FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

FOR

Course Registration and Evaluation Management System

RFP NUMBER 26-040CT

PROPOSAL OPEN DATE: Thursday, December 11, 2025

SUBMISSION DUE DATE: Tuesday, February 17, 2026

TIME: 2PM(CST)

SUBMIT PROPOSAL DOCUMENTS THROUGH:

FBISD Electronic Bidding Portal: https://fortbendisd.bonfirehub.com https://fortbendisd.bonfirehub.com/

TABLE OF CONTENTS

SECTION 1. GENERAL INFORMATION

SECTION 2. SCHEDULE OF EVENTS AND COMMUNICATIONS

SECTION 3. SCOPE OF WORK

SECTION 4. SUBMISSION OF PROPOSALS

SECTION 5. PROPOSAL CONTENT

SECTION 6. EVALUATION AND AWARD

SECTION 7. GENERAL TERMS AND CONDITIONS

SECTION 1. GENERAL INFORMATION

A. STATEMENT OF PURPOSE

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 78,000. The district currently consists of 83 campuses and multiple administrative sites. This Request for Proposals (“RFP”) is issued to solicit proposals for Course Registration and Evaluation Management System.

B. LEGAL REQUIREMENTS

Offerors are advised that any contract resulting from this RFP must comply with all applicable provisions of the Texas Education Code, the Texas Government Code and all other relevant state and federal laws. The District’s Board-adopted Purchasing Policies and Procedures are fully incorporated by reference into this RFP.

C. ELECTRONIC COMMERCE

Fort Bend ISD utilizes EqualLevel as its electronic purchasing platform. Awarded vendors may have the capability to interface with EqualLevel for electronic ordering and catalog management. If it is deemed in the District’s best interest, the District may implement electronic commerce functionality for awarded vendors. Awarded vendors shall support and maintain e-commerce (PunchOut or hosted catalog) capabilities that allow the District to purchase goods electronically at contracted prices and discounts for only the items awarded under this contract. Vendors will be responsible for maintaining the accuracy and availability of their electronic catalogs, including pricing, product descriptions, and item availability, throughout the term of the contract.

D. DELIVERY OF GOODS:

1. All deliveries shall be marked with the proper Fort Bend Independent School District purchase order number. Any item received without a purchase order number may be returned to the vendor at their expense. Invoice numbers are unacceptable.

2. Two or more purchase orders shall not be combined in one package. All purchase orders must be boxed separately.

3. FBISD prefers that orders be shipped complete rather than partial. Therefore, there shall not be more than three (3) shipments to complete any purchase orders.

Shipments from two (2) or more locations at similar time periods will be considered as one shipment. Split shipments shall be indicated on the packing slip.

4. When multiple purchase orders are shipped, the FBISD receiving clerks shall sign only the vendor/shipper manifest which should contain the total amount of containers and the total listing of purchase order numbers. One signature shall be required and not one signature per purchase order

5. There shall be no substitutes of any item without prior approval from Fort Bend ISD

Purchasing department and indicated on the packing slip.

6. All items shall be new and unused.

7. Items with an expiration date, earlier than one (1) year from date of shipment are unacceptable and will be returned at the vendor’s expense. If there is a discrepancy, please contact the FBISD Purchasing Department at 281-634-1802.

8. All items are delivered F.O.B to FBISD location indicated on the purchase order.

9. Successful Vendors must furnish current material safety data sheet for any items containing any element, chemical compound or mixture of elements that is a physical hazard or health hazard as defined by federal regulations (if applicable).

E. 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. Items and/or services are to be delivered or rendered to Fort Bend Independent

School District ONLY when a district approved purchase order has been received by your company. Under no circumstances should items and/or services be provided to the District without a properly drawn District purchase order.

4. VENDOR UNDERSTANDS THAT NO GOODS OR SERVICES WILL BE PROVIDED

WITHOUT A DISTRICT PURCHASE ORDER. GOODS OR SERVICES PROVIDED BEFORE

RECEIVING A PURCHASE ORDER WILL BE AT THE VENDOR'S OWN RISK AND WILL

BE CONSIDERED A DONATION TO THE DISTRICT.

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

F. INVOICE

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.gov with a copy to the FBISD requesting department/campus.

mailto:AccountsPayable.Invoices@fortbendisd.gov

G. VENDOR PERFORMANCE CRITERIA

Vendors’ performance will be evaluated on a quarterly basis at the discretion of the district. These evaluations will play a critical role in determining whether to continue with the contract. Key performance indicators and criteria will be assessed to ensure vendors meet the district's standards and expectations. Consistently poor performance, failure to meet outlined criteria, or significant deviations from agreed-upon standards and terms may result in the cancellation of the contract. This process will uphold accountability and ensure that the highest quality of service is provided to the district.

1. Vendors’ performance will be evaluated on a quarterly basis, at the discretion of the

District. These evaluations will play a critical role in determining the continuation of the contract.

2. Key Performance Indicators (KPIs) and evaluation criteria will be used to measure compliance with contract requirements and overall vendor performance.

Performance reviews may include, but are not limited to, the following criteria:

• On-time delivery of products or services

• Accuracy and completeness of orders

• Quality and condition of goods or services provided

• Responsiveness and communication with District staff

• Adherence to pricing, terms, and conditions of the contract

• Resolution of issues or complaints in a timely manner

3. Consistently poor performance, failure to meet established criteria, or significant deviations from agreed-upon standards may result in corrective action or cancellation of the contract at the District’s discretion.

[END OF GENERAL INFORMATION SECTION]

SECTION 2. SOLICITATION SCHEDULE AND COMMUNICATIONS

A. SOLICITATION SCHEDULE

Fort Bend ISD anticipates following the schedule outlined below for this RFP. The district reserves the right to adjust these dates during the solicitation process.

Activity Date

1 Release of RFP/1st Advertisement Thursday, December 11, 2025

2 2nd Advertisement

Thursday, December 18, 2025

3 Pre-Proposal Conference (virtual) 9:30AM (CST) Thursday, January 8, 2026

4 Deadline for Questions 2PM (CST) Monday, January 12, 2026

5 Deadline for Proposals to be submitted 2pm (CST) Tuesday, February 17, 2026

6 Demos/Interviews Time (CST) TBD

Presentation to the Board of Trustees May 2025 Board

8 Awards will be posted at fortbendisd.bonfirehub.com/past Opportunities May 2025

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Thursday, January 8, 2026 at 9:30AM (CST).

The 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 Proposal

(RFP). (Link to join the meeting): Click Here to Join

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP must be submitted through designated electronic bidding portal’s “Ask a Question” section by Wednesday, January 14, 2026 at 2PM (CST).

Questions submitted by the deadline, along with the District’s responses, will be issued in an Addendum and posted on the designated electronic bidding portal. No questions will be accepted after the Q&A deadline.

D. AMENDMENTS TO THE RFP

Amendments to the solicitation including changes, clarifications, revisions, and responses to proposer questions—will be posted on the District’s Bonfire bidding portal. It is the responsibility of all prospective proposers to check the portal regularly for any issued addenda. Each addendum must be acknowledged by signing and submitting the Addendum Acknowledgment Form with the proposal submission. Proposers are responsible for https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q4MGNmMjYtOTU1OS00NTgzLWI2MDctOTVmZmYzZmVmNDk2%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%22be094088-1e26-40e0-9e48-869fbf0f84d8%22%7d submitting their proposal using the most current version of the solicitation, including all changes, clarifications, and addenda. All Fort Bend ISD solicitations and addenda are available on the Bonfire portal at: https://fortbendisd.bonfirehub.com

H. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submissions and reserves the right to create a short list of vendors based on the published evaluation criteria. Product, service, or system demonstrations and/or vendor interviews may be scheduled with shortlisted vendors as part of the evaluation process. The District reserves the right to apply the same weighted factors outlined in the Evaluation Criteria during demonstrations and interviews, or to establish new or additional factors deemed to be in the District’s best interest.

I. SPECIAL NOTE

Please be reminded that all Fort Bend ISD campuses and departments are tobacco, drug, and weapon-free facilities. Proposers 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 the learning environment unless permission is granted by the District.

For the purposes of the pre-proposal meeting and demonstrations, persons with disabilities requiring special accommodations should contact the FBISD Buyer at Clair Taylor at clair.taylor@fortbendisd.gov at least two (2) business days prior to the conference.

J. COMMUNICATIONS

Communication between the Purchasing Department and vendors is encouraged; however, steps must be taken to ensure a fair and equitable opportunity for all vendors and to avoid any appearance of favoritism. To protect the integrity of the solicitation process, the following rules apply once the RFP is issued:

1. Communication regarding this RFP with District employees, staff, consultants, or

Board members, other than the Assigned Buyer listed in the solicitation, is strictly prohibited and may result in disqualification.

2. All requests for clarifications, additional information, or questions must be submitted in writing to the Assigned Buyer during the Question-and-Answer period as outlined in the solicitation document.

3. All timely and appropriate written questions shall be responded to in accordance with the Schedule of Events. The written answers will be posted as an amendment to the original RFP on the District website. It is the Proposer’s responsibility to check the website in a timely manner for such amendments.

4. All responses to inquiries, as well as any necessary corrections to the solicitation, will be communicated through the Addendum process by the Assigned Buyer.

https://fortbendisd.bonfirehub.com/

By following these guidelines, the District ensures a level playing field for all eligible vendors throughout the solicitation process.

[END OF SCHEDULE OF EVENTS AND COMMUNICATION SECTION]

SECTION 3. SCOPE OF WORK

1. Purpose of the Request Fort Bend ISD (FBISD) seeks proposals from qualified vendors to provide a modern, integrated

Professional Learning and Evaluation System. The current contract is expiring, and the District requires a future-ready solution that serves all employees, maintains current functionality, expands capabilities for scalability, data-driven decision-making, and compliance, and is able to integrate with FBISD enterprise systems. The solution must enhance performance evaluation processes, support Teacher Incentive Allotment (TIA) management, be highly configurable, support multiple employee groups, and meet Texas specific compliance requirements.

Submission Categories This RFP is a multi-category solicitation.

Vendors may propose for:

• Category 1 – Course Registration System

• Category 2 – Evaluation Management System

• Both Categories (requires two separate submissions)

Please Note: There is no combined or integrated submission option.

If a vendor offers a fully integrated platform, they must still submit:

• One complete proposal for Category 1 – Course Registration System, and

• One complete proposal for Category 2 – Evaluation Management System

Each submission must be:

• Complete

• Self-contained

• Uploaded to the correct designated category section in Bonfire

The District will evaluate each category independently and may select:

• One vendor for Course Registration System.

• One vendor for Evaluation Management System

• Or award both categories to the same vendor, depending on best value

2. Objectives The selected system must:

• Provide a districtwide platform for all employees with customizable features for teachers, administrators, paraprofessionals, and auxiliary staff.

• Support Teacher Incentive Allotment (TIA) tracking, reporting, and designations.

• Maintain continuity of current features, while adding new capabilities to improve scalability and usability.

• Integrate seamlessly with FBISD’s enterprise systems (PeopleSoft HRIS, Skyward, Azure AD, Vector Solutions, and Schoology).

• Deliver real-time data refresh with nightly feeds to ensure accurate supervisor/ employee associations and reporting alignment.

• Offer AI-driven analytics and evaluator calibration tools to strengthen decision-making and evaluation consistency.

3. Requested Specifications

a. Course Registration System (Professional Learning Requirements) The proposed system shall include, at minimum:

o Comprehensive course catalog with search, filters, waitlists, and approval workflows.

o Registration and attendance tracking (QR code, and/or roster upload).

o Automated awarding of CPE credit and SBEC compliance reporting.

o Digital certificates, transcripts, and micro-credentialing with digital badging.

o Configurable PD pathways and multi-session learning programs.

o Integration with Schoology LMS and support for SCORM/xAPI content.

b. Evaluation Management System (Evaluation & Performance Management)

The system must fully support the district’s evaluation models, including at the minimum the following:

o Comprehensive support for T-TESS and T-PESS frameworks with end-to-end workflows, configurable scoring rules, and role-based access for approvers, administrators, and employees.

o Flexibility to customize processes, modify form templates even after the evaluation process has begun, and design tailored full year forms. AI-driven process optimization enables predictive suggestions for workflow improvements and form utilization.

o Built-in tools for goal setting, evidence collection, and self-reflection featuring intelligent recommendations, automated data insights, and seamless data transfer capabilities.

o Calibration modules to enhance evaluator consistency, reduce bias, and ensure scoring alignment across evaluators, supported by AI-based bias detection and pattern recognition.

o Seamless data integration of professional development and evaluation data to promote holistic employee growth and continuous improvement, powered by AI analytics to identify trends, predict development needs, and measure impact over time.

For both the Course Registration System and the Evaluation Management System, the solution should include at least the following requirements:

c. Data, Reporting, and Analytics Requirement

The solution must provide:

o Automated nightly feeds from PeopleSoft and Skyward ensure real-time updates and accurate employee information.

o Role-based dashboards for employees, supervisors, and district leaders.

o Automated compliance dashboards (evaluations, compliance training, TIA progress, equity measures).

o Predictive analytics for PD impact, TIA outcomes, and student success linkages.

o Exportable, scheduled reports for appraisers, designated evaluators, and administration (CSV, Excel, PDF).

d. Integrations & Interoperability The system must support native, active integrations with:

o SSO with Azure AD (SAML/OIDC).

o PeopleSoft HR feeds for job data.

o Skyward integration for master schedules.

o Vector Solutions compliance training sync.

o Schoology LMS integration for embedded PD access.

o Open APIs and webhooks for data exchange with FBISD’s data warehouse.

o Vendor must support automated, secure data exchange processes

e. Accessibility & Compliance

Vendors must meet the following:

o FERPA compliant; TX-RAMP Level 2 preferred.

o WCAG 2.2 AA accessibility compliance with VPAT.

o Data encryption at rest (AES-256) and in transit (TLS 1.2+).

o Vendor must provide SOC 2 Type II or ISO 27001 certification.

4. Implementation Requirements o If the incumbent vendor is not awarded the contract, the new system may need to run alongside current vendor through transition period to ensure continuity of services.

o Data Migration will be needed to import 5–7 years or longer of historical professional learning and evaluation data.

o Pilot Testing may need to be conducted to run pilot with select campuses/ departments before districtwide launch.

o Role-based training for administrators, supervisors, and end-users, with ongoing refreshers should be included in launch pricing.

o Vendor to provide communication tools, job aids, and support materials to support change management.

[END OF SCOPE OF WORK SECTION]

SECTION 4. PROPOSAL SUBMISSION INSTRUCTIONS

IMPORTANT: Proposals shall be submitted in a timely manner in accordance with the deadline for proposal submission.

Fort Bend ISD will accept proposals submitted electronically through the Bonfire e-bidding portal at https://fortbendisd.bonfirehub.com until 2:00 PM (CST) on Tuesday, February

17, 2026.

• The District will only accept proposals submitted through FBISD Bonfire portal.

• 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.

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

SUBMISSIONS WILL NOT BE ACCEPTED

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

• Late proposals will not be accepted by the Bonfire system and will not be considered for evaluation under any circumstances.

• The public bid opening will be conducted via Microsoft Teams. To join the meeting, click the link below (or copy and paste it into your browser) and follow the instructions from Microsoft

Teams using the information provided: Link to Join the Meeting: Click Here to Join Now

A. SUBMIT THE FOLLOWING THROUGH THE “REQUESTED INFORMATION” SECTION OF

THE DESIGNATED ELECTRONIC BIDDING PORTAL.

• Proposal Documents o Detailed Scope and Narrative of Proposed Services o Proposal Questionnaire (Q-05FJ) o Past Performance & Project Information Form(Q-45JV) o Past Performance & Project Information Form(Q-45JV) o Reference Contact Form(Q-49FV) o IT Technical Specifications Questionnaire(Q-25EZ)

• Cost Proposal o Pricing BidTable Course Registration System (BT-46LW) o Pricing BidTable Evaluation Management System (BT-29CZ)

• Required Forms o 1295 Form: Complete on https://www.ethics.state.tx.us https://fortbendisd.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTFjMGQ2ZjQtMzU4OS00ZmU5LTk3NjctNTI3MGJjMzc0MDFh%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%22be094088-1e26-40e0-9e48-869fbf0f84d8%22%7d https://www.ethics.state.tx.us/ o Conflict of Interest Questionnaire (CIQ) o Vendor Acknowledgement Form o Suspension and Debarment Certification

B. SAMPLE DOCUMENTS

The solicitation documents posted on the Bonfire portal include the following forms for proposer review. Proposers acknowledge receipt and understanding of these documents on the

Acknowledgment Form. If awarded, the vendor will be required to sign and submit the final versions as part of the contract documents.

• Agreement for Services

• EDGAR Certification Form

• Insurance Requirements

• Data Protection Addendum (DPA)

Proposers should review each of these documents. By signing the Acknowledgment Form, the proposer confirms that they have read, understand, and agree to comply with the terms outlined in the documents. Failure to sign the Acknowledgment Form may result in the proposal being deemed non-responsive and rejected.

C. POST-AWARD REQUIREMENTS

Upon award notification, the selected vendor(s) shall:

• Sign the Fort Bend ISD Agreement for Services, EDGAR Certification Form, and Data

Protection Addendum (DPA) via DocuSign.

• Upload a valid Certificate of Insurance (COI) meeting the requirements outlined in the

Insurance Requirements Exhibit via DocuSign.

• Execute any additional Fort Bend ISD contract documents as required via DocuSign.

Following Board approval, the District will return the executed documents.

DATA PROTECTION ADDENDUM (DPA)

The Data Protection Addendum (DPA) applies to all software, web-based applications, online subscriptions, training, implementation, support, and/or related services provided to the

District. This includes any instance in which staff or student information is accessed, processed, transmitted, or stored by the vendor.

[END OF PROPOSAL SUBMISSION SECTION]

SECTION 5. PROPOSAL SUBMISSION REQUIREMENTS

This section outlines the information and documents that should be included in the proposal.

Vendors should submit a complete, organized proposal containing the items outlined below.

Failure to submit any required information may result in the proposal being considered non-responsive.

Submission Overview

Vendors responding to this multi-category solicitation are expected to submit a complete and self-contained proposal for each category they wish to be considered for. Because the District will evaluate each category independently, Vendors offering an integrated platform are expected to provide two separate submissions for:

• Course Registration System, and

• Evaluation Management System

Each proposal should be uploaded to the appropriate category section in Bonfire.

I. Detailed Scope and Narrative of Proposed Services

Proposal Narrative:

Vendors should include with their proposal a written narrative that addresses all required items listed below. The narrative should be clear, organized, and presented in the order requested.

a. Vendor Information and Executive Summary

• Provide the company's legal company name, mailing address, and primary contact information.

• Include a general description of your company, years in business, and experience serving K-12 clients.

• Include a narrative of how your solution aligns with the District’s needs and objectives. Highlight key strengths, major capabilities, and unique advantages that support FBISD’s goals for a modern, scalable professional learning and evaluation platform.

b. Functional Requirements Narrative

Describe how your solution meets the functional expectations outlined in this RFP.

Address features that support:

• Professional learning workflows

• Evaluation and performance management processes

• TIA tracking and reporting

• Analytics and dashboards

• Accessibility requirements

• Texas-specific needs (T-TESS, T-PESS, CPE/SBEC reporting)

c. Technical and Integration Capabilities

Provide detailed narrative covering:

• The technical capabilities of the proposed solution. This narrative should explain the system’s hosting environment, overall architecture, and approach to meeting the technical expectations outlined in this RFP. Include information about the hosting model, availability standards, security layers, redundancy, and performance commitments.

• Describe how the proposed solution integrates with each system outlined in this RFP, including how data is exchanged, how user authentication is supported, and how the system maintains data accuracy across District platforms. The District is especially interested in understanding how integrations are established, maintained, and monitored, as well as any available APIs, secure file transfers, or automated data feeds used to support ongoing interoperability.

d. Implementation Plan

Provide a comprehensive narrative describing your proposed implementation approach. This should include:

• An overview of the project timeline and key stones, and major deliverables from project kickoff through full deployment. The District is seeking a clear understanding of how implementation activities will be structured and supported, especially if a period of running parallel systems is required during the transition.

• A description of your data migration strategy for importing 5-7 years of historical professional learning and evaluation data, noting any tools or methods used to support data accuracy and validation.

• An outline of your approach to pilot testing, sandbox or proof-of-concept phases, and how feedback will be incorporated before districtwide rollout.

• Information on project team roles and responsibilities, your training plan for administrators, evaluators, instructors, and end users, and any change management support offered, including communication templates, reference guides, and job aids.

e. Support and Maintenance

Provide a narrative describing:

• The support and maintenance services included with your proposed solution. The

District is seeking to understand how technical support will be provided, including hours of availability, service-level expectations, and typical response and resolution times.

• Include an overview of your support structure, how issues are escalated, and what level of dedicated account management the District can expect. Please explain how system updates, enhancements, and new releases are communicated, as well as the frequency and method of software updates.

• Describe the post-implementation support offered after go-live, including any onboarding refreshers, transition support, or ongoing training resources available to District users.

• Solution Demonstration Access

f. Optional Supplemental Materials

Vendors may include:

• Links to system demo videos or recorded walkthroughs.

• Access to a self-guided sandbox or test environment.

• Temporary login credentials with representative user roles (Admin, Supervisor, Employee).

• Clear instructions for navigation and testing.

• A list of features available in the test environment.

• Disclosure of any limitations in the demo version.

• Product brochures.

• Case studies

II. Client References (Reference Contact Form Q-49FV)

• Five (5) similar projects in past five (5) years; at least three (3) from Past

Performance section

• Must speak to quality, timelines, responsiveness, satisfaction

• Notify references District will contact them

• References should not include FBISD employees. Incomplete or invalid references may negatively impact scoring.

III. Past Performance & Project Information Form (Q-45JV)

Past Performance & Project Information Form (Q-09WY)

Provide three (3) similar projects completed within the last five (5) years. For each project, include:

• Organization and Client contact for verification (name, title, organization, phone).

• Description of services provided

• Explanation of how the experience is relevant to this RFP

• Contract/Project start date (MM/DD/YYYY)

• Contract/Project completion date (MM/DD/YYYY) or “Ongoing”

• FBISD reserves the right to contact listed clients for verification.

IV. Cost Proposal:

Pricing BidTable Evaluation Management System (BT-29CZ) Pricing BidTable Course Registration System (BT-46LW)

• Proposers will submit pricing for system they are submitting to.

• Additional costs should be entered in the “Additional Response” tab.

• Pricing will be evaluated for fairness and reasonableness in relation to the proposed approach and requirements. Proposals that do not meet technical requirements or performance assurances may be scored lower or deemed non-responsive, including low-priced proposals that do not meet RFP requirements.

• All pricing is subject to negotiation by Fort Bend ISD.

V. Required Forms

Download, complete, sign, and upload the required forms under their designated sections:

• 1295 Form

• Conflict of Interest Questionnaire (Form CIQ)

• Vendor Acknowledgement Form

• Suspension and Debarment Certification

(END OF PROPOSAL CONTENT SECTION)

SECTION 6. EVALUATION AND AWARD

A. EVALUATION PROCESS

The award of this contract will not be based solely on price. Fort Bend ISD will award the contract on the basis of “best value”, considering all applicable mandatory evaluation factors listed in Texas Education Code Section 44.031. Proposals will be evaluated using the criteria outlined below. Fort Bend ISD reserves the right to award the contract in a manner that best meets the District’s needs, including by section, line item, group, single award, dual award, or multiple awards.

# Evaluation Criteria Point System

1 Purchase price

• The proposer should offer a fair and competitive price.

• Price will be evaluated relative to the goods and services offered to assess value to the District.

• Pricing will be reviewed in relation to the proposer’s approach to ensure alignment with the scope of work, quality, and ability to successfully perform the required services.

2 Reputation of the Vendor and of the Vendor’s goods or services Evaluated based on information obtained through reference check:

• Feedback from reference contacts regarding responsiveness, timeliness, product quality, communication, customer service, and overall satisfaction with the Vendor’s performance.

• Lack of reference response by the stated deadline may result in point deductions.

3 Quality of the Vendor’s goods or services

• Clarity, completeness, and organization of the proposal

• Quality and reliability of the proposed solution.

• Implementation plan and overall project approach.

• Support and maintenance capabilities

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

• Fit with the district's current and future needs, including scalability and configurability.

• Alignment with functional, technical, security, privacy, and integration requirements.

• Ability to support all employee groups listed in the RFP, with flexibility for new roles over time.

• Ongoing support for Texas-specific requirements and regulatory changes.

• Advanced reporting, dashboards, and analytics, including AI-driven insights.

• Strong accessibility, usability, and user experience across devices.

• Comprehensive, ongoing training and change management throughout the contract term.

5 Vendor’s past relationship with the district For reference Proposers should list examples of past work experience:

• Projects or contracts of similar services with the District.

• Projects or contracts of similar services with K–12 districts of comparable or larger size.

• Projects or contracts of similar services with businesses or universities of comparable size.

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

• Other fees or additional costs.

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

8 Service Agreement:

• The vendor confirms acceptance of Fort Bend ISD’s Terms and

Conditions and Standard Form of Agreement by signing the Vendor

Acknowledgement Form.

Pass/Fail

9 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

B. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submitted Qualifications and reserves the right to create a shortlist of firms, if determined to be in the best interest of the District, based on the factors used to evaluate qualifications. Demonstrations/Interviews may be scheduled with the shortlisted firms. The District reserves the right to use the same weighted factors from the Evaluation Criteria, or to establish additional or modified factors for the this phase.

Presentations may be conducted in person, via conference call, or virtually. All details, including date, time, and format, will be communicated if presentations are scheduled.

C. CONTRACT AWARD

Any resulting contract(s) from this solicitation will be awarded to the Proposer(s) whose overall offer is deemed to be the Best value to the District as determined by the evaluation process. Following evaluations of proposals and any applicable negotiations, the District will submit a recommendation for contract award to the Board for review at its next Board meeting. If the Board approves the recommendation, the District will notify the Proposer(s) selected for award.

[END OF EVALUATION AND AWARD SECTION]

SECTION 7. GENERAL TERMS AND CONDITIONS

This solicitation shall be governed by the documents incorporated herein and the general provisions posted on the FBISD website. A copy may be obtained online or contacting the

Fort Bend ISD Buyer assigned to this solicitation. https://www.fortbendisd.com/General- Provisions-for-Purchasing-Solicitations-and-Contracts.pdf

Proposers are required to respond to all requests outlined in this RFP. 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 RFP. The submission of a proposal constitutes the proposer’s acceptance of and agreement to the terms and conditions of this RFP. Proposers are required to sign the Vendor

Acknowledgement Form to confirm their assent to the terms and conditions.

Only authorized dealers may bid on the 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 RFP, along with any issued Addenda, will become part of the Agreement between FBISD and the selected Proposer.

Upon award, the selected Proposer will be required to execute a written contract covering all goods, services, and deliverables required under the Agreement. No Proposer or 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, provided such modifications do not substantially change the scope of the Board award. FBISD will not execute Vendor contract forms. If a Vendor requests changes to the District’s standard Agreement form after an award is made, 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.

TERM OF THE CONTRACT

The contract will be for five (5) years, with an option for the District to renew for two (2) additional five-year terms or as otherwise specified in the Agreement.

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. Therefore, FBISD must and will provide all procurement and bid submittal information to any third-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 party that submits a Public Information Act request for the documents, with the exception of vendor financial statements.

Proposers are hereby notified that FBISD adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of RFP information.

Information in any tangible form which is submitted by a Proposer will be treated as confidential until such time as a contract is executed. After that time, the information may be disclosed to requestors under the Texas Public Information Act, Chapter 552, Texas Government Code.

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.

CERTIFICATE OF INSURANCE(COI) REQUIREMENT

The COI is optional during the RFP process but is required upon notification of Contract award and execution. The successful Proposer shall furnish a certificate of insurance in accordance with the requirements set forth in this RFP. The successful Proposer agrees that required insurance shall not be cancelled or permitted to lapse during the term of any awarded Contract.

CANCELLATION/REJECTION OF PROPOSALS

An RFP may be canceled, or all Proposals may be rejected, at any time if it is determined that such action is in the best interest of the District.

RIGHT TO WAIVE MINOR TECHNICALITIES, IRREGULARITIES, OR OTHER

INFORMALITIES

FBISD reserves the right to waive minor technical defects in proposals, reject any or all proposals or parts thereof, advertise for new proposals, or make purchases on the open market if better prices or services are available. The District may also award contracts that are in its best and most advantageous interest and reserves the right to waive or take exception to any specifications when in the best interest of FBISD.

FINAL DISPOSITION OF DISTRICT DATA

The Proposer agrees, upon termination, cancellation, expiration, or other conclusion of this Contract that District data will be made available to the District in the format requested by the District.

FEDERAL, STATE, AND LOCAL LAWS

The successful Proposer must operate in conformity with all applicable, federal, state, and local laws, ordinances, orders, rules, and regulations pertaining to work. It is the responsibility of the Contractor to ensure that all permits and/or licenses required for operation are valid and current. Failure to comply with this provision may be cause to cancel any contract awarded, and award may be made to the next lowest, responsive, responsible Proposer.

[END OF GENERAL TERMS AND CONDITIONS]

[END OF THE SOLICITATION]