10-RFQ 26-001KB Scope of Work.pdf

Date Issued: Dec. 2020 Revision Date: Nov..2022

Fort Bend Independent School District

REQUEST FOR QUALIFICATIONS

Student and Family Medical Services

RFQ NUMBER 26-001KB

CLOSE DATE: Thursday, September 18, 2025

TIME: 10:00 AM CST

SUBMIT QUALIFICATION PACKET IN THE:

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

Student and Family Medical Services

BACKGROUND

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 80,000. The district currently consists of 83 campuses and multiple administrative sites. The intention of this Request for Qualifications (RFQ) is to solicit qualifications for Student and Family Medical Services.

PRE-QUALIFICATION CONFERENCE:

A pre-qualifications conference will be held on Wednesday, September 3, 2025, 10:00 AM CST.

meeting will be held virtually using Microsoft Teams. Proposers are highly encouraged to attend to have a better understanding of the requirements of this Request for Qualifications (RFQ).

Link to join the meeting: Join the meeting now

QUESTIONS AND ANSWERS:

Questions or clarifications pertaining to this RFQ shall be submitted through the Ask a Question feature in Bonfire before the due date Friday, September 5, 2025, 10:00 AM CST. Questions received by the deadline and corresponding answers will be included in an Addendum and posted in Bonfire. You will not be able to send messages after the Q&A deadline.

DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review submissions and reserve the right to create a short list of vendors based on the factors used to evaluate qualifications. Product Demonstrations/Interviews may be scheduled with the short-list vendors. The District reserves the right to use the same weight factors for Product Demonstrations/Interviews as in the Evaluation Criteria or adapt new factors.

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-qualification meeting and demonstrations, persons with disabilities requiring special accommodations should contact Kathleen Booker, Senior Buyer at 281-634- 1805 at least two (2) days prior to the conference.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2MyZDU0YWYtOThhMC00MjlmLTg1ZmQtNGJmNTUzNTRhZGMx%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

GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS

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

Proposers are required to respond to all requests outlined in this RFQ. By submitting a proposal, each Proposer affirms that they have reviewed and agree with the agreement for services, general provisions, terms, specifications, and requirements stated in this RFQ. The submission of a proposal constitutes the proposer’s acceptance of and agreement to the terms and conditions of this Request for Proposal. Proposers are required to sign the Vendor Acknowledgement Form to confirm their assent to the terms and conditions.

Only authorized dealers may bid on requested equipment. At the discretion of FBISD, a certificate, executed by the manufacturer, may be requested stating that the bidder is an authorized agent of the manufacturer and is duly authorized to sell, service, and maintain the equipment.

The terms, conditions, specifications, and requirements in this RFQ, along with any issued Addenda, will become part of the Agreement between FBISD and the Vendor. The selected Vendor will be required to execute a written contract for all goods, services, and deliverables required under the Agreement. No Vendor will acquire any rights or interest until the District executes the Agreement. The District reserves the right to modify Agreement terms if deemed in FBISD’s best interest and do not substantially change the scope of the Board award. FBISD does not sign Vendor contract forms. If a Vendor requests changes to the District’s standard Agreement form after a project is awarded, the District reserves the right to cancel the award and re-award the project to an alternate Vendor. If a Vendor requires the execution of a license agreement or additional contract documents, the District may review and amend them at its discretion.

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 for this RFQ will be for five years (5), with an option for the District to renew for one (1) additional five-year terms or as otherwise specified in the Agreement.

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 SYSTEM PRIOR TO SUBMITTING A QUALIFICATION.

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 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 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.

ELECTRONIC COMMERCE:

Fort Bend ISD uses PeopleSoft as its financial software system. Vendors will have ecommerce capability to interface with PeopleSoft for electronic ordering capabilities. FBISD may implement electronic commerce capability for selected preferred vendors. All orders would then be sent to the awarded vendor electronically, thus significantly reducing the order processing lead-time.

Vendors will enable electronic commerce (Punch-out) capabilities to enable the district to purchase goods electronically from an awarded vendor’s website with contracted prices and discounts thereby facilitating a shopping cart experience similar to Internet shopping. If enabled the vendor will be responsible for updating their electronic catalog.

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 RFQ 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

Selection will be made on the basis of demonstrated competence and qualifications in accordance with Texas Government Code sections 2254.004. Submissions shall be evaluated using the evaluation criteria listed below. FBISD reserves the right to award contracts as best meet the District’s needs such as per section, groups, or all.

Evaluation Criteria Point System

Firm’s Approach

• Firm’s approach, supporting documentation, evidence of competence to undertake such effort.

Methodology

• Firm’s experience providing student and family medical services for a Texas public school district. Explanation of project methodology, unique challenges, and any other relevant information.

3 Qualification

• Qualifications, certifications, the experience of key personnel.

• Qualifications, certifications, experience of team proposed for these services.

4 Past Experience

• Firm’s Past experience with FBISD and/or other Districts.

• K-12 Experience, Higher Education, Governmental

Experience or organizations.

5 References

• Five (5) References from prior clients for which your organization has provided comparable services.

List of References should come from past project examples listed within this RFQ.

TOTAL 100 points

RFQ SCHEDULE:

Fort Bend ISD anticipates following the schedule outlined below for this RFQ. Please note that the schedule is an estimate, and actual dates may vary Activity Date

1. RFQ starts to advertise (1st run)

Thursday, August 14, 2025

2. RFQ advertises (2nd run) Thursday, August 21, 2025

3. Pre-Qualification Meeting 10:00 AM CST Wednesday, September 3, 2025

4. Vendor Questions Due 10:00 AM CST Friday, September 5, 2025

5. Deadline for submitting Qualifications 10:00 AM CST Thursday, September 18, 2025

6. Demonstrations/Interviews Tuesday, September 30, 2025 (Tentative)

7. Awards will be posted in the Bonfire Portal https://fortbendisd.bonfirehub.com/pastOpportunities Tentative January 2026

SPECIAL TERMS AND CONDITIONS

PURCHASE ORDER:

1. All Purchase Orders shall include the proper Fort Bend Independent School District purchase order number.

2. FBISD purchase order number shall be referenced on all Invoices.

3. Services are to be rendered to Fort Bend Independent School District ONLY when a district approved purchase order has been received by your firm. Under no circumstances, should services be provided to the District without a properly drawn District purchase order.

4. If your firm provides service without a properly drawn District purchase order, you are NOT GUARANTEED PAYMENT and service you have provided could be constituted as a donation to the District.

5. Please inform any staff member that handles the Fort Bend Independent School District account of these procedures.

INVOICE:

https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities

1. Invoices should be submitted showing Itemized description of the products delivered.

2. Each invoice shall reflect the agreed upon pricing

3. Invoices shall reference the purchase order number and the campus/department placing the order.

4. Invoices shall indicate back-order, cancellations and substitutions.

5. Invoices shall be sent to Accounts Payable AccountsPayable.Invoices@fortbendisd.com with a copy to the FBISD requesting department/campus.

READ THIS DOCUMENT CAREFULLY.

DO NOT ASSUME THAT IT IS THE SAME AS OTHER SIMILAR DOCUMENTS

YOU MAY HAVE SEEN, EVEN IF FROM FBISD.

SUBMISSION REQUIREMENT

Fort Bend ISD will accept statement of qualifications submitted electronically through Bonfire e-bidding portal https://fortbendisd.bonfirehub.com until Thursday, September 18, 2025, 10:00

AM CST.

To achieve a uniform review process and obtain the maximum degree of comparability, it is required that all requested documents and/or information be submitted in the manner specified in this RFQ. All documents and requirements including Questionnaires should be completed and uploaded as part of the qualification submission.

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

o Tab 1 – Firm’s Approach o Tab 2 – Methodology o Tab 3 – Qualifications o Tab 4 – Past Experiences o Tab 5 – References (Q-29EU) o Tab 6 – Additional Information

• Sample Documents:

Contractual documents provided as examples. Vendor will be required to sign and/or submit these upon notification of award.

o Agreement for Services o Data Protection Addendum (DPA) o Insurance Requirements o EDGAR Certifications Form

• Tab 7: Forms o 1295 Form: Complete on https://www.ethics.state.tx.us o Conflict of Interest Questionnaire (CIQ) mailto:AccountsPayable.Invoices@fortbendisd.com https://www.ethics.state.tx.us/ o Vendor Acknowledgement Form o Suspension and Debarment Form o RFQ Questionnaire (Q-15LY) o Background Check Form o IT Questionnaire (Q-79SU) o Addendum(s)/Questions & Answers (If Applicable)

Please note the location, type and requirements of these forms all must be submitted in the specified location in Bonfire. Forms requiring signatures must be signed. Qualifications may be deemed non-responsive if requested documents are not submitted.

Questionnaire:

Questionnaire should be downloaded and completed in its entirety with the information requested. Questionnaire will be deemed incomplete if the information requested is not provided in the questionnaire.

Insurance Requirement:

Vendors shall submit to the District the requested Certificate of Insurance (COI) as outlined in the solicitation upon notification of award. The COI shall be effective from the start of the contract and maintained without lapse throughout the term of the contract Failure to maintain appropriate insurance may result in non-renewal of the contract.

Submission Upload:

The District will only accept qualifications submitted through FBISD electronic bidding portal Bonfire at https://fortbendisd.bonfirehub.com

Qualifications must be uploaded, submitted, and finalized no later than: Thursday, September 18, 2025, 10:00 AM CST. Qualifications received after the deadline will not be accepted.

To prepare your submission, download all required files under the Supporting Documentation section in Bonfire, complete the necessary forms, and upload them under the Requested Information section.

We strongly recommend starting the upload process at least one (1) day before the deadline to ensure ample time for submission. Once your qualification is finalized, confirm your submission status as “Submission Complete” in Bonfire. After the deadline, no changes to submitted documents will be allowed.

It is the vendor’s sole responsibility to ensure timely submission. FAXED OR E-MAILED

SUBMISSIONS WILL NOT BE ACCEPTED.

The public bid opening will be conducted via Teams.

Link to join the meeting: Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGY5YzhkYjQtMGUwMi00ZDNmLWEzMTktYzJiMWU0OTNlYTUy%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

SCOPE OF WORK

At a minimum, Fort Bend ISD is seeking the following services at no cost to the District.

Service providers can bill Medicaid and private insurance, collect co-pays, or implement services at low or sliding scale costs for families without insurance.

Campus-Based Health Clinic

A. Provide Services that:

1. Allow access to primary health care services for students, families, and/or staff.

2. Allow access to qualified on-site health care professionals.

3. Are aligned with the best practice school-based health clinic services.

B. The Proposer guarantees:

1. All services shall be provided at no or low cost to parents, surrogates, guardians, or adult student(s). Provider can bill Medicaid and private insurance, collect co-pays or implement services at low or sliding scale cost for families without insurance.

2. All health care providers and onsite staff will undergo a background check.

3. All health care providers and onsite staff will adhere to district and campus compliance guidelines.

4. Remain in the scope of the defined service.

5. Maintain frequent contact with FBISD SEL and Comprehensive Health administration.

6. Provider will maintain accurate documentation for services and provide FBISD

SEL and Comprehensive Health assigned administration with a copy of services provided to students, consultation/recommendations reports, and other documentation.

7. Collaborate with FBISD to provide FERFA/HIPPA compliant evaluations on progress of students served.

8. Are aligned with best practice school-based health clinic evaluations.

Telemedicine Health Services

A. Provide Services that:

1. Allow access to telecommunications technology and information technology services to provide remote clinical services to students, families, and staff.

2. Allow access to qualified health care professionals via telecommunications technology and information technology services.

3. Are aligned with the best practice school-based telemedicine health services.

or adult student(s). Provider can bill Medicaid and private insurance, collect co-pays or implement services at low or sliding scale cost for families without insurance.

2. Provide telecommunications technology and information technology services to

FBISD.

3. Provide technical support to campus nurses and staff.

4. Provide professional learning and ongoing support to campus nurses and staff.

5. All staff will undergo a background check.

6. All staff will adhere to district and campus compliance guidelines.

7. Remain in the scope of the defined service.

8. Maintain frequent contact with FBISD SEL and Comprehensive Health administration.

9. Provider will maintain accurate documentation for services and provide FBISD

SEL and Comprehensive Health assigned administration with a copy of services provided to student(s)., consultation/recommendations reports, and other documentation.

10. Collaborate with FBISD to provide FERFA/HIPPA compliant evaluations on progress of students served.

11. Are aligned with best practice telemedicine health service evaluations.

Mobile Clinics

Services to be provided by the provider:

A. Provide Services that:

1. Allow access to customized vehicles that travel to district facilities and provide prevention and healthcare services to students, families, and/or staff.

2. Allow access to qualified health care professionals.

3. Are aligned with the best practice school-based mobile health clinic services.

or adult student(s). Provider can bill Medicaid and private insurance, collect co-pays or implement services at low or sliding scale cost for families without insurance.

2. Adhere to all legal and operational guidelines required for mobile health clinics.

3. All health service providers and staff will undergo a background check.

4. All health service providers and staff will adhere to district and campus compliance guidelines.

5. Remain in the scope of the defined service.

6. Maintain frequent contact with FBISD SEL and Comprehensive Health administration.

7. Provider will maintain accurate documentation for services and provide FBISD

SEL and Comprehensive Health assigned administration with a copy of services provided to students, consultation/recommendations reports, and other documentation.

8. Collaborate with FBISD to provide FERFA/HIPPA compliant evaluations on progress of students served.

9. Are aligned with best practice school health service evaluations.

Other Health Services

A. Provide Services that:

1. Allow access to prevention and healthcare services for students, families, and/or staff.

2. Allow access to qualified health care professionals.

3. Are aligned with the best practice school health services.

4. Provide standing orders for stock medications to align with state and federal requirements.

5. Provide on-site vaccinations to students and families.

or adult student(s). Provider can bill Medicaid and private insurance, collect co-pays or implement at low or sliding scale cost for families without insurance.

2. All health care providers and staff will undergo a background check.

3. All health care providers and staff will adhere to district and campus compliance guidelines.

4. Remain in the scope of the defined service.

5. Maintain frequent contact with FBISD SEL and Comprehensive Health administration.

6. Provider will maintain accurate documentation for services and provide FBISD

SEL and Comprehensive Health assigned administration with a copy of services provided to student(s), consultation/recommendations reports, and other documentation.

7. Collaborate with FBISD to provide FERFA/HIPPA compliant evaluations on progress of students served.

8. Are aligned with best practice school health service evaluations.

Invoicing Procedures:

Vendor shall maintain records to assure proper accounting of all services rendered under this Agreement to include, but not limited to the following:

a. Provide invoices in a timely manner, inaccurate invoices presented may incur a delay in payment.

a. FBISD will issue a purchase order for the services being requested in accordance with this solicitation.

b. Invoices submitted to the district must specify in detail the requested service, the appropriate requesting department and reflect the purchase order number as shown on the purchase order.

c. Invoices are to be submitted to the address specified on the individual district purchase order and FBISD Accounts payable Department.

Agreement for Service, Data Protection Addendum (DPA), EDGAR and COI

a. Upon award notification, vendor(s) must sign the FBISD Agreement for Services, EDGAR Certifications Form, Data Protection Addendum (DPA) and submit a valid Certificate of Insurance (COI) via DocuSign. After all qualifications are received and evaluated, the recommended vendor(s) will be required to sign any additional FBISD contract documents. Following Board approval, the District will execute and return the Service Agreement through DocuSign.

b. FBISD DPA relates to all software, web-based resources, online subscriptions, Training, Support, Implementation and/or services included in the vendors goods or services to be provided to the district that will include any staff or student information shared between the District and the vendor.

c. Insurance Requirements as outlined in the Insurance Requirements Exhibit.

SUBMISSION REQUIREMENT:

The following is a list of the information that each firm must provide. This description directly aligns with the five (5) evaluation criteria weight factors outlined above. Failure to include all required information may result in disqualification from the selection process. If a vendor does not submit all the required documents and information or takes exception to any listed requirements, they may be deemed nonresponsive or subject to point deductions. It is crucial that all documents and information be submitted in the appropriate section on Bonfire.

Tab 1 FIRMS APPROACH:

• Briefly describe your firm’s understanding of FBISD’s needs.

• Describe your firm’s approach for this effort, proposed schedule, team member involvement, and how you will work with the District staff in providing the services requested by the district in this RFQ.

Tab 2 METHODOLOGY:

• Provide a description of how your firm is organized and discuss your firm’s experience as a provider in this field, including any unique challenges faced and solved, and any other relevant details.

• How does your firm plan to ensure seamless communication with District staff to guarantee deliverables and projects are completed on schedule and to address any concerns?

Tab 3 QUALIFICATIONS:

• Provide resumes of the firm’s key personal and include qualifications, certifications, the experience of personnel/team proposed for this task. Provide average years of tenure with your firm for all resources.

• List team members that will be assigned to this project. Include copies of team members’ resumes including qualifications, certifications, and experience.

• What experience does your firm have in providing the services outlined in this RFQ.

Tab 4 PAST EXPERIENCES:

• List relevant experience with FBISD.

• Describe your experience as a service provider to public schools that have utilized your services.

• Provide information for three (3) successful projects completed within the last five (5) years for school districts, institutions of higher education, or governmental entities, that are similar in scope to the services requested in this RFQ.

o For each project, include the following:

a. A brief description of the services provided.

b. Contract details (e.g., Contract title and number, contract start date and end date).

c. An explanation of how the experience is relevant to the services requested in this RFQ.

d. Contact information for the client.

o The District reserves the right to use this information to determine the firm’s ability to perform the services requested in this RFQ

Tab 5 REFERENCES:

• Provide a minimum of five (5) references that your firm has provided comparable services.

• The references should be from past projects listed within this RFQ. References will be contacted via e-mail with a specified deadline. If no response is received by the deadline, there will be points will be deducted in this section. Include all contact information as outlined in the questionnaire. No Fort Bend ISD references. Ref# Q-

29EU.

Tab 6 ADDITIONAL INFORMATION (OPTIONAL):

• Provide or include any other information you believe would be helpful in assessing your firm’s ability to perform the services being requested by FBISD.

Tab 7 Required Forms:

o Download all required forms, complete, sign and upload under the required forms section.

a. 1295 Form

b. Vendor Acknowledgement Form

c. Suspension and Debarment Form

d. Conflict of Interest Questionnaire (Form CIQ)

e. Background Check Form