27-007RA Districtwide Life-Safety MFVN Managed Commn Services.pdf

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

FOR

Districtwide Life-Safety MFVN and Managed Communication Services

RFP Number: 27-007RA

Proposal Release Date: Thursday, September 17, 2026

Proposal Due Date: Wednesday, October 21, 2026

Proposal Due Time: 10:00AM (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 approximately 75,000. The district currently consists of 78 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 Districtwide Life- Safety MFVN and Managed Communication 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.

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 17, 2026

2 Second Advertisement

Thursday, September 24, 2026

3 Pre-Proposal Conference (Virtual) Time: 10:00 AM (CST)

Tuesday, September 29, 2026

4 Deadline for Questions

Friday, October 2, 2026 10:00 AM (CST)

5 Proposal Submission Deadline Time: 10:00 AM (CST)

Wednesday, October 21, 2026

6 Demonstrations/Interviews (if applicable)

November 2, 2026 (Tentative)

7 Presentation to the Board of Trustees January 2027

8 Award Notification / Posting of Award

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 29, 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:

Join the Meeting Now https://fortbendisd.bonfirehub.com/past-opportunities https://teams.microsoft.com/meet/232963809084647?p=XDtT2KbjPUK7kIjK4X

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP must be submitted through the FBISD Electronic Bidding Portal (Bonfire) using the "Ask a Question" feature no later than Friday, October 2, 2026, at 10:00 AM (CST). Questions received by the deadline and the District's responses will be issued through an 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 does not relieve the proposer of any obligations or requirements contained therein. The completed Addendum Acknowledgement Form must be submitted with the proposal. Only information issued through a written addendum shall be considered official.

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

E. 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.

F. 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 Regy Ambooken at babyregy.ambooken@fortbendisd.gov at least two (2) business days prior to the conference.

G. COMMUNICATIONS

https://fortbendisd.bonfirehub.com/

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. PROJECT OVERVIEW

Fort Bend Independent School District (“Fort Bend ISD” or “District”) utilizes Managed Facilities- Based Voice Network (MFVN) services to support critical life-safety and operational systems throughout the District. The purpose of this procurement is to establish a contract for the continued provision of reliable, code-compliant life-safety communications services that support the District’s current and future operational requirements.

B. SCOPE OF SERVICES

Fort Bend Independent School District ("Fort Bend ISD" or "District") is soliciting proposals from qualified vendors to provide Managed Facilities-Based Voice Network (MFVN) services or equivalent life-safety communications solutions to the District. The resulting contract will support the District's life-safety and operational communication requirements in an economical and effective manner.

The proposed MFVN or equivalent solution must operate independently of the District’s digital PBX system and provide connectivity for systems including but not limited to:

• Fire alarm systems

• Intrusion alarm systems

• Elevator emergency communication systems

The table below reflects the District’s current service connections and is provided for proposal purposes only. Actual quantities may vary during the term of the contract due to additions, removals, relocations, new construction, facility closures, or other operational changes.

Sites Address Fire Alarm Alarm Elevator

ADMIN ANNEX BLDG 3119 Sweetwater Blvd, Sugar Land 77479 1 1 1 ADMINISTRATION BLDG 16431 Lexington Blvd, Sugar Land 77479 1 1 2

AUSTIN HS

3434 Pheasant Creek Drive, Sugar Land, 77498 1 2 1

AUSTIN PRKW ES 4400 Austin Parkway, Sugar Land, 77479 1 1 0

BARRINGTON PLACE ES

2100 Squire Dobbins Dr., Sugar Land,77478 1 1 0

BOWIE MS 700 Plantation Drive, Richmond, 77406 1 1 1

BRAZOS BEND ES

621 Cunningham Creek Blvd., Sugar Land, 77479 1 1 0

BUSH HS 6707 FM 1464, Sugar Land, 77407 1 2 2 CLEMENTS HS 4200 Elkins Road, Missouri City, 77459 2 1 2 COLONY BEND ES 2720 Planters Street, Sugar Land 77479 1 2 0 COLONY MEADOWS ES 4510 Sweetwater Blvd, Sugar Land, 77479 1 1 0

COMMONWEALTH ES

4909 Commonwealth Blvd., Sugar Land, 77479 1 1 0

CORNERSTONE ES 1800 Chatham Avenue, Sugar Land, 77479 1 1 0

DON COOK

NATATORIUM 16255 Lexington Blvd, Sugar Land, 77479 1 1 0

DRABEK ES

11325 Lake Woodbridge Dr., Sugar Land, 77498 1 1 0

DULLES ES 630 Dulles Avenue, Sugar Land 77478 1 1 1 DULLES HS 550 Dulles Avenue, Sugar Land, 77478 1 2 2 DULLES MS 500 Dulles Avenue, Sugar Land. 77478 1 1 1 FIRST COLONY MS 3225 Austin Parkway, Sugar Land, 77479 1 1 1 FORT SETTLEMENT MS 5440 Elkins Road, Sugar Land, 77479 1 1 1

GARCIA MS

18550 Old Richmond Road, Sugar Land, 77498 1 1 1

HIGHLANDS ES

2022 Colonist Park Drive, Sugar Land, 77478 1 1 0

HODGES BEND MS 16510 Bissonnet, Houston 77083 1 1 1

HODGES BEND

AQUATIC 16701 Bissonnet, Houston, 77083 1 1 0 HODGES BEND TRANS 16707 Bissonnet, Houston, 77083 1 1 0 HOLLEY ES 16655 Bissonnet, Houston 77083 1 1 0

JORDAN ES

17800 West Oaks Village Drive, Richmond, TX 77407 1 1 0

KEMPNER HS 14777 Voss Road, Sugar Land, 77498 1 2 1 LAKEVIEW ES 314 Lakeview Drive, Sugar Land, 77498 1 1 1 MADDEN ES 17727 Abermore Lane, Richmond 77407 1 1 1

MALALA ES

11770 W. Aliana Trace Dr., Richmond, 77407 1 1 1

MISSION BEND ES 16200 Beechnut, Houston, 77087 1 1 1 MISSION GLEN ES 16053 Mission Glen Road, Houston, 77083 1 1 0

MISSION WEST ES

7325 Clodine-Reddick Road, Houston, 77083 1 1 0

MR WOOD 138 Avenue F, Sugar Land, 77498 1 1 0 NEILL ES 3830 Harvest Corner Dr., Richmond, 77406 2 1 1

OYSTER CREEK ES

16425 Mellow Oaks Lane, Sugar Land, 77498 1 1 0

PATTERSON ES 18702 Beechnut St., Richmond, 77407 1 1 1

REESE CAREER &

TECHNICAL CENTER 12300 University Blvd, Sugar Land, 77479 2 2 1 SARTARTIA MS 8125 Homeward Way, Sugar Land, 77479 1 1 1

SETTLERS WAY ES

3015 Settlers Way Blvd., Sugar Land, 77479 1 1 0

SUGAR LAND MS 321 Seventh Street, Sugar Land 77498 1 1 1 SUGARMILL ES 13707 Jess Pirtle, Sugar Land, 77498 1 1 0 TECH ED CENTER 540 Dulles Avenue, Sugar Land, 77489 1 1 0

TOWNEWEST ES 13927 Old Richmond Rd Sugar Land 77498 1 1 0 TRAVIS HS 11111 Harlem Road, Richmond, 77406 1 2 1 TRIPLEX 550 Julie Rivers, Sugar Land 77478 1 1 0

WALKER STATION ES

6200 Homeward Way Blvd., Sugar Land, 77179 1 1 0

WAREHOUSE DIST CTR 555 Julie Rivers, Sugar Land, 77478 1 1 1 WHEELER FIELD HOUSE 16403 Lexington Blvd, Sugar Land, 77479 2 2 1

ARMSTRONG ES

3440 Independence Blvd, Missouri City,77459 1 1 1

BURTON ES 1625 Hunter Green Ln, Fresno, 77575 1 1 0 EA JONES ES 302 Martin Lane, Missouri City, 77489 1 1 0 ELKINS HS 7007 Knights Ct, Missouri City, 77459 2 2 1

FERNDELL HENRY

CENTER 7447 FM 521, Rosharon, TX, 77583 1 1 0

GLOVER ES

1510 Columbia Blue Dr, Missouri City, 77489 1 1 0

GOODMAN ES 1100 W Sycamore St, Fresno, 77545 1 1 0 HERITAGE ROSE ES 636 Glendale Lakes Dr, Rosharon, 77583 1 1 0 HIGHTOWER HS 3333 Hurricane Ln, Missouri City, 77459 2 2 4

LAKE OLYMPIA MS

3100 Lake Olympia Parkway, Missouri City, 77489 1 1 1

LEXINGTON CREEK ES 2335 Dulles Avenue, Missouri City, 77459 1 1 0 MARSHALL HS 1220 Buffalo Run, Missouri City, 77489 1 3 3 MISSOURI CITY MS 202 Martin Lane, Missouri City, 77489 1 1 1

POLICE FACILITIES

BLDG 13600 Murphy Road. Stafford, 77477 1 2 0

PROGRESSIVE HS

1555 Independence Blvd, Missouri City, 77489 2 2 0

QUAIL VALLEY ES 3500 Quail Village Dr, Missouri City, 77459 1 1 0 QUAIL VALLEY MS 3019 FM 1092, Missouri City, 77459 1 1 0 ARIZONA FLEMING ES 14850 Bissonnet, Houston, 77083 1 1 0 BLUERIDGE ES 6241 McHard Rd, Houston77053 1 1 0 BRIARGATE ES 15817 Blue Ridge Rd, Missouri City, 77489 1 1 0 CROCKETT MS 19001 Beechnut St, Richmond, 77407 1 2 0

HUNTERS GLEN ES

8295 Independence Blvd, Missouri City, 77489 1 2 0

LANTERN LANE ES

3323 Mission Valley Dr, Missouri City, 77459 1 1 0

MCAULIFFE MS 16650 S Post Oak Rd, Houston, 77053 1 1 1 MEADOWS ES 12037 Pender Ln, Meadows, 77477 2 2 1 PALMER ES 12037 Crow Valley Dr, Missouri City, 77459 1 1 0 PECAN GROVE ES 3330 Old South Rd, Richmond, 77406 1 2 0 RIDGEGATE ES 6015 W Ridgecreek Dr, Houston, 77053 1 1 0

RIDGEMONT ES 4910 Raven Ridge Dr, Houston, 77053 2 2 0 ROSA PARKS ES 19101 Chimney Rock Rd, Fresno, 77545 1 1 0 SEGUIN ES 7817 Grand Mission Blvd, Richmond, 77407 1 2 0 WILLOWRIDGE HS 16301 Chimney Rock Rd, Houston, 77053 1 2 4 BAINES MS 9000 Sienna Ranch Rd, 77459 1 1 1

LEONETTI ES

1757 Waters Lake Blvd., Missouri City, 77459 1 1 1

OAKLAND ES

4455 Waterside Estates Drive, Richmond, 77406 1 1 0

RIDGE POINT HS 500 Waters Lake Blvd, Missouri City, 77459 1 2 1

SCANLAN OAKS ES

9000 Camp Sienna Trl, Missouri City, 77459 1 1 0

SCHIFF ES 7400 Discovery Lane, Missouri City, 77459 1 1 0

SIENNA CROSSING ES

10011 Steep Bank Trace, Missouri City, 77459 1 1 0

SULLIVAN ES

17828 Winding Waters Ln, Missouri City, 77459 1 1 1

THORNTON MS

1909 Waters Lake Blvd, Missouri City 77459 1 1 1

LAKEVIEW AUDITORIUM 226 Lakeview Dr, Sugar Land, TX 77498 1 1 0

LAKE OLYMPIA TRANS

3130 Lake Olympia Pkwy, Missouri City, TX 77459 1 1 0

CRAWFORD HS

801 Caldwell Ranch Blvd, Rosharon, TX 77583 1 2 2

FERGUSON ES

1300 Heritage Park Dr, Missouri City, TX 77459 2 1 1

BHUCHAR ES

5503 Thompsons Ferry Rd, Missouri City, TX 77459 2 1 1

AMY COLEMAN MS 22200 S Post Oak, Fresno, TX 77545 1 1 1

The selected vendor shall:

• Provide all equipment, licensing, implementation, testing, documentation, maintenance and technical support necessary to deliver a fully operational solution.

• Provide transparent billing with all fees and services clearly outlined and accounted for, to include minutes of long-distance usage, if any.

• Provide clear and predictable pricing with all recurring and non-recurring charges identified in the proposal. Any applicable fees, surcharges, and service charges shall be fully disclosed.

• Provide monthly billing statements in electronic format to a District provided email address.

• Include service location information on all invoices sufficient to identify the site(s) where services are delivered.

• Provide connectivity to the PSAP appropriate to the District.

• Maintain a minimum Service Level Agreement (SLA) of 99.999% uptime.

• Provide 24x7 support for service-affecting outages.

• Provide access to a customer portal, enterprise support line, or equivalent service management platform for reporting incidents, monitoring service status, and submitting service requests.

• Obtain and maintain, at its expense, all permits, licenses, approvals, and authorizations necessary to provide the proposed services, where applicable.

• Comply with all applicable federal, state, and local laws, regulations, codes, and industry standards governing the proposed services.

• Inventory all equipment received (if applicable) and, within five (5) business days of delivery, submit an invoice and a spreadsheet detailing deployment locations, equipment descriptions, part numbers, serial numbers, and quantities.

Additional Information

• Long-distance service is not required and should be disabled

• Telephone numbers associated with the proposed services are not required and should not be published.

• Traditional calling features including but not limited to call waiting, call forwarding, voicemail, hunt groups, and similar are not required.

• LTE-only solutions may be proposed for a limited number of sites where operational and life-safety requirements can be met.

C. 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:

Join the Meeting Now

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

• Questionnaire (Q-23TX)

• Past Performance & Project Information Form (Q-56FO)

• References (Q-04WY)

Cost Proposal

• Pricing BidTable (BT-03BX)

Required Forms

• Form 1295 (Texas Ethics Commission)

• Conflict of Interest Questionnaire (CIQ) https://fortbendisd.bonfirehub.com/ https://teams.microsoft.com/meet/232440680049777?p=8GBfEhnW96iFnWZQqV https://www.ethics.state.tx.us/

• Vendor Acknowledgement Form

• Suspension & Debarment Certification

• Background Check Acknowledgement Form

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 (Ref #BT-03BX) 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 are requested to submit a complete proposal demonstrating their qualifications, experience, and ability to provide Managed Facilities-Based Voice Network (MFVN) services and related life-safety communications solutions as described in this RFP.

Upload all narrative content required in this section to Bonfire under Section I – Narrative of Proposed Services.

Do not include pricing, fees, rates or any cost information in the narrative response. All pricing information must be submitted separately in the Cost Proposal section.

The information provided in this section will be used to evaluate the ' Proposer’s qualifications, experience and ability to meet the District's requirements. Proposers are responsible for submitting all requested information and required forms. Failure to provide the requested information may result in the proposal being determined non-responsive or may result in a lower evaluation score.

At a minimum, the proposal must include the following:

Section I. Narrative of Proposed Services

Provide a narrative describing the Proposer’s qualifications, experience, and capabilities and the proposed approach for delivering the services described in this RFP.

Organize responses in the order listed below and clearly label each section:

A. Company Overview Provide a brief overview of the organization, including:

1. Company history and years in operation.

2. Corporate structure and organizational information.

3. Description of the MFVN services and related communications solutions offered.

4. Organizational capacity, including staffing, resources, and ability to support the proposed services

5. Disclosure of any suspension, debarment, or prohibition from contracting with a governmental entity. If applicable, provide an explanation.

B. Experience and Qualifications Provide information demonstrating the qualifications and experience, including:

1. Experience providing Managed Facilities-Based Voice Network (MFVN) services or equivalent life-safety communications solutions.

2. Experience serving school districts, governmental entities, higher education institutions, or other comparable organizations.

3. Relevant certifications, licenses, and technical qualifications.

4. Resumes, professional biographies, certifications, and relevant experience of key personnel who will support the District.

5. Supporting documentation demonstrating relevant capabilities, certifications, service expertise, or technical qualifications.

C. Project Approach Describe the proposed approach for providing the requested services including:

1. Understanding of the District's needs and objectives.

2. Proposed service approach, methodology, processes, and tools.

3. Resources, personnel, technology, and support services to be utilized.

4. Implementation, transition, migration, and ongoing management approach.

5. Approach to maintaining reliable life-safety communications services, including outage response, risk mitigation, and compliance with applicable codes, regulations, and industry standards.

6. Ongoing maintenance, technical support, outage response, escalation procedures, and service management capabilities.

7. Innovative approaches or value-added services offered.

8. Sample invoice demonstrating how services, fees, service locations, and associated charges will be presented.

9. Any additional information that demonstrates the Proposer's ability to successfully perform the requested services.

Section II. Client References (Submit using Ref. Q-04WY).

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 Managed Facilities-Based Voice Network (MFVN) services or similar life-safety communications services.

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. Outcomes achieved or results obtained.

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

Submit using (Ref. Q-56FO).

Section IV. Cost Proposal

1. The Cost Proposal must be submitted using the Pricing BidTable (Ref. BT-03BX).

2. Include all costs associated with providing the proposed services. Pricing must represent the total cost to the District and include all applicable fees, expenses, travel, materials, administrative costs, and any other charges necessary to perform the services.

3. Any costs not included in the Pricing BidTable or otherwise identified in the proposal shall be considered included in the proposed pricing.

4. Pricing will be evaluated for reasonableness, competitiveness, and overall value in relation to the services proposed and the District's requirements.

5. The District reserves the right to request clarification of pricing and negotiate pricing

Section V. Required Forms

Download, complete, sign (if 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 Acknowledgement Form

Failure to submit all required forms may result in the proposal being determined non-responsive and ineligible for further consideration.

[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 Independent School District ("District") will evaluate proposals and make award(s) based on best value to the District, considering the evaluation criteria identified in this solicitation and applicable provisions of Texas Education Code §44.031.

Proposals will be evaluated using the criteria and weighting identified below.

The District reserves the right to make one award, multiple awards, or no award. The District may award by program area/category, section, group, or any combination thereof, as determined to be in the best interest of the District.

# Evaluation Criteria Point System

1 Purchase price

• Pricing will be evaluated for reasonableness, competitiveness, and overall value relative to the goods, services, or deliverables offered.

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 products, reliable service, and strong customer support.

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

3 Quality of the Vendor’s services

• Experience providing MFVN and managed communication services.

• Experience supporting K-12 school districts.

• Service management methodology.

• Customer support model.

• Monitoring capabilities.

• Escalation procedures.

• Technical certifications.

• Project implementation approach.

• References from similar organizations.

• Service reliability history.

4 Extent to Which the Services Meet the District's Needs

• Compliance with MFVN requirements.

• Ability to support fire alarm systems.

• Ability to support elevator communications.

• Ability to support security systems.

• Scalability across all district facilities.

• Service reliability and redundancy.

• Reporting capabilities.

• Transition and migration approach.

• Future technology roadmap.

• Regulatory compliance support.

5 Vendor’s past relationship with the district For reference Proposers shall list prior work experience demonstrating their ability to successfully deliver services similar to those described in this RFP.

Include the following:

• Projects or contracts of similar services performed for K–12 public school districts of comparable or larger size and complexity.

• Projects or contracts of similar services performed for governmental entities, higher education institutions, or organizations of comparable size and scope.

• Projects or contracts of similar services previously performed for the District.

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

• Recurring monthly costs.

• Installation costs.

• Maintenance costs.

• Administrative costs.

• Early termination fees.

• Future expansion costs.

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

8 Service Agreement:

• Extent to which the vendor agrees to our Standard Form of Agreement by signing the Vendor Acknowledgement Form, vendor assent to the Terms and Conditions of Fort Bend ISD.

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 proposals and may establish a shortlist of proposers based on the published evaluation criteria if determined to be in the District's best interest. Demonstrations and/or interviews may be conducted with shortlisted proposers as part of the evaluation process. Such demonstrations or interviews may be used to clarify information contained in a proposal, evaluate proposed products or services, and assess a proposer's 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.

Presentations, demonstrations, and interviews may be conducted in person, virtually, or by other means determined appropriate by the District. If applicable, the District will provide shortlisted proposers with the date, time, format, and other relevant details.

C. BEST AND FINAL OFFER (BAFO)

The District reserves the right to conduct a Best and Final Offer (BAFO) process. If utilized, the District may request selected proposers to provide clarifications, supplemental information, and/or revisions to their cost proposals. Proposers invited to participate in the BAFO process shall comply with the deadlines and requirements established by the District. The District reserves the right to revise proposal scores based on information received during the BAFO process or to evaluate BAFO submissions as a separate scoring phase.

D. CONTRACT AWARD

Any resulting contract(s) from this solicitation may be awarded to the proposer(s) whose proposal is determined to provide the best value to the District based on the evaluation criteria and overall evaluation process. Following the evaluation process and any negotiations deemed necessary, the District may recommend one or more proposers for award to the Board of Trustees for consideration. Upon Board approval the District will notify the successful proposer(s) and proceed with contract execution.

[END OF EVALUATION AND AWARD SECTION]

SECTION 7. GENERAL TERMS AND CONDITIONS

GOVERNING DOCUMENTS

This solicitation shall be governed by the documents incorporated herein and the Fort Bend ISD General Provisions for Purchasing Solicitations and Contracts, which are incorporated by reference into this solicitation. The General Provisions are available for review in the FBISD Electronic Bidding Portal and on the District's website at:

https://www.fortbendisd.com/General-Provisions-for-Purchasing-Solicitations-and- Contracts.pdf

ACCEPTANCE OF SOLICITATION TERMS

Proposers are required to respond to all applicable requirements outlined in this solicitation. By submitting a proposal, each Proposer acknowledges that it has reviewed and understands the Agreement for Services, General Provisions, specifications, and other requirements contained in this RFP. Submission of a proposal constitutes the Proposer's acceptance of the terms, conditions, specifications, and requirements of this solicitation. Proposers shall submit a signed Vendor Acknowledgement Form with their proposal. The terms, conditions, specifications, requirements, proposal response, and any Addenda issued under this solicitation shall become part of any resulting Agreement between the District and the selected Vendor(s).

CONTRACT EXECUTION

Any contract award resulting from this solicitation is subject to all required District approvals.

No Proposer or Vendor shall acquire any rights or interests under this solicitation until all required approvals have been obtained and the Agreement has been fully executed by the District. Upon award, the selected Vendor(s) required to execute the District's Service Agreement and any other documents necessary for contract execution.

The District reserves the right to modify Agreement terms and conditions when deemed to be in the District's best interest, provided such modifications do not materially alter the scope of the award. Failure to provide satisfactory documentation may result in the proposal being deemed non-responsive. The District reserves the right to verify a Proposer's authorization status directly with the manufacturer, publisher, developer, service provider, or other applicable entity.

VENDOR CONTRACT FORMS

The District will not execute a Vendor's standard contract form unless otherwise approved by the District. Any license agreements, terms of use, click-through agreements, software license agreements, or other supplemental contract documents required by the Vendor shall be subject to District review, modification, and approval.

AUTHORIZED DEALER / PROVIDER REQUIREMENTS

Only authorized dealers, distributors, resellers, manufacturers, service providers, or other entities properly authorized to provide the proposed goods and/or services may submit proposals under this solicitation. Upon request by the District, the Proposer shall provide documentation demonstrating its authorization to sell, distribute, implement, support, service, maintain, or otherwise provide the goods and/or services proposed.

https://www.fortbendisd.com/General-Provisions-for-Purchasing-Solicitations-and-Contracts.pdf https://www.fortbendisd.com/General-Provisions-for-Purchasing-Solicitations-and-Contracts.pdf

Failure to provide satisfactory documentation may result in the proposal being deemed non-responsive. The District reserves the right to verify a Proposer's authorization status directly with the manufacturer, publisher, developer, service provider, or other applicable entity.

TERM OF CONTRACT

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

TEXAS PUBLIC INFORMATION ACT

Proposers are advised that the Texas Public Information Act (TPIA), Chapter 552 of the Texas Government Code, applies to information submitted to the District. Information submitted in response to this solicitation may be subject to disclosure in accordance with applicable law.

If a Proposer believes that any portion of its proposal contains proprietary or confidential information exempt from disclosure under the Texas Public Information Act, the Proposer shall clearly identify such information and provide the applicable statutory basis for the claimed exception. The District makes no representation regarding the disclosure of information and will comply with all applicable requirements of the Texas Public Information Act.

For contracts valued at more than $1 million, the requirements of Texas Government Code Chapter 552, Subchapter J may apply. The Vendor acknowledges and agrees to comply with all applicable requirements relating to the preservation, maintenance, and production of contracting information. Failure to comply with applicable statutory requirements may result in termination of the contract.

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.

INSURANCE REQUIREMENTS

Submission of a Certificate of Insurance (COI) is not required with the proposal unless otherwise specified in the solicitation. Upon notification of award and prior to contract execution, the successful Vendor shall provide a Certificate of Insurance meeting the requirements outlined in the solicitation.

The successful Vendor shall maintain all required insurance coverage throughout the term of the contract and any approved extensions or renewals.

CANCELLATION OR REJECTION OF PROPOSALS

The District reserves the right to cancel this solicitation, reject any or all proposals, or discontinue the solicitation process at any time if such action is determined to be in the best interest of the District.

RIGHT TO WAIVE IRREGULARITIES

The District reserves the right to waive minor technicalities, irregularities, or informalities in any proposal; reject any or all proposals; re-solicit proposals; or otherwise proceed in a manner determined to be in the best interest of the District.

The District further reserves the right to accept or reject any exception to the solicitation requirements and to award contracts in the manner most advantageous to the District.

FINAL DISPOSITION OF DISTRICT DATA

Upon termination, cancellation, expiration, or completion of the contract, and upon request by the District, the Vendor shall return or securely destroy all District data in its possession, custody, or control, except as otherwise required by law. District data shall be returned in a format reasonably requested by the District.

COMPLIANCE WITH LAWS

The successful Vendor shall comply with all applicable federal, state, and local laws, regulations, ordinances, rules, and orders in the performance of any resulting contract. The Vendor shall be responsible for obtaining and maintaining any permits, licenses, certifications, and approvals required for the performance of the contract. Failure to comply with applicable laws or maintain required authorizations may constitute grounds for contract termination.

[END OF GENERAL TERMS AND CONDITIONS]

[END OF THE SOLICITATION]