1-Pool Maintenance Services RFP26-31-04-151 (FILLABLE).pdf

RFP #26-31-04-151

Pool Maintenance Services

Issued by:

Kasey Modde, Director of Purchasing

Eanes Independent School District 401 Camp Craft Road Westlake, TX 78746

Phone: (512)732-9036 Email: kmodde@eanesisd.net

RFP Submittal Deadline

Wednesday, April 15, 2026, at 2:00 PM (CST) mailto:kmodde@eanesisd.net

TABLE OF CONTENTS

Items below represent components which comprise this RFP package. Respondents are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, please notify Kasey Modde immediately at kmodde@eanesisd.net.

Part Page

1.0 Notice of Intent

2.0 Request for Proposal Requirements

3.0 Instructions to Vendors

4.0 Scope & Specifications

5.0 Evaluation & Award of RFP

6.0 General Terms and Conditions

7.0 Insurance Requirements

8.0 Proposal Response

9.0 Attachments

PART 1.0 – NOTICE OF INTENT

The Purchasing Department of the Eanes Independent School District (“EISD” or the “District”) is issuing this Request for Proposals (“RFP”) to establish a contract with a qualified vendor to provide preventive maintenance, repair services, and chemical supply for the competition pool located at the District’s aquatic facility.

The initial term of the resulting contract shall be twelve (12) months. The District may, at its sole discretion, renew the contract for up to four (4) additional one-year terms. Either party may elect not to renew the contract by providing written notice of non-renewal at least sixty (60) days prior to the expiration of the then-current term.

Services considered for award must meet or exceed the technical and performance standards described in this RFP and further detailed in the Scope of Work and Specifications.

Execution of a Vendor Agreement, issuance of a purchase order, or other written authorization acceptable to the District may be required prior to commencement of services, depending on the form of award and the nature of the work.

Goods/services awarded under the resulting contract may be requested on an indefinite delivery, indefinite quantity (IDIQ) basis. The District makes no guarantee of any minimum service volume or expenditure under the contract.

PART 2.0 –REQUEST FOR PROPOSAL REQUIREMENTS

Please read carefully this entire RFP document and specifications. Complete all forms and submit your bid with all appropriate attachments.

2.1 Request for Proposal (RFP) Documents

The RFP Documents are available for download by accessing the district’s procurement portal:

https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities

2.2 Tentative Timeline

EISD anticipates following the timeline listed below for this solicitation:

Item Activity Date & Time 1 Solicitation starts to advertise (1st run) Sunday, March 15, 2026

2 Solicitation advertised (2nd run) Sunday, March 22, 2026

3 Deadline for Questions Monday, March 30, 2026

4 District Posts Answers / Addendum (if needed) Wednesday, April 1, 2026

Deadline for submission of responses (See Part 3 – Instruction to Vendors – for detailed submission requirements)

Wednesday, April 15, 2026 @ 2:00 PM (CST)

6 Anticipated Award Date TBD

7 Initial Contract Period TBD 2026 – 2027 8 Renewal Period 1 (Option) TBD 2027 – 2028 9 Renewal Period 2 (Option) TBD 2028 – 2029

10 Renewal Period 3 (Option) TBD 2029 – 2030

11 Renewal Period 4 (Option) TBD 2030 – 2031

The table above is only an estimate and may vary.

2.3 Procurement Method

EISD is utilizing the Request for Proposal (RFP) method of procurement in accordance with Texas Education Code Section 44.031 Purchasing Contracts, Request for Proposal for the purchase of goods and services other than construction services. For information regarding the RFP process, contact Kasey Modde, Director of Purchasing at kmodde@eanesisd.net.

2.4 Requirement for Return of RFP Responses

Respondents must submit proposal responses by the established deadline (day and time). Please refer to the “Instructions to Vendors” section to ensure that you submit all required information to EISD.

EISD does not accept responses after the due date and time.

2.5 Pre-Bid/Proposal Conference

A pre-bid/proposal conference will not be scheduled.

2.6 Rights Reserved by EISD and Restrictions on RFP Process

a) EISD reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposal.

b) EISD reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with EISD. EISD may make multiple awards, and this fact should be taken into consideration by each vendor.

c) EISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response or any amendments or addenda, participating in bid conferences, participating in any negotiation sessions or discussions, or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.

https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities

d) EISD reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. EISD further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. EISD further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District. EISD also reserves the right as sole judge of quality and equality.

2.7 Questions and Clarification

a) Questions regarding the requirements specified in this solicitation must be submitted in writing through the Messages feature in the Bonfire portal.

b) EISD will not answer verbal questions. Any responses to a prospective vendor’s questions will be posted on the Bonfire portal for all interested parties.

c) EISD Board Policies can be accessed at our website, www.eanesisd.net . Purchasing Policies are included in Section C of the EISD Board Policy Manual.

d) All communication regarding this solicitation must be directed exclusively to the Director of

Purchasing. Contact with any other District staff, the Superintendent, or members of the Board of Trustees is strictly prohibited unless expressly authorized by the Director of Purchasing. Failure to adhere to this requirement may result in disqualification of the solicitation response.

https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities http://www.eanesisd.net/

PART 3.0 – INSTRUCTIONS TO VENDORS

This portion of the RFP includes instructions on the format vendors must follow in preparing and submitting their RFP responses. It further identifies how questions can be raised and will be addressed.

3.1 Compliance with Specifications

Vendors shall respond to all requests identified in this RFP and shall comply with the requirements of this RFP and the Eanes ISD General Terms for Purchasing Solicitations and Contracts.

Any requested exception to this RFP, the District’s General Terms, or any sample or form agreement included with this Solicitation must be clearly identified in the vendor’s response, with the applicable section referenced and the reason for the requested exception stated.

Requested exceptions are subject to District review and shall not be effective unless expressly accepted by the District in writing. By submitting a response, the vendor represents that it has read and understands this RFP and the District’s General Terms for Purchasing Solicitations and Contracts.

3.2 Response Format (Required)

Responses must be submitted electronically through the District’s Bonfire portal and must be received on or before the date and time specified in this Solicitation. Responses received after the stated deadline will not be accepted.

Responses should be direct, concise, complete, and unambiguous. Vendors are responsible for ensuring that all required documents and attachments are included with their submission.

3.3 Submission of Responses

EISD strongly encourages responses to be submitted through the Bonfire portal. Faxed or emailed responses will not be accepted. Any deviations or requested exceptions shall be conspicuously noted in writing and included with the response. Vendors are encouraged to submit responses as early as possible to avoid unforeseen technical issues with portal registration or upload.

3.4 Response Submission Location for Hard Copy Proposals

Although discouraged, proposals may be hand delivered or mailed to the Purchasing Office at the following location during business hours of 8AM – 4PM:

Eanes ISD Central Administration Attn: Kasey Modde, Director of Purchasing 401 Camp Craft Road Westlake, TX 78746

RFPs must be submitted in sufficient time as to be received and time stamped in the EISD Purchasing Department on or before the published date and time shown in the RFP. RFPs delivered to EISD locations other than 401 Camp Craft Road, Westlake, TX 78746 will not be considered “received” by the Purchasing Department until they arrive in the Purchasing Department. EISD will not be responsible for delays in delivery resulting from the need to transport an RFP from another location or error/delay on the part of any carrier. No provisions or exceptions are made for late submission due to actions or consequences of the Vendor or third-party. Any responses received after the submittal deadline date and time will be disqualified.

3.5 Certifications

Vendors shall execute the certification included with this Solicitation. The certification must include the vendor’s full legal name and address and must be signed or submitted by an individual authorized to bind the vendor.

3.6 Felony Conviction Notification

Bidder must complete and submit the enclosed Felony Conviction Notification with his/her proposal.

3.7 Addendum

Any interpretations, corrections, additions, or changes to this RFP will be communicated to vendors by the issuance of an addendum. It is the responsibility of the vendor, prior to submitting their response, to determine whether an addendum was issued. All vendors shall comply with the requirements specified in any addendum issued by EISD.

3.8 Disqualification

A vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage.

3.9 General Corporate and Contact Information

Vendor agrees to provide EISD with the following financial information if requested by EISD at any point during the procurement process, including before or after contract award: If public, the vendor’s income statement, balance sheet, and cash flow for the past three (3) years; if private, the vendor’s audited financial statements for the past two years (if available). A vendor’s failure to provide this financial information may impact the EISD Administration’s recommendation to the EISD Board of Trustees for the award of the contract.

3.10 Interpretation

This Solicitation and the District’s General Terms for Purchasing Solicitations and Contracts shall form the basis for any resulting award. No verbal or oral statements shall modify or supplement this Solicitation. Only written addenda issued by the District and any written exceptions expressly accepted by the District shall be binding during the solicitation process.

3.11 No Return of Responses; Withdrawal of Responses

All responses and accompanying materials become the property of EISD and will not be returned. A vendor may withdraw its response by written notice received by the District prior to the submission deadline. After the submission deadline, responses shall remain firm for ninety (90) days unless otherwise released by the District in writing.

3.12 Non-Collusion Statement

Vendors are required to certify a Non-Collusion Statement. Vendors are required to state the party submitting a response, that such response is genuine and not collusive or sham; that vendor has not colluded, conspired, connived or agreed, directly or indirectly, with an entity or person, to put in a sham response or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the response price or of any other vendor, or to fix any overhead, profit or cost element of said response price, or of that of any other vendor, or to secure any advantage against EISD or any person interested in the proposed contract, and that all statements in said response are true.

3.13 Open Records Policy

EISD is a governmental entity subject to the Texas Public Information Act. Responses submitted to EISD as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. If a vendor believes that its response, or parts of its response, may be exempted from disclosure under Texas law, the vendor must specify page-by-page and line-by-line the parts of the response which it believes are exempt. In addition, the vendor must specify which exception(s) to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception(s). Vague or general claims to confidentiality will not be accepted. EISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by vendors.

3.14 Preferences

EISD may apply applicable preferences for Texas resident vendors in the event of a tie bid. Preferences must be explicitly claimed by vendor and may not be applicable in procurements and/or contracts involving federal funds unless the procurement and/or contract involves unprocessed locally grown or locally raised agricultural products for use by EISD in a Child Nutrition Program. See Texas Government Code §§ 2252.001

- .004; 2 C.F.R. § 200.319.

3.15 Responsible Vendor

A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.

3.16 Responsive Submittals

Submissions shall be deemed responsive if they comply with all material and administrative aspects of this solicitation.

3.17 Invoicing

Invoices shall be sent to accountspayable@eanesisd.net. Payment terms will be Net 30 unless otherwise authorized by the District or a prompt payment discount has been offered. Payment period does not commence until receipt and approval of services by the ordering campus/department

3.18 EISD is Tax-Exempt

EISD is tax-exempt. Response prices should not include taxes.

mailto:accountspayable@eanesisd.net

PART 4.0 – SCOPE & SPECIFICATIONS

4.1 Scope of Services

Eanes Independent School District (“District”) is soliciting proposals from qualified service providers to furnish preventive maintenance, inspection, repair services, and chemical supply for the District’s aquatic facility mechanical and chemical systems.

The purpose of this solicitation is to ensure the safe, reliable, and efficient operation of the aquatic facility through regularly scheduled maintenance and professional system oversight.

This solicitation is for maintenance services and chemical supply only and does not include facility management, staffing, or programming services.

4.2 Facility Description

The District’s aquatic facility includes a stainless steel competition pool manufactured by Myrtha with a movable bulkhead and an approximate water volume of 518,000 gallons.

Existing Equipment and Systems The District’s aquatic facility currently utilizes the following major mechanical, filtration, and chemical feed systems. This information is provided for reference purposes only to assist proposers in preparing their responses.

Proposers shall ensure that all services, chemicals, and replacement parts provided under this contract are compatible with the District’s existing systems.

Boiler System Lochinvar Condensing Boiler Model: OFN3001

Filtration System Neptune Benson Defender System Model: SP-55-48-2076

Chemical Control System Chemtrol Chemical Controller (exact model to be confirmed)

Chlorination System Accu-Tab Chlorination System Model: 3150 pH Adjustment System Acid-Rite pH Adjustment System Model: 2500

Ultraviolet Disinfection System ETS-UV System Model:ECF-430-12

Chemicals Currently Used Accu-Tabs (chlorination tablets) Acid-Rite (acid feed system) Aqua Perl Perlite (filter media)

The equipment and chemical systems listed above reflect the District’s current configuration. Proposers may recommend compatible alternatives where appropriate; however, any proposed substitutions must be fully compatible with the District’s installed systems and approved by the District prior to implementation.

The successful proposer shall maintain all aquatic mechanical and chemical systems necessary for proper pool operation.

4.3 Scope of Services

The service provider shall provide routine inspection, preventive maintenance, chemical supply, and repair services including, but not limited to, the following:

Mechanical Systems

• Inspect circulation pumps, motors, and valves

• Verify proper system operation and identify abnormal conditions

• Inspect mechanical components for wear or failure

• Perform routine adjustments and lubrication where applicable

Filtration Systems

• Inspect filtration equipment and associated components

• Inspect pressure gauges and flow meters

• Perform routine filter maintenance in accordance with manufacturer recommendations

• Identify filter media replacement needs or other service requirements

Chemical Feed and Control Systems

• Inspect chemical feeders and injection systems

• Verify proper operation of chemical feed controllers

• Inspect tubing, pumps, and connections for leaks or malfunction

• Calibrate chemical control systems as necessary

• Water Testing During Service Visits

During scheduled maintenance visits, the service provider shall:

• Test water chemistry (including pH, sanitizer levels, and general balance)

• Document test results

• Adjust chemical feed systems as necessary to maintain proper system operation

Day-to-day pool operation and regulatory compliance remain the responsibility of the facility operator unless otherwise coordinated with the District.

4.4 Preventive Maintenance Schedule

Proposers shall recommend a preventive maintenance schedule based on industry best practices and system requirements. For evaluation purposes, proposers should assume a service frequency equivalent to approximately two

(2) maintenance visits per month. The final maintenance schedule will be coordinated with the District and facility operator to minimize disruption to facility use.

4.5 Chemical Supply

The service provider shall furnish all chemicals required for the proper operation of the aquatic systems.

This includes, but may not be limited to:

• Sanitizing chemicals

• pH control chemicals

• Water balance chemicals

• Any additional treatment chemicals required for proper pool operation

The service provider shall:

• Deliver chemicals as required to maintain proper inventory levels

• Ensure safe handling and storage of chemicals during service visits

• Provide Safety Data Sheets (SDS) for all chemicals supplied

• Ensure all chemicals are compatible with existing feed and control systems

If proprietary chemicals are proposed, the proposer must provide documentation from the equipment manufacturer confirming compatibility and any applicable restrictions.

4.6 Repairs and Replacement Parts

The service provider shall:

• Identify equipment failures or repair needs during inspections

• Provide repair recommendations and cost estimates when applicable

• Perform minor repairs necessary to maintain system functionality

• Install replacement parts as authorized by the District

Major equipment replacements or capital improvements shall require prior District approval.

4.7 Reporting Requirements

The service provider shall provide a written service report following each maintenance visit including:

• Work performed

• Water test results

• Observed deficiencies or operational concerns

• Recommended corrective actions

Reports may be submitted electronically.

Vendor must provide detailed billing statements that include the following:

• Date of service

• Type of service performed

• If a service call, type of service call

• If parts were replaced include what those parts were and to what piece of equipment

• Amount or chemicals replaced

4.8 Personnel Qualifications

Personnel performing work under this contract shall:

• Have experience maintaining commercial aquatic facilities

• Hold a Certified Pool Operator (CPO) certification or equivalent

• Be trained in aquatic mechanical systems and chemical safety

4.9 Coordination with Facility Operator

The service provider shall coordinate maintenance activities with District staff and the facility operator to minimize disruption to programming and facility operations.

4.10 Existing Facility Agreements

This solicitation is for maintenance support services only. Nothing in this RFP is intended to modify or supersede any existing lease, management, or operational agreement related to the aquatic facility. Implementation of services will be coordinated to ensure compatibility with existing agreements.

4.11 Service Response Time Requirements

The service provider shall maintain the capability to respond to maintenance issues and system failures in a timely manner to ensure safe and continuous operation of the aquatic facility.

Proposers shall describe their service response capabilities and include estimated response times for the following service categories:

4.12 Routine Maintenance

Routine preventive maintenance visits shall be performed according to the agreed maintenance schedule.

4.13 Non-Emergency Service Requests

For non-emergency maintenance issues identified by the District or facility operator:

Vendor shall acknowledge the request within one (1) business day Vendor shall schedule service within two (2) business days, unless otherwise agreed upon

4.14 Emergency Service Requests

Emergency conditions may include, but are not limited to:

• Circulation system failure

• Chemical feed system malfunction

• Water quality conditions that require immediate corrective action

• Mechanical failures impacting safe pool operation

For emergency service requests:

• Vendor shall respond within 24 hours of notification

• Vendor shall provide technical guidance or remote troubleshooting if immediate on-site service cannot be performed

Proposers shall clearly identify their standard response times and any emergency service procedures included in their proposal.

4.15 Long-Term Maintenance Considerations

Proposers shall describe how their maintenance approach supports the long-term performance and reliability of the aquatic systems.

Proposals should address:

• Preventive maintenance practices designed to extend equipment life

• Chemical management practices that promote efficient chemical use and balanced water chemistry

• Early identification of equipment wear or failure

• Recommendations for improving system efficiency or reliability

The District may consider these factors when evaluating the long-term cost impact of the proposed services.

4.16 Minimum Vendor Qualifications

To be considered responsive, proposers must meet the following minimum qualifications.

4.17 Experience Requirements

Proposers must demonstrate experience maintaining commercial aquatic facilities of similar size and complexity.

The proposer shall have:

• A minimum of three (3) years of experience providing aquatic maintenance services, or

• Demonstrated experience servicing comparable commercial or institutional aquatic facilities.

Experience may include work performed as an employee of a firm or as an independent contractor.

4.18 Certification Requirements

Personnel assigned to perform services must possess:

• Certified Pool Operator (CPO) certification or equivalent

• Training or experience related to aquatic mechanical systems and chemical feed systems

Proof of certification shall be provided upon request.

4.19 Insurance Requirements

The successful proposer must maintain insurance coverage meeting District requirements, including:

• Commercial General Liability

• Workers’ Compensation (or approved exemption for sole proprietors)

• Proof of insurance must be provided prior to contract execution.

4.20 Service Coverage Requirements

Proposers must demonstrate the ability to provide consistent service coverage.

Proposals must identify:

• The primary technician assigned to the District

• Any backup personnel available to provide coverage in the event of illness, vacation, or emergency

• Availability for emergency service requests

The District may consider vendor capacity to provide reliable service continuity when evaluating proposals.

PART 5.0 – EVALUATION AND AWARD OF RESPONSES

In accordance with Texas Education Code §44.031, award(s) will be made to the responsible vendor(s) whose proposal(s) are determined to provide the best value to the District.

To qualify for evaluation, a proposal must be submitted on time and must materially satisfy all mandatory requirements identified in this solicitation.

5.1 Evaluation Criteria (Weighted)

Proposals will be evaluated using the following weighted criteria:

Pricing & Cost Structure 25% Vendor Experience & Performance History 20% Staffing Capacity & Service Plan 20% Personnel Qualifications 15% Operational Support & Reporting 10% Value-Added Services 10% Total 100%

Evaluation factors align with Texas Education Code §44.031, including but not limited to:

1. Purchase price.

2. The reputation of the vendor and the vendor’s goods and services.

3. The quality of the vendor’s goods and services.

4. The extent to which the goods and services meet the District’s needs.

5. The vendor’s past relationship with the District.

6. The impact on the ability of the District to comply with laws relating to historically underutilized businesses.

7. The total long-term cost to the District to acquire the goods or services.

8. Any other relevant factor specifically listed in the request for bids or proposals.

The District may consider operational impact, service continuity, administrative burden, and staffing reliability in determining best value. EISD reserves the right to waive any or all bidding irregularities, formalities, or other technicalities, to be the sole and independent judge of quality and suitability of any products or services offered and may accept or reject any bid in its entirety and may award the products and/or services on this bid as may appear advantageous to the District.

5.2 Pricing

Vendors must submit pricing using the District-provided Rate Sheet or Pricing Workbook. Pricing must clearly disclose any supervision rates, minimum hour requirements, travel or mileage charges, administrative fees, etc.

All pricing must be fully disclosed. Undisclosed fees or charges will not be permitted without prior written approval from the District.

Price Adjustment and Chemical Cost Control Pricing submitted in response to this RFP shall remain firm for the initial contract term unless otherwise approved by the District.

Requests for price adjustments may be submitted by the vendor no more than once per contract year and must be supported by documentation demonstrating an increase in the vendor’s actual cost of goods or services.

Any proposed price increase must be submitted to the District in writing at least sixty (60) days prior to the requested effective date and must include supporting documentation such as manufacturer price lists, supplier invoices, or other verifiable cost data.

Approval of any price increase shall be at the sole discretion of the District. The District reserves the right to approve, deny, or negotiate any requested adjustment.

If the District determines that a proposed price increase is not justified or is inconsistent with market pricing, the District reserves the right to:

• Reject the requested adjustment

• Require the vendor to continue providing the product or service at the existing contract price

• Obtain the product or service from an alternate source

Chemical Pricing Protection Chemical pricing submitted in the vendor’s proposal shall represent the vendor’s standard commercial pricing for the products offered.

The District reserves the right to request documentation verifying vendor cost or manufacturer pricing for chemicals supplied under the contract.

If the District determines that chemical pricing is no longer competitive with prevailing market pricing, the District may request revised pricing from the vendor or procure chemicals through other sources.

Any chemical products supplied must be compatible with the District’s existing chemical feed and control systems unless otherwise approved by the District. Vendor shall notify the District in writing if manufacturer restrictions exist regarding the use of alternative chemicals or products with the District’s installed chemical feed systems.

5.3 Competitive Range

The District may establish a competitive range and conduct discussions or request clarifications with vendors within that range.

5.4 Award

Awards may be made to one or multiple vendors.

5.5 Non-Exclusive Contract

Contracts awarded under this solicitation shall be non-exclusive. The District reserves the right to procure similar services through other legally permissible methods if determined to be in the best interest of the District.

5.6 Formation of Contract

A proposal submitted in response to this Solicitation constitutes an offer. Award, if any, shall be made by the District in accordance with this Solicitation, the District’s General Terms for Purchasing Solicitations and Contracts, and applicable District policy. If Board approval is required, no award shall be effective until such approval is obtained. If a separate agreement is required by the District, no services shall commence until that agreement has been properly executed by individuals with authority to bind the parties. The District shall not be liable for any costs incurred or work performed prior to issuance of a valid purchase order, contract agreement, or other written authorization acceptable to the District.

PART 6.0 – GENERAL TERMS AND CONDITIONS

This Solicitation is subject to and incorporates by reference the following:

a) Texas Education Code 44.031.

b) Purchasing and Acquisition, Eanes ISD Policy CH (Legal), as amended.

c) Purchasing and Acquisition, Eanes ISD Policy CH (Local), as amended; and

d) Eanes ISD General Terms for Purchasing Solicitations and Contracts, as amended.

These documents are incorporated by reference as if fully set forth herein and are binding upon respondents.

In the event of a conflict between this Solicitation and the Eanes ISD General Terms for Purchasing Solicitations and Contracts, the General Terms shall control unless this Solicitation expressly states otherwise and the District approves such exception in writing.

Any resulting contract or agreement shall incorporate and be governed by the Eanes ISD General Terms for Purchasing Solicitations and Contracts unless expressly modified in writing and approved by the District.

https://drive.google.com/file/d/12aonjTdfWZ58BHLz758AJEtbBFFYKn12/view?usp=sharing https://www.eanesisd.net/dept/purchasing

PART 7.0 – INSURANCE REQUIREMENTS

EANES ISD INSURANCE REQUIREMENTS

Any vendor or contractor performing work on Eanes ISD property or facilities must provide a valid Certificate of Insurance (COI) along with the required supporting endorsements. This includes vendors bringing large equipment or vehicles onto district property.

Minimum Coverage Requirements

• General Liability – $1,000,000 per occurrence

• Automobile Liability – $500,000 per occurrence

• Workers’ Compensation – $100,000 per occurrence

All policies must remain active throughout the duration of the contracted work.

Required COI Language

The Certificate of Insurance must be issued on an ACORD 25 form and include the following language in the description of operations section:

“Eanes Independent School District, its trustees, administrators, employees, and agents are named as Additional Insured. General Liability and Auto Liability coverage is provided on a Primary and Non- Contributory basis. A Waiver of Subrogation applies in favor of Eanes ISD. 30 days' notice of cancellation is required.”

Endorsement Requirements

In addition to the COI, vendors must provide policy endorsement pages to support the coverage listed. These include:

• Additional Insured Endorsement

• Primary & Non-Contributory Endorsement

• Waiver of Subrogation Endorsement

• Cancellation Endorsement, if not incorporated into one of the above

Please note: A COI alone is not sufficient to verify coverage. The above endorsements must be attached and reference the policy under which coverage is extended.

Certificate Holder Must Read:

Eanes Independent School District 401 Camp Craft Road Austin, TX 78746

Submission Instructions

To streamline processing and support sustainability efforts, all Certificates of Insurance and endorsements must be submitted electronically to: safety@eanesisd.net

*In limited cases where vendors present low risk (i.e., do not enter district property, provide goods only, or operate as remote consultants), the district may accept a Certificate of Insurance with appropriate verbiage in lieu of full endorsement documentation. This determination will be made by Purchasing and/or Risk Management on a case-by-case basis.

mailto:safety@eanesisd.net

PART 8.0 – PROPOSAL RESPONSE

SECTION 1 – VENDOR INFORMATION

The undersigned authorized representative of the bidding company indicated below hereby acknowledges:

1. That he/she is authorized to enter into contractual relationships on behalf of the bidding company indicated below, and

2. That he/she has carefully examined the Proposal Notice, the accompanying Proposal Forms and the General Terms and Conditions and Item Specifications associated with this Proposal Invitation, and

3. That he/she proposes to supply the products and/or services offered under this Solicitation at the prices quoted and in compliance with this Solicitation and the District’s General Terms for Purchasing Solicitations and Contracts, except for any exceptions requested clearly identified in the proposal response;

4. That if awarded, the proposing company will furnish the products and/or services awarded in accordance with this Solicitation and the District’s General Terms for Purchasing Solicitations and Contracts, except for any requested exceptions expressly accepted by the District in writing; and

5. That any requested exceptions to this Solicitation or the District’s General Terms have been clearly identified in writing in the proposal response, and that no requested exception shall be effective unless expressly accepted by the District in writing.

Legal Name of Proposing Company DBA (if applicable)

Physical Address Taxpayer Identification #

City, State, Zip Printed Name of Authorized Represent.

Phone # of Authorized Representative Title of Authorized Representative

Fax # of Authorized Representative E-mail of Authorized Representative

Please indicate that you understand the respondent/post award requirements by initialing:

Response Requirements

_______ Proposal Response (MUST be submitted via Bonfire)

_______ Deviation/Compliance Form (MUST be submitted via Bonfire)

_______ Pricing Worksheet (MUST be submitted via Bonfire)

_______ Vendor Application (MUST be submitted via DocuSign)

Required Post Award (prior to providing service)

_______ Executed Vendor Agreement

_______ Certificate of Insurance (as described in Section 7)

_______ 1295- Certificate of Interested Parties

Signature of Authorized Representative Date

SECTION 2 – COMPANY EXPERIENCE

Provide a brief description of your company and its experience maintaining commercial aquatic facilities.

Limit response to 200 words.

Response

SECTION 3 – EXPERIENCE WITH SIMILAR FACILITIES

List up to three aquatic facilities of similar size or complexity that your company currently services or has serviced within the past five years.

Facility Location Type of Pool Years Serviced

SECTION 4 – PERSONNEL QUALIFICATIONS

Identify the personnel who will be assigned to perform services.

Name Role Certification Years Experience

Include copies of certifications if available.

SECTION 5 – PREVENTIVE MAINTENANCE APPROACH

Describe your approach to preventive maintenance for aquatic mechanical systems.

Include:

• inspection procedures

• system monitoring

• maintenance practices

Limit response to 200 words.

Response

SECTION 6 – CHEMICAL MANAGEMENT

Describe your approach to maintaining proper water chemistry and managing chemical supply.

Include:

• monitoring methods

• inventory management

• compatibility with existing systems

Limit response to 200 words.

Response

SECTION 7 – SERVICE RESPONSE CAPABILITY

Complete the table below.

Service Type Vendor Response

Routine service scheduling timeframe

Non-emergency service response time

Emergency response time

After-hours contact availability

SECTION 8 – SERVICE COVERAGE

Identify backup personnel or resources available if the primary technician is unavailable.

SECTION 9 – RECOMMENDED MAINTENANCE SCHEDULE

Provide your recommended maintenance visit frequency.

☐Weekly

☐ Twice per week

☐Monthly

☐ Other (explain)

Explanation

SECTION 10 – PRICING

Pricing must be submitted using the District-provided Rate Sheet or Pricing Workbook.

☐ Rate Sheet Attached

SECTION 11 – REQUIRED CERTIFICATIONS

Please confirm the following:

☐ Personnel performing work hold a Certified Pool Operator (CPO) certification or equivalent

☐ Vendor can meet the District’s insurance requirements

☐ Vendor agrees to comply with the terms of the RFP

SECTION 12 – REFERENCES

Proposal must include at least three (3) references for whom your firm has provided similar services within the last three (3) years. Please include company name, name of contact person/title, email address and telephone number of references. Preference will be given to references from Texas public school districts or other Texas public education entities where comparable services have been provided. If such references are not available, vendors may provide references from other governmental or educational organizations performing similar services.

COMPANY NAME:

SERVICE PROVIDED:_________________________________________________________________________________________________________

CONTACT PERSON: TITLE:

EMAIL ADDRESS: PHONE#:

COMPANY NAME:

SERVICE PROVIDED:_________________________________________________________________________________________________________

CONTACT PERSON: TITLE:

EMAIL ADDRESS: PHONE#:

COMPANY NAME:

SERVICE PROVIDED:_________________________________________________________________________________________________________

CONTACT PERSON: TITLE:

EMAIL ADDRESS: PHONE#:

DEVIATION/COMPLIANCE SIGNATURE FORM

Vendor Name

Address

City State Zip

Phone Number Fax Number

Contact Person

If the undersigned bidder intends to deviate from the General Terms and Conditions or Item Specifications listed in this proposal invitation, all such deviations must be listed on this page, with complete and detailed conditions and information included or attached. The District will consider any deviations in its proposal award decisions, and the District reserves the right to accept or reject any proposal based upon any deviations indicated below or in any attachments or inclusions.

In the absence of any deviation entry on this form, the bidder assures the District of their compliance with the General Terms and Conditions, Item Specifications, and all other information contained in this Proposal Invitation.

No Deviations Yes Deviations

List any Deviations your company is submitting below:

Signature of Authorized Representative Date

Name (Please Print) Title

PART 8.0 – ATTACHMENTS

EANES ISD CERTIFICATE OF INTERESTED PARTIES – FORM 1295

Eanes ISD is required to comply with HB 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 applies to a contract of Eanes ISD that (1) requires an action or vote by the Eanes ISD Board of Trustees before the contract may be signed; (2) has a value of at least $1 million; or (3) is for services that would require a person to register as a lobbyist under Tex. Gov’t Code Chapter 305.

If applicable, the business entity must submit a Disclosure of Interested Parties (Form 1295) to EANES ISD at the time business entity submits the signed contract. The Form 1295 requirement does not apply to: (1) a contract with a publicly traded business entity or wholly owned subsidiary of the same; (2) an electric utility; or (3) a gas utility. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission. The following definitions apply:

(1) “Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. TEX. GOV’T CODE § 2252.908(1).

(2) “Interested Party” means a person:

a) who has a controlling interest in a business entity with whom Eanes ISD contracts; or

b) who actively participates in facilitating the contract or negotiating the terms of the contract, including a broker, intermediary, adviser, or attorney for the business entity. TEX. GOV’T CODE § 2252.908(3).

(3) “Controlling interest” means:

a) an ownership interest or participating interest in a business entity by virtue of units, percentage, shares, stock, or otherwise that exceeds 10 percent;

b) membership on the board of directors or other governing body of a business entity of which the board or other governing body is composed of not more than 10 members; or

c) service as an officer of a business entity that has four or fewer officers, or service as one of the four officers most highly compensated by a business entity that has more than four officers. Subsection (c) does not apply to an officer of a publicly held business entity or its wholly owned subsidiaries. TEX. ETHICS COMM. RULE 46.3(c).

(4) “Intermediary” means a person who actively participates in the facilitation of the contract or negotiating the contract, including a broker, adviser, attorney, or representative of or agent for the business entity who:

a) receives compensation from the business entity for the person’s participation;

b) communicates directly with the governmental entity or state agency on behalf of the business entity regarding the contract;

and

c) is not an employee of the business entity. TEX. ETHICS COMM. RULE 46.3(e).

As a “business entity,” vendors must:

(1) complete Form 1295 electronically with the Texas Ethics Commission using the online filing application, which can be found at https://www.ethics.state.tx.us/filinginfo/1295/

- All vendors must complete Form 1295, even if no interested parties exist

- In Section 2, insert “Eanes Independent School District”

- In Section 3, insert the Eanes ISD RFP # for this proposal

(2) print a copy of the completed form (make sure that it has a computer-generated certification number in the “Office Use Only” box)

(3) have an authorized agent of the business entity sign the form

(4) submit the completed Form 1295 by attaching the form to your proposal in the Response Attachment section of the Eanes ISD eBid System.

Eanes ISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after receipt. After Eanes ISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from Eanes ISD.

https://www.ethics.state.tx.us/filinginfo/1295/

FOR REFERENCE ONLY

SUBMIT VIA DOCUSIGN

Vendor Application

Vendor Information and Payment Setup:

Complete this section in full. This information will be used to establish or update the vendor record, payment information, and purchasing contact information for District business.

Legal Company Name:

Federal Tax ID (EIN): _________________________ Please attach a current W-9 form here:

Attach a list of any other businesses with this EIN, including assumed names, trade names, or “doing business as” (DBA) names:

Corporate Address:

City/Municipality: State/Province: Zip Code: Country:

Remittance Address:

City/Municipality: State/Province: Zip Code: Country:

Order Address:

City/Municipality: State/Province: Zip Code: Country:

Web Site:

Contact Name: Contact Email Address:

Do you accept Purchase Orders? ____Yes ____No

Submit POs via Email to: Phone Number(s):

Will you accept payment via ACH? ____Yes ____No If yes, the Business Office will send your Electronic Payment Setup form separately upon award.

The District’s standard payment terms are Net 30.

Do you offer a prompt payment discount? ____

If yes, discount %: ___ Discount Days: ___

FELONY CONVICTION NOTICE

Senate Bill 1 passed by the Texas Legislature, Section 44.034, Notification of Criminal History, Subsection (a) states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or owners or operators of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the felony”

Subsection (b) states “a school district may terminate a contract 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 contract”. This disclosure is not required of a publicly held corporation (option A).

I, the undersigned agent for the firm named below, certify that the information concerning notification of felony conviction has been reviewed by me and the following information furnished is true to the best of my knowledge (select one answer).

Select one of the following: A, B or C

Vendor’s Name:

Authorized Company Officer's Name:

Title:

A. My firm is not owned nor operated by anyone who has been convicted of a felony.

Signature of Company Officer:

B. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony (list names and titles):

Details of Conviction:

C. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. Signature of Company Officer:

ALL VISITORS TO ANY EANES ISD BUILDING WILL BE REQUIRED TO PRESENT A PICTURE ID

AND BE ENTERED INTO THE VISITOR MANAGEMENT SYSTEM IN ORDER TO RECEIVE A

VISITOR’S PASS. NO VISITOR WILL BE ALLOWED ENTRY WITHOUT A VISITOR’S PASS.

Date:

EANES ISD CONFLICT OF INTEREST DISCLOSURE STATEMENT

Eanes Independent School District (EANES ISD) is required to comply with Texas Local Government Code Chapter 176, Disclosure of Certain Relationships with Local Government Officers. House Bill 23 significantly changed Chapter 176 as well as the required disclosures and the corresponding forms. As of September 1, 2015, any vendor who does business with Eanes ISD or who seeks to do business with Eanes ISD must fill out the new Conflict of Interest Questionnaire (CIQ) whether or not a conflict of interest exists. A conflict of interest exists in the following situations:

1) If the vendor has an employment or other business relationship with a local government officer of EANES ISD or a family member of the officer, as described by section 176.003(a)(2)(A) of the Texas Local Government Code; or

2) If the vendor has given a local government officer of Eanes ISD, or a family member of the officer, one or more gifts with the aggregate value of $100, excluding any gift accepted by the officer or a family member of the officer if the gift is: (a) a political contribution as defined by Title 15 of the Election Code;

or (b) a gift of food accepted as a guest; or

3) If the vendor has a family relationship with a local government officer of Eanes ISD.

“Vendor” means a person who enters or seeks to enter into a contract with a local governmental entity. The term includes an agent of a vendor. The term includes an officer or employee of a state agency when that individual is acting in a private capacity to enter into a contract. The term does not include a state agency except for Texas Correctional Industries. Texas Local Government Code 176.001(7).

“Business relationship” means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Texas Local Government Code 176.001(3).

“Family relationship” means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity, as those terms are defined by Subchapter B, Chapter 573, Government Code. Texas Local Government Code 176.001(2-a).

“Local government officer” means: (A) a member of the governing body of a local governmental entity; (B) a director, superintendent, administrator, president, or other person designated as the executive officer of a local governmental entity; or (C) an agent of a local governmental entity who exercises discretion in the planning, recommending, selecting, or contracting of a vendor. Texas Local Government Code 176.001(4).

Eanes ISD Board of Trustees includes:

Kim McMath Diane Hern Kelly Marwill

Laura Clark James Spradley

John Troy Catherine Walker

Current local…