27-08-30 - RFP Part I Scope of Work - Specific Conditions 12.04.2025.pdf

RFP / 27-08-30 Telecommunicator Simulation Platform, Items, and Related Services

Houston ISD – RFP Part I (12.04.2025)

REQUEST FOR PROPOSALS

RFP # 27-08-30

RFP / Telecommunicator Simulation Platform, Items, and Related Services

PART I

The Houston Independent School District (“HISD” or the “District”) is soliciting proposals for Telecommunicator Simulation Platform, Items, and Related Services as more fully set out in this Request for Proposals (“RFP” or “Solicitation”).

The following schedule and timelines apply to this RFP and may be strictly enforced by the District. The District, however, maintains sole discretion to adjust any deadline or timeline to suit the best interests of the District. As such, the following timelines are subject to change at the District’s discretion:

Timeline Release RFP Friday, September 11, 2026

Pre-Proposal Conference

A pre-proposal conference will be held virtually via Microsoft Teams on Wednesday, September 23, 2026, from 10:00 a.m. – 11:30 a.m.

(CST).

NOTE: Vendors interested in participating in the Pre-Proposal Conference must RSVP via the registration link provided in HISD’s electronic bidding portal under the “Event Details” tab within the District’s electronic bidding (“eBid”) system (IonWave).

Last date for questions: Wednesday, September 30, 2026, at 5:00 p.m. (CST) Proposals Due Wednesday, October 14, 2026, at 10:00 a.m. (CST) Evaluation Period Wednesday, October 21, 2026 – Monday, November 2, 2026 Board Meeting Date Thursday, December 10, 2026 (Subject to Change)

Solicitation Documents: HISD solicitation documents are made available online via HISD’s electronic bidding portal. It is the responsibility of the vendor submitting a proposal to register in the eBid portal and create a company profile to ensure that the HISD Purchasing Services Office has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda, or other critical information. The HISD electronic bidding portal’s website is https://houstonisd.ionwave.net/Login.aspx.

Proposals Submission Method: Proposals must be submitted electronically using HISD’s electronic bidding portal by the established deadline. Faxed or emailed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time stamped by HISD’s electronic bidding portal on or before the proposal due date and time. HISD’s electronic bidding portal does not accept responses/submissions after the published due date and time. Note that if a vendor begins responding https://houstonisd.ionwave.net/Login.aspx to the bid request but does not click “submit” by the time the RFP is scheduled to close, the proposal/submission will not have been submitted. In addition, the eBid portal will not allow the submission of proposals missing information or attachments marked as required within the eBid portal.

Therefore, bidders are encouraged to allow for sufficient time in the electronic bid submission process to work through any system-related errors. HISD will not be responsible for proposals submitted late for any reason. All proposals must remain open until the anticipated Board of Education meeting date referenced in the Timeline above.

Vendors interested in participating in the pre-proposal conference must RSVP by registering via the link provided in the “Event Details” tab within the District’s electronic bidding (“eBid”) system (IonWave).

Individuals attending the pre-proposal conference may be required to sign an attendance roster. In addition to their name and company name, each person may be asked to supply an email address, telephone number, and other relevant information, as applicable.

Proposals will be received via HISD’s electronic bidding portal until Wednesday, October 14, 2026, at 10:00 a.m. (CST) Central Standard Time. Pre-Proposal Conferences will be held in conjunction with the RFP on Wednesday, September 23, 2026, at 10:00 a.m. (CST) virtually via Microsoft Teams.

Proposals Submission Deadline: Proposals will be received via HISD’s electronic bidding portal until Wednesday, October 14, 2026, at 10:00 a.m. (CST) Central Standard Time.

Submitting proposals prior to the pre-proposal conference is not recommended, and such proposals may be rejected by HISD. Proposals may be opened and reviewed as received but will be done in a manner that avoids disclosure to competitors. Contents of proposals will remain confidential during the negotiation period. A formal public opening will not be held unless required by applicable law.

Vendors are strongly encouraged to attend the pre-proposal conference. The conference will start promptly at the stated time and be moderated by the Purchasing Coordinator/Manager. General rules of business meeting protocol will be observed during the meeting. Admittance for individuals arriving late is at the discretion of the Purchasing Coordinator/Manager. In the event that an individual is admitted late, questions already discussed will not be revisited during the remaining portion of the conference.

Individuals attending the pre-proposal conference may be required to sign an attendance roster. In addition to their name and company name, each person may be asked to supply an email address and telephone number, if needed. This attendance roster will be posted as an Addendum on the District’s eBid portal along with the solicitation and other related documents.

Retracting Proposals: Once submitted, HISD will not return proposals to vendors. A proposal that has been submitted via HISD’s electronic bidding portal may be withdrawn prior to the deadline for submission of proposals.

Late Proposals: Responses submitted after the due date and time noted in this solicitation shall not be considered. The time and date stamp clock in HISD’s electronic bidding portal shall be the official date and time of receipt. It shall be the sole responsibility of the vendor to ensure that the proposal is received by HISD’s electronic bidding portal by the specified deadline. There shall be no exceptions to these requirements.

HISD Purchasing Services Representative: Monica Landaeta shall serve as the designated Purchasing Coordinator during the solicitation process and is available via email at monica.landaeta@houstonisd.org.

All communications pertaining to the RFP shall be addressed in writing to the Purchasing Coordinator.

Questions: Questions concerning this Solicitation will be answered only if sent in writing through the electronic bidding portal under the “Questions” tab before the due date referenced. All answers to questions will be issued as Addenda to this solicitation and will be posted on the electronic bidding portal under the “Questions” tab periodically. Vendors must refer to the electronic bidding portal to obtain responses to specific questions related to this solicitation.

Demonstrations/Interviews: At the District’s discretion, one or more Vendors may be invited to demonstrate their solution(s) and/or system(s) and interview, based on a District pre-defined agenda and timeline. Said Vendors will be notified by e-mail if the District determines that such demonstrations and interviews are desired. Vendors shall demonstrate their competence, qualifications, and ability to satisfy the District’s solicitation requirements.

Discussions/Negotiations; Best and Final Offers: Discussions/negotiations may be conducted with Vendors who are deemed to be within the final competitive range; however, HISD reserves the right to make one or more contract awards without discussions/negotiations. The competitive range, if any, will be determined by HISD and will include only those proposals that HISD determines have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, Vendors may be required to submit a best and final offer. The best and final offer may be required as early as 24 hours after completion of negotiations/discussions. Best and final offers must be received by the date/time provided during discussions/negotiations, or the originally submitted proposal will be used for further evaluation and recommendation for contract award.

Retention of Proposals: All proposals submitted in response to this solicitation are the property of HISD.

Appeal/Protest Process: Any vendor who submitted a proposal may appeal the District’s award of a contract, if the appeal is based on deviations from laws, rules, regulations, or Board of Education policies.

Board of Education Policy GF (LOCAL) applies to vendors wishing to appeal an award of a contract. Any such vendor shall submit appeals via U.S. mail or electronic-mail (e-mail), utilizing the District Dispute Resolution Form, to the Officer, Business Logistics and Purchasing, and appeals must be received no later than 4:00 p.m. Central Standard Time on or before the fifteenth (15th) business day after the award of a contract by the Board of Education. In the event that a vendor is unsure about the Board Award, it is the vendor’s responsibility to contact Purchasing Services on the next business day after the Board Award is announced to verify the specifics concerning the award. Vendors must conduct whatever research is necessary to verify the award, and, in the event that an appeal is filed, must meet all requirements, including all deadlines stated in Policy GF (LOCAL). The 15 days begin to run on the first business day after Board Award is announced.

Payment of HISD Taxes: HISD’s Board of Education has approved a resolution establishing policy requiring Vendor(s) to have paid all assessed taxes and be free of any indebtedness to the District before a project is awarded. Vendors (whether Corporate, Partnership, or Sole Owner) must indicate whether they are current on HISD Property Taxes and are free of any indebtedness to HISD in the Bid Attributes section of HISD’s electronic bidding portal. Vendors shall detail any indebtedness, including personal and real property taxes, in the Bid Attributes section of HISD’s electronic bidding portal.

mailto:monica.landaeta@houstonisd.org https://pol.tasb.org/Policy/Download/592?filename=GF(LOCAL).pdf

Exceptions: Any exceptions to the terms and conditions in the RFP or the Agreement must be clearly indicated in the vendor’s “Deviations” attribute located under “Attributes” tab section of the vendor’s proposal submitted via HISD’s electronic bidding portal. In the absence of any entry on the “Deviations” attribute, vendor assures HISD of its full agreement and compliance with all specifications, terms and conditions, requirements, and obligations of the RFP and the Agreement. All exceptions must detail the section number, paragraph number, page number, and the specific language exception.

Award: The District may award one or more contracts as a result of this RFP, in its discretion, to one or more vendor(s) based upon the evaluation of proposals. In an effort to encourage minority and women-owned businesses to participate in HISD business and submit proposals based upon their capacity to perform and be successful, this project will be awarded to more than one Vendor if it is in the best interest of the District to do so. Interested vendors should obtain additional information concerning the District’s location of schools and offices and consider submitting their proposal for any one or more schools and/or departments, or the entire District. More details regarding the evaluation of proposals are included in Section I below. Part II Agreement Terms and Conditions governs this RFP and any contract(s) awarded under this RFP, which can be found under the “Attachments” tab in the electronic bidding portal.

Demetria Thomas Director - Purchasing Services

SECTION I:

INSTRUCTIONS FOR PROPOSALS: PROPOSAL RESPONSE REQUIREMENTS

1. Read the solicitation document(s) provided under the “Attachments” tab to learn about the services requested by Houston ISD and the associated terms, conditions, and specifications of this solicitation and any resulting award recommendation.

2. Read all the information listed under the “Attributes” tab to familiarize yourself with the information being provided or requested by the District.

3. Read all the information listed under the “Attributes”/ “Line Items” tabs to understand the pricing information requested by the District.

4. Gather the information you will need to prepare your proposal.

5. Provide all the required information (Bid Attributes), completed forms, and/or other documents

(Response Attachments), as requested per the instructions in this Solicitation; and finally,

6. Submit your proposal prior to the bid submission deadline.

Compliance with Specifications: Vendors are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP and the terms of the Agreement (Part II). Any exceptions to the terms and conditions in the RFP or the Agreement must be clearly indicated in the vendor’s “Deviations”” attribute of the vendor’s electronic bidding portal submitted proposal. Each vendor, by submitting its proposal, represents that the vendor has read and understands the RFP and the Agreement and agrees to abide by their terms and conditions.

Proposal Submission Requirements: All vendors are encouraged to respond to this RFP using the HISD electronic bidding portal. The forms and questionnaire(s) must be completed, signed, scanned, and attached under “Response Attachments” tab in the electronic bidding portal as applicable. Please ensure that you respond to all Bid Attributes and Line Items in this Request for Proposals. Vendors must complete all attributes and any line items specific to this solicitation to ensure compliance with all local, state, and federal laws, policies and regulations required by the District.

The following Vendor forms, questionnaires, and documents provided under the “Attachments” tab must be reviewed, completed, and/or uploaded under the “Response Attachments” tab as applicable in HISD’s electronic bidding portal:

• 27-08-30 - VENDOR DOCUMENT: RFP - Part I - Scope of Work & Specific Conditions

• 27-08-30 - HISD STANDARD TERMS & CONDITIONS

• 27-08-30 - VENDOR FORM: Execution of Offer (EOO)

• 27-08 30 - VENDOR FORM: Attachment B – HUB Participation Report

• 27-08-30 - VENDOR FORM: Reference Survey

• 27-08-30 - VENDOR FORM: Standard Data Privacy Agreement (TX-SDPA)

• 27-08-30 - VENDOR FORM: Certificate of Liability Insurance (ACORD Form) and Insurance

Verification Form

• 27-08-30 - VENDOR FORM: HB 1295 – Certificate of Interested Parties

• 27-08-30 - VENDOR FORM: IRS FORM W-9 (Rev. 2024)

• 27-08 30 - VENDOR FORM: Conflict of Interest Questionnaire (Form CIQ)

• 27-08-30 - VENDOR FORM: Criminal History Background Check Certification

• 27-08-30 - VENDOR FORM: Pre-Employment / Pre-Service Affidavit (TEC Chapter 22A)

• 27-08-30 - VENDOR FORM: HISD Fingerprint Appointment Registration

• 27-08-30 - VENDOR QUESTIONNAIRE: Appendix A – General Questionnaire

• 27-08-30 - VENDOR FORM: Appendix B – Price Schedule

• 27-08-30 - VENDOR QUESTIONNAIRE: Appendix C – IT Requirements

SPECIFIC INSTRUCTIONS: VENDOR DOCUMENTS, QUESTIONNAIRES & FORMS

1. RFP - Part I - Scope of Work & Specific Conditions: Vendors must review thoroughly the attached SOW and specific conditions associated with this RFP and upload an official proposal in response to this solicitation under the "Response Attachments" tab.

2. HISD Standard Terms & Conditions: These Standard Terms & Conditions are requirements that are binding upon award of a HISD Contract to the selected vendor(s). These terms communicate the District’s expectations in regard to the vendor's performance in connection with the District’s purchases.

3. Execution Of Offer: Vendor must download this form, complete it, and upload completed and signed form under the "Response Attachments" tab.

4. Attachment B – HUB Participation Report: Vendor must download this form, complete it, and upload completed and signed form under "Response Attachments" tab.

a. IMPORTANT: HUB documents are a part of Proposer’s evaluation. This documentation is required for your proposal to be evaluated by the district. HISD will determine whether the Proposer’s efforts meet the minimum standards of “Good Faith Effort” consistent with the district’s policy on the participation of HUBs. Failure to provide the required HUB documentation will be considered non-compliant. If a company is deemed non-compliant, it can lead to disqualification from the provision of goods and services to the district for current and/or future projects.

5. Reference Survey: The Evaluation Committee considers Vendor’s reputation and quality of

Vendor’s goods or services in the evaluation of this Proposal. To aid in this process, the District requests that Proposer send the attached Vendor Form, Performance Evaluation Survey (“Survey”) to three (3) valid references. It is Proposer’s sole responsibility to ensure that Surveys are sent to Vendor’s desired references. Recipients must return the completed survey to HISD by the method(s) outlined on the Survey. The District will not accept a Survey returned by Vendor or a Survey returned after the assigned deadline.

6. Texas Student Data Privacy Agreement (TX-SDPA) (as applicable): Vendors who will collect Personally Identifiable Information (PII) and/or student data as a requirement to fulfill their services in connection with this agreement must complete and sign this form and upload it under the “Response Attachments” tab as part of their proposal.

7. Certificate of Liability Insurance (ACORD Form) and Insurance Verification Form: All prospective vendors must provide both a Certificate of Liability Insurance (ACORD form) and an Insurance Verification Form signed by the insurance agent/broker. The sample ACORD form provided herein displays the types of coverage and limits required by all vendors by the HISD Risk Management department. Both forms must be uploaded under the "Response Attachments" tab.

8. HB 1295 Certificate of Interested Parties: Vendor must complete the form online at https://www.ethics.state.tx.us/filinginfo/1295/ and upload the completed and signed form under the "Response Attachments" tab. Ensure to name "Houston ISD" as the Governmental Entity and the RFP Number referenced in this solicitation as the Contract ID Number.

9. IRS FORM W-9 (Rev. 3-2024): Vendor must download this form, complete it, and upload the completed and signed form under the "Response Attachments" tab. Vendors must ensure that the Legal Name and the Taxpayer Identification Number (TIN) entered on this form matches exactly with the information referenced in their IRS income tax return.

10. Conflict of Interest Questionnaire (Form CIQ): Vendors must download this form, complete it, and upload completed and signed form under the "Response Attachments" tab. If the prospective vendor doesn't have any conflict of interest to disclose, then enter your individual or company name on line 1, enter "Not Applicable" or "N/A" on line 3, and then sign and date on line 7.

11. Criminal History Background Check Certification: Pursuant to sections 22.085 and 22.0834 of the Texas Education Code and HISD Policy CJA (Legal), Vendor must complete the requirements related to Contractor and Subcontractor Certification regarding the criminal history of employees, including providing certification of compliance with the criminal history background check requirements for contractor’s and subcontractor’s covered employees under the "Attributes" tab on HISD's electronic bidding portal and completing the “Contractor Criminal History Background Check Certification” form, and Vendor must download this form, complete it, and upload the completed and signed form under the “Attachments” tab.

12. Pre-Employment or Pre-Service Affidavit Form for Educational Entities: Pursuant to Texas Education Code §22A.001(8), a “Service Provider” is defined as a person who provides services to an educational entity, including a contractor or subcontractor of an educational entity; a provider of tutoring services; an entity that contracts to operate a district campus under §11.174; a staffing provider for an educational entity; and person employed by or under the control of any of the aforementioned contractors, subcontractors, providers, and entities (“Service Provider”). Vendor acknowledges that all Service Providers must complete and return the Pre-Employment/Pre- Service Affidavit in the form adopted by the Texas Education Agency (“Affidavit”) prior to delivering services. Vendor must download this Affidavit form for each applicable employee who will be a Service Provider, and upload the completed and signed affidavit forms under the “Attachments” tab.

13. HISD Fingerprint Appointment Registration: All vendors who may or will have direct contact with students and continuing duties in connection with this contract must be fingerprinted as indicated in the Solicitation. Vendors should provide a copy of this form to their employees and/or subcontractor employees so that they may schedule an appointment to be fingerprinted. All employees/subcontractors required to be fingerprinted should not perform services in connection with this contract until HISD has reviewed their criminal history background and cleared them to perform services.

14. Vendor Questionnaire / Appendix A – General Questionnaire: Vendor must download this Excel workbook, review and complete all applicable questionnaires found in the multiple tabs, and upload the completed file under the "Response Attachments" tab. The Excel file must be uploaded as an unencrypted and unprotected file.

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

15. Vendor Form - Appendix B / Price Schedule: The vendor must download this Excel workbook, review, and complete all applicable pricing requirements found in the multiple tabs (as applicable), and then upload the completed file under the "Response Attachments" tab. The Excel file must be uploaded as an unencrypted and unprotected file.

16. Vendor Questionnaire / Appendix C - IT Requirements (as applicable): Vendor must download this questionnaire (Excel file), review and complete all applicable information found in the multiple tabs, and upload the completed file under the "Response Attachments" tab. The Excel file must be uploaded as an unencrypted and unprotected file.

a) Vendor Instructions: Please follow the instructions provided within the workbook and complete all applicable tabs, as instructed. The information you provide within this workbook and all sheets within this workbook will be used to autoscore your response.

b) NOTE: Vendors offering software-related products and/or services must respond to Appendix C. The information you provide within this workbook, and all sheets within this workbook, will be used to auto-score your response. Failure to submit the required information may exclude the vendor from providing these types of products and/or services to the District if applicable. If the vendor does not provide these types of products and/or services, this appendix is optional.

SECTION II:

SCOPE OF WORK

2.1 SCOPE OF WORK:

HISD is seeking proposals from qualified, responsible vendors to provide Telecommunicator Simulation Platform, Items, and Related Services.

Houston ISD will engage the contractor(s) based on Houston ISD's needs. Houston ISD may make multiple awards and engage in contract(s) as needed with multiple vendors to meet client and division needs. The intent of this request is to establish a list of pre-approved companies or individuals that can provide services to the District.

Contracted services are the services of either an individual or company (hereby referred to as "Independent Contractor"), who renders services to the District on a short or infrequent term, on a fee or per diem basis, and does not involve the traditional relationship of employer and employee. Contractor will provide the category of service(s) (Collectively the "Services"), which are further described below, as defined in this Agreement.

The District reserves the right to determine if a specialized service is acceptable. If the services are deemed unacceptable, no award will be made to the respondent. This RFP expressly excludes professional services, as defined by statute, including, but not limited to, Texas Education Code Section 44.031(f) and/or Texas Government Code Section 2254.002(2), including, without limitation, architecture and professional engineering services.

2.2 BACKGROUND: Houston Independent School District (HISD). As indicated in the 2024-2025 Facts and Figures, HISD, located in Harris County, Texas, is among the largest employers in Houston. It operates as the largest public-school system in Texas and the eighth largest in the nation. HISD encompasses 333 square miles within greater Houston and serves a population of approximately 168,653 students covering 273 campuses, including elementary schools, middle schools, high schools, charter schools, and community-based alternative programs. Please visit www.houstonisd.org to learn more about Houston

ISD.

2.3 TERMS: The tentative term of this Project is from December 11, 2026, through December 10, 2027, with two (2) automatic annual renewals, not to extend beyond December 10, 2029.

http://www.houstonisd.org/

2.4 SCOPE OF SERVICES

HISD is seeking proposals to provide the following services:

1. The project consists of acquiring and implementing an emergency communications simulation system designed to provide realistic training in call-taking, dispatch operations, and public safety communications.

2. The system shall include instructor and student workstations, simulation software, communication peripherals, and all necessary components required for operation.

3. The solution must support realistic emergency and non-emergency scenarios, computer-aided dispatch functionality, telephone and radio communications, mapping capabilities, scenario customization, performance tracking, and reporting features.

4. The system shall provide a hands-on learning environment that enables participants to develop critical communication, decision-making, multitasking, and incident management skills.

5. The proposed solution should be scalable, user-friendly, and aligned with current industry practices and standards for emergency communications training.

6. Vendor-provided installation, configuration, training, technical support, and instructional resources should be included to ensure successful implementation and ongoing program effectiveness.

A. Software & Licensing B. Instructional Resources & Curriculum C. Equipment & Hardware D. Professional Development & Training E. Implementation, Support & Maintenance

A. Software & Licensing Includes all digital components required to operate the simulator.

1. Simulation platform: The vendor shall provide comprehensive simulation software that allows users to practice emergency communication scenarios in a realistic, interactive environment.

2. Dispatch and communication interface: The system must include tools that allow users to receive, manage, and respond to simulated emergency requests in a structured and organized manner.

3. Scenario software: The solution shall include a variety of pre-designed simulation scenarios representing different types of emergency situations and levels of complexity.

4. User licenses (student/instructor): The vendor must provide sufficient user access for students and instructors to effectively utilize the system during instruction.

5. Data tracking and reporting tools: The software shall include features that allow instructors to monitor performance, track progress, and evaluate student outcomes.

B. Instructional Resources & Curriculum Covers teaching and learning materials aligned to program standards.

1. Lesson plans and pacing guides: The vendor shall provide structured instructional plans that guide educators in delivering the content effectively over time.

2. Scenario library (beginner to advanced): Instructional materials must include a range of scenarios that gradually increase in difficulty to support skill development.

3. Instructor manuals: The vendor shall provide guidance materials to help instructors facilitate lessons, manage simulations, and assess student learning.

4. Student materials (digital/print): The solution must include learner-facing materials that support instruction and reinforce key concepts and skills.

5. Assessment tools and rubrics: The vendor shall include evaluation tools that allow instructors to measure student performance in a consistent and meaningful way.

C. Equipment & Hardware All physical components are required to run the simulator environment.

1. User workstations: The vendor shall provide or specify equipment that enables participants to engage in the simulation in a realistic workspace setting.

2. Audio communication equipment: The solution must include necessary audio tools to support clear and effective communication during simulations.

3. Instructor control system: The vendor shall provide a means for instructors to manage, monitor, and guide simulation activities in real time.

4. Infrastructure components: The vendor must identify any required infrastructure needed to support system functionality and performance.

5. Installation-related hardware: All components necessary for full setup and operation of the system must be included or clearly specified.

D. Professional Development & Training Services that support educator readiness and implementation.

1. Initial training sessions: The vendor shall provide training to ensure educators are prepared to use and implement the system effectively.

2. Train-the-trainer programs: The vendor should offer training that enables designated staff to support and train additional users internally.

3. Customization training: The vendor shall provide instruction on how to adapt and modify simulation experiences to meet instructional needs.

4. Ongoing professional development: Continued learning opportunities must be available to support long-term program success and effective use of the system.

E. Implementation, Support & Maintenance Combined category covering deployment and ongoing system sustainability.

1. System setup and configuration: The vendor shall ensure the system is properly set up and ready for use upon deployment.

2. Installation of equipment: All physical components must be installed and made fully operational as part of the implementation process.

3. Integration with existing systems: The vendor must ensure compatibility with the organization’s current technology environment.

4. System testing and validation: The vendor shall verify that all components are functioning as intended prior to full use.

5. Help desk and technical support: Ongoing support must be available to assist users with technical issues and system questions.

6. Software updates and upgrades: The vendor shall provide updates to maintain functionality, security, and performance over time.

7. Troubleshooting services: The vendor must address and resolve issues in a timely and effective manner.

8. Equipment warranty coverage: Hardware components shall be supported by warranty protections for a defined period.

9. Service-level agreements (SLAs): The vendor shall define expectations for service responsiveness and system reliability.

2.5 EVALUATION FACTORS: The evaluation committee will conduct a comprehensive, fair, and impartial evaluation of responsive proposals received. Each proposal timely submitted will be analyzed to determine overall responsiveness and completeness as defined in the RFP, including its scope section and in the instructions on submitting a proposal section. Failure to comply with the requirements of the RFP or submission of an incomplete proposal may deem a proposal non-responsive and may, at the discretion of the Evaluation Committee, be eliminated from further evaluation.

If the evaluation committee has reasonable grounds to believe that a vendor is unable to perform the required services or deliver the required goods to the satisfaction of HISD, HISD reserves the right to disqualify a proposal. Some indicators (but not a complete list) of vendor performance concerns are: past vendor performance; the vendor’s financial resources and ability to perform; the vendor’s experience or demonstrated capability and responsibility; and the vendor’s ability to provide a reliable on-going business relationship and the maintenance of on-going agreements and support.

Following the review and scoring of responsive proposals, the evaluation committee will make a recommendation to the HISD Board of Education for contract award. By including each of the criteria in Texas Education Code § 44.031(b), below, HISD has fulfilled Section 44.031(b)’s requirement that it “shall consider” the criteria listed in 44.031(b); in accordance with Module 5 of the TEA FASRG, HISD has determined which criteria should be considered most important and has assigned weights/points to each criterion based on how important it is. HISD will base a recommendation for contract award on the following factors, in accordance with Texas Education Code § 44.031:

EVALUATION FACTORS

Criteria # Criteria Description Weighted

Value

1 The purchase price 40%

2 The reputation of the Vendor and of the Vendor’s goods and/or services 5%

3 The quality of the Vendor’s goods and/or services 5%

4 The extent to which the goods and/or services meet the District's needs 15%

5 The Vendor’s past relationship with the District 5%

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

10%

7 The total long-term cost to the District to acquire the Vendor’s goods and/or services

20%

8 For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state

0%

9 Any other relevant factor specifically listed in the request for bids or proposals. 0%

TOTAL 100%

2.6 PRICING, INCLUDING ELECTRONIC SUBMITTAL REQUIREMENTS.

Vendor must submit pricing under "Line Items" tab or alternatively provide a price structure response under “Response Attachments” tab to indicate any/all commodities your company can provide to the District related to the Scope of Work encompassed in this solicitation. Vendors are encouraged to submit pricing for all the applicable pricing structures available to HISD for the vendor’s services.

Price proposal offering shall be inclusive of all travel related expenses including mileage, airfare, logging, accommodations, transportation, per diem, and other related expenses.

Pricing Structure Instructions - Catalog Discounts It is the intention of HISD to establish an agreement to furnish and/or deliver goods and services provided by awarded vendors to the District. Vendors are requested to submit a proposal offering their complete and total line of available products and services to school districts.

Pricing may be exclusively line-item pricing or (highly recommended) in combination with a minimum catalog discount. Example: During the life of the agreement, models change, and new products come to market that are in the same category and are added to the vendor’s “catalog” and are available for purchase by users of the agreement. If you fail to propose a minimum discount off your catalog, it may limit the ability to change pricing of catalog items and services during the life of the award. The competitive range, if any, will be determined by HISD and will include only those proposals that HISD determines have a reasonable chance of being awarded a contract.

"Catalog" means the available list of tangible personal property and/or services, in the most current listing, regardless of date, during the life of the contract, which takes the form of a catalog, price list, schedule, shelf price or other form that:

A. is regularly maintained by the manufacturer or vendor of an item; and B. is either published or otherwise available for inspection by a customer during the purchase process;

C. to which the minimum discount proposed by the proposing vendor may be applied.

If your catalog and/or store front already offers discounted pricing for school district, please indicate the average discount for items for the market baskets referenced in this solicitation.

Line-Item Bidding Instructions Vendor must submit pricing under "Line Items" tab or alternatively provide a price structure response under “Response Attachments” tab to indicate any/all commodities your company can provide to the District related to the Scope of Work encompassed in this solicitation.

Vendors are encouraged to submit pricing for all the applicable pricing structures available to HISD for the vendors services.

NOTE:

1. Failure to provide a price structure respond along with your proposal response will constitute a non-responsive bid.

2. "No Bid" is the line if your company does not provide the commodity.

3. Vendor must review and consider the length or proposal and provide an adequate price/discount response to the solicitation.

4. The tentative date of approval of this project is December 10, 2026. Vendor must submit pricing and consider the commencement of this project may not begin until December 11, 2026, with two (2) additional annual renewals.

2.7 VENDOR PERFORMANCE EVALUATION:

1. Vendor Performance Evaluation Criteria: The following areas may be evaluated quarterly, annually, or as needed by requesting department and/or other departments and schools:

a. Quality of Product/Service

b. Delivery of Product/Service

c. Customer Service

d. Accuracy of Price

e. Comments and/or Concerns

f. Quarterly Meetings (as needed)

g. Response Time

h. Other Areas as per the Scope of Work and Questionnaire

SCOPE OF WORK