RFP 26-28 Multifunction Devices and Lease Services

REQUEST

FOR PROPOSAL

P.O. Box 231808 Houston,Texas 77223-1808 www.bakerripley.org 713.667.9400

OVERVIEW: BUILDING UPON WHAT WORKS

BakerRipley is a nationally recognized community development agency that ranks in the top 1% of charitable groups in the nation and is the largest non-profit in Texas providing human services. The agency has been featured nationally in The New York Times, City Lab from the Atlantic, CNN, Chronicle of Philanthropy and has been included in major publications from the Brookings Institution, Urban Institute, and the Federal Reserve Bank of San Francisco, among others.

WE EXIST TO KEEP OUR REGION A PLACE OF OPPORTUNITY FOR EVERYONE.

As a regional leader in the non-profit sector, BakerRipley is at the forefront of community transformation and human service initiatives in areas such as: early childhood education, workforce development, immigration, and senior assistance. Annually, BakerRipley connects 600,000 residents to resources, education and greater connection that lead to financial stability, upward income mobility and a better life.

With more than 100 years of history and experience, a $671 million annual budget, 1,500 employees and 70 locations throughout the entire Gulf Coast region, our agency is well-positioned to drive results and serve as a gateway for launching effective programs and for influencing policies that address the region’s most pressing concerns.

Issue Date 10-20-2026

RFP 26-28 Multifunction Devices and Lease Services

THE FOUR KEY INNOVATIONS

FOR WHICH WE HAVE RECEIVED NATIONAL RECOGNITION HAVE PLACED

US IN THE TOP 1% OF THE NONPROFITS.

STRENGTH

BASED

We are nationally recognized for our unique community engagement framework that lets us take on new regional challenges. While many nonprofit and government organizations still follow a “needs-based” model for community development, we use an “asset- based” model. Simply put, this approach to community development allows individuals and communities to look to their own strengths and resources, and allows us to help communities build themselves from within. To us, people have capacities, skills, and abilities that can be channeled to make stronger communities. We firmly believe that people are the “solution” and not the “problem.”

Our size and scope give us the capacity to provide an array of services to 600,000 residents each year in multiple locations covering the entire Houston region. Such economies of scale also give us the opportunity to take risks and launch new and innovative initiatives that yield results.

LARGE WHERE IT COUNTS;

SMALL WHERE IT MATTERS

HOLISTIC

APPROACH

Our research has shown that the core elements of any strong and vibrant community are economic opportunity, education, connection, health, and infrastructure. We have programs for each of these areas and link them so that we can take a comprehensive approach to helping families strengthen these essential elements that lead to authentic and lasting community transformation.

LEVERAGE

RESOURCES

Our size and scope allow us to take rigid, compartmentalized, regulation-encrusted public funding streams (37) and braid them with private funding from more than 500 foundations, corporations and individuals to provide seamless and integrated solutions to the residents and communities we serve.

This ability to blend numerous public and private funding sources also permits us to invest in critical infrastructure, achieve operational efficiencies and encourage program innovation to meet emerging community needs.

Issue Date 10-20-2026

THERE’S WORK AND THEN

THERE’S YOUR LIFE’S WORK

BakerRipley is a well-managed and respected organization with a high-degree of accountability and efficiency. Behind our work, is a team of dedicated and passionate individuals who are driven to give families across Houston and the Gulf Coast region a chance for a better life.

WE CREATE. WE INNOVATE.

WE DO WHAT IT TAKES WITH THE RESOURCES WE HAVE TO BRING ABOUT PROFOUND CHANGE.

Our employees hail from all walks of life and have a diversity of life experiences, but we are united by a passion for our mission. The way we work and WHY we do it is at the heart of BakerRipley’s culture. It’s one based upon our core beliefs about people and defines how we show up in community. Yes, our work is challenging, but it’s real; and we couldn’t see ourselves doing anything else.

RFP 26-28 Multifunction Devices and Lease Services

Issue Date 10-20-2026

4 of 24 RFP 26-28 Multifunction Devices and Lease Services Issue date 10-20-2026

TABLE OF

CONTENTS

1. RFP Timeline

2. Agency RFP Contact Information

3. Scope of Services

4. Solicitation Instructions and Proposal Outline

5. Proposal Evaluation Procedures

6. Exhibit A – Contract Terms

7. Required Documents

Form I Proposal Cover Statement and Notice of Intent to Submit

Form II Disclosure of Potential Conflict of Interest

Form III Certification Regarding a Drug-Free Workplace

Form IV Certification Regarding Lobbying

Form V Certification Regarding Texas Corporate Franchise Tax

Form VI Certification Regarding State Assessment

Form VII Certification Regarding Debarment

Form VIII Insurance Requirements

Form IX Contract Terms and Conditions

Form X Financial Information

Issue date 10-20-2026

1. RFP TIMELINE

Activity Due Date

Request for Proposal (RFP) Available to Public Posted on Website

October 20, 2026

Site Visit October 26 – November 13, 2026 email abrown@bakerripley.org to confirm your attendance

“Mandatory” Vendors Conference Wednesday, November 18, 2026, at 10:00 AM (CT) email abrown@bakerripley.org to confirm your attendance by Friday, November 13, 2026

Vendor Questions to RFP Due Wednesday, December 2, 2026, by 10:00 AM (CT)

Agency Answers to Questions Posted on Website Wednesday, December 9, 2026

Vendor Proposals Due Wednesday, December 30, 2026, by 10:00 AM (CT)

Evaluations* January 4 – 22, 2027

Anticipated Contract Award Date Week of January 25, 2027

* Vendors may be invited to Agency to interview and present their goods and/or services. Agency will establish the format, time, date, and location for presentations.

2. AGENCY RFP CONTACT INFORMATION

All communication regarding this RFP from this time and date until the contract has been awarded must be coordinated through:

Ashia Brown, Procurement Specialist II BakerRipley 4450 Harrisburg Blvd., Suite 200 Houston, TX 77011 Phone: (713) 669-5276 abrown@bakerripley.org mailto:abrown@bakerripley.org mailto:abrown@bakerripley.org mailto:abrown@bakerripley.org

Issue date 10-20-2026

THE OPPORTUNITY

BakerRipley (Agency) is looking for a strategic partner to handle our leasing, maintenance, and supply needs for printers and desktop devices. The ideal partner will demonstrate technical proficiency, provide high-quality products, and ensure consistent, dependable service in a timely manner.

General Information

Over the course of this contract term locations and equipment may be added or removed according to Agency’s contracts. Regardless of the start date for equipment at any location, no lease or service obligation at any site will extend beyond the contract term date.

Background

Agency is currently utilizing approximately 59 multifunction devices and 2 desktops at 25 locations.

The successful Vendor shall provide a proposal that will:

• Establish a high level of quality and exceptional customer service, service levels for response time, for repairs and maintenance.

• Provide recommendations that will reduce costs, increase efficiency, by providing smaller and/or reducing the number of multifunction devices, or increase desktops to meet each location’s needs.

3. SCOPE OF SERVICES

Vendor shall provide new equipment, service, supplies, installation and repair for multifunction devices, desktop printers at Agency locations (see Attachment C Lease Equipment List).

Technical requirements for copier functionality in multifunction devices.

1. Basic Operation Requirements

a) Equipment is new

b) Meets manufacturer specifications

c) Has a hard drive

d) Capable of using various types of paper

e) Capable of printing letter sized documents

f) Capable of printing legal sized documents

g) Letter & legal paper automatic feeds

h) Capable of producing 11x17 sized documents

i) 11 x 17 automatic feed tray

j) 11 x 17 manual feed tray

k) Complete set of manuals

l) Warm up time does not exceed 10 minutes

m) First copy speed does not exceed 10 seconds

n) Parts and Labor Warranty for lease terms

o) Consumables included (paper & staples)

p) Reduction and enlargement capabilities

Issue date 10-20-2026

a) Automatic sizing

b) Stack less duplexing

c) Finisher

d) Capable of stapling 30 sheets

e) Offset shift tray

f) Scan once, print many technology

g) Capable of maintaining 70% speed while duplexing

h) Capable of being networked into internal operating systems (Windows 7 and Windows 10)

i) Printers with drivers supported on Windows 7, Windows 10, Windows Server 2008, Windows Server 2008

R2, Windows Server 2012, Windows Server R2 and Windows Server 2016

j) Accepts general memory upgrades

aa) Upon the decommissioning of the MFDs, the successful Vendor must provide Agency with a Certificate of Data Destruction or a Digital Sanitation Report of each decommissioned media source. In the event the media is defective, either under warranty or not, the successful Vendor must remove the defective media from the device and physically destroy prior to disposing of the media. Successful Vendor must provide a Certificate of Data Destruction or a Digital Sanitation Report to Agency for each defective media source.

bb) Automatic shut-off

cc) Accommodates a minimum of 150 access codes

dd) Printers with features to use with Agency issued access cards for secure printing ee) Provide security print capabilities

ff) Output Control:

A print release process provides a simple solution that places jobs in a holding state until the user authenticates and releases the job at the printer this can be done by a pin code or by a card reader release system using HID proximity cards. Users may select individual jobs to release or have jobs automatically print after successful authentication. Rules based printing, with the ability to set user policies, manage print devices and monitor users to the application level can also be implemented. Customized reporting capability provides detailed tracking of all output activities.

gg) Advanced Capture:

Software providing the ability to fully automate the document capture and data extraction process-delivering this information into business processes and workflows. The application can offer many productivity features, including barcode routing to distribute and store documents quickly and accurately. Documents can be enhanced through optical character recognition (OCR), blank page removal and editing features. Once processing is complete, the documents and attached metadata can be distributed to multiple destinations, based on specific workflows.

1. Color

a) On-line color balance

b) Full color single pass

c) Single black color capability

2. Fax

a) Fax- A- Book capability

b) Fax a two-sided sheet capability

c) Fax editing capability

d) Access code for long-distance faxing

e) Printing speed equal to or greater than faxing PPM

f) Experience interfacing with current operating system

g) Compatible Drivers for Windows XP and Windows 7 BOTH 32bit and 64bit

h) Network Compatible

Issue date 10-20-2026

3. Service

a) Experience working with IT personnel to resolve interface parameters

b) Provide a network engineer as needed for lease term

c) Fixed hourly rate for relocation and reconfiguration on optional accessories

d) Provide full-service maintenance during normal business hours, including all parts necessary to completely operate equipment provided.

e) Provide adequate initial and on-going training support for all aspects of the output device fleet at no charge to Agency.

f) Provide firmware upgrades, security patches and other manufacturers updates free of charge to Agency.

g) All machines added to the agreement will be serviced per the Maintenance Agreement.

h) At contract end, vendor agrees to perform an on-demand image overwrite before removing the output device.

i) Vendor agrees to review the performance of the contract on a quarterly basis with Agency.

j) Vendor agrees to pick-up fleet at no charge at conclusion of the lease agreement or renewal periods.

k) Vendor agrees to provide sufficient background checks for all technicians associated with Agency.

l) The on-site technician will wear an identification badge when on premises.

4. Security

a) Utilize Active Directory for authentication of logon IDs and passwords and for managing groups.

b) Perform equivalent functionality to an electronic image overwrite, that electronically shreds media, on all information and media that is received by, sent from, and stored in each MFD.

c) Must store Information contained within the MFD in such a way that the information or media cannot be retrieved and/or reprinted by an unauthorized individual.

d) Provide the ability to monitor and manage the security features for each MFD.

e) Provide image overwrite functions on each MFD as follows: immediate, scheduled and on demand.

f) Provide for remote password administration including the ability to remotely change passwords.

g) Provide secure print capabilities.

h) Provide default feature of hard drive storing the imaged files to be encrypted.

i) Provide server message block (SMB) authentication to file share.

5. Reporting Must provide quarterly workflow reports based on location and equipment.

6. Inventory Vendor will include toner and staples for all models. Black and white toner may not be off brand and must be Original Equipment Manufacturer (OEM). No substitutes will be accepted.

7. Implementation The Vendor will work with appointed staff during the implementation process to develop a delivery and training schedule.

Issue date 10-20-2026

8. Strategic Plan Equipment delivered.

Equipment is configured by Vendor according to Agency specifications. Vendor supplies printer driver before deployment.

Delivery and Freight

All deliveries shall be freight prepaid, F.O.B. Destination and shall be included in all pricing offered unless otherwise clearly specified in writing. Any shipping charges or additional fees must be clearly identified.

The vendor must coordinate delivery with Agency. Equipment shall be delivered within thirty (30) working days after receipt of purchase order. If a product cannot be shipped/delivered within that time, the vendor shall notify the Agency to provide an estimated shipping date. At this point the Agency may cancel the order if estimated shipping time is not acceptable.

Installation

Installation of all equipment shall include (but not limited to) unwrap/removal of any protective material covering the equipment, assembly of all components, parts, and accessories, connection to the correct AC electrical outlet, power-up and test all functionalities of the equipment. If the equipment is to be connected to a network, the vendor is responsible for coordinating and scheduling network connections with the Agency, and the Agency is responsible for facilitating access to the site and providing an operational network meeting the requirements of the specified equipment.

All equipment/copiers shall be provided to the Agency with all necessary start-up supplies, except for paper.

All equipment required to be connected to a network shall be connected within two (2) business days of delivery to the Agency. The successful vendor is responsible for coordinating and scheduling network connections with the Agency and the Agency is responsible for facilitating access to the site and providing an operational network meeting the requirements of the specified equipment.

Relocation of Equipment

Vendors shall provide all necessary labor, transportation, parts, supplies, tools, and any other items required to relocate equipment (e.g., multifunction devices/copiers) during the term of the contract. Each Offeror shall include with their response all costs, terms and conditions for relocation.

Product Upgrades

The vendor shall provide Agency product upgrades and/or additional products during the term of the contract if requested.

Agency shall be responsible for the cost of the upgrade or new product as detailed in the cost proposal.

Customer Support

The successful vendor shall provide timely and accurate technical advice and sales support to Agency. The vendor shall respond to such requests within one (1) working day after receipt of the request.

Issue date 10-20-2026

Online Customer Portal

A comprehensive secure online portal to view and place service requests, the ability to manage fleet, service history, reporting, toner fulfillment, order supplies, meter readings, invoices, etc.

Maintenance and Technical Support

Maintenance contracts shall include all parts, labor, travel, service, and preventative maintenance. Supplies, such as toner and staples, may be offered. Supplies shall be shipped within one (1) to five (5) working days after receiving the standard order placement by Agency.

Vendors will perform regular service calls, maintenance and repairs to all equipment during regular business hours of 8:00a.m. - 5:00p.m., Monday through Friday excluding holidays, Saturdays and Sundays. Service technicians shall respond to Agency’s request (phone calls or emails) for service within one (1) hour of receiving the request and indicate time of arrival and/or offer assistance by phone or email where applicable. The service technician shall be on site no later than twenty-four (24) hours after the initial request is made if the service cannot be performed remotely. Agency may have unique security concerns and slightly different timeframe of response times of maintenance/repairs to meet individual organizational needs.

All defective or unserviceable worn parts shall be replaced with parts approved by the manufacturer for replacement and carry the manufacturer’s standard warranty. Any claim by the vendor that equipment breakdown is the result of the use of independent copier supplies must be supported by written documentation from the manufacturer and/or the servicing technician that clearly states the direct cause of the breakdown. Use of independent copier supplies shall not void warranty or service maintenance agreements.

Operational Equipment

Leased equipment is expected to be maintained and functional for the Agency.

Preventative Maintenance shall include all cleaning, lubrication, adjustments, and parts replacements as recommended by the manufacturer, and using the manufacturer’s timetable for preventative maintenance.

Preventative Maintenance will be scheduled with Agency as needed.

If serviced equipment cannot be made fully operational within two (2) full business/working days, the vendor must supply a loaner product. The loaner must have full functionality of the equipment being repaired.

Contracts/Leases can be cancelled without penalty if equipment does not maintain a 90% uptime over a three (3) month running average.

Security

Copiers, printers, multifunctional devices, fax machines, and scanners equipped with hard disk drives must have the capability to securely erase data written to the hard disk during the course a copy, print, fax, or scan operation by overwriting it with random data automatically at job completion and to securely erase all data on the hard disk by overwriting it with random data before the equipment is sold, transferred, or removed from the site.

Issue date 10-20-2026

Non-appropriation of Funds

At the Agency’s request, contracts/leases shall contain a clause for “Non-Appropriation of Funds.” In these cases, Agency’s commitment of funds for all equipment is based on current revenue only. Should funding be withdrawn, contracts/leases may be terminated. Agency will provide a 30-day notice for the return of equipment.

Training

The vendor shall be required to conduct “on-site” training regarding the use of the copiers within three (3) working days of delivery of equipment. The vendor is responsible for coordinating and scheduling training sessions with Agency.

Unless specifically requested by Agency training shall not include repair, service or maintenance tasks. It is expected that all such repair/service/maintenance be provided by the successful vendor.

In addition to vendor providing training when new equipment is deployed, vendor also shall provide “refresher training” as needed by the users at no additional cost to the Agency.

Contract Assignment

Vendor is prohibited from assigning, transferring, or subletting any portion of this agreement including leases, maintenance, or supplies without the written consent of the Agency.

4. SOLICITATION INSTRUCTIONS AND PROPOSAL OUTLINE

A. SOLICITATION INSTRUCTIONS

1. Written questions will be accepted through the date listed in the timeline above. Questions should be submitted via email to the RFP Agency contact. Submission of written questions will be the ONLY opportunity for vendors to ask questions about this RFP. An addendum will be prepared from the written questions and answers. This addendum will be posted on Agency’s website for public review. Questions concerning this procurement will not be accepted outside of this written question process.

2. We recommend that you do not wait until the due date and time in case there are technical difficulties during your submission.

3. Proposals must be submitted in a complete proposal package containing all required documents, supporting information and attachments.

4. Each Vendor must submit their proposal as follows:

a. One (1) electronic copy of Attachment A - Vendor Proposal Responses and Qualifications submitted via email to the Agency RFP contact.

b. One (1) electronic copy of Attachment B - Excel Bid Sheet submitted via email to the Agency RFP contact.

c. One (1) PDF of the ten (10) required documents with original authorized official signature submitted via email to the Agency RFP contact.

5. Proposals must be received by the Agency no later than the time stated in the timeline above.

Proposals received after the deadline will not be accepted. Faxed submissions and postmarks are not acceptable.

Issue date 10-20-2026

B. PROPOSAL OUTLINE

Proposals shall be complete and organized and submitted in the following order outlined below:

1. Attachment A, Vendor Proposal Responses and Qualifications

2. Attachment B, Excel Bid Sheet

3. Required Documents – Proposals must include the following required documents signed by the company’s authorized representative.

a. Proposal Cover Statement and Notice of Intent to Submit (Form I)

b. Disclosure of Potential Conflict of Interest (Form II)

c. Certification Regarding a Drug-Free Workplace (Form III)

d. Certification Regarding Lobbying (Form IV)

e. Certification Regarding Texas Corporate Franchise Tax (Form V)

f. Certification Regarding State Assessment (Form VI)

g. Certification Regarding Debarment (Form VII)

h. Insurance Requirements (Form VIII)

i. Contract Terms and Conditions (Form IX)

j. Financial Information (Form X)

k. Company Brochure, if available

l. Other attachments

C. OTHER PROPOSAL INFORMATION

1. USE OF SUBCONTRACTORS

It is Agency’s preference to award this contract to a contractor capable of performing all work listed under this solicitation in-house. While the use of subcontractors may be necessary for some goods or services, the Agency must be notified and approve of subcontractor in writing.

The use of subcontractors shall be a factor considered when evaluating the bids for possible delays in the timeliness of service delivery and protection of Agency brand secrets. Any bidder who intends or may need to utilize a subcontractor to provide these services needs to note that on the bid documents.

2. COST OF RFP PREPARATION

All costs incurred in the preparation of the proposal are the responsibility of the vendor and will not be reimbursed by Agency.

3. VENDOR CONDUCT

No gratuities of any kind will be accepted including meals, gifts, or tips during this RFP process. Violation of these conditions will subject the Vendor to immediate disqualification from the Proposal process.

4. PUBLIC DISCLOSURES

No public disclosures or news releases pertaining to this RFP shall be made without prior written approval of Agency.

5. USE AND DISCLOSURE OF INFORMATION

If a Proposal includes proprietary data, trade secrets, or information the Vendor wishes to exclude from public disclosure, then the Vendor must specifically label such data, secrets, or information as follows: “PRIVILEGED AND CONFIDENTIAL – PROPRIETARY

INFORMATION.”

Issue date 10-20-2026

To the extent permitted by law information labeled by the Vendor as proprietary will be used by Agency only for purposes related to or arising out of the following:

1. Evaluation of Proposals

2. Selection of a Vendor pursuant to the RFP process

3. Negotiation and execution of a Contract, if any, with the selected Vendor

BakerRipley is a governmental body for purposes of the Texas Public Information Act and as such, complies with this law.

6. OWNERSHIP OF PROPOSALS

All Proposals become the physical property of Agency upon receipt.

7. BRAND NAME

Any catalog, brand name or manufacturer's reference used in the RFP is for descriptive purposes only (not restrictive) and is used to indicate type and quality desired. Proposals on brands of a like nature and quality will be considered.

Agency reserves the right to accept or reject any or all proposals as may be deemed in the best interest of Agency. Agency will evaluate all proposals according to a set of criteria that is scored and then weighed as to importance in the overall evaluation process. Proposals will be evaluated only on the information submitted in the proposals.

8. STATEMENT OF NON-COMMITMENT

This RFP is not an offer to enter into an agreement with any Vendor; it is a request to receive Proposals from Vendors interested in providing goods or services to Agency. Agency reserves the right to reject all Proposals, in whole or in part. Agency will not have any obligation to a Vendor until it has entered into a contract with the Vendor on terms and conditions satisfactory to Agency. Agency entering into negotiations with a Vendor, with respect to any Proposal or otherwise shall not be deemed to be an acceptance of such Proposal or contract with the Vendor.

9. SILENCE OF SPECIFICATIONS

The apparent silence of specifications as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice will be acceptable. All interpretations of specifications shall be made on the basis of this statement.

10. GOVERNING INTERPRETATION

In the event of any conflict of interpretation of any part of this overall document, Agency’s interpretation shall govern.

11. COMPLIANCE WITH RFP REQUIREMENTS

By submission of a Proposal, the Vendor agrees to be bound by the requirements set forth in this RFP. Agency, at its sole discretion, may disqualify a Proposal from consideration if Agency determines a Proposal is non-responsive and/or non-compliant, in whole or in part with the requirements set forth in this RFP.

12. BINDING EFFECT OF PROPOSAL

Each Vendor agrees to and shall be bound by the information and documentation provided with the Proposal unless otherwise agreed in writing and signed by Agency’s Chief Executive Officer, Chief Operating Officer or Director of Procurement and Contract Administration.

Issue date 10-20-2026

13. RIGHT TO MODIFY, RESCIND OR REVOKE RFP

Agency reserves the right to modify, rescind, or revoke this RFP, in whole or in part, at any time prior to the date on which the authorized representative of Agency executes a Contract with the selected Vendor.

14. DEBARMENT AND SUSPENSION

Pursuant to OMB Circular No. A-110 the Vendor shall comply with the non-procurement debarment and suspension common rule, “Debarment and Suspension.” This common rule restricts sub-awards and Contracts with certain parties that are debarred, suspended or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.

15. GOVERNING LAW

Vendors shall comply with all applicable federal, state and local laws and regulations. Vendor is further advised these requirements shall be fully governed by the laws of the State of Texas.

16. OVERCHARGES

The Vendor hereby assigns to Agency any and all claims for overcharges associated with any Contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of Agency of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

17. SUPPLEMENTAL MATERIALS

Vendors are responsible for including all pertinent product information in the Proposal.

Literature, brochures, data sheets, specification information, and completed forms requested as part of the Proposal and any other facts, which may affect the evaluation and subsequent contract award, should be included. Materials such as legal documents and contractual agreements, which the Vendor wishes to include as a condition of the Proposal, must also be in the Proposal.

18. PRICING

Where unit pricing and extended pricing differ, the price that best benefits Agency, as determined by Agency, will prevail.

19. QUANTITIES

Unless stated otherwise, the quantities given in the proposal are best estimates and are given as a basis for the comparison of proposals. Quantities ordered may be increased or decreased by Agency as deemed necessary during the Contract period.

20. INSPECTIONS

Agency reserves the right to inspect any item(s) or service location(s) for compliance with specifications and requirements and needs of the using department. If a Vendor fails to satisfactorily show an ability to perform, Agency can reject the Proposal as inadequate.

5. PROPOSAL EVALUATION PROCEDURES

Agency shall consider the following items in its evaluation of the Vendor proposals:

✓ Company Narrative (10)

• Response to questions 1 – 4

✓ Vendor Experience & Qualifications (15)

• Responses to questions 5 – 17

• Any additional accompanying proposal documents

Issue date 10-20-2026

✓ Back-Office Administration (15)

• Responses to questions 18 – 41

✓ Safety & Training (10)

• Responses to questions 42 – 44

✓ Customer Service (25)

• Responses to questions 45 – 51

✓ Cost Effectiveness (25)

BASIS OF AWARD

The Vendor selected for award will be the Vendor whose Proposal, as presented in response to this RFP and as determined by Agency in accordance with the evaluation criteria set forth in this RFP, to be the most advantageous to Agency. Agency is not bound to accept the lowest priced Proposal.

MULTIPLE AWARDS

Agency reserves the right to award Contracts(s) to multiple Offerors. The decision to award multiple Contracts, award only one (1) Contract, or to make no awards rests solely with Agency.

NON-EXCLUSIVE

Any Contract resulting from this solicitation shall be awarded with understanding and agreement that the awarded Vendor is or may become in the future a non-exclusive provider of services or goods. Agency reserves the right to obtain like goods and services from other sources, as needed.

NEGOTIATION WITH VENDORS

Vendors submitting proposals may be afforded an opportunity by Agency for discussion and revision of Proposals. Revisions may be permitted after submissions of Proposals and prior to award for the purpose of obtaining best and final offers.

Agency may conduct negotiations with responsible Contractors who submit Proposals found to be reasonably likely to be selected for award pursuant to the selection criteria set forth in this RFP. In conducting negotiations, Agency will not disclose information derived from Proposals submitted by competing Vendors, except as and if law requires disclosure.

MODIFICATION OF PROPOSALS

All Vendors will be afforded the opportunity to submit best and final Proposals if negotiations with any other Vendor result in a material alteration to the RFP and such material alteration has a cost consequence that could alter the Vendor’s quotations regarding rates for goods or services.

EVALUATION OF PROPOSALS

Submission of a Proposal indicates the Vendor’s acceptance of the evaluation process set forth in this RFP and the Vendor’s acknowledgment that subjective judgments may be made by Agency in regard to the evaluation process.

LOCATIONS

Agency reserves the right to add or delete locations and/or services during the contract term.

Issue date 10-20-2026

CONTRACT PERIOD

The Contract shall be valid for up to five (5) years. Agency may terminate this contract for cause upon 10-day written notice (e.g., breach, non-performance) and for convenience (no cause) with a written 30-day notice.

CONTRACT TRANSITION

In the event services end by either contract expiration or termination, it shall be incumbent upon the vendor to continue services, if requested by BakerRipley until new services can be completely operational. The vendor acknowledges its responsibility to cooperate fully with the incoming vendor and the Agency to ensure a smooth and timely transition. Such transitional period shall not extend more than ninety (90) days beyond the expiration/termination date of the contract, or any extension thereof. The vendor shall be reimbursed for services during the transitional period at the rate in effect when the transitional period clause is invoked by Agency.

During any transition period, all other terms and conditions of the agreement shall remain in full force and effect as originally written.

APPEALS PROCESS

An appeal may occur when a Vendor believes they were treated unfairly in the contract award process. All appeals must be handled in accordance with the following procedural guidelines:

Appeals must be submitted in writing within ten (10) working days from receipt of the letter of rejection to:

Chief Financial Officer BakerRipley P.O. Box 231808 Houston, TX 77223-1808

The Vendor must base the appeal upon why they, rather than the Vendor selected for the award, deserve the contract.

The Vendor shall submit relevant information and any additional documentation requested by Agency’s Chief Financial Officer to substantiate the basis for the Vendor’s appeal.

Upon receipt of all requested documentation supporting the appeal, Agency’s Chief Financial Officer will assess the appeal.

Notification of the action taken by Agency’s Chief Financial Officer will be mailed to the Vendor.

PRE-AWARD DEBRIEFING OF OFFERORS

Vendors excluded from the competitive range or otherwise excluded from the competition before award may request a debriefing before award (10 U.S.C. 2305(b)(6)(A) and 41 U.S.C.

253b(f)-(h)).

POST-AWARD DEBRIEFING OF OFFERORS

A vendor, upon its written request received by the Agency within three (3) days after the date on which that vendor has received notification of contract award, shall be debriefed and furnished the basis for the selection decision and contract award.

6. Exhibit A – Contract Terms

Click here to review our Contractor Service Agreement

Issue date 10-20-2026

PROPOSAL COVER STATEMENT AND NOTICE OF INTENT (FORM I)

COMPANY NAME __________________________________________________________________

COMPANY STREET ADDRESS

CITY, STATE, ZIP

PHONE NUMBER FAX NUMBER ___________________________

CONTACT NAME__________________________ TITLE __________________________________

EMAIL ADDRESS __________________________ ALT. PHONE ____________________________

COMPANY STATUS: (check one) Corporation____ Partnership____ Individual / Sole Proprietor____ LLC____

It is agreed by the undersigned vendor that the signed delivery of this Proposal represents the Vendor’s acceptance of the terms and conditions of this Request for Proposal including all specifications and special provisions. Signature of the authorized representative MUST be of an individual who legally may enter his/her organization into a formal Contract with Agency.

By the signature below, the signatory for the Vendor certifies that neither he/she, the firm, corporation, partnership, nor institution represented by the signatory or anyone acting for such firm, corporation, partnership or institution has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation, partnership or institution submitting a Proposal committed any other act of collusion related to the development and submission of the Proposal.

How did you hear about this RFP?

Agency Website ☐ Houston Chronicle ☐ Houston Business Journal ☐ The Greensheet

☐ Electronic State Business Daily (ESBD) ☐ Other _______________

Authorized Representative Signature Authorized Representative Title Date

Cooperatives Is your business a member of any cooperative organization(s)? Yes ___ No If If yes, provide name(s) of co-op(s): ___________________________________

Intent to Bid

_______We do plan to respond. _______ We do not plan to respond.

Reason if ‘do not’:

Mark one of the following:

______ We wish to remain in database. _______ We wish to be deleted from database.

Issue date 10-20-2026

DISCLOSURE OF POTENTIAL CONFLICT OF INTEREST (FORM II)

If any of the following have a financial or other substantive interest* with BakerRipley, including its employees, Board of Directors, and/or Executive Team, attach a detailed explanation of the relationship or benefit to your Proposal:

• yourself

• immediate family *

• your partner

• any organization in which any of the aforementioned have a material financial or other substantive interest**

___I certify that neither I nor any of the parties described above have a conflict of interest to disclose at this time. Further, I understand that if awarded this contract, I have an obligation to report such actual or perceived conflict should it become known to me.

___I certify that I have provided full disclosure of all relationships that create or may create a conflict of interest with BakerRipley in a document attached to this proposal packet. Additionally, if this proposal is to provide goods or services to Promise Community School, I have attached completed Form CIQ, Conflict of Interest Questionnaire https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf.

Name of Organization

Signature of Authorized Representative Title of Authorized Representative

Printed Name of Authorized Representative Date

* Substantive Interest is defined as any interest of a substantial nature, whether or not financial in nature, including membership on an organization’s governing board, acting as the agent for an organization, or employed as an officer of an organization.

**Immediate Family is defined as any person related within the second degree of affinity (marriage) or within third degree of consanguinity (blood) to the party involved. The prohibited relationships are summarized below:

• First degree of affinity = husband, wife, spouse’s father or mother, son’s wife, daughter’s husband

• Second degree of affinity = spouse’s grandfather or grandmother, spouse’s brother or sister

• First degree of consanguinity = father, mother, son, daughter

• Second degree of consanguinity = grandfather, grandmother, brother, sister, grandson, granddaughter

• Third degree if consanguinity = great grandfather, great grandmother, uncle, aunt, brother or sister’s son or daughter, great grandson, great granddaughter https://www.bakerripley.org/about/leadership#board_director https://www.bakerripley.org/about/leadership#executive_team https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

Issue date 10-20-2026

CERTIFICATION REGARDING A DRUG-FREE WORKPLACE (FORM III)

This certification is required by the Federal Regulations Implementing Sections 5151-5160 of the Drug-Free Workplace Act, 41 USC 701, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668, and 682), Department of Health and Human Services (45 CFR Part 76).

The undersigned Vendor certifies that it will provide a drug-free workplace by:

1. Publishing a policy statement notifying employees that the unlawful manufacturing, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and any associated consequences of non-compliance;

2. Establishing an on-going drug-free awareness program to inform employees of the dangers of drug abuse in the workplace, the Vendor’s policy of maintaining a drug-free workplace, the availability of counseling, rehabilitation, and employee assistance programs;

3. Providing each employee with a written copy of the Vendor’s Drug-Free policy;

4. Notifying the employees in the Vendor’s policy statement that as a condition of employment under the Contract employee shall notify the Vendor in writing within five (5) business days after a conviction for a violation by the employee of a criminal drug abuse statute in the workplace;

5. Notifying Agency within ten (10) business days of the Vendor’s receipt of notice of the conviction of an employee; and,

6. Taking appropriate personnel action against an employee convicted of violating a criminal drug statute as set forth in the Vendor’s drug-free workplace policy.

Name of Organization

Signature of Authorized Representative Title of Authorized Representative

Printed Name of Authorized Representative Date

Issue date 10-20-2026

CERTIFICATION REGARDING LOBBYING (FORM IV)

This certification is required by the Federal Regulations Implementing Section 1352 of the Program Fraud and Civil Remedies Act, Title 31 U.S. Code, for the Department of Agriculture (7 CFR Part 3018), Department of Labor (29 CFR Part 93), Department of Education (34 CFR Part 82), Department of Health and Human Services (45 CFR Part 93).

The undersigned certifies, to the best of his/her knowledge and belief, that:

No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Agency, a Member of Congress, an officer or employee of Congress, or employee of a Member of Congress in connection with the awarding of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a federal contract, grant, loan, or cooperative agreement.

If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Agency, a Member of Congress, an officer or employee of Congress, or employee of a Member of Congress in connection with this federal contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form – LLL, “Disclosure Form to Report Lobbying”’ in accordance with its instructions.

The undersigned shall require all subcontractors to certify and disclose accordingly.

Name of Organization

Signature of Authorized Representative Title of Authorized Representative

Printed Name of Authorized Representative Date

Issue date 10-20-2026

CERTIFICATION REGARDING TEXAS CORPORATE FRANCHISE TAX (FORM V)

Pursuant to Article 2.45, Texas Business Corporation Act, state agencies may not contract with for-profit corporations that are delinquent in making state franchise tax payments. The following certification that the entity entering into this subcontract is current in its franchise taxes or is not subject to the payment of franchise taxes to the State of Texas must be signed by the individual authorized to sign the subcontract for the subcontracting entity.

The undersigned authorized representative of the entity subcontracting herein certifies that the following indicated statement is true and correct and that the undersigned understands making a false statement is a material breach of subcontract and is grounds for subcontract cancellation.

Indicate the certification that applies to your subcontracting entity:

The subcontracting entity is a for-profit corporation and certifies that it is not delinquent in its franchise tax payments to the State of Texas.

The subcontracting entity is a non-profit corporation or is otherwise not subject to payment of franchise taxes to the State of Texas.

Name of Business: _____________________________________________________

Type of Business (if not corporation): Sole Proprietor

Partnership

Other

Date

Signature of Authorized Representative

Print Name and Title of Authorized Representative

Issue date 10-20-2026

CERTIFICATION REGARDING STATE ASSESSMENT (Form VI)

Proposers must certify that they are current in all Unemployment Insurance taxes, Payday and Child Labor Law monetary obligations, and Proprietary School fees and assessments payable to the State of Texas. Proposers must also certify that they have no outstanding Unemployment Insurance overpayment balances due to the State of Texas.

The undersigned authorized representative of the corporation certifies that the following statements are true and correct and that making a false statement is a material breach of contract and grounds for contract cancellation.

The corporation certifies, by checking the boxes below, that:

□ It is current in Unemployment Insurance taxes, Payday and Child Labor Law monetary obligations, and Proprietary School fees and assessments payable to the State of Texas.

□ It has no outstanding Unemployment Insurance overpayment balance payable to the State of

Texas.

Name of Organization/Firm

Signature of Authorized Representative Date

Print Name and Title of Authorized Representative

Issue date 10-20-2026

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER

RESPONSIBILITY MATTERS (FORM VII)

This certification is required by the Federal Regulations Implementing Executive Order 12549, Debarment and Suspension, 45 CFR Part 93, Government-wide Debarment and Suspension, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668, 682), Department of Health and Human Services (45 CFR Part 76).

The undersigned certifies, to the best of his or her knowledge and belief, that both it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or Agency;

2. Have not within a three-year period preceding this contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or Local) transaction or contract under a public transaction, violation of federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicated for or otherwise criminally or civilly charged by a government entity with commission of any of the offense enumerated in Paragraph (2) of this certification; and,

4. Have not within a three-year period preceding this contract had one or more public transactions terminated for cause or default.

Where the prospective recipient of federal assistance funds is unable to certify to any of the statements in this certification, such prospective recipient shall attach an explanation to this certification form.

Name of Organization/Firm

Signature of Authorized Representative Date

Issue date 10-20-2026

INSURANCE REQUIREMENTS (FORM VIII)

A. Commercial General Liability Insurance to include coverage for Premises Operations, Independent Contractors, and Broad Form Contractual Liability (defense costs excluded from face value of the policy)

- $1,000,000 per occurrence

- $2,000,000 aggregate

- $2,000,000 Products & Completed aggregate

- $1,000,000 Personal & Advertising Injury

- $50,000 Fire Liability

- $5,000 Medical Payment

B. Workers’ Compensation and Employers Liability Workers’ Compensation State Statutory Limits Employers’ Liability – each person $1,000,000 Employers’ Liability – Disease Policy limit $1,000,000 Employers’ Liability – Disease each person $100,000

C. Automobile Liability (covers all owned, non-owned and hired vehicles)

- $100,000 Bodily Injury each person limit

- $300,000 Bodily Injury each accident limit

- $100,000 Property Damage each accident

All coverage must be with insurance companies or carriers rated for financial purposes as a “A-” or better whose policies cover risks located in the State of Texas.

All policies, except Workers’ Compensation, must include:

A. Punitive Damage Coverage B. Primary and Non-Contributory Wording C. Cross Liability Coverage and Severability Endorsements

All policies shall endorse Agency as Additional Insured, with a Waiver of Subrogation, and a thirty

(30) day notice of cancellation, material change or non-renewal in favor of Agency. If Vendor fails to obtain insurance policies required, Agency may immediately terminate the Contract without further notice to the Vendor.

No provision, term, or condition in the Contract regarding indemnification obligations shall be construed to limit, or to quantify the liability obligation assumed by the Vendor in accordance with requirements set forth in the Contract.

The undersigned authorized representative of the entity subcontracting herein certifies that the above stated insurance requirements can and shall be obtained by the entity upon notification of contract award and submitted to Agency prior to start date of contracted services. The undersigned further certifies that this same insurance will be maintained in effect at all times during full term of Contract.

Name of Organization/Firm

Date

Signature of Authorized Representative

Print Name and Title of Authorized Representative

Issue date 10-20-2026

CONTRACT TERMS AND CONDITIONS (Form IX)

The undersigned authorized representative certifies by signing and checking the applicable box that they have read the Agency’s “Contractor Service…