2-RE-OPENING (SECOND) Hutto ISD RFP CLOTHING ACCESSORIES AND PROMO ITEMS - CATALOG BID.docx

HUTTO ISD - REQUEST FOR PROPOSAL

DATE: 08/17/2025 SOLICITATION #: 21-08-01(C)

Screen-printing, Embroidery, Laser, Heat Press, and Sublimated Printing on Clothing, Accessories, and Promotional Items NOTE: Those proposers who were approved for RFP #21-08-01 in 2021 and #21-08-01(B) in 2022 are already approved and DO NOT NEED TO RE-APPLY.

· Hutto ISD encourages proposers to submit proposals online through Bonfire (https://huttoisd.bonfirehub.com/). However, the proposer has the right to submit, in a sealed envelope, plainly marked with the Name of Proposers, RFP Number, and RFP Title.

· One (1) hard copy marked “ORIGINAL” of the proposal response –ALL hard copies will be scanned in electronically for evaluation. No physical copies will be given the evaluation committee.

· Questions must be submitted through Hutto ISD’s electronic bidding system Bonfire (https://huttoisd.bonfirehub.com/)

· Late, faxed, or e-mailed proposals will not be accepted.

Contact:

Todd Robison Director of Purchasing 737-327-5212 purchasing@huttoisd.net If not submitting in Bonfire, deliver Sealed Proposals to:

Hutto ISD Purchasing Department

RFP #21-08-01(C)

200 College St.

Hutto, TX 78634

THIS RFP WILL NOT BE OPENED OR READ PUBLICLY

GENERAL CONDITIONS AND SPECIFICATIONS

1. DESCRIPTION

1.1. Hutto ISD is located in Hutto, TX, a Central Texas community in the greater Austin area. Hutto ISD is known as Hippo Nation, in honor of its unique mascot, the Hippos. The district has one 6A high school, one ninth grade center (which will be built out to become the second high school), one alternative school, three middle schools, seven elementary schools (eighth to open 2025), and multiple administrative facilities. The school district has approximately 11,000 students and over 1,400 employees. It is one of the fastest growing school districts in Texas. The District will engage with the awarded Proposer(s), hereby known as “Vendor(s)”, in accordance with the instructions, terms and conditions, and requirements/specifications contained in the associated Solicitation and the negotiated contract agreement.

1.2. All communication regarding this RFP must be submitted through the Bonfire procurement portal listed in this document. Proposers are reminded that verbal responses or conversations are not binding. All questions and answers will be posted to the Bonfire procurement portal as an addendum to the RFP. Proposers are not permitted to contact any HISD Board of Trustee member, officer, or employee (other than Todd Robison, as identified above) during the Proposal Process.

2. SCOPE OF SERVICE

2.1. The intent of this proposal is to offer Hutto ISD campuses and departments with a list of qualified and approved vendors from which they can purchase Screen-printing, Embroidery, Laser, Heat Press, and Sublimated Printing on Clothing, Accessories, and Promotional Items. This shall be a multi-award.

NOTE: Those proposers who were approved for RFP #21-08-01 in 2021 and #21-08-01(B) in 2022 are already approved and DO NOT NEED TO RE-APPLY.

2.2. The solicitation shall be in effect from the date of the approval through September 30, 2027. Hutto ISD encourages all vendors to submit as soon as possible, and evaluation will be after proposal due date.

2.3. Vendor response must include:

2.3.1. Proposal Response Form within Bonfire:

2.3.2. Percent off discount (zero is acceptable)

2.3.3. Additionally, vendor’s catalog uploaded as Attachment A may be submitted but is not required.

2.4. This proposal is intended to provide Hutto Independent School District (known herein as Hutto ISD, HISD, or District), with their qualifications in accordance with specifications and questions embodied within this inquiry. This RFP will be approved on an all or none basis.

2.5. The estimated total value of a contract in unknown.

2.6. The District reserves the right to limit the total expenditure of a project with one vendor by the District as a whole.

3. LOGOS AND EMBROIDERY.

3.1. The requesting school or department will supply Vendor with necessary artwork and information regarding color, design, size, and shape of logo and/or embroidery at the time of each order.

3.2. The requester may hire the vendor to produce the artwork for screen-printing, embroidery, and/or other printing needs.

3.3. All commissioned artworks shall be considered property of Hutto ISD.

4. PRINTING.

4.1. All printing and embroidery work must be guaranteed 100% washable, with permanent paint or dye process.

4.2. The vendor shall replace any defective or improperly manufactured garments/products, and improper printing or embroidery process.

4.3. If requested by a campus or department within the District, vendor must provide a quotation to the campus or department that includes all associated costs for producing the item(s) requested. All prices in the quotation shall be equal to or less than the contracted prices.

4.4. All pricing shall include all shipping and delivery charges to Hutto, Texas.

5. STANDARD TERMS AND CONDITIONS

5.1. The solicitation shall be governed by the following documents, which are incorporated herein. A copy may be obtained at www.hipponation.org/purchasing or by contacting Hutto ISD Purchasing Dept. staff listed on the cover sheet. Any exceptions to the standard terms and conditions must be included in the Proposer’s response. Texas Education Code 44.031 Purchasing and Acquisition, Hutto ISD Policy CH(Legal) Purchasing and Acquisition, Hutto ISD Policy CH(Local).

5.2. Hutto ISD requires all vendors to register via its third-party vendor registration service, PaymentWorks. Within PaymentWorks, vendors provide important vendor information, such as W-9 info and payment method.

5.3. Hutto ISD aims to be paperless in invoice payments and will only write checks under special circumstances and with prior approval. The preferred payment method is credit card with no processing fee charged. If a vendor accepts credit card payment but charges a processing fee, then the vendor should select “ACH” as the payment method.

5.4. Hutto ISD reserves the right to approve this RFP to best meet the district’s needs to include by line items, group, single, dual, or multiple approvals.

5.5. Hutto ISD is a governmental body subject to the Texas Public Information Act. Responses submitted to Hutto ISD as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. If a vendor believes that its response, or parts of its response, may be exempted from disclosure under Texas law, the vendor must specify page-by-page and line-by-line the parts of the response which it believes are exempt. In addition, the vendor must specify which exception(s) to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception(s). Vague or general claims to confidentiality will not be accepted. Hutto ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by vendors.

3. NO GUARANTEE OF ORDER.

3.1. Hutto ISD does not guarantee any products will be purchased from approved vendors during the term of the contract.

4. APPROVAL SELECTION PROCESS

4.1. Individual department, schools, clubs, groups or organizations within the district will determine which vendor they wish to use from the District’s awarded vendor list.

4.2. The District reserves the right for individual department, schools, clubs, groups or organizations to negotiate with vendors, the terms, conditions, pricing, and other aspects of the vendors services or products during the duration of the individual transaction.

4.3. This is not an exclusive contract. The district reserves the right to solicit a separate bid for larger and specific unanticipated supplies and items and/or purchase from any interlocal or cooperative bids that are available.

4.4. Except as noted in Scope of Work, proposal approval(s) resulting from this request is (are) NOT EXCLUSIVE AGREEMENTS to purchase. The District reserves the right and option, without penalty, to purchase like materials, services from other sources when and if such purchases, in the opinion of the District, are necessary, and in the best interest of the District.

4.5. The District reserves the right to open bids as they are received.

5. TAX EXEMPTION.

5.1. Hutto ISD, by law, is exempt from most taxes. Proposer is encouraged to allow for an automated tax exemption, not requiring campuses/departments to request exemption. A current Hutto ISD Tax Exemption Certificate is available at request.

6. EVALUATION CRITERIA FOR PROPOSAL.

In accordance with applicable laws, rules, and regulations for public purchasing, approval(s) will be made to the responsible vendor(s) whose response(s) is/are determined, after evaluation by the Hutto ISD Purchasing Department, to be the best value to Hutto ISD. To qualify for evaluation, a response must have been submitted on time and must materially satisfy all mandatory requirements identified in this document.

6.1. Evaluation Criteria

6.1.1. A committee selected by Hutto ISD will review and evaluate all responses and make a recommendation to the Hutto ISD Board of Trustees. Hutto ISD will base a recommendation for contract approval on the following factors, in accordance with Texas Education Code § 44.031:

6.1.2. Evaluation Factors:

6.1.2.1. Price (Percent off discount)

6.1.2.2. Reputation of Vendor and of Vendor’s goods and/or services

6.1.2.3. Quality of Vendor’s goods and/or services

6.1.2.4. Extent to which the goods and/or services meet Hutto ISD’s needs

6.1.2.5. Vendor’s past relationship with Hutto ISD

6.2. Approvals

6.2.1. Approvals will be based on the criteria set forth within this document. Hutto ISD reserves the right to approve contracts to multiple vendors if these vendors offer items that are unique and have value to Hutto ISD. Hutto ISD also reserves the right to name one vendor of awarded vendors as the first choice of the District.

6.3. Competitive Range

6.3.1. It may be necessary for Hutto ISD to establish a competitive range of acceptable responses as part of the evaluation process. Responses not in the competitive range are unacceptable and do not receive further approval consideration.

6.4. Formation of Approval

6.4.1. A response to this solicitation is an offer to be approved with Hutto ISD based upon the terms, conditions, scope of work, and specifications contained in this solicitation. A solicitation/response does not become an approval unless and until Hutto ISD accepts it after approval by the Hutto ISD Board of Trustees.

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