26-069AR Fire Protection System Scope of Work.pdf

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS(RFP)

FOR

Fire Protection System, Inspection, Repairs, and Related Services

RFP NUMBER RFP 26-069AR

PROPOSAL OPEN DATE: Thursday, June 11, 2026

SUBMISSION DUE DATE: Thursday, July 23, 2026

TIME: 10:00 AM (CST)

SUBMIT PROPOSAL DOCUMENTS 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 to solicit proposals for Fire Protection System, Inspection, Repairs, and Related Services.

B. LEGAL REQUIREMENTS

Offerors are advised that any contract resulting from this RFP must comply with all applicable provisions of the Texas Education Code, the Texas Government Code and all other relevant state and federal laws. The District’s Board-adopted Purchasing Policies and Procedures are fully incorporated by reference into this RFP.

C. ELECTRONIC COMMERCE

Fort Bend ISD utilizes EqualLevel as its electronic purchasing platform. Awarded vendors may have the capability to interface with EqualLevel for electronic ordering and catalog management. If it is deemed in the District’s best interest, the District may implement electronic commerce functionality for awarded vendors. Awarded vendors shall support and maintain e-commerce (PunchOut or hosted catalog) capabilities that allow the District to purchase goods electronically at contracted prices and discounts for only the items awarded under this contract. Vendors will be responsible for maintaining the accuracy and availability of their electronic catalogs, including pricing, product descriptions, and item availability, throughout the term of the contract.

D. DELIVERY OF GOODS:

1. All deliveries shall be marked with the proper Fort Bend Independent School District purchase order number. Any item received without a purchase order number may be returned to the vendor at their expense. Invoice numbers are unacceptable.

2. Two or more purchase orders shall not be combined in one package. All purchase orders must be boxed separately.

3. FBISD prefers that orders be shipped complete rather than partial. Therefore, there shall not be more than three (3) shipments to complete any purchase orders.

Shipments from two (2) or more locations at similar time periods will be considered as one shipment. Split shipments shall be indicated on the packing slip.

4. When multiple purchase orders are shipped, the FBISD receiving clerks shall sign only the vendor/shipper manifest which should contain the total amount of containers and the total listing of purchase order numbers. One signature shall be required and not one signature per purchase order

5. There shall be no substitutes of any item without prior approval from Fort Bend ISD Purchasing department and indicated on the packing slip.

6. All items shall be new and unused.

7. Items with an expiration date, earlier than one (1) year from date of shipment are unacceptable and will be returned at the vendor’s expense. If there is a discrepancy, please contact the FBISD Purchasing Department at 281-634-1802.

8. All items are delivered F.O.B to FBISD location indicated on the purchase order.

9. Successful Vendors must furnish current material safety data sheet for any items containing any element, chemical compound or mixture of elements that is a physical hazard or health hazard as defined by federal regulations (if applicable).

E. PURCHASE ORDER

1. All Purchase Orders shall include the proper Fort Bend Independent School District purchase order number.

2. FBISD purchase order number shall be referenced on all Invoices.

3. Items and/or services are to be delivered or rendered to Fort Bend Independent School District ONLY when a district approved purchase order has been received by your company. Under no circumstances should items and/or services be provided to the District without a properly drawn District purchase order.

4. VENDOR UNDERSTANDS THAT NO GOODS OR SERVICES WILL BE PROVIDED

WITHOUT A DISTRICT PURCHASE ORDER. GOODS OR SERVICES PROVIDED BEFORE

RECEIVING A PURCHASE ORDER WILL BE AT THE VENDOR'S OWN RISK AND WILL

BE CONSIDERED A DONATION TO THE DISTRICT.

5. Please inform any staff member that handles the Fort Bend Independent School

District account of these procedures.

F. INVOICE

1. Invoices should be submitted showing Itemized description of the products delivered.

2. Each invoice shall reflect the agreed upon pricing.

3. Invoices shall reference the purchase order number and the campus/department placing the order.

4. Invoices shall indicate back-order, cancellations and substitutions.

5. Invoices shall be sent to Accounts Payable AccountsPayable.Invoices@fortbendisd.gov with a copy to the FBISD requesting department/campus.

mailto:AccountsPayable.Invoices@fortbendisd.gov

G. VENDOR PERFORMANCE CRITERIA

Vendors’ performance will be evaluated on a quarterly basis at the discretion of the district. These evaluations will play a critical role in determining whether to continue with the contract. Key performance indicators and criteria will be assessed to ensure vendors meet the district's standards and expectations. Consistently poor performance, failure to meet outlined criteria, or significant deviations from agreed-upon standards and terms may result in the cancellation of the contract. This process will uphold accountability and ensure that the highest quality of service is provided to the district.

1. Vendors’ performance will be evaluated on a quarterly basis, at the discretion of the

District. These evaluations will play a critical role in determining the continuation of the contract.

2. Key Performance Indicators (KPIs) and evaluation criteria will be used to measure compliance with contract requirements and overall vendor performance.

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

• On-time delivery of products or services

• Accuracy and completeness of orders

• Quality and condition of goods or services provided

• Responsiveness and communication with District staff

• Adherence to pricing, terms, and conditions of the contract

• Resolution of issues or complaints in a timely manner

3. Consistently poor performance, failure to meet established criteria, or significant deviations from agreed-upon standards may result in corrective action or cancellation of the contract at the District’s discretion.

[END OF GENERAL INFORMATION SECTION]

SECTION 2. SOLICITATION SCHEDULE AND COMMUNICATIONS

A. SOLICITATION SCHEDULE

Fort Bend ISD anticipates following the schedule outlined below for this RFP. The district reserves the right to adjust these dates during the solicitation process.

Activity Date 1 Release of RFP/ First Advertisement

Thursday, June 11, 2026 2 Second Advertisement

Thursday, June 18, 2026 3 Pre-Proposal Conference (virtual)

Time 10:00 AM(CST) Tuesday, June 23, 2026 4 Deadline for Questions Time

Time 10:00 AM(CST) Monday, June 29, 2026 5 Deadline for Proposals to be submitted

Time 10:00 AM (CST) Thursday, July 23, 2026

Presentation to the Board of Trustees September 2026 8 Awards will be posted at fortbendisd.bonfirehub.com/past Opportunities September 2026

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Tuesday, June 23, 2026 at 10:00 AM (CST). The meeting will be held virtually using Microsoft Teams. Proposers are highly encouraged to attend to have a better understanding of the requirements of this Request for Proposal

(RFP).

(Link to join the meeting): https://teams.microsoft.com/meet

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP must be submitted through designated electronic bidding portal’s “Ask a Question” section by Monday, June 29, 2026 10:00 AM (CST). Questions submitted by the deadline, along with the District’s responses, will be issued in an Addendum and posted on the designated electronic bidding portal. No questions will be accepted after the Q&A deadline. Vendors are responsible for checking the portal for any addenda issued. Each addendum must be acknowledged by submitting a signed copy with the proposal submission.

D. AMENDMENTS TO THE RFP

All amendments to this solicitation, including but not limited to responses to written questions and other updates, will be posted on the e-bidding portal https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities https://teams.microsoft.com/meet https://fortbendisd.bonfirehub.com. It is the responsibility of all prospective proposers to regularly check the portal for posted amendments. Each proposer prior to submitting its proposal, shall ensure that it has received and acknowledged all issued amendments.

Proposers are responsible for submitting proposals based on the most current version of the solicitation, including all applicable amendments.at:

H. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submissions and reserves the right to create a short list of vendors based on the published evaluation criteria. Product, service, or system demonstrations and/or vendor interviews may be scheduled with shortlisted vendors as part of the evaluation process. The District reserves the right to apply the same weighted factors outlined in the Evaluation Criteria during demonstrations and interviews, or to establish new or additional factors deemed to be in the District’s best interest.

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, 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. OVERVIEW OF THE PROJECT

Fort Bend ISD (FBISD) is seeking a qualified turnkey contractor to provide comprehensive annual inspection, testing, and maintenance services for fire protection systems across District campuses and facilities. The selected contractor will be responsible for ensuring all systems operate safely, reliably, and in full compliance with applicable local, state, and federal regulations, as well as standards established by the National Fire Protection Association (NFPA) and the Authority Having Jurisdiction (AHJ).

B. SCOPE OF SERVICES

FBISD is looking for a turn-key contractor that will provide annual inspections to Fort Bend ISD (FBISD) campuses. The inspection will include fire alarms, standpipe/sprinkler system and kitchen hood fire suppression system and related services. The contractor shall be responsible for performing annual inspections to include testing and maintenance in accordance with all city, state, federal, applicable codes required by the authority having jurisdiction (AHJ), and National Fire Protection Association codes and requirements. A link to National Fire Protection Association (NFPA) can be found here:

https://www.nfpa.org/Codes-and-Standards.

The proper and reliable operation of the fire protection systems and safety of the FBISD staff and students are of primary concern to the District. Extension of the useful life of the fire protection systems are also considerations.

RFP Requirements

1. Annual Inspection Services of all Fire Protection Systems consist of the following:

1) Fire alarm panels (addressable & analog)

2) Sprinkler System standpipe include flow switches, tamper switch and backflow

3) Kitchen Hood system include nozzles, fusible link, switch/contactors

4) Systematic testing of initiating, signaling and interlock zones

5) Organize and present reports on problems found during inspection as well as suggested improvements

6) Systematic documentation of inspection report (pre-printed and computerized)

7) Inspection of devices such as purge dampers, flow switches, sprinkler valves, elevator recall relays, etc.

2. The vendor will make an inspection record for each repair. The record will show the nature of call, repairs made, material and labor used. The report will include a list of devices that failed, the address of the device and a detailed location of where the device is located. Vendor must provide a sample inspection report with submission of RFP. A designee from FBISD must sign off on each repair record.

https://www.nfpa.org/Codes-and-Standards

The vendor shall create and maintain an inspection record for each repair performed.

Each record must document the nature of the service call, the repairs completed, materials used, and labor provided. The report shall also include a list of failed devices, along with the address and specific location of each device.

As part of the proposal submission, the proposer must include a sample inspection report.

Each repair record will be subject to review and approval by a designated representative of Fort Bend ISD (FBISD). If FBISD determines that a record is incomplete, inaccurate, or noncompliant with the requirements of this solicitation, the vendor shall, at no additional cost to FBISD, promptly correct and resubmit the record within a timeframe specified by FBISD.

Repeated failure to provide accurate and complete documentation may result in corrective action, including but not limited to withholding payment, issuance of a notice of non-performance, or termination of the contract in accordance with its terms.

A complete copy of the final approved inspection report must be delivered to the local Fire Marshal’s Office nearest the campus where the service was completed. Additionally, a copy of the report must be furnished to FBISD (location: PFC Building, 13600 Murphy Road, Stafford, TX 77477) within five (5) business days of service, and a copy must be left at the inspection site.

See list below for local Fire Marshall Offices:

1) City of Sugar Land Fire Marshall Office P. O. Box 110 Sugar Land, Texas 77487-0110

2) City of Missouri City Fire Marshall Office 3849 Cartwright Road

Missouri City, TX 77459

3) City of Houston Fire Marshall Office 1995 South Dairy Ashford Houston, TX 77077

4) Fort Bend County Fire Marshall Office 307 Fort Street

Richmond, TX 77469

5) City of Stafford Fire Marshall, Office 2610 South main Stafford, TX 77477

6) City of Arcola Fire Marshall, 13222 Highway 6, Arcola, TX 77583

3. All specifications, terms, and conditions shall apply to all FBISD locations. A complete list of locations is provided in Bonfire as part of this RFP document. As FBISD continues to grow, or in the event of a reduction in the number of district locations, facilities may be added to or removed from the agreement.

4. The contractor shall, at its own expense, obtain all necessary licenses and permits and shall comply with all applicable laws, regulations, and ordinances related to the performance of this contract.

5. All work performed under this contract shall be subject to inspection by Fort Bend ISD at any time to ensure compliance with all terms and conditions.

6. All inspections shall be conducted outside of instructional hours, either before or after school and school-related activities. Inspections may also be performed on weekends, holidays, and during summer break. A detailed inspection schedule will be provided upon contract award. FBISD instructional hours are from 7:30 a.m. to 4:05 p.m.

General Work Practices The following general work practices shall apply to all work performed under this contract. The contractor is responsible for ensuring that all personnel adhere to these standards at all times while on FBISD property.

1. Work areas shall be cleaned at the end of each workday.

2. Work areas shall be separated from non-work areas using, at a minimum, plastic sheeting or other appropriate barriers to prevent injury or disruption.

3. All removed materials shall be transported off-site and disposed of in accordance with applicable laws and regulations.

4. All work shall be performed in a professional manner, with an emphasis on quality workmanship.

5. The use of tobacco and alcohol products on Fort Bend ISD property is strictly prohibited by state law.

6. Eating within school buildings is prohibited.

FBISD Responsibilities

1. FBISD shall immediately notify the Contractor of any unusual operating conditions associated with the equipment covered under this agreement.

2. FBISD reserves the right to require the removal from its facilities of any Contractor employee deemed incompetent or otherwise detrimental to the best interests of Fort Bend ISD or the work being performed. A written explanation will be provided to the Contractor by FBISD within ten (10) working days following such action.

3.

FBISD will provide a schedule outlining the dates for inspection of each facility following contract award. FBISD will also assign a representative to be present on-site during all inspections.

Contractor Responsibilities The Contractor shall be responsible for performing all work in accordance with the requirements of this contract and applicable laws, codes, and standards. The responsibilities listed below are intended to ensure safe, efficient, and compliant execution of services.

1. The Contractor shall sign in on the visitor log at the front desk upon arrival at each school and shall check in and out when entering and exiting the facility

2. The Contractor shall notify FBISD in writing of any work identified that is outside the scope of this agreement, including but not limited to defective or damaged wiring, power issues, renovations, equipment replacement beyond its useful life, or system improvements. Any such work shall be considered additional to the original contract and must receive prior written approval from FBISD. All replacements and repairs shall be of the same or a comparable model, and all replacements must be approved prior to installation.

3. When it becomes necessary to disconnect any device, the Contractor must notify FBISD authorized representative and any other entity as required by code of the Contractors’ intention and plan to do so and must receive proper approval to proceed.

4. If for some unknown reason, equipment must be taken out of service for an extended period, FBISD shall be notified immediately by the Contractor of the delay and the measures being taken to put the equipment back in service.

5. All inspections requiring the sounding of alarms will be performed while students are not in classes. Inspections requiring sounding of alarms will happen after school hours and school activities. A detailed schedule of inspection hours will be provided when contract is awarded.

6. Contractor is responsible for complying with all city, state, federal and National Fire Protection Association (NFPA) codes and requirements.

7. All substitutions or equivalent products must be approved by FBISD prior to installation.

[END OF SCOPE OF WORK SECTION]

SECTION 4. PROPOSAL SUBMISSION INSTRUCTIONS

IMPORTANT: Proposals shall be submitted in a timely manner in accordance with the deadline for proposal submission.

Fort Bend ISD will accept proposals submitted electronically through the Bonfire e-bidding portal at https://fortbendisd.bonfirehub.com until 10:00 AM (CST) on Thursday, July 23, 2026.

• The District will only accept proposals submitted through FBISD designated e-bidding portal.

• To prepare your submission, download all required files under the Supporting Documentation section in Bonfire, complete the necessary forms, and upload them under the Requested Information section.

• It is the vendor’s sole responsibility to ensure timely submission. FAXED OR E-MAILED

SUBMISSIONS WILL NOT BE ACCEPTED

• We strongly recommend starting the upload process at least one (1) day before the deadline to ensure ample time for submission. Once your proposal is finalized, confirm your submission status as “Submission Complete” in Bonfire. After the deadline, no changes to submitted documents will be allowed.

• Late proposals will not be accepted by the Bonfire system and will not be considered for evaluation under any circumstances.

• The public bid opening will be conducted via Microsoft Teams. To join the meeting, click the link below (or copy and paste it into your browser) and follow the instructions from Microsoft Teams using the information provided: Link to Join the Meeting: [Insert Link]

A. SUBMIT THE FOLLOWING THROUGH THE “REQUESTED INFORMATION” SECTION OF

THE DESIGNATED ELECTRONIC BIDDING PORTAL.

• Proposal Documents o Detailed Scope and Narrative of Proposed Services o Addendum/Questions and Answers (Q&A) o Proposal Questionnaire (Q-27HT) o Project Information Sheet (27MN) o Reference Contact Form(Q-45FV)

• Cost Proposal o Pricing BidTable

• Forms o 1295 Form: Complete on https://www.ethics.state.tx.us o Conflict of Interest Questionnaire (CIQ) o Vendor Acknowledgement Form o Background Check Form (Remove if not applicable) https://www.ethics.state.tx.us/ o Pre-employment or Pre-Service Affidavit for Educational Entities

All requested documents must be uploaded to the specific slot assigned in the District’s designated electronic bidding portal. Forms requiring signatures must be signed. Failure to submit documents in the correct location may result in them being overlooked and your proposal deemed non-responsive.

Proposal Questionnaire Download and complete the Proposal Questionnaire in its entirety. Any missing information will result in the questionnaire being considered incomplete. An incomplete questionnaire may automatically disqualify the proposer from consideration.

Pricing BidTable (Ref# BT-58EG) Provide pricing for all items listed in the Bid Table. All fields must be completed to allow FBISD to fairly assess each proposal and evaluate competitiveness. No remanufactured or refurbished products will be considered.

B. SAMPLE DOCUMENTS

The solicitation documents posted on the Bonfire electronic bidding portal include the following sample forms for vendor review. Proposers must acknowledge receipt and understanding of these documents on the Acknowledgment Form. If awarded, the vendor will be required to sign and/or submit the final versions as a condition of contract execution.

• Sample Agreement for Services

• Sample EDGAR Certification Form

• Sample Insurance Requirements

• Sample Data Protection Addendum (DPA)

Proposers must review each of these documents in their entirety. By signing the Acknowledgment Form, the proposer attests that they have read, understand, and agree to comply with the terms outlined in the sample documents. Failure to sign the Acknowledgment Form may result in the proposal being deemed non-responsive and rejected.

C. POST-AWARD REQUIREMENTS

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

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

• Upload a valid Certificate of Insurance (COI) meeting the requirements outlined in the Insurance Requirements Exhibit via DocuSign.

• Execute any additional Fort Bend ISD contract documents as required via DocuSign.

Following Board approval, the District will return the executed documents.

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 CONTENT REQUIREMENTS

IMPORTANT: The following section outlines the information and documentation that must be included in the proposer’s response. To ensure full consideration, proposers are responsible for carefully reviewing this RFP and submitting a complete proposal in the format specified. Proposals must include all requested information and documentation and must comply with all applicable terms, conditions, and requirements set forth herein.

The content requirements identified below correspond directly to the evaluation criteria and define the information that must be included in each proposal. Failure to provide a complete and compliant response may result in disqualification from further consideration.

This section of the proposal should not include any reference to cost, pricing, or billable rates. All cost-related information must be submitted separately in the Cost Proposal section, as instructed.

Proposal Submission Requirements Vendors responding to this RFP shall submit a complete proposal that clearly demonstrates their qualifications, experience, and ability to perform the required fire protection system services. All content required in this section shall be uploaded in Bonfire under Section I:

Detailed Scope and Narrative of Proposed Services. At a minimum, the proposal must include the following components:

I. Detailed Scope and narrative of proposed services

a. Company Overview

1) Legal name of the company, address, and primary contact information

2) Years in business and organizational structure

3) Description of company experience in fire protection system inspection, testing, maintenance, and repair

1) Technical Approach and Work Plan

2) Detailed description of the vendor’s approach to performing inspections, testing, maintenance, and repairs.

3) Explanation of procedures for identifying deficiencies and recommending corrective actions

4) Description of scheduling methodology to minimize disruption to school operations

5) List of personnel who will be assigned to this contract, including roles and qualifications

6) Description of training programs and safety practices

7) Description of how the vendor will comply with all applicable codes, including NFPA, local, state, and federal regulations

8) Safety plan outlining procedures to protect students, staff, and property

1) Licenses and Certifications Provide copies of all applicable licenses and permits required to perform the services (state, local, and federal)

2) Provide proof of compliance with National Fire Protection Association (NFPA) standards

3) Provide certifications of key personnel

4) Inspection and Reporting Documentation

Provide a sample inspection report, including fields for:

• Nature of service call

• Repairs performed

• Materials used

• Labor provided

• List and location of failed devices

• Description of recordkeeping practices and reporting timelines

II. Reference Contact Form References should be able to verify the quality, timeliness, and results of the proposer’s work and should be aware that they will be contacted by the District.

Incomplete or inaccurate reference information may negatively impact the proposal score. Submit using (Ref. Q-45FV).

1) Provide a minimum of five (5) client references for similar services performed within the past five (5) years. At least three (3) references must be from clients listed in the Project Information Sheet. References should not include FBISD employee.

For each reference, include the client’s name, a contact person with telephone and email address.

1) Project Information Sheet

2) Provide three (3) projects completed within the past five (5) years that are similar in scope to the services requested in this RFP. Projects performed for FBISD may be included if comparable services were provided during this period.

3) For each project, include a brief description of the services performed; contract details, including start and end dates, contract number, and contract title; an explanation of the project’s relevance to the services requested in this RFP;

and client contact information. Submit using (Ref. Q‑27MN).

IV. Pricing and Cost Proposal Requirements

1) The Cost Proposal shall be submitted using the Pricing Bid Table (Ref. BT-

58EG).

2) Proposals should include any additional costs or fees not reflected in the

Pricing Bid Table.

3) Pricing should be all-inclusive and represent the total cost to Fort Bend ISD for the services described. Any costs not included in the proposal at the time of submission shall not be added or billed at a later date

4) Proposers shall offer fair and reasonable pricing for the goods and services requested by Fort Bend ISD.

5) Pricing will be evaluated for fairness and reasonableness in relation to the services offered and the proposed approach, ensuring alignment with the District’s requirements and successful contract performance.

6) Proposals that do not meet the technical requirements or performance assurances may be deemed non-responsive or receive lower evaluation scores. Lower-priced proposals that fail to meet RFP requirements may be excluded from award consideration.

7) All pricing is subject to negotiation by Fort Bend ISD.

III. REQUIRED FORMS

Download, complete, sign, and upload the following forms under their respective sections:

1) 1295 Form

2) Conflict of Interest Questionnaire (Form CIQ)

3) Vendor Acknowledgement Form

4) Suspension and Debarment Certification

5) Vendor Background Check Acknowledgment Form

[END OF PROPOSAL CONTENT SECTION]

SECTION 6. EVALUAION AND AWARD

A. EVALUATION PROCESS

The award of this contract will not be based solely on price. Fort Bend ISD will award the contract on a “best value” basis, in accordance with Texas Education Code Section 44.031, considering all applicable evaluation factors.

Proposals will be evaluated using the criteria outlined below. Fort Bend ISD reserves the right to award a contract in the manner that best meets the District’s needs, including by group, line item, section, or through a single, dual, or multiple awards.

# Evaluation Criteria Point System

1 Purchase price

• Pricing will be evaluated for fairness, competitiveness, and overall value in relation to the services proposed.

2 Reputation of the Vendor and of the Vendor’s goods or services

This criterion will be evaluated based on information obtained through reference checks.

• Demonstrated reputation and track record for delivering quality services, reliability, and strong customer support.

• Feedback from references regarding responsiveness, timeliness, service quality, communication, and overall satisfaction with the Vendor’s performance.

• Failure of references to respond by the stated deadline may result in a reduction of points for this criterion.

3 Quality of the Vendor’s goods or services

• Relevant experience providing fire protection system services

• Qualifications, certifications, and licensing

• Demonstrated success on similar projects

• Quality control practices and safety procedures

4 Extent to which the goods or services meet the district’s needs

• Understanding of the scope of work

• Technical approach and methodology for inspections, maintenance, and repairs

• Ability to minimize disruption to school operations

• Responsiveness and completeness of proposal

5 Vendor’s past relationship with the district

• Experience providing similar services to Fort Bend ISD

• Experience providing similar services to K–12 school districts of comparable or larger size

• Experience providing similar services to organizations of similar size and complexity

6 Long-term cost to the district to acquire the Vendor’s goods or services

• Ongoing and additional costs associated with the services

Vendor’s Principal place of business is in the state of Texas or employs 500 people in this state.

8 Service Agreement:

• Vendor acceptance of Fort Bend ISD’s Terms and Conditions through submission of the Vendor Acknowledgment Form Pass/Fail

9 The impact on the ability of the district to comply with laws and rules relating to Historically Underutilized Businesses (HUB).

N/A

TOTAL 100 Points

B. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submitted Qualifications and reserves the right to create a shortlist of firms, if determined to be in the best interest of the District, based on the factors used to evaluate qualifications. Demonstrations/Interviews may be scheduled with the shortlisted firms. The District reserves the right to use the same weighted factors from the Evaluation Criteria, or to establish additional or modified factors for the this phase.

Presentations may be conducted in person, via conference call, or virtually. All details, including date, time, and format, will be communicated if presentations are scheduled.

C. BEST AND FINAL OFFER (BAFO)

The District, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the District shall submit to the shortlisted Proposers requests for specific clarification and allow Proposers to revise their cost proposals. If a Proposer is invited to participate in the BAFO stage, the dates may not be flexible. If the District requests BAFOs, the District may revise cost proposal scores, based upon additional information and clarification received in this stage. In lieu of revising initial cost scoring, the District may evaluate BAFOs by use of an additional scoring phase.

D. CONTRACT AWARD

Any resulting contract(s) from this solicitation will be awarded to the Proposer(s) whose overall offer is deemed to be the Best value to the District as determined by the evaluation process. Following evaluations of proposals and any applicable negotiations, the District will submit a recommendation for contract award to the Board for review at its next Board meeting. If the Board approves the recommendation, the District will notify the Proposer(s) selected for award.

[END OF EVALUATION AND AWARD SECTION]

SECTION 7. GENERAL TERMS AND CONDITIONS

This solicitation shall be governed by the documents incorporated herein and the general provisions posted on the FBISD website. A copy may be obtained online or contacting the Fort Bend ISD Buyer assigned to this solicitation. https://www.fortbendisd.com/General- Provisions-for-Purchasing-Solicitations-and-Contracts.pdf

Proposers are required to respond to all requests outlined in this RFP. By submitting a proposal, each Proposer affirms that they have reviewed and agree with the agreement for services, general provisions, terms, specifications, and requirements stated in this RFP. The submission of a proposal constitutes the proposer’s acceptance of and agreement to the terms and conditions of this RFP. Proposers are required to sign the Vendor Acknowledgement Form to confirm their assent to the terms and conditions.

Only authorized dealers may bid on the requested equipment. At the discretion of FBISD, a certificate executed by the manufacturer may be requested stating that the bidder is an authorized agent of the manufacturer and is duly authorized to sell, service, and maintain the equipment.

The terms, conditions, specifications, and requirements in this RFP, along with any issued Addenda, will become part of the Agreement between FBISD and the selected Proposer.

Upon award, the selected Proposer will be required to execute a written contract covering all goods, services, and deliverables required under the Agreement. No Proposer or Vendor https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf will acquire any rights or interest until the District executes the Agreement. The District reserves the right to modify Agreement terms if deemed in FBISD’s best interest, provided such modifications do not substantially change the scope of the Board award. FBISD will not execute Vendor contract forms. If a Vendor requests changes to the District’s standard Agreement form after an award is made, the District reserves the right to cancel the award and re-award the project to an alternate Vendor. If a Vendor requires the execution of a license agreement or additional contract documents, the District may review and amend them at its discretion.

TERM OF THE CONTRACT

The contract will be for three (3) years, with an option for the District to renew for two (2) additional one-year terms or as otherwise specified in the Agreement.

Compliance with Gov’t Code 552.372: The requirements of the Texas Public Information Act, Chapter 552 of the Texas Government Code, Subchapter J, may apply to this bid or contract if it is valued at more than $1 million. The contractor or vendor agrees the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter, including the preservation of all “contracting information” (as defined in 552.003) and the provision, upon request of the governmental entity with whom you are contracting, of all contracting information. Contracting information includes, but is not limited to, records, communications and other documents related to the bids process, contract, payments, receipts, scope of work/services, and performance. Therefore, FBISD must and will provide all procurement and bid submittal information to any third-party that submits a Public Information Act request for the documents, with the exception of vendor financial statements.

INTERLOCAL AGREEMENTS WITH OTHER SCHOOL DISTRICTS THROUGH THE

CENTRAL TEXAS PURCHASING ALLIANCE

A. Membership. Fort Bend Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, documents, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Fort Bend Independent School District may be adopted by other active CTPA member districts. 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 44.0331(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 pricing and purchasing terms established by the originating district.

CERTIFICATE OF INSURANCE(COI) REQUIREMENT

The COI is optional during the RFP process but is required upon notification of Contract award and execution. The successful Proposer shall furnish a certificate of insurance in accordance with the requirements set forth in this RFP. The successful Proposer agrees that required insurance shall not be cancelled or permitted to lapse during the term of any awarded Contract.

CANCELLATION/REJECTION OF PROPOSALS

An RFP may be canceled, or all Proposals may be rejected, at any time if it is determined that such action is in the best interest of the District.

RIGHT TO WAIVE MINOR TECHNICALITIES, IRREGULARITIES, OR INFORMALITIES

Fort Bend ISD reserves the right to waive minor technical defects, irregularities, or informalities in proposals; reject any or all proposals, in whole or in part; re-solicit for new proposals; or procure the required goods or services through other lawful means if deemed to be in the best interest of the District.The District reserves the right to award contracts in the manner most advantageous to Fort Bend ISD and may waive or take exception to any specifications when determined to be in the District’s best interest.

FINAL DISPOSITION OF DISTRICT DATA

The Proposer agrees, upon termination, cancellation, expiration, or other conclusion of this Contract that District data will be made available to the District in the format requested by the District.

FEDERAL, STATE, AND LOCAL LAWS

The successful Proposer must operate in conformity with all applicable, federal, state, and local laws, ordinances, orders, rules, and regulations pertaining to work. It is the responsibility of the Contractor to ensure that all permits and/or licenses required for operation are valid and current. Failure to comply with this provision may be cause to cancel any contract awarded, and award may be made to the next lowest, responsive, responsible Proposer.

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