11-RFP 26-047LB - Scope of Work.pdf

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

FOR

Cheerleader and Dance Team Uniforms, Supplies, and Related Items

RFP NUMBER 26-047LB

PROPOSAL OPEN DATE: Sunday, January 11, 2026

SUBMISSION DUE DATE: Tuesday, March 3, 2026

TIME: 2:00 PM (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 82 campuses and multiple administrative sites. This Request for Proposals (“RFP”) is issued to solicit proposals for Cheerleader and Dance Team Uniforms, Supplies, and Related Items.

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 biannual basis. 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.

1. 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

2. 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

Sunday, January 11, 2026 2 2nd Advertisement

Sunday, January 18, 2026 3 Pre-Proposal Conference (virtual)

Time 10:00AM (CST) Wednesday, January 21, 2026 4 Deadline for Questions

Time 10:00AM (CST) Thursday, February 26, 2026 5 Deadline for Proposals to be submitted

Time 2:00 PM (CST) Tuesday, March 3, 2026

Presentation to the Board of Trustees May 2026 (Tentative) 7 Awards will be posted at fortbendisd.bonfirehub.com/past Opportunities May 2026 (Tentative)

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Wednesday, January 21, 2026 at 10:00 am (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: Join the meeting now

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP shall be submitted through Bonfire “Ask a Question” section by “Ask a Question” section by Monday, January 26, 2026 at 10:00 am (CST). Questions submitted by the deadline, along with the District’s responses, will be issued in an Addendum and posted on the project Bonfire portal. No questions will be accepted after the Q&A deadline. Vendors are responsible for checking the portal for any addenda issued before submitting a proposal.

D. AMENDMENTS TO THE RFP

All updated project information including forms, amendments, and responses to questions will be posted on the project website at https://fortbendisd.bonfirehub.com . Proposers are responsible for checking the portal regularly. The Addendum Acknowledgement form must be completed before submitting a proposal.

https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTY2ZWUwZTctYzgxOC00MjYxLWI5MzUtODgzYzM5YmVlMTlh%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%220d88f82b-d643-4ae9-944c-e5f5c5e4b97f%22%7d 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 Lisa Bryant at Lisa.Bryant@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.

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

The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified suppliers that primarily provide cheerleader and dance team uniforms and related supplies.

A. OVERVIEW OF THE PROJECT

Fort Bend Independent School District (the “District”) is soliciting proposals from qualified suppliers that primarily provide cheerleader and dance team uniforms and related supplies for students in grades K–12. Practice and performance apparel designed specifically for cheer and dance teams

The selected supplier(s) shall supply custom-made apparel, as well as catalog or web-catalog ready-made apparel, including but not limited to:

Uniforms may include, but are not limited to:

• Cheer uniforms (tops, shells, skirts, shorts, briefs, liners, bottoms)

• Dance uniforms (tops, bottoms, dresses, unitards, warm-ups)

• Optional accessories (e.g., bows, warm-ups, pom-poms, mascot costumes)

B. SCOPE OF SERVICES

Design

The selected vendor shall ensure all uniform designs align with school colors, mascots, logos, and established branding guidelines. Designs shall also comply with applicable school policies and competition rules.

Materials and Construction Standards

The vendor shall:

• Use high-quality, performance-appropriate fabrics suitable for student use.

• Ensure materials are durable, breathable, stretchable, and easy to maintain.

• Use colorfast dyes and fabrics resistant to fading.

• Ensure stitching, seams, and embellishments are secure and safe.

• Provide care instructions for all garments.

Safety and Compliance

The vendor shall:

• Ensure uniforms meet safety requirements for cheerleading and dance activities.

• Avoid materials or design elements that could cause injury or restrict movement.

• Comply with applicable local, state, and national cheer and dance safety standards.

• Ensure uniforms are appropriate for school-aged students and comply with district dress codes.

Sizing and Fit

Offer a full range of youth and adult sizes to accommodate all students, including inclusive sizing options. The vendor shall supply size charts and measurement guidance specific to cheer and dance apparel and provide sizing kits when requested.

Customization and Branding

Demonstrate the ability to supply customized uniforms that reflect school colors, logos, mascots, and lettering. This includes applying school logos, names, and graphics using approved decoration methods, ensuring accurate color matching and consistent logo placement across all items and campuses. Proofs or samples shall be provided when requested, and written approval of final artwork shall be obtained prior to production to ensure branding consistency across multiple campuses and teams.

Production Timeline and Delivery

Provide a detailed production and delivery schedule and meet required delivery timelines aligned with cheer and dance seasons, school calendars, and scheduled events. Uniforms shall be delivered to designated District or campus locations and clearly labeled by size and/or student name, when requested.

All products shall be produced and customized using performance grade materials suitable for athletic movement and repeated use. Uniforms and related items shall be appropriate for both school and competition environments, with consistent quality maintained across initial orders and all reorders.

Quality Control, Product Standards and Warranty

The vendor shall:

Conduct quality assurance checks prior to shipment to ensure all items meet required standards. Products should be produced using performance-grade materials suitable for athletic movement and repeated use and appropriate for both school and competition environments. Consistent quality will be maintained across initial orders and all reorders.

The vendor shall address and correct errors related to manufacturing, sizing, or customization in a timely manner and replace or repair defective items in accordance with the supplier’s standard warranty or guarantee terms.

Vendor Qualifications

Proposers shall primarily supply cheerleader and dance team uniforms and related items and clearly identify their cheer and dance product offerings within the proposal. Proposers shall demonstrate experience providing uniforms to K–12 school districts, youth programs, or comparable organizations and possess the capacity to fulfill large or multi-school orders.

Proposers shall also provide references from school districts or comparable clients to support their qualifications and past performance.

Cost Proposal

The vendor shall provide itemized pricing for each item listed in the BidTable. Pricing shall be submitted in the format provided.

Proposers are requested to provide discounted pricing off their published catalog, web catalog, or uploaded pricing list. Discounts shall apply to all applicable items and may be structured in a variety of formats, including but not limited to:

• A single percentage discount across all items

• A range of discounts (e.g., 5%–10%)

• Discounts by product category

• Discounts by manufacturer or brand

Proposers shall enter a discount percentage applicable to all items or upload a pricing list reflecting the discounted pricing. Discounts of 0% are not acceptable and proposals reflecting a 0% discount will not be accepted.

Any additional fees (such as design services, shipping, or rush orders) shall be clearly identified and itemized.

[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 10:00 am (CST) on Tuesday, March 3, 2026.

• The District will only accept proposals submitted through FBISD designated e-bidding 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: [Join the meeting 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 Questionnaire (Q-29MY) o Reference Contact Form(Q-29MY) o Project Questionnaire (Q-29MY) o Addendum/Questions and Answers (Q&A)

• Cost Proposal o Pricing BidTable Supplemental Catalog Pricing (Cheer and Dance Items Only)

• Forms o 1295 Form: Complete on https://www.ethics.state.tx.us o Conflict of Interest Questionnaire (CIQ) o Vendor Acknowledgement Form o Suspension and Debarment Certification https://fortbendisd.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTMwMzlmMTYtNzlkMS00NWQ5LWI5NGUtYTIxYTYwODY2ZGM1%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%220d88f82b-d643-4ae9-944c-e5f5c5e4b97f%22%7d https://www.ethics.state.tx.us/

All requested documents must be uploaded to the specific slot assigned in the District’s designated electronic bidding portal. Forms requiring signatures must be signed. Failure to submit documents in the correct location may result in them being overlooked and your proposal deemed non-responsive.

Proposal Questionnaire Download and complete the Proposal Questionnaire in its entirety. Any missing information will result in the questionnaire being considered incomplete. An incomplete questionnaire may automatically disqualify the proposer from consideration.

Pricing BidTable (Ref# BT-45FQ) Provide pricing for all items listed in the Bid Table. All fields must be completed to allow FBISD to fairly assess each proposal and evaluate competitiveness. No remanufactured or refurbished products will be considered.

B. SAMPLE DOCUMENTS

The solicitation documents posted on the Bonfire electronic bidding portal include the following sample forms for vendor review. Proposers must acknowledge receipt and understanding of these documents on the Acknowledgment Form. If awarded, the vendor will be required to sign and/or submit the final versions as a condition of contract execution.

• Sample Agreement for Services

• Sample EDGAR Certification Form

• Sample Insurance Requirements

• Sample Data Protection Addendum (DPA)

Proposers must review each of these documents in their entirety. By signing the Acknowledgment Form, the proposer attests that they have read, understand, and agree to comply with the terms outlined in the sample 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 CONTENT

IMPORTANT: This section identifies the required proposal content. Proposers shall submit a complete response in the required format and in accordance with all terms and requirements of this RFP. The submission requirements below align directly with the Evaluation Criteria.

Failure to submit a complete and responsive proposal may result in disqualification from further consideration.

Cost or pricing information should be submitted in the Cost Proposal section, as instructed.

I. Detailed scope and narrative of proposed services

1) Proposer Information & Company Profile

Provide a brief description of your organization, including:

• Services offered

• Company history

• Number of years in operation

• Capability Statement

• Has your firm ever been suspended or barred temporarily or permanently by any governmental agency from providing services?

o If yes, provide a detailed explanation.

2) Describe experience supplying cheerleader and dance team uniforms, including work with K–12 school districts or comparable organizations, capacity to support multi-school orders, and cheer and dance product offerings relevant to this solicitation.

3) Describe uniform design and customization capabilities, compliance with school branding guidelines, artwork proofing and approval process, and decoration methods and quality controls.

4) Describe available youth and adult sizing (including inclusive options), provide cheer and dance–specific size charts and measurement guidance, indicate availability of sizing kits if requested, outline ordering methods, and confirm production timelines and delivery capabilities aligned with cheer and dance seasons.

5) Describe quality assurance processes, materials and garment production standards, and procedures for correcting defects or errors in sizing or customization, including replacement or repair practices in accordance with standard warranty or guarantee terms.

I. Reference Contact Form References must verify the quality, timeliness, and results of your work and should be aware that they will be contacted. Incomplete or inaccurate reference submissions may negatively impact your proposal score. Submit using (Ref. Q-29MY).

1) Provide at least five (5) previous client references for whom you have provided similar services within the past five years. Three (3) of these should be from clients listed in the Project Information Sheet. References cannot be any individual who works for FBISD.

2) For each reference, provide the client’s name and address, contact person with telephone number and email.

II. Project Information Sheet

1) Provide three (3) projects completed within the last five (5) years that are similar in scope to the services requested in this RFP. FBISD may be included if you have provided comparable services to the District during this period.

2) For each project, include a brief description of the services provided, contract information such as start and end dates, contract number and title, an explanation of why the project is relevant to the services requested in this RFP, and client contact information. Submit using (Ref. Q-29MY).

III. Cost Proposal Content

1) The Cost Proposal is submitted in the Pricing Bid Table (Ref# BT-45FQ)

2) Proposers are to offer a fair and reasonable price for the goods and services requested by Fort Bend ISD.

3) Discount structure of published catalog, web catalog, or uploaded pricing list

4) 0% discounts are not acceptable

5) Identification of any additional fees (e.g., design, shipping, rush orders)

6) All pricing is subject to negotiation by Fort Bend ISD

IV. REQUIRED FORMS

Download, complete, sign, and upload the following forms under their respective sections:

1) 1295 Form

2) Conflict of Interest Questionnaire (Form CIQ)

3) Vendor Acknowledgement Form

4) Suspension and Debarment Certification

[END OF PROPOSAL CONTENT SECTION]

SECTION 6. EVALUAION 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.

• Price will be evaluated relative to the proposer’s approach to ensure alignment with scope, quality, and successful performance.

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

• Vendor should have a solid reputation with other ISD’s, government or Collegiate entities demonstrating high-quality services and excellent customer service

• Proven success using the services in school districts or similar organizations.

References will be contacted via email with a deadline; references not received may result in point deductions.

3 Quality of the Vendor’s goods or services

• Service capabilities

• Relevant experience

• Experience and competence in dealing with large school districts

• Customer service

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

• Vendors goods align to support the district priority in the identified content area.

• Offer variety of related inventory, including brand specific items

• Ability to service our accounts with proper staff and prior experience

5 Vendor’s past relationship with the district For reference Vendors 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

• Warranty, 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:

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

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 (Not Applicable) 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 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. BEST AND FINAL OFFER (BAFO)

The District, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the District shall submit to the shortlisted Proposers requests for specific clarification and allow Proposers to revise their cost proposals. If a Proposer is invited to participate in the BAFO stage, the dates may not be flexible. If the District requests BAFOs, the District may revise cost proposal scores, based upon additional information and clarification received in this stage. In lieu of revising initial cost scoring, the District may evaluate BAFOs by using an additional scoring phase.

D. 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 three (3) years, with an option for the District to renew for two (2) additional one-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, 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

FBISD must and will provide all procurement and bid submittal information to any third-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. If a Proposer believes all or a portion of the information submitted is proprietary and confidential and should therefore be exempt from disclosure, they must clearly designate the specific item(s) as proprietary and confidential and the proper statutory citation must be provided in each instance.

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.

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