Educational_Interpreting_Services.pdf

RFP #2519YT

EDUCATIONAL INTERPRETING SERVICES

To be used by multiple campuses and departments.

Issued by:

Yvonne Trevino

Email: yvonnetrevino@katyisd.org

Katy ISD Purchasing Department

URL: https://www.katyisd.org/purchasing/home

Phone: (281) 396-6260

Submittal Deadline

Date: Monday, August 3, 2026 at 2:00 pm https://www.katyisd.org/purchasing/home

TABLE OF CONTENTS

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

Trevino immediately.

1. NOTICE OF INTENTION

2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS

3. SPECIAL TERMS AND CONDITIONS

4. SCOPE & SPECIFICATIONS

5. EVALUATION & AWARD OF RFP

6. EVALUATION CRITERIA

7. PRICING / DELIVERY INFORMATION

8. COST PROPOSAL

9. PROPOSAL QUESTIONNAIRE

10. Attachments

1. NOTICE OF INTENTION

Katy Independent School District (“Katy ISD” or the “District”) is issuing this Request for Proposals (RFP) for the procurement of Educational Interpreting Services, in accordance with Texas Education Code § 44.031(a)(3). For information regarding the RFP process, contact the Purchasing Department at (281) 396-6260.

The initial term of this contract will be for one (1) year. The first year of contract shall be from September 1, 2026, through August 31, 2027, with the option to renew annually for up to an additional four (4) years, provided any subsequent renewal is agreed to in writing by both parties.

If all renewals are exercised, the contract term for vendors awarded under this solicitation, shall end on August 31, 2031.

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

Non-Electronic Bidding

Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77494.

2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS

2.1. Description

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

2.2. Request for Proposals (RFP) Documents

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

2.3. Tentative Timetable

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

Item Activity Date & Time

(all times listed as CST)

1 Solicitation starts to advertise (1st run) Sunday, June 28, 2026

2 Solicitation starts to advertise (2nd run) July 5, 2026

3 Pre-Proposal Conference N/A

4 Deadline for Questions Thursday, July 16, 2026 at 2:00 pm

5 Deadline for submission of responses Monday, August 3, 2026 at 2:00 pm

6 Demonstrations / Interviews N/A

7 Anticipated Board Meeting Approval N/A

The table above is only an estimate and may vary.

2.4. Requirements for Responses

A. Respondents must submit solicitations by Monday, August 3, 2026 at 2:00 pm (CST). Please refer to the “Special

Terms and Conditions” section to ensure that you submit all required information in the Katy ISD OpenGov

System.

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

2.5. Rights Reserved by Katy ISD and Restrictions on RFP Process

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

Request for Proposals.

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

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

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

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

RFP.

F. The District may elect to issue supplemental solicitations and award additional vendors for the same or similar items/services during the contract term, if it is determined to be in the best interest of the District.

Supplemental solicitations will have the same solicitation number followed by an alpha character (i.e., Proposal

XXXX-A). Vendors that have responded successfully to the original or a supplemental solicitation do not have to respond to other supplementals.

2.6. Questions and Clarification

A. Questions regarding the requirements specified in this solicitation must be submitted within the Katy ISD

OpenGov System before Thursday, July 16, 2026 at 2:00 pm.

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

3. SPECIAL TERMS AND CONDITIONS

3.1. Description

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

3.2. Compliance with Terms and Specifications

Vendors are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP. Any exceptions to the terms, conditions and/or specifications shall be conspicuously noted by the

Vendor in writing on the provided deviations form and shall be included with the response. Each vendor, by submitting a response, represents that they have read and understand the RFP.

3.3. Required Response Format

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

3.4. Interpretation

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

3.5. Submission Deadline

Proposals shall be received no later than the submittal day and time deadline in the Katy ISD OpenGov System. No provisions or exceptions are made for late submissions due to the actions or consequences of the Vendor or a third-party. Any responses received after the submittal deadline date and time will be disqualified.

3.6. Submission Format

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

Non-Electronic Bidding

Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77493.

3.7. Vendor Information

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

3.8. Addendum

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

3.9. Disqualification

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

3.10. District Locations

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

3.11. No Return of Responses; Withdrawal of Responses

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

3.12. Open Records Policy

CONFIDENTIAL INFORMATION: If a Respondent submits any information considered to be proprietary, trade secret, or otherwise confidential, the Respondent must identify all such information in the bid by conspicuously noting in writing on the provided Confidentiality Form and shall be included with the response. If the Respondent fails to identify confidential information as set forth in this paragraph, it agrees that by submission of its response that the entirety of the response shall be deemed non-confidential and non-proprietary and shall be made available to the public upon request. All responses and parts of responses which are not marked as confidential will automatically be considered public.

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

In the event Katy ISD receives a request for portions of a response marked as “Confidential Information” as specified above, Katy ISD shall forward such request to the Office of the Texas Attorney General for an opinion on whether such information may be withheld from disclosure under the Texas Public Information Act. Katy ISD will notify Respondent whose response is the subject of the request when the information is forwarded to the office of the Attorney General.

Katy ISD assumes no obligation for asserting legal arguments on behalf of Respondent. Respondents are advised that

Katy ISD is obligated to comply with the decision of the Attorney General, including any such decision calling for the release of information marked as “Confidential Information” by a Respondent.

3.13. Responsible Vendor

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

3.14. Responsive Submissions

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

https://www.katyisd.org/district-maps

3.15. Demos/Interviews

Katy ISD reserves the right to create a short list of vendors based on factors listed in the evaluation criteria. Interviews may be scheduled with short listed vendors. Should the evaluation committee decide to interview or conduct demos the date, time and location will be announced.

3.16. Environmental Initiatives

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

3.17. Similar Products

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

4. SCOPE & SPECIFICATIONS

4.1. Request for Proposals Defined

The intention of this Request for Proposals (RFP) is to solicit responses for Educational Interpreting Services. Katy ISD is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education

Code Section 44.031 Purchasing of Contracts, Subsection (a)(3) Request for Proposals. For information regarding the RFP process, contact the Purchasing Department at (281)396-6260.

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

4.2. Product Specifications

It is the intention of Katy ISD to establish one or more contract(s) with highly qualified Vendor(s) for Educational

Interpreting Services. Katy ISD is soliciting responses for interpreting services that ensure effective communication between students, parents/guardians, and school personnel and to include assistance with the completion of full individual evaluations, parent meetings, consent meetings, REED meetings and ARD facilitation. Full individual evaluations (psychoeducational assessments, speech language evaluations, psychological evaluations) are needed to determine eligibility for specially designed instruction. In order to assess children with limited English proficiency, interpreter services are needed. The use of an interpreter is required to provide evaluation services in a language that the student understands. Additionally, parents must receive all information regarding evaluation and services in a language that the parent understands. Thus, interpreters are required at parent meetings, consent meetings, Review of

Existing Evaluation Data (REED) meetings and admission, review and dismissal (ARD) meetings, as well as during evaluations of students who are English language learners.

Educational Interpreter Services are needed for:

• Attend meetings and interpret for the parent and/or student

• Admission, Review and Dismissal (ARD) Committee meetings

• Individualized Education Program (IEP) meetings

• Initial and reevaluation eligibility meetings

• Special Education assessments and evaluation

• Parent conferences related to special education services

• Student testing and assessment situations

• Section 504 meetings, when requested

• Other special education- related meetings and communications

Interpreter Qualifications:

• Demonstrate fluency in both oral and written English and the target language.

• Knowledge of educational, special education, and assessment terminology.

• Assist with completion of evaluations by providing interpreting services

• Be capable of accurately conveying technical terms, educational terminology, evaluation results, and procedural information.

• Maintain strict confidentiality regarding all student and family information in accordance with applicable privacy laws including the Family Educational Rights and Privacy Act (FERPA) and District requirements.

• Adhere to professional interpreter ethics, including accuracy, neutrality, confidentiality, and impartiality to all interpreting assignments.

• Experience interpreting in educational settings.

Proposal Requirements

• Successfully complete any background screening requirements established by the District.

• Submit Curriculum Vitae/Resume

• Evidence of fluency in English and other target language

Vendor Performance:

• Vendors are expected to complete ALL evaluations and meetings on or before the state mandated due date.

Key Performance Indicators (KPIs), metrics, other measurable data points or outcomes that may be referenced include but are not limited to the following:

• Specific performance (e.g. Rate per hour) and the minimum accepted standards of performance;

• History of successful oral translation / interpretation of a language other than English

• Any other pertinent indicators that can be measure and the desired outcomes to prove the quality of goods or services provided by the successful respondents.

4.3. Scope of Work

It is the intention of Katy ISD to request sealed proposals for RFP #2519YT Educational Interpreting Services. Katy ISD seeks qualified interpreting service providers to support compliance with federal and state requirements governing parent participation in special education programs. The District serves families who speak a wide variety of languages, interpreters are required to ensure that information regarding evaluations, eligibility determinations, educational programming, services, procedural safeguards, and Admission, Review, and Dismissal (ARD) Committee proceedings is communicated accurately and effectively in the parent’s primary language. The Contractor shall provide professional interpreting services that enable parents to fully understand and participate in decisions regarding their child’s education. Interpreting services include assistance with the completion of full individual evaluations, parent meetings, consent meetings, REED meetings and ARD facilitation. Full individual evaluations (psychoeducational assessments, speech language evaluations, psychological evaluations) are needed to determine eligibility for specially designed instruction. In order to assess children with limited English proficiency, interpreter services are needed.

Moreover, to comply with state and federal guidelines, all information provided to the parent must be provided in a language understandable by the parent. The parent population of Katy ISD includes parents who speak a variety of languages, therefore contract services are required to assist the district in maintaining compliance with state and federal mandated guidelines ensuring parents understand the special education process.

Successful Candidates:

• Demonstrate fluency in both oral and written English and the target language.

• Maintain strict confidentiality regarding all student and family information in accordance with applicable privacy laws including the Family Educational Rights and Privacy Act (FERPA) and District requirements.

• Demonstrates knowledge of educational, special education, and assessment terminology.

Respondents should be able to interpret information provided by the evaluators and committee to the (target) parent’s native language. Respondents should be familiar with educational terms in the target language and be able to state only what is said to the parent in an ARD and to the student in a testing situation.

4.4. No Guarantee of Quantities

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

4.5. IRS FORM W-9

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

Certification on file with Katy ISD.

4.6. Certificate of Interested Parties – FORM 1295

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

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

4.7. VENDOR CERTIFICATIONS

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

FEDERAL AWARDS.

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

4.8. Insurance Requirements

When applicable, Vendor shall maintain liability insurance, including non-owned automobile liability, Workmen’s

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

Katy Independent School DistrictInsurance Requirements for Independent Contractors Policy Type Individual

Presenters Company

Consultants Rentals - In-

District Construction, Installation, Renovation, Building

Modifications, Service, Maintenance or Repair Projects Charter Bus

Service Private Lesson

Tutors Individual

Consultants

As determined by contract Inflatable

Bouncers

Carnival Rides

Small Projects

Less than 4 Days and/or $10,000

Medium

Projects $10,000 to < $25,000

Large Projects

Equal to or

Greater than $25,000

Commercial General Liability

BI & PD Each Occurrence Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 BI & PD General Aggregate Not Required 1,000,000 1,000,000 600,000 1,000,000 1,000,000 1,000,000 Products & Completed Operations Not Required 1,000,000 1,000,000 600,000 1,000,000 1,000,000 1,000,000 Personal & Adv Injury Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 Sexual Assault and Molestation Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 Fire & Legal Liability Not Required 100,000 100,000 50,000 100,000 100,000 100,000 Medical Expenses Not Required 5,000 5,000 5,000 5,000 5,000 5,000

Commercial Auto Liability Not Required

Bodily Injury Each Person Not Required 100,000 100,000 100,000 100,000 1,000,000 1,000,000 Bodily Injury Each Accident Not Required 300,000 300,000 300,000 300,000 2,000,000 2,000,000 Property

Damage Each Occurrence Not Required 100,000 100,000 100,000 100,000 $250,000 $250,000

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

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

Over GL, Auto & Workers' Comp Not Required 1,000,000 One times the contract amount for contracts exceeding $1M up to $25M.

$1M minimum.

5,000,000

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

Not Required No No No No No No

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

Value of Project Full Insurable

Value of Project N/A

Owners' & Contractor's Protective

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

Professional Errors & Omissions Liability for certified professionals As Requested based on project.

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

Insurance Company "AM Best" Rating A-VII A-VII A-VII A-VII A-VII A-VII

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

Bonds

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

Other

Bodily Injury & Property Damage Injury

Releases Yes

5. EVALUATION & AWARD OF RFP

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

5.1. Formation of Contract

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

5.2. Non-Exclusive Contract

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

5.3. Awards

Awards will be made to the successful vendor(s) for the total line of products and services submitted. Awards will be based on the criteria set forth within this document. Katy ISD reserves the right to award contracts to multiple vendors if these vendors offer items that are unique and have value to Katy ISD. Katy ISD shall comply with the Texas Public

Information Act in the event Katy ISD receives an open records request for information relating to responses submitted in response to this RFP.

5.4. Purchase Orders

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

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

5.5. Invoices

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

5.6. Inspection & Acceptance

Awarded vendor(s) shall deliver the goods or services procured on this contract to the Katy ISD Department issuing a

Purchase Order. If delivery is not or cannot be made within proper time period, the awarded vendor must receive authorization from the issuing Katy ISD Department for the delayed delivery. If defective or incorrect goods are delivered, Katy ISD may make the determination, in its sole discretion, to return the goods to the vendor at no cost to

Katy ISD. The vendor agrees to pay all shipping and handling costs for any such return shipment. The vendor also shall be responsible for arranging the return of the defective or incorrect goods.

mailto:AP@KatyISD.org

5.7. Payment Terms

Payment will be made upon receipt and acceptance by Katy ISD of item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code VTCA. As required by law, the awarded contractor is required to pay subcontractors within ten (10) days from the receipt of this payment.

5.8. E-Payables Solution

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

ISD.

6. EVALUATION CRITERIA

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

Texas Education Code § 44.031:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Purchase Price

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

Points Based 30 (30% of Total)

2. Reputation of the Vendor and of the Vendor’s goods or services

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

Points Based 10 (10% of Total)

3. Quality of the vendor’s goods or services Points Based 15 (15% of Total)

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

(15% of Total)

5. Vendor’s past relationship with the district or similar size district. If no experience with the

District, then with an entity of similar size and scope.

Points Based 5 (5% of Total)

6. Long-term cost to the district to acquire the

Vendor’s goods or services Points Based 10

(10% of Total)

7. Extent to which the Vendor agrees to and/or deviates from Katy ISD’s Solicitation

Information and Instructions, Standard Terms and Conditions and Special Terms and

Conditions

Points Based 10 (10% of Total)

8. Any other relevant factor specifically listed in the solicitation Points Based 5

(5% of Total)

7. PRICING / DELIVERY INFORMATION

7.1. Pricing

Vendors must provide pricing in the Katy ISD OpenGov System (including any additional pricing examples and pricing discount schedules) that need to be submitted to provide Katy ISD with a comprehensive catalog. Catalog/price lists must be included in the Vendor’s proposal.

7.2. Tax Exemption

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

7.3. Percentage Discount

If applicable, respondents should provide a discount off shelf, catalog, price list and/or website. The actual cost to Katy

ISD will be the price less the percent discount quoted by the vendor in this proposal. Completing the Discount Section –

If offering current shelf, catalog, list, or website pricing only, with no additional discounts, so indicate on the Discount

Section of the proposal form in the ‘PERCENTAGE DISCOUNT’ column with 0% as the discount to be taken from the purchase total. The discounts requested will be a percentage off (-) current shelf, catalog, website and/or published price list(s).

7.4. Firm Pricing

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

7.5. Freight / Delivery / Inspection & Acceptance

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

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

8. COST PROPOSAL

INTERPRETATION SERVICES

Line Item No Bid Description Quantity Unit of

Measure Unit Cost Total Custom

1 Educational Interpreter - During School

Business Hours 1 Hourly

2 Educational Interpreter - Outside School

Business Hours 1 Hourly

3 ARD/IEP Meeting Interpretation - During

School Business Hours 1 Hourly

4 ARD/IEP Meeting Interpretation - Outside

School Business Hours 1 Hourly

5 Educational Assessment/Test

Interpretation - During School Business

Hours

1 Hourly

6 Educational Assessment/Test

Interpretation - Outside School Business

Hours

1 Hourly

7 Remote Video Remote Interpretation (VRI)

- During School Business Hours 1 Hourly

8 Remote Video Remote Interpretation (VRI)

- Outside School Business Hours 1 Hourly

9 Telephonic Interpretation (OPI) - During

School Business Hours 1 Hourly

10 Telephonic Interpretation (OPI) - Outside

School Business Hours 1 Hourly

11 Emergency Interpreting Services - During

School Business Hours 1 Hourly

12 Emergency Interpreting Services - Outside

School Business Hours 1 Hourly

TOTAL

LANGUAGE SPECIFIC PRICING

Line Item No Bid Description Quantity Unit of

Measure Unit Cost Total

1 Spanish Interpretation

- During School

Business Hours

Measure Unit Cost Total

2 Spanish Interpretation

- Outside School

Business Hours

1 Hourly

3 Vietnamese

Interpretation - During

School Business Hours

1 Hourly

4 Vietnamese

Interpretation -

Outside School

Business Hours

1 Hourly

5 Mandarin Chinese

Interpretation - During

School Business Hours

1 Hourly

6 Mandarin Chinese

Interpretation -

Outside School

Business Hours

1 Hourly

7 American Sign

Language (ASL) -

During School Business

Hours

1 Hourly

8 American Sign

Language (ASL) -

Outside School

Business Hours

COMMUNICATION ACCESS REALTIME TRANSLATION SERVICES(CART)

Measure Unit Cost Total

1 CART Services - During

School Business Hours 1 Hourly

2 CART Services - Outside

School Business Hours

ADDITIONAL LANGUAGES NOT LISTED WITH PRICING

Line Item No Bid Description Quantity Catalog Link Unit Cost Total

1 Attach Catalog Link with Additional

Languages Not Listed

1 Catalog Link

ADDITIONAL SERVICES - NOT LISTED

Measure Unit Cost Total

1 Attach Catalog Link to

Additional Services Not

Listed

1 Catalog Link

9. PROPOSAL QUESTIONNAIRE

1. Introduction

Proposers are required to respond to all requests identified in this solicitation, including this Questionnaire and indicate acceptance to the terms of this solicitation. A response is equivalent to an electronic signature and is legally binding.

1.1. Do you understand the information provided?*

☐ Please confirm

*Response required

1.2. I, as the authorized signatory to the company, agree to apply with all terms and conditions contained in this solicitation and any contract resulting from this procurement process.*

☐ Please confirm

*Response required

1.3. Authorized Signatory for Contractor*

*Response required

1.4. Title*

*Response required

1.5. Authorized Signatory Email Address*

*Response required

2. General Vendor Information

2.1. Vendor Name*

*Response required

2.2. Do you have a DBA (Doing Business As)*

☐ Yes

☐ No

*Response required

When equals "Yes"

2.2.1. DBA Name (Doing Business As)*

*Response required

2.3. Contact Person for order placement*

*Response required

2.4. Company Address*

Street

City, State, Zip Code

*Response required

2.5. Contact phone number*

*Response required

2.6. Do you have different email addresses for Contact and Purchase Order Delivery?*

☐ Yes

☐ No

*Response required

When equals "Yes"

2.6.1. Contact Email*

*Response required

When equals "Yes"

2.6.2. Purchase Order Delivery Email*

*Response required

When equals "No"

2.6.3. Email address for Contact and Purchase Order Delivery*

*Response required

2.7. Terms and Conditions

This solicitation shall be governed by the documents incorporated herein as well as the Katy ISD Standard Terms and

Conditions posted on the Purchasing Department's website and included as a supporting documents for this solicitation.

Download and review Katy ISD Terms & Conditions, you do not need to upload documents.

• KISD_Standard_Terms_and_Con...

2.8. Do you understand the Terms and Conditions provided? *

☐ Please confirm

*Response required

3. Deviations

By submitting a response, the Vendor represents that they have read and understand the solicitation. Any exceptions to the terms, conditions, and/or specifications shall be conspicuously noted by the Vendor in writing on the Deviations

Form provided and uploaded with your submission. The Deviation Form must be signed. You may duplicate or attach additional documents as needed.

Failure to include a signed Deviation Form will be interpreted to infer that Vendor agrees to all terms as outlined in the specifications and RFP documents with no exceptions.

3.1. Do you have any deviations?*

Select yes to include the deviation form with your submittal

☐ Yes

☐ No

*Response required

When equals "Yes" https://government-project.s3.us-west-2.amazonaws.com/233281/4d6c0945-1719-4c79-8c4d-57f5c907dd00_KISD_Standard_Terms_and_Conditions_2025.pdf

3.1.1. Deviation Form*

Please download the below documents, complete, and upload. Failure to include a signed Deviation Form will be interpreted to infer that Vendor agrees to all terms as outlined in the specifications and RFP documents with no exceptions.

• DEVIATION_FORM.pdf

*Response required

4. General Provisions for Purchasing Solicitations and Contracts

4.1. Can you meet all bid specifications as written in this proposal? *

☐ Yes

☐ No

*Response required

4.2. Please indicate whether your firm is certified as a Historically Underutilized Business (Minority, Woman-

Owned, Disadvantaged, Service-Disabled Veteran Owned Small Business, SBA-8A, or other approved targeted business enterprise). *

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.1. Please select all that apply. *

Select all that apply

☐ Minority

☐ Woman-Owned

☐ Disadvantaged

☐ Service-Disabled Veteran

☐ SBA-8A

☐ Other approved targeted business enterprise

*Response required

4.3. Central Texas Purchasing Alliance (CTPA) - Is the Respondent willing to extend the pricing from any contract that may result from this solicitation to other CTPA members of local government entities in Texas? Please be advised that the award of this solicitation by Katy ISD is not contingent upon your agreement to the above request. If you agree to extend to any other agencies, each agency will be responsible for issuing and administering its own contract.*

☐ Agree

☐ Disagree

*Response required

5. District Purchase Order Policy and Agreement

Items and/or services are to be delivered or rendered to Katy Independent School District ONLY when a district approved purchase order has been received by your company. Under no circumstances, should items and/or services be provided to the District without a properly drawn District purchase order.

https://government-project.s3.us-west-2.amazonaws.com/215062/ff7d60ee-94ab-4dc7-80ac-07ad38f81d46_DEVIATION_FORM.pdf

If your company provides any item and/or service without a properly drawn District purchase order, you are NOT

GUARANTEED PAYMENT and the item and/or service you’re provided could be constituted as a donation to the District.

Please inform any staff member that handles the Katy Independent School District account of these procedures.

5.1. Do you agree to abide by this policy?*

☐ Please confirm

*Response required

6. Insurance

6.1. Have you read and understand the Insurance Requirements section of the solicitation? *

☐ Please confirm

*Response required

6.2. Can you provide liability insurance in compliance with Katy ISD’s requirements after you have been awarded? *

☐ Yes

☐ No

*Response required

When equals "No"

6.2.1. If you cannot provide insurance, submit a bodily injury waiver.*

Please download the below documents, complete, and upload.

• Bodily_Injury_Damage_Waiver...

*Response required

7. Certificate of Residency

Per Chapter 2252, Subchapter A of the Texas Government Code, the District must determine residency of vendor. Is respondent's principal place of business in the State of Texas?

The following provision does not apply to a contract involving federal funds.

“Resident bidder” refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state.

“Nonresident bidder” refers to a person who is not a resident.

7.1. I certify that my company is a “RESIDENT BIDDER”:*

☐ Yes

☐ No

*Response required

When equals "No"

7.1.1. I certify that my company is a “NONRESIDENT BIDDER” My resident state is:*

*Response required

When equals "No" https://government-project.s3.us-west-2.amazonaws.com/220719/321cc8c3-ca53-4153-929e-e42ab60053f2_Bodily_Injury_Damage_Waiver.pdf

7.1.2. Does your “residence state” require bidders whose principal place of business is in Texas to under bid vendors whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract? *

☐ Yes

☐ No

*Response required

When equals "No"

7.1.3. If yes, add the amount or percentage here.

8. Felony Conviction Notice

Texas Education Code Chapter 22 requires entities that contract with school districts and their subcontractors to review criminal history information on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Katy ISD that they have complied and must obtain similar certifications from their subcontractors.

The notice must include a general description of the conduct resulting in the conviction of a felony.”

Subsection (b) provides “a school district may terminate a contract with a person or entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction.” This notice is not required of a publicly-held corporation. If notice is required of Contractor, then

Contractor shall attach a statement providing a person or an owner operator of the business entity has been convicted of a felony and a general description of the conviction and conduct resulting in the conviction of a felony.

8.1. Do you agree to abide by this policy?*

☐ Agree

☐ Disagree

*Response required

8.2. I, the undersigned for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. *

☐ A publicly held corporation, therefore this reporting requirement is not appliable.

☐ No, my firm is not owned or operated by anyone who has been convicted of a felony.

☐ Yes, my firm is owned/operated by someone that has/have been convicted of a felony.

*Response required

8.3. If you have chosen yes, use this section to add Name(s) and details of conviction(s). You are also welcome to submit additional information if needed, please submit with your proposal.

Name (s);

Conviction (s);

9. Criminal History Requirements for School District Contractors and Subcontractors

I. Background: Texas Education Code Chapter 22 requires entities that contract with school districts and their subcontractors to review criminal history information on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Katy ISD that they have complied and must obtain similar certifications from their subcontractors.

II. Definitions:

Covered Employees: Employees of a contractor who have or will have continuing duties related to the contracted service(s) to be performed at a school district and have or will have the opportunity for direct contact with students.

Katy ISD will be the final arbiter of what constitutes continuing duties and direct contact with students.

Public Works Exception to Covered Employees: Covered employees do not include employees of a contracting or subcontracting entity that is providing engineering, architectural, or construction services on a project to design, construct, alter, or repair a public work if: (1) the public work does not involve the construction, alteration, or repair of an instructional facility as defined by Texas Education Code Section 46.001; (2) the employee’s duties will be completed more than seven (7) days before a new instructional facility will be used for instruction; or (3) for an existing instructional facility, the work area contains sanitary facilities separated from all areas used by students by a fence at least six (6) feet high, and the Contractor adopts, informs employees of, and enforces a policy prohibiting employees and any subcontractor’s employees from interacting with students or entering areas used by students.

Disqualifying Criminal History: A felony or misdemeanor offense that would prevent a person from being employed under Texas Education Code § 22.085(a); that is, if at the time of the offense, the victim was under 18 or was enrolled in a public school including:

a. a felony offense under Title 5, Texas Penal Code;

b. an offense on conviction for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or

c. an offense under federal law or the laws of another state that is equivalent to (a) or (b).

III. Recent Changes to Access Policies: School contractors are no longer permitted access to national criminal history record information (NCHRI) through the Texas Department of Safety (DPS) Clearinghouse unless specifically authorized by the National Child Protection Act (NCPA).

Contractors that are considered qualified entities under the NCPA must create an account with DPS to access NCHRI through the DPS clearinghouse. You may contact the DPS for questions regarding access and assistance with creating accounts and obtaining criminal histories.

School contractors that no longer are eligible to access NCHRI through the DPS clearinghouse may review and certify state criminal history information to the extent available outside of the DPS clearinghouse for those persons employed before January 1, 2008.

All other persons for whom NCHRI is required to be reviewed but whose national criminal history information cannot be accessed by the school contractor will be fingerprinted by the District using the Local Education Entity (LEE) Fast Pass option so that NCHRI can be reviewed before providing services.

9.1. Select one below: *

On behalf of __________________________________ (“Contractor”), I, the undersigned authorized signatory for Contractor, certify to the Katy Independent School District (“Katy ISD” or “the District”) the following in regards to contractor and/or contractor’s employees or subcontractors

I also certify to the District on behalf of Contractor that Contractor has obtained certifications from its subcontractors of compliance with Texas Education Code chapter 22.

Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.

☐ NONE OF CONTRACTOR’S EMPLOYEES ARE COVERED EMPLOYEES. IF THIS BOX IS CHECKED, I FURTHER CERTIFY THAT

CONTRACTOR HAS TAKEN PRECAUTIONS OR IMPOSED CONDITIONS TO ENSURE THAT ITS EMPLOYEES WILL NOT

BECOME COVERED EMPLOYEES. CONTRACTOR WILL MAINTAIN THESE PRECAUTIONS OR CONDITIONS THROUGHOUT

THE TIME THE CONTRACTED SERVICES ARE PROVIDED.

☐ SOME OR ALL OF CONTRACTOR’S EMPLOYEES ARE COVERED EMPLOYEES. IF THIS BOX IS CHECKED, I FURTHER

CERTIFY THAT: 1) Contractor has complied with the requirements of Section 22 of the Texas Education Code, and none of its covered employees has a disqualifying criminal history 2) Contractor, its covered employees and its subcontractors will comply with any and all reasonable requests from Katy ISD in facilitating criminal history reviews that are mandated by state and federal law, including but not limited to the provision of a list of covered employees prior to the provision of services, provision of updated lists upon changes to personnel providing services to Katy ISD, and notification within two days of the end of service of any covered employee 3) Contractor acknowledges that covered employees will not provide services until completion of the required reviews of criminal history information

*Response required

10. Certification Regarding Debarment

Per Title 34, Code of Federal Regulations, 80.35, “Grantees and subgrantees must not make any award or permit any award (subgrant or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension.

(Before completing certification, read the instructions below.)

Instructions For Suspension/Debarment Certification Statement:

1. By signing and dating the certification statement, the bidder certifies that neither it nor any of its principals (e.g., key employees) has been proposed for debarment, debarred or suspended by a federal agency on the date signed.

2. The prospective bidder shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective bidder learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

3. Federal and State penalties exist for vendors and districts that knowingly enter into contracts with suspended/debarred persons.

10.1. Please check one choice below:*

☐ The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

☐ When the…