LISD RFP 25-013 Interactive Panels.pdf

Lockhart Independent School District

PURCHASING DEPARTMENT

P.O. Box 120 Lockhart, TX 78644 Phone: 512-398-0000 Fax: 512-398-0025

Issue Date: October 23, 2025

SEALED BID #25-013

Tanya Homann Tanya Homann, Purchasing and Textbook

Inventory Manager

RFP Title: Interactive Panels

RFP Due: Thursday, November 13, 2025 at 2pm

CST

ALL BID PRICES – F.O.B. DESTINATION – SHIPPING

AND HANDLING CHARGES PREPAID

Federal Tax Exemption Number: 74-600-1635

REQUEST FOR PROPOSAL

Introduction and Instructions to Bidders:

The Lockhart Independent School District is requesting proposals for Interactive Panels with installation for our district. Proposals (herein referred to as “bid”, “RFP”,” Quote” or “proposal”) will be received by the Lockhart Independent School District at the office of the Purchasing Department, 419 Bois D’ Arc Street, Lockhart, TX 78644.

If you are an interested company, the District invites your firm to submit a Proposal Response to the LISD

Purchasing Office.

THIS IS A NEGOTIATED PROCUREMENT, and as such, the District reserves the right to negotiate any terms, conditions, or pricing with a proposer prior to an award.

The Board of Trustees reserves the right to reject any and/or all Proposals, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District.

No Proposals may be withdrawn for a period of ninety (90) days subsequent to the deadline for receipt of

Proposals without the prior written consent of the Board of Trustees, Lockhart Independent School District.

Faxed responses will not be considered. By submitting a response, Responder certifies to the best of his/her knowledge that all information is true and correct. Certification and Signatures must be provided on the first page of the Proposal form on the Certification Tab. All responses must be provided electronically through

Bidnet or provided in written form to the District by the deadline in a sealed envelope at stated in Specific

Terms and Conditions.

Responses must be submitted on the forms provided or response may be rejected.

It is not the policy of Lockhart Independent School District to purchase services on the basis of low price alone; quality and suitability to purpose are taken into consideration. When providing cost data, please quote lowest possible net price after all trade discounts have been deducted.

Scope

Lockhart Independent School District (LISD) requests proposals from qualified vendors for interactive panels with stands to be install at three elementary campuses. This project also includes removal of the existing classroom/conference room projectors and equipment. This quantity may increase or decrease.

This will be awarded to one single vendor.

Campus # of Interactive Panels # of Projectors to Remove

Clear Fork Elementary, 1102 Clear Fork Street, Lockhart

39 39

Plum Creek Elementary, 710 Flores Street, Lockhart

39 39

Bluebonnet Elementary, 211 S. Mockingbird Lane, Lockhart

38 38

Work Schedule for Schools:

Elementary campuses – Work may begin after 3:30pm during the week

Secondary Campuses – Work may begin after 5:00pm during the week

Weekend work will be scheduled with the District

Current Holidays – November 22nd – November 30th

December 20th – January 5th

January 19th

February 13th – 16th

Deadline to finish – February 27th

DEADLINE FOR SUBMITTAL

We must receive your response to this RFP by 2:00 p.m. on November 13, 2025, at MLC Education

Support Services, 419 Bois D’ Arc Street, Lockhart, TX 78644 or electronically through Bidnet at https://www.bidnetdirect.com/texas/lockhartindependent . Proposals received after this time and date will not be considered. The District is not responsible for unmarked or improperly marked proposals. The District is not responsible for proposals delivered after the scheduled deadline due to the external or internal mail system. The time and date recorded in the Purchasing Office shall be the official time of receipt. The District will not accept fax proposals. Proposals will be accepted electronically through Bid Net. Vendors are not required to be at the bid opening.

PROPOSAL SUBMITTAL:

One original, two (2) written copies and one (1) copy on a flash drive of the proposal must be sealed in an envelope clearly marked on the outside:

RFP # 25-013 – Interactive Panels Due: November 13, 2025 Time: 2:00 P.M. CST.

MLC Education Support Center

419 Bois D’Arc Street Lockhart, TX 78644

If a proposal is submitted electronically then no physical copies need to be submitted.

Proposal Format

Each Vendor’s proposal must be divided and provided to the District in the following order. For electronic submissions, place a paper with the section number on it between the sections or each section can be uploaded separately and label accordingly (i.e. <Company Name> Section 1)

Section 1 – Preface and Experience - The Proposer shall provide an Executive Summary of two (2) pages or less, which gives in brief, concise terms, a summation of the https://www.bidnetdirect.com/texas/lockhartindependent proposal. Please include business name, address, point of contact and contact information and a brief summary of the Vendor’s experience and individual experience for personnel who will provide this product or service.

Section 2 – Proposal Form and Addendums -o The Proposer shall provide the proposal form that is attached in the bid for uniformity along with itemized cost for each campus. It should be uploaded with the bid in excel format. There are multiple tabs. The summary tab will automatically calculate from the other tabs from each campus.

o Proposer’s Questionnaire

Section 3 –References - The Proposer shall submit a minimum of three (3) verifiable references, preferably schools in Central Texas. The Proposer should provide references that are using the same equipment with installation that is being proposed.

o Each reference provided shall include:

o Reference’s Name o Contact Person o Address, City, State, and Zip o Contact Person Phone Number o Contact Person Email Address

Section 4 – District Forms - Vendor shall execute the required forms located at the end of this solicitation.

COMMUNICATIONS

All questions received and the corresponding answers will be distributed to all bidders via an addendum posted to the web site. No verbal responses will be provided. The deadline for questions about this competitive sealed proposal is stated in the timeline below. The District will not respond to questions after this time and date. Although every effort has been made to provide accurate and up-to-date information, companies supplying proposals should email Tanya Homann to answer any and all questions. Response to questions will be posted in the form of an addendum to this RFP on the LISD Purchasing website https://www.bidnetdirect.com/texas/lockhartindependent according to the timeline stated below. The vendors will be responsible for checking the website for any posted addenda.

All vendor communications must be directed in writing to:

Tanya Homann Purchasing Director

PO Box 120

Telephone: 512-398-0052 Email: Tanya.Homann@lockhart.txed.net

Questions can also be submitted online through the solicitation posted on Bidnet.

Project Timeline:

October 23, 2025 Request for Proposal will be released

November 6, 2025 at noon Deadline for questions

November 7, 2025 at midnight Respond to Questions

November 13, 2025 at 2pm Proposals are due

November 18, 2025 Awarded Vendor will be notified.

Installation will be coordinated with the District. No students will be on campus the week of November

24th and the weeks of December 22nd and 29th and will be less of an impact.

ALL DATES ARE SUBJECT TO CHANGE

SPECIFIC TERMS AND CONDITIONS:

1. This contract will be awarded to one vendors as determined to provide the best value to

Lockhart Independent School District as determined by the district. Lockhart Independent School District reserves the right to negotiate with any or all respondents and accept or reject any and/or all proposals, to waive any formalities and/or irregularities and to award in the best interest of the School District.

https://www.bidnetdirect.com/texas/lockhartindependent mailto:Tanya.Homann@lockhart.txed.net

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications incorporated within the resulting contract.

3. In conformance with Texas Education Code Section 44.031, in determining to whom to award a contract, the DISTRICT shall consider:

1. Experience of the proposer – 20 pts

2. Reputation and service being provided to the DISTRICT. – 15 pts

3. Quality of the goods and services – 10 pts

4. References – 15 pts

5. Long Term Cost to the DISTRICT – 5 pts

6. Cost of proposal to the DISTRICT – 30 pts

7. Completeness of the proposal – 5 pts

Lockhart ISD General Terms and Conditions

VENDOR’S OBLIGATIONS.

The vendor shall fully and timely provide all deliverables described in the RFP and in the Vendor’s Offer in strict accordance with the terms, covenants, and conditions of the Contract and all applicable Federal, State, and local laws, rules, and regulations.

INVOICES.

Vendor shall submit separate invoices on each purchase order after each delivery. Invoices shall indicate the purchase order number, shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading, and the freight weigh bill when applicable, should be attached to the invoice. Contractors must keep the Business Office advised of any changes in remittance address. Advice must be in writing.

Federal excise taxes, State taxes, or District sales taxes must not be included in the invoiced amount. The District will furnish a tax exemption certificate upon request.

The District’s payment obligations are payable only and solely from funds Appropriated and available for the purpose of this purchase. The absence of Appropriated or other lawfully available funds shall render the Contract null and void to the extent funds are not Appropriated or available and any deliverables delivered but unpaid shall be returned to the Vendor. The District shall provide the Vendor written notice of the failure of the District to make an adequate Appropriation for any fiscal year to pay the amounts due under the Contract, or the reduction of any Appropriation to an amount insufficient to permit the District to pay its obligations under the Contract.

Invoices must be detailed and accurate. For example, the invoice should indicate the name of the person performing the service and their labor description and the hourly rate assigned to that labor description according to the response submitted in this Proposal package. All proper invoices received by the District will be paid within 30 days of the District’s receipt of the deliverables or of the invoice, whichever is later.

Invoices must be mailed to:

LOCKHART Independent School District Attn: Accounts Payable P.O. Box 120 LOCKHART, Texas 78644 Or EMAILED to: ap@lockhart.txed.net

PAYMENTS.

For Payments submit invoice to ap@lockhart.txed.net then Lockhart ISD may make progress payments on account of the contract sum to the contractor.

The period covered by each application for payment shall be one calendar month ending on the last day of the month.

Final payment shall in no event be made by Lockhart ISD until the Contractor has fully performed the Contract, including completion of punch list items, correcting nonconforming work, providing all documents to Lockhart ISD as required by the contract documents, including without limitation, manuals, transfer of manufacturer’s warranties, and a final certificate of payment. Lockhart ISD has in its sole discretion determined that the Project is fully and finally complete.

CHANGE ORDERS

Any alteration or deviation from the specifications involving extra cost, will be executed only upon written change orders and will need to be approved by Lockhart ISD before making the change.

Receipt of an Addendum must be acknowledged by initialing the addendum number on the bid submittal sheet. It is the responsibility of the vendor to make sure all addenda have been received.

The District expects that all Proposals will remain valid for at least 90 days after opening date if no other indication is made in the Proposal form or the Specifications. If a Proposer indicates in the Proposal form that he/she may withdraw the Proposal in less than 90 days, this factor may be considered in awarding a contract.

Exclude Federal and State sales and ad valorem taxes.

The District reserves the right to waive minor informalities and irregularities and to accept or reject each item separately or as a whole.

The vendor must specify make or model even if the vendor is bidding the brand specified or bidding a product “equal”. Do not put “as specified” or “equal”.

CANCELLATION

The District shall have the right to cancel for default all or any part of the undelivered portion of this order if Contractor breaches any of the terms hereof including warranties of Contractor or if the Contractor becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies, which the District may have in law or equity.

FORCE MAJEURE

If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch.

The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority; insurrections; riots; epidemics; landslides;

land sinkage; lighting; earthquake; fires; hurricanes; storms; floods; washout; drought; arrests;

restraint of government and people; civil disturbances; explosion; breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty.

ADVERTISING

Contractor shall not advertise or publish, without the District’s prior consent, the fact that the District has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

ASSIGNMENT DELEGATION

No right or interest in this contract shall be assigned or delegation of any obligation made by Contractor without the written approval of the District. Any attempted assignment or delegation by Contractor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

WAIVER

No claim or right arising out of a breach of this contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved.

APPLICABLE LAW

This contract shall be governed by the Uniform Commercial Code (“Code”) as enacted by the Texas Legislature, which is effective, and in force on the date of this contract together with any other laws of the United States of the State of Texas and Ordinances of the cities or other governmental entity in which the particular district resides.

RIGHT TO HOLD PROPOSALS

The DISTRICT reserves the right to hold proposals for 60 days before awarding the contract.

RIGHT TO INCREASE OR DECREASE QUANTITIES

The DISTRICT reserves the right to increase or decrease quantities subject to the availability of funds during the period the bid/proposal is guaranteed to be firm.

RIGHT TO REJECT PROPOSALS

The DISTRICT reserves the right to accept or reject any or all proposals or any part thereof and to waive any and all minor informalities or technicalities in any part of the proposal not deemed to be in the best interest of the DISTRICT.

TERMINATION FOR CAUSE

The DISTRICT shall have the right to cancel or default all or part of the undelivered portion of the order if the contractor breaches any of the terms hereof, including warranties, if the contractor becomes insolvent or commits acts of bankruptcy. Other factors shall include service performance.

NON-APPROPRIATIONS If the District fails to appropriate funds to provide for the annual renewal of a contract, the District may cancel without termination charge. This is provided that the Contractor receives at least 30 days written notice of the termination stating the lack of funding as the reason for the termination.

CERTIFICATION OF PAYMENT

Payment by the DISTRICT will be made within 30 days after the date on which the District receives the goods under the contract or the date on which the performance of services under the contract was completed, or the date on which the District received the invoice for the goods or services, whichever is later.

FELONY CONVICTION NOTIFICATION

A person or business entity that enters into a contract with the DISTRICT shall notify the DISTRICT if the person or an owner or operator of the business entity has been convicted of a felony. Such notice shall include a general description of the conduct resulting in the conviction.

Failure to provide such information may result in termination of the contract. Vendors must complete and submit the “Felony Conviction Affidavit” included with the Bid/Proposal form.

Furthermore, District Policy CH Local states that “The District shall not consider for contract approval a business whose owner or operator has a criminal record that includes a conviction, deferred adjudication, plea of guilt, or no lo contendere for any felony offense”.

VENUE

It is understood and agreed by both the successful bidder and the DISTRICT that venue for any litigation from this contract shall lie in Caldwell County, Texas.

FACSIMILIES

Proposals may not be faxed

PROPOSAL INTERPRETATION

No interpretation to the meaning of the “Invitation to Bid” or other documents will be given orally.

Every request will bein writing, addressed to the Purchasing Director, and must be received at least five days prior to the date fixed for the opening of the bids. Any and all such interpretations and supplemental instructions will be in the form of written addenda to the “Invitation to Bid”, which if issued, will be mailed to all known prospective of any bidder to receive any such addenda or interpretations shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the contract document.

MODIFICATIONS OR WITHDRAWALS BEFORE PROPOSAL OPENING

Modifications or withdrawals of bids/proposals will be accepted only when the same is received on or before the fixed time scheduled for opening. Such requests must be executed in writing, or withdrawn in person by the bidder, or his/her authorized representative, provided his/her identity is made known and he/she signs a receipt for the bid/proposal documents.

LATE PROPOSAL

All bids delivered will be stamped with the time and date as proof they were received on or before the requested time and date. Bids received after the requested time and date will be considered late and returned unopened. If a return address is not provided, a late bid will be opened for identification and returned.

PROPOSAL FORM

All proposals must be submitted on the proposal form furnished to insure uniformity. If there is a substitute product that vendor would like to propose, in addition to the product referenced, please make a copy of the proposal form and submit it with your original bid. Please provide response on this bid even if you do not wish to participate, failure to send back proposal form may result in deleting that company’s name off our vendor list records.

INDEMNIFICATION

Vendor shall fully indemnify, save and hold harmless the District, its officers, employees, and agents (hereinafter “the Indemnities”) against any and all liability, damage, loss, claims, demands, and actions of any nature whatsoever on account of personal injuries (including, without limitation on the foregoing, worker’s compensation and death claims), or property loss or damage of any kind whatsoever, which arise out of or are in any manner connected with, the performance of the contract, unless such injury, loss or damage is caused by the sole negligence of indemnities.

Vendor shall at its own expense investigate all such claims and demands, attend to their settlement or other disposition, defend all actions based thereon and pay all charges of attorneys and all other costs and expenses of any kind arising from any such liability, damage, loss, claims demands, and actions.

CONTACTING BOARD MEMBERS

Vendors shall not contact (oral/written) board members for the purpose of soliciting a purchase or contract or discussing an outstanding bid or proposal that the vendor has submitted or will submit a bid or proposal between the time a request for proposal or a bid is formally released and a recommendation is made by the administration to the Board. If a vendor or Board member violates this prohibition during this time frame, consideration of the vendor for award shall be invalidated.

CRIMINAL HISTORY BACK GROUND

Senate Bill 9, passed during the 80th Legislative Session requires that all Texas public school districts receive certification from any entity with which it contracts to provide services that it has obtained a criminal history background check on all employees hired before January 1, 2008 who

(1) have continuing duties related to contracted services; and (2) have direct contact with students. Therefore, all entities and individuals who contract with the District to perform services, must complete the attached LISD form “CERTIFICATION OF CRIMINAL HISTORY

RECORD INFORMATION”, which includes an information sheet related to the services to be performed and the duties related to those services that employees will be performing and the type of contact that those employees might have with student.

INSURANCE

Copies of the successful contractor's liability insurance and workman's compensation certificates are required within 10 days of award of contract for services. This certificate does not amend, extend or alter the coverage afforded by the policies below.

Insurance Requirements: Limits:

A

General Liability General Aggregate $1,000,000

Products - Comp/or Agg. $1,000,000

Commercial General Liability

Personal & Adv. Injury $1,000,000

Claims Made Occur. Each Occurrence $1,000,000

Owner's & Contractor's Prot.

Fire Damage (Any one fire) $ 50,000

Med. Expense (Any one person)

$ 5,000

B

Automobile liability Combined Single Limit $1,000,000 Any Auto Bodily Injury All Owned Autos (per person) Scheduled Autos Bodily Injury Hired Autos (per accident) Non-Owned Autos Property Damage Garage Liability

Umbrella form - Excess liability State the limits that your company carries.

D

Worker's Compensation Statutory and Each Accident $ 500,000

Employers' Liability Disease - Policy Limit $ 500,000

Disease - Each Employee

$ 500,000

The insurance requirements as listed above also applies to any sub-contractor(s) in the event that any that any work is sublet. The contractor is responsible to insure that the sub-contractor(s) meets the minimum insurance requirement limits as by law.

Should any of the above described policies be cancelled before the expiration date, therefore the issuing company will mail thirty (30) days written notice to the certificate holder, Lockhart ISD.

The Contractor shall agree to waive all right of subrogation against the District, its officials, employees and volunteers for losses arising from work performed by contractor for the District.

The contractor shall hold the District harmless from and indemnify it against all liability, including attorney's fees, which may arise from and accrue directly from the performance of the work or any obligation of Contractor or failure of Contractor to perform any work or obligation provided for in this Agreement.

The selected bidder will be required to supply an insurance certificate naming Lockhart Independent School District as an additional insured.

SPECIFICATIONS FOR

RFP 25-013

INTERACTIVE PANELS

Overview

Lockhart Independent School District (LISD) requests proposals from qualified vendors for interactive panels with stands to be installed or set up at three elementary campuses. All interactive panels will be assembled on a rolling stand. This project also includes removal of the existing classroom/conference room projectors and equipment for any room designated to receive an interactive panel. This quantity may increase or decrease.

The District will only accept Newline Interactive Panels which is the District Standard. The installation of all equipment along with the removal of existing projector equipment must be completed no later than February 27th, 2026.

The proposal form (excel spreadsheet) has multiple tabs. The first table will auto-populate from each campus tab.

Please fill out the proposal form and submit in the excel format with your proposal.

Installation

Proposals must include delivery and installation of the interactive panels, wall mounts and stands to the specified campus along with confirmation all is fully functional. The vendor will be responsible for removing the existing projector along with all accessories including the projector wall mount, HDMI, VGA or Audio cable(s), and the wall plate and delivered in a box to the specified location by the District based on an agreed upon schedule.

When school is in session, installation of the equipment must be during evening/night hours (possibly weekend) installation window (typically 3:30pm to 12am), as defined by LISD or on District holidays when students are not on campus. Student holidays are November 22nd-30th, December 20th-January 5th, January 19th, February

13th – 16th.

The district will provide the vendor with asset tags for each interactive panel that will be placed on each device.

The vendor will be required to provide a listing of serial numbers, asset tag, model, expiration date and warranty. This should be provided in an excel spreadsheet.

Trash Removal

The vendor shall remove all trash created by this project and dispose of it in appropriate ways. Lockhart ISD Trash dumpsters may not be used.

Sites should be free of debris before leaving the job every day. Classrooms shall be cleaned daily to where a teacher may walk in the room and not be able to tell anything was installed in the classroom.

Proposal

The District is requesting a proposal for Interactive Panels and related wall mounts or rolling cart stands. The district is not open to alternate manufacturers or models from what is listed on the proposal form.

All units must come with a minimum standard 3 year warranty.

Installation for Interactive Panels:

The district will designate which rooms and how many interactive panels will set up using a rolling cart stand.

For any cart mounted interactive panel, the vendor will handle all assembly and delivery to appropriate classrooms.

For all rooms receiving an interactive panel, the vendor will remove the existing classroom projector and related accessories including the projector wall mount, HDMI, VGA, Audio cable, and the wall plate.

The district will provide the vendor with asset tags for each interactive panel that will be placed on each device.

The vendor will be required to provide a listing of serial numbers, asset tag, model, expiration date and warranty. This should be provided in an excel spreadsheet.