10-RFP 23-004KB-07 Scope Of Work.pdf

Date Issued: Nov. 2022 Revision Date:

Fort Bend Independent School District

REQUEST FOR PROPOSALS

Fine Arts Consultants and Clinicians (Supplemental)

RFP NUMBER 23-004KB-07

PROPOSAL CLOSE DATE: Friday, March 6, 2026

TIME : 10:00 AM CST

SUBMIT PROPOSAL PACKET IN THE:

FBISD BID Portal: https://fortbendisd.bonfirehub.com https://fortbendisd.bonfirehub.com/

Fine Arts Consultants and Clinicians (Supplemental)

BACKGROUND

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 79,000. The district currently consists of 83 campuses and multiple administrative sites. The intention of this Request for Proposal (RFP) is to solicit proposals for Fine Arts Consultants and Clinicians (Supplemental).

PRE-PROPOSAL MEETING:

A pre-proposal conference is scheduled on Wednesday, January 21, 2026 at 2:00 PM CST. This pre-proposal meeting will be held virtually using Microsoft Teams. The pre-proposal meeting is highly recommended to understand the requirements of this solicitation and to answer any questions vendors may have about this RFP.

Link to join Pre-Proposal meeting: Join the meeting now

QUESTIONS AND ANSWERS:

Questions or clarifications pertaining to this RFP shall be submitted through the Ask a Question feature in Bonfire. It is the vendor’s responsibility to obtain any addenda through the e-bidding portal. Please check for addenda before submitting your proposal. Questions received by the deadline and corresponding answers will be included in an Addendum and posted in Bonfire. The Q&A for this proposal must be submitted no later than: Friday, January 30, 2026 at 12:00 PM CST. You will not be able to send messages after the Q&A deadline.

SPECIAL NOTE

Please be reminded that all Fort Bend ISD campuses and departments are tobacco, drug, and weapon free facilities. Vendors are responsible for the conduct of their employees and adherence to Fort Bend ISD building policies. No work shall interfere with school or system activities or environment unless permission is given by the District.

For the purposes of Pre-proposal and demonstrations, persons with disabilities requiring special accommodations should contact Kathleen Booker, FBISD Senior Buyer at 281-634-1805 or kathleen.booker@fortbendisd.gov, at least two (2) days prior to the conference.

GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS

This solicitation shall be governed by the documents incorporated herein as well as the general provisions posted on the FBISD website https://www.fortbendisd.com/General-Provisions-for- Purchasing-Solicitations-and-Contracts.pdf. A copy may be obtained at or by contacting the Fort Bend ISD Buyer for this solicitation.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjRmZTAxODMtZWZkZi00ZWZkLThlNDEtNWY3M2QzYjk3ODNi%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%22c809e571-7db0-4353-8079-72c4b72a1d04%22%7d mailto:kathleen.booker@fortbendisd.gov https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf

Proposers are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP. Any exceptions to the terms and conditions in the RFP must be outlined on the Proposal Exemptions Form. Each Proposer, by submitting its proposal, represents that the Proposer has read, understands, and agrees with the RFP terms and the Agreement, excluding any exception specifically made by the Proposer and outlined on the Proposal Exemptions Form. Proposers are requested to sign the form of agreement to verify their assent to the terms and conditions therein.

If proposers have Contract Documents that they expect FBISD to execute, those forms must be submitted with the completed Proposal Exemptions Form and uploaded in the Proposal Exemptions Form section in Bonfire.

The District reserves the right to waive minor technical defects in a proposal, reject any and all proposals, reject any part of a proposal, advertise for a new proposal or make the purchase on the open market if the price or services can be obtained at a better price.

The contract period will be for two years with 3 two-year renewal options.

All Fort Bend ISD solicitations and addendums can be accessed on Bonfire e-bidding portal at https://fortbendisd.bonfirehub.com PLEASE NOTE THAT IT IS THE

RESPONSIBILITY OF THE PROPOSER TO CHECK FOR ANY ADDENDUM ON

FBISD BONFIRE ELECTRONIC BIDDING PORTAL PRIOR TO SUBMITTING A

PROPOSAL.

Compliance with Gov’t Code 552.372: The requirements of the Texas Public Information Act, Chapter 552 of the Texas Government Code, Subchapter J, may apply to this bid or contract if it is valued at more than $1 million. The contractor or vendor agrees the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter, including the preservation of all “contracting information” (as defined in 552.003) and the provision, upon request of the governmental entity with whom you are contracting, of all contracting information. Contracting information includes, but is not limited to, records, communications and other documents related to the bids process, contract, payments, receipts, scope of work/services, and performance.

INTERLOCAL AGREEMENTS WITH OTHER SCHOOL DISTRICTS THROUGH

THE CENTRAL TEXAS PURCHASING ALLIANCE

A. Membership. Fort Bend Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, documents, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Fort Bend Independent School District may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.0331(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better pricing and purchasing terms established by the originating district.

VENDOR COMMUNICATION:

Communication between the Purchasing Department and vendors is imperative and encouraged.

Steps must be taken, however, to maintain a fair opportunity to compete for all vendors and avoid any appearance of favoritism. In order to protect the integrity of the process, once the solicitation is issued, please observe the following:

• Other than the Assigned Buyer listed, all communication regarding this RFP with district employees, staff, consultants or Board members is strictly forbidden and may result in disqualification.

• All request for clarifications, information and questions must be submitted in writing to the Assigned Buyer during the Question and Answer time frame outlined in the solicitation document.

• All responses and necessary corrections to the solicitation will be communicated through the addendum process by the Assigned Buyer.

By following the above referenced guidelines, will make certain the District is maintaining a “level playing field” among all eligible vendors during the solicitation process.

EVALUATION CRITERIA

The award of this contract will not be made solely on price. Rather, FBISD’s award will be made on the basis of “best value,” considering all applicable mandatory evaluation factors listed in Texas Education Code Section 44.031. Proposal shall be evaluated using the evaluation criteria listed below. Fort Bend ISD reserves the right to award contract as best meets the District’s needs such as per section, by line items, group, single, dual, or multiple award.

Evaluation Criteria Point

System

Purchase price

• Offer a fair reasonable price for goods and services to be procured by Fort Bend ISD.

25 points

Reputation of the Vendor and of the Vendor’s goods or services

• References

5 points

3 Quality of the Vendor’s goods or services Qualifications/Experience:

• Bachelor, Master, or Doctoral degree specifically related to the artistic discipline; or Minimum five years' experience performing or working in the activity for which services are provided.

• Certifications as appropriately related to the discipline of interest and the services rendered.

• Industry expertise or experience in the related artistic discipline

25 points

4 Extent to which the goods or services meet the district’s needs

• Services or goods offered aligns with scope requirement

• School District or Campuses serviced

20 points

5 Vendor’s past relationship with the district For reference, the vendor shall list the following:

• Past projects or contracts similar service vendor has had with the district.

• Past projects or contracts similar service vendor has had with any K-12

5 points

6 Long-term cost to the district to acquire the Vendor’s goods or services

10 points

7 Vendor’s Principal place of business is in the state of Texas or employs 500 people in this state. 0 points

8 Insurance Requirements.

Certificate of Insurance as requested in the solicitation: Hold Harmless

Pass/Fail

Service Agreement:

• Extent to which the vendor agrees to our Standard Form of Agreement by Signing the Agreement, you assent to the Terms and Conditions of Fort Bend ISD.

10 points

The impact on the ability of the district to comply with laws and rules relating to Historically Underutilized Businesses (HUB).

N/A

TOTAL 100 points

TIME TABLE:

Fort Bend ISD anticipates following the timetable listed below for this bid. The timetable is only an estimate and actual dates may vary.

Activity Date

1. Job starts to advertise (1st run) Tuesday, January 6, 2026

2. Job advertises (2nd run) Tuesday, January 13, 2026

3. Pre-Proposal 2:00 PM (CST) Wednesday, January 21, 2026

4. Vendor Questions Due 10:00 AM (CST) Friday, January 30, 2026

5. Proposal Package Due 10:00 AM (CST) Friday, March 6, 2026

6. Awards will be posted in the Bonfire Portal https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities Tentative – June 2026 https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities

SPECIAL TERMS AND CONDITIONS

PROPOSAL SUBMISSION REQUIREMENT

Fort Bend ISD will accept proposals submitted electronically through Bonfire e-bidding portal https://fortbendisd.bonfirehub.com until Friday, March 6, 2026 10:00 AM CST.

To achieve a uniform review process and obtain the maximum degree of comparability, it is required that all requested information be submitted in the manner specified in this RFP. All proposal documents and requirements for this solicitation including Questionnaires should be completed in its entirety and uploaded as part of the proposal submission.

Requested Documents: Complete and upload the documents listed below under the Requested Information section in Bonfire:

• Proposal Submission

• Price Proposal

• Agreement for Services

• Required Forms/Exhibits: EDGAR Certification

• Required Forms/Exhibits: Conflict of Interest Form

• Required Forms/Exhibits: Form 1295

• Proof of Insurance

• Background Check Form

Submission Upload:

The District will only accept proposals submitted through FBISD electronic bidding portal Bonfire https://fortbendisd.bonfirehub.com No later than: Friday, March 6, 2026 at 10:00 AM CST.

Proposals received after the due date and time will not be accepted.

Proposer must download all files under Supporting Documentation to prepare your submission.

Complete and upload under the Requested Information in Bonfire.

Proposals must be uploaded, submitted, and finalized prior to the Closing Time. We strongly recommend that you give yourself enough time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

All proposals must be SUCCESSFULLY submitted before the due date and time. It is recommended that once you have completed your final submission and received a notice status of “submission Complete” from Bonfire, you access your account again and review the documents to verify that the correct content has been provided. Once the close date has passed, you will not have an opportunity to change any of the submitted documents.

It is the vendor’s sole responsibility to ensure that proposals are finalized before the due date and time. Do not wait until the last minute”. FAXED OR E-MAILED SUBMISSIONS WILL NOT BE ACCEPTED. Public bid opening will be conducted via Teams.

SCOPE OF WORK

Fort Bend Independent School District is soliciting proposals from qualified Fine Arts consultants to provide contracted services for staff and student development in the academic areas of art, dance, music, theatre, etc. This request for proposal will establish a list of pre-approved companies or individuals that can provide Fine Arts consultant services to the District in alignment with the instructional philosophy of the Fine Arts Department.

Contractors will provide the following category of services as described in this scope of work on a short or infrequent term, based on a fee per service or per diem, and does not involve the traditional relationship of employer and employee. Vendors may provide administrative, technical, or educational expertise not otherwise available to or performed by District personnel. Services may consist of information, advice, opinions, alternatives, conclusions, recommendations, performances, intellectual products, demonstrations, or direct assistance.

Services directly related to Fine Arts contracted services can include, but are not limited to, staff and student development in the academic areas of Art, Dance, Music, and Theatre:

• Instructional coaching (job-embedded professional learning), or serving as a clinician

• Delivering instruction to students in large or small group settings, including but not limited to masterclass teachers, vocal coaches, marching band technicians, color guard technicians, and percussion technicians

• Performing as an accompanist

• Designing, coordinating, and delivering marching band shows, including but not limited to drill writing, program coordinating, music composing and/or arranging, and sound designing.

• Composing or arranging music

• Creating choreography for students to perform

• Designing costumes and/or uniforms

• Creating color guard routines, including equipment work, for students to perform

• Providing staff development or professional learning sessions

• Providing professional training professional training materials, books, or education kits

• Providing teaching materials, evaluation materials, examination/testing materials, and software programs or licenses

Pricing may be provided in the form of hourly rates, time and materials pricing, or applicable unit pricing. Proposer should submit pricing in the format provided herein.

All pricing is subject to negotiation by FBISD.

QUESTIONS AND ANSWERS: