SECTION 4 - SUBMISSION INSTRUCTIONS

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    All HCPS solicitations are required to be submitted electronically through VendorLink.

    A. Solicitations posted in VendorLink will have the following options at the top right of the page.
    Select “Create a Quote/Bid”

    select the create a quote/bid button

    B. This will bring you to the following screen: (Note: This is a sample)

    Be sure to Upload all files requested in the Project Information Packet. Typically, this includes at least:

    1. Response packet with all required signed documents inclusive of the Firms Acknowledgement form (coversheet page 1) and checklist page 3 with all required documents following.
      1. Terms and Condition Signature page with all appendices.
      2. Legible image of the license(s) or certification(s) held by the applicant forthe specific work category being sought.
      3. Legible image of the firms WMBE/SBE status or a copy of the intent to partner letter signed by both parties, if applicable.
        PLEASE NOTE: The HCPS Office of Supplier Diversity certificate IS NOT considered evidence of WMBE/SBE status. Evidence of this status must be provided by an awarding agency.
        90 Calendar Days after award, CM to provide executed contract between contractor and SBE contractor.
      4. For Design Professionals and Engineers Only, in addition to, and separate from the presentation file, an SF330, Part II Form (page 6 only) must be submitted. This document is located in VendorLink and should be completed and uploaded with a file name that reflects the form name and the firm submitting (e.g., SF330-BOBSENGINEERING).
      5. For Construction Managers Only, in addition to, and separate from the presentation file, a Contractor’s Qualification Statement on either an AIA 305 or the District’s Form must be submitted. This document is located in VendorLink and should be completed and uploaded with a file name that reflects the form name and the firm submitting (e.g., CQS-BOBSENGINEERING).
    2. PowerPoint, Flash, HTML or other similar formats of the presentation.
      1. Individual presentation files should not auto-start.
      2. However, presentations must be self-running once executed. Self-running presentations are exempt from any limitation on page countor file size, provided the total running duration is not more than four(4)minutes. Presentations that exceed four (4) minutes, fromstart to finish, will be disqualified.
      3. Presentations must clearly identify the projects/areas ofexpertise/work categories of the firm, as well as the name, title, e-mail address and phone number of the best point of contact for anyquestions or follow-up about the submission.
      4. Presentations shall not be interactive and shall not require any formof input from the viewer.
      5. Submittals that are not self-running will not be reviewed by theSelection Committee.
      6. Presentations must include a title slide identifying the firm nameand project being sought.
      7. As part of the presentation, include a single summary page for eachof the five (5) identified evaluation criteria categories that recapseach category. Please reference Sample Summary Slides to ensureconsistent information is provided
      8. The summary pages should be readily and easily distinguishable from the non-summary images and located at the end of each section. Each summary page should contain all of the information necessary for the reviewer to complete their evaluation for that topic.

    In reviewing the submissions, this Selection Committee will also be prepared to determine whether a Construction Management (CM) or Design Professional (DP) Firm possesses the credentials to be added to the district’s current Continuing Services Consultant list. Responding CM and DP firms, who are not already on the list and wish to be considered for continuing services status, should so state under the “Recent Volume of Work with HCPS” section of their submittal.

    C. Once you upload all documents, you must select the “submit” button. You will receive a confirmation email from VendorLink. Please read the email to ensure your documents were properly uploaded. 

    sample email

    D. It is the sole responsibility of the Bidder to ensure timely submission of their submittal and is responsible for allowing adequate time to upload their submittal on VendorLink

    • Contact support@evendorlink.com with any issues in submitting response
    • Submittals sent by mail, facsimile, electronic mail, telephone, or any other means than through VendorLink will not be accepted