Bid Invitation (66).pdf

27-04-4-RFP

Commercial Electricity Provider

Issue Date: 8/27/2026

Questions Deadline: 9/7/2026 10:00 PM (CT)

Response Deadline: 9/16/2026 02:00 PM (CT)

Contact Information Contact: Mason Crenshaw Address: Purchasing Services

3051 Ira E. Woods Ave Grapevine, TX 76051

Deadline: 9/16/2026 02:00 PM (CT) 27-04-4-RFPPage 1 of 37 pages

Event Information Number: 27-04-4-RFP Title: Commercial Electricity Provider Type: RFP Issue Date: 8/27/2026 Question Deadline: 9/7/2026 10:00 PM (CT) Response Deadline: 9/16/2026 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 this Request for Proposals (RFP). Please see RFP "Scope of Service and Performance Requirements" section of the attributes for all the specific details requested. 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.

This RFP is issued in accordance with Texas Education Code §44.031 and applicable local procurement policies.

Bid Activities

Questions due 9/7/2026 10:00:00 AM (CT)

Answers Provided 9/9/2026

Closing 9/16/2026 2:00:00 PM (CT)

Evaluations due 10/1/2026 11:45:00 PM (CT)

Board Agenda Items due 10/8/2026 9:00:00 AM (CT)

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

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

Deadline: 9/16/2026 02:00 PM (CT) 27-04-4-RFPPage 2 of 37 pages https://gcisdbid.ionwave.net//extract.aspx?e=2bYTTkSjzvsrEOCXwzAP4B~w7PINiVqNq3gJegS6Wkw3UmI7DALLWr9Jb2f15MX4PXcyyRmEabP9VBtCkCsQgQ https://gcisdbid.ionwave.net//extract.aspx?e=0laVyQmJ2dhOCPdc2HEOyjdlPeKeFNqCWML7JmqbdSw1cOHWJUVBGYisPVXwSxUcjFssm5e65yMqcy8KGkix8g https://gcisdbid.ionwave.net//extract.aspx?e=T8ZA2ba4FfYEeAgmkh7fKy8TMbxgFWgfkbxAhSTyo5w6CNKB6MhlNvuvmYHDHPvuUsz~9lE-VRtq9InnunDFTg https://gcisdbid.ionwave.net//extract.aspx?e=LVvmMz8Y1nUZEq8c51gSkXzHcie4RKMULM~QN9uPpk0K5ZgPedpUrxOCP8kY-usM7ZRBHfTXXQCSPBfApCIYgw

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.

Attachment A - GCISD Electric Meter List.pdf View Online

Attachment A - GCISD Electric Meter List

Attachment B - Bid Template.pdf View Online

Attachment B - Bid Template

Attachment C - ERCOT Price Components.pdf View Online

Attachment C - ERCOT Price Components

OncorSummaryUsageData_2b38affc-561f-fbb0-d94d-3946d50afb08.xlsx View Online

OncorSummaryUsageData

OncorSummaryUsageData_31c04439-4d2b-9679-f957-64bf98129767.xlsx View Online

OncorSummaryUsageData

OncorSummaryUsageData_32c23e32-e22e-2cd1-f0cc-0dc09bd9826e.xlsx View Online

OncorSummaryUsageData

OncorSummaryUsageData_589c92cc-67db-70f2-7d3b-fbb616288dd2.xlsx View Online

OncorSummaryUsageData

OncorSummaryUsageData_b838b908-21e0-b6b3-17f9-f701c6903336.xlsx View Online

OncorSummaryUsageData

OncorSummaryUsageData_cdd01a2e-2436-0b7f-d94d-fea6e487531f.xlsx View Online

OncorSummaryUsageData

SMT_10443720002180667.csv View Online

OncorSummaryUsageData

SMT_10443720002688385.csv View Online

OncorSummaryUsageData

SMT_10443720006343781.csv View Online

OncorSummaryUsageData

SMT_10443720006786957.csv View Online

OncorSummaryUsageData

SMT_10443720007624391.csv View Online

OncorSummaryUsageData

SMT_10443720008047262.csv View Online

OncorSummaryUsageData

SMT_10443720008081244.csv View Online

OncorSummaryUsageData

Requested Attachments

Vendor Proposal (Attachment required)

Attachment B - Bid Template (Attachment required)

Deadline: 9/16/2026 02:00 PM (CT) 27-04-4-RFPPage 3 of 37 pages https://gcisdbid.ionwave.net//extract.aspx?e=LVvmMz8Y1nUZEq8c51gSkXzHcie4RKMULM~QN9uPpk0K5ZgPedpUrxOCP8kY-usM7ZRBHfTXXQCSPBfApCIYgw https://gcisdbid.ionwave.net//VendorLanding.aspx?e=NIIYHmyLyXq8xWcxR5ll40DVFfhsQdSUoBptT2SGO03mg3EqpsdjdkRveBBll-Z3ZBG0mY2ADDF8AgVpr4qrlA https://gcisdbid.ionwave.net//VendorLanding.aspx?e=KbdPH9RQzg5oAkk15J0xRzwwe2x8xGX8Pg3~aKdoW3xoxTxCBXJ3bbdAtu0aCS~TbcTdSlu0eEXBcD16T7rAlQ https://gcisdbid.ionwave.net//VendorLanding.aspx?e=GZvlLwlQWBXsmavyZYluGexXzbOLIqwqTUP36x-8qkbdVrFOGRRkIpaGEwjDJQpdMwaHP-nGjHFwpp2kWNiplA https://gcisdbid.ionwave.net//VendorLanding.aspx?e=WVjKoMLqdt1PWDnjgjYE4H-N86qLg7~Z--aJ1wKuxnEWqJSSzc~fJh3W-sj7E38sp1mgt~yhkgspgSF8Gv9-4w https://gcisdbid.ionwave.net//VendorLanding.aspx?e=Qd9buy9SyBOepBmXzT47d6Yeo2BM0BnpBeblwuaXYQjZVzOqZeeeQuYi559lO8j63xG-l55NJFvjeigr2kHKvw https://gcisdbid.ionwave.net//VendorLanding.aspx?e=89K8wgC2GzKVWIZ02hkpO7lqerArdyNHay7JO9p~xonx6BsLf18Y7Sph9Mw-oaGHu-HawohvRnbXM0JCHgAwug https://gcisdbid.ionwave.net//VendorLanding.aspx?e=nROGWPnDgtTBJXPcNhx6f0YxMZiwfoy2BUt0cmF0MtWBVnT-VJ9LCA~kIUTrNOrOYnxR290ctym~gF3iD5eVZg https://gcisdbid.ionwave.net//VendorLanding.aspx?e=7NRXUB23B706gqbYidrHjpsvqNe7VtLxJl1gYkvjQ77QDhkEZurSd~0-baaZxF8YOLS6y1o8CSBSk-k5qR3ONg https://gcisdbid.ionwave.net//VendorLanding.aspx?e=1wuY2aJTIx5yb9Qzi3CQGgYSo~hd2ZtupanWLMO9KEpMKDV26dsFRLB4rcyok0SlN4vnx7Ljs9i7gIMHOK66UQ https://gcisdbid.ionwave.net//VendorLanding.aspx?e=KTmWQiqwYDYJEhlxFQ21XHDh~TXdGwWMn49DcL6COImosAkg2SzPhuldSAUeRDBX7eYQwWRjNOp1xEugxoncDA https://gcisdbid.ionwave.net//VendorLanding.aspx?e=7xWKGQTHzQ~kCo4y9cnz97Uht1CQP82j-MCQMMM~AVihcQXUzhFSW8qG1zJm~tIJ6JNlpsThWeh-1LRxfb2Jng https://gcisdbid.ionwave.net//VendorLanding.aspx?e=4cDijwJe6oabEJ2nAbek-rEShYCcwzNWIOwyUYubME8BnWP3R3YgVnJCJxfZ7CkJrGtmj7xOtZF3w3nntsJwDA https://gcisdbid.ionwave.net//VendorLanding.aspx?e=xARbpFMXl98HjE5Fly65wGXE01-6h~o0msTvvdRS9sZVS7pSNWWsSALGvq0wagw~biYrBtg9mLiwJKFYmE2XGg https://gcisdbid.ionwave.net//VendorLanding.aspx?e=t29hLMorfNJ1-szRjUiFjoPtwxmMd7m2R4FzZKWryxVp2kAveoPCRsFFihiuAy2I4xx~u373DV5fBBJidEARUg https://gcisdbid.ionwave.net//VendorLanding.aspx?e=l~k8ViWf0BR0mqFfmMZkJfX2H2NR8NBZClm-IKowv6~TV62OmDhJU7TNqH6Cs1Ov9ZMVYJOpLYCEqvR~sq6GzA https://gcisdbid.ionwave.net//VendorLanding.aspx?e=lCfJsdLxyLqpB4MX03BCVP1qiueVCBgH3UYnSAkudEEysTsseaPW1Ej5IdoJSQWozM9yaNODYidU-sjNtCg-RQ

Attachment C - ERCOT Price Components (Attachment required)

Bid / Proposal Offer Form (Attachment required)

Upload signed form

Vendor Proposed Contract Document (Attachment required)

W-9

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

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.

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

Bid Attributes

1 -

Table of Contents

I. Introduction & Background

II. Scope of Service and Performance Requirements

III. Evaluation and Award

IV. Proposal Format

V. Contract Terms and Conditions, Requirements, Notices and Declarations

VI. Vendor Information

VII. Federal Provisions

VIII. Exceptions

2 I.

Introduction & Background

Deadline: 9/16/2026 02:00 PM (CT) 27-04-4-RFPPage 4 of 37 pages

3 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.

4 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)

5 II.

Scope of Service and Performance Requirements

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6 RFP Introduction

1. Grapevine-Colleyville Independent School District (“GCISD”) is seeking a to establish a business relationship with a Retail Energy Provider (“REP”) who will provide services relating to electric supply as deemed necessary by the District.

2. GCISD lies in the Oncor electric utility footprint. Total annual consumption is approximately 22,000,000 kWh across a total of 60 ESIIDs.

GCISD has provided an estimate of the total electrical energy consumption but makes no guarantee of actual loads. Loads may change during the term of this contract due to weather variations, changes in load factor, proliferation of electronic equipment, new construction projects, new renovation projects, changes in student population, changes in campus operation, investments in energy conservation measures, etc.

Historical Usage Files (scalar and IDR, where available from the utility), are available for download under the “Attachments” tab.

3. Current contract expiration date: the first meter read date for each meter after May 31, 2029. Service to begin immediately after the final meter readings under the existing electric supply contract.

4. A competitive pricing proposal is a key requirement from Proposers. The ultimate decision making authority for selection of GCISD’s REP is our Board of Trustees. GCISD’s Energy Consultant, Finance, and Purchasing departments are responsible for completing the analysis and presenting recommendations to the Superintendent for submission to the Board of Trustees. If the Board determines it will grant the District authority to execute an electricity supply services contract, it will do so within a predetermined “not to exceed” price range with the lowest priced shortlisted supplier once executable pricing is requested and received by the District.

5. GCISD engaged the services of Amerex Energy Brokers, LLC (“Amerex”) as its Energy Consultant. The selected REP will be responsible for payment directly to Amerex for its stated consulting fees.

7 Term of Contract

GCISD reserves the right to adjust the initial term and renewal terms as needed to services the needs of the District.

Default Term:

The contract shall be effective, pending Board Award, on June 1, 2029 for a maximum term of five (5) years including any renewal periods. Specific initial term and renewal periods should be included in proposal and will be subject to negotiation with the final expiration date being May 31, 2034. In addition, the District reserves the right to extend the contract for an additional amount of time beyond the final expiration date if necessary to ensure no lapse in service.

I have read and understand this Attribute.

(Required: Check if applicable)

8 District Contact Information

Under this contract, the Purchasing Department will have the responsibility to ensure compliance with contract requirements. The District's Purchasing Department will have the overall contract administration responsibilities.

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

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9 Scope of Service

1. This Request for Proposal (RFP) has been issued to enable GCISD to procure electricity and associated services in the deregulated Texas electricity market. The qualified REP must be prepared to partner with GCISD’s Energy Management Consultants in achieving our cost reduction, energy budget and energy conservation management objectives by providing a high level of customer service as well as highly competitive pricing.

2. Refer to Attachment A “GCISD Meter List” for a list of all meters, their corresponding Electric Service Identifiers (ESIID), and service addresses to be associated with the contract awarded under this RFP.

3. Pricing – refer to Attachment B “Bid Template GCISD”. This document must be completed in its entirety for consideration. Specifications are as follows:

Pricing to be based on close-of-business curve date provided in Attachment B.

Price components: indicate the applicability of each price component, noting whether they are included in the contract price, a pass-through charge at no additional cost, or not applicable. Refer to Attachment C “ERCOT Pricing Component GCISD”. This document must be completed in its entirety for consideration.

Consultant Fee – REP responses to include $0.001/kWh as Consulting Fee in the energy price, payable to Amerex. Amerex’s Consulting Fee is to be paid upon monthly receipt of GCISD’s payments to the winning bidder awarded a contract under this RFP.

4. Product Structure: Conventional Power - Fixed Price Description: Fully fixed price to the load zone, inclusive of all known supply-side components, load following

Regarding bandwidth, the District requests quotations to be inclusive of 100% full swing, unlimited bandwidth with no MAC clauses

Including a 15% add/delete provision

Terms: 1 - 5 years

The only pass-through charges will be TDSP charges and taxes, if applicable

Suppliers to:

Advise term allowances for add/delete language (e.g. gross or net)

Provide an estimate of TDSP charges

Advise if a standing monthly meter charge will apply

Include basis costs from hub to load zone in the fully fixed price. Additionally, REP to list the value of this cost separately.

Incremental Ancillary Services & Securitization costs as a result of ERCOT’s market redesign to be included in REP fixed price. REP to confirm details accordingly.

I have read and understand this Attribute

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Attachment List

The following documents are provided as attachments. They should each be reviewed carefully and utilized appropriately for you response.

Attachment A - GCISD Electric Meter List Attachment B - Bid Template

File type File name pdf

Supplier Response Quick Tutorial OFFER FORM fillable (3) IRS Form W9 - March 2024 Conflict of Interest (COI)

Attachment A - GCISD Electric Meter List Attachment B - Bid Template xlsx (same)

Usage Data OncorSummaryUsageData_2b38affc-561f-fbb0-d94d-3946d50afb08 OncorSummaryUsageData_31c04439-4d2b-9679-f957-64bf98129767 OncorSummaryUsageData_32c23e32-e22e-2cd1-f0cc-0dc09bd9826e OncorSummaryUsageData_589c92cc-67db-70f2-7d3b-fbb616288dd2 OncorSummaryUsageData_b838b908-21e0-b6b3-17f9-f701c6903336 OncorSummaryUsageData_cdd01a2e-2436-0b7f-d94d-fea6e487531f

SMT_10443720002180667

SMT_10443720002688385

SMT_10443720006343781

SMT_10443720006786957

SMT_10443720007624391

SMT_10443720008047262

SMT_10443720008081244

I have read and understand this Attribute.

Required Qualifications

Respondents will be qualified according to the following general criteria:

1. Certified by Texas Public Utility Commission as an REP

2. Minimum two (2) years in retail energy sales in state of Texas

3. Acceptable financial status

4. Minimum two (2) years of experience working with Texas K-12 education

5. Implement switching of service without interruption of service

6. Evidence of best-in-class billing practices

7. Ability to provide service management and customer care

I understand and will demonstrate this attribute.

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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 Enrollment

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

Middle Schools Enrollment

Colleyville Middle 609

Cross Timbers Middle 809

Grapevine Middle 613

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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 Childhood PK-3 & PK-4 Enrollment

Early Childhood Development Center 66

Total Enrollment

*As of April 2026

13,826

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General Performance Requirements

1. Performance shall commence upon execution of the contract by the GCISD Board President or designee and a signed Purchase Order has been issued to the vendor. Thereafter, all work shall be coordinated, reviewed, and approved by the District Representative, or designee.

2. The scope of this Contract and requirements of the District as described in the RFP shall not be considered as binding on the District, and the scope of services awarded actually may be less than or greater than projected.

3. Proposer warrants that all services performed under any resulting Contract will be of the type and quality specified, and the District may reject and/or refuse Services, which fall below the quality specified in the RFP and resulting Contract.

4. Failure by the Proposer to make reasonable progress in accordance with the approved performance schedule shall entitle the District to seek services from alternate sources wherever available, with the right to seek reimbursement from the Proposer for amounts, if any, paid by the District over and above the Contract price.

5. All services performed under this Contract, as required by the RFP shall be performed in the highest quality workmanship and shall in every respect meet or exceed the industry standards for this type Contract.

6. Failure of Proposer to fully comply with the terms and provisions of this Contract shall constitute grounds for declaring the Proposer in default of the Contract.

7. The responsibility for compliance with this solicitation and the subsequent contract shall be with the Proposer.

8. Should the District enter into an agreement as a result of this RFP, Proposer agrees that the District is a valued and substantial customer of the Proposer, and agrees that the District shall enjoy a “most favored customer” status.

The District is able to change rates, equipment, and participate in promotional activities of the Proposer at an equal rate to the lowest rates given to governmental, public, or individuals for similar volumes of similar products and services. Any renegotiations will take place between the District and Proposer at times and place convenient to both.

10. Re-negotiation of rates, payments, and other necessary or desirable changes in a resulting agreement will take place between the District and Proposer at times and place convenient to both. Notwithstanding, no increase or decrease in rates or payments may be made without written consent of both parties, and countersigned by the appropriate designated representatives.

11. Whenever the Proposer encounters any difficulty which is delaying or threatens to delay timely performance (including actual or potential labor disputes, service interruptions, or other), the Proposer shall immediately give notice thereof in writing to the District, stating all relevant information with respect thereto. Such notice shall not in any way constitute a basis for an extension of the delivery or performance schedule or be construed as a waiver by the District of any right or remedies to which it is entitled by law or pursuant to provisions herein. Failure to give such notice, however, may be grounds for denial of any request for an extension of the delivery or performance schedule because of such delay.

III.

Evaluation and Award

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Initial Review of Proposals

Any vendor/contractor determined non-responsible or any proposal determined non-responsive will not be evaluated further. The vendor/contractor will be notified of a non-responsible or non-responsive determination.

Responsive In order for a proposal to be responsive:

ALL required forms listed above shall be signed and included with proposal; Proposal shall be received prior to the RFP opening date at the address listed on the cover page; Proposal shall respond to the entire scope of service and performance requirements as requested.

Responsible In order for a proposal to be responsible, the vendor/contractor shall be in good financial standing with the Texas Comptroller of Public Accounts.

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

Competitive Selection / Evaluation

A.

The District will evaluate and compare those proposals that are complete as to form and information according to the criteria required of Texas Education Code 44.031 (b). A major deficiency in any identified area may disqualify a proposal submission. It is not the policy of the District to purchase on the basis of price alone.

Consistent with state law and district policy, this RFP does not commit the district to award a contract. The district reserves the right to accept or reject any or all proposals and/or award in whole or in part any proposal if the district determines it is in the best interest of the district to do so. The district also reserves the right to waive any minor informalities in order to take the action which it deems to be in the best interest of the district.

B.

The District anticipates the evaluation process may include multiple levels of evaluation. Evaluation levels may include but not limited to the following:

Phase 1: Initial review of the proposal by the district’s evaluation team.

Phase 2: Interviews and/or presentations of top proposals from Phase 1, followed by administrative review of finalist(s) and award recommendation.

The District shall evaluate various factors to determine which vendors will be selected based on, but not limited to the following:

PHASE 1

Criteria Points Experience and Qualifications 10 Approach and Methodology Quality of Vendor's goods/services Extent to which goods/services meet needs of GCISD 10 Reputation of the vendor and of the vendor's goods or services 10 Vendor's past relationship with GCISD and other education institutions 5 Purchase price 60 Total long-term cost to acquire vendor's goods/services Texas Resident Bidder (Parent Company in TX) The ability of the District to comply with laws and rules relating to historically underutilized businesses Other Relevant Factor - Financial Stability of respondent 5 Other Relevant Factor Total Points 100

PHASE 2 (optional)

Criteria Points

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Interview/Presentation Best and Final Offer (BAFO) 35 Negotiated/Updated Financial Proposal Other Relevant Factor Phase 1 score Total Points (Phase 1 + 2) 135

Negotiations may be a part of this process; therefore, the services and/or specifications of the proposed may be altered during the negotiation period. However, the respondents are encouraged to submit their most competitive pricing the first time though on the response form. If all other requirements are met initially there may not be any need for negotiation with any respondent.

The District reserves the right to solicit additional information from the Proposers, or any one Proposer, should the District deem such information necessary. The District reserves the right to conduct any tests, evaluations or comparisons it deems necessary to complete the evaluation process.

Depending on the nature and/or subject matter of the RFP, it may be necessary to conduct interviews of the firms or individuals to learn more information and get acquainted with individuals proposed as potential service providers.

The District will consider all applicable factors in determining which proposal is in the best interest of the District.

The District reserves the right to reject any, all, or part of the proposals and to accept any advantage considered beneficial to the District. The District reserves the right to waive any information or minor technicalities or to accept any proposal deemed advantageous to the District.

Award Process

The Board of Trustees for the District is expected to take action on this proposal on an as needed basis. If awarded, the successful vendor will receive notice by email, which when received by the vendor will result in a binding contract without further action by either party, unless the proposal requires the District to sign additional contract documents and they were included with the proposal submission. In that situation a binding contract will take place when all contract documents have been signed by both parties.

The Award of Contract may be to one, all, some, or none of the Proposers at the sole discretion of the District.

Award of contract, if it be awarded, will be made by the District to the Proposer(s) whose proposal is determined to be the most advantageous to the District, taking into consideration the relative importance of price and other evaluation factors. It is estimated that the recommended award may be made within 120 days after the opening of the proposals, but not before the District's next monthly meeting. No award will be made until after investigations are made as to the responsibilities of the Proposers.

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

IV.

Proposal Format & Contents

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Create separate document(s)

A. Proposal

The proposal itself shall be organized in the following format and information sequence:

Section I - Preface / Cover Letter The Proposer shall provide an executive summary of two (2) pages or less, which gives in brief concise terms, a summation of the proposal.

Section II - Summary of Experience This section shall contain the full name and address of the contractor submitting the proposal and a brief summary of the contractor’s experience and individual experience for personnel who will provide this product or service.

Section III - Approach to Services, Methodology This section should address the RFP - Section II Scope of Service and Performance Requirements.

Identify and include all relevant information pertinent to an evaluation committee.

Section IV - Key Personnel Include bios, license numbers and proposed team organization chart.

Section V - Additional References Provide any additional references not already provided in the Attributes with their full contact information.

Appendix I - Resume(s) of Key Personnel Two (2) pages or less

B. Financial Proposal (separate files)

Attachment B - Bid Template Attachment C - ERCOT Price Components

C. Required & Requested Forms (separate files) Complete and upload documents separately as determined in the Attributes

V.

Contract Terms and Conditions, Requirements, Notices and Declarations

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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:

Vendor Proposal Attachment B - Bid Template Attachment C - ERCOT Price Components Bid / Proposal Offer Form Vendor Proposed Contract Document (word format preferred for legal review)

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.

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

Vendor Proposal

Attachment B

Attachment C

Required - Bid / Proposal Offer Form

Vendor Proposed Contract

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.

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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 and material sold to the District.

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.

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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.

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.

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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 terms, conditions and specifications of the awarded contract and the proposer shall be responsible for proper performance of the contract by its subcontractor(s).

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.

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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 - Member, Place 1, Dalia Begin - President - Place 2, Matt Foust - Vice President - Place 3, Kathy Florence-Spradley - Member - Place 4, Matthew White - Member - Place 5, Lindsey Sheguit - Member - Place 6, Darrell Brown - Secretary - Place 7, Dr. Jason Adams - 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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