Fire_Alarms,_Hood_Systems_and_Sprinkler_Systems_Inspections,_Repair_Services,_Parts_and_Supplies.pdf

RFP #2600DW

FIRE ALARMS, HOOD SYSTEMS AND SPRINKLER SYSTEMS INSPECTIONS, REPAIR

SERVICES, PARTS AND SUPPLIES

To be used by multiple campuses and departments.

Issued by:

Dianne Webber

Email: dianneewebber@katyisd.org

Katy ISD Purchasing Department

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

Phone: (281) 396-6260

Submittal Deadline

Date: Friday, November 20, 2026 at 2:00 pm https://www.katyisd.org/purchasing/home

TABLE OF CONTENTS

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

Webber immediately.

1. NOTICE OF INTENTION

2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS

3. SPECIAL TERMS AND CONDITIONS

4. SCOPE & SPECIFICATIONS

5. EVALUATION & AWARD OF RFP

6. EVALUATION CRITERIA

7. PRICING / DELIVERY INFORMATION

8. COST PROPOSAL

9. PROPOSAL QUESTIONNAIRE

10. Attachments

Attachments:

A - 2600DW Fire Alarms Appendix A

B - 2600DW Fire Systems Hood Systems

C - 2600DW Fire Systems Sprinkler Systems

1. NOTICE OF INTENTION

Katy Independent School District (“Katy ISD” or the “District”) is issuing this Request for Proposals (RFP) for the procurement of Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies, in accordance with Texas Education Code § 44.031(a)(3). For information regarding the RFP process, contact the

Purchasing Department at (281) 396-6260.

The initial term of this contract will be for two (2) years. The initial term of this contract shall be from 01.29.2027, through 01.28.2029, with the option to renew annually for up to an additional three (3) years, provided any subsequent renewal is agreed to in writing by both parties.

If all renewals are exercised, the contract term for vendors awarded under this solicitation, shall end on 01.28.2032.

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

Non-Electronic Bidding

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

2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS

2.1. Description

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

2.2. Request for Proposals (RFP) Documents

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

2.3. Tentative Timetable

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

Item Activity Date & Time

(all times listed as CST)

1 Solicitation starts to advertise (1st run) Tuesday, October 27, 2026

2 Solicitation starts to advertise (2nd run) Tuesday, November 3, 2026

3 Pre-Proposal Conference N/A

4 Deadline for Questions Tuesday, November 10, 2026 at 12:00 pm

5 Deadline for submission of responses Friday, November 20, 2026 at 2:00 pm

6 Demonstrations / Interviews N/A

7 Anticipated Board Meeting Approval N/A

The table above is only an estimate and may vary.

2.4. Requirements for Responses

A. Respondents must submit solicitations by Friday, November 20, 2026 at 2:00 pm (CST). Please refer to the

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

OpenGov System.

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

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

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

Request for Proposals.

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

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

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

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

RFP.

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

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

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

2.6. Questions and Clarification

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

OpenGov System before Tuesday, November 10, 2026 at 12:00 pm.

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

3. SPECIAL TERMS AND CONDITIONS

3.1. Description

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

3.2. Compliance with Terms and Specifications

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

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

3.3. Required Response Format

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

3.4. Interpretation

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

3.5. Submission Deadline

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

3.6. Submission Format

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

Non-Electronic Bidding

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

3.7. Vendor Information

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

3.8. Addendum

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

3.9. Disqualification

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

3.10. District Locations

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

3.11. No Return of Responses; Withdrawal of Responses

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

3.12. Open Records Policy

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

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

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

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

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

3.13. Responsible Vendor

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

3.14. Responsive Submissions

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

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

3.15. Demos/Interviews

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

3.16. Environmental Initiatives

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

3.17. Similar Products

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

4. SCOPE & SPECIFICATIONS

4.1. Request for Proposals Defined

The intention of this Request for Proposals (RFP) is to solicit responses for Fire Alarms, Hood Systems and Sprinkler

Systems Inspections, Repair Services, Parts and Supplies. Katy ISD is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education Code Section 44.031 Purchasing of Contracts, Subsection (a)(3) Request for Proposals. For information regarding the RFP process, contact the Purchasing Department at (281)396-6260.

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

4.2. Scope of Work

It is the intention of Katy ISD to request sealed proposals for RFP #2600DW Fire Alarms, Hood Systems and Sprinkler

Systems Inspections, Repair Services, Parts and Supplies.

Katy ISD is looking for vendors to provide (but not limited to):

• Fire Alarm System Inspection and Testing (Annual)

• Fire Alarm System Repair/Programming Service

• Discounts on Parts and Supplies

• Kitchen/Paint Booth Suppression Systems

• Recharging Portable Fire Extinguishers (including valves, stems, gauges and O-rings)

• Hydrostatic Testing and Recharging Portable Fire Extinguishers (including valves, stems, gauges and O-Rings)

• Purchasing Portable Fire Extinguishers

• Kitchen Hood System Service Work

• Fire Sprinkler Inspection and Testing

• Fire Sprinkler Testing-Price per Riser

• Fire Pump Inspections

• Fire Sprinkler System Repair Service

• Back Flow Preventer Inspecton

4.3. Product Specifications

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

Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies. Vendor(s) shall, at the request of Katy

ISD, provide these products and/or covered services under the terms of this RFP.

A. Vendor shall provide all labor, supervision, tools, equipment, materials, transportation, permits necessary to maintain, inspect, test, replace and repair Katy ISD fire equipment systems.

B. Katy ISD Maintenance Department maintains a current list of fire equipment systems throughout the district. In addition, each school bus has a portable extinguisher on board that will require service. The Transportation Department will be requesting services on an “as-needed” basis.

C. Timely delivery, repair service and inspection is critical to the success of this contract. The ability to deliver required service will be a major factor in the evaluation process for the award of this contract. The successful vendor who fails to make repair service according to terms of the purchase order may be liable for actual damages suffered by the District.

D. Notification of Late Delivery/Scheduled Services-The successful vendor(s) must notify the Maintenance Department representative when scheduled services cannot be met within the specified time. If the successful vendor (s) is unable to provide service within the specified time, the District may seek an alternate source.

E. Deviations to any/all requested options in this proposal are subject to approval by the Katy ISD Maintenance and Operations Department prior to any resultant award.

F. All services shall be under a minimum one (1) year warranty from the date of service. This warranty shall provide for replacement of defective merchandise, parts and labor and include pick-up and delivery from either the campus or department as applicable. Vendors offering extended warranties beyond the minimum one-year warranty will be considered in the award of this contract.

G. The Katy ISD shall not be held responsible for any goods delivered or services performed without a Katy ISD purchase order electronically signed by an authorized agent and/or proper authorization from the Katy ISD Purchasing Department.

H. Substitutions will not be allowed on any item without the prior approval from the Katy ISD Director of Purchasing (or designee) in conjunction with the “user” department.

I. Katy ISD reserves the right to add or delete schools/facilities to this contract.

J. Katy ISD reserves the right to multi-award each section.

K. Katy ISD reserves the right to purchase items not specifically listed such as standpipe, hoses or sprinkler system if items are not covered by this contract.

L. Scheduling of services and inspections shall be coordinated through the Maintenance Department or designee at all times before work is performed. Situations may arise where work cannot be completed at a certain location on a particular date and time due to scheduled/unscheduled school events. Coordination between the vendor and the Maintenance Department is absolutely essential.

M. The following submittal is a requirement that must accompany the proposal and documents must be uploaded under the required documents section.

o Proof of Licensing to perform the work described herein issued by authority having jurisdiction over such matters as determined by the applicable law. Copies of current State of Texas license for each fire equipment technician performing the tests.

o Method by which the vendor proposes to test equipment.

N. Fire Extinguishers will be gathered by Katy ISD Maintenance and Transportation Department representatives and be placed at specified location for hydrostatic testing. The Katy ISD Fire Systems team performs maintenance, inspection, repair, and recharge associated with the annual fire extinguisher inspections in-house. Hydrostatic testing and all associated testing, servicing, recharge, and other requirements resulting from the hydrostatic testing shall be the responsibility of the awarded vendor.

O. Definitions: The following definitions shall be binding to both parties during the duration of this contract including extension periods:

Servicing: Includes one (1) or more of the following: Maintenance, Inspection, Repair, Recharge and Hydrostatic

Testing.

1. Inspection/Maintenance: A "thorough check" intended to give maximum assurance that the unit will operate effectively and safely. It includes a complete examination and any necessary repairs or replacement parts.

2. Recharge: The replacement of the extinguishing agent (shall include expellant of extinguishment agent for certain types of fire extinguishers).

3. Hydrostatic Testing: Pressure testing of the cylinder to limits and standards as specified by the National Fire

Protection Association pamphlet, NFPA No. 10 or latest.

P. Fire Alarm Systems Inspections: Katy ISD Maintenance Fire Systems team performs Fire Alarm corrective repairs in-house. Maintenance Fire Systems technicians carry the necessary licensing and qualifications to perform these repairs and properly document completed work in accordance with applicable NFPA requirements. Documentation of completed repairs will be provided to the awarded inspection vendor as verification for purposes of reinspection and clearance of deficiencies. If additional repairs or maintenance are identified that Katy ISD Maintenance Fire Systems determines are better suited for contractor services, Katy ISD may elect to have the awarded vendor provide a quotation for the required work. Any such repairs or maintenance shall require approval by Katy ISD prior to being performed.The fire alarm panels, sprinkler systems and hood systems are attached and shall be inspected, tested and certified in accordance with NFPA 25, 72 and local codes. Schools shall be inspected and tested according to the authority having jurisdiction. It is the responsibility of the vendor to contact the authority having jurisdiction and ascertain their requirement for inspection and testing.

Negotiation of charges to Katy ISD shall not be allowed unless the vendor is notified that Katy ISD’s inspection and testing specifications have changed during the year.

Fire Alarm System Testing will consist of both visual and functional test of each fire alarm device installed at each location. It shall include the following but not limited to:

1. Volt ohm meter reading of the power supply, batteries and current loads of the system.

2. Full alarm system inspection.

3. If manual pull station is integrated with an intercom system then both systems shall be fully inspected.

4. Remote communicator to a central station and phone line shall be inspected.

5. A written discrepancy report must be provided for each school if any problems are detected, labeled with colored stickers and applied to the control panel and all log entries made. One copy of report shall remain at the site, and one copy shall be sent to Katy ISD Maintenance.

6. During testing and inspections, any defective parts encountered shall be replaced after an approval is received from the Maintenance Department.

7. Permits and registrations shall be the responsibility of the successful vendor.

8. Successful vendor shall inspect, test and tag alarm and/or sprinkler systems. Smoke Detectors shall be tested for sensitivity every two years in accordance with NFPA and tagged accordingly. All detectors, ducts and smoke open air type, shall be included.

Q. The District reserves the right to go to another vendor if it is determined to be a proprietary system. Routine inspection and repair will be made during regular business hours. However, vendor must be available for service seven days a week, 24 hours a day.

R. Katy ISD requires that the successful vendor(s) have at least five years’ experience in inspection maintenance, repair and replacement of all fire equipment including license to perform fire equipment service. A proof of license must be in the possession of technicians when servicing fire equipment.

S. General Information

a. All servicemen/technicians on District property must have proper identification and in company uniform.

b. Servicemen/technicians must check in at the front office of each campus and/or building to gain access to equipment. Upon completion, the servicemen/technician must check out at the front office, requiring service ticket to be signed by campus or building personnel.

c. Use of tobacco and alcohol are prohibited on District property.

T. Purchase of Portable Fire Extinguishers with pressure gauge, heavy-duty metal cylinder, metal heads and valves. Corrosion and impact resistant pull pin squeeze grip operation. Must be UL listed for recharging.

Extinguishers must be fully charged and ready for use when received.

U. Fire Alarm Specs

Device Labeling Examples:

1. Hallway by room 1102 (So it will be by the classroom closest to it)

2. By room 2504 exit (so it will be by the closest room to the exit for the pull station)

3. Mech Rm 1505 AHU11 (for all duct detectors)

4. Mech Rm 1302 Waterflow Riser # (for all Waterflow switches)

5. Mech Rm 1302 Tamper switch Riser # (for all tamper switches)

6. All portable building descriptions should show the A### A/B, not T##

Device Labeling Examples:

1. Hallway by room 1102 (So it will be by the classroom closest to it)

2. By room 2504 exit (so it will be by the closest room to the exit for the pull station)

3. Mech Rm 1505 AHU11 (for all duct detectors)

4. Mech Rm 1302 Waterflow Riser # (for all Waterflow switches)

5. Mech Rm 1302 Tamper switch Riser # (for all tamper switches)

6. All portable building description should show the A### A/B, not T##

Device Labeling Examples:

1. Hallway by room 1102 (So it will be by the classroom closest to it)

2. By room 2504 exit (so it will be by the closest room to the exit for the pull station)

3. Mech Rm 1505 AHU11 (for all duct detectors)

4. Mech Rm 1302 Waterflow Riser # (for all Waterflow switches)

5. Mech Rm 1302 Tamper switch Riser # (for all tamper switches)

6. All portable building description should show the A### A/B, not T##

DO NOT USE THE WORD "SMOKE" IN ANY PANEL DESCRIPTION

Project Field Specs:

1. All conduits must only come in to the top of the panel

2. All panels MUST have a label with the circuit number and panel for the power

3. Display shall not be higher than 5 feet 6 in on panel

4. All batteries must have a white label with the month date on it, showing the month and year installed

5. Final Program must be handed over at owner training

6. Wire in panel needs to be tied wrap and look clean, prefer to be labeled as well

7. All booster panels to be mounted no higher than 5'6" off the ground

8. Remote Annunciator must be approved by the District before installing in the wall

9. All duct detectors shall be marked with the address on the outside of the duct detector and must have a red led light that can be seen from the ground to indicate that it is in alarm

10. All circuit for strobes and speakers shall be marked with what circuit it is and panel it comes from on each device and the end of line marked

11. Minimum of two (2) feet of extra wire above ceiling at each device for service

12.Copies of all as-built drawings are to be given to the Maintenance Department

13. Disable switches installed (AV's, AHU, Magnetic Doors, Beam Detectors RESET, Elevator Recall)

14. Weather-Proof devices and raceways installed in natatoriums

15. All pull station covers must have room to put key in and out without having to fight with it to reset the pull

16. All strobe are to stay on till the system is reset. They are non-silenceable

17. Must have an extra booster panel and an Amp for future add of T-Building

18. Katy ISD has all the account numbers and phone numbers

19. Remove/Replace all old devices with new devices

20. If device is relocated in a room or area for code compliance then follow # 19.

21. Any device that remains due to code must be made aware in writing (noted on permit drawings) for approval.

22. Any new wire/cables introduced to building for this project must be installed with Katy ISD standard management and inspected by Katy ISD/AE before closing ceilings and/or AHJ inspections

23. Fort Bend Co. new installs require Class A circuits

24. All monitoring points MUST be sent to maintenance 2 WEEKS minimum before an inspection, and point updates must be highlighted in the excel format

25. All panel passwords must be changed to district passwords to retain access; contact maintenance to receive it when necessary

FIRE SYSTEMS INSPECTION REQUIREMENTS

Fire Systems Inspection Scheduling and Staffing

Inspection Teams: The Fire Alarm Contractor shall provide no more than two (2) inspection teams for Katy ISD fire alarm inspections, One (1) team for Fire Water Back Flows, one (1) team for Fire Sprinkler Inspections and one (1) team for Ansul Inspections.

Daily Completion: The Fire Alarm Contractor shall complete all fire alarm inspections scheduled for each inspection day. Inspections shall not be deferred to a subsequent day without prior approval from Katy ISD.

Inspection Schedule: The Fire Alarm contractor shall be responsible for developing the fire alarm inspection schedule for the summer inspection period.

Schedule Approval: The Contractor's proposed inspection schedule shall be submitted to Katy ISD for review and approval by the Reservations Department prior to scheduling the inspections.

Summer Inspection Days and Hours: Summer fire alarm inspections shall be scheduled Monday through Thursday between the hours of 7 :00 a.m. and 4:00 p.m.

Friday Inspections: The only Friday alarm inspections permitted during the summer inspection period shall occur during the second week of summer inspections.

Friday Locations: Friday inspections shall be limited to ESC, Merrell, and Tykes building.

Schedule Changes: Any changes to the approved inspection schedule shall be coordinated with and approved by Katy

ISD prior to the change.

4.4. No Guarantee of Quantities

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

4.5. IRS FORM W-9

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

Certification on file with Katy ISD.

4.6. Certificate of Interested Parties – FORM 1295

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

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

4.7. VENDOR CERTIFICATIONS

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

FEDERAL AWARDS.

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

4.8. Insurance Requirements

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

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

Katy Independent School DistrictInsurance Requirements for Independent Contractors Policy Type Individual

Presenters Company

Consultants Rentals - In-

District Construction, Installation, Renovation, Building

Modifications, Service, Maintenance or Repair Projects Charter Bus

Service Private Lesson

Tutors Individual

Consultants

As determined by contract Inflatable

Bouncers

Carnival Rides

Small Projects

Less than 4 Days and/or $10,000

Medium

Projects $10,000 to < $25,000

Large Projects

Equal to or

Greater than $25,000

Commercial General Liability

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

Commercial Auto Liability Not Required

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

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

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

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

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

$1M minimum.

5,000,000

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

Not Required No No No No No No

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

Value of Project Full Insurable

Value of Project N/A

Owners' & Contractor's Protective

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

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

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

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

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

Bonds

Bid Bond N/A N/A N/A If Requested If Requested If Requested N/A

Payment Bond N/A N/A N/A N/A 100% 100% N/A Performance Bond N/A N/A N/A N/A 100% 100% N/A

Other Bodily Injury & Property Damage Injury

Releases Yes

5. EVALUATION & AWARD OF RFP

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

5.1. Formation of Contract

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

5.2. Non-Exclusive Contract

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

5.3. Awards

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

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

5.4. Purchase Orders

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

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

5.5. Invoices

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

5.6. Inspection & Acceptance

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

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

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

mailto:AP@KatyISD.org

5.7. Payment Terms

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

5.8. E-Payables Solution

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

ISD.

6. EVALUATION CRITERIA

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

Texas Education Code § 44.031:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Purchase Price

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

Points Based 30

(30% of Total)

2. Reputation of the Vendor and of the

Vendor’s goods or services

Vendor should have a solid reputation with other ISD’s, Government or

Collegiate entities that show a high level of customer service, a high level of quality of good or services.

Points Based 10

(10% of Total)

3. Quality of the vendor’s goods or services

Points Based 15

(15% of Total)

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

Points Based 15

(15% of Total)

5. Vendor’s past relationship with the district or similar size district. If no experience with the District, then with an entity of similar size and scope.

Points Based 10

(10% of Total)

6. Long-term cost to the district to acquire the Vendor’s goods or services

Points Based 10

(10% of Total)

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

Solicitation Information and

Instructions, Standard Terms and

Conditions and Special Terms and

Conditions

Points Based 10

(10% of Total)

7. PRICING / DELIVERY INFORMATION

7.1. Pricing

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

7.2. Tax Exemption

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

7.3. Percentage Discount

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

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

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

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

7.4. Firm Pricing

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

7.5. Freight / Delivery / Inspection & Acceptance

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

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

8. COST PROPOSAL

FIRE ALARM SYSTEM INSPECTION AND TESTING (ANNUAL)

No Bid Line Item Description Each Location Unit Cost

1 Price per Location-Elementary Schools 1

2 Price per Location-Middle Schools 1

3 Price per Location-High Schools 1

4 Price per Location- Various District

Buildings

5 Price per Location-ESC-Computer

Room FM200

FIRE ALARM SYSTEM REPAIR/PROGRAMMING

No Bid Line Item Description Quantity Unit Cost

6 Regular Hourly Rate-Labor Monday-

Friday 7:00am-4:00pm

7 Overtime Hourly Rate-Labor Monday-

Friday 4:00pm-7:00am(Includes weekend and holidays)

8 Add Discount percentage for Material 1

9 Add Trip Flat Rate or Mileage Rate

(per day)

FIRE ALARM SYSTEM - DISCOUNTS SECTION - PARTS & SUPPLIES

No Bid Line Item Description Quantity Percentage

10 Notifer ( Add Shelf Price Discount %) 1

11 Notifier (Add catalog discount %) 1

12 Notifier (Add Price list discount %) 1

13 Edwards EST II/III (Add Shelf Price

Discount %)

No Bid Line Item Description Quantity Percentage

14 Edwards EST II/III (Add Catalog

Discount %)

15 Edwards EST II/III (Add Price List

Discount %)

16 Vigilant (Add Shelf Price Discount %) 1

17 Vigilant (Add Catalog Discount %) 1

18 Vigilant (Add Price List Discount %) 1

19 Siemens(Add Shelf Price Discount %) 1

20 Siemens (Add Catalog Discount %) 1

21 Siemens (Add Price LIst Discount %) 1

22 Silent Knight (Add Shelf Price Discount

23 Silent Knight (Add Catalog Discount %) 1

24 Silent Knight (Add Price List Discount

25 Other (Add Shelf Price Discount %) 1

26 Other (Add Catalog Discount %) 1

27 Other (Add Price List Discount %) 1

FIRE ALARM SYSTEM - DISCOUNTS SECTION - PARTS & SUPPLIES

28 Add Freight Charges 1

HOOD SYSTEMS

Kitchen/Paint Booth Suppression Systems

29 Price per System Including Links 1

Hydrostatic Testing & Recharging of Portable Fire Extinguishers (to include valves, stems, gauges and O-rings)

30 Size: 5 lbs Cylinder -Type: ABC-price per cylinder

31 Size:10 lbs Cylinder -Type: ABC-price per cylinder

32 Ansul 3 Gallon Bottle 1

33 Ansul 1.5 Gallon Bottle 1

Purchase of Portable Fire Extinguishers

34 Size: 5 lbs Cylinder - Type ABC-price per cylinder

35 Size: 10 lbs Cylinder - Type ABC-price per cylinder

36 Size: 6 Liter - Type: K-Guard 1

37 Disposal of Fire Extinguisher 1

Kitchen Hood System Service Work

38 3 Gallon Ansulex 1

39 Horse Assembly 1

40 Cartridge Replacement 1

SPRINKLER SYSTEMS

Fire Sprinkler Inspection and Testing

41 Annual-Price Per Riser 1

Fire Sprinkler Testing-Price Per Riser

42 Five-year inspection of Riser 1

43 Five-year inspection of Fire Tank 1

44 FDC five-year inspection Wall mount 1

45 FDC five-year inspection on Post mount

Fire Pump Inspection

46 Price per Location 1

47 Material discount 1

48 Trip/Mileage (per day) 1

Fire Sprinkler System Repair Service -Hourly Rate

49 Regular Hourly Rate-Labor (Monday-

Friday 7:00am-4:00pm)

50 Overtime Rate - Labor (Monday-

Friday 4:00pm-7:00am)-Hourly Rate

(Weekends and Holidays)

Back Flow Preventer Inspection-Price Per Pit

51 4"-8" including 3/4" Backflows. Note:

Pricing shall include the necessary labor and time for the vendor to pump out sprinkjler system vaults as necessary to perform the required inspection.

9. PROPOSAL QUESTIONNAIRE

1. Introduction

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

1.1. Do you understand the information provided?*

☐ Please confirm

*Response required

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

☐ Please confirm

*Response required

1.3. Authorized Signatory for Contractor*

*Response required

1.4. Title*

*Response required

1.5. Authorized Signatory Email Address*

*Response required

2. General Vendor Information

2.1. Vendor Name*

*Response required

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

☐ Yes

☐ No

*Response required

When equals "Yes"

2.2.1. DBA Name (Doing Business As)*

*Response required

2.3. Contact Person for order placement*

*Response required

2.4. Company Address*

Street

City, State, Zip Code

*Response required

2.5. Contact phone number*

*Response required

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

☐ Yes

☐ No

*Response required

When equals "Yes"

2.6.1. Contact Email*

*Response required

When equals "Yes"

2.6.2. Purchase Order Delivery Email*

*Response required

When equals "No"

2.6.3. Email address for Contact and Purchase Order Delivery*

*Response required

2.7. Terms and Conditions

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

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

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

• KISD_Standard_Terms_and_Con...

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

☐ Please confirm

*Response required

3. Deviations

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

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

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

3.1. Do you have any deviations?*

Select yes to include the deviation form with your submittal

☐ Yes

☐ No

*Response required

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

3.1.1. Deviation Form*

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

• DEVIATION_FORM.pdf

*Response required

4. General Provisions for Purchasing Solicitations and Contracts

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

☐ Yes

☐ No

*Response required

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

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

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.1. Please select all that apply. *

Select all that apply

☐ Minority

☐ Woman-Owned

☐ Disadvantaged

☐ Service-Disabled Veteran

☐ SBA-8A

☐ Other approved targeted business enterprise

*Response required

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

☐ Agree

☐ Disagree

*Response required

5. District Purchase Order Policy and Agreement

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

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

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

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

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

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

☐ Please confirm

*Response required

6. Insurance

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

☐ Please confirm

*Response required

6.2. Can you provide liability…