RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

RFSP 26-376 – Transportation Equipment, Parts and Related Services

**This bid will replace RFP 22-182 Truck and Bus Equipment, Parts & Service AND RFP 23-240 Truck and Bus Equipment, Parts & Service (Supplemental) both expiring June 30, 2026

1. INTRODUCTION

The Richardson Independent School District (RISD) is accepting sealed proposals from qualified vendors who can provide bus and automotive equipment, parts and related services for the Transportation Department, as well as other District departments, on an as-needed basis.

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 May 12, 2026, at 2:00 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

• Various Central Administration Buildings

3. PERIOD OF AGREEMENT

The term of this agreement will be effective beginning June 5, 2026, after formal approval by the RISD Board of Trustees for five (5) years through June 5, 2031. The board meeting to obtain approval of the agreement is scheduled for June 4, 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 transportation equipment, parts and related services for SY 24-25 was approximately $542,000

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 RFSP.

The District reserves the right to order equipment and parts directly 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. 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.

9. REQUIRED DOCUMENTS AND AGREEMENTS

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

A. Proposal (See section 15 below) B. Pricing (see section 14 below) C. Questionnaire D. Certificate of Interested Parties document – generated by going to https://www.ethics.state.tx.us/filinginfo/1295/ E. Deviations Compliance Form – must submit deviations per instructions on form F. RISD Certifications – refer to the RISD Required Certifications 25-26 form and document entitled

Information regarding EDGAR Certifications G. Insurance Certificate H. W9 (current) I. Declaration of Conflict of Interest (Yes or No) J. Conflict of Interest form (if a conflict exists) K. HUB Certification (if applicable)

10. SCHEDULE OF EVENTS

Release RFSP April 8, 2026 2:00 PM Deadline for Questions April 21, 2026 2:00 PM Proposal Submission Deadline May 12, 2026 2:00 PM Anticipated Board Recommendation June 4, 2026 Agreement Start Date June 5, 2026

11. 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:

Ashley Renfrow, Purchasing Department !" (469) 593-0561 #$%&' ashley.renfrow@risd.org https://www.ethics.state.tx.us/filinginfo/1295/ mailto:ashley.renfrow@risd.org

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

12. SCOPE OF WORK

Richardson ISD seeks qualified vendors who can provide equipment, parts and related services to support the district’s transportation fleet operations on an as-needed basis. Areas of need include, but are not limited to:

• Bus parts

• Automotive parts

• Towing services

• Collision/Body work

• Fuel additives

• Service fluids

• Tires

• Glass repair/replacement

• Window tinting

• Truck accessories

• Trailer equipment and parts

• Mechanical repair services

• Mechanical repair equipment/tools

13. PRICING

• Provide pricing on the Rates and Discounts Pricing Sheet.

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

• 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.

14. PROPOSAL

Proposals must include a description of the provider and the experience they have with providing transportation equipment, parts and related services. Proposal should be no more than three (3) 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.

• Vendor may include any qualifications and/or certifications.

15. 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 RFSP. The district will appoint a selection committee to perform the evaluation. Each submission will be analyzed to determine overall responsiveness, qualifications under the RFSP 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 (Calculated based on discount provided in questionnaire Example: 50 points equals 20% discount or greater)

2 Reputation of the vendor and vendor’s goods or services (3 references provided, preferable K-12) 5

3 Quality of the vendor’s goods or services (Proposal response) 15

4 Extent to which the goods or services meet the district’s needs 15 5 Vendor’s past relationship with the district 10

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 0

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 (Will accepts district purchase orders) 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.

16. CONTRACT

The contents of the proposal submitted by the successful Proposer and this RFSP 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.

17. 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

18. 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.

19. WARRANTY / GUARANTEE

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

20. 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.