7-HVAC Filters Solicitation.docx

Klein Independent School District

Request for Proposals HVAC Filters

At

Klein ISD

(RFP# 25-199)

Issue Date: September 26, 2025

This document is a Request for Proposals for HVAC Filters to be provided for Klein ISD.

Prepared By:

Deaundrea Davis Senior Buyer (Buyer III)

Physical Address:

7200 Spring Cypress Road Klein, TX 77379

Table Of Contents

Request for Proposals

I. Proposal Process

1. Objective: Klein Independent School District (the “District”) is requesting Electronic Proposals for HVAC Filters for Klein ISD. The scope of work is included at the conclusion of this solicitation.

2. Timeline:

3. Pre-Proposal Conference: N/A

4. Submission Deadline: All proposals shall be submitted through the Bonfire purchasing system (link below) in an electronic format on or before (2:00 PM CST), (October 10, 2025). Proposals will remain in the sealed state until the proper time. Faxed, emailed, and paper proposals will not be considered.

kleinisd.bonfirehub.com

It is the responsibility of the respondent to ensure that their proposal and subsequent addenda, if any, arrive prior to the above stated Time and Date. Any proposals declared by the District to be “Late” will be deemed a No Response.

5. Communication: All inquiries and requests for information regarding proposal submission requirements shall be directed to:

Deaundrea Davis Senior Buyer (Buyer III)

Klein ISD 7200 Spring Cypress Rd.

Klein, TX 77379 Phone: 832-249-4000 Email: ddavis8@kleinisd.net

6. Proposal Acceptance: The District shall have the right to accept or reject any proposal. In particular, the District may reject a proposal not accompanied by data required by the RFP or in any way incomplete or irregular. Conditional proposals will not be accepted.

7. Contract Award: Award shall be made to the one qualified firm whose Proposal is determined to be the most advantageous when taking into consideration the evaluation factors set forth in the sections that follow, including overall long-term value to the District. There is no obligation on the part of the District to award a contract. If it is in the best interest of the District, this bid may be awarded to multiple vendors.

8. Addenda: Any changes to this RFP will be made by addendum and such changes will prevail over previously issued information. Addenda issued will be posted to the Bonfire System following a public notice. Each firm submitting a proposal is responsible to be sure the latest addendum is incorporated. Anyone obtaining bid documents from a source other than the District must notify the District of a contact name, address, telephone, e-mail and facsimile number in order to receive any correspondence, including addenda.

9. Open Competition: The District encourages free and open competition. Whenever possible, specifications and proposal terms and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the needs of the District and the assurance of an economically and operationally sound solution.

10. Non-Collusion: Submission of a Proposal guarantees that the Proposal has been prepared without collusion with other firms and without effort to preclude the District from obtaining the best possible competitive value. The firm certifies that neither its officers nor its employees have bribed or attempted to bribe or influence in any improper manner any officer, employee or agent of the District, and that the firm has disclosed any known beneficial relationship between a District official and the firm.

11. Withdrawal or Modification: A Proposal may be withdrawn, but only before the Submission Deadline and only in its entirety. A withdrawn proposal may be resubmitted after modification, but only before the Submission Deadline. A Proposal may not be withdrawn or modified for a period of 60 days following the Submission Deadline.

12. Errors: The District is not liable for any errors or misinterpretations made in responding to this bid.

13. Preparation Expense: All Proposals submitted in response to this bid must be supplied at the sole expense of the proposing firm, irrespective of the final decision of the District as to contract award.

14. Inspection of Work: It is the responsibility of each firm to become fully informed as to the nature and extent of the work required and its relation to any other conditions.

15. Inquiries: The District will not provide verbal answers to inquiries or verbal instructions regarding the bid. A verbal statement by any person representing the District shall be considered non-binding. The District is not liable for increased cost or other consequence resulting from the acceptance of verbal direction by a participating firm.

16. Interpretation: Any questions as to the meaning of the bid should be directed in writing to the individual indicated above. The District will attempt to provide adequate clarification to specific questions directly to the firm submitting the question. Only in cases where the District discovers probable cause for all proposing firms to misinterpret the meaning and intent of the document will an addendum be issued. All clarifications and interpretations issued by the District will be final and binding upon the recipient. Cost or problems associated with misinterpretation of the intent of the bid or because of failure to receive addenda or written clarification will be the responsibility of the proposing firm.

18. Sales Tax: The District is exempt from Federal Excise, State Sales and Transportation taxes. These taxes must not be included in the proposal, if appropriate.

19. Termination of Contract: Except as otherwise provided for herein, this contract may be terminated in whole or in part by the District for cause or no cause, upon thirty (30) days’ notice. The selected firm may terminate for cause or no cause, upon at least sixty (60) days’ notice to the District.

20. Selection: Selection shall be made of one firm deemed to be fully qualified and best suited among those submitting Proposals on the basis of the evaluation factors identified herein. The District may cancel this bid, reject Proposals or any portions thereof at any time prior to an award, and is not required to furnish a statement of the reason why a particular Proposal was not deemed to be the most advantageous. Should the District determine (at its sole discretion) that more than one firm is fully qualified, and that awarding multiple vendors would be advantageous to the District, a contract may be awarded to multiple firms.

21. Negotiations: Final negotiations may be conducted with the selected firm in order to ensure the best overall program design and to achieve the best business arrangement for the parties.

22. Estimated Annual Expenditures: Please note there is no guaranteed volume. The District makes no guarantees as to quantities and may purchase more or less than those stated in this solicitation.

II. PROPOSAL Conditions

1. Type of Contract: The Contract shall be a firm fixed price Contract.

2. Prices: All prices shall be firm and fixed for the specified contract period of one (1) year, with four (4), one-year options to extend, upon mutual agreement of the parties. Vendor will provide all materials, equipment and labor necessary to complete project unless notified by the Purchasing Department that KISD will be providing the parts. Prices for equipment and material shall be inclusive of all costs, including fuel, taxes, etc, and should be presented to the Purchasing Department before any work is completed. The District shall not honor any hidden costs.

3. Contract Term/Option to Extend: The term of the contract shall be for one (1) year, with the option of four (4), one (1) year extensions for a total contract term not to exceed five (5) years.

The initial term of the contract shall be effective December 1, 2025 through December 31, 2026. The contract will automatically extend on each anniversary date unless either party elects otherwise as allowed in the contract. If the vendor elects not to extend on the anniversary date, the vendor must notify the District’s Director of Purchasing of its intention in writing sixty (60) days prior to the anniversary date.

2nd Year Renewal 3rd Year Renewal 4th Year Renewal December 1, 2026 – December 31, 2027 December 1, 2027 – December 31, 2028 December 1, 2028 – December 31, 2029

5th Year Renewal

December 1, 2029 – December 31, 2030

4. Price Adjustment: Prices shall remain firm during the initial contract period. Any request for price increase must be submitted in writing to the District at least sixty (60) days prior to the automatic renewal date. The District reserves the right to accept the price increases or cancel the contract and re-proposal the requirement, and will notify the vendor in writing within fifteen (15) days following the date of request. No increase shall be effective until approved by the District. Any decrease in the cost of the services due to a general decline in the market price or other effective factors shall be forwarded to the District with immediate inception into the contract.

5. Proposer’s Responsibility: Each Proposer shall fully acquaint itself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this proposal. It is expected that this will sometimes require on-site observation. The failure or omission of a Proposer to acquaint itself with existing conditions shall in no way relieve it of any obligation with respect to this proposal or to the contract.

6. Proposer’s Qualifications & Compliance with Requirements: The successful Proposer must meet or exceed the following qualifications and submit proof of compliance with each of the requirements listed below. Proposers must address each issue in writing and submit information in proposal package.

a. Proposer must be licensed to do business in the State of Texas and Harris County.

b. Proposer must carry worker’s compensation and general liability insurance acceptable to the District and as set forth in Paragraph 30, below. Certificate of insurance will be required.

c. Submit a list of three (3) references including a contact person and telephone number where similar work has been performed. Submit this information through the Bonfire system.

d. The District may make such investigation as deem necessary to determine the capability of the Proposer to perform such work and reserves the right to reject any proposal if evidence indicates the Proposer is not qualified to perform the contract.

7. Permits, Licenses, Notices and Fees: The successful Proposer must pay for all permits, licenses, fees, and taxes and to give all notices and comply with all laws, ordinances, rules and regulations of the county of Harris, the State of Texas, the government of the United States, and any applicable regulatory agency.

8. Additional Work: At the option of the District, additional products or services may be requested.

9. Materials and Equipment: All materials and equipment required to perform under this contract shall be supplied by the vendor unless otherwise notified by the Klein ISD Purchasing Department. The quantity and quality of all materials and equipment must be adequate to perform all work included in the contract.

10. Supervision and Safety:

a. The vendor shall be responsible for the supervision and direction of the work performed by vendor’s employees.

b. The vendor shall be responsible for instructing vendor’s employees in all applicable safety measures and requirements. All equipment used by the vendor shall be in safe operating condition at all times, and shall be free from defects or wear which may in any way constitute a hazard to any person or persons on District property.

c. All employees must be distinguishable by company uniform with company logo.

d. The vendor must fully adhere to the Federal Occupational Safety and Health Act. (OSHA)

11. Inspection & Acceptance: After award of contract, a District representative shall be assigned to inspect and accept all work performed under the contract. This includes monitoring the services, payments, modifying the scope of work if necessary, recommending termination of contract if necessary and evaluating the services provided. The District representative shall in all cases, determine the quality and acceptability of the work being performed under the contract.

12. Vendor’s Liability: The vendor shall assume liability for damage or loss resulting from the wrongful act(s) and /or negligence of their employees while they are on District-owned premises. The vendor or insurer shall reimburse the District for any such damage or loss within thirty (30) days after a claim is submitted.

13. Damage or Theft: Vendor shall be responsible for the repair or replacement to the satisfaction of the District, any damage to the facility caused by any employee of the vendor. The vendor shall be responsible for any loss or damage to property including money, securities, merchandise, fixtures, and equipment belonging to the District, or to any other person or organization to such extent as the District is legally liable for such loss or damage, if any such loss or damage was caused by the vendor or any employees thereof, while such employee is on the premises of the District as an employee of the vendor. Should it be determined that the vendor’s employees are responsible, the vendor is legally liable. Vendor shall always take a neutral position between employee and the District and investigate the matter in order to protect the relationship with the District.

14. Default: In case of default by the vendor, the District reserves the right to purchase any or all items and services in default in the open market, charging the vendor with any additional costs. The defaulting vendor shall not be considered a responsible Proposer until the assessed charge has been satisfied.

15. Non-Appropriations: Any contract entered into by the District resulting from this proposal invitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period or appropriated year.

16. Contract Administration: Questions or problems arising after award of this contract shall be directed to the District’s Purchasing Department, 7200 Spring Cypress Rd., Klein, TX 77379 or dept-purchasing@kleinisd.net.

17. Publicity Release: Vendor agrees not to refer to award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the user.

18. Prime Vendor Responsibilities: The vendor shall be required to assume sole responsibility for the complete effort as required by the proposal. The District shall consider the vendor to be the sole point of contact with regard to contractual matters.

19. Restrictions/Limitations: No purchases are to be made from this contract for any item that is not listed or for any item that is currently authorized under any other contract awarded prior to this contract.

20. Contract Amendments, Modifications and Change Orders: Any change orders, alterations, amendments or other modifications hereunder shall not be effective unless reduced to writing and approved by the District’s Director of Purchasing and the vendor. All questions, problems or changes arising after award of this contract shall be directed to the Director of Purchasing at 7200 Spring Cypress Rd., Klein, TX 77379.

21. Employment: This section defines the intended employment relationships of all persons working within the services under any contract resulting from this RFP. The selected firm shall be an independent vendor of the District. The selected firm shall utilize and maintain its own employees and shall pay all costs, including salaries, wages, benefits, and taxes for its own employees. All firm employees shall use an identification card when on District premises.

22. Background Check: All employees of the selected firm must undergo a criminal background check prior to beginning work, if work is to take place on District property. No employee with a felony conviction or a conviction of sex crime, crime of moral turpitude or any crime against a child may be employed.

23. Pricing and Payment: The District is subject to the Texas Prompt Payment Act, Texas Government Code Chapter 2251. All invoices should be emailed to AccountsPayable@kleinisd.net or mailed to:

7200 Spring Cypress Rd.

Klein, TX 77379

24. Payment Responsibility: The payment responsibilities of the parties will be clearly spelled out in the contract and in the proposal.

25. Regulatory Compliance: The selected firm will comply at all times with all regulations governing the services provided as a result of this bid, and the District will fully cooperate with such efforts by the firm.

26. Insurance: Unless otherwise agreed to by KISD, the Supplier shall carry insurance with responsible carriers acceptable to KISD rated A or better, by A.M. Best with minimum limits of liability coverage, as stated below, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage. The Supplier shall furnish certificates of insurance (Acord 25) to KISD indicating compliance with this paragraph.

Type of Coverage and Minimum Limits

1. General Liability insurance including Products, Completed Operations, Independent Contractors and Contractual Liability coverages with Aggregate, Occurrence and Personal Injury limits of $1,000,000; Fire Damage limits of $50,000 and Medical Payments limits of $5,000

2. Automobile Liability - Bodily Injury & Property Damage owned, non-owned vehicles and hired vehicles - $1,000,000 Combined Single Limit For all Each Occurrence and Medical Payments limits of $5,000

3. Workers’ Compensation and Employer’s Liability - As statutory provisions require in the State of Texas with limits of $1,000,000 including a Waiver of Subrogation clause in favor of the District

5. Excess Liability - may be carried to provide total limits as required above

6. Professional Liability (errors and omissions) may be required at the discretion of the District.

The Supplier shall submit evidence with the proposal and again at the time of any execution of the contract/agreement that it has in full force and effect all insurance requirements listed above prior to the commencement of any work. The Supplier shall maintain such insurance in full force and effect throughout the duration of the contract/agreement. In the event that it is not commercially feasible to maintain insurance during the period required by the contract/agreement, Supplier shall supply KISD with equivalent assurance to the required insurance, acceptable to KISD.

KISD shall be named as an additional insured on the automobile and general liability policy. KISD shall be named as an alternate employer on the workers’ compensation policy. A waiver of subrogation shall be issued in favor of KISD in the workers’ compensation, automobile and commercial general liability policies. The Supplier’s insurance provider(s) shall provide KISD with original certificates of insurance (Acord 25), acceptable to KISD. Insofar as allowed by law, such certificates shall indicate an agreement by each carrier not to cancel or significantly diminish coverage without a minimum of thirty (30) days prior written notice to KISD. In the event there is a deductible on any policy, the Supplier may be asked to provide evidence to the satisfaction of KISD that it is able to satisfy the deductible.

Notice regarding insurance and cancellation or changes should be mailed to:

Klein Independent School District Purchasing Department 7200 Spring Cypress Rd.

Klein, Texas 77379

KISD reserves the right to require additional insurance coverage to be carried by the Supplier as deemed desirable by KISD, depending on the type of project.

27. Waiver of Recovery: The selected firm shall waive all rights of recovery against the District.

28. Indemnity: The selected firm will indemnify the District against loss due to the selected firm’s negligent acts or omissions.

29. Assignment: No contract or its provisions may be assigned, sublet, or transferred without the written consent of the District.

30. Notices and Amendments: All notices and amendments must be in writing.

31. Jurisdiction and Venue: This agreement will be construed and governed in the State of Texas. Venue shall be in Harris County.

32. Terms and Conditions: Submission of a proposal establishes an agreement with Klein ISD for all terms and conditions listed in this document as well as other terms and conditions documents associated with this bid. In case of any contradictions with the terms and conditions in this document, this document will prevail. Any deviations to the listed terms and conditions must be stated on the provided form.

III. PROPOSAL Submission

1. Proposal Format: Proposals should provide a straightforward, concise description of the capabilities of the firm and must satisfy at least the basic requirements of the bid. All required documents and questionnaires must be submitted and received in order for the District to recognize the proposal as valid. Emphasis should be on completeness and clarity of content.

IV. PROPOSAL Evaluation

1. Evaluation Criteria: Proposals will be evaluated, and contract award made based on the following criteria as provided in the Texas Education Code §44.031(b):

Evaluation Criteria and Point System

1. Purchase price: 30 Points

2. Reputation of the vendor and of the vendor's goods or services: 15 Points

3. Quality of the vendor's goods or services: 15 Points

4. Extent to which the goods or services meet the district’s needs: 15 Points

5. Vendor's past relationship with the district or similar size district. If no experience with a district, relationship with an entity of similar scope in size: 10 Points

6. Whether the vendor's principal place of business is in the state of Texas, or employees 500 people in this state: N/A

7. Long-term cost to the district to acquire the vendor’s goods or services: 10 Points

8. Vendor resources to meet the district’s needs: 5 Points

9. Relevant factors specifically listed in the request for bids /proposals: N/A Total: 100 Points

If specific criteria are stated in the proposal specifications, those criteria will supersede the general criteria identified in this section of the General Conditions. Consideration may also be given to any additional information and comments if they increase the benefits to the District. The Proposer must provide relevant information for the items above that will enable the District to evaluate the Proposer for each category.

2. Performance Investigations: As part of the proposal evaluation process the District may make inquiries and investigations, including visiting sites or obtaining verbal or written references from the firm’s customers, as applicable, for the evaluation pursuant to the above-stated criteria.

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