RFP 2025-101 5/14/2025 Page 1 of 19

Humble Independent School District

RFP2025-101

Transportation-Fleet Repairs, Maintenance & Services Specifications & Guidelines

The Humble Independent School District (District) is issuing a recurring or rolling Request for Proposals (RFP) for companies interested in working with the District to provide District Wide fleet repairs, maintenance services, and additional related ancillary services.

These additional services include but are not limited to fuel systems, repair shop equipment systems, equipment, supplies and miscellaneous products involved in the day-to-day operation of a major K-12 Transportation Department.

Humble ISD is a Texas public school district serving approximately 48,000 students across forty-seven campuses in grades Kindergarten through 12th and with over 7,000 employees, and is nationally recognized for the outstanding education it offers to our students. The District’s Transportation Department is consistently one of the premier transportation fleets in the United States. Operating a fleet of 300+ buses, Humble ISD transports over 15,000 children safely each day. Transportation is responsible for all the District’s fleet vehicles. There are passenger sedans, SUV’s, shop/cargo vans, hydraulic tailgated load trucks, refrigerated box trucks, pickup trucks, utility trailers, miscellaneous recreational type vehicles. Most fleet vehicles makes are Ford, Chevrolet/GM or Dodge/Ram.

All services, repairs, maintenance performed must be performed in compliance with applicable laws, regulations, and codes to include manufacturer’s warranty specification and must meet OEM standard unless otherwise specified.

This Request for Proposal (RFP) may be funded with local, state and/or federal-aid dollars thereby requiring that the Vendor/Supplier/Contractor adhere to all pertinent federal, state and local requirements.

This Request for Proposal (RFP) is being issued on a recurring or rolling basis to allow local businesses, small businesses, and specialty service providers to respond to this solicitation for specified identified needs and for possible unknown and future service needs for our District’s Transportation Department. By using this rolling Request for Proposal, the District has the ability to accept responses from qualified companies, evaluate those responses based on stated selection criteria, the company’s ability to provide requested information and submit recommendations of qualified firms to Humble ISD’s Board of Trustees for approved vendor status. Once that Board approval has been awarded, successful responding vendors are granted approved vendor status for the term of the RFP.

On a recurring basis, this solicitation remains open for new companies to respond, thus the rolling RFP allows continual opportunities for additional firms to respond, increasing the District’s pool of qualified suppliers of service, maintenance and miscellaneous products. The intent of this RFP is to address immediate needs already established, as well as potential growth categories, requiring new vendors and suppliers to be Approved

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Vendors. The District will be accepting only responses from companies that can meet these specifications and guidelines. The final issue of this rolling solicitation will be March 12, 2029

SECTION I – SCOPE OF WORK

Automotive service and repair may include labor, service, inspections, towing services, parts, tools, equipment, miscellaneous materials, and supervision to facilitate the general maintenance, standard repairs, and/or emergency repairs of District owned fleet vehicles and school buses of various make, size and type. The District will also be accepting responses from vendors/suppliers that address the needs of the equipment and services required to maintain all facets of our Transportation Department.

District fleet vehicles include those operated by Police, Operational Support Services, Child Nutrition, Technology Services, and Warehouse. There are passenger sedans, SUV’s, shop/cargo vans, hydraulic tailgated load trucks, refrigeration box trucks, pickup trucks, utility trailers, and miscellaneous recreational type vehicles (golf carts, side-by-side, etc.). Most fleet vehicle makes are Ford, Chevrolet/GM, or Dodge/Ram. All services, repairs, maintenance performed must be performed in compliance with applicable laws, regulations, and codes to include manufacturer’s warranty specification and meet OEM standard, unless otherwise specified.

A. Type of Shops: Qualifications and Licensing Requirements

1. Preventative Maintenance Automotive Services Automotive service shops engaged in the changing of mechanical fluids, oil and filter, coolant, transmission fluids and filters, power steering fluids, and differential lubricants.

2. Tire and Alignment Automotive Services Tire and alignment shops engaged in sale to the public of tires that may also repair or service suspension components, tire balancing, and wheel alignments for both 2 and 4 wheel drive applications for fleet vehicles to include school buses.

3. Brake Service/Repair Services Brake service/repair shops engaged in servicing entire braking systems on fleet vehicles. Resurfacing of brake drums and rotors to be included.

4. Automotive Air Conditioning Services/Refrigeration Services Automotive A/C service and repair shops and refrigeration service shops must have EPA approved recovery and charging capabilities for each type of refrigerant serviced. Technicians performing any A/C and refrigeration service or repair must have current A/C industry recognized certification(s). A/C refrigeration services diagnostics and repair to include preventive maintenance, repair and replacement services as required.

5. Automotive Electrical Specialty Shops Automotive electrical specialty shops, such as emergency lighting systems install and repair, radio communications, and aftermarket electrical accessories, must be capable of diagnosing and servicing all electrical or electronic vehicle systems.

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6. General Automotive Repair Shops General automotive repair shops are those qualified in 3 or more areas of automotive repair or service as defined by the ASE. A certified technician must be on staff full-time for each area offered for service or repair.

7. Sublet A licensed shop may sublet repairs that it is not licensed to do, provided such repairs are sublet to a facility that is licensed for such repair.

B. Requirements in Shop

1. Automotive Repair Facility License prominently displayed.

2. Sales Tax Permit prominently displayed.

3. Grievance procedure and phone number prominently displayed.

4. Technician certifications available for review upon request.

5. A repair order form that includes a signature line for the authorization of diagnostic or repairs at a specific fee. This form is to include the date, vehicle description including mileage, license and VIN number and a description of the concern. No diagnostic work that requires payment may begin without a District authorized purchase order.

6. A final invoice that will include the company name, address and phone number, an itemized list of services performed and parts replaced, a statement of warranty, and specific list of parts. If a major part is being replaced, at the District’s discretion, the failed part may be requested for return to the District, prior to payment of Invoice, on a case-by-case basis. All invoices are to be sent to Humble ISD Accounts Payable (accounts.payable@humbleisd.net).

C. Estimate Requirements

1. The District representative will be provided a clear and concise estimate of the charges for authorized repairs or diagnostics with pricing as provided in this RFP.

2. A clear statement of whether or not the diagnostic fee includes returning the vehicle to pre-inspection condition after the diagnostics must be included. No additional tear down or inspection fees may be charged without the specific authorization of the customer and an authorized District purchase order in place.

3. Estimates must include disclosure of used, remanufactured or new after-market parts.

4. Estimates must include a statement of warranty or non-warranty for all parts and labor for repairs performed.

5. Any charges exceeding the estimate by more than 10%, or $100, whichever is less, must be authorized by the District PRIOR to work being performed.

(Calculated on the total invoice, not per line.)

6. Menu pricing is permitted, but each part, part type, and labor operation included in the total price must be listed separately.

7. Each estimate must include shop license number and level of certification.

8. Estimates may be conveyed electronically by e-mail.

9. No work should ever commence without a properly executed District purchase order being issued by the purchasing department. Failure to adhere to this requirement may result in non-payment of unauthorized services or the work may be considered a donation to the District.

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D. Fleet Information

Fleet Overview - School Bus Types and Sizes (subject to change)

1. Conventional, 84 passenger, buses are approximately forty (40) feet in length.

2. Conventional, 71–77 passenger, buses are approximately thirty-nine (39) feet in length.

3. Conventional, 47–48 passenger, buses are approximately twenty-nine (29) feet in length.

4. Type A, 18 passenger, buses are approximately twenty-seven (27) feet in length.

Fleet Overview - Manufacturer/Make/Model (subject to change)

1. Chevrolet Suburban

2. Chevrolet Tahoe

3. Chevrolet Express 2500

4. Chevrolet Express 3500

5. Chevrolet Silverado 1500

6. Chevrolet Silverado 2500

7. Chevrolet Equinox Utility

8. Dodge Charger

9. Dodge Durango

10. Dodge Grand Caravan

11. Ford Econoline Super Duty E-250

12. Ford Explorer

13. Ford Expedition

14. Ford Pick-up trucks – half-ton, standard and long bed

15. Chevrolet Pick-up trucks – half-ton, standard and long bed

16. Chevrolet car – sedan

17. Dodge Van

18. Chevrolet Van

19. Ford Van

20. Isuzu Box Truck

21. International Box Truck

E. Bus Body Repair & Painting

Painting Standards Process guidelines for repainting shall include, but not limited to:

1. All lights, mirrors, emblems and other items are to be removed from buses before preparation. Sand and prepare surface (painted with primer) to be painted as to guarantee proper and secure adhesion of paint to surface.

2. The exterior of the school bus shall be painted to match OEM color with the rub rails and bumpers painted black. The roof shall be painted with a heat reflective white paint and smooth finish. The interior of the bus shall be painted to match the original color. All reflective tape will be replaced to meet OEM specifications.

3. Quality of paint shall be of automotive grade from a reputable manufacturer of

RFP 2025-101 5/14/2025 Page 5 of 19 paints. Such examples of manufacturers that would be considered are Sherwin Williams, PPG Industries, etc. Polyurethane is the required paint type.

4. Qualities of paint for vehicles other than school buses shall be automotive grade paint equal to OEM specifications from the vehicle manufacturer (vendor should be able to provide such OEM specifications, if requested). Colors are to match the original paint.

5. Lettering: The color of the decals shall be black as to match the color of the bumpers and rub rails as closely as possible.

6. Humble ISD decals, bus numbering, and other decals may be installed or provided by the District.

7. Any emergency-worded decals must in compliance with state specifications for school buses.

8. Body repair for school buses shall be considered as a separate cost from paint.

9. Should any school bus require additional repair other than the basic repainting as outlined in this bid, the bidder shall submit in writing, a detailed quote outlining all repairs and costs for approval before performing additional repairs. The District reserves the right to furnish any and/or all parts and supplies required to repair any school bus, should the District have access to less expensive pricing elsewhere.

10.Turn-around-time shall be as quickly as possible to permit quality repainting for each school bus. Turn-around-time will be a consideration for the successful bidder and must be stated on your Bid response Line Item.

School Bus Interior Painting

1. Repainting of the interior of a school bus shall also be considered a separate cost.

Repainting shall fall under two (2) different categories.

a. Basic interior repainting shall pertain to repainting the interior of the school bus with Polyurethane to match the existing color. The guidelines for preparing and painting the interior shall meet the same quality as outlined for preparing and painting the exterior of the school bus.

b. Basic interior painting requiring additional repairs other than outlined on the original quote will require the vendor to submit in writing a detailed quote outlining all additional repairs and costs. These must be approved by the District prior to vendor performing these additional repairs. The District reserves the right to furnish any and/or all parts and supplies required to repair the bus, should the District have access to less expensive pricing elsewhere.

2. Turn-around-time shall be as quickly as possible to permit quality repainting for each school bus. Turn-around-time will be a consideration for the successful bidder and must be stated on your Bid response Line Item.

School Bus Floor Replacement

1. Replacement of school bus flooring shall include all seats, barriers, heaters and other items to be removed. All flooring, rubber and plywood are to be removed and metal base to be cleaned and painted with epoxy primer, if needed. New plywood of equal thickness to OEM specifications must be installed. Plywood shall be of marine

RFP 2025-101 5/14/2025 Page 6 of 19 grade and installed with new rubber flooring strips. All seams shall be sealed with caulking and new metal strips installed. All bolts and screws will be replaced with new that meet OEM specifications.

2. Turn-around-time shall be as quickly as possible to permit quality repairs for each school bus. Turn-around-time will be a consideration for the successful bidder and must be stated on your Bid response Line Item.

Warranty

1. All paint and body work shall be warranted for a period of one (1) year for paint adhesion.

2. All paint work shall be warranted for a minimum of five (5) years for paint fading.

3. A copy of the warranty must be included for the above.

F. Automobile, Van, SUV, Pickup Truck-Body Repair & Painting

Process guidelines for repainting shall include, but are not limited to:

1. Quality of paint shall be of automotive grade paint from a reputable manufacturer of paints. Such examples of manufacturers that would be considered are Sherwin Williams, PPG Industries, etc. Polyurethane is the required paint type. Paint shall also be automotive grade equal to OEM specifications from the vehicles manufacturer (vendor should be able to provide such OEM specifications if requested). Colors are to match the original paint.

2. Vehicle numbers, Humble ISD decals and school district decals may be installed or provided by district.

3. Body repair for all vehicles shall be considered as a separate cost.

4. Should any vehicle require additional repair other than the basic repainting as outlined in this bid, the bidder shall submit in writing, a detailed quote outlining all repairs and costs for approval before performing additional repairs. The district reserves the right to furnish any and/or all parts and supplies required to repair any vehicle, should the district have access to less expensive pricing elsewhere.

5. Turn-around-time shall be as quickly as possible to permit quality repainting for each vehicle. Turn-around-time will be a consideration for the successful bidder and

Automobile, Van, SUV, Pickup Truck – Interior Painting

1. Repainting of the interior of a vehicle shall also be considered a separate cost.

a. Basic interior repainting shall pertain to repainting the interior of the vehicle with

Polyurethane to match the existing color. The guidelines for preparing and painting the interior shall meet the same quality as outlined for preparing and

RFP 2025-101 5/14/2025 Page 7 of 19 painting the exterior of the vehicle.

b. Basic interior repainting that required additional repairs other than outlined above, the bidder shall submit in writing, a detailed quote outlining all repairs and costs for approval before performing additional repairs. The District reserves the right to furnish any and/or all parts and supplies required to repair the

Automobile, Van, SUV, Pickup Truck – Floor Replacement

1. Replacement of vehicle flooring shall include all seats, barriers, heaters and other items to be removed. All flooring, rubber and plywood are to be removed and metal base to be cleaned and painted with epoxy primer if needed. New plywood of equal thickness to OEM specifications will be installed. Plywood (if applicable) shall be of marine grade and installed with new rubber flooring strips. All seams shall be sealed with caulking and new metal strips installed. All bolts and screws will be replaced with new that meet OEM specifications.

vehicle. Turn-around-time will be a consideration for the successful bidder and must be stated on your Bid response Line Item.

adhesions.

G. Utility/Service Trucks – Body Repair & Painting

Fleet Overview - Manufacturer/Make/Model

1. Ford F-250 Super Duty

2. Ford service trucks, three-quarter-ton, standard and long bed

3. Chevy service trucks, three-quarter-ton, standard and long bed

4. Chevy service vans

5. Ford service vans

6. Chevy Suburban

7. Gooseneck trailer

8. Ford Bucket truck

Process guidelines for repainting shall include, but not be limited to:

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1. All lights, mirrors, emblems and other items are to be removed from vehicles before preparation. Sand and prepare surface (painted with primer) to be painted as to guarantee proper and secure adhesion of paint to surface.

2. The exterior of vehicles shall be painted to match the original OEM paint color with the bumpers painted black (if applicable). The interior of the vehicle shall be painted to match the original paints color. All reflective tape will be replaced to meet specifications (if applicable).

3. Quality of paint shall be of automotive grade paint from a reputable manufacturer of paints. Such examples of manufacturers that would be considered are: Sherwin Williams, PPG Industries, DuPont, etc. Polyurethane is the required paint type.

4. Lettering: The color of the decals shall be black as to match the color of the bumpers (if bumpers are black) as closely as possible.

5. Vehicle numbers, Humble ISD decals and school district decals may be installed or provided by the district.

6. Body repair for all vehicles shall be considered as a separate cost.

7. Should any vehicle require additional repair other than the basic repainting as outlined in this bid, the bidder shall submit in writing, a detailed quote outlining all repairs and costs for approval before performing additional repairs. The district reserves the right to furnish any and/or all parts and supplies required to repair any

8. Turn-around-time shall be as quickly as possible to permit quality repainting for

Utility/Service Truck – Interior Painting

1. Repainting of the interior of a vehicle shall also be considered a separate cost.

a. Basic interior repainting shall pertain to repainting the interior of the vehicle with Polyurethane to match the existing color. The guidelines for preparing and painting the interior shall meet the same quality as outlined for preparing and painting the exterior of the vehicle.

b. For basic interior repainting that requires additional repairs other than outlined above, the bidder shall submit in writing, a detailed quote outlining all repairs and costs for approval before performing additional repairs. The district reserves the right to furnish any and/or all parts and supplies required to repair the vehicle, should the district have access to less expensive pricing elsewhere.

RFP 2025-101 5/14/2025 Page 9 of 19 each vehicle. Turn-around-time will be a consideration for successful bidder and

Utility/Service Truck – Floor Replacement

1. Replacement of vehicle flooring shall include all seats, barriers, heaters and other items to be removed. All flooring, rubber and plywood are to be removed and metal base to be cleaned and painted with epoxy primer if needed. New plywood of equal thickness to OEM specifications will be installed. Plywood (if applicable) shall be of marine grade and installed with new rubber flooring strips. All seams shall be sealed with caulking and new metal strips installed. All bolts and screws will be replaced with new that meet OEM specifications.

vehicle. Turn-around-time will be a consideration for the successful bidder and must be stated on your Bid response Line Item.

3. Please provide a copy of your warranty for the above.

H. Box Trucks & Refrigerated Trucks – Body Repair & Painting

Fleet Overview - Manufacturer/Make/Model

1. Freightliner Sprinter 3500

2. International Dura Star Supreme Body

3. Isuzu NRR GAMI USA Body

4. Chevrolet 2500 Cutaway Supreme Body

5. Chevrolet WT5500 Turbo Diesel Kold King Body

6. Chevrolet Step Van

Process guidelines for repainting shall include, but not limited to:

1. Quality of paint shall be of automotive grade paint from a reputable manufacturer of paints. Such examples of manufacturers that would be considered are Sherwin Williams, PPG Industries, etc. Polyurethane is the required paint type.

2. Qualities of paint shall be “automotive grade” paint equal to “OEM” specifications from the vehicles manufacturer (vendor should be able to provide such OEM specifications if requested). Colors are to match the original paint.

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2. All paint work shall be warranted for a minimum of five (5) years for paint fading.

I. Supplemental Repairs & Invoicing Requirements

1. Humble ISD may be provided an estimate from the District’s insurance carrier, or other insurance company, that provides the base cost and scope of collision repairs. NO additional work must be initiated unless the following steps are followed:

2. The automotive shop manager must contact District representative to advise of potential for additional cost.

3. The District’s insurance carrier, or other responsible insurance carrier adjustor must be contacted and presented a copy of the proposed additional repairs required. This must be presented in a format agreeable to ALL parties and should at a minimum provide costs in a manner in keeping with the pricing provided on this proposal.

4. Work cannot commence on proposed supplemental repairs until written approval is obtained from the District or the District’s insurance carrier, or other responsible insurance carrier.

5. Humble ISD should be provided a final detailed invoice that is presented in a format which provides costs and discounts and mark-ups on parts/supplies in a manner that allows confirmation of pricing as provided in the Proposal Form submitted below.

J. Equipment/Inspection Requirements

1. All paint and body vendors shall be required to have a paint booth that is certified by the City of Humble or City of Houston or other jurisdictional authority and meets all related environmental and safety codes. Please provide copies of your certifications. These should be scanned and uploaded on the Response Attachments tab on Ion Wave, prior to submitting your response.

2. All vendors may have their facilities inspected by Humble ISD personnel if requested. Vendors will be given 48-hour notice of formal inspection, as well as a Humble ISD check list prior to the inspection.

SECTION II - PROPOSAL SUBMISSION REQUIREMENTS:

All proposal responses must be SUCCESSFULLY submitted before the due date and time regardless of your organization's ability to submit bids online. It is the supplier's sole

RFP 2025-101 5/14/2025 Page 11 of 19 responsibility to ensure that the bid/proposal documents successfully arrive before the due date and time listed in the District’s online bidding application, Ion Wave.

The District's online bidding application utilizes the Internet and the World Wide Web, which is comprised of systems that are completely out of the District's control. It is highly recommended that the suppliers allow themselves enough time to complete a successful submission.

Please make sure to upload all required documents and forms to the "Attachments" tab. Review and respond to the items listed under the “Attributes” tab, and respond to all the lines required under the “Lines” tab.

Please note that you can confirm what items are missing or need responses by running an error check on your response before submitting. This will show you any missing attachments, Attributes not acknowledged and/or Lines not responded to. You can run as many error checks as you need to correct your response.

The District is not responsible for any costs incurred by Proposers in responding to this RFP. The District is not responsible for unmarked or improperly marked proposals. The District is also not responsible for proposals delivered after the scheduled deadline. The District will not accept fax or email proposals.

SECTION III - PROPOSAL SPECIFICATIONS:

The Humble Independent School District (District) is issuing a recurring or rolling Request for Proposals (RFP) seeking responses from companies qualified and experienced automotive service and repair shops to perform district-wide collision, and body, paint and repair services and other miscellaneous services. Specifics are described in the scope of work and will be on an as needed/on-call basis.

Humble ISD intends to award multiple contracts on this rolling Request for Proposal. If your firm submits and is awarded on this RFP, you do not need to respond to future issues of this rolling Request for Proposal.

Each year the Humble Independent School District spends over $50,000 on the purchase of these services, repairs, equipment maintenance and products. In order for the District to ensure that it finds the best and most competitive pricing for these purchases, the District is requesting responses from vendors/suppliers/contractors that will provide the District with best value pricing, discounts, and customer service benefits for these types of purchases for services and supplies. Critical to the ultimate award of this contract is the vendor’s ability to accurately complete this proposal in its entirety. Award will be based upon but not limited to past service record, service convenience to campuses, the ability to respond to service requests and repair needs for the District.

The District will select the proposal or proposals that demonstrate the best value and are in the best interest of the District. Humble ISD reserves the right to reject any or all proposals based on the information contained herein, or from information resulting in references and past performance checks.

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There will more than one service vendor awarded, due to the recurring method of this solicitation, and the District has the discretion to determine the service volume that is warranted for an Approved vendor.

Performance by the service vendor in accordance with the requirements and specifications outlined in this document, the Ion Wave bidding system, best industry practices, on which Humble ISD relies on in consideration of renewal and/or the cancellation options on this contract award. If the repair vendor fails at any time, to provide satisfactory service, Humble ISD may cancel the contract without notice.

The District has a commitment to maintain the level of excellence that our dedicated Staff pour into keeping our schools, vehicles, and equipment well maintained, inspected and serviced. Only companies’ that measure up to that level of competence will be considered for award(s) on this Request for Proposal.

Proposers are prohibited from communicating with District Trustees, employees, or agents of the District regarding this RFP from the date of issue to the Public until an award has been approved by the Board of Trustees. All vendor communications regarding this RFP must be submitted on the Questions tab in the online bidding system. All questions received and the corresponding answers will be distributed to all registered Suppliers through the Questions tab. It is the Proposers responsibility to review these Questions and responses in order to stay informed on any clarifications on the projects. Any changes in scope, specifications, or changes altering the Responses will be issued in the form of an addendum. No verbal responses will be provided. The deadline for questions is noted in the District’s online bidding system and each interested respondent should be aware of this date and time cut-off. The District will not respond to questions after this time and date. Any issued addenda must be acknowledged on the Line Items tab in the online bidding system.

Humble Independent School District reserves the right to increase or decrease quantities.

Quantities included herein are based upon current budget allocations and are therefore subject to change. Humble Independent School District reserves the right to reject any or all proposals, accept the proposal deemed most advantageous to the school district and to waive any technicalities.

Humble Independent School District reserves the right to add or delete campuses, facilities and/or administrative sites as required for District operations. Any award(s) to Vendor(s), Supplier(s) or Contractor(s) under this RFP will be subject to a post-award Addendum detailing the additions, deletions or other factors regarding original pricing awarded due to these changes.

All proposals are subject to the General Terms and Conditions and Specifications as stated in this document. The apparent absence of these specifications as to any detail, or the apparent omission from them of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice shall prevail and that only material and workmanship of the finest quality are acceptable. All interpretations of the specifications shall be made upon the basis of this statement.

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SECTION IV – AWARD CRITERIA:

Humble ISD reserves the right to negotiate with any or all Proposers, accept or reject any and/or all proposals, to waive any formalities and/or irregularities, and to award contracts in the best interest of the District. Humble ISD does not purchase solely on the basis of low proposals. Final evaluation of this bid will be based on the Texas Education Code

44.031 (b). In making that determination Proposers will be evaluated according to the evaluation criteria contained in this RFP including:

Award Criteria

Point Value

Price 30 points Reputation of the vendor and vendor’s goods or services 10 points Quality of the vendor’s goods or services 10 points Extent to which the goods or services meet the district’s needs 15 points Vendor’s past relationship with the district 5 points Total long-term cost to the district to acquire goods and services 10 points Any other relevant factor specifically listed in the request for the bids or proposals:

● Services submitted are included within intended Scope of Work……….….

● References provided by deadline requested (if applicable)…………………..

● Vendor accepts the District PO…………………………………………………..……..

● Vendor accepts District P-Card………………………………………………………….

20 points

5 points

Total 100 Points

Awarded vendor(s) will be placed on the District’s approved vendor list. The District may execute contracts with vendors on the list on an as-needed (per project) or annual basis, depending on the type of product/service required by the District and upon the agreement of the parties. Placement on the approved vendor list does not obligate or guarantee that the District will contract with any Proposer, purchase any Proposer’s goods or services, or guarantee any particular volume, use, number, or sales.

Award may be to one or multiple vendors as determined to provide the best value to Humble Independent School District. Humble ISD reserves the right to negotiate with any or all respondents and accept or reject any and/or all proposals, to waive any formalities and/or irregularities and to award in the best interest of the District. Please be aware that this award does not limit Humble ISD from making purchases from other approved vendors.

A vendor may appeal Humble ISD’s award based on deviations from laws, rules, regulations, or Humble ISD Board policies (See Board Policy GF (Local). The vendor may submit the complaint in writing to the Humble ISD General Counsel’s office pursuant to Policy GF (Local). In the event a vendor is unsure about the award of a contract, the vendor is responsible for contacting the Procurement Department as detailed above.

SECTION V – PROPOSAL AND CONTRACT TERMS:

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PROPOSAL TERM:

This RFP proposal shall continue in full force and effect from award date through June 30, 2029 unless otherwise agreed to in a writing executed by both parties.

In the event this proposal expires before another proposal is awarded, the District may extend the proposal term on a month-to-month basis on the same terms, by mutual agreement with the vendor, until such time as the District completes a new procurement solicitation.

The last issue of this rolling RFP will be issued approximately four to five months prior to the expiration of this contract, June 29, 2029.

PURCHASE ORDER REQUIREMENTS:

Items and/or services are to be delivered to Humble ISD only when a District approved Purchase Order has been emailed, faxed or called into your company.

Under no circumstances, should items and/or services be provided to the District without a properly executed District Purchase Order.

If your company provides any item and/or services without a properly drawn District Purchase Order you are not guaranteed payment and the item and/or services you provided could be considered as a donation to the District.

Please inform any staff member that handles the Humble ISD account of these procedures.

PURCHASE ORDER PAYMENT TERMS:

Humble ISD payment terms are 30 days after receipt of goods and services. Invoices should be emailed directly to accounts.payable@humbleisd.net

TERMS & CONDITIONS ACKNOWLEDGEMENT:

Having carefully read the Standard Terms and Conditions and any Special Conditions listed in this document, the responding Supplier, by submitting their response acknowledges and agrees to the Terms and Conditions and hereby agrees to furnish all goods and services specified on the Humble Independent School District response proposal.

To review our standard terms and conditions, please visit Humble Independent School District website under Departments, choose Purchasing and scroll to the bottom of the page to click on: Humble ISD Terms and Conditions. Or you can follow this link:

https://drive.google.com/file/d/1DgJcdOsyCkn_kstt9Sl4uu4EsuVmuG6s/view?usp=drive_link

Any deviations or exceptions to the terms and conditions as noted in the link provided must be detailed and submitted with your proposal and attached as a document in the response attachment tab in the online bidding system. The District reserves the right to accept or reject any bids/proposals with Terms and Conditions exceptions or deviations.

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CONTRACT:

If services are required, the awarded Supplier(s) initial Contract Service Agreement term will be for one calendar year from the date of issue by Humble ISD’s end-user campus/department. This “Initial Term” may not always be a full calendar year, but will run concurrently with the District’s school calendar. There may be up to four (4) additional one-year renewal options (“Renewal Terms”) depending on the Proposal terms as noted above and upon the written agreement of both parties.

CONTRACTED SERVICE AGREEMENT:

Proposers agree to be bound by the standard terms and conditions contained in the Contracted Service Agreement. Any exceptions to the terms and conditions must be stated in writing, cite the specific provision objected to, and be attached as part of the Proposer’s response. No exceptions shall be deemed effective unless the District has indicated its acceptance of the exception in a writing signed by an authorized representative of Humble ISD.

The District’s Contracted Service Agreement can be found by visiting the Humble Independent School District website under Departments, choose Purchasing and scroll to the bottom of the page to click on Contracted Service Agreement. Or you can follow this link: https://drive.google.com/file/d/1G03skGxOOIryb9YwO2xueL-YK_MrS_Tl/view?usp=drive_link

For contracts paid with federal grant funds, Proposers must further comply with the requirements of 2 C.F.R. Part 200 or similarly applicable law (see Contracted Service Agreement).

SECTION VI - INTERLOCAL AGREEMENTS:

Humble ISD reserves the right to enter into interlocal agreements with other governmental entities for purposes of allowing another governmental entity to utilize this RFP and any submissions hereunder for purposes of procurement.

1. Membership – Humble ISD is a member in good standing of the Central Texas

Purchasing Alliance (CTPA), an alliance of over 100 school districts in Texas representing millions of students, sharing information, services, and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

2. Adoption of Awarded Contracts – in support of this collaborative effort, all awards made by Humble ISD may be adopted by other active CTPA member districts in good standing. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.031(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district.

3. Document Sharing between Members ‐ To assist an adopting member district in establishing their supporting documentation, the awarded vendor’s response and related documents owned by the originating district may be shared without prior

RFP 2025-101 5/14/2025 Page 16 of 19 notification to the awarded vendor, unless the vendor at the time of their response to the original solicitation clearly annotates that such sharing of their response is to not occur without prior permission of the vendor.

4. Adopted Contract Management – The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement.

Upon adoption of the contract by the adopting CTPA member district, the original term of the contract and any renewal or extension options allowed under the original contract shall then transfer to the adopted contract, and such renewals options may be executed by the adopting member district at its sole discretion and independently of the originating member district’s decision to execute such renewal options on the original contract.

SECTION VII - GENERAL INFORMATION:

CODE OF CONDUCT:

Vendors and their suppliers, installers and all others working on Humble ISD schools/projects are required to understand and comply with the following rules and responsibilities. Failure to comply with the following rules and responsibilities may result in a worker's removal from the schools/projects and/or the termination of the subcontractor's contract. Vendors are responsible for their suppliers and installers adherence to these policies. Proposer, by submitting their response to this solicitation understands and agrees to comply with the rules and responsibilities as stated in the Job Site Code of Conduct. Additionally, Proposer certifies that neither they nor any of their employees are currently in violation or in the future will violate the rules and responsibilities stated above.

1. Vendor employees, installers and suppliers who will be entering the district site should check in with the Humble ISD designated representative.

2. Vendor employees, installers and suppliers must wear picture ID badges while on Humble ISD property. See Criminal Background Check Notification attribute included in this proposal.

3. The use of any tobacco products are PROHIBITED on school property. These prohibited items include but are not limited to cigarettes, cigars, chewing tobacco and snuff.

4. Drugs and alcoholic beverages are PROHIBITED.

5. The use of vulgar or improper language is PROHIBITED. Humble ISD will determine on a case by case basis what constitutes vulgar or improper language.

6. Unacceptable behavior including physical or verbal intimidation, horseplay, or fighting by any individual on school property/projects will result in immediate removal from site. Humble ISD staff will determine unacceptable behavior.

7. School requirements will occasionally result in the untimely termination of a subcontractor's daily activities. Vendors are expected to anticipate and understand these circumstances and also work with Humble ISD to make up any scheduling.

8. All contact with students is strictly prohibited.

9. Vendor's employees, installers and suppliers must be properly dressed in work

RFP 2025-101 5/14/2025 Page 17 of 19 attire which includes the use of proper work shoes and any personal protection equipment that is needed.

10. Vendor's employees, installers and suppliers will promptly leave the school campus at the end of each work shift.

11. Weapons of any type are not allowed on the job site or parking area. Vendor's employees will comply with all state and district rules regarding weapon free zones.

12. Vendor's employees, installers and suppliers shall submit such background information as may be requested by Humble ISD to perform criminal background evaluations/investigations.

13. No person who has charges pending or who has been convicted, received probation or deferred adjudication for the following shall be engaged to work on Humble ISD property where students are present: Any offense against a child. Any sex offense. Any crimes against persons involving weapons or violence. Any felony offense against property. Or any other offense that Humble ISD believes might compromise the safety of students, staff or property.

SAFETY MEASURES:

All interested suppliers/vendors/contractors will abide by the District's safety and security measures in effect for accessing our campuses, facilities, and any District-sponsored events or activities. These requirements will be based on local, state and federal guidelines and will be strictly adhered to by all who intend to do business with Humble

ISD.

PRICING CRITERIA:

1. STATE SALES TAX EXEMPTION

Humble ISD is exempt from taxation on materials under the Texas Limited Sales, Excise and Use Tax on any purchase, lease, or rental of tangible personal property and will issue certificates of exemption from the Texas State Sales Tax on materials furnished by contractors on school construction projects. Therefore, all proposers are instructed not to include the Texas State Sales Tax in their proposals.

2. PRICING TERM / DELIVERY

All prices shall be effective for the term of the proposal contract unless otherwise stated in this document and are to be quoted F.O.B. (shipping charges to be included in proposal price) Humble ISD, inside delivery.

3. PRICE ADJUSTMENT PROCEDURE

Payment, policies, and all pricing must be detailed in this proposal document. Any policy, price, handling charge, delivery charge, or any other fee not detailed in this proposal document will in no case be the responsibility of Humble Independent School District.

Prices quoted herein shall remain firm for the term of the proposal contract unless otherwise specified. Price increases or decreases will be approved by applying the Consumer Price Index for the current month. Vendor(s) shall supply Humble ISD Purchasing Department a minimum of 45-day written notice for any increase in price. All price increases must be approved by the Assistant Director of Purchasing for Humble ISD. This notification should be supplied with appropriate

RFP 2025-101 5/14/2025 Page 18 of 19 documentation supporting the price increase(s). Increases in price shall not be automatically retroactive but will be evaluated if an order is pending. No adjustments in prices proposed will be accepted without prior approval of Humble ISD. Invoices with price changes that did not receive prior approval from Purchasing will not be honored.

4. COST EXTENSIONS/DISCOUNTS

Propose unit price on quantity specified, extend and show totals where requested. In case of errors in extension, unit prices quoted will govern. If proposal totals reflect any additional discount, such discount shall be noted on the proposal form.

5. EDGAR CERTIFICATIONS

The certifications and provisions are required and apply when Humble Independent School District (“Humble ISD”) expends federal funds for any contract resulting from this procurement process.

It is Humble ISD’s policy to require this form, regardless of the anticipated dollars to be spent. District solicitations may be utilized on Federal grant programs and will be required to have this certification affirmed through the Attributes tab on the District’s online bidding system.

SECTION VIII - INSURANCE REQUIREMENTS:

All insurance questions and certificates should be send to risk@humbleisd.net

Please note that all awarded vendors on RFP's that meet the requirements below will be required to submit a Certificate of Insurance which meets the minimum requirements listed below:

*Awarded vendors providing services *Awarded vendors providing food, meals, or catering services.

*Awarded vendors that come onto District premises.

All changes in limits of coverage are subject to review and amendments will be made at the discretion of the Director of Risk Management.

Types of Insurance Limits of Liability

A. Worker’s Compensation As statutory provisions require in State of Texas

Employers Liability $ 1,000,000

B. General Liability (Comprehensive or Commercial)

1. Bodily Injury and Property Damage combined $ 1,000,000 each occurrence

2. Products/Completed Operations $ 2,000,000 aggregate

3. Fire Damage, Legal liability $ 500,000 each occurrence Any one Fire

RFP 2025-101 5/14/2025 Page 19 of 19

4. General Aggregate $ 2,000,000 aggregate

C. Business (Commercial) Auto Liability

1. Bodily Injury Each Person $ 1,000,000 each occurrence

2. Property Damage $ 1,000,000 each occurrence

D. Umbrella Liability (Excess) $ 5,000,000 each occurrence/aggregate

The Humble Independent School District may request to be named as an additional insured under the General Liability and Automobile Liability coverage.

The Contractor shall protect, defend, save harmless and indemnify the Owner, its employees, Owner’s agent(s), and the public from any claims, demands or expense on account of any injury, alleged or real, to persons, or damage, alleged or real, to property arising out of anything done or omitted to be done under this contract by the Contractor or any Sub-Contractor, or anyone directly or indirectly employed by either of them. Insurance shall be underwritten by a company related not less than “A” Rated in Best’s latest published guide.

Umbrella liability includes coverage over the Workers’ Compensation, general Liability (Comprehensive or Commercial) and Automobile Liability.

The insurance limits listed above are for all contractors; however, any vendor whose personnel, vehicles or equipment come in contact with the personnel, property or equipment of the Humble Independent School District, must have sufficient insurance to cover any damages.