26-065AR

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

FOR

Plumbing Part, Materials, Maintenance and Repair Services

RFP Number: 26-065AR

Proposal Release Date: 9/3/2026

Proposal Due Date: Wednesday, October 21, 2026

Proposal Due Time:2:00 PM(CST)

PROPOSALS SHALL BE SUBMITTED ELECTRONICALLY THROUGH

FBISD Electronic Bidding Portal https://fortbendisd.bonfirehub.com https://fortbendisd.bonfirehub.com/

TABLE OF CONTENTS

SECTION 1. GENERAL INFORMATION

SECTION 2. SCHEDULE OF EVENTS AND COMMUNICATIONS

SECTION 3. SCOPE OF WORK

SECTION 4. SUBMISSION OF PROPOSALS

SECTION 5. PROPOSAL CONTENT

SECTION 6. EVALUATION AND AWARD

SECTION 7. GENERAL TERMS AND CONDITIONS

SECTION 1. GENERAL INFORMATION

A. STATEMENT OF PURPOSE

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 78,000. The district currently consists of 83 campuses and multiple administrative sites. This Request for Proposals ("RFP") is issued by Fort Bend Independent School District ("FBISD" or "District") to solicit competitive proposals for Plumbing Part, Materials, Maintenance and Repair Services

B. LEGAL REQUIREMENTS

Any contract resulting from this RFP shall comply with all applicable federal, state, and local laws, regulations, ordinances, and Board policies. This includes, but is not limited to, the Texas Education Code, Texas Government Code, and the District's Board-adopted purchasing policies and procedures, which are incorporated herein by reference.

C. ELECTRONIC COMMERCE

Fort Bend ISD utilizes EqualLevel as its electronic purchasing platform. Awarded vendors may be required to support electronic ordering and catalog management through EqualLevel or other District-authorized systems. Vendors shall maintain accurate pricing, product descriptions, and item availability throughout the contract term and support any required electronic commerce functionality in the District's best interest.

D. DELIVERY OF GOODS:

1. All deliveries shall reference the applicable Fort Bend Independent School District purchase order number. Deliveries received without a valid purchase order number may be rejected and returned at the vendor's expense.

2. Multiple purchase orders shall not be combined within a single package. Each purchase order shall be packaged and clearly identified separately.

3. FBISD prefers complete shipments whenever possible. Unless otherwise approved by the District, no more than three (3) shipments shall be made to fulfill a single purchase order.

Split shipments must be clearly identified on all shipping documentation.

4. When multiple purchase orders are delivered simultaneously, FBISD receiving personnel shall sign only the vendor's or carrier's manifest identifying the total number of containers and associated purchase order numbers. Individual signatures for each purchase order shall not be required.

5. No substitutions of awarded products or services shall be made without prior written approval from the FBISD Purchasing Department. Any approved substitution must be clearly identified on the packing slip and related shipping documentation.

6. All items furnished under this contract shall be new and unused unless otherwise approved by the District.

7. Items with expiration dates less than one (1) year from the date of shipment are unacceptable and may be rejected and returned at the vendor's expense. Any exceptions must be approved in advance by the District.

8. All items shall be delivered F.O.B. Destination to the FBISD location specified on the purchase order.

9. Successful vendors shall provide current Safety Data Sheets (SDS) for any product containing hazardous materials or chemicals as required by applicable laws and regulations.

10. All prices quoted shall be F.O.B. Destination and include all shipping, handling, freight, delivery, and related charges. Additional freight or delivery charges will not be accepted unless authorized by the District in writing.

11. Vendors shall promptly notify the District of any backordered items and provide an estimated delivery date. The District reserves the right to cancel backordered items without penalty.

E. PURCHASE ORDERS

1. All purchase orders shall include a valid FBISD purchase order number.

2. The purchase order number shall appear on all invoices and related documentation.

3. Goods and services shall not be provided without an authorized District purchase order.

4. Vendors acknowledge that any goods or services provided prior to receipt of an authorized purchase order are at the vendor's sole risk and may be considered a donation to the District.

5. Vendors are responsible for communicating these requirements to all personnel servicing the District account.

F. INVOICE

1. Invoices shall include an itemized description of the goods delivered and/or services provided.

2. Each invoice shall reflect the contracted pricing, discounts, and terms as awarded by the

District.

3. Invoices shall reference the applicable purchase order number and the name of the campus and/or department placing the order.

4. Invoices shall clearly identify any back-ordered items, cancellations, approved substitutions, credits, or adjustments.

5. Invoices shall be submitted electronically to AccountsPayable.Invoices@fortbendisd.gov with a copy provided to the requesting campus or department.

6.

mailto:AccountsPayable.Invoices@fortbendisd.gov

G. VENDOR PERFORMANCE CRITERIA

The District reserves the right to monitor and evaluate vendor performance throughout the term of the contract.

Performance evaluations may include, but are not limited to, the following:

• On-time delivery of goods or services

• Accuracy and completeness of orders

• Quality and condition of goods or services provided

• Responsiveness and communication with District staff

• Adherence to contract pricing, terms, and conditions

• Resolution of issues, discrepancies, or complaints in a timely manner

Unsatisfactory performance may result in corrective action, suspension of purchases, non-renewal, or cancellation of the contract at the District's sole discretion.

[END OF GENERAL INFORMATION SECTION]

SECTION 2. SOLICITATION SCHEDULE AND COMMUNICATIONS

A. SOLICITATION SCHEDULE

Fort Bend ISD anticipates following the solicitation schedule outlined below for this Request for Proposals (RFP). The District reserves the right to modify, amend, or adjust the schedule at any time during the solicitation process as deemed necessary and in the District's best interest.

Activity Date 1 Release of RFP / First Advertisement

Thursday, September 3, 2026

2 Second Advertisement

Thursday, September 10, 2026

3 Pre-Proposal Conference (Virtual)

Tuesday, September 15, 2026

4 Deadline for Questions

Monday, September 21, 2026

5 Proposal Submission Deadline

Wednesday, October 21, 2026

6 Presentation to the Board of Trustees January 2027

7 Award Notification / Posting of Awar

January 2027

Award notifications and related solicitation updates will be posted on the FBISD Electronic Bidding Portal:

https://fortbendisd.bonfirehub.com/past-opportunities

Any changes to the solicitation schedule or requirements will be communicated through addenda posted on the District's electronic bidding portal.

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Tuesday, September 15, 2026 at 10:00 AM (CST).

The meeting will be conducted virtually via Microsoft Teams. Prospective proposers are strongly encouraged to attend to gain a better understanding of the requirements, specifications, and expectations of this Request for Proposals (RFP).

Microsoft Teams Meeting Link:

https://teams.microsoft.com/meet

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP must be submitted through the FBISD Electronic Bidding Portal https://fortbendisd.bonfirehub.com/past-opportunities https://teams.microsoft.com/meet

(Bonfire) using the "Ask a Question" feature no later than Monday, September 21, 2026 at 10:00 AM (CST). Questions received by the stated deadline, along with the District's responses, will be issued by Addendum and posted on the FBISD Electronic Bidding Portal. Questions submitted after the deadline will not be accepted or answered.

Proposers are solely responsible for monitoring the FBISD Electronic Bidding Portal for addenda, updates, and other communications related to this solicitation. Failure to review and acknowledge issued addenda shall not relieve the proposer of any obligations or requirements contained therein. The completed Addendum Acknowledgement Form must be submitted with the proposal.

D. AMENDMENTS TO THE RFP

Any amendments to this solicitation, including responses to written questions, clarifications, revisions, or other updates, will be posted on the FBISD Electronic Bidding Portal. It is the responsibility of all prospective proposers to regularly monitor the FBISD Electronic Bidding Portal for amendments and other solicitation-related communications. Prior to submitting a proposal, each proposer shall ensure that all issued amendments have been received, reviewed, and acknowledged.

Proposers are responsible for submitting proposals based on the most current version of the solicitation, including all applicable amendments. All Fort Bend ISD solicitations and addenda may be accessed through the FBISD Electronic Bidding Portal (Bonfire) at:

https://fortbendisd.bonfirehub.com

H. DEMONSTRATIONS/INTERVIEWS

The District may, at its sole discretion, conduct product, service, or system demonstrations and/or interviews as part of the evaluation process. The Evaluation Committee reserves the right to establish a shortlist of proposers based on the published evaluation criteria and to invite only those proposers selected for further consideration. Demonstrations and interviews may be used to clarify information contained in a proposal, evaluate a proposed solution, and assess a proposer's qualifications and ability to meet the District's requirements. The District reserves the right to consider information obtained during demonstrations and interviews when evaluating proposals and making award recommendations.

I. SPECIAL NOTE

Please be reminded that all Fort Bend ISD campuses and departments are tobacco, drug, and weapon-free facilities. Proposers are responsible for the conduct of their employees and adherence to Fort Bend ISD building policies. No work shall interfere with school or system activities or the learning environment unless permission is granted by the District.

For the purposes of the pre-proposal meeting and demonstrations, persons with disabilities requiring special accommodations should contact the FBISD Buyer at Amber Reece at amber.reece@fortbendisd.gov at least two (2) business days prior to the conference.

J. COMMUNICATIONS

Communication between the Purchasing Department and vendors is encouraged; however, https://fortbendisd.bonfirehub.com/ steps must be taken to ensure a fair and equitable opportunity for all vendors and to avoid any appearance of favoritism. To protect the integrity of the solicitation process, the following rules apply once the RFP is issued:

1. Communication regarding this RFP with District employees, staff, consultants, or Board members, other than the Assigned Buyer listed in the solicitation, is strictly prohibited and may result in disqualification.

2. All requests for clarifications, additional information, or questions must be submitted in writing to the Assigned Buyer during the Question-and-Answer period as outlined in the solicitation document.

3. All timely and appropriate written questions shall be responded to in accordance with the Schedule of Events. The written answers will be posted as an amendment to the original RFP on the District website. It is the Proposer’s responsibility to check the website in a timely manner for such amendments.

4. All responses to inquiries, as well as any necessary corrections to the solicitation, will be communicated through the Addendum process by the Assigned Buyer.

By following these guidelines, the District ensures a level playing field for all eligible vendors throughout the solicitation process.

[END OF SCHEDULE OF EVENTS AND COMMUNICATION SECTION]

SECTION 3. SCOPE OF WORK

A. PROJECT OVERVIEW

Fort Bend Independent School District ("District" or "FBISD") is seeking proposals from qualified plumbing suppliers and properly licensed plumbing contractors to provide plumbing parts, materials, maintenance, repair, and related services on an as-needed, districtwide basis. The resulting contracts will support the maintenance, repair, and operation of FBISD schools, administrative facilities, athletic complexes, transportation facilities, kitchens, and other District-owned or District-operated locations.

2. Solicitation Categories This solicitation is divided into two independent categories:

Category A – Plumbing Parts and Materials The purchase and delivery of commercial and institutional plumbing parts, fixtures, equipment, repair components, consumable supplies, and related materials. Category A includes products and delivery only and does not include labor or installation services.

Category B – Plumbing Maintenance and Repair Services Districtwide plumbing maintenance, diagnostics, testing, repair, replacement, and emergency response services, including authorized labor, equipment, permits, inspections, and incidental materials necessary to complete an approved repair.

3. Proposal Options Offerors may submit a proposal for:

• Category A only;

• Category B only; or

• Both Category A and Category B.

Offerors proposing both categories must complete all pricing schedules and submission requirements applicable to each category. An award under one category does not automatically result in an award under the other category.

4. Awards FBISD reserves the right to make one or multiple awards under either category based on the District's evaluation of proposals and determination of best overall value. Awards may be made by category, product group, service capability, or another combination determined by FBISD to best meet District needs and operational requirements.

5. Contract Use Products and services will be requested on an as-needed basis throughout the contract term.

An award does not guarantee a minimum dollar amount of purchases, number of purchase orders, number of service calls, quantity of products; or any specific volume of work.

The District reserves the right to obtain products and services in the manner determined to be in its best interest and in accordance with applicable procurement requirements. Specific requirements for each category are provided in the Detailed Scope of Work and the applicable pricing schedules.

B. DETAILED SCOPE OF WORK

Category A - Plumbing Parts and Materials

1. Category Purpose FBISD is seeking qualified plumbing manufacturers, authorized distributors, wholesalers, and suppliers to furnish and deliver commercial grade plumbing parts, fixtures, equipment, repair components, and related materials on an as-needed basis.

Category A covers products and delivery only. Installation, repair labor, and maintenance services are excluded from this category.

2. Products Covered The products identified below are based on FBISD's historical purchase activity and anticipated day-to-day maintenance requirements. The Plumbing Parts and Materials Pricing Schedule is incorporated into this solicitation and will be utilized as the representative market basket for price evaluation.

• Flushometers and toilet repair products:

o Commercial closet and urinal flushometers; diaphragm, vacuum-breaker, control-stop and handle kits; spud assemblies; seats; wax and foam gaskets;

flanges; fill valves; flappers; and related repair components.

• Faucets, sinks, showers and mixing valves:

o Commercial lavatory, metering, sensor, service-sink and pre-rinse faucets;

cartridges; stems; seats; handles; aerators; mixing-valve and check-stop kits;

institutional actuators; sinks; traps; stops; and supply lines.

• Drinking fountains, water coolers and bottle fillers:

o Replacement filters; regulators; solenoids; bubblers; actuators; compressor components; complete coolers; bottle-filling stations; and retrofit kits compatible with District equipment.

• Copper pipe and press fittings:

o Type L copper tube; press couplings, elbows, tees, adapters, reducers, unions and lead-free valves compatible with Viega ProPress or approved equivalents.

• PVC, CPVC and general pipe products:

o Schedule 40 and Schedule 80 pipe; DWV and pressure fittings; couplings;

elbows; tees; wyes; cleanouts; adapters; insulation; and mechanical repair couplings.

• Cast-iron, drain and sewer products:

o No-hub pipe, fittings and shielded couplings; strainers; flange kits; floor and roof drains; inserts; frames; grates; trap primers; overflow and waste assemblies.

• Backflow and water-control products:

o Pressure vacuum breakers; reduced-pressure and double-check assemblies;

repair kits; relief-valve kits; test cocks; check valves; regulators; strainers; and shutoff valves.

• Water heaters, pumps and mechanical products:

o Commercial water heaters and storage tanks; elements; thermostats; relief valves; expansion tanks; drain pans; circulator, condensate, sump and sewage-ejector pumps; and related controls.

• Gas-piping parts:

o Black-steel pipe; malleable and galvanized fittings; nipples; unions; reducers;

gas-rated valves; regulators; test gauges; and related components. Category A does not include gas-piping labor.

• Hydrants and exterior plumbing products:

o Wall hydrants; repair kits; hose bibbs; vacuum breakers; yard hydrants; stems;

seats; seals; and related exterior water-service products.

• Consumables and miscellaneous supplies:

o Solvent cement; primers; sealants; thread tape; plumber’s putty; silicone;

emery cloth; brushes; gaskets; O-rings; repair clamps; labels; absorbents; and plumbing-related safety supplies.

3. Pricing Schedule and Additional Products

The pricing schedule contains representative items selected from historical purchasing activity and anticipated everyday requirements. Estimated quantities are evaluation weights only and do not guarantee purchases. Products outside the representative market basket may be purchased when they fall within an awarded product category, are covered by the awarded catalog or price list, receive the applicable contract pricing, and are reasonably related to this scope.

4. Product Requirements

• All products must be new, unused, current production, commercial or institutional grade, free from defects, and suitable for the intended application.

• Used, shopworn, demonstration, prototype, reconditioned, refurbished, remanufactured, factory-second, counterfeit, discontinued, or recalled products are prohibited and not acceptable under this contract.

• Products must comply with applicable plumbing, building, accessibility, lead-free, safety, NSF/ANSI, ASME, ASTM, ANSI, ASSE, UL, WaterSense, and authority-having-jurisdiction requirements, as applicable.

• Products must be properly labeled with manufacturer and part number and include applicable technical, safety and warranty information.

5. Brand References, Equivalents and Compatibility Manufacturer names and part numbers identify existing equipment, required compatibility, or the expected quality and performance. Unless a product is required for compatibility or standardization, an offeror may propose an approved equivalent and must provide sufficient technical documentation for District review. The vendor is responsible for confirming compatibility based on the information supplied by FBISD. Substitutions after an order is issued require prior written District approval.

6. Availability, Ordering and Quotations

• The vendor must disclose stock status, special-order or nonreturnable restrictions, backorders, discontinued items and extended lead times.

• Only an authorized District representative may place an order. A quote or verbal request does not authorize shipment.

• Quotes must identify manufacturer, part number, description, unit, quantity, catalog or commercial price, discount, net price, freight, availability, delivery date, warranty, return restrictions and quote expiration date.

• The vendor shall not encourage or accept unauthorized purchasing commitments from District personnel.

7. Ordering, Delivery, Inspection and Returns

• Only authorized District personnel may place orders. Verbal requests, quote requests, or other discussions do not authorize shipment or delivery. Vendors must disclose product availability, backorders, discontinued products, extended lead times, special-order restrictions, and non-returnable items before an order is accepted.

• Products shall be properly packaged and delivered to the location identified on the purchase order during District receiving hours. All packing slips must reference the applicable purchase order number. Delivery acknowledgment does not constitute acceptance of products that are damaged, defective, incorrect, incomplete, late, recalled, incompatible, or otherwise nonconforming.

• The District may reject and require replacement, at the vendor's expense, of any nonconforming products, including unauthorized substitutions. Returns resulting from vendor error, defects, or noncompliance shall not be subject to restocking fees or return freight charges. Any special order or non-returnable item restrictions must be disclosed before the purchase order is issued.

8. Warranty and Recalls All products shall carry the manufacturer's standard commercial warranty. In addition, products shall be warranted against defects for a minimum of one (1) year following delivery and District acceptance, or for the manufacturer's warranty period, whichever is longer. The vendor shall assist the District with warranty claims and promptly notify FBISD of recalls, safety notices, or known material defects.

9. Category A Invoicing Invoices must identify the purchase order, delivery location, manufacturer, part number, product description, quantity, unit, published or established commercial price, contract discount, net unit price, extended price, authorized freight, credits and total. General descriptions such as “plumbing supplies,” “parts,” “materials,” or “miscellaneous” are not acceptable. Category A does not include gas-piping labor or installation services. No labor or installation services should be included in category A.

Category B – Plumbing Maintenance and Repair Services

1. Category B Purpose FBISD is seeking qualified and properly licensed plumbing contractors to provide districtwide, as-needed maintenance, diagnostics, testing, repair, replacement, and emergency-response services. Category B may include labor, authorized equipment, permits, inspections, and incidental materials necessary to complete an authorized repair.

2. Services Covered The services covered under this category include, but are not limited to:

• Preventive Maintenance and Diagnostics:

o Inspect, test, troubleshoot, and perform routine maintenance on existing plumbing fixtures, valves, drains, flushometers, faucets, water coolers, water heaters, pumps, and related plumbing components.

• Routine Repairs and Replacements:

o Repair leaks and replace worn, damaged, or failed plumbing fixtures, equipment, components, and accessible piping associated with existing plumbing systems.

Work shall not include rerouting, extending, or materially altering the design or capacity of the existing system.

• Drain Clearing and Inspection:

o Cable, auger, or hydro-jet existing drain lines; perform video inspection and locating; remove roots, grease, scale, and other obstructions; and respond to backups and overflows. Minor repairs associated with restoring service may be performed when approved by the District.

• Backflow and Water Protection:

o Test, certify, diagnose, repair, rebuild, or replace existing backflow prevention assemblies, pressure-control devices, and related components as necessary to restore proper operation of the existing system.

• Water Heaters and Pumps:

o Diagnose, maintain, repair, rebuild, or replace existing water heaters, circulator pumps, condensate pumps, sump pumps, sewage-ejector pumps, and related controls as necessary to maintain or restore service.

• Emergency Response:

o Respond to leaks, water-line failures, sewer backups, loss-of-service conditions, gas leaks, and other plumbing emergencies to protect property, restore operations, and perform authorized repairs.

• Incidental Repair Activities:

o Limited excavation, concrete cutting, trenching, backfill, and restoration directly associated with an authorized plumbing repair may be performed when approved by the District. Such activities shall be incidental to the plumbing repair and shall not constitute new construction or a capital improvement project.

Contract Limitations This contract is intended for maintenance, repair, replacement, testing, troubleshooting, emergency response, and operational support of existing District plumbing systems and equipment.

The contract does not include:

• New building construction.

• Facility additions or expansions.

• Utility extensions.

• New plumbing systems serving new construction.

• Major building renovations.

• Site-development work.

• Capital improvement projects.

• Public works construction projects.

• Work that materially expands, redesigns, or alters the capacity of an existing plumbing system.

FBISD reserves the right to procure such work through a separate solicitation when the District determines that the scope exceeds routine maintenance and repair services.

3. Service Priorities and Response Times

Priority Condition and Required Response

Priority 1 - Emergency Immediate threat to safety, sanitation, property, or school operations. Acknowledge within 15 minutes and dispatch within 60 minutes.

Priority 2 - Urgent Significant operational problem requiring expedited service.

Acknowledge within 30 minutes and arrive on site within four (4) hours.

Priority 3 - Routine Standard repair or maintenance request. Acknowledge within four

(4) business hours and schedule within two (2) business days.

Priority 4 - Quoted Work

Work requiring site review, estimate or planned scheduling.

Complete the site visit and submit a written quote within three (3) to five (5) business days.

4. Work Authorization Only an authorized District representative may request or approve service.

The Contractor shall not begin work, deliver materials, or incur charges before receiving the required District authorization, except when documented emergency authorization is issued under District procedures.

The Contractor shall not:

• Accept direction from unauthorized personnel.

• Perform work before authorization.

• Divide work to avoid purchasing requirements.

• Expand the scope of work without prior written approval.

A campus signature on a service ticket confirms attendance only and does not authorize additional work or approve pricing.

Unauthorized work may not be eligible for payment.

5. Diagnosis, Estimates, and Not-to-Exceed Amounts Upon arrival, the technician shall check in, inspect and diagnose the condition, protect the facility from further damage, identify the recommended corrective action, and obtain approval before expanding the authorized work.

A written estimate is required when the expected cost exceeds the approved authorization, major parts or equipment are required, the work falls outside established contract pricing, conditions materially change, or FBISD requests an estimate.

Estimates must separately identify:

• Labor classifications and rates

• Estimated labor hours

• Materials

• Equipment

• Subcontracted work

• Completion time

• Warranty information

• Total not-to-exceed amount

The Contractor shall not exceed an approved not-to-exceed amount without prior written authorization from FBISD. If the work cannot be completed within the approved authorization, the Contractor shall stop at a safe point, notify FBISD, and submit revised pricing for approval.

6. Labor, Materials, and Equipment

• Labor shall be billed using the awarded labor classification and rate for actual productive work time.

• Overtime, weekend, and holiday rates apply only when specifically authorized.

• Routine travel, dispatching, supervision, administrative time, clerical activities, and ordinary hand tools are included in labor rates unless otherwise approved.

• Helpers or apprentices shall not be billed at licensed plumber rates.

• Billing for multiple technicians requires prior approval unless reasonably necessary during an emergency.

• Materials shall be new, necessary, compatible, and individually itemized.

• District-furnished materials may be used unless the Contractor identifies a compatibility, warranty, or safety concern.

• Equipment or rental charges are allowed only if awarded or approved in advance.

• Actual third-party rental costs may not include percentage markups on federally funded work.

7. Licensing, Permits, and Personnel

• The Contractor shall obtain and maintain all permits, licenses, registrations, certifications, and approvals required by applicable laws, codes, and regulations for the work being performed.

• The Contractor shall coordinate required inspections, address contractor-caused deficiencies, and provide all required permit and inspection documentation upon completion of the work.

• The Contractor must maintain a current Texas Responsible Master Plumber designation and all licenses, registrations, certifications, and endorsements required for assigned work.

• Backflow testing, customer-service inspections, medical gas work, and other specialized services shall be performed only by appropriately credentialed personnel.

• Personnel assigned to District facilities shall comply with all applicable criminal-history, fingerprinting, identification, check-in, access-control, and school-security requirements.

• Subcontractors may be used only with prior written District approval. The Contractor shall remain fully responsible for subcontractor licensing, safety, pricing, performance, documentation, and compliance with all contract requirements.

8. Safety, Property Protection, and Closeout

• The Contractor shall comply with all applicable safety requirements and provide appropriate personal protective equipment, barricades, warning devices, and safeguards necessary to protect students, staff, visitors, and District property.

• Prior to commencing work, the Contractor shall inspect and become familiar with the systems, equipment, and facilities associated with the work to ensure services are performed safely and efficiently.

• The Contractor shall maintain a safe work environment at all times and immediately report unsafe conditions to the District representative.

• The Contractor shall secure tools, equipment, and materials while work is being performed and coordinate service interruptions or shutdowns with FBISD in advance.

• All plumbers assigned to District work shall be fully qualified and proficient in all phases of plumbing maintenance and repair involving domestic water systems, drainage systems, and sewer systems.

• Where work requires temporary interruption of utilities or services, shutdowns shall be approved in advance by the District and scheduled to minimize disruption to District operations. All shutdown schedules shall be mutually agreed upon before implementation.

• The Contractor shall not perform building construction, major demolition, major excavation, utility extensions, facility expansions, or other excluded activities outside the scope of this contract.

• Before leaving the site, the Contractor shall:

o Test the repaired component or system.

o Confirm proper operation.

o Remove debris and waste materials.

o Restore the immediate work area to a clean and safe condition.

o Identify any additional recommended work.

o Provide required photographs, reports, test results, and related documentation, as applicable

9. Definition of Service Work and Emergency Work

Service Work Hours Service Work is defined as work performed:

• Monday through Friday

• Between 7:00 a.m. and 3:30 p.m.

• Excluding District-observed holidays

Emergency Work Hours Emergency Work is defined as any work performed outside Service Work Hours, including:

• Evenings

• Nights

• Weekends

• Holidays

The Contractor must be capable of responding to emergency service requests within two (2) hours when required, including situations affecting campus operations, health and safety, facility use, or campus closures.

10. Service Reports, Warranty, and Invoicing Each service report shall include:

• Purchase order number

• Work order number

• Facility name

• Date of service

• Arrival and departure times

• Technician names and license classifications

• Diagnosis of the issue

• Description of work performed

• Labor hours

• Materials and parts used

• Equipment utilized

• Supporting documentation

• Recommendations for future work

• District contact

The Contractor shall warrant all labor and contractor-furnished materials for a minimum of one

(1) year after District acceptance or for the manufacturer's warranty period, whichever is longer.

Any defects identified during the warranty period shall be corrected promptly at no additional cost to the District.

Invoices must separately identify:

• Labor classifications

• Actual labor hours

• Awarded labor rates

• Authorized service-call charges

• Itemized materials

• Manufacturer names and part numbers

• Pricing basis and discounts

• Equipment charges

• Credits

• Total charges Bundled descriptions such as "labor and materials" are not acceptable.

13. Performance Monitoring FBISD may monitor and evaluate Contractor performance, including:

• Response times

• Completion times

• Repair quality

• Repeat service calls

• Estimate accuracy

• Invoice accuracy

• Pricing compliance

• Personnel qualifications

• Communication

• Safety performance

• Warranty responsiveness

• Customer service

Repeated deficiencies may require corrective action and may affect future work assignments, contract renewal eligibility, or continuation of the contract.

The District may deem Contractor performance unsatisfactory under any of the following conditions:

1. More than one (1) service call-back to correct the same issue within a thirty (30) consecutive calendar-day period.

2. More than one (1) occurrence within a calendar year in which assigned personnel lack the necessary skill, knowledge, qualifications, or experience to properly diagnose, repair, or complete the requested work.

3. Repeated failure to meet required response times.

4. Repeated submission of inaccurate estimates, invoices, or documentation.

5. Failure to comply with safety requirements or District procedures.

6. Failure to perform warranty work within a reasonable timeframe.

7. Repeated workmanship, communication, or customer-service deficiencies.

FBISD may require corrective action and may consider such deficiencies when assigning future work, evaluating contract renewals, or determining contract continuation.

A. CONTRACTOR REQUIREMENTS

Any Contractor awarded a contract under this solicitation shall comply with all applicable federal, state, and local laws, regulations, and Fort Bend ISD policies throughout the term of the contract. The Contractor shall maintain all licenses, certifications, registrations, insurance coverage, and other qualifications required to perform the services described in this solicitation.

The Contractor shall comply with all applicable District requirements related to background checks, confidentiality, data privacy, safety, security, and access to District property, students, staff, and information. The Contractor shall provide documentation supporting compliance with these requirements upon request by the District.

Failure to maintain required qualifications or comply with applicable requirements may be considered a breach of contract and may result in contract termination or other remedies available to the District.

[END OF SCOPE OF WORK SECTION]

SECTION 4. PROPOSAL SUBMISSION INSTRUCTIONS

IMPORTANT: Proposals must be submitted in accordance with the Proposal Submission Deadline identified in Section 2, Solicitation Schedule and Communications.

Fort Bend ISD will accept proposals submitted electronically through the FBISD Electronic Bidding Portal (Bonfire) at: https://fortbendisd.bonfirehub.com

The following requirements apply to proposal submissions:

• The District will only accept proposals submitted through the FBISD Electronic Bidding Portal (Bonfire).

• To prepare a submission, download all required documents from the Supporting

Documentation section of the solicitation and upload completed documents to the appropriate locations within the Requested Information section.

• It is the proposer's sole responsibility to ensure all required documents are submitted prior to the Proposal Submission Deadline.

• Late proposals will not be accepted or considered.

• A public proposal opening will be conducted via Microsoft Teams. Meeting information will be provided in the solicitation.

Microsoft Teams Meeting Link:

https://teams.microsoft.com/meet/288217965566496?p=b1pKm81UXvmAlm7rE3

A. REQUIRED SUBMISSION DOCUMENTS

The following documents shall be uploaded through the Requested Information section of the FBISD Electronic Bidding Portal.

Proposal Documents

• Narrative of Proposed Services

• Addendum Acknowedgement Form

• Proposal Questionnaire (Q-39OY)

• Project Information Sheet (Q-89EP)

• Reference Contact Form(Q-14DL)

Cost Proposal

• Category A – Parts and Materials Pricing BidTable (BT06AO)

• Category B – Service Pricing BidTable (BT-38DU)

• Supplemental Catalog Pricing (BT-89JR)

Required Forms

• Form 1295 (Texas Ethics Commission)

• Conflict of Interest Questionnaire (CIQ) https://fortbendisd.bonfirehub.com/ https://teams.microsoft.com/meet/288217965566496?p=b1pKm81UXvmAlm7rE3 https://www.ethics.state.tx.us/

• Vendor Acknowledgement Form

• Background Check Form

• Debarment Certification

All required documents must be uploaded to the designated location within the FBISD Electronic Bidding Portal. Documents requiring signatures must be properly executed. Failure to submit all required documents, provide required signatures, or upload documents to the appropriate location may result in the proposal being deemed non-responsive.

Proposal Questionnaire The Proposal Questionnaire must be completed in its entirety. Failure to complete all required sections may result in the proposal being deemed non-responsive.

Pricing BidTable Provide pricing for all items identified in the Pricing BidTable. All required pricing fields must be completed to allow the District to evaluate pricing and overall proposal value. Unless otherwise specified in the solicitation, remanufactured or refurbished products will not be accepted.

B. SAMPLE DOCUMENTS

The solicitation documents posted on the FBISD Electronic Bidding Portal include the following sample documents for proposer review:

• Sample Agreement for Services

• Sample EDGAR Certification Form

• Sample Insurance Requirements

• Sample Data Protection Addendum (DPA)

Proposers are required to review each document in its entirety. By signing and submitting the Vendor Acknowledgement Form, the proposer acknowledges that it has reviewed, understands, and agrees to comply with the requirements contained within the sample documents.

Failure to submit the required Vendor Acknowledgement Form may result in the proposal being deemed non-responsive.

C. POST-AWARD REQUIREMENTS

Upon award notification, the selected vendor(s) shall:

• Execute the Fort Bend ISD Agreement for Services, EDGAR Certification Form, and Data Protection Addendum (DPA) through DocuSign.

• Submit a valid Certificate of Insurance (COI) meeting the requirements identified in the Insurance Requirements Exhibit.

• Execute any additional Fort Bend ISD contract documents required for contract award and implementation.

Following Board approval, if applicable, the District will return fully executed documents to the awarded vendor(s).

D. DATA PROTECTION ADDENDUM (DPA)

The Data Protection Addendum (DPA) applies to all software, web-based applications, online subscriptions, training, implementation, support, and/or related services provided to the District.

This includes any instance in which staff or student information is accessed, processed, transmitted, or stored by the vendor.

[END OF PROPOSAL SUBMISSION SECTION]

SECTION 5. PROPOSAL SUBMISSION REQUIREMENTS

Proposers shall submit a complete proposal demonstrating their qualifications, experience, and ability to provide the requested products and/or services.

All narrative content required in this section shall be uploaded in Bonfire under Section I – Narrative of Proposed Services.

Proposers may submit a proposal for Category A, Category B, or both categories. Proposers responding to both categories shall provide all required information and complete the applicable pricing schedule for each category.

Cost, pricing, fees, discounts, markups, and billable rates shall not be included in any narrative response submitted under this section. All pricing information must be submitted separately in the applicable Cost Proposal and Pricing Schedule section.

The information provided in this section will be used to evaluate the proposer's qualifications, experience, technical capabilities, service approach, and ability to meet the District's requirements.

Proposers are responsible for submitting all requested information, required forms, certifications, and supporting documentation. Failure to provide the requested information may result in the proposal being determined non-responsive, may eliminate the proposal from further consideration, or may result in a lower evaluation score.

At a minimum, the proposal shall include the following information:

Section I. Narrative of Proposed Services

Proposers shall submit a narrative describing their qualifications, and capabilities for each program area/category included in their proposal.

Responses shall be organized in the order listed below and clearly labeled:

A. Company Information Provide:

• Legal name of the company.

• Corporate headquarters address and local office address, if applicable.

• Primary contact name, title, telephone number, and email address.

• Years in business.

• Ownership and organizational structure.

• Description of company operations and capabilities.

• Geographic service area.

Category A – Plumbing Parts and Materials The proposer shall provide information demonstrating its qualifications and experience supplying plumbing parts and materials to school districts, governmental entities, commercial facilities, or other multi-location organizations.

Product and Fulfillment Plan The proposal shall include:

• Experience providing commercial and institutional plumbing products.

• Product categories offered.

• Manufacturers represented or authorized for distribution.

• Ordering methods and customer service procedures.

• Inventory and stock availability.

• Quote turnaround times.

• Delivery capabilities and service area.

• Backorder notification procedures.

• Product return procedures.

• Warranty support process.

• Product recall notification process.

• Customer-support and account-management approach.

Pricing and Supporting Documentation The proposer shall also provide:

• A completed Category A Pricing Schedule.

• Applicable catalogs, manufacturer price lists, or commercial pricing sources.

• A sample quotation.

• A sample itemized invoice.

Category B – Plumbing Maintenance and Repair Services The proposer shall provide information demonstrating its qualifications and experience providing plumbing maintenance, repair, diagnostics, testing, drain clearing, and emergency response services for occupied facilities and multi-location operations.

Technical Approach and Service Delivery The proposal shall include:

• Experience providing commercial and institutional plumbing services.

• Service area and coverage capabilities.

• Normal business hours and emergency service availability.

• Response-time capabilities.

• Dispatch and work-order procedures.

• Staffing levels and organizational structure.

• Quality-control practices.

• Cost-control practices.

• Safety procedures.

• Documentation and reporting practices.

• Warranty service procedures.

Personnel, Licenses, and Certifications The proposer shall provide:

• Copies of all required plumbing licenses, registrations, certifications, and endorsements.

• Identification of key personnel assigned to the contract, including roles and qualifications.

• Identification of proposed subcontractors, if any.

Pricing and Supporting Documentation The proposer shall also provide:

• A completed Category B Pricing Schedule.

• A sample estimate.

• A sample service report.

• A sample itemized invoice.

Section II. Client References (Submit using Ref. Q-14DL).

Provide a minimum of five (5) client references for whom similar services have been provided within the past five (5) years. At least three (3) references must correspond to projects identified in the Project Information Sheet.

References should be able to verify the quality, timeliness, and results of services provided and may be contacted by the District as part of the evaluation process.

Client References will be contacted as part of the evaluation process. Failure to provide sufficient, accurate, or verifiable reference information will result in a lower evaluation score.

For each reference, provide:

• Client name

• Contact name and title

• Client Email address/Telephone number

• Brief description of services provided

References should not include current Fort Bend ISD employees.

Section III. Past Performance and Project Information

Provide information for three (3) projects completed within the last five (5) years that demonstrate experience providing services similar in scope, complexity, and nature to those requested in this RFP.

Projects may include services provided to Fort Bend ISD, other K-12 school districts, governmental entities, higher education institutions, or other organizations.

For each project, provide:

1. Client name and organization.

2. Project title.

3. Contract number

4. Contract start and end dates.

5. Description of services provided.

6. Relevance of the project to the services requested in this RFP.

7. Client contact name, title, telephone number, and email address.

Submit using (Ref. BT-06AO, BT-38DU, BT-89JR).

Section IV. Cost Proposal

• Proposers shall complete the applicable Bonfire BidTable(s) for each category proposed.

Proposers responding to both Category A and Category B shall complete the Bid Table for each category.

• FBISD has established the item descriptions, units of measure, and evaluation quantities.

Proposers shall provide the requested pricing and shall not modify the established fields, descriptions, units, formulas, or evaluation quantities.

• Bonfire will calculate the extended prices and Total Evaluated Price based on the pricing entered by the proposer. Evaluation quantities are provided solely for proposal evaluation purposes and do not represent guaranteed purchases, expenditures, service calls, or quantities.

• Category A and Category B will be evaluated independently, and an award under one category does not guarantee an award under the other category.

Category A – Parts and Materials Pricing

• Proposers shall provide the manufacturer name, manufacturer part number, and proposed net unit price for each market basket item identified in the Category A Bid Table.

• The proposed net unit prices will be used to calculate the Category A Total Evaluated Price.

• Pricing shall include all applicable costs associated with furnishing the product, except for any separately authorized freight charges identified in the proposal.

Category B – Service Pricing

• Proposers shall provide the proposed unit rate for each labor classification, service, and pricing item identified in the Category B Bid Table.

• The proposed rates will be used to calculate the Category B Total Evaluated Price.

• Rates shall include all costs normally associated with performing the work, including supervision, administration, dispatching, routine travel, ordinary hand tools, and overhead, unless specifically identified otherwise in the pricing schedule.

Supplemental Catalog Pricing Proposers shall identify the catalogs, manufacturer price lists, or other established commercial pricing sources that will apply to in-scope products not included in the Category A market basket.

For each catalog or price list identified, the proposer shall provide:

• Publisher or manufacturer name.

• Effective date.

• Verifiable pricing source.

• Product category covered.

• Minimum percentage discount offered to FBISD.

The minimum discount offered shall be greater than zero percent (0%). A discount of 0% will not be accepted.

Any awarded discount shall remain firm throughout the contract term unless the proposer elects to offer FBISD a greater discount. Supplemental catalog pricing shall apply only to products within the scope of this solicitation that are not specifically listed in the Category A market basket.

Catalog discounts and supplemental pricing sources will not replace the proposed net unit prices used to calculate the Category A Total Evaluated Price. The District will evaluate the actual net prices submitted for market basket items when determining the Category A price score.

Pricing Conditions

• Pricing shall be firm for the period specified in the solicitation unless otherwise stated.

• Pricing identified as "market price," "call for quote," "to be determined," or similar language is not acceptable for evaluated items.

• Any freight, delivery, minimum order, restocking, rental, or other charges shall be clearly disclosed in the proposal.

• Undisclosed charges are not permitted.

• Cost-plus-percentage-of-cost pricing is prohibited for federally funded purchases.

Section V. Required Forms Proposers shall download, complete, sign (as applicable), and upload the following forms in Bonfire under the designated submission section:

1. Form 1295 – Certificate of Interested Parties

2. Conflict of Interest Questionnaire (Form CIQ)

3. Vendor Acknowledgement Form

4. Suspension and Debarment Certification

5. Background Check Form

Proposers shall ensure that all required forms are fully completed, properly executed, and submitted with their…