm’s philosophy, approach(es) and preferred methods for meeting
requirements and/or deliverables in the Specifications.
• Provide the greatest amount of meaningful detail possible to describe the proposed
products/services. Indicate if vendor can meet the specifications, or if the
specifications can be met only under certain conditions or circumstances. If vendor
is not able to meet the specification, briefly explain why, noting any concerns or
issues Harris County should be aware of.