Bid Invitation (50).pdf

27-03-4-RFP

General Services & Supplies (27-10)

Issue Date: 8/10/2026

Questions Deadline: 9/23/2026 12:00 AM (CT)

Response Deadline: 9/30/2026 02:00 PM (CT)

Contact Information Contact: Mason Crenshaw Address: Purchasing Services

3051 Ira E. Woods Ave Grapevine, TX 76051

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Event Information Number: 27-03-4-RFP Title: General Services & Supplies (27-10) Type: RFP Issue Date: 8/10/2026 Question Deadline: 9/23/2026 12:00 AM (CT) Response Deadline: 9/30/2026 02:00 PM (CT) Notes: You are hereby invited by Grapevine-Colleyville Independent School District

(hereinafter referred to as "GCISD" or the "District") to submit a proposal for the General Services & Supplies RFP. This solicitation is for services and supplies to be used on an as-needed basis under a multi-year contractual agreement. Please see "RFP Specifications" section of the attributes for a partial list of services and supplies covered by this RFP. No quantities are guaranteed. All fees for items or services required in the Specification and/or Scope of Work/Services, or other reimbursement arrangements must be disclosed.

Although the District is legally required to accept paper bids, we strongly request that bidders submit this bid electronically. Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment. Your cooperation is appreciated.

Any proposal received later than the specified time is disqualified. The District is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the Purchasing Office shall be the official time of receipt. Proposals may not be submitted by facsimile or email.

Bid Attachments

Supplier Response Quick Tutorial.pdf Download

Click on the "Download" button in the ribbon above for access to the IonWave Supplier Response Quick Tutorial

Conflict of Interest (COI).pdf Download

Click on the "Download" button in the ribbon above. Please complete this form and attach under the Attachment tab prior to submission.

OFFER FORM fillable (3).pdf Download

Click on the "Download" button in the ribbon above. Then please complete this form and attach under the Attachment tab prior to submission of the RFP

IRS Form W9 - March 2024.pdf Download

Click on the "Download" button in the ribbon above. Please complete this form and attach under the Attachment tab prior to submission of the RFP

Requested Attachments

Certificate of Interested Parties - Form 1295 This is the form from the Texas Ethics Commission website. See Attribute #9 for CIP Form 1295 Information and a link to the Texas Ethics Commission website. PLEASE REMEMBER TO SIGN YOUR PRINTED FORM BEFORE

ATTACHING IT TO YOUR PROPOSAL.

Deadline: 9/30/2026 02:00 PM (CT) 27-03-4-RFPPage 2 of 45 pages https://gcisdbid.ionwave.net//extract.aspx?e=LhfzV5Hq9pOfSm46oFR7t6nyuhPT8pkMyCohPc3XUho1tVpGfEbl0JN~6FtZ2-kZ1MG9NMywolHQ9sSu1OAffg https://gcisdbid.ionwave.net//extract.aspx?e=khAGyRKMW5i28OqS6fQ6-8g0Mmugwremckfqrtbw6T9EnkHzP-FVANUWHcdwlC8t2EQv65JMxXf9-ZBaWuF5Jw https://gcisdbid.ionwave.net//extract.aspx?e=8UsKzA4hRXjjy2R3lRWtUSw7jZikEHDr74E~3RBBMxPdAmHkYBM4A7JgH4QWeDipzdW5TNjWlrmasXIXW6j40g https://gcisdbid.ionwave.net//extract.aspx?e=MEE2gZ9vKYiU7xMPtCivawOlI8XqDPgpCsUTQwKHuF9yRZlQTgdPw2TzZE2Mao5iyhFOEzXXlFm889Lln7Shbw

W-9

Additional Documents You may attach any additional documents that you wish to send with your proposal.

Conflict of Interest (COI) Complete and upload with your submission when you have a Conflict of Interest to report

Bid / Proposal Offer Form (Attachment required)

Upload signed form

Bid Attributes

1 26-03-4-RFP

Introduction & Background

2 Attributes Introduction

There are several Attributes (could possibly be on multiple pages) associated with this Bid/Proposal. Some are notes and require no response, but most have a required response. Please read each attribute carefully and answer accordingly.

Proposals will not be publicly opened.

Proposals may be submitted on any/all items unless stated otherwise.

3 Signature Authority

By signing and submitting a proposal in response to this solicitation, the undersigned hereby certifies that they are duly authorized to execute this proposal on behalf of the entity identified therein, and that such signature constitutes a binding commitment of the entity.

The proposer further acknowledges and agrees to all terms, conditions, and specifications set forth in this solicitation. In the event the proposer customarily uses additional or alternative contract terms in the normal course of business, the terms and conditions contained in this solicitation shall govern and shall supersede any conflicting provisions.

Any exceptions or deviations included in the proposal are non-binding unless expressly accepted in writing by Grapevine-Colleyville Independent School District (GCISD). No exception shall be deemed agreed to by GCISD unless confirmed in a duly executed agreement or contract amendment.

I fully understand and confirm my Authority (Required: Check if applicable)

4 Perpetual Solicitation Details

Thank you for your interest in Grapevine-Colleyville Independent School District. This solicitation is perpetual and awards will be made throughout the open period. This RFP will close* on average once per month based on the needs of the District. During that time all current responses will be opened, evaluated and awarded based on the current needs of the District and the results of the evaluation.

All awards are subject to GCISD Board of Trustee approval.

Proposal that are not awarded are eligible for editing and resubmission to be evaluated at a future opportunity.

**Note** The closed RFP will be re-issued immediately under the same solicitation number. Any unsubmitted proposals will be lost. You will have to start your submission again on the re-issued release.

5 Previously Awarded Vendors

PLEASE NOTE: If you are an awarded vendor of a previous GCISD RFP or a Purchasing Cooperative

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(exclusive listed below), your submission is NOT required.

Exception 1: Your GCISD RFP award has expired or is expiring soon.

Exception 2: The products and/or services offered are not covered in your awarded contract(s).

Purchasing Cooperative list:

1GPA

BuyBoard (TASB)

Choice Partners (Harris County Dept. of Education)

CTPA (Central Texas Purchasing Alliance)

DIR Texas (Texas Department of Information Resources)

Equalis Group - Cooperative Purchasing

EPCNT (Educational Purchasing Cooperative of North Texas)

Goodbuy (Region 2)

HGAC (Houston - Galveston Area Council)

NCPA (National Cooperative Purchasing Alliance/Region 14)

OMNIA Partners (Region 4)

PACE (Purchasing Association of Cooperative Entities/Region 13 & Region 20)

PCA (Purchasing Cooperative of America)

Prospering Pals Purchasing Cooperative Program - Nutrition

PSA (Purchasing Solutions Alliance)

Region One Purchasing Cooperative (ROPC)

Region 5 (SETX - Southeast Texas Cooperative Purchasing Program)

Region 6 (EPIC6 - Educational Purchasing Interlocal Cooperative)

Region 10 (Multi Region Purchasing Cooperative) - Nutrition

Region 11 (Purchasing Consortium)

Region 19 (Allied States Cooperative)

Sourcewell

Tarrant County Purchasing Cooperative (TCPC)

TASB Benefits Cooperative

TexBuy (Region 16)

TIPS (The Interlocal Purchasing System/Region 8)

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TxSmartBuy (TXMAS)

6 Purchasing Cooperative

Has your company been awarded a GCISD or purchasing cooperative contract?

No Yes, no response needed (Required: Check only one)

7 District Background Information

GCISD is located in Tarrant County, Texas, in the Dallas - Fort Worth Metroplex. It consists of 12 elementary schools (K-5), five middle schools (6-8), four high schools (9-12), and two alternative schools. The District also operates an Early Childhood Development Center.

The District has approximately 13,826 enrolled students and 1,746 full time employees. The student population by school is provided in the chart below.

Additional information about GCISD can be obtained by visiting our website at www.gcisd.net.

Enrollment by Campus

Elementary Schools Enrollmentt

Bear Creek Elementary 500

Bransford Elementary 427

Cannon Elementary 461

Colleyville Elementary 376

Dove Elementary 353

Glenhope Elementary 547

Grapevine Elementary 541

Heritage Elementary 541

O.C. Taylor Elementary 478

Silver Lake Elementary 399

Timberline Elementary 549

Total Elementary Students 5,172

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Middle Schools Enrollment

Colleyville Middle 609

Cross Timbers Middle 809

Grapevine Middle 613

Heritage Middle 676

Total Middle School Students 2,707

High Schools Enrollment

Colleyville Heritage High 1,752

Grapevine High 1,595

Collegiate Academy at TCCC 366

Bridges Academy & JJAEP 49

Total High School Students 3,762

Virtual School

Enrollment iUniversity Prep

1,556

Early Childood PK-3 & PK-4

Enrollment

Early Childhood Development Center

Total Enrollment

* As of April 2026

13,826

8 26-03-4-RFP

Contract Terms and Conditions, Requirements, Notices and Declarations

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9 Required vs Requested Documentation

Required Forms Forms below are required to be completed and submitted with proposal response. Failure to submit required forms likely result in a non-responsive determination. Bidders shall execute the following required forms:

Bid / Proposal Offer Form

Requested Forms Forms below are only requested to be completed and submitted with proposal response. As requested forms are optional, there is no penalty for not providing these forms.

Vendor Proposal Form W-9 Request for Taxpayer ID Number and Certification House Bill 1295 Certificate of Interested Parties Conflict of Interest (COI) - complete when a conflict exists

Required - Bid / Proposal Offer Form

Vendor Proposal

Requested - Form W-9

Requested - House Bill 1295

Conflict of Interest (COI) (Required: Check all that apply)

Questions

Any questions pertaining to this bid/proposal should be posed in the "Questions" tab. All questions will be answered through this system and all invited vendors will be notified by email. If the answer provides clarification or will have an impact on responses, an addendum will be issued through this system.

Information from phone calls or through avenues other than as directed above, is not binding and may result in your response being disqualified.

Standard Terms & Conditions

1.Contract Development: If a separate Contract is not written, the Contract entered into by the parties shall consist of the proposal document, terms and conditions, specifications including all modifications thereof, the received proposal, the subsequent Board action and a purchase order or letter of agreement requiring signatures of the District and the Proposer, all of which shall be referred to collectively as the Contract Documents, form the contract and they shall be fully part of the contract, as if thereto attached, or therein repeated and will be a binding part of the final contract entered into by the selected Proposer and the District unless expressly excluded in the final agreement between the District and the Proposer. These documents represent the entire agreement between the successful proposer and the District and supersede any prior discussions or negotiations, representations or agreements, either written or oral. In case of conflict, the terms/conditions of this RFP take precedence over the "standard" contract or binder regardless of any language to the contrary in the "standard" contract or binder. If the proposal will require the District to sign additional contract document (exceptions, order forms, license agreements, etc.), these must be submitted with the proposal.

Contract Modification and Amendment: The parties may adjust the specific terms of this Contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Proposer must be in writing to the Contract Administrator. Any agreed upon modification or amendment must be in writing and signed by both parties.

Contract Data: The contracted Vendor is required to provide the District with detailed data concerning the Contract at the completion of each contract year or at the request of the District at other times. The District reserves the right to audit the Vendor's records to verify the data. This data may include, but is not limited to services rendered

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Compliance with Laws: In the execution of the Contract, the Proposer must comply with all applicable State and Federal laws, including but not limited to laws concerned with labor, environment, equal employment opportunity, safety and minimum wages. The Proposer shall make itself familiar with and at all times shall observe and comply with all Federal, State and Local laws, ordinances and regulations which in any manner affect the conduct of the Work, and shall indemnify and save harmless GCISD and the Board of Education and its official and/or contractual representatives against any claim arising from violation of any such law, ordinance or regulation by itself or by its subcontractors, or suppliers at any tier, or its employees. When requested, competent evidence of compliance with applicable laws shall be furnished. The Proposer shall cooperate with applicable city or other governmental officials at all times where their jurisdiction prevails. The Proposer shall make application for any permits and permanent utilities that are required for the execution of a Contract. The Proposer declares that in the event of the award of a contract, they will comply with the Immigration Reform & Control Act of 1986.

2. Contracts are considered to be in force during the period stipulated by the proposal or until replaced by a subsequent Request for Proposal for the same product or services.

3. Proposals meeting the requirements of the Request for Proposal shall be considered. Proposers taking exception to the specifications, or offering substitutions shall state these exceptions plainly in the Exceptions Attribute.

4. No right or interest in this contract shall be assigned, or delegation of any obligation made by the vendor to another vendor, without written consent from the District. Any attempted assignment or delegation by the vendor without written consent, shall be wholly void and totally ineffective for all purposes. Such consent shall not relieve the assignor of liability in event of default by his assignee.

5. Each Proposer, by making his/her proposal, represents that he has read and understands this Invitation to Propose. Failure to respond to this proposal may remove your company from future proposal notifications.

6. All District property and facilities are a drug free zone. No one may use, consume, carry, transport, or exchange tobacco, cigarettes, vapor cigarettes, or illegal drugs while in a school district building or while on school district property. Any person on school property shall not use or possess tobacco products, electronic cigarettes or other smokeless tobacco products. The proposing company and its employees shall adhere to this policy.

7. Vendors are expected to deliver service(s)/product(s) per specifications. If, at any time, the vendor fails to fulfill or abide by the terms, conditions, or specifications of the contract, the District reserves the right upon written notice to the vendor to the following remedies (though not just limited to these): purchase the products elsewhere, terminate the contract, and/or award to the next qualified proposer.

8. Should the vendor fail to perform by providing the proposed product at the price submitted, and/or if the vendor is unable to provide the proposed product within a specified time frame, The District may recover its loss by purchasing the product elsewhere. Damages will be assessed against the defaulting vendor for the difference between the price paid for the product on the open market less the original proposed price, assuming the purchase price is higher than the original awarded proposed price. Damages may also be assessed for the cost of procuring the product elsewhere and expenses incurred due to the delay caused by not having the specified items. If the open market price is less than the proposal price, damages for delay and interim substitutes may still be assessed against the vendor.

9. The Uniform Commercial Code shall govern the agreement between the seller and The District created by this RFP. Wherever the term “Uniform Commercial Code” is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement.

Proposers are advised that all District contracts are subject to all legal requirements provided for in the Local, State, and Federal statutes.

10. Vendors who do not propose are requested to notify the District Purchasing Department in writing if they wish to no longer receive future proposals.

11. By signing this proposal, a proposer affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the proposal submitted.

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12. Please note that a gift to a public servant is a Class A misdemeanor offense if the recipient is a government employee who exercises some influence in the purchasing process of the governmental body. This would certainly apply to anyone who helps establish specifications or is involved in product selection or directs a purchase.

13. By signing this proposal, a proposer affirms that, to the best of his/her knowledge, the proposal has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other proposers in the award of this proposal.

14. PROPOSER SHALL NOTE any and all relationships that might be a conflict of interest and include such information with the proposal.

15. For an alternate product item to be considered, a brochure or detailed specification must be attached to the response submission explaining how the product deviates from the specifications. The District reserves the right to make final decisions as to comparable items.

16. Proposers may be required to furnish evidence in writing that they maintain a permanent and adequate place of business and have adequate equipment, finances, and personnel to furnish the products offered satisfactorily and expeditiously and that they are authorized agents and can provide the products they propose to furnish.

17. Proposals submitted with the District eBid System may be retracted in the system prior to the time set for proposal deadline. The proposal may not be withdrawn after the proposal deadline. Upon submission the proposer warrants and guarantees that this proposal has been carefully reviewed and checked and that it is in all things true and accurate and free of mistakes and that such proposal will not and cannot be withdrawn because of any mistake or mistaken assumption of fact committed by the proposers.

18. Proposals will be tabulated for comparison on the basis of the proposal prices and guaranties shown in the proposal. Until final award of the Contract, the District reserves the right to reject any or all proposals, to waive technicalities, or proceed to do the work otherwise in the best interest of the District.

19. Proposals may be considered irregular if they show any omissions, alteration of form, additions, or conditions not called for, unauthorized alternate proposals or irregularities of any kind. However, the District reserves the right to waive any irregularities and to make the award in the best interests of the District.

20. At the designated time and date, all proposals will be opened. Responses received after opening time will be deemed non-responsive and will be returned unopened. The proposals will be reviewed by a District evaluation team to ascertain which proposals address all requirements for the Request for Proposals. Proposals determined to be technically non-responsive or not as responsive as other proposals are subject to elimination at this point. The team may interview selected vendors to clarify specific matters presented in the proposals. These discussions will allow the vendor to elaborate on their proposal and to request other pertinent information. The evaluation team will use information gained during these discussions and information presented in the proposal to rank vendors in accordance with criteria stated in the Evaluation and Award Attribute and make their recommendation for award of any resulting contract.

21. Any interpretations, corrections, additions, or changes to this Request for RFP and the Specifications will be made by addenda or amendment(s) to the proposal. The sole issuing authority of addenda or the amendment(s) shall be vested in the District's Purchasing Department. Addenda or amendment(s) will be sent to all who are known to have received a copy of this Request for Proposal.

22. The District reserves the right to utilize other District contracts, State of Texas contracts, contracts awarded by other governmental agencies, other school boards, or cooperative agreements in lieu of any offer received or award made as a result of this proposal, if it is in the best interest to do so.

23. Use of Subcontractors

The proposer awarded a contract by the District must be the prime contractor performing the primary functions of the contract. If any portion of the contract is to be subcontracted, it must be clearly set forth in the proposal document as to what part(s) are to be subcontracted, the reasons for the subcontracting, and a listing of subcontractors. Acceptance or rejection of a proposer’s request to use subcontractors is at the sole discretion of the District. The District reserves the right to reject any proposal to function as the Prime Contractor on the awarded contract. When approved, the subcontractor(s) shall agree to and be bound by all

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With prior approval of the District, the prime contractor may enter into subcontracts and joint participation agreements with others for the performance of portions of resultant agreement. The prime contractor shall at all times be responsible for the acts and errors or omissions of its subcontractors or joint participants and persons directly or indirectly employed by them. Nothing in this contract shall constitute any contractual relationship between any others and the District or any obligation on the part of the District to pay, or to be responsible for the payment of, any sums to the subcontractors.

The provisions of resultant agreement shall apply to all subcontractors in the same manner as to the prime contractor. In particular, the District will not pay, even indirectly, the fees and expenses of a subcontractor that do not conform to the limitations and documentation requirements of resultant agreement.

Upon written request from the District, the contractor shall supply the District with subcontractor agreements.

If subcontractors/suppliers are utilized, Proposer shall agree to pay each subcontractor or sub consultant the appropriate share of the payment no later than the 10th calendar day after the day on which the Proposer receives payment from the District.

24. Any Vendor who submitted a proposal may appeal GCISD’s award. GCISD Board Policy GF (Local) applies to any Vendor wishing to appeal a proposal and/or award of a contract. In accordance with Policy GF (Local), a Vendor is encouraged to discuss concerns with an appropriate administrator who has the authority to address the concerns. Concerns should be expressed as soon as possible to allow early resolution at the lowest possible administrative level. A Vendor may initiate the formal process described in GF (Local) by timely filing a written complaint form. Any concerns regarding a proposal and/or award of a contract may be expressed to the District’s Director of Purchasing.

I have read and understand this Attribute (Required: Check if applicable)

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Conflict of Interest

A Conflict of Interest Questionnaire should be filed, in accordance with Chapter 176, Local Government Code, by a person who has a business relationship as defined by Section 176.001(1-a) with a local government entity and the person meets requirements under 176.006(a). By law, this questionnaire must be filed with the Grapevine- Colleyville ISD Records Administrator not later than the 7th business day after the date the person becomes aware of facts that require the statement to be files. See Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. Additional information may be obtained from the Texas Ethics Commission's website.

Conflicts of interest exist if:

1. the person has employment or other business relationship with the local government officer or a family member resulting in the officer or family member receiving taxable income; or

2. the person has given the local government officer or family member one or more gifts (excluding food, lodging, transportation, and entertainment) that have an aggregate value of more than $250 in the twelve month period preceding the date the officer becomes aware of an executed contract or consideration of the person for a contract to do business with the District. Disclosure is required from vendors regarding each affiliation or business relationship between the vendor and:

1. an officer of the District;

2. an officer of the District that results in the officer or family member receiving taxable income;

3. an officer of the District that results in the vendor receiving taxable income that does not come from the District;

4. a corporation or other business entity in which an officer of the District serves as an officer or director, or holds an ownership interest of 10% or more;

5. an employee or contractor of the District who makes recommendations to an officer of the District regarding the expenditure of money;

6. an officer of the District who appoints or employs an officer of the District that is the subject of the questionnaire; and

7. any person or entity that might cause a conflict of interest with the District.

Officers of Grapevine-Colleyville ISD are:

Shannon Braun - President - Place 1, Dalia Begin - Member - Place 2, Matt Foust - Member - Place 3, Kathy Florence-Spradley - Member - Place 4, A.J. Pontillo - Member - Place 5, Dianna Sager - Member - Place 6, Mary Humphrey - Member - Place 7, Dr. Brad Schnautz - Superintendent of Schools

Please indicate your answer using the drop down menu.

If you answer "yes" to this attribute, download the COI form complete and upload with your submission.

No, there is no conflict of interest Yes, I have a conflict of interest - Complete COI (Required: Check only one)

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Certificate of Interested Parties (CIP Form 1295)

House Bill 1295 added section 2252.908 to the Government Code, which requires all awarded vendors to electronically fill out a CIP Form 1295 with the Texas Ethics Commissions online filing application.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of Interested Parties (CIP Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency.

The Texas Ethics Commission has adopted rules requiring the business to file CIP Form 1295 electronically with the Commission. This form must then be printed, signed and attached as a Response Attachment with your proposal submission.

Texas Commission has made the CIP Form 1295 available on its website, https://www.ethics.state.tx.us/filinginfo/1295/, which must be used to file the form. A new form must be completed for each contract entered into with each district.

Please note the following when completing the form:

Box 2: Please enter GCISD

Box 3: Please enter this GCISD bid number and bid name

I have read and agree to this Attribute

HB 89 - Prohibition on Contracts with Companies Boycotting Israel

Pursuant to Texas Government Code, Chapter 2270, as amended, if Vendor is a for-profit organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations (specifically excluding sole proprietorships and individuals) that exists to make a profit which has ten (10) or more full-time employees and the value of the Agreement with the Licensee is $100,000 or more, Vendor represents and warrants to the Licensee that Vendor does not boycott Israel and will not boycott Israel during the term of the Agreement.

I verify that the submitting organization/individual does not boycott Israel, and will not boycott Israel during the terms of this Agreement.

Yes, Vendor agrees as applicable Prefer not to respond

SB 252 - Prohibition on Contracts with Certain Companies

As required by Subchapter F, Chapter 2252, Texas Government Code, Vendor verifies by its acceptance of this contract that it is not a foreign terrorist organization identified on the lists prepared and maintained by the Texas Comptroller of Public Accounts. If Vendor has misrepresented its inclusion in the Comptroller’s list, such omission or misrepresentation voids this Agreement.

I verify and affirm that the submitting organization/individual is not a foreign terrorist organization as identified on the list prepared and maintained by the Texas Comptroller of Public Accounts.

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Government Code Chapter 2272 - Non-Abortion Provider or Affiliiate

Pursuant to Texas Government Code Chapter 2272, the District is prohibited from contracting with any abortion provider or an affiliate of an abortion provider whereby the provider or affiliate receives something of value derived from state or local tax revenue. Any contract entered into by the District is void if the prospective vendor has such a prohibited affiliation or contractual relationship. By submitting a proposal in response to the request for proposals, you are certifying to the District that you or your company do not have such an affiliation or contractual relationship.

I verify that the submitting organization/individual does not have such an affiliation or contractual relationship with any abortion provider or an affiliate of an abortion provider.

Agree Disagree

SB 943 Contracting Information

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

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Criminal Background Check

Texas Education Code chapter 22.0834 requires school District contractors to obtain state and national criminal history record information and fingerprinting on their non-certified employees who will have direct contact with students through the criminal history clearinghouse as provided by Section 411.0845, Tecas Government Code (Department of Public Safety's criminal history clearninghouse). The the extend allowed by Texas and federal laws, if Contractor or its employees will have direct contact with students, Contractor will obtain all criminal recored information on any of its employees who perform services under this Agreement and will have direct contract with students, through the criminal history clearninghouse and supply to the District the certificaion required by Section 22.0834(d), Subchapter C, Chapter 22, Tecas Education Code, prior to providing services. Contractor acknowledges that Section 22.0834(e) of the Tecas Education Code allows the District to obtain a copy of Consultant's criminal history record informatin through the criminal history clearninghouse. If Contractor is unable to perform a criminal history check that complies with Texas Education Code Section 22.08434, Contractor's employees shall provide District an executed consend form so the District can perform such criminal history check.

Disqualifying Criminal History: "Disqualifying Criminal History" means: any conviction or other criminal history information designated by the District (see below); any felony or misdemeanor conviction that would disqualfiy a person from obtaining educator certification under Texas Education Code Section 21.060, and 19 Texas Administrative Code Section 249.16; or one of the following offenses, if at any time of the offense, the victim was under 18 years of age or enrolled in a public school; a felony offense under Texas Penal Code Title 5 Offense Against Persons; an offense for which a defend is required to register as a sex offender under Texas Code of Criminal Procedure Chapter 62; or an equivalent offense under federal law or the laws of another state. For further explanation, please review the requirements of the statues listed above.

Vendor or Contractor shall not permit any employee or subcontractor's employee to render services at or on the District's property under this Agreement where students may be present when those employees of vendor/contractor or subcontractor's employees have charges pending, have been convicted of, received probation for, or deferred adjudication for:

Any offense against a child; Any sex offense; Any crimes against persons involving weapons or violence; Any felony offenses involving controlled substances; Any felony offense against property; or Any other offense that, in the district's sole discreation, might compromise the safey of students, staff or property.

Noncompliance by vendor/contractor with this attribute may be grounds for contract termination.

I have read and understand this attribute.

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Felony Conviction Notification

Texas State Law requires that persons or entities entering into business agreements with School districts must give notice to the district if the person, owner or operator of the business has been convicted of a felony. The notice must include a general description of the conduct resulting in this conviction of a felony (this does not apply to a publicly held corporation). The District may terminate a contract with a person or business if the District determines that the person or business failed to give such notice or misrepresent the conduct resulting in the conviction.

If you attest to a felony conviction, please submit your explanation in the below Felony Conviction Explanation Attribute.

Please indicate your answer using the drop down menu.

NOTE: Conviction of a felony does not necessarily disqualify a vendor from receiving a Contract, but are examined on a case-by-case basis.

No, there are no felony convictions Yes, there is a felony conviction

Does not apply - publicly traded company (Required: Check only one)

Felony Conviction Explanation

If you answered YES to the Felony Conviction Notification Attribute, please provide the Name of Felon and details of the conviction. If you do not provide an explanation, your bid submission may be disqualified.

(Optional: Maximum 4000 characters allowed)

Independent Contractor Status

Proposer recognizes that it is engaged as an independent contractor and acknowledges that the District will have no responsibility to provide transportation, insurance or other fringe benefits normally associated with employee status. Proposer, in accordance with its status as an independent contractor, covenants and agrees that it shall conduct itself consistent with such status, that it will neither hold itself out as nor claim to be an officer, partner, employee or agent of the District by reason hereof, and that it will not by reason hereof make any claim, demand or application to or for any right or privilege applicable to an officer, partner, employee or agent of the District, including, but not limited to, unemployment insurance benefits, social security coverage or retirement benefits.

Proposer hereby agrees to make its own arrangements for any of such benefits as it may desire and agrees that it is responsible for all income taxes required by applicable law.

Open Records

GCISD is a governmental entity subject to the Texas Public Information Act. Proposals submitted to GCISD as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. Any information a respondent believes may be exempt from disclosure under Texas law, must be marked accordingly. In addition, the respondent must specify which exception(s) to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception(s).

Deadline: 9/30/2026 02:00 PM (CT) 27-03-4-RFPPage 15 of 45 pages

Right To Audit

1. At any time during the term of this Contract and for a period of four (4) years thereafter the District or a duly authorized audit representative of the District, or the State of Texas, at its expense and at reasonable times, reserves the right to audit Vendor's records and books relevant to all services provided under this Contract. In the event such an audit by the District reveals any errors/overpayments by the District, the Vendor shall refund the District the full amount of such overpayments within thirty (30) days of such audit findings, or the District, at its option, reserves the right to deduct such amounts owing the District from any payments due the Vendor.

2. To the extent applicable to this procurement, in accordance with applicable Public Law, Proposer agrees to allow, during and for a period of not less than four (4) years after the Contract term, access to this Contract and its books, documents, and records; and contracts between Proposer and its subcontractors or related organizations, including books, documents and records relating to same, by the Comptroller General of the United States, other governmental investigative agency, or their duly authorized representative(s), legally authorized to investigate alleged fraud, overcharge, or other diversion of funds from a public school district receiving Federal and State public funds.

Indemnification

1. To the fullest extent permitted by applicable law, the Proposer and its agents, partners employees, and consultants (collectively "Indemnitors") shall and do agree to indemnify, protect, defend with counsel approved by the District, and hold harmless the District and its affiliated enterprises, representatives of the District, and their respective officers, directors, members of the board, partners, employees and agents (collectively "Indemnitees") from and against all claims, liabilities, damages, losses, liens, causes of action, suits, judgments and expenses, including attorney fees, of any nature, kind, or description (collectively "Liabilities") of any person or entity whomsoever arising out of, caused by, or resulting from the performance of services, or provision of products, by contractor pursuant to this contract, or any part thereof, which are caused in whole or in part by any negligent act or omission of the Proposer or, anyone directly or indirectly employed by it or anyone for whose acts it may be liable even if it is caused in part by the negligence or omission of any Indemnitee, so long as it is not caused by the sole negligence or willful misconduct of any Indemnitee. In the event more than one of the Indemnitors are connected with an accident or occurrence covered by this indemnification, then each of such Indemnitors shall be jointly and severally responsible to the Indemnitees for indemnification and the ultimate responsibility among such Indemnitors for the loss and expense of any such indemnification shall be settled by separate proceedings and without jeopardy to any Indemnitee. The provisions of this article shall not be construed to eliminate or reduce any other indemnification or right which the District or any of the Indemnitees has by law.

2. Proposer shall protect and indemnify the District from and against all claims, damages, judgments and loss arising from infringement or alleged infringement of any United States patent, or copyright, arising by or out of any of the services performed or products provided hereunder or the use by Proposer or by the District at the direction of Proposer of any article or material, provided that upon becoming aware of a suit or threat of suit for patent or copyright infringement, the District shall promptly notify Proposer and Proposer shall be given full opportunity to negotiate a settlement. Proposer does not warrant against infringement by reason of the District's design of articles or the use thereof in combination with other materials or in the operation of any process. In the event of litigation, the District agrees to cooperate reasonably with Proposer and parties shall be entitled, in connection with any such litigation, to be represented by counsel at their own expense.

3. The indemnities contained herein shall survive the termination of any agreement or purchase order for any reason whatsoever.

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Venue

This contract shall be enforceable in Tarrant County, Texas, and if legal action is necessary by either party with respect to the enforcement of any and all of its terms and conditions, exclusive venue for any legal action shall lie in Tarrant County, Texas.

Terminations

District Terminations

TERMINATION FOR CAUSE:

The District, at its exclusive option, shall have the right to terminate any part or the entire contract at any time during the term and at no further cost or obligation, for default all or any part of this contract if the proposer breaches any of the terms, conditions or specifications; fails to perform satisfactory in quality of service and/or fulfillment of other contractual obligations or requirements; becomes insolvent or files any petition in bankruptcy.

Such right of termination is in addition to and not in lieu of any other remedies that the District may have in law or equity, specifically including, but not limited to the right to collect for damages or demand specific performance.

Notification will be submitted in writing no less than thirty (30) days prior to the effective date. Termination action will be enacted only after the Proposer has been notified in writing by the District of its dissatisfaction and the Proposer has been give, in the District's opinion, reasonable time to correct the matter of dissatisfaction.

TERMINATION FOR CONVENIENCE OF THE DISTRICT:

The District reserves the right to terminate any part or the entire contract, at any time during the term without cause. Notification will be submitted in writing no less than thirty (30) days prior to effective date.

FELONY CONVICTION TERMINATION:

Each proposer must give notice to the District if a person, owner, or operator of the business has been convicted of a felony. The District may terminate a contract with a person or business if the District determines that the person or business failed to give such notice or misrepresented the conduct resulting in the conviction.

NON-APPROPRIATION TERMINATION:

If for any fiscal year of the District (currently July 1 thru June 30), the Board of Trustees for any reason fails to appropriate funds for these products/services, the District will notify the vendor immediately and will no longer be obligated under the contract.

Vendor Terminations

TERMINATION FOR CONVENIENCE OF THE VENDOR:

The awarded vendor may cancel the contract only at the end of the plan year by giving the District written notice ninety (90) days prior to the end of the plan year.

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Force Majeure

1. Proposer shall not be liable for delay in delivery or performance or for failure to give notice of delay when such delay is due to factors beyond its control, including, but not limited to, fires, strikes, explosions, governmental regulations, court orders or decrees, or acts of nature such as flood, wind, earthquake, tornado or hurricane. If the Proposer is unable to perform any of its obligations as a result of force majeure, Contractor shall immediately give written notice to the District of the date of inception of the force majeure condition and the extent to which it will affect performance.

2. GCISD shall not be liable for its failure to perform when it is due to factors beyond its control, including but not limited to, fires, explosions, governmental regulations, court orders, strikes or acts of nature such as flood, wind, earthquake, tornado or hurricane. GCISD shall not be liable for its failure to give notice of delay when such delay is due to factors beyond its control, including but not limited to, fires, explosions, governmental regulations, court orders, strikes or acts of nature such as flood, wind, earthquake, tornado or hurricane.

Insurance Requirements

This attribute is for vendors to indicate confirmation of their agreement to provide insurance in the required coverage as described in the table below, as well as naming Grapevine-Colleyville ISD as an additional insured, if awarded a contract under this solicitation process.

Acknowledgement of this attribute, means you confirm that you are aware of:

all costs to provide the required insurance, will do so pending contract award, will provide a valid insurance certificate meeting all requirements within ten days of notification of award.

NOTE: If the ten day requirement is not met, the GCISD Purchasing Department has the right to reject this bid and award the contract to the next bidder meeting specifications.

Insurance Requirements:

The successful proposer, at his/her own expense, shall provide and maintain insurance with fiscally sound firms (at least an AM Best rating of A--) authorized to do business in the State of Texas as follows. The successful proposer may be required to provide a copy of insurance coverage according to GCISD Policy CHE (REGULATION).

Insurance certificates may contain a provision, or the Proposer’s signature on this bid/proposal certifies, that coverage afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given GCISD. Insurance must remain in effect for the duration of this contract. In some cases, the District may be required to be named as an additional insured on the vendor’s insurance coverage. If the District is to be named as an additional insured on the vendor’s insurance coverage, the certificate indicating this should be provided within ten (10) calendar days from date of award at the vendor’s expense. If the District requires a certificate of insurance, the bid/proposal number and title should be noted in the “Description of Operations/Locations/Vehicles/Special Items” block of the certificate and the “Certificate Holder” block of the certificate should read, “GCISD, Attn: Risk Manager, 3051 Ira E. Woods Avenue, Grapevine, Texas 76051.” Additional insurance requirements may be required for construction and/or services and will be identified elsewhere in this document.

Contracted projects of any size will be adequately insured. Anyone making a purchase or the Purchasing Department will verify coverage and will not waive any insurance requirements unless the Risk Manager has signed a request for waiver form. The Chief Operations Officer will make final waiver approval.

Vendors will not be allowed to begin work until evidence of the required insurance is provided. Proper evidence of insurance shall include certificates of insurance and/or additional insured endorsements. All evidence of insurance shall be reviewed before the vendor is awarded a contract or contemporaneously with the execution of a contract, when applicable.

All evidence of insurance must have a current issue date when submitted for review (issued within the last 30 days).

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All contracts must have a waiver of subrogation on the General Liability, Automobile Liability, and Worker’s Compensation.

Certificates submitted for review shall be addressed to the District at the following address to the attention of the requesting department:

Grapevine-Colleyville Independent School District 3051 Ira E. Woods Avenue Grapevine, Texas 76051

COVERAGE AMOUNTS:

Insurance Coverage Required:

Contract Value

<$25K

Contract Value

$25K-$100K

Contract Value

$100K-$1 Mil

**General Liability

General Liability (Bodily Injury & Property Damage Combined/Agg regate)

NA (unless required) $500K combined single/

$ 1 Mil…