ESBD_434200_1752063000146_Bid Invitation.pdf

26-001

SHARS Medical Reimbursement

Issue Date: 7/11/2025

Questions Deadline: 7/17/2025 12:00 PM (CT)

Response Deadline: 7/25/2025 12:00 PM (CT)

Procurement Services

Contact Information

Contact: CJ Watts - Contract Specialist Address: Procurement Services

Gordon M Anderson Leadership Center 16717 Ella Blvd Houston, TX 77090

Phone: (281) 891-6465 Fax: (281) 891-6466 Email: contracts@springisd.org

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 1 of 32 pages

Event Information

Number: 26-001 Title: SHARS Medical Reimbursement Type: Request for Proposals Issue Date: 7/11/2025 Question Deadline: 7/17/2025 12:00 PM (CT) Response Deadline: 7/25/2025 12:00 PM (CT) Notes: The Spring Independent School District ("District") requests competitive sealed proposals for the purpose of identifying a vendor(s) to supply SHARS Medical Reimbursement to support the needs of the District, in accordance with the terms, conditions and specifications established within this Request for Proposals (RFP).

Proposals are due on or before 12:00 pm (CST) on JULY 25, 2025. An award recommendation will be made at the Spring ISD Board of Trustees meeting scheduled on SEPTEMBER 10, 2025. If the award recommendation is approved, the initial term of this contract ("Contract") will be for one (1) year from SEPTEMBER 11, 2025, through SEPTEMBER 10, 2026. Thereafter, the District reserves the right to either renew the contract annually for up to four (4) additional one-year terms ("Renewal Terms") or to extend the contract on a month-to-month basis to prevent a lapse in the contract term until the District re-bids the Contract.

Total estimated value of this contract is greater than $50,000 annually, depending on the District's needs over the contract period.

Spring ISD uses an online bidding system to post and receive bids electronically. To view the full specifications of this RFP and to submit a proposal, you must be registered as a vendor within our online system and must log in. For assistance with the online registration process, please contact Procurement Services at 281-891- 6465.

Billing Information

Address: Accounts Payable Gordon M Anderson Leadership Center 16717 Ella Blvd Houston, TX 77090-4299

Phone: 281 (891) 6000 Fax: 281 (891) 6006

Bid Attachments

STANDARD TERMS v10.24.24 FINAL.pdf Download

STANDARD TERMS & CONDITIONS GOVERNING THE PURCHASE OF GOODS AND SERVICES: 10.24.2024 - These Standard Terms & Conditions are requirements that are binding upon award of a Spring ISD Contract to the selected vendor(s). These terms communicate the District’s expectations with regard to the vendor's performance in connection with the District’s purchases. Vendors are cautioned to inform themselves fully on the terms and conditions hereinafter set forth prior to engaging with the District.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 2 of 32 pages https://springisd.ionwave.net//extract.aspx?e=3pgNNAIEVC0RO3S3kuj6~zXBTFaZlfNlo~AlmE37MXdTVq4CpA2jK~dfC8176vLammZ-131IrI9X7dJTAw8BLg https://springisd.ionwave.net//VendorLanding.aspx?e=iP5-daCzO88Y7ekCN5qS190jHiPfTY1JP3VDLAEe-pxO1DraOdx5F7zhklRXDqnDOo61idVpIYqnVpS9bFD6Dg fw9 (1).pdf View Online

**REQUIRED** Form W-9: This form is to be completed by all vendors submitting a bid response. The completed form must be uploaded to the District's online bidding system under the 'Response Attachments' tab.

Requested Attachments

Form W-9 (Attachment required)

**REQUIRED** - Form W-9: This form is to be completed by all vendors submitting a bid response. The completed form must be uploaded to the District's online bidding system under the 'Response Attachments' tab.

Company Summary & Narrative (Attachment required)

Company Summary & Narrative - Responding proposers are required to provide a Company Summary & Narrative of the related work that your company has provided to other organizations that are similar in size to the School District.

This narrative shall include the name, address, and contact information of the referred organization.

Bid Attributes

1 Scope of Work

The Spring ISD is accepting Proposals from qualified firms to provide SHARS/MEDICAID REIMBURSEMENT SERVICES on an as-needed basis under a multi-year contractual agreement. The term of the agreement shall be a one (1) year agreement with four (4) one (1) year extension clauses. Any and all fees associated with the services requested in this Solicitation must be disclosed in Vendor’s proposal. The Special Education Manager, or designee, will be the named primary contact for Spring Independent School District and will coordinate the purchases or services utilized under any contract resulting from this Request for Proposals.

The terms and conditions of this RFP will become part of any subsequent contract and, in case of conflict, the terms/conditions of the RFP take precedence over the District’s “standard” Services Contract.

2 Vendor Instructions

It is recommended that vendors review the information associated with this Request for Proposals (”RFP” or ”Solicitation”) in the following order:

1. Read the RFP document provided under the 'Attachments' tab (as applicable) to learn about the services requested by Spring ISD and the associated terms, conditions, and specifications of this solicitation and any resulting contract;

2. Read all the information listed under the 'Bid Attributes' tab to familiarize yourself with the information being provided or requested by the District;

3. Read all the information listed under the 'Line Items' tab (as applicable) to understand the pricing information requested by the District;

4. Gather the information you will need to prepare your proposal;

5. Provide all the required information (Bid Attributes), completed forms, and/or other documents (Response Attachments), as requested per the instructions in this Solicitation; and finally,

6. Submit your proposal prior to the bid submission deadline.

IT IS HIGHLY RECOMMENDED THAT VENDORS SUBMIT THEIR PROPOSALS AT LEAST FOUR (4) HOURS PRIOR TO THE ESTABLISHED BID SUBMISSION DEADLINE IN ORDER TO WORK THROUGH ANY ERRORS OR

MISSED RESPONSES YOU MAY BE ADVISED OF BY THE SYSTEM AS YOU TRY SUBMITTING YOUR

PROPOSAL. THE DISTRICT IS NOT RESPONSIBLE FOR ANY NON-SUBMITTED PROPOSALS CAUSED BY ANY REASON OUT OF THE DISTRICT'S CONTROL, INCLUDING BUT NOT LIMITED TO, IMPROPER PLANNING BY THE VENDOR TO SUBMIT A RESPONSE PRIOR TO THE SUBMISSION DEADLINE, INTERNET CONNECTIVITY

ISSUES, OR TECHNICAL DIFFICULTIES OF ANY KIND

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3 Pricing Requirements

1. Bid pricing shall remain fixed for the full initial term of this contract. Any requests for a price increase may be presented to the District for consideration only at the contract renewal points and must be accompanied by a proper justification. The District expects suppliers to avoid cost increases and to negotiate with their own suppliers or manufacturers in order to achieve this objective. Any price increase requests that are accompanied by proper justification should limit the increase to no more than 3% over the previous year's costs. The District reserves the right to contest and negotiate any price increase requests.

2. Suppliers are not required to bid on all items; however, suppliers who bid all or most items may have a better chance of being awarded part or all of the contract. Please select ”No Bid” for those items you decide not to bid on.

The District reserves the right to issue a partial award or award for all items based on the submitted proposals.

3. If varying minimum order quantities are required for any particular item, or if Manufacturer price increases have occurred, the District reserves the right to price quote those items from any of the awarded vendors and to add the desired item to the contract of the vendor whose proposal offers the best value to the District, considering all relevant factors including but not limited to pricing, availability, product quality, expected delivery lead times, etc.

4. The unit pricing proposed for the products listed in the Line Items tab shall represent the maximum price the District would pay for such products; however, the District reserves the right to negotiate better pricing based on large orders associated with special projects.

4 Product Substitutions, Additions, or Cancellations

In the event that the needs of the District change during the effective term of an awarded contract, the District may decide to either (i) substitute a previously awarded item with another product that meets new requirements, (ii) add a new product to the awarded contract, or (iii) cancel/remove a product from the contract. Spring ISD will reserve the right to take any of these actions at any time and at its sole discretion with prior written notice to the affected vendor(s).

(i) PRODUCT SUBSTITUTIONS: Product substitutions for original products no longer available through the awarded vendor(s) or no longer desired by the District for any reason may be either negotiated directly with the vendor(s) awarded the original item(s) or quotes may be requested from one or more of the other awarded vendors. If the product substitute recommended by any given vendor is not acceptable to Spring ISD for any reason, then Spring ISD reserves the right to purchase the product substitute through a vendor on a Purchasing Cooperative or another vendor of its choice.

(ii) PRODUCT ADDITIONS: Related products not originally listed in this solicitation that the District expects to order on an ongoing basis over the term of the contract may be added to the contract of an awarded vendor, as needed, and Spring ISD reserves the right to either negotiate pricing for such product(s) directly with one or more of the awarded vendors, to obtain price quotes from one or more of the awarded vendors and then negotiate final pricing with any of the awarded vendors, or to purchase such product(s) from a Purchasing Cooperative.

(iii) PRODUCT CANCELLATIONS: Products no longer desired or required by the District may be canceled/removed from any awarded contract at any time and for any reason by not placing any additional reorders for such product and by notifying the affected vendor(s) of such decision. In such instances, the District will be liable only for any products ordered by and delivered to the District prior to the District issuing a written notice to the affected vendors of its decision to remove such product(s) from the awarded contract.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 4 of 32 pages

5 Exceptions to Sourcing from Contracted Vendors

In certain cases, it may be necessary for the District to purchase products covered by this bid from a vendor or vendors other than the originally contracted vendor(s).

Those exceptions include the following:

1. The need for a product or service is acute and delay in obtaining it would adversely affect the District.

2. A contracted vendor cannot supply a product and cannot special order the product in a timely manner and/or under the original terms and conditions.

3. The product/service offered by an awarded contractor may be obtained through an authorized Purchasing Cooperative under better terms (i.e. Lower pricing, shorter lead time, better quality, etc.).

4. Deviation in pricing from the prices submitted in this bid.

PLEASE CHECK THE BOX TO CONFIRM ACKNOWLEDGEMENT OF THIS PROVISION.

I acknowledge review of this provision (Required: Check if applicable)

6 Evaluation Criteria

EVALUATION CRITERIA: By law (Texas Education Code 44.031(b)) contract awards must be made taking into account the following factors:

a. Purchase price or discount;

b. Long-term costs (service, supplies, maintenance, etc.);

c. Quality of vendor's goods or services;

d. Extent to which the good or service meets district needs;

e. Reputation of the vendor and of the vendor's goods or services;

f. Vendor’s past relationship with the district;

g. Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses;

h. For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner (i) has its principal place of business in this state; or (ii) employs at least 500 persons in this state; and

i. Any other relevant factor(s) specifically listed in the request for bids or proposals.

NOTE: Although all factors shall be considered by the District, the District reserves the right to assign a weight to each evaluation criteria. If one or more factors do not have any weight on the evaluation process of a specific request for bid or proposal, the District may assign a weight of zero ”0” to said irrelevant factors.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 5 of 32 pages

7 Late Proposals Not Accepted

The "Close Date & Time" referenced on this solicitation is the deadline by which responses must be posted and submitted via the District's web-based e-sourcing system.

LATE SUBMISSIONS WILL NOT BE ACCEPTED!

Please give yourself ample time to enter your submission online prior to the deadline, at which time the online system will lock and will not accept any submissions.

IMPORTANT NOTES TO SUPPLIERS:

- The District highly recommends that vendors submit their completed bid response 4 to 24 hours prior to the bid submission deadline in order to have time to address any errors they may encounter during the bid submission process. For example, the system will notify you of any instances where you may have failed to enter a response to a required bid attribute.

- The District will not be responsible for any late responses or for any technical issues that are out of the District's direct control.

8 Vendor Questions & Answers (Submit Online)

Any questions associated with this Request for Proposals will be addressed via this online bidding system under the "Questions" tab.

Questions must be submitted by no later than 12:00 pm (CST) on THURSDAY, JULY 17, 2025. Answers will be posted on this system within 2 school business days after this date and will be available for all vendors to review.

Any published answers to the questions submitted during this solicitation that pertains to good/service specifications, good/service requirements, clarifications, terms and conditions, etc. will hereby be incorporated into and made a part of RFP.

9 W-9: Company Name

Please provide your Company name as listed in Box 1 of the Form W-9 and as shown on your income tax return.

If this name does not match your name as registered in this e-bidding system, please email contracts@gmail.com (include your W-9) to request an update.

(Required: Maximum 100 characters allowed)

W-9: Company Business Name/Doing Business As (DBA)

Please provide your Company Business Name as listed in Box 2 of the Form W-9, as applicable.

If this name does not match your business name as registered in this e-bidding system, please email contracts@gmail.com (include your W-9) to request an update.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 6 of 32 pages

Contact Name & Title (Authorized Agent)

What is the full name and title of the authorized agent associated with this bid?

(Required: Maximum 50 characters allowed)

Contact Email Address (Authorized Agent)

What is the e-mail address of the authorized agent associated with this bid?

(Required: Email address)

Contact Phone Number (Authorized Agent)

What is the phone number of the authorized agent associated with this bid?

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

COMPANY BACKGROUND (DUN & BRADSTREET NUMBER - DUNS#)

The Data Universal Numbering System, abbreviated as DUNS or D-U-N-S, is a system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique numeric identifier, referred to as a DUNS number, to a single business entity. The DUNS number is a nine (9)-digit number issued by D&B to each business location in the D&B database having a unique, separate, and distinct operation for the purpose of identifying them.

Please enter your DUNS #. If you do not have one, please state, ”Not Applicable”.

(Required: Maximum 1000 characters allowed)

COMPANY BACKGROUND - Services Proposed

Provide a comprehensive statement summarizing your proposal. This statement should include a detailed description of the services you are proposing and how they meet the needs of the District.

(Required: Maximum 4000 characters allowed)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 7 of 32 pages

COMPANY BACKGROUND - Qualifications & Experience

Provide a concise, yet comprehensive overview of the qualifications and experience possessed by your organization that will enable you to fulfill the needs of the District, as required within this Solicitation.

COMPANY BACKGROUND - Vision Statement

What is your company's official Vision Statement?

COMPANY BACKGROUND - Mission Statement

What is your organization's official Mission statement?

COMPANY BACKGROUND - Implementations in last 3 Years

Indicate by client name some of the implementations of similar size and scope to this project you have completed in the last three (3) years and Describe what efficiencies the customer was able to obtain as a direct result of your implemented solution(s) and services.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 8 of 32 pages

COMPANY BACKGROUND - Terminated/Non-Renewed Contracts

List any terminated and/or non-renewed contracts within the last three (3) years and explain the reason for the termination (include the name of the client in your response).

NOTE:

- A ”terminated contract” would be one that was terminated either by your organization or the customer prior to completing the initial term of a contract. For example, the initial term of a contract was 3 years but the contract was terminated in year 2.

- A ”non-renewed contract” would be one where your organization or the customer decided not to renew or extend an existing contract beyond the initial term of the contract.

Vendor Qualification (Term of Pricing)

As indicated within this solicitation, all bid pricing is to remain fixed for a minimum of 12 months. Please confirm for how long (months) your bid pricing will remain fixed.

(Required: Numbers only)

Vendor Qualification (Principal Place of Business)

What is the location of your firm’s principal place of business (Headquarters)? (City and State)

Vendor Qualification (Longevity)

How many years has your company been engaged in the business for the goods or services offered in this response under the current business name?

(Required: Numbers only)

Vendor Qualification (Longevity - Similar Client)

How many years of service does your company have delivering goods/services with districts similar in size to Spring ISD, governmental entities, or corporate environments?

(Required: Numbers only)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 9 of 32 pages

Vendor Qualification (Shipping & Handling Charges)

Please indicate whether your unit prices include shipping & handling charges, as requested within this solicitation.

Yes, shipping & handling charges are included No, shipping & handling charges are not included (Required: Check only one)

Vendor Qualifications (Minimum Order Requirements)

Are there any minimum order requirements for any of the products listed on this bid? If so, please indicate so and reference the line items affected by such requirements.

Vendor Qualification (Number of Employees Nationwide)

How many full-time employees does your company have nationwide?

(Required: Numbers only)

Vendor Qualification (Number of Employees in Texas)

How many employees does your company employ in the state of Texas?

(Required: Numbers only)

Vendor Long-term Cost (Warranty terms & conditions)

What is your company's warranty terms and conditions?

If your company does not provide goods, please indicate "Not applicable".

(Required: Maximum 500 characters allowed)

Vendor Qualification (History with Spring ISD)

Has your company ever done business with Spring ISD?

Yes No (Required: Check only one)

Vendor Qualification (Hours of Operation)

What are your hours of operation?

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 10 of 32 pages

VENDOR QUALIFICATIONS - Customer References

Provide a list of three (3) independent school district references (preferably Texas school districts) of similar size to Spring ISD (Between 25,000 and 40,000 students) for which you have provided the same or similar services over the last 3 years and have had successful reviews by HHSC:

Include the following information for each reference provided:

a. Describe how your services have increased/maximized the revenue to the District;

b. Describe how your claims submission system has streamlined their claims submission process.

c. Include the full name, title, phone number, and e-mail address for the primary contact person for each reference provided. The District may contact these client references to further discuss their experience with your organization as a customer.

NOTE: This information will be used by the District to evaluate your success rate with other school districts of similar size to Spring ISD. Failure to provide any of the above requested information may be considered grounds for disqualification or may cause the vendor's evaluation to be affected negatively.

NOTE: References should be uploaded to the "Response Attachments" tab in a Word, Excel, or PDF file.

I acknowledge that I have read and understand.

(Required: Check if applicable)

VENDOR QUALIFICATIONS - Claims Submission System and Claims Process

From a high level, provide a concise overview of your claims submission system to be used by District staff in processing SHARS/Medicaid claims and describe the process that Spring ISD staff will need to follow in submitting such claims.

- Be sure to include the software (i) name, (ii) whether it is web-based or client license based, (iii) how easy is it to use, and (iv) whether there are any special requirements and/or limitations in using this system.

VENDOR QUALIFICATIONS - 3rd Party Software Applications

List any 3rd Party software applications which may be required in order to meet the needs of the District and briefly explain the functionality they provide. If no 3rd party software is required, then please indicate so.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 11 of 32 pages

VENDOR QUALIFICATIONS - Ability to Impact SHARS Reimbursement Amount

Based on the claims history provided within the RFP document, please describe how your organization and your claims reimbursement system will assist the District in maximizing its claims reimbursement revenue. Be sure to describe any information regarding your training process and or ongoing processes and/or procedures that you have in place which you believe will benefit the District.

VENDOR QUALIFICATIONS - Ability to Streamline Processes

Describe how your claims submission system will streamline the claim submission process and create efficiencies for the District. For example, your system may enable the District to reduce the creation and management of paperwork through an electronic process.

VENDOR QUALIFICATIONS - Account Management

State whether the District will be provided with a dedicated Account Manager (or Account Group) that will be dedicated solely to SHARS claim processing, management, and support for Spring ISD. If so, please describe the minimum qualifications and experience that such a person/group would possess and the role such person/group would play in servicing the District over the term of the contract.

VENDOR QUALIFICATIONS - Claims Submission Accuracy

Spring ISD expects the awarded vendor to possess the internal capacity to assess and ensure that all SHARS claims submitted by Spring ISD are at least 99% correct with a +/- 3% allowed error rate and with a confidence level of at least 95%. Please confirm that you are able to meet this expectation. If not, state otherwise.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 12 of 32 pages

VENDOR QUALIFICATIONS - Validating SHARS Billing Requirements

Spring ISD expects the awarded vendor to have an internal systemic capacity of validating all SHARS requirements for billing, including but not limited to:

a. Parental consent to bill;

b. Existence of a current Individualized Educational Plan (IEP);

c. IEP that authorizes the frequency and duration of school health and related services;

d. Verification of licensure and certifications for all service providers;

e. Verification of prescription for services provided to students;

f. Medicaid eligibility at different times of the year;

g. Proper documentation on SHARS.

Please provide a statement affirming your ability to meet this expectation. If not able to meet this expectation, please explain.

VENDOR QUALIFICATIONS - Strengths

Describe your organization's area(s) of specialization (your strengths) and describe what your company does to differentiate itself from its competitors and how Spring ISD would benefit from such strengths.

VENDOR QUALIFICATIONS - Limitations

Describe any limitations(e.g. Software limitations, service limitations, etc.) currently existing within your organization (or its products/services) that could be perceived as a weakness by your clients and/or competitors AND describe what your organization is doing to overcome such limitations.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 13 of 32 pages

VENDOR QUALIFICATIONS - Financial Strength & Resources

Provide a brief statement of your organization's financial responsibility and resources to undertake a contract of this magnitude.

VENDOR QUALIFICATIONS - Hardware Requirements

Provide specifications of the hardware requirements (i.e. Servers) necessary to operate the proposed software application.

If hardware requirements are not applicable because you are providing a Software as a Service (SaaS) solution, then please indicate so.

VENDOR QUALIFICATIONS - Accessibility of Software Application (Internet and Wi-Fi Networks)

Briefly describe the accessibility of the proposed software application through the Internet and Wi-Fi systems.

VENDOR QUALIFICATIONS - Accessibility of Software Application (Mobile Applications)

Briefly describe the accessibility of the proposed software through mobile applications (i.e. Tablets, Smart Phones, etc.)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 14 of 32 pages

VENDOR QUALIFICATIONS - Software Support

The District expects the awarded vendor to provide ongoing technical support to the District's Administrators for its claims reimbursement system during normal operating hours (Monday through Friday from 8:00 am to 5:00 pm CST). Support should be available both via toll-free telephone and email.

Please confirm that you are able to meet these support requirements. Otherwise, explain the level of support you are able to provide.

VENDOR QUALIFICATIONS - Implementation Methodology & Staff Training

In a concise yet comprehensive manner, describe your proposed implementation methodology to ensure a successful implementation by the Go Live date referenced within the RFP document.

Be sure to address the following items, at minimum:

1. Proposed plan for successful implementation of the claims submission system;

2. Proposed plan for successful training of staff and System Administrators on the claims submission process to ensure the District meets compliance requirements, processes claim submissions in the most efficient manner, and maximizes its SHARS/Medicaid reimbursement revenue.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 15 of 32 pages

VENDOR QUALIFICATIONS - Value Added Services

Value Added Services are considered to be services offered by the Vendor free of charge to the District and that are either (i) services offered beyond the vendor's norm and/or (ii) services offered by the Vendor that many other competitors do not offer or usually offer for an additional cost.

Examples of Value Added Services include, but are not limited to, free staff training, consulting services, extended support hours, customized reporting, etc.

Special consideration may be given to Vendors who propose Value Added Services at no additional cost to Spring ISD. Please state any and all Value Added Services you would provide to the District if awarded a contract. If none, then indicate so.

VENDOR QUALIFICATIONS - Additional Information for Consideration by Spring ISD

If there is any additional information you would like for Spring ISD to be aware of and to consider during its decision making process, then please provide a brief statement of such information. Please be concise and to the point.

Vendor Qualification (Proposal Deviations)

Suppliers must note any deviations to any part of this bid (i.e. product specifications, shipping/handling, etc.). By not referencing any deviations, the supplier accepts conformance to the specifications, terms, and conditions specified within this solicitation. Any deviation from any part of this bid must be noted in detail by the Supplier, in writing (as a separate file title "Deviations"), at the time of submittal of the formal bid.

If there are no deviations to note, please indicate "No Deviations".

FIRM BACKGROUND - Order Fulfillment & Distribution

Name the location of the facility that will receive, fulfill, and distribute our orders (CITY & STATE).

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 16 of 32 pages

FIRM BACKGROUND - Goods & Services

Briefly describe the category of all goods & services offered by your company.

FIRM BACKGROUND - Product Lines

Please name the product line brands offered through your firm.

Remittance Information (Payments)

Provide the following information for payment issuance.

Address:

City:

State:

Zip Code:

Country:

Phone Number:

Fax Number:

Email address:

Remittance Information (Company name)

Company name that will be shown on your invoice for payment.

(Required: Maximum 75 characters allowed)

Remittance Information (Purchase Order)

Provide information where Purchase Orders (P.O.’s) are to be submitted for order processing:

Contact name:

Email address:

Phone number:

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 17 of 32 pages

Reference Guidance

Please list references whom you have provided products/services to related to the scope of this solicitation.

*Note: Because Spring ISD’s relationship with a vendor may be a part of the evaluation criterion, Spring ISD can not be used as a reference in this section.

Reference 1 - Company Name

Company Name (1) of the customer for whom you have provided similar goods or services in the past three years.

Reference 1 - Contact Person

Contact Person (1) of the customer for whom you have provided similar goods or services in the past three years.

Reference 1 - Email Address

Contact Email Address (1) of the customer for whom you have provided similar goods or services in the past three years.

(Required: Email address)

Reference 1 – Telephone

Telephone # (1) of the customer for whom you have provided similar goods or services in the past three years.

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

Reference 1 - Address

Address (1) of the customer for whom you have provided similar goods or services in the past three years.

Reference 2 - Company Name

Company Name (2) of the customer for whom you have provided similar goods or services in the past three years.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 18 of 32 pages

Reference 2 - Contact Person

Contact Person (2) of the customer for whom you have provided similar goods or services in the past three years.

Reference 2 - Email Address

Contact Email Address (2) of the customer for whom you have provided similar goods or services in the past three years.

(Required: Email address)

Reference 2 – Telephone

Telephone # (2) of the customer for whom you have provided similar goods or services in the past three years.

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

Reference 2 - Address

Address (2) of the customer for whom you have provided similar goods or services in the past three years.

Reference 3 - Company Name

Company Name (3) of the customer for whom you have provided similar goods or services in the past three years.

Reference 3 - Contact Person

Contact Person (3) of the customer for whom you have provided similar goods or services in the past three years.

Reference 3 - Email Address

Contact Email Address (3) of the customer for whom you have provided similar goods or services in the past three years.

(Required: Email address)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 19 of 32 pages

Reference 3 – Telephone

Telephone # (3) of the customer for whom you have provided similar goods or services in the past three years.

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

Reference 3 - Address

Address (3) of the customer for whom you have provided similar goods or services in the past three years.

Employment Practices

I affirm that, to the best of my knowledge the company I represent meets Equal Employment Opportunity Commission standards and American Disability Act standards in employment practices.

Please Select Yes No (Required: Check only one)

Conflict of Interest Questionnaire (Form CIQ)

Conflict of Interest: Disclosure of Certain Relationships with Local Government Officials.

Any individual or business entity that contracts or seeks to contract for the sale or purchase of property, goods, or services with Spring ISD must file a Vendor Conflict of Interest Questionnaire with the Spring SISD Purchasing Office in accordance with Texas Local Government Code Chapter 176, not later than the 7th business day after the recipient becomes aware of facts that require filing. This requirement applies to a person who is an agent of a Vendor in the Vendor's business with the District. Forms are also posted at the Texas Ethics Commission's website at https://www.ethics.state.tx.us/forms/conflict/ .

I understand and agree to this requirement.

Felony Conviction Statement Notice

State of Texas Education Code, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony”. Subsection (b) states “a school district may terminate a contract with a person or business 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.

The district must compensate the person or business entity for services performed before the termination of the contract”. The vendor is to certify that the information concerning notification of felony convictions has been reviewed and the information furnished is true to the best of my knowledge.

THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION

Owner/operator has not been convicted of a felony

Owner/operator has been convicted of a felony

The company is a Publicly Held Corporation (Required: Check all that apply)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 20 of 32 pages http://

Contractor Criminal History and Fingerprinting Certification

Background: Texas Education Code Chapter 22 requires entities that contract with school districts to obtain criminal history records on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Spring ISD that they have complied and must obtain similar certifications from their subcontractors. See SB 9 Contractor Certification: Subcontractor attachment.

The law requires each contractor to obtain the criminal histories of its covered employees. For more information or to set up an account, a contractor should contact the Texas Department of Public Safety’s Crime Records Service at 512.424.2474.

Definitions:

Covered employees: Employees of a contractor who have or will have continuing duties related to the service to be performed at a school district and have or will have direct contact with students. Spring ISD will be the final arbiter of what constitutes continuing duties and direct contact with students.

Disqualifying criminal history: (1) a conviction or other criminal history information designated by Spring ISD; (2) 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: (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).

On behalf of the company or organization I represent with this Solicitation response, I certify that

(MAKE SELECTION USING THE CHECKBOX BELOW):

1. None of the employees of Contractor's and any subcontractors are Covered Employees, as defined above. If this selection is made, I further certify that Contractor has taken precautions or imposed conditions to ensure that the employees of Contract and any subcontractor will not become Covered Employees.

Contractor will maintain these precautions or conditions throughout the time the contracted services are provided.

2. Some or all of the employees of Contractor's and subcontractors are Covered Employees. If this selection is made, I further certify that:

Contractor has obtained all required criminal history and fingerprinting record information, through the Texas Department of Public Safety, regarding its Covered Employees. None of the Covered Employees has a Disqualifying Criminal History.

If Contractor receives information that a covered employee subsequently has a reported Disqualifying Criminal History, Contract will immediately remove the Covered Employee from contract duties and notify the District in writing within three (3) business days.

Upon request, Contractor will provide the District with the name and any other requested information of Covered Employees so that the District may obtain criminal history record information on the Covered Employees.

If the District objects to the assignment of a Covered Employee on the basis of the Covered Employee's criminal history record information, Contractor agrees to discontinue using that Covered Employee to provide services to the District.

All Covered Employees hired after January 1, 2008 have completed the Fingerprinting Certification process prior to performing any duties related to the District or having any Direct Contact with students.

Non-compliance by Contractor with this Criminal History and Fingerprinting Certification may be grounds for contract termination and/or debarment. By completing this Attribute, Contractor certifies the accuracy of its content and to comply with it for all contracts and purchase orders (collectively "Agreements") with Spring ISD.

None of the employees are covered employees.

Some or all of the employees are covered..

(Required: Check all that apply)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 21 of 32 pages

Contractor Criminal History and Fingerprinting Certification (cont.)

If some or all employees are Covered Employees, please answer per the following:

YES, I qualify as a care or care provider under the National Child Protection Act (NCPA).

YES, I am based in the State of Texas.

NO, one or neither of these apply.

None of employees are Covered Employees.

Please check all options that apply.

YES, I qualify as a care or care provider.

YES, I am based in the State of Texas.

NO, one or neither of these apply.

None of employees are Covered Employees.

(Required: Check all that apply)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 22 of 32 pages

Federal Compliance Guidelines for the Use of Federal Funds (EDGAR)

The District has elected to solicit this invitation to bid under the requirements set forth by the Code of Federal Regulations (CFR) Title 2 Grants and Agreements, Part 200 Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards (2 CFR 200). Following these federal requirements will allow for federal funds entrusted to the District to be used to make purchases through the anticipated contract. The CFR is the codification of the general and permanent rules published in the Federal Register by the departments and agencies of the Federal Government produced by the Office of the Federal Register (OFR) and the Government Publishing Office. The CFR may change during the term of the contract and the supplier may be required to make adjustments as necessary.

The supplier must affirm and represent in this attribute that they, as a company, understand, agree and affirm to all areas identified below and included in attachment titled Federal Compliance Guidelines and Requirements.

Some of the areas may not be applicable to this solicitation and it is the supplier's sole responsibility to identify which areas are appropriate for the solicitation. Failure to affirm these requirements may, at the District’s discretion, disqualify the associated response to this solicitation or limit the use of the awarded contract based on the funding source. Below is a list of the items found in the solicitation STANDARD TERMS & CONDITIONS GOVERNING THE PURCHASE OF GOODS AND SERVICES (Sec. 3.44):

Required Contract Provisions for Non-Federal Entity Contracts Under Federal Awards (Appendix II To 2 CFR Part 200)

Simplified Acquisition Threshold Termination for Cause Equal Employment Opportunity Davis-Bacon Act Contract Work Hours and Safety Standards Act Rights to Inventions Made Under a Contract or Agreement Clean Air Act Debarment and Suspension Byrd Anti-Lobbying Amendment Procurement of Recovered Materials Required Affirmative Steps for Small, Minority, And Women-Owned Firms Domestic Preferences for Procurements Ban on Foreign Telecommunications

Record Retention Requirements for Contracts Involving Federal Funds Certification of Compliance with The Energy Policy and Conservation Act Certification of Equal Employment Statement Certification of Compliance with Buy America Provisions Certification of Access to Records Certification of Compliance with EPA regulations applicable to grants, subgrants, cooperative agreements, and contracts in excess of $100,000 of federal funds Certification of Compliance with Never Contract With The Enemy Certification of Compliance with Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment Certification of Applicability to Subcontractors

By checking the associated box, the company certifies and agree with the requirements set forth under the solicitation attachment titled Federal Compliance Guidelines for the Use of Federal Funds.

I certify and agree with the requirements herein.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 23 of 32 pages https://www.springisd.org/cms/lib/TX01918331/Centricity/Domain/538/SPRING%20ISD%20STANDARD%20TERMS%20OF%20PURCHASE.pdf

Federal Debarment/Suspension Disclosure

By submission of this proposal, the individual submitting the proposal hereby affirms that neither the firm nor its principals are presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency, as listed on the Federal Government’s “List of Parties Excluded from Federal Procurement and Non-Procurement Programs” published by the U.S. General Services Administration (GSA) effective as of the date of submission of the proposal.

Spring ISD will use the Federal Government’s System for Award Management (SAM) system managed by the GSA, found at www.sam.gov, to verify a Contractor’s eligibility prior to contract award.

Check the box provided to affirm your eligibility to participate in this RFP based on the conditions stated above.

I affirm not being debarred or suspended.

(Required: Check if applicable)

Certificate of Residency

The State of Texas has passed a law concerning non-resident contractors. This law can be found in the Texas Education Code under Chapter 2252, Subchapter A. This law makes it necessary for the District to determine the residence of its offerors. In part, this law reads as follows:

Section: 2252.001

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

(4) “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.

Section: 2252.002 “A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the non-resident bidder to obtain a comparable contract in the state in which the nonresident’s principal place of business is located.”

Under Section: 2252.001 (3) and (4), please indicate if your are a resident bidder or nonresident bidder.

Resident Bidder

Nonresident Bidder (Required: Check all that apply)

W-9 (Required) - Request for Taxpayer Identification Number and Certification

All vendors must complete the Form W-9, provided under the "Attachments" tab of this solicitation and upload under the "Response Attachments" tab. Please make sure your information is legible, accurate and signed.

I acknowledge review of this requirement.

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 24 of 32 pages

Liability Insurance Requirements

The awarded Contractor will be required to provide a Certificate of Insurance with the following minimum coverage:

WORKER'S COMPENSATION: Worker’s Compensation Coverage must be in compliance with the Texas Labor Code

406.096 and in accordance with the new rule 110.110 under this labor code which was adopted by the Texas Worker’s Compensation Commission with an effective date of January 1, 2008 for construction contracts with any governmental entities. COMPREHENSIVE GENERAL LIABILITY INSURANCE: a. General Aggregate Limit (other than Products/Completed Operations): $1,000,000. b. Products/Completed Operations Aggregate Limit: $1,000,000. c.

Personal and Advertising Injury Limit: $1,000,000. d. Each Occurrence Limit: $500,000. e. Fire Damage Limit (any one fire) - $250,000. f. Medical Expense Limit (any one person) - $50,000. Commercial Auto Liability: $1,000,000 per occurrence. The Contractor shall provide the school district with evidence of such insurance coverage prior to work commencing. The school district shall be named as an additional insured for all insurance coverage except Worker's Compensation. The contractor shall provide the school district a ten (10) day Notice of Cancellation or material change to the insurance coverage requirements specified herein. Such notice shall be in writing and must be presented to the district's Director of Purchasing/Contracts and the Director of Maintenance.

I acknowledge review of this requirement.

(Required: Check if applicable)

Provisions Related to Contracting Information

The requirements of Subchapter J, Chapter 552, Government Code, may apply to this solicitation and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter. GC 552, Subchapter J, refers to the requirement for certain record availability and retention for contracts valued at $1,000,000 or more.

Check the box to agree to this requirement.

I agree to this requirement.

Inter-Local / Purchasing Cooperative Agreement

The bidder/proposer agrees that any agreement inclusive of pricing resulting from this solicitation is extended to other public entities (e.g., state agency, local government, State of Texas educational institutions) authorized by State law to participate under cooperative procurement contracts or Interlocal Agreements with the following understandings:

- Unless specifically stated otherwise, any volume of products or services stated in this solicitation, if any, reflects only products or services to be purchased by Spring ISD and does not include potential purchases by other entities;

- The awarded bidder shall establish a direct relationship with each entity concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, payment and all other matters relating or referring to such entity’s access to the agreement.

- Each entity is a financially separate entity and shall be solely responsible for the financial commitments of that entity;

- Spring ISD shall not be held liable for any costs, damages or other obligations incurred by any participating entity.

- It is the entity’s decision whether or not to enter into an agreement with the awarded bidder/proposer.

- Any purchases made by an entity shall be in accordance with each entity’s purchasing policy and procedures.

- To assist an adopting member district in establishing their supporting documentation, the awarded vendor’s response and related documents owned by the originating district may be shared without notification of the awarded vendor unless the vendor at the time of their response to the original solicitation clearly annotates that such sharing of their response is to not occur without prior permission of the vendor.

Please indicate whether or not you agree with this provision.

Yes, we agree to this provision. No, we do not agree to this provision.

(Required: Check only one)

Deadline: 7/25/2025 12:00 PM (CT) 26-001Page 25 of 32 pages

Interlocal Agreement - Central Texas Purchasing Alliance (CTPA)

Interlocal Agreements with other School Districts through the Central Texas Purchasing Alliance

A. Membership. Spring ISD is a member in good standing of the Central Texas Purchasing Alliance (CTPA /txctpa.org), an alliance of over 120 public school districts in Texas representing over…