14-Bid Specifications .pdf

RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

RFSP 25-357 HVAC Equipment, Parts, Supplies and Services

1. INTRODUCTION

Richardson Independent School District (RISD) is accepting sealed proposals for HVAC Equipment, Parts, Supplies and Services. This is a proposal to acquire HVAC equipment, parts, supplies and services on an as needed basis. This agreement will be awarded to multiple vendors.

RFSP’s must be submitted electronically into Richardson ISD’s e-bid system, Euna Procurement (previously known as Bonfire), by October 21, 2025 at 2:00 PM. The e-bid system will not accept late submissions.

2. OVERVIEW

The Richardson Independent School District (RISD or the District) is located in northern Dallas County, Texas and its boundaries include parts of Richardson, Dallas, and Garland cities.

The District currently serves almost 37,000 students in its 4 High Schools, 8 Junior High Schools, 41 Elementary Schools, 1 Non-traditional High School, 1 Alternative Learning Center and various administrative buildings.

This proposal seeks qualified vendors that can meet the supply and/or service needs the District for HVAC purposes on an as-needed-basis, including same-day delivery/pick-up and emergency services.

3. PERIOD OF AGREEMENT

The term of this agreement will be effective beginning November 7, 2025, after formal approval by the RISD Board of Trustees for five (5) through November 7, 2030. The board meeting to obtain approval of the agreement is scheduled for November 6, 2025. 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

RISD anticipates awarding this contract to multiple vendors, in order to best serve the needs of the District. All vendors properly responding on time to this proposal will be considered for award.

Vendors will be notified through the electronic bidding system of award. Vendors who are awarded contracts under this agreement will be identified as “approved vendors” for RISD and may be found at the following link after the evaluation/recommendation for award period and formal board approval:

https://web.risd.org/purchasing/awarded-bids.

5. PURCHASES

Actual purchases and selection of vendors will be based on price, availability, location, etc. Items will be purchased on an “as needed” basis by RISD’s 55 campuses and various central offices. A list of campuses is available on the districts website at https://web.risd.org/home.

6. ESTIMATED ANNUAL EXPENDITURE:

The Richardson ISD does not guarantee the volume (quantity or dollar value) to be purchased annually and purchases may be made from any awarded vendor. The actual dollar amount to be purchased depends on the actual needs of the District, and budgetary constraints.

RISD’s annual expense for HVAC Equipment, Parts and Supplies for SY 24-25 was: >$2,000,000 (please note, annual expense amount includes HVAC projects throughout the district)

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 HVAC Equipment, Parts, Supplies and related items from any other source, if in the judgement the District it appears necessary, expedient and/or financially advantageous.

8. PRE-SERVICE AFFIDAVIT

Vendor acknowledges that Senate Bill 571 (2025) amended the Texas Education Code to add Chapter 22A relating to employee and service provider misconduct reporting. Vendor acknowledges that Section 22A.055 requires that an individual who will serve as a service provider to a school district execute and deliver an affidavit to the District prior to providing any services under this Agreement that discloses whether that individual has been investigated, charged, convicted, disciplined, included in the Do Not Hire Registry, employed, or terminated by a public or private school or service provider as described in https://web.risd.org/purchasing/awarded-bids https://web.risd.org/home

Section 22A.051. Vendor shall ensure that all individuals assigned to perform services under this Agreement comply with this requirement in the form of the affidavit before commencing any work.

Vendor understands that failure to disclose required information on behalf of the Vendor, its employees, or agents is a material breach of this Agreement and constitutes a Class B misdemeanor punishable by fine, confinement, or both, and District must discharge or refuse to hire them.

RISD’s Pre-Service Affidavit is provided in the Supporting Documents of this solicitation or can be obtained at this link: https://s.risd.org/RISD_PreService_Affidavit

Texas Education Agency (TEA) link for information on Senate Bill 571: 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

9. EUNA PROCUREMENT DOCUMENT SUBMISSION

All required bid documents shall be submitted via the web-based portal called Euna Procurement.

a) Required documents can be found in the “Files” section of Euna Procurement and downloaded for completion and signatures where required.

b) All required bid documents must be uploaded into the Euna Procurement portal in the correct format as specified in this solicitation through the “Requested Information” section.

c) Formats are specific for each document upload. The program will not let you upload a document in the wrong format.

d) Euna Procurement will prevent responders from completing vendor submission if all “Requested Information” is not been properly uploaded.

10. SCHEDULE OF EVENTS

Release RFSP September 24, 2025 2:00 PM Deadline for Questions October 7, 2025 2:00 PM Deadline for Submittal of Proposal October 21, 2025 2:00 PM Anticipated Recommendation to Board November 6, 2025 Agreement Start Date November 7, 2025

11. COMMUNICATIONS

All questions received and the corresponding answers will be posted under Messages in the electronic bidding program. No verbal responses will be provided. The deadline for questions about this sealed proposal will be 2:00 PM CDT, October 7, 2025. The District may not respond to questions that are submitted after this time and date. Although every effort has been made to provide accurate up-to-date information, responders should submit questions through the electronic bidding program. THE RESPONDERS WILL BE RESPONSIBLE FOR CHECKING FOR ANY POSTED

QUESTIONS AND ANSWERS.

The RISD contact for this bid/proposal is Ashley Renfrow, telephone: 469-593-0561, or email ashley.renfrow@risd.org.

https://s.risd.org/RISD_PreService_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 mailto:ashley.renfrow@risd.org

Contact between solicited suppliers and user departments during the request for sealed proposal process or evaluation process is prohibited. Any attempt by a solicited supplier to contact the departments will result in disqualification.

12. SCOPE OF WORK

The District seeks vendors who can provide HVAC equipment, parts, supplies and services.

13. SPECIFICATIONS

Vendors must be capable of providing same-day delivery and/or pick-up, maintain adequate local inventory for immediate needs, maintain qualified technicians with appropriate certifications and support routine maintenance schedules and emergency response needs.

The District requires access to a comprehensive range of HVAC equipment, parts and supplies including, but not limited to:

• Heat pumps

• Condensing units and evaporators coils

• Boilers and related heating equipment

• Ventilation fans and exhaust systems

• Contactors, relays and control boards

• Motors for fans, compressors and pumps

• Capacitors, transformers and electrical switches

• Thermostats and temperature sensors

• Control panels

• Fan blades, motors and assemblies

• Belt drivers and pulley systems

• Bearings, bushings and mechanical hardware

• Dampers and actuators for air flow control

• Expansion valves and metering devices

• Filters and driers for refrigerant systems

• Pressure switches and safety controls

• Refrigerant lines and fittings

• Refrigerants including R-410A and R-22 phase-out alternatives and emerging low-GWP options

• Ductwork materials including sheet metal, flexible ducting and insulation

• Piping materials for refrigerant, condensate and hydronic systems

• Electrical supplies specifically for HVAC installations

• Cleaning supplies and chemicals for system maintenance

• Sealants, adhesives and weatherproofing materials

The District requires comprehensive HVAC services delivered by qualified technicians. Services include, but are not limited to:

• 24-7 emergency services and/or same-day services

• Priority scheduling during peak heating and cooling seasons

• Rapid diagnosis and report of system malfunctions

• Preventative Maintenance (refrigeration leak detection, electrical system testing, etc.)

All equipment, parts and services must comply with current building and/or city codes and safety regulations.

14. QUALIFICATIONS

All service providers shall maintain appropriate licenses and certifications relevant to their MEP trade.

All service works on RISD property are required to have background checks through Field Contral Analytics (FCA) www.fcbackground.com/clientsignup/.

15. PRICING

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

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

• For the percent discount question, please indicate the primary discount that your company will offer the District.

• 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

Proposals must include a description of the provider and the experience they have with providing HVAC Equipment, Parts, Supplies and Services. Proposal should be no more than three (3) pages long.

• Vendor must include an overall summary of the goods and/or services offered.

• Must include statement regarding qualifications and/or certifications referenced in Section

14 above.

Evidence of Experience

• Vendor experienced in providing services

• Familiarity and experience with similar project

Expertise of Personnel

• Experience and background of specific personnel that shall be assigned to the District http://www.fcbackground.com/clientsignup/

• Experience on projects of similar scope and size

Applicable Resources

• Adequacy of proposed team/resources to complete project within time frame agreed upon between RISD and awarded vendor

17. 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 1 Pricing and/or discounts offered 40 2 Reputation of the vendor and vendor’s goods or services

(K-12 references provide)

3 Quality of the vendor’s goods or services (Proposal response)

4 Extent to which the goods or services meet the district’s needs 10 5 Vendor’s past relationship with the District 15 6 Impact of district’s compliance with laws and rules relating to

Historically Underutilized Business (HUB)

7 Total long-term cost to the district 0 8 Vendor or vendor’s ultimate parent company or majority owner has it’s principal place of business in Texas

9 Vendor or vendor’s ultimate parent company or majority owner employs at least 500 persons in Texas

10 Other relevant factors specifically listed in this RFSP (Value added offers)

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.

18. 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.

19. PURCHASE ORDER

All purchases against this contract will be authorized through the use of a Richardson ISD purchase order. Orders must not be fulfilled (shipped and or delivered) without a Richardson ISD authorized purchase order.

All invoices and packing slips from successful vendor must include the RISD purchase order number, manufacturer’s identification number and discounted price of items and/or services as stated in this agreement.

20. DEVIATIONS

Any deviation to the Standard Terms and Conditions of this proposal request must be clearly stated in writing in the Deviation Compliance field.

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.