2-Special Education Contracted Services RFP26-31-04-201.pdf

RFP #26-31-04-201

Special Education Contracted Services

Issued by:

Kasey Modde, Director of Purchasing

Eanes Independent School District 401 Camp Craft Road Westlake, TX 78746

Phone: (512)732-9036 Email: kmodde@eanesisd.net

RFP Submittal Deadline

Wednesday, April 20, 2026, at 2:00 PM (CST) mailto:kmodde@eanesisd.net

TABLE OF CONTENTS

Items below represent components which comprise this RFP package. Respondents are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, please notify Kasey Modde immediately at kmodde@eanesisd.net.

Part Page

1.0 Notice of Intent

2.0 Request for Proposal Requirements

3.0 Instructions to Vendors

4.0 Scope & Specifications

5.0 Evaluation & Award of RFP

6.0 General Terms and Conditions

7.0 Insurance Requirements

8.0 Proposal Response

9.0 Attachments

PART 1.0 – NOTICE OF INTENT

The Purchasing Department of the Eanes Independent School District (“EISD” or the “District”) is conducting this procurement to establish contracts with qualified vendors to provide Special Education Contracted Services.

The initial term of the contract will be twelve (12) months. The District may, at its sole discretion, renew the contract for up to four (4) additional one-year terms unless either party provides written notice of non-renewal at least sixty (60) days prior to the expiration of the current term.

Contracts awarded under this solicitation will be available for use on an as-needed basis. Vendors are requested to submit responses offering the services they provide that are commonly required by school districts and other public or not-for-profit entities.

Services considered for award shall meet or exceed the technical and performance standards and specifications defined in this RFP and further described in the Scope and Specifications section.

Following award, the District will confirm individual service assignments on an as-needed basis. Specific service placements will be formalized through a District Vendor Agreement or other written service authorization that outlines the scope of services, assignment details, and applicable terms for the specific placement.

Execution of a Vendor Agreement or other written authorization will be required prior to the commencement of services.

The services to be purchased under the resulting contract may be requested on an indefinite delivery, indefinite quantity (IDIQ) basis. The District makes no guarantee of any minimum service volume.

PART 2.0 –REQUEST FOR PROPOSAL REQUIREMENTS

Please read carefully this entire RFP document and specifications. Complete all forms and submit your bid with all appropriate attachments.

2.1 Request for Proposal (RFP) Documents

The RFP Documents are available for download by accessing the district’s procurement portal:

https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities

2.2 Tentative Timeline

EISD anticipates following the timeline listed below for this solicitation:

Item Activity Date & Time 1 Solicitation starts to advertise (1st run) Sunday, March 15, 2026

2 Solicitation advertised (2nd run) Sunday, March 22, 2026

3 Deadline for Questions Monday, March 30, 2026

4 District Posts Answers / Addendum (if needed) Wednesday, April 1, 2026

Deadline for submission of responses (See Part 3 – Instruction to Vendors – for detailed submission requirements)

Monday, April 20, 2026 @ 2:00 PM (CST)

6 Anticipated Award Date TBD

7 Initial Contract Period TBD 2026 – 2027 8 Renewal Period 1 (Option) TBD 2027 – 2028 9 Renewal Period 2 (Option) TBD 2028 – 2029

10 Renewal Period 3 (Option) TBD 2029 – 2030

11 Renewal Period 4 (Option) TBD 2030 – 2031

The table above is only an estimate and may vary.

2.3 Procurement Method

EISD is utilizing the Request for Proposal (RFP) method of procurement in accordance with Texas Education Code Section 44.031 Purchasing Contracts, Request for Proposal for the purchase of goods and services other than construction services. For information regarding the RFP process, contact Kasey Modde, Director of Purchasing at kmodde@eanesisd.net.

2.4 Requirement for Return of RFP Responses

Respondents must submit proposal responses by the established deadline (day and time). Please refer to the “Instructions to Vendors” section to ensure that you submit all required information to EISD.

EISD does not accept responses after the due date and time.

2.5 Pre-Bid/Proposal Conference

A pre-bid/proposal conference will not be scheduled.

2.6 Rights Reserved by EISD and Restrictions on RFP Process

a) EISD reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposal.

b) EISD reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with EISD. EISD may make multiple awards, and this fact should be taken into consideration by each vendor.

c) EISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response or any amendments or addenda, participating in bid conferences, participating in any negotiation sessions or discussions, or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.

https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities

d) EISD reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. EISD further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. EISD further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District. EISD also reserves the right as sole judge of quality and equality.

2.7 Questions and Clarification

a) Questions regarding the requirements specified in this solicitation must be submitted in writing through the Messages feature in the Bonfire portal.

b) EISD will not answer verbal questions. Any responses to a prospective vendor’s questions will be posted on the Bonfire portal for all interested parties.

c) EISD Board Policies can be accessed at our website, www.eanesisd.net . Purchasing Policies are included in Section C of the EISD Board Policy Manual.

d) All communication regarding this solicitation must be directed exclusively to the Director of

Purchasing. Contact with any other District staff, the Superintendent, or members of the Board of Trustees is strictly prohibited unless expressly authorized by the Director of Purchasing. Failure to adhere to this requirement may result in disqualification of the solicitation response.

https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities https://eanesisd.bonfirehub.com/portal/?tab=openOpportunities http://www.eanesisd.net/

PART 3.0 – INSTRUCTIONS TO VENDORS

This portion of the RFP includes instructions on the format vendors must follow in preparing and submitting their RFP responses. It further identifies how questions can be raised and will be addressed.

3.1 Compliance with Specifications

Vendors shall respond to all requests identified in this RFP and shall comply with the requirements of this RFP and the Eanes ISD General Terms for Purchasing Solicitations and Contracts.

Any requested exception to this RFP, the District’s General Terms, or any sample or form agreement included with this Solicitation must be clearly identified in the vendor’s response, with the applicable section referenced and the reason for the requested exception stated.

Requested exceptions are subject to District review and shall not be effective unless expressly accepted by the District in writing. By submitting a response, the vendor represents that it has read and understands this RFP and the District’s General Terms for Purchasing Solicitations and Contracts.

3.2 Response Format (Required)

Responses must be submitted electronically through the District’s Bonfire portal and must be received on or before the date and time specified in this Solicitation. Responses received after the stated deadline will not be accepted.

Responses should be direct, concise, complete, and unambiguous. Vendors are responsible for ensuring that all required documents and attachments are included with their submission.

3.3 Submission of Responses

EISD strongly encourages responses to be submitted through the Bonfire portal. Faxed or emailed responses will not be accepted. Any deviations or requested exceptions shall be conspicuously noted in writing and included with the response. Vendors are encouraged to submit responses as early as possible to avoid unforeseen technical issues with portal registration or upload.

3.4 Response Submission Location for Hard Copy Proposals

Although discouraged, proposals may be hand delivered or mailed to the Purchasing Office at the following location during business hours of 8AM – 4PM:

Eanes ISD Central Administration Attn: Kasey Modde, Director of Purchasing 401 Camp Craft Road Westlake, TX 78746

RFPs must be submitted in sufficient time as to be received and time stamped in the EISD Purchasing Department on or before the published date and time shown in the RFP. RFPs delivered to EISD locations other than 401 Camp Craft Road, Westlake, TX 78746 will not be considered “received” by the Purchasing Department until they arrive in the Purchasing Department. EISD will not be responsible for delays in delivery resulting from the need to transport an RFP from another location or error/delay on the part of any carrier. No provisions or exceptions are made for late submission due to actions or consequences of the Vendor or third-party. Any responses received after the submittal deadline date and time will be disqualified.

3.5 Addendum

Any interpretations, corrections, additions, or changes to this RFP will be communicated to vendors by the issuance of an addendum. It is the responsibility of the vendor, prior to submitting their response, to determine whether an addendum was issued. All vendors shall comply with the requirements specified in any addendum issued by EISD.

3.6 Disqualification

A vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage

3.7 General Corporate and Contact Information

Vendor agrees to provide EISD with the following financial information if requested by EISD at any point during the procurement process, including before or after contract award: If public, the vendor’s income statement, balance sheet, and cash flow for the past three (3) years; if private, the vendor’s audited financial statements for the past two years (if available). A vendor’s failure to provide this financial information may impact the EISD Administration’s recommendation to the EISD Board of Trustees for the award of the contract.

3.8 Interpretation

This Solicitation and the District’s General Terms for Purchasing Solicitations and Contracts shall form the basis for any resulting award. No verbal or oral statements shall modify or supplement this Solicitation. Only written addenda issued by the District and any written exceptions expressly accepted by the District shall be binding during the solicitation process.

3.9 No Return of Responses; Withdrawal of Responses

All responses and accompanying materials become the property of EISD and will not be returned. A vendor may withdraw its response by written notice received by the District prior to the submission deadline. After the submission deadline, responses shall remain firm for ninety (90) days unless otherwise released by the District in writing.

3.10 Non-Collusion Statement

Vendors are required to certify a Non-Collusion Statement. Vendors are required to state the party submitting a response, that such response is genuine and not collusive or sham; that vendor has not colluded, conspired, connived or agreed, directly or indirectly, with an entity or person, to put in a sham response or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the response price or of any other vendor, or to fix any overhead, profit or cost element of said response price, or of that of any other vendor, or to secure any advantage against EISD or any person interested in the proposed contract, and that all statements in said response are true.

3.11 Open Records Policy

EISD is a governmental entity subject to the Texas Public Information Act. Responses submitted to EISD 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. EISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by vendors.

3.12 Preferences

EISD may apply applicable preferences for Texas resident vendors in the event of a tie bid. Preferences must be explicitly claimed by vendor and may not be applicable in procurements and/or contracts involving federal funds unless the procurement and/or contract involves unprocessed locally grown or locally raised agricultural products for use by EISD in a Child Nutrition Program. See Texas Government Code §§ 2252.001

- .004; 2 C.F.R. § 200.319.

3.13 Responsible Vendor

A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.

3.14 Responsive Submittals

Submissions shall be deemed responsive if they comply with all material and administrative aspects of this solicitation.

3.15 Invoicing

Invoices shall be sent to accountspayable@eanesisd.net. Payment terms will be Net 30 unless otherwise authorized by the District or a prompt payment discount has been offered. Payment period does not commence until receipt and approval of services by the ordering campus/department

3.16 EISD is Tax-Exempt

EISD is tax-exempt. Response prices should not include taxes.

mailto:accountspayable@eanesisd.net

PART 4.0 – SCOPE & SPECIFICATIONS

4.1 Scope of Services

EISD is looking to obtain responses from vendors that can provide various Special Education Contracted Services.

A. Vendor shall ensure compliance with all applicable federal, state, local statutory requirements, State Board of Education and Texas Department of Health & Human Services rules, as well as Eanes ISD’s local board policy with respect to special education and/or related aids and services.

B. Vendor shall ensure adherence to appropriate safety procedures and report potential health or safety hazards to the designated campus administrator.

C. Vendor’s assigned staff members shall be responsible for the following, as applicable:

• Providing special education and/or related aids and services as determined for each

• assigned student;

• Maintain logs and therapy notes for student services

• Provide logs with invoice for therapy

• Attending ARD meetings;

• Maintaining and submitting individual student reports to Eanes ISD;

• Completing or assisting with individual evaluation plans;

• Completing progress reports for services

• Consulting with school staff

• Completing evaluations, IEPs, and Progress reports on the Frontline system

• Assisting Eanes ISD staff with their students’ IEP progress reports;

• Assisting school staff with equipment orders if applicable

• Creating collaborative relationships on school campuses; and

• SHARS billing for each assigned student, if applicable.

4.2 Vendor Performance Standards and Service Responsibilities The following performance standards and service responsibilities shall apply to all awarded vendors. These expectations are material to the contract and may be considered in performance monitoring and contract renewal determinations.

A. Compliance with Laws and District Policies The Vendor shall ensure compliance with all applicable federal, state, and local statutory requirements, including rules established by the State Board of Education and Texas Health and Human Services, as well as Eanes ISD Board policies relating to special education services and related aids. Vendor personnel shall comply with all District policies, campus procedures, and professional conduct expectations while providing services on District property or on behalf of the District.

B. Safety and Campus Coordination Vendor personnel shall adhere to appropriate safety procedures and report any potential health or safety hazards to the designated campus administrator.

Vendor personnel shall coordinate with campus staff and maintain professional and collaborative working relationships with school personnel and administrators.

C. Staffing and Assignment Confirmation Vendors shall confirm staffing assignments for fall semester services no later than the deadline established annually by the District.

Vendors shall identify anticipated onboarding timelines for new placements and maintain communication with the District regarding staffing status.

Vendors shall make good faith efforts to fill new service requests within ten (10) business days unless otherwise agreed in writing by the District.

D. Continuity of Services

Vendors shall provide advance written notice of any provider resignation, reassignment, or extended absence.

Replacement personnel shall be proposed within a reasonable timeframe, typically not to exceed ten

(10) business days unless market conditions prevent such placement.

Vendors shall support transition planning when providers leave mid-year to ensure minimal disruption to student services.

E. Personnel Qualifications and Credentialing All personnel assigned by the Vendor must maintain appropriate Texas licensure, certifications, and professional credentials required for the services provided.

Vendors shall verify credentials and background checks in accordance with Texas Education Code Chapter 22.

Documentation of licensure and credentials shall be provided to the District upon request.

F. Service Delivery Responsibilities Vendor personnel shall perform services consistent with student Individualized Education Programs (IEPs) and District expectations, including but not limited to:

• Providing special education and related services as determined for assigned students;

• Attending ARD/IEP meetings when requested by the District;

• Completing or assisting with individual evaluation plans and assessments;

• Consulting and collaborating with school staff regarding student services;

• Assisting District staff with IEP progress reporting as needed;

• Assisting with equipment or assistive technology recommendations when applicable;

• Supporting SHARS billing requirements when applicable.

G. Documentation and Reporting Vendor personnel shall maintain accurate documentation of services provided.

Service logs must include:

• Student name or ID

• Date of service

• Duration of service

• Type of service provided

• Provider name

• Campus location

Logs must align with invoiced services.

Vendor personnel shall also:

• Maintain therapy notes and service documentation;

• Submit required student reports and progress reports to the District;

• Complete evaluations, IEP documentation, and progress reporting within District systems (e.g., Frontline) when applicable.

Vendors may be required to provide monthly staffing and service summary reports to the District.

H. Invoicing Standards Invoices shall be submitted no more than once per month.

Invoices must include student-level detail and correspond to service logs and documented services.

Undisclosed administrative, travel, or ancillary fees will not be paid.

Payment is contingent upon District verification of services rendered.

I. Performance Monitoring The District reserves the right to:

• Monitor vendor performance;

• Require corrective action plans when necessary;

• Remove individual personnel deemed unsatisfactory;

• Limit future assignments based on documented performance history; and

• Decline contract renewal based on performance concerns.

Failure to meet these performance expectations may impact future contract renewals or continued participation in District service assignments.

4.3 Vendor Personnel Approval and Replacement

All personnel assigned by the Vendor to provide services under this contract are subject to approval by the District.

The District reserves the right to request the removal or replacement of any Vendor employee or subcontractor whose performance is determined by the District to be unsatisfactory, whose credentials are found to be inadequate, or whose conduct is inconsistent with District policies or campus expectations.

Upon notification from the District, the Vendor shall remove the individual from assignment and propose a qualified replacement within a reasonable timeframe. Replacement personnel must possess the required credentials, licensure, and experience necessary to perform the services required under this contract.

The District’s request for removal of personnel shall not be considered a termination of the contract and shall not relieve the Vendor of its obligation to provide services under the contract.

4.4 Specifications

It is the intention of EISD to establish one or more contract(s) with highly qualified Vendor(s) for Special Education Contracted Services. Vendor(s) shall, at the request of EISD, provide these covered services under the terms of this RFP and the Contract set forth in Section 6.0 Contract Terms and Conditions.

4.5 Estimated Annual Expenditures

Based on previous expenditures for Special Education Student Services, EISD estimates contract spending to be approximately $3,000,000. PLEASE NOTE THERE ARE NO GUARANTEED ANNUAL VOLUMES. The District makes no guarantees as to quantities and may request more or less than those stated in this proposal.

Service Category Title Short Description Speech-Language Pathologist (SLP) Provide speech, language, and communication evaluations and therapy services in accordance with student IEPs. Maintain documentation, participate in ARD/IEP meetings, and collaborate with campus staff.

Occupational Therapy (OT) Provide occupational therapy services to eligible students, including evaluations, direct services, consultative support, and participation in ARD/IEP meetings.

Physical Therapy (PT) Provide physical therapy services to eligible students, including evaluations, direct services, consultative support, and participation in ARD/IEP meetings.

Board Certified Behavior Analyst

(BCBA)

Conduct behavioral assessments, develop and monitor Behavior Intervention Plans (BIPs), supervise behavior staff, and provide consultation to campus teams.

Licensed Specialist in School Psychology (LSSP)

Conduct psychological evaluations, provide counseling as a related service, complete Functional Behavioral Assessments, consult on Behavior Intervention Plans, and participate in ARD/IEP meetings and district trainings as required.

Licensed Professional Counselor

(LPC)

Provide counseling services as a related service, including crisis planning, evaluations, and participation in ARD/IEP meetings and district trainings as required.

LMSW / LCSW Services Provide school-based social work services, including counseling, agency referrals, CRCG participation, evaluations, and collaboration with campus teams.

Educational Diagnostician Conduct educational evaluations, determine eligibility, develop evaluation reports, and support IEP development. Participate in ARD/IEP meetings.

Special Education Teacher Services Provide specially designed instruction aligned to IEP goals, including co-teaching, in-class support, and specialized classroom instruction.

Participate in ARD/IEP meetings and campus collaboration.

Nursing Services

(RN/LVN/CNA/UDC)

Provide school-based nursing services including physician-ordered treatments, health monitoring, data collection, and participation in ARD/IEP meetings as required.

Teacher of Students with Visual Impairments (TVI)

Provide specialized instruction and support for students with visual impairments, including curriculum access and adaptive skills development.

Orientation & Mobility (O&M) Provide instruction in safe and independent navigation skills for students with visual impairments in school and community environments.

American Sign Language (ASL) Interpretation

Provide sign language interpretation services for students in instructional and extracurricular settings and for parents during ARD/IEP meetings as required.

Communication Access Real-Time Translation (CART)

Provide real-time captioning services (on-site or remote) to support communication access for students who are deaf or hard of hearing.

Braille Production Produce instructional materials in braille and accessible formats for students with visual impairments.

Assistive Technology Conduct assistive technology evaluations, recommend devices and supports, and provide training and implementation support.

Academic Instruction Provide targeted academic intervention aligned to IEP goals in core content areas.

Life Skills Instruction Provide instruction focused on functional, adaptive, and independent living skills aligned to IEP goals.

Adaptive Physical Education Provide modified physical education services designed to meet individualized student needs.

Social Skills Instruction Deliver structured social skills instruction and interventions aligned to student IEP goals.

Transition Services Provide transition planning services aligned to post-secondary IEP goals, including transition assessments and functional vocational evaluations. Participate in ARD/IEP meetings as required.

In-Home Trainer Provide skill reinforcement and behavior support services in home settings when required by the student’s IEP.

Bilingual Evaluation Conduct assessments in a student’s native language to ensure accurate eligibility determination and instructional planning.

Language Interpretation Provide spoken language interpretation services to support communication with students and families.

Translation Services Provide written translation of educational materials to support compliance and family engagement.

Staff Development Related to Special Education

Provide professional learning and training for District staff related to evidence-based special education practices and service delivery.

PART 5.0 – EVALUATION AND AWARD OF RESPONSES

In accordance with Texas Education Code §44.031, award(s) will be made to the responsible vendor(s) whose proposal(s) are determined to provide the best value to the District.

To qualify for evaluation, a proposal must be submitted on time and must materially satisfy all mandatory requirements identified in this solicitation.

5.1 Evaluation Criteria (Weighted)

Proposals will be evaluated using the following weighted criteria:

Staffing Capacity & Coverage Plan 25% Performance History & References 20% Pricing & Cost Structure 20% Personnel Qualifications 15% Operational Support & Reporting 10% Value-Added Services 10% Total 100%

Evaluation factors align with Texas Education Code §44.031, including but not limited to:

1. Purchase price.

2. The reputation of the vendor and the vendor’s goods and services.

3. The quality of the vendor’s goods and services.

4. The extent to which the goods and services meet the District’s needs.

5. The vendor’s past relationship with the District.

6. The impact on the ability of the District to comply with laws relating to historically underutilized businesses.

7. The total long-term cost to the District to acquire the goods or services.

8. Any other relevant factor specifically listed in the request for bids or proposals.

The District may consider operational impact, service continuity, administrative burden, and staffing reliability in determining best value. EISD reserves the right to waive any or all bidding irregularities, formalities, or other technicalities, to be the sole and independent judge of quality and suitability of any products or services offered and may accept or reject any bid in its entirety and may award the products and/or services on this bid as may appear advantageous to the District.

5.2 Pricing

Vendors must submit pricing using the District-provided Rate Sheet or Pricing Workbook. Pricing must clearly disclose any supervision rates, minimum hour requirements, travel or mileage charges, administrative fees, etc.

All pricing must be fully disclosed. Undisclosed fees or charges will not be permitted without prior written approval from the District.

Price Adjustment Pricing submitted in response to this RFP shall remain firm for the initial contract term unless otherwise approved by the District.

Requests for price adjustments may be submitted by the vendor no more than once per contract year and must be supported by documentation demonstrating an increase in the vendor’s actual cost of services.

Any proposed price increase must be submitted to the District in writing at least sixty (60) days prior to the requested effective date and must include supporting documentation.

Approval of any price increase shall be at the sole discretion of the District. The District reserves the right to approve, deny, or negotiate any requested adjustment.

If the District determines that a proposed price increase is not justified or is inconsistent with market pricing, the District reserves the right to:

• Reject the requested adjustment

• Require the vendor to continue providing the product or service at the existing contract price

• Obtain the service from an alternate source

5.3 Competitive Range

The District may establish a competitive range and conduct discussions or request clarifications with vendors within that range.

5.4 Award

Awards may be made to one or multiple vendors.

5.5 Non-Exclusive Contract

Contracts awarded under this solicitation shall be non-exclusive. The District reserves the right to procure similar services through other legally permissible methods if determined to be in the best interest of the District.

5.6 Formation of Contract

A proposal submitted in response to this Solicitation constitutes an offer. Award, if any, shall be made by the District in accordance with this Solicitation, the District’s General Terms for Purchasing Solicitations and Contracts, and applicable District policy. If Board approval is required, no award shall be effective until such approval is obtained. If a separate agreement is required by the District, no services shall commence until that agreement has been properly executed by individuals with authority to bind the parties. The District shall not be liable for any costs incurred or work performed prior to issuance of a valid purchase order, contract agreement, or other written authorization acceptable to the District.

PART 6.0 – GENERAL TERMS AND CONDITIONS

This Solicitation is subject to and incorporates by reference the following:

a) Texas Education Code 44.031.

b) Purchasing and Acquisition, Eanes ISD Policy CH (Legal), as amended.

c) Purchasing and Acquisition, Eanes ISD Policy CH (Local), as amended; and

d) Eanes ISD General Terms for Purchasing Solicitations and Contracts, as amended.

These documents are incorporated by reference as if fully set forth herein and are binding upon respondents.

In the event of a conflict between this Solicitation and the Eanes ISD General Terms for Purchasing Solicitations and Contracts, the General Terms shall control unless this Solicitation expressly states otherwise and the District approves such exception in writing.

Any resulting contract or agreement shall incorporate and be governed by the Eanes ISD General Terms for Purchasing Solicitations and Contracts unless expressly modified in writing and approved by the District.

https://drive.google.com/file/d/12aonjTdfWZ58BHLz758AJEtbBFFYKn12/view?usp=sharing https://www.eanesisd.net/dept/purchasing

PART 7.0 – INSURANCE REQUIREMENTS

EANES ISD INSURANCE REQUIREMENTS

Any vendor or contractor performing work on Eanes ISD property or facilities must provide a valid Certificate of Insurance (COI) along with the required supporting endorsements. This includes vendors bringing large equipment or vehicles onto district property.

Minimum Coverage Requirements

• General Liability – $1,000,000 per occurrence

• Automobile Liability – $500,000 per occurrence

• Workers’ Compensation – $100,000 per occurrence

All policies must remain active throughout the duration of the contracted work.

Required COI Language

The Certificate of Insurance must be issued on an ACORD 25 form and include the following language in the description of operations section:

“Eanes Independent School District, its trustees, administrators, employees, and agents are named as Additional Insured. General Liability and Auto Liability coverage is provided on a Primary and Non- Contributory basis. A Waiver of Subrogation applies in favor of Eanes ISD. 30 days' notice of cancellation is required.”

Endorsement Requirements

In addition to the COI, vendors must provide policy endorsement pages to support the coverage listed. These include:

• Additional Insured Endorsement

• Primary & Non-Contributory Endorsement

• Waiver of Subrogation Endorsement

• Cancellation Endorsement, if not incorporated into one of the above

Please note: A COI alone is not sufficient to verify coverage. The above endorsements must be attached and reference the policy under which coverage is extended.

Certificate Holder Must Read:

Eanes Independent School District 401 Camp Craft Road Austin, TX 78746

Submission Instructions

To streamline processing and support sustainability efforts, all Certificates of Insurance and endorsements must be submitted electronically to: safety@eanesisd.net

*In limited cases where vendors present low risk (i.e., do not enter district property, provide goods only, or operate as remote consultants), the district may accept a Certificate of Insurance with appropriate verbiage in lieu of full endorsement documentation. This determination will be made by Purchasing and/or Risk Management on a case-by-case basis.

mailto:safety@eanesisd.net

PART 8.0 – PROPOSAL RESPONSE

SECTION 1 – VENDOR INFORMATION

The undersigned authorized representative of the bidding company indicated below hereby acknowledges:

1. That he/she is authorized to enter into contractual relationships on behalf of the bidding company indicated below, and

2. That he/she has carefully examined the Proposal Notice, the accompanying Proposal Forms and the General Terms and Conditions and Item Specifications associated with this Proposal Invitation, and

3. That he/she proposes to supply the products and/or services offered under this Solicitation at the prices quoted and in compliance with this Solicitation and the District’s General Terms for Purchasing Solicitations and Contracts, except for any exceptions requested clearly identified in the proposal response;

4. That if awarded, the proposing company will furnish the products and/or services awarded in accordance with this Solicitation and the District’s General Terms for Purchasing Solicitations and Contracts, except for any requested exceptions expressly accepted by the District in writing; and

5. That any requested exceptions to this Solicitation or the District’s General Terms have been clearly identified in writing in the proposal response, and that no requested exception shall be effective unless expressly accepted by the District in writing.

Legal Name of Proposing Company DBA (if applicable)

Physical Address Taxpayer Identification #

City, State, Zip Printed Name of Authorized Represent.

Phone # of Authorized Representative Title of Authorized Representative

Fax # of Authorized Representative E-mail of Authorized Representative

Please indicate that you understand the respondent/post award requirements by initialing:

Response Requirements

_______ Proposal Response (MUST be submitted via Bonfire)

_______ Deviation/Compliance Form (MUST be submitted via Bonfire)

_______ Pricing Worksheet (MUST be submitted via Bonfire)

_______ 1295- Certificate of Interested Parties (MUST be submitted via Bonfire)

_______ Vendor Application (MUST be submitted via DocuSign)

Required Post Award (prior to providing service)

_______ Executed Vendor Agreement / Assignment Confirmation

_______ Certificate of Insurance (as described in Section 7)

Signature of Authorized Representative Date

Eanes Independent School District

Proposal Response Form Special Education Contracted Services

RFP #26-31-04-201

Use this response form to organize your proposal in the same order as the District’s weighted evaluation criteria. Complete all applicable sections, provide attachments where requested, and submit this form together with the District’s pricing workbook and other required solicitation documents.

Evaluation Criteria Alignment

Evaluation Category Weight Vendor Response Section

Staffing Capacity & Coverage Plan 25% Section 4

Performance History & References 20% Section 5

Pricing & Cost Structure 20% Section 6

Personnel Qualifications 15% Section 7

Operational Support & Reporting 10% Section 8

Value-Added Services 10% Section 9

Section 1 - Respondent Information

Legal Company Name of Respondent DBA (if applicable)

Physical Address City, State, Zip

Authorized Representative Title

Phone Email

Website EIN

Primary Contract Administrator Primary Billing Contact

Section 2 - Service Categories Offered Check all categories for which the respondent is submitting pricing and qualifications. Use the comments column to note in-person, remote, bilingual, evaluation-only, or other limitations.

Service Category Proposal Submitted Primary Delivery Model Comments

Speech-Language Pathologist (SLP) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Occupational Therapy (OT) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Physical Therapy (PT) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Board Certified Behavior Analyst (BCBA) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Licensed Specialist in School Psychology (LSSP) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Licensed Professional Counselor (LPC) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

LMSW / LCSW Services ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

School Nurse / Health Services ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Educational Diagnostician ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

School Psychologist / Counseling Support ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Orientation & Mobility (O&M) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Teacher of Students with Visual Impairments (TVI) ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Teacher of the Deaf / Hard of Hearing ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Sign Language Interpreter ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Assistive Technology ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Braille / VI Support ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Audiology Services ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Behavior / Instructional Support ☐ Yes ☐ No ☐ In Person ☐ Remote ☐

Both

Translation / Interpretation ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Other ☐ Yes ☐ No ☐ In Person ☐ Remote ☐ Both

Section 3 - Executive Summary and Best Value Statement

• Provide a brief summary of your firm, years serving school districts, and the services proposed under this RFP.

• Explain why your proposal represents best value to Eanes ISD.

• Identify any strengths that evaluators should consider across staffing, pricing, quality, and service continuity.

Narrative Response

Section 4 - Staffing Capacity & Coverage Plan (25%)

• Describe your current capacity to provide personnel in the service categories selected in Section 2.

• State whether staff are employees, independent contractors, or a combination.

• Identify recruiting sources, onboarding timelines, and your ability to fill new requests during the school year.

Explain how you will support service continuity when a provider resigns, is absent, or must be replaced.

• Describe geographic coverage, remote service capability, and semester-start readiness.

Section 5 - Performance History & References (20%)

• Summarize your experience providing school-based special education services, preferably in Texas public schools.

• Describe any recent work of similar size or complexity and the outcomes achieved.

• Address any contract terminations, corrective actions, or material disputes within the last five years, if applicable.

Reference District / Entity

Contact Name & Title Email Phone Dates/Services

Provided

Section 6 - Pricing & Cost Structure (20%)

• Attach the District pricing workbook for all categories proposed.

• Disclose all supervision rates, minimum hour requirements, administrative fees, travel or mileage charges, cancellation charges, and any other billable costs.

• State whether any services require different rates based on in-person, remote, evaluation, or bilingual delivery.

• Confirm that no undisclosed fees will be billed without prior written District approval.

Section 7 - Personnel Qualifications (15%)

• Describe your credential verification process for licensure, certifications, and ongoing compliance.

• Describe your criminal history review, pre-employment screening, and assignment approval process.

• Explain how supervision is provided when required by licensure or service model.

• Indicate what supporting documentation will be provided upon request (résumés, licenses, certificates, affidavits, etc.).

Section 8 - Operational Support & Reporting (10%)

• Describe how service logs, therapy notes, progress reporting, evaluations, and invoices are prepared and reviewed for accuracy.

• Explain your ability to work within District systems, including Frontline or similar documentation platforms.

• Describe your communication process with District staff regarding staffing status, absences, service issues, and invoicing questions.

• Explain your approach to monthly reporting, compliance monitoring, ARD/IEP participation, and SHARS support when applicable.

Section 9 - Value-Added Services (10%)

• Describe any additional services, tools, training, account management support, or implementation resources included at no additional charge.

• Identify any features that improve responsiveness, continuity, compliance, or ease of administration for the

District.

Section 10 - Required Attachments and Submittal Checklist Check each item included with your submission. Items identified by the solicitation as post-award should be provided only when requested by the District.

Item Included Notes

Completed Proposal Response Form ☐

Completed District Pricing Workbook / Rate Sheet ☐

Deviation / Compliance Form ☐

Vendor Application ☐

Additional supporting documents for qualifications, staffing, or value-added services

End of Proposal Response Form

DEVIATION/COMPLIANCE SIGNATURE FORM

Vendor Name

Address

City State Zip

Phone Number Fax Number

Contact Person

If the undersigned bidder intends to deviate from the General Terms and Conditions or Item Specifications listed in this proposal invitation, all such deviations must be listed on this page, with complete and detailed conditions and information included or attached. The District will consider any deviations in its proposal award decisions, and the District reserves the right to accept or reject any proposal based upon any deviations indicated below or in any attachments or inclusions.

In the absence of any deviation entry on this form, the bidder assures the District of their compliance with the General Terms and Conditions, Item Specifications, and all other information contained in this Proposal Invitation.

No Deviations Yes Deviations

List any Deviations your company is submitting below:

Signature of Authorized Representative Date

Name (Please Print) Title

PART 9.0 – ATTACHMENTS

EANES ISD CERTIFICATE OF INTERESTED PARTIES – FORM 1295

Eanes ISD is required to comply with HB 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 applies to a contract of Eanes ISD that (1) requires an action or vote by the Eanes ISD Board of Trustees before the contract may be signed; (2) has a value of at least $1 million; or (3) is for services that would require a person to register as a lobbyist under Tex. Gov’t Code Chapter 305.

If applicable, the business entity must submit a Disclosure of Interested Parties (Form 1295) to EANES ISD at the time business entity submits the signed contract. The Form 1295 requirement does not apply to: (1) a contract with a publicly traded business entity or wholly owned subsidiary of the same; (2) an electric utility; or (3) a gas utility. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission. The following definitions apply:

(1) “Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. TEX. GOV’T CODE § 2252.908(1).

(2) “Interested Party” means a person:

a) who has a controlling interest in a business entity with whom Eanes ISD contracts; or

b) who actively participates in facilitating the contract or negotiating the terms of the contract, including a broker, intermediary, adviser, or attorney for the business entity. TEX. GOV’T CODE § 2252.908(3).

(3) “Controlling interest” means:

a) an ownership interest or participating interest in a business entity by virtue of units, percentage, shares, stock, or otherwise that exceeds 10 percent;

b) membership on the board of directors or other governing body of a business entity of which the board or other governing body is composed of not more than 10 members; or

c) service as an officer of a business entity that has four or fewer officers, or service as one of the four officers most highly compensated by a business entity that has more than four officers. Subsection (c) does not apply to an officer of a publicly held business entity or its wholly owned subsidiaries. TEX. ETHICS COMM. RULE 46.3(c).

(4) “Intermediary” means a person who actively participates in the facilitation of the contract or negotiating the contract, including a broker, adviser, attorney, or representative of or agent for the business entity who:

a) receives compensation from the business entity for the person’s participation;

b) communicates directly with the governmental entity or state agency on behalf of the business entity regarding the contract;

and

c) is not an employee of the business entity. TEX. ETHICS COMM. RULE 46.3(e).

As a “business entity,” vendors must:

(1) complete Form 1295 electronically with the Texas Ethics Commission using the online filing application, which can be found at https://www.ethics.state.tx.us/filinginfo/1295/

- All vendors must complete Form 1295, even if no interested parties exist

- In Section 2, insert “Eanes Independent School District”

- In Section 3, insert the Eanes ISD RFP # for this proposal

(2) print a copy of the completed form (make sure that it has a computer-generated certification number in the “Office Use Only” box)

(3) have an authorized agent of the business entity sign the form

(4) submit the completed Form 1295 by attaching the form to your proposal in the Response Attachment section of the Eanes ISD eBid System.

Eanes ISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after receipt. After Eanes ISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from Eanes ISD.

https://www.ethics.state.tx.us/filinginfo/1295/

FOR REFERENCE ONLY

SUBMIT VIA DOCUSIGN

Vendor Application

Vendor Information and Payment Setup:

Complete this section in full. This information will be used to establish or update the vendor record, payment information, and purchasing contact information for District business.

Legal Company Name:

Federal Tax ID (EIN): _________________________ Please attach a current W-9 form here:

Attach a list of any other businesses with this EIN, including assumed names, trade names, or “doing business as” (DBA) names:

Corporate Address:

City/Municipality: State/Province: Zip Code: Country:

Remittance Address:

City/Municipality: State/Province: Zip Code: Country:

Order Address:

City/Municipality: State/Province: Zip Code: Country:

Web Site:

Contact Name: Contact Email Address:

Do you accept Purchase Orders? ____Yes ____No

Submit POs via Email to: Phone Number(s):

Will you accept payment via ACH? ____Yes ____No If yes, the Business Office will send your Electronic Payment Setup form separately upon award.

The District’s standard payment terms are Net 30.

Do you offer a prompt payment discount? ____

If yes, discount %: ___ Discount Days: ___

FELONY CONVICTION NOTICE

Senate Bill 1 passed by the Texas Legislature, Section 44.034, Notification of Criminal History, Subsection (a) states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or owners or operators of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the felony”

Subsection (b) states “a school district may terminate a contract with a person or business entity if the District determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract”.