12-RFP 26-046KB Scope of Work.pdf

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS(RFP)

FOR

Campus Fitness Programs

RFP NUMBER 26-046KB

PROPOSAL OPEN DATE: Sunday, January 11, 2026

SUBMISSION DUE DATE: Wednesday, February 25, 2026

TIME: 10:00 AM 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 Campus Fitness Programs.

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 10:00 AM CST Wednesday, January 28, 2026 4 Deadline for Questions Time

Time 10:00 AM CST Friday, February 13, 2026 5 Deadline for Proposals to be submitted

Time 10:00 AM CST Wednesday, February 25, 2026

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

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Wednesday, January 28, 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 should be submitted through the Bonfire “Ask a Question” section by Friday, February 13, 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 Bonfire portal. No questions will be accepted after the Q&A deadline. Proposers are responsible for checking the portal for any addenda issued.

D. AMENDMENTS TO THE RFP

Please note that any amendments to a solicitation (such as revisions to include responses to written questions or other updates) will be posted on the designated electronic bidding portal. It is the responsibility of all prospective proposers to check the portal regularly for posted amendments. Each proposer shall ensure prior to submitting its proposal that it has received and acknowledged all amendments issued. Proposers are responsible for submitting proposals using the latest version of the solicitation and all applicable https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDYzMTRjMWYtMzI5Zi00MjllLTg4N2EtNTNlODY1ZDAyMTli%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 amendments All Fort Bend ISD solicitations and addendums can be accessed on the e-bidding 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 Kathleen Booker at kathleen.booker@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

A. OVERVIEW OF THE PROJECT – An in-school martial arts program that promotes the development of life-skills, character, and physical fitness. The program should provide a full time instructor and a curriculum that helps students develop character and leadership skills and teaches skills that are necessary to resolve conflict productively, avoid participation in gangs, choose drug-free lifestyles, and to complete high school.

B. SCOPE OF SERVICES - FBISD is soliciting proposals for a product that offers a K-12 Fitness Program with an on-site instructor. The selected vendor(s) will be responsible for providing an on-site instructor, direct engagement, and oversight of the program at all schools where it is implemented. The program must be instructional in intent and must have a structured curriculum that is available for the District’s review as part of the selection process. The program curriculum shall focus on developing the “whole child” by including physical, mental/emotional and social components. It shall include character education lessons that teach students to make healthy decisions, avoid unsafe situations, and strategies for building self-esteem.

C. PROPOSER MINIMUM REQUIREMENTS

In order to be eligible to submit a qualified response, each Proposer must meet each of the following requirements and clearly demonstrate that in its proposal:

• Provide a structured Curriculum

• Program Curriculum provides adequate guidance and aligns with the TEKS for physical fitness

• Curriculum includes character education lessons

• Program provides at least one (1) one-site instructor

• Program provides oversite of the implementation of the campus program

• Proposal includes a detailed plan for implementation of the high school physical fitness program

• Provide a comprehensive physical program designed for elementary, middle and/or high school students with a possibility of adding additional campuses in the future.

• Curriculum includes character education lessons

• Program provides at least one (1) one-site instructor that remains on campus for full instructional day.

• Program provides oversite of the implementation of the campus program

• Proposal includes a detailed plan for implementation of the high school physical fitness program

• Provide a comprehensive physical program designed for elementary, middle and/or high school students with a possibility of adding additional campuses in the future.

• Program provides a substitute instructor in the instance an instructor is absent.

• PROPOSER PREFERRED QUALIFICATIONS

The following qualifications are strongly desired and a Proposer may be evaluated higher, if they meet this and clearly explains how in its response:

- Instructors with a Texas PE Teacher Certification (preferred)

• CONTRACTOR REQUIREMENTS

The Contractor (i.e., any Proposer selected for contract award) must meet the following requirements for the duration of any contract award:

- Instructors that are considered highly trained in martial arts (required)

[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 Wednesday, February 25, 2026 10:00 AM CST.

• 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 Addendum/Questions and Answers (Q&A) o Proposal Questionnaire (Q-67OS) o Past Performance & Project Information Sheet (Q-35ES) o Reference Contact Form(Q-25MQ) https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmM4NjM5MjctMDJlNi00MTdjLThmYjktNzJlMTI1Mzc3M2Ex%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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmM4NjM5MjctMDJlNi00MTdjLThmYjktNzJlMTI1Mzc3M2Ex%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

• Cost Proposal o Pricing BidTable (BT-78MS)

• Forms o 1295 Form: Complete on https://www.ethics.state.tx.us o Conflict of Interest Questionnaire (CIQ) o Vendor Acknowledgement Form o Background Check Form o Suspension and Debarment Certification

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 (BT-78MS) 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.

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

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 CONTENT

IMPORTANT: This section outlines the information and documents that should be included in the proposal. Proposer should submit a complete proposal following all instructions, formats, and content requirements outlined in this RFP. The information requested in this section aligns with the Evaluation Criteria and will be used to assess responsiveness and proposal quality. Incomplete submissions, missing documents, or exceptions to RFP requirements may result in disqualification. Proposers are expected to comply fully with all specifications and submission requirements.

This proposal section should not include any reference to cost, price, or billable rates. All cost-related information must be submitted separately in the Cost Proposal section, in accordance with the instructions provided.

I. Detailed scope and narrative of proposed services Proposers should provide a clear and detailed narrative describing how the requirements of this solicitation will be met. Responses should address each item listed below in the order presented and be clearly labeled to correspond with each requirement.

a. Company Overview

1) Provide a brief description of your organization, including:

• Services offered

• Company history

• Corporate structure and organizational overview

• Number of years in operation

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

• If yes, provide a detailed explanation.

b. Project Approach and Methodology

1) Describe why your firm is uniquely qualified to perform the work outlined in this RFP.

2) Explain your overall approach to delivering the required services. Include a description of the strategies, processes, tools, and resources that will be used to meet the project objectives and ensure successful outcomes.

3) Identify the specific solutions, expertise, technologies, and methodologies your firm will employ to achieve the objectives of this RFP.

4) Provide a detailed project plan, including key activities, timelines, and milestones, and describe any proven methodologies your firm has successfully used on similar projects.

5) Describe your firm’s experience performing similar work, including examples of projects completed for K–12 school districts or comparable public-sector organizations.

6) Provide supporting documentation or evidence that demonstrates your firm’s qualifications, strengths, and ability to meet the requirements of this

RFP.

c. Experience and Qualifications

1) Describe your organization’s background and its ability to effectively deliver the services required under this RFP. Include the following information:

2) Total number of employees dedicated to delivering the services outlined in this RFP.

3) Include resumes or professional summaries for key personnel listed in your organizational chart. Highlight their relevant areas of expertise, education, and experience related to this project.

4) Applicable licenses and certifications, including expiration dates, where relevant.

5) Provide a portfolio of relevant work, including examples or samples of previous projects that demonstrate your firm’s experience, capabilities, and successful delivery of similar services.

II. 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-25MQ).

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.

III. 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-35ES)

IV. Cost Proposal Content

1) The Cost Proposal is submitted in the Pricing Bid Table (BT-78MS).

2) Proposals should include any additional costs or fees not included in the

Pricing Bid Table.

3) Proposer are to Offer a fair and reasonable price for the goods and services requested by Fort Bend ISD.

4) Pricing will be evaluated for fairness and reasonableness relative to the services offered and the proposed approach, ensuring alignment with the District’s requirements and successful contract performance.

5) Proposals that do not meet the technical requirements or performance assurances may be deemed non-responsive or scored lower; lower-priced proposals that fail to meet RFP requirements may be excluded from award consideration.

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

V. 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

5) Background Check Form

[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 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 deduction in points.

3 Quality of the Vendor’s goods or services

• Service capabilities

• Relevant experience and demonstrated competence

• Experience with large school districts or comparable public entities

• Key personnel qualifications

• Customer service and responsiveness

• Quality control and performance management

• Safety and regulatory compliance

• Responsiveness to this RFP

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

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

• Understanding of the scope of work to be performed

• Alignment to the identified priorities

• Alignment to the Standards/TEKS

• Ability to service our accounts with proper staff and prior experience with large scale projects. Vendor must show proof of such project/portfolio along with customer references and contact info.

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

• 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

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 term will be five (5) years and will be a fixed-price contract.

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. 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.

[END OF GENERAL TERMS AND CONDITIONS]

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