8-A. RFP 2511SM Delivery Truck Purchase for Nutrition and Food Service.pdf

RFP #2511SM Delivery Truck Purchase for Nutrition and Food Service

Issued by:

SARA MYERS

Email: saraemyers@katyisd.org

Katy ISD Purchasing Department URL: Katy ISD - Purchasing

Phone: (281) 396-6260

Submittal Deadline

Date: Tuesday March 17, 2026 2:00 p.m. (CST) https://www.katyisd.org/purchasing/home

TABLE OF CONTENTS

Items below represent components which comprise this RFP package. Respondents are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, please notify SARA MYERS immediately.

Part Page

1.0 Notice of Intention

2.0 Request for Proposals (RFP) Requirements

3.0 Special Terms and Conditions

4.0 Scope & Specifications

5.0 Evaluation & Award of RFP

6.0 Pricing/Delivery Information

7.0 Attachments

1.0 Notice of Intention

It is the intention of Katy ISD to solicit responses to this Request for Proposal (RFP) for Purchase of Delivery Truck for the Nutrition and Food Service Dept. Katy Independent School District (Katy ISD) is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education Code § 44.031 (a)(3). For information regarding the RFP process, please contact the Purchasing Department at (281) 396-6260.

The term of this contract will begin at date of the award. The contract shall remain in effect from the award date until delivery of vehicle.

Interested vendors should respond to this RFP and submit responses to Katy ISD for consideration

2.0 Request for Proposals (RFP) Requirements

Please read this entire RFP document and specifications carefully. Respondent must complete all forms and submit their bid with all appropriate attachments.

2.1 Request for Proposals (RFP) Documents

It is the responsibility of the vendor submitting a response to make certain that the Katy ISD Bonfire System has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda, or other critical information.

2.2 Tentative Timetable

Katy ISD anticipates following the timetable listed below for this solicitation:

Item Activity Date & Time (all times listed as CST)

1 Solicitation starts to advertise (1st run) Thursday February 12, 2026

2 Solicitation advertised (2nd run) Thursday February 19, 2026

3 Pre-Proposal Conference N/A

4 Deadline for Questions Thursday February 24, 2026 5 Deadline for submission of responses Tuesday March 17, 2026 at 2:00 PM CST 6 Demonstrations / Interviews N/A

7 Anticipated Board Meeting Approval N/A

The table above is only an estimate and may vary.

2.3 Requirements for Responses

a) Respondents must submit solicitations by Tuesday March 17, 2026 (at 2PM (CST). Please refer to the “Instructions to Vendors” section to ensure that you submit all required information in the Katy ISD Bonfire System.

b) Katy ISD does not accept responses after the due date and time.

2.4 Rights Reserved by Katy ISD and Restrictions on RFP Process

a) Katy ISD reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposals.

b) Katy ISD further reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with Katy ISD. Katy ISD may make multiple awards, and this fact should be taken into consideration by each vendor.

c) Katy ISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response, any amendments, or addenda; participating in bid conferences, negotiation sessions, or discussions; or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.

d) Katy ISD reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. Katy ISD further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. Katy ISD further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District.

e) Katy ISD reserves the right to be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP.

f) The District may elect to issue subsequent proposals and approve additional vendors for the same or similar items/services during the agreement period, if it is determined to be in the best interest of the District. Subsequent proposals will have the same proposal number followed by an alpha character (i.e., Proposal XXXX-A). Vendors that have responded successfully to the original or a subsequent proposal do not have to respond to other subsequent proposals.

2.5 Questions and Clarification

a) Questions regarding the requirements specified in this solicitation must be submitted within the Katy ISD Bonfire System.

b) Katy ISD will not answer verbal questions; any responses to a prospective vendor’s questions will be posted within the Katy ISD Bonfire System.

3.0 SPECIAL TERMS AND CONDITIONS

This portion of the RFP includes instructions on the format vendors must follow in preparing and submitting their responses. It further identifies how questions should be raised and will be addressed.

3.1 Compliance with Terms and 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. Any exceptions to the terms, conditions and/or specifications shall be conspicuously noted by the Vendor in writing on the provided deviations form and shall be included with the response. Each vendor, by submitting a response, represents that they have read and understand the RFP.

3.2 Required Response Format

Responses should be direct, concise, complete, and unambiguous. Please ensure that you respond to all documents and attachments in this RFP.

3.3 Interpretation

This solicitation represents the basis for any award and supersedes all prior offers, negotiations, exceptions, and understandings (whether orally or in writing). Submitted responses should be self-explanatory and should not require any clarification or additional information.

3.4 Submission Deadline

Proposals shall be received no later than the submittal day and time deadline in the Katy ISD Bonfire System.

No provisions or exceptions are made for late submissions due to the actions or consequences of the Vendor or a third- party. Any responses received after the submittal deadline date and time will be disqualified.

3.5 Submission Format

Katy ISD will accept bids and proposals submitted online via Katy ISD Bonfire System. Faxed or emailed proposals will not be accepted.

3.6 Vendor Information

The Vendor is responsible for ensuring that Katy ISD has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda or other critical information.

3.7 Addendum

Any interpretations, corrections, additions, or changes to this RFP will be communicated to vendors by the issuance of an addendum. All vendors shall comply with the requirements specified in any addendum issued by Katy ISD. It is the responsibility of the Vendor, prior to submitting their response, to determine whether an addendum was issued.

3.8 Disqualification

A Vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage. Additionally, responses submitted without all specified required components may not be considered and may be disqualified.

3.9 District Locations

School District locations may be added or removed based on District need as determined Katy ISD during the contract period. A list of the current campus/facility addresses may be found at https://www.katyisd.org/

3.10 No Return of Responses; Withdrawal of Responses

Once submitted, Katy ISD will not return responses to vendors. A Vendor may withdraw their response that has been submitted in the Katy ISD Bonfire System prior to the submittal deadline.

3.11 Open Records Policy

CONFIDENTIAL INFORMATION: If a Respondent submits any information considered to be proprietary, trade secret, or otherwise confidential, the Respondent must identify all such information in the bid by clearly marking each page containing confidential information with the words “Confidential Information.” If the Respondent fails to identify confidential information as set forth in this paragraph, it agrees that by submission of its response that the entirety of the response shall be deemed non-confidential and non-proprietary and shall be made available to the public upon request. All responses and parts of responses which are not marked as confidential will automatically be considered public information after the contract is awarded.

Respondents should consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other confidential or proprietary information before submitting a response. Katy ISD assumes no liability or responsibility for release of any information not properly identified and documented as confidential pursuant to the requirements set forth herein.

In the event Katy ISD receives a request for portions of a response marked as “Confidential Information” as specified above, Katy ISD shall forward such request to the Office of the Texas Attorney General for an opinion on whether such information may be withheld from disclosure under the Texas Public Information Act. Katy ISD will notify Respondent whose response is the subject of the request when the information is forwarded to the office of the Attorney General. Katy ISD assumes no obligation for asserting legal arguments on behalf of Respondent. Respondents are advised that Katy ISD is obligated to comply with the decision of the Attorney General, including any such decision calling for the release of information marked as “Confidential Information” by a Respondent.

3.12 Responsible Vendor

A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.

3.13 Responsive Submissions

Submissions shall be deemed responsive if it meets or exceeds the provisions of the bid solicitation, including specifications and/or scope of work.

3.14 Demos/Interviews

Katy ISD reserves the right to create a short list of vendors based on factors listed in the evaluation criteria.

Interviews may be scheduled with short listed vendors. Should the evaluation committee decide to interview or conduct demos the date, time and location.

3.15 Environmental Initiatives

Katy ISD is committed to reducing waste and promoting energy conservation. Toward that end, vendors responding to this solicitation are encouraged to provide their company’s environmental policy and green initiative.

3.16 Similar Products

Whenever an article or material is defined by Katy ISD in this solicitation by describing a proprietary product or by using the name of a manufacturer or brand name, the term “or equal” if not inserted shall be implied (as applicable). The specified article or material shall be understood as indicating type, function, minimum standard of design, efficiency and quality desired and shall not be construed as to exclude other manufactured products or comparable quality, design and efficiency (as applicable).

3.17 Buy American Provisions

Schools and institutions participating in the National School Lunch Program and the School Breakfast Program are required by law to use Child Nutrition Program funds, to the maximum extent practicable, to buy domestic commodities or products for meals served under these programs. A “domestic commodity or product” is defined as one that is either produced in the United States or is processed in the United States substantially using agricultural commodities that are produced in the United States. The term “substantially” means that over 51 percent of the final processed product consists of agricultural commodities that were grown domestically. Therefore, when Child Nutrition Program funds are used to acquire foods, schools and institutions must ensure that the items are in compliance with this requirement. The awarded vendor is required to provide the Nutrition and Food Service department with a monthly report indicating which products sold to the District did and did not meet the Buy American requirement. For products purchased that did not meet the Buy American provision, the monthly report must also include reasoning (i.e. cost prohibitive, etc.)

3.18 Small And Minority Firms, Women’s Business Enterprise, and Labor Surplus Area Firms Katy ISD encourages the use of HUB, MWBE, and SBE both as prime and subcontractors. However, these entities must meet the same minimum standards and requirements as the prime contractor. It will be the responsibility of the prime contractor to pre-qualify any subcontractors offered as HUB, MWBE and SBE participants. The Vendor shall indicate on their submitted proposals whether or not they are a HUB, MWBE, or SBE vendor and with whom they are certified, e.g., State, City, Federal. (2 CFR Part 200.321)

4.0 – SCOPE & SPECIFICATIONS

4.1 Request for Proposals Defined

The intention of this Request for Proposals (RFP) is to solicit responses for Purchase of Delivery Truck for the Nutrition and Food Service Department. Katy ISD is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education Code Section 44.031 Purchasing of Contracts, Subsection (a)(3) Request for Proposals. For information regarding the RFP process, contact the Purchasing Department at (281)396-6260.

Interested vendors should respond to this RFP and submit responses to Katy ISD.

4.2 Product Specifications

It is the intention of Katy ISD to establish a contract with highly qualified Vendor for Purchase of Delivery Truck for the Nutrition and Food Service Dept. Vendor shall, at the request of Katy ISD, provide these products and/or covered services under the terms of this RFP.

These specifications are not to limit the vendor. They are to be used for guidelines to minimum qualifications.

Bids on a vehicle differing in minor details from these specifications will be considered. Differences or alterations shall be corrected, stated, and described in detail by the bidder. See Specification of Delivery Truck.

Bidders shall provide Alternates to the following specifications on the BID TABLE in BONFIRE, using the Alternate Tab and must explain in detail. Failure to furnish this information may cause rejection of bid.

DELIVERY TRUCK QUANTITY 1

Manufacturers: Hino Model: MY27 – L6 Truck Alternate:

• Production year of 2026

• Odometer reading does not exceed 250 miles at time of delivery

Engine Model/Type Cummins B6.7L 240-260hp (EPA/CARB 2026 Certified)

600-660 lb-ft max torque Diesel 4 cycle, 6 cylinder in-line, water-cooled, parent bore cylinder 25,950 lbs. GVWR

Turbocharger Variable Geometry Turbocharger w/integrated engine braking Fuel System Bosch Common rail, direct injection Emission System EGR with single module aftertreatment Transmission Allison 6 speed automatic with NAS (neutral to stop)

2,200RDS or 2500RDS Front Axles/Susp. lbs. Meritor MFS series reverse Elliot, “I” beam (oil lubricated)

10,000/12,000 lbs.

Rear Axles/Susp. lbs. Meritor, full floating, single reduction, single-speed, hypoid gearing

19,000/19,000 lbs.

Dual rear wheel

Rear Suspension Hendrick Comfort Air-w/electric pump valves Batteries Two, parallel connection, 1200 CCA Alternator 12V, 130A, Delco (brush) Fuel Tank Single 90 gal. aluminum Cab Extended Cab (seats 5) BBC: 138” Wheelbase 242 in. or 253 in.

Cab to Axle (UCA) 144.6 in. or 155.6 in.

Brakes Hydraulic disc – Front & Rear Wheel Size 22.5”

Wheel Type Steel powder coated white Frame Yield Strength Straight C Channel

Powder coated 80,000K-120K PSI yield strength

Color White Warranty Allison transmission warranty – 5 years, unlimited miles

Base Coverage – 24 months, unlimited miles Engine Coverage – 36 months, unlimited miles HinoWatch Roadside Assistance – 3 years, unlimited miles Hino Edge Telemtics – 5 years, unlimited miles

Equipped Feature Air-ride driver’s seat Hands-free Bluetooth calling and audio AM/FM radio Steering wheel controls 7” LCD information center display Cruise control Air conditioning Tilt and telescoping steering column 55-degree wheel cut 80-degree door opening Exterior grab handle

Optional Equipment Back-up alarm Mirrors, outside rearview – chrome or black Power windows and power door locks (with or without keyless entry) Full LED headlights including high/low beams, daytime running & indicator lights Hino Safety Suite (Collision mitigation system, lane departure warning, electronic stability control, and active cruise control) Safety Kit – Fire Extinguisher and Triangle kit

Body Specification

Body Manufacturer Morgan Corp., Supreme, or Smyrna Body/Box Size 24’ minimum body. 24’L X 97”H X 102”W. 26’ is acceptable depending on lead time and price.

Floor Flat floor

4” I-beam X-member on 12” centers Pre-coated understructure Forklift opt – 12 gauge galvanized front plate Spanner plates Floor – 1-1/8” laminated hardwood

Lining 3/8” plywood lining full sides Hat section front reinforcement

Scuff Scuff 12 gauge galvanized up 24” front Scuff 12 gauge galvanized up 24” sides

Cargo Control E-track – horizontal side E-track 2 sides # rows E-track on side = 3 Three rows of recessed “E” track, recessed on sides, located at up to 24”, 42”, and 60” from floor to c/l or track (or state required location)

Interior Lights LED lighting (min. 2 fixture) Front End Interior front wire covers

1/2" core FRP front wall – fiberglass reinforced plywood wall, full height, white fiberglass roving front wall interior surface lining Composite corner wind deflector Aluminum extruded front corners Wind deflector .063 mil aluminum

Sidewalls .040 pre-painted white Side wall Z-posts on 16” center

Roof .032 aluminum roof skin Anti sang roof bows on 24” center

Exterior Lights LED FMVSS 108 exterior lights with sealed wiring harness Existing taillights mounted

Rear End Standard rear end with door opening Grab handles Galvanized rear door frame Standard 10-gauge one piece v-grooved threshold Reinforced rear frame – rail gate 3k and up Threshold reinforcement

Bumper ICC 3/16” FMD 4” channel pooched – weld on design Rear Door Whiting overhead door

Whiting premium spec overhead door with 1-1/2” track brackets Overhead door 94” X 91” clear MS lock on overhead door

Mounting Mudflaps Anti-sail mudflap brackets

Liftgate/Ramp Maxon Railift RC Series Model # RC-6, 6,000 lbs. weight capacity Folding platform 84” X 90” (42”+42” + 12” ramp) 12” fixed steel ramp Hydraulic closing platform

Vendor must also provide the following information with Bid: (included on Bid Table and Questionnaire)

Bid Price $____________________ Price firm until: Date: _______________ Delivery Charge: $________________________ Registration, Inspection, Paperwork, and Postage Cost $ Delivery Fees (other) Additional Fees If Applicable Delivery (calendar days ARO): _____________Days/Months

Warranty Requirements:

Allison transmission warranty – 5 years, unlimited miles Base Coverage – 24 months, unlimited miles Engine Coverage – 36 months, unlimited miles HinoWatch Roadside Assistance – 3 years, unlimited miles Hino Edge Telemtics – 5 years, unlimited miles

Due to the necessity of warranty service and repairs, the District will require that all bidders provide a manufacturer’s authorized service location, with full service and parts for MEDIUM-DUTY TRUCKS, within a twenty-five (25) mile radius of the Central Maintenance & Operations Annex, 20380 Franz Road, Katy TX 77449.

Warranty and after-sales services shall be provided by the vendor or by a factory authorized services center. Said vendor or service shall be responsible for all equipment and systems furnished as part of the vehicle obtained under this bid, regardless of origin.

Delivery Requirements:

Can Vehicle be delivered on or before August 1, 2026?

Is this vehicle on the dealer’s lot or does it need to be ordered?

Deliver Vehicle to:

Central Maintenance & Operations Annex 20380 Franz Road Katy, TX 77449 Contact Andrew Vo at 281-827-8925 to coordinate delivery of vehicle.

4.3 Scope of Work

The Katy Independent School invites qualified vendors to submit proposals for the purchase of a Delivery Truck for the Nutrition and Food Service Department. This vehicle will enhance the school's Nutrition and Food Service department’s capabilities and meet the demands of KatyISD’s growing student population. The estimated expenditure for this purchase is $140,000.00.

The scope of work encompasses the purchase and delivery of the vehicle as specified in the specification document provided with this Request for Proposal (RFP). The awarded vendor will be responsible for ensuring the timely delivery of this vehicle that meets the required specifications

4.4 No Guarantee of Quantities

Katy ISD makes no guarantee or commitment of any kind concerning quantities that will actually be purchased under this RFP and the resulting contract, if any. Katy ISD makes no guarantee or commitment of any kind regarding usage of any contracts resulting from this RFP.

4.5 IRS Form W-9

All vendors doing business with Katy ISD must have an IRS Form W-9 Request for Taxpayer Identification Number and Certification on file with Katy ISD.

4.6 Certificate of Interested Parties – FORM 1295

For any contracts requiring Board action, that are valued at $1 million or more, or a contract for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code, the District will require the awarded Vendor to submit the Disclosure of Interested Parties Form 1295 from the Texas Ethics Commission and then certify to Katy ISD that the disclosure has been filed.

Certain contracts, including contracts with a public traded business entity, including a wholly owned subsidiary of the business entity, are exempt from this requirement. Texas Ethics Commission Rules 46.1(c) references other types of contracts not requiring the filing of a Form 1295.

4.7 Vendor Certifications

The Vendor Certifications addendum includes certifications and provisions that are required and apply when Katy ISD expends federal, state, and local funds for any contract resulting from this procurement process including, but not limited to, APPENDIX II TO 2 CFR PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL

ENTITY CONTRACTS UNDER FEDERAL AWARDS.

Vendor must certify its willingness and ability to comply with each provision, law, act, regulation, etc. as specifically noted, by having its authorized representative initial the applicable boxes and sign the acknowledgment at the end of the addendum.

4.8 Insurance Requirements

When applicable, Vendor shall maintain liability insurance, including non-owned automobile liability, Workmen’s Compensation, and employer’s liability insurance as well adequately protect Katy ISD against such damage, liabilities, claims, losses and expenses (including attorneys’ fees). Vendor agrees to submit certificates of insurance evidencing its insurance coverage when requested by Katy ISD.

See Table Below for Insurance Requirements

Katy Independent School District Insurance Requirements for Independent Contractors

Policy Type

Individual Presenters

Company Consultants

Rentals - In- District

Construction, Installation, Renovation, Building Modifications, Service, Maintenance or Repair

Projects

Charter Bus Service Private Lesson

Tutors Individual

Consultants

As determined by contract

Inflatable Bouncers

Carnival Rides

Small Projects Less than 4 Days and/or $10,000

Medium Projects $10,000 to < $25,000

Large Projects Equal to or

Greater than $25,000

Commercial General Liability

BI & PD Each Occurrence Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 BI & PD General

Aggregate Not Required 1,000,000 1,000,000 600,000 1,000,000 1,000,000 1,000,000

Products & Completed Operations

Not Required 1,000,000 1,000,000 600,000 1,000,000 1,000,000 1,000,000

Personal & Adv Injury Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 Sexual Assault and Molestation Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 Fire & Legal Liability Not Required 100,000 100,000 50,000 100,000 100,000 100,000 Medical Expenses Not Required 5,000 5,000 5,000 5,000 5,000 5,000

Commercial Auto Liability Not Required

Bodily Injury

Each Person Not Required 100,000 100,000 100,000 100,000 1,000,000 1,000,000

Bodily Injury

Each Accident Not Required 300,000 300,000 300,000 300,000 2,000,000 2,000,000

Property Damage

Each Occurrence

Not Required 100,000 100,000 100,000 100,000 $250,000 $250,000

Combined Single Limit Not Required 1,000,000 3,000,000

Umbrella Liability (Excess) Not Required Not Required Not required Not required

Over GL, Auto & Workers' Comp Not Required 1,000,000

One times the contract amount for contracts exceeding $1M up to $25M.

$1M minimum.

5,000,000

Workers' Compensation Not Required Required Required Required Required Required Required Employers Liability Not Required 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 Do you accept accident policies & waivers in lieu of workers comp?

Not Required No No No No No No

Builders' Risk/Installation Floater Not Required N/A N/A N/A Full Insurable

Value of Project

Full Insurable Value of Project N/A

Owners' & Contractor's Protective Liability

Not Required N/A N/A N/A 1,000,000 1,000,000 N/A

Professional Errors & Omissions Liability for certified professionals

As Requested based on project.

As determined by contract N/A N/A N/A N/A N/A

Insurance Company "AM Best" Rating

A-VII A-VII A-VII A-VII A-VII A-VII

Cancellation Notice Not Required 30 Days 30 Days 30 Days 30 Days 30 Days 30 Days

Bonds

Bid Bond N/A N/A N/A If Requested If Requested If Requested N/A Payment Bond N/A N/A N/A N/A 100% 100% N/A Performance Bond N/A N/A N/A N/A 100% 100% N/A

Other Bodily Injury & Property Damage Injury Releases Yes

5.0 – EVALUATION AND AWARD OF RFP

In accordance with applicable laws, rules, and regulations for public purchasing, award(s) will be made to the responsible vendor(s) whose response(s) is/are determined, after evaluation by a committee of Katy ISD administrators and educators, to be the best value for the District. To qualify for evaluation, a response must have been submitted on time and must materially satisfy all mandatory requirements identified in this RFP solicitation.

5.1 Evaluation Criteria

A committee selected by the Katy ISD Purchasing Department will review and evaluate all responses and make a recommendation for contract award. This recommendation will be based on the following factors, in accordance with Texas Education Code § 44.031:

Evaluation Criteria Point System

Purchase price Offer a fair reasonable price for items or services to be procured by Katy ISD.

Reputation of the Vendor and of the Vendor’s goods or services Vendor should have a solid reputation with other ISD’s, Government or Collegiate entities that show a high level of customer service, a high level of quality of good or services.

Quality of the vendor’s goods or services

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

Vendor’s past relationship with the district or similar size district.

If no experience with the District, then with an entity of similar size and scope.

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

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

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

Extent to which the Vendor agrees to and/or deviates from Katy ISD’s Solicitation Information and Instructions, Standard Terms and Conditions and Special Terms and Conditions

Any other relevant factor specifically listed in the solicitation.

TOTAL

points

5.2 Formation of Contract

A response to this solicitation is an offer to contract with Katy ISD based upon the terms, conditions, scope of work, and specifications contained in this procurement solicitation. A solicitation/response does not become a contract unless and until it is accepted, evaluated, and awarded by Katy ISD, including Katy ISD Board of Trustees approval, when required.

5.3 Non-Exclusive Contract

Any contract resulting from this solicitation is non-exclusive and shall be awarded with the understanding and agreement that it is for the sole convenience of Katy ISD. Katy ISD is free to have multiple contracts for the awarded goods and services and may initiate other procurement solicitations or purchasing activity with other vendors at any time, in Katy ISD’s sole discretion.

5.4 Awards

Awards will be made to the successful vendor(s) for the total line of products and services submitted. Awards will be based on the criteria set forth within this document. Katy ISD reserves the right to award contracts to multiple vendors if these vendors offer items that are unique and have value to Katy ISD. Katy ISD shall comply with the Texas Public Information Act in the event Katy ISD receives an open records request for information relating to responses submitted in response to this RFP.

5.5 Purchase Orders

Purchase orders will be issued on an as-needed basis. The district will not be responsible for any products and/or services rendered without a Katy ISD purchase order signed electronically by authorized District personnel and/or proper authorization by the district’s purchasing Department. Requests for items will originate at each campus or department and the subsequent purchase order will be processed only by the Katy ISD Purchasing Department.

Please note that items and/or services are not to be delivered/provided to Katy ISD without an approved purchase order. If your company provides an item and/or service without a properly drawn Katy ISD purchase order, you are not guaranteed payment and the item/or service you provided could be constituted as a donation.

5.6 Invoices

Invoices shall show the Katy ISD purchase order number, copy of signed delivery ticket, and bid name, and shall be emailed directly to AP@KatyISD.org.

5.7 Inspection & Acceptance

Awarded vendor(s) shall deliver the goods or services procured on this contract to the Katy ISD Department issuing a Purchase Order. If delivery is not or cannot be made within proper time period, the awarded vendor must receive authorization from the issuing Katy ISD Department for the delayed delivery. If defective or incorrect goods are delivered, Katy ISD may make the determination, in its sole discretion, to return the goods to the vendor at no cost to Katy ISD. The vendor agrees to pay all shipping and handling costs for any such return shipment. The vendor also shall be responsible for arranging the return of the defective or incorrect goods.

5.8 Payment Terms

Payment will be made upon receipt and acceptance by Katy ISD of item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code VTCA.

As required by law, the awarded contractor is required to pay subcontractors within ten (10) days from the receipt of this payment.

5.9 E-Payables Solution

Katy ISD has implemented an E-Payables solution. All vendors and contractors doing business with Katy ISD will be offered the option of accepting payments through the District’s E-Payables VISA account. This payment will be transmitted electronically to the vendor on or before the due date, and receipt of funds will be as per the terms of the merchant’s VISA agreement. Payment terms, unless negotiated with the District, will remain the same. Vendors and contractors may negotiate, and the District will consider earlier payment terms if such terms are advantageous to Katy ISD.

mailto:AP@KatyISD.org

6.0 – PRICING / DELIVERY INFORMATION

6.1 Pricing

Vendors must provide pricing in the Katy ISD Bonfire System (including any additional pricing examples and pricing discount schedules) that need to be submitted to provide Katy ISD with a comprehensive catalog.

Catalog/price lists must be included in the Vendor’s proposal.

6.2 Tax Exemption

Katy ISD is exempt by law from the payment of Texas and Local Sales Tax and Federal Excise Tax. Responses should not include any such taxes.

6.3 Percentage Discount

If applicable, respondents should provide a discount off shelf, catalog, price list and/or website. The actual cost to Katy ISD will be the price less the percent discount quoted by the vendor in this proposal. Completing the Discount Section – If offering current shelf, catalog, list, or website pricing only, with no additional discounts, so indicate on the Discount Section of the proposal form in the ‘PERCENTAGE DISCOUNT’ column with 0% as the discount to be taken from the purchase total. The discounts requested will be a percentage off (-) current shelf, catalog, website and/or published price list(s).

6.4 Firm Pricing

Firm pricing is requested for the first (1) term of the contract. Notice of any changes thereafter must be submitted in writing to the Director of Purchasing, at least thirty (30) days prior to the effective date of the increase. Invoices with price changes that did not receive prior approval from the Purchasing Department will not be honored. If during the term of the contract, the vendor’s costs are lowered and such savings are passed along to other customers, it is understood and agreed that the benefits of such reduction shall be extended to Katy ISD.

6.5 Freight / Delivery / Inspection & Acceptance

All deliveries shall be F.O.B. Destination and Inside Delivery. Deliveries shall be made during Katy ISD Regular Hours.

A purchase order(s) shall be generated by Katy ISD to the Vendor. The purchase order number must appear on all itemized invoices and packing slips. Katy ISD will not be held responsible for any orders placed/delivered without a valid current purchase order number.

6.6 The following must be mailed to Katy ISD within 10 business days of vehicle delivery:

• Certificate of origin

• Application for title, filled out and signed by your staff.

• Odometer/Mileage Statement

• Invoice referring to district purchase order number.

• Temporary license tags

• Vehicle Inspection Report

• Vehicle scale weight report.

7.0 – ATTACHMENTS

7.1 Required Attachment(s)

Please complete the Attachment Packet attached to the proposal in the Katy ISD Bonfire System https://katyisd.bonfirehub.com/portal/?tab=openOpportunities https://katyisd.bonfirehub.com/portal/?tab=openOpportunities