13-Bid Specification Special Ed Final.pdf

RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

Special Education Supplies, Equipment and Related Items

RFSP #26-369

1. INTRODUCTION

The Richardson Independent School District (RISD) is accepting sealed proposals from vendors to provide Special Education Supplies, Equipment and Related Items for all district campuses and departments.

This contract will be awarded to multiple vendors to best serve the District’s diverse needs.

All proposals must be submitted electronically through Euna Procurement (formerly Bonfire) no later than March 24, 2026 at 1:00 PM Central Time. The e-bid system will not accept late submissions.

2. DISTRICT OVERVIEW

The Richardson Independent School District (RISD) is located in northern Dallas County, Texas, and includes portions of Richardson, Dallas, and Garland.

RISD currently serves nearly 37,000 students across:

• 4 High Schools

• 6 Junior High Schools

• 2 Middle Schools

• 36 Elementary Schools

• 1 Non-Traditional High School

• 1 Alternative Learning Center

3. PERIOD OF AGREEMENT

The term of this agreement will be effective beginning July 1, 2026 after formal approval by the RISD Board of Trustees for four (4) years through June 30, 2030. The board meeting to obtain approval of the agreement is scheduled for May 7, 2026. Any changes to the offered discount after one year must be communicated in writing to RISD in advance, and RISD must agree in writing to any discount changes.

Proposal pricing (including offered discounts) must remain firm for a one (1) year period after contract award.

4. AWARD

A. RISD anticipates awarding this contract to multiple qualified vendors that provide the best overall value based on the evaluation criteria in this RFSP.

B. All vendors submitting a timely and complete proposal will be considered for award.

C. Award notifications will be emailed to vendors. Vendor will need to review, sign, and submit award letter. Emails will come from purchasing@risd.org.

D. Awarded vendors will be publicly listed at: https://web.risd.org/purchasing/awarded-bids

E. Selection does not guarantee any minimum volume of purchases.

F. RISD may also make purchases from other sources if it is in the District’s best financial or operational interest.

5. PURCHASES

Purchases under this agreement will be made on an as-needed basis. Vendor selection for individual purchases will depend on price, availability, service, and delivery timelines.

A complete list of RISD campuses can be found at:

https://web.risd.org/home

6. ESTIMATED ANNUAL EXPENDITURE:

RISD does not guarantee any specific volume or dollar amount of purchases under this contract.

Actual expenditures will depend on district needs and budgetary constraints.

RISD’s annual expense for Special Education Supplies, Equipment and Related Items for SY 24-25 was: $92,240.50.

7. OTHER TERMS

A response by one vendor of a “chain” or business will suffice for other outlets of that “chain” or business if each outlet agrees by the terms of this proposal.

If a parent company is submitting more than one subsidiary company, a separate proposal shall be submitted for each company name.

If your company claims “sole source” status for the services or products you provide, the RISD still requests a response from your company to this RFP.

The District reserves the right to order directly from any special education supplies, equipment and related items, from any other source, if in the judgment of RISD it appears necessary, expedient, and or financially advantageous to the District.

mailto:purchasing@risd.org https://web.risd.org/purchasing/awarded-bids https://web.risd.org/home

8. PRE-SERVICE AFFIDAVIT REQUIREMENT

Pursuant to Senate Bill 571 (2025), all service providers must comply with Texas Education Code Chapter 22A, regarding employee and service provider misconduct reporting.

Before providing services, vendors must ensure that all assigned individuals execute and submit the RISD Pre-Service Affidavit, disclosing any relevant investigations, disciplinary actions, or employment history as required by law.

Failure to comply may result in contract termination and legal penalties.

Pre-Service Affidavit Form:

https://s.risd.org/Pre-Service-Affidavit

TEA Guidance:

https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-

9. SUBMISSION VIA EUNA PROCUREMENT

Instructions:

1. Download all required forms from the “Files” section

2. Upload completed documents in the designated “Requested Information” section.

3. Uploads must match required file formats.

4. The system will not allow incomplete submissions.

10. REQUIRED DOCUMENTS AND AGREEMENTS

Proposers will be required to submit the following documents or respond to required agreements.

A. Proposal (See section 16 below) B. Pricing (see section 15 below) C. Questionnaire D. Proposer’s Master Terms and Conditions (See section 17 below) E. Certificate of Interested Parties document – generated by going to https://www.ethics.state.tx.us/filinginfo/1295/ F. Deviations Compliance Form – must submit deviations per instructions on form G. RISD Certifications – refer to the RISD Required Certifications 25-26 form and document entitled

Information regarding EDGAR Certifications H. Insurance Certificate I. W9 (current) J. Pre-Service Affidavit Agreement (Yes or No) K. Declaration of Conflict of Interest (Yes or No) https://s.risd.org/Pre-Service-Affidavit https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://www.ethics.state.tx.us/filinginfo/1295/

L. Conflict of Interest form (if a conflict exists) M. HUB Certification (if applicable) N. Agreement to sign RISD’s Data Privacy Agreement- if applicable (Yes or No)

11. SCHEDULE OF EVENTS

Release RFSP February 19, 2026 10:00 AM Deadline for Questions March 11, 2026 10:00 AM RISD Responses Posted March 13, 2026 2:00 PM Proposal Submission Deadline March 24, 2026 1:00 PM Anticipated Board Recommendation May 7, 2026 Agreement Start Date July 1, 2026

12. COMMUNICATIONS

All communication regarding this RFSP must occur through the Euna Procurement portal.

RISD will not provide verbal responses.

Questions received after the deadline may not receive a response.

Respondents are responsible for monitoring the portal for updates and posted Q&A.

RISD Contact:

Patsy Farley, Purchasing Department

��� (469) 593-0565

���� patsy.farley@risd.org

Contact with any other district personnel regarding this RFSP is strictly prohibited and may result in disqualification.

13. SCOPE OF WORK

Richardson Independent School District is seeking sealed proposals for the purchase of Special Education Supplies, Equipment and Related Items.

This is a proposal to establish contracts, which will allow for the legal acquisition of Special Education Supplies, Equipment and Related Items. This agreement will be awarded to multiple vendors.

14. SPECIFICATIONS

A. Assistive Technology Devices

Vendors shall provide access to a comprehensive range of assistive technology devices including:

• Alternative and augmentative communication (AAC) devices

• Speech generating devices and communication boards

• Adaptive computer hardware including specialized keyboards, mouse alternatives, and touch screens

• Visual aids and magnification equipment

• Hearing assistive technology and FM systems

• Mobility and positioning equipment

• Environmental control units

B. Therapeutic and Sensory Equipment

Required equipment categories encompass:

• Sensory integration materials and equipment

• Weighted therapy products

• Proprioceptive and vestibular input devices

• Fine motor skill development tools

• Gross motor equipment and adaptive physical education materials

• Oral motor and feeding therapy supplies

• Occupational therapy equipment and supplies

C. Educational Supplies and Materials

Vendors must offer specialized instructional materials including:

• Multi-sensory learning materials

• Manipulatives for mathematics and literacy instruction

• Visual schedules and organizational tools

• Social skills development resources

• Behavior management and reinforcement materials

• Adapted books and reading materials

• Life skills and vocational training supplies

D. Software and Digital Curriculum

Digital resources and technology-based solutions shall include:

• Special education instructional software licenses

• Assessment and progress monitoring platforms

• Interactive learning applications

• Curriculum modification and adaptation tools

• Communication and language development programs

• Social-emotional learning digital resources

• Assistive technology software solutions

E. Assessment and Testing Materials

Comprehensive testing materials required:

• Developmental assessment tools

• Cognitive and academic achievement tests

• Speech and language evaluation materials

• Behavioral assessment instruments

• Adaptive behavior scales

• Functional behavior assessment tools

• Progress monitoring assessment materials

F. Adaptive Furniture

Specialized classroom and therapy furniture designed to accommodate diverse physical and sensory needs:

• Height-adjustable desks and tables with wheelchair accessibility

• Specialized seating including therapeutic chairs, stability balls, and postural support systems

• Standing desks and tilting work surfaces

• Sensory-friendly classroom furniture including quiet spaces and calming corners

• Adaptive storage solutions with visual labels and accessible heights

• Positioning and support furniture for various therapeutic activities

• Mobile and flexible furniture configurations for individual and group activities

• Specialized computer workstations with ergonomic adaptations

• Floor seating options including wedges, cushions, and positioning aids

• Adaptive cafeteria and common area seating solutions

15. PRICING

• Price List - Vendor’s published price list must be provided with Vendor’s response to this RFP. If price list is available on a website, vendor must provide the website address. If vendor does not have a price list available, upload a document stating that vendor does not have a current price list.

• It is the intent of this solicitation to establish a discount from published price list.

• In the Questionnaire, please indicate the primary discount that your company will offer the District.

• Responder(s) must indicate a primary discount (even if the discount is 0% or list price), but may offer multiple discounts by category

• The percentage discount offered will be based on the current published price list and pricing will remain firm for one (1) year. Discount changes will be reviewed upon annual anniversary of agreement.

• Price reductions shall be offered immediately upon becoming available to a vendor after award.

• Vendors responding to this proposal agree to sell items at no more than the normal retail price and agree to accept the District’s tax-exempt status and WILL NOT charge RISD sales tax.

16. PROPOSAL FORMAT

Proposals must include a description of the provider and the experience they have with providing Special Education Supplies, Equipment and Related Items. Proposal should be no more than 5 pages long.

• Vendor must include an overall summary of the goods and/or services offered. Vendor may include any other details regarding the quality of their goods and/or services.

• The District will use the proposal to review and score responses.

17. PROPOSER’S MASTER TERMS AND CONDITIONS

The Proposer shall provide its Master Terms and Conditions document as part of its proposal submission for review by RISD. Upon award, RISD’s legal counsel will review and negotiate the Master Terms and Conditions to establish a mutually agreed-upon Master Service Agreement

(“MSA”).

For all subsequent quotes or purchases made under the MSA, the following statement (or a substantially similar one) must be included:

“The Parties agree that by Richardson ISD making this purchase, the Parties agree to the terms and conditions set forth in the Master Service Agreement dated [Month] [Day], [Year]. Without limiting the foregoing, this Agreement supersedes any click-wrap, browse-wrap, or other online terms that might otherwise apply to the Services. The Agreement may not be modified or amended except by a written agreement executed by both Parties.”

This ensures that all future engagements between the Parties are governed by the agreed-upon Master Service Agreement and not by any unilateral or automatically imposed terms.

18. EVALUATION AND SELECTION PROCESS

This proposal will be awarded in the best interest of the District. Final evaluation of this proposal will be based on the Texas Education Code 44.031(b).

Richardson ISD will conduct a comprehensive evaluation of all submissions received in response to this RFP. The district will appoint a selection committee to perform the evaluation. Each submission will be analyzed to determine overall responsiveness, qualifications under the RFP and Respondent’s proposed plan. At that time, negotiations will be conducted and a contract will be executed.

An Evaluation Committee will evaluate the proposals against the following weighted criteria:

Evaluation Criteria Points

Discount Offered (0% discount will receive 0 points) (1-4% will receive 10 points) (5-9% will receive 20 points) (10-14% will receive 30 points) (15-19% will receive 40 points) (over 20% will receive 50 points)

2 Reputation of the vendor and vendor’s goods or services – K12 References Provided 5

3 Quality of the vendor’s goods or services (Proposal response) 25 4 Extent to which the goods or services meet the district’s needs 10 5 Vendor’s past relationship with the district 0

6 Impact of district’s compliance with laws and rules relating to Historically Underutilized Businesses 0

7 Total long-term cost to the district 0

8 Vendor or Vendor’s ultimate parent company or majority owner has its principal place of business in this state 5

9 Vendor or Vendor’s ultimate parent company or majority owner employs at least 500 persons in this state 0

10 Other relevant factors specifically listed in this RFSP - Accepts PO's 5 Agreement to Data Privacy Agreement (if applicable) Pass/Fail Agreement to RISD Standard Terms and Conditions Pass/Fail Agreement to provide Pre-Service Affidavit (if applicable) Pass/Fail

Notice: The evaluation and scoring shown on this evaluation document are preliminary results and are not final.

This evaluation and scoring may be subject to re-evaluation, re-scoring, and/or re-examined considering additional evaluation information, such as applicable law/regulations or through a Best and Final Offer (BAFO) process. Evaluations and scoring results are not final until the evaluation process officially concludes.

Proposer(s) scoring highest based upon the Evaluation Criteria will be selected to participate in this final analysis of proposals. Qualifications and suitability of the proposed service and not price alone shall be considered in the acceptance of proposals. The District will award a contract based upon best value as determined by a combination of price and the above stated evaluation criteria.

RISD may request a written interpretation from a Proposer of any term or statement in a proposal that is or appears unclear or subject to more than one interpretation, and may act upon such written interpretation.

RISD shall have the right to reject any or all proposals; to reject a proposal not accompanied by the required documents; to reject a proposal, which is in any way incomplete, irregular, or nonconforming;

or to reject a proposal, which may otherwise be legally rejected for any reason. RISD may waive any informality in any proposal to the fullest extent permitted by applicable law.

19. CONTRACT

The contents of the proposal submitted by the successful Proposer and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful Proposer will be expected to sign a contract/award letter with the District.

20. PURCHASE ORDER

All purchases will be made via an official RISD Purchase Order (PO).

No shipment or delivery may occur without a valid PO.

Invoices and packing slips must include:

• RISD PO number

• Manufacturer’s item number

• Discounted unit price

21. CANCELLATION

RISD reserves the right to cancel this contract should any of the following occur:

• the vendor(s) proceeds in a manner that does not comply with the contract

• should services or quality of the goods become unacceptable as determined solely by RISD

• the vendor(s) does not carry out the provisions of this contract in its true intent and meaning as indicated in the scope of work.

Prior to contract cancellation, the vendor(s) will be served with written notice to provide satisfactory compliance with the contract without penalty. If the vendor neglects or refuses to follow such notice within thirty (30) days RISD may cancel the contract.

22. WARRANTY / GUARANTEE

All products purchased under this contract shall be NEW and free from defects.

23. SURVIVAL CLAUSE

Any software license agreements, warranties, maintenance agreements, or service agreements that are incorporated into or arise from accepted Purchase Orders or Purchase Agreements issued pursuant to this Contract shall survive the expiration or termination of this Contract in accordance with their respective terms. Any Purchase Orders or Purchase Agreements issued by ISD and accepted prior to the expiration or termination of this Contract shall likewise survive until fully performed or otherwise resolved in accordance with their terms.