RFP 2027-15 - GUIDELINES AND SPECIFICATIONS.pdf

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 1 of 10

GUIDELINES AND SPECIFICATIONS

Humble Independent School District (“Humble ISD” or “District”) is accepting electronic proposal responses through the District’s online bidding system to provide Pool Maintenance and Repair Services as specified. Humble ISD is a Texas public school district serving approximately 48,000 students across forty-nine campuses in grades Kindergarten through 12th.

SECTION I - PROPOSAL SUBMISSION REQUIREMENTS:

All proposal responses must be SUCCESSFULLY submitted before the due date and time regardless of your organization's ability to submit bids online.

It is the supplier's sole responsibility to ensure that the bid/proposal documents successfully arrive before the due date and time listed in the District’s online bidding application, Euna Procurement, Powered by Ion Wave.

The District's online bidding application utilizes the Internet and the World Wide Web, which is comprised of systems that are completely out of the District's control. It is highly recommended that the suppliers allow themselves enough time to complete a successful submission.

Please make sure to download, review and complete all required documents and forms in the “Attachments” tab. Review and respond to the items listed under the “Attributes” tab. Review and respond to all the lines required under the “Line Items” tab. Make sure to upload all required documents and forms to the "Response Attachments" tab.

Please note that you can confirm what items are missing or need responses by running an error check on your response before submitting. This will show you any missing attachments, Attributes not acknowledged and/or lines not responded to. You can run as many error checks as you need to correct your response.

The District is not responsible for any costs incurred by proposers in responding to this RFP. The District is not responsible for unmarked or improperly marked proposals. The District is also not responsible for proposals delivered after the scheduled deadline. The District will not accept fax or email proposals.

SECTION II - PROPOSAL SPECIFICATIONS:

Humble ISD seeks vendors to provide Pool Maintenance and Repair Services on an as needed basis or as specified in this solicitation. Each year the Humble Independent School District spends over $50,000 on the above listed items and/or services that are needed to support the District’s schools and operations.

In order for the District to ensure that it finds the best and most competitive pricing for these purchases, the District is requesting responses from qualified suppliers and companies that will provide the District with best value pricing, discounts, and customer service benefits for these types of purchases.

The proposal will include identifying whether the suppliers will accept a Humble Independent School District purchase order, credit cards or other acceptable payments.

Proposers are prohibited from communicating with District Trustees, employees, or agents of the District regarding this RFP from the date of issue to the public until an award has been approved by the Board of

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 2 of 10

Trustees. All vendor communications regarding this RFP must be submitted on the questions tab in the online bidding system. All questions received and the corresponding answers will be distributed to all registered suppliers through the questions tab. It is the proposers’ responsibility to review these questions and responses in order to stay informed on any clarifications on the projects. Any changes in scope, specifications, or changes altering the responses will be issued in the form of an addendum. No verbal responses will be provided. The deadline for questions is noted in the District’s online bidding system and each interested respondent should be aware of this date and time cut-off. The District will not respond to questions after this time and date. Any issued addenda may require acknowledgement on the Attributes tab in the online bidding system

Humble Independent School District reserves the right to increase or decrease quantities. Quantities included herein are based upon current budget allocations and are therefore subject to change. Humble Independent School District reserves the right to reject any or all proposals, accept the proposal deemed most advantageous to the school district and to waive any technicalities.

Humble Independent School District reserves the right to add or delete campuses, facilities and/or administrative sites as required for District operations. Humble Independent School District reserves the right to add any new additional items as they become available to the District. Any award(s) to Vendor(s), Supplier(s) or Contractor(s) under this RFP will be subject to a post-award addendum detailing the additions, deletions or other factors regarding original pricing awarded due to these changes.

All proposals are subject to the General Terms and Conditions and Specifications as stated in this document (currently located under the attributes tab). The apparent absence of these specifications as to any detail, or the apparent omission from them of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice shall prevail and that only material and workmanship of the finest quality are acceptable. All interpretations of the specifications shall be made upon the basis of this statement.

Pre-Proposal Meeting / Site Walkthrough

A non-mandatory pre-proposal meeting and site walkthrough will be conducted for interested proposers to review existing site conditions, equipment locations, utility connections, access requirements, and project logistics.

Attendance is strongly recommended to ensure proposers are familiar with the scope and campus-specific requirements.

Date: Thursday, October 15, 2026 Time: 9:00 AM Meeting Location: Everyone is requested to gather at the Maintenance Building located at 1703 Wilson Road Bldg. B. Humble, TX 77396. Participants will travel to each site for visits in their own vehicles.

Proposers are responsible for examining all site conditions and requirements prior to submitting a response. Failure to attend the site walkthrough shall not relieve the awarded contractor from performing all work required under this solicitation.

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 3 of 10

Any questions, clarifications, or changes resulting from the pre-proposal meeting or walkthrough will be issued through the District’s online bidding system in the form of a written addendum. No verbal interpretations or instructions shall be binding.

SECTION III - SCOPE OF WORK AND SERVICE SPECIFICATIONS:

Humble Independent School District (“District”) seeks qualified vendors to provide preventive maintenance, inspection, diagnostic, and repair services for swimming pool equipment at the District facilities identified below. Services shall be provided on a scheduled and as-needed basis in accordance with manufacturer recommendations, applicable laws and regulations, and generally accepted industry standards.

District Facilities and Equipment The District may add or remove facilities or equipment during the contract term. Any resulting changes in pricing must be approved by the District in writing before services are performed.

Facility Pool Type Chemical/ Acid

Pumps * Circulation Pumps Sand Trap Filter

Atascocita High School 25-yard Plaster (2) Stenner pumps (1) Sta-Rite (1) Below-ground

Humble High School Gunite (2) Stenner pumps

(1) Sta-Rite CCSPHH3-

(1) Above-ground

Kingwood High School 25-yard Plaster (2) Stenner pumps

(1) Sta-Rite CCSPHH3-

(1) Above-ground

Kingwood Park High School 25-yard Plaster (2) Stenner pumps (1) Sta-Rite (1) Above-ground

Summer Creek High School 25-yard Plaster (2) Stenner pumps (1) Sta-Rite (1) Below-ground

*-(2) Stenner pumps – one chlorine and one acid are installed at each campus

Equipment quantities, makes, and models are provided for informational purposes. The awarded contractor shall verify existing equipment during the initial inspection and notify the District in writing of any discrepancies.

Preventive Maintenance Services The vendor shall perform preventive maintenance at each listed facility once every three months, unless otherwise authorized by the District. Quarterly preventive maintenance shall include, at a minimum:

• Inspecting, testing, and calibrating each chemical injection pump.

• Confirming that chemical controllers, sensors, feed systems, and related components operate correctly and within manufacturer specifications.

• Inspecting tubing, injectors, orifices, fittings, valves, seals, motors, electrical connections, and other associated components for leakage, wear, damage, or improper operation.

• Cleaning equipment and removing chemical residue from accessible equipment surfaces and surrounding work areas.

• Identifying worn, damaged, or improperly operating parts.

• Testing serviced equipment before leaving the facility to confirm proper operation.

• Documenting equipment readings, deficiencies, adjustments, and recommended repairs.

Calibration shall be performed using properly maintained instruments appropriate for the equipment being serviced.

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 4 of 10

Semiannual Maintenance Twice during each 12-month period, the vendor shall perform all quarterly services and replace the clay weights and tri-roller assemblies on each applicable chemical pump.

As-Needed Sand Trap Filter Maintenance At the District’s request, the vendor shall provide inspection, cleaning, preventive maintenance, diagnostic, and repair services for the above- and below-ground sand trap filters identified in the District Facilities and Equipment table.

Services may include, but are not limited to:

• Inspecting the filter, housing, cover, lid, seals, gaskets, baskets, screens, valves, fittings, piping, and related components.

• Removing accumulated sand, sediment, debris, and other material from the filter.

• Cleaning the filter and accessible associated components.

• Inspecting the filter and related components for leaks, cracks, corrosion, deterioration, blockages, or other damage.

• Cleaning or replacing baskets, screens, seals, gaskets, valves, fittings, and other authorized components.

• Reassembling the filter and confirming that all covers, lids, seals, and connections are properly secured.

• Testing the system after service to confirm proper operation and the absence of leaks.

• Removing and properly disposing of debris and other waste generated during the service.

• Providing the District with written findings and recommendations for any additional repairs.

As-Needed Diagnostic and Repair Services At the District’s request, the vendor shall provide diagnostic and repair services for circulation pumps, chemical-feed systems, controllers, and related pool equipment. Services may include:

• Diagnosing and isolating equipment malfunctions.

• Removing equipment from service and safely disconnecting it.

• Disassembling and inspecting pumps and associated components.

• Cleaning and repairing equipment.

• Replacing bearings, shaft sleeves, seals, impellers, motors, tubing, injectors, fittings, controllers, sensors, and other approved components.

• Balancing or replacing impellers when necessary.

• Reassembling and reinstalling equipment.

• Returning equipment to service and testing it under normal operating conditions.

• Providing the District with written findings and repair recommendations.

Estimates and Repair Authorization When requested, the vendor shall submit a written estimate containing:

• Description of the problem and proposed repair;

• Estimated labor hours and applicable hourly rate;

• Itemized parts and materials;

• Manufacturer and part number, when available;

• Applicable contract discount;

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 5 of 10

• Freight, trip, or other charges;

• Estimated completion date; and

• Warranty applicable to the repair.

The vendor shall not exceed an approved estimate without receiving written authorization from the District. If additional deficiencies are discovered during the work, the contractor shall stop the affected portion of the work and notify the District before incurring additional costs.

Parts, Materials, and Pricing All replacement parts shall be new and compatible with the existing equipment unless the District authorizes an alternative in writing. The vendor shall provide manufacturer-authorized parts whenever available. The proposal shall include the vendor’s percentage discount from the manufacturer’s published list price; and any minimum charges.

Invoices for parts shall identify the manufacturer, part number, quantity, unit price, contract discount or markup, and extended price. The District may request documentation supporting the vendor’s cost or published list price.

Chemicals Unless specifically authorized through a District purchase order, the vendor is not responsible for supplying routine pool-treatment chemicals. Chemicals needed to test, calibrate, clean, or complete an authorized repair shall be identified separately in the vendor’s estimate.

Safety and Site Requirements The vendor shall:

• Comply with applicable workplace-safety, chemical-handling, electrical, and lockout/tagout requirements.

• Ensure personnel are properly trained to work around swimming-pool equipment and hazardous chemicals.

• Maintain Safety Data Sheets for chemicals brought onto District property.

• Use appropriate personal protective equipment.

• Secure the work area and protect students, employees, visitors, and District property.

• Immediately report chemical spills, unsafe conditions, injuries, or property damage to the District.

• Clean the work area and remove all discarded parts, packaging, debris, and other waste generated by the contractor.

• Dispose of chemicals and hazardous materials in accordance with applicable requirements. Such materials shall not be placed in District trash containers or discharged into drains unless expressly permitted.

Warranty and Correction of Deficient Work The vendor shall warrant labor for at least 90 days following completion. Manufacturer warranties shall apply to installed parts and equipment. The vendor shall correct, at no additional cost to the District, work that does not comply with the contract requirements or that fails during the applicable warranty period because of defective workmanship or installation.

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 6 of 10

SECTION IV - AWARD CRITERIA:

Humble ISD reserves the right to negotiate with any or all proposers, accept or reject any and/or all proposals, to waive any formalities and/or irregularities, and to award contracts in the best interest of the District. Humble ISD does not purchase solely on the basis of low proposal. Final evaluation of this bid will be based on the Texas Educational Code 44.031 (b). In making that determination Proposers will be evaluated according to the evaluation criteria contained in this RFP including:

Award Criteria:

Point Value

Purchase Percentage Offered 30 points

Reputation of the vendor and vendor’s goods or services 15 points

Quality of the vendor’s goods or services 10 points

Extent to which the goods or services meet the district’s needs 15 points

Vendor’s past relationship with the district 10 points

Impact on the ability of Humble ISD to comply with laws and rules relating to HUBs 00 points

Total long-term cost to the district to acquire goods and services 15 points

For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the Vendor or the Vendor’s ultimate parent company or majority owner:

(A) has its principal place of business in this state; or

(B) employs at least 500 persons in this state

00 points

Any other relevant factor specifically listed in the request for the bids or proposals:

Vendor received 3-5 reference responses

5 points

TOTAL 100 Points

Awarded vendor(s) will be placed on the District’s approved vendor list. The District may execute contracts with vendors on the list on an as-needed (per project) or annual basis, depending on the type of product/service required by the District and upon the agreement of the parties. Placement on the approved vendor list does not obligate or guarantee that the District will contract with any proposer, purchase any proposer’s goods or services, or guarantee any particular volume, use, number, or sales.

Award may be to one or multiple vendors as determined to provide the best value to Humble Independent School District. Please be aware that this award does not limit Humble ISD from making purchases from other approved vendors.

A vendor may appeal Humble ISD’s award based on deviations from laws, rules, regulations, or Humble ISD Board policies (See Board Policy GF (Local). The vendor may submit the complaint in writing to the Humble ISD General Counsel’s office pursuant to Policy GF (Local). In the event a vendor is unsure about the award of a contract, the vendor is responsible for contacting the Procurement Department as detailed above.

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 7 of 10

SECTION V – PROPOSAL AND CONTRACT TERMS:

PROPOSAL TERM:

This RFP proposal shall continue in full force and effect from award date through January 11, 2030 unless otherwise agreed to in a writing executed by both parties.

In the event this proposal expires before another proposal is awarded, the District may extend the proposal term on a month-to-month basis on the same terms, by mutual agreement with the vendor, until such time as the District completes a new procurement solicitation.

SECTION VI - GENERAL INFORMATION:

CODE OF CONDUCT:

Vendors and their suppliers, installers and all others working on Humble ISD schools/projects are required to understand and comply with the following rules and responsibilities. Failure to comply with the following rules and responsibilities may result in a worker's removal from the schools/projects and/or the termination of the subcontractor's contract. Vendors are responsible for their suppliers and installers adherence to these policies. Proposer, by submitting their response to this solicitation understands and agrees to comply with the rules and responsibilities as stated in the Job Site Code of Conduct. Additionally, Proposer certifies that neither they nor any of their employees are currently in violation or in the future will violate the rules and responsibilities stated above.

1. Vendors employees, installers and suppliers who will be entering the district site should check in with the Humble ISD designated representative.

2. Vendor employees, installers and suppliers must wear picture ID badges while on Humble ISD property. See Criminal Background Check Notification attribute included in this proposal.

3. The use of any tobacco products are PROHIBITED on school property. These prohibited items include but are not limited to cigarettes, cigars, chewing tobacco and snuff.

4. Drugs and alcoholic beverages are PROHIBITED.

5. The use of vulgar or improper language is PROHIBITED. Humble ISD will determine on a case-by-case basis what constitutes vulgar or improper language.

6. Unacceptable behavior including physical or verbal intimidation, horseplay, or fighting by any individual on school property/projects will result in immediate removal from site. Humble ISD staff will determine unacceptable behavior.

7. School requirements will occasionally result in the untimely termination of a subcontractor's daily activities. Vendors are expected to anticipate and understand these circumstances and also work with Humble ISD to make up any scheduling.

8. All contact with students is strictly prohibited.

9. Vendor's employees, installers and suppliers must be properly dressed in work attire which includes the use of proper work shoes and any personal protection equipment that is needed.

10. Vendor's employees, installers and suppliers will promptly leave the school campus at the end of each work shift.

11. Weapons of any type are not allowed on the job site or parking area. Vendor's employees will comply with all state and district rules regarding weapon free zones.

12. Vendor's employees, installers and suppliers shall submit such background information as may be requested by Humble ISD to perform criminal background evaluations/investigations.

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 8 of 10

13. No person who has charges pending or who has been convicted, received probation or deferred adjudication for the following shall be engaged to work on Humble ISD property where students are present: Any offense against a child. Any sex offense. Any crimes against persons involving weapons or violence. Any felony offense against property. Or any other offense that Humble ISD believes might compromise the safety of students, staff or property.

Safety Measures:

All interested suppliers/vendors/contractors will abide by the District's safety and security measures in effect for accessing our campuses, facilities, and any District-sponsored events or activities. These requirements will be based on local, state and federal guidelines and will be strictly adhered to by all who intend to do business with Humble ISD.

Pricing Criteria:

1. State Sales Tax Exemption

Humble Independent School District is exempt from taxation on materials under the Texas Limited Sales, Excise and Use Tax on any purchase, lease, or rental of tangible personal property, and will issue certificates of exemption from the Texas State Sales Tax on materials furnished by contractors on school construction projects. Therefore, all proposers are instructed not to include the Texas State Sales Tax in their proposals.

2. Pricing Term / Delivery

All prices shall be effective for the term of the proposal contract unless otherwise stated in this document and are to be quoted F.O.B. (shipping charges to be included in proposal price) Humble ISD, inside delivery.

3. Prices All prices contained in the Vendor’s/Contractor’s proposal shall remain firm for the entire Term of the Agreement.

Any proposed price increase must be submitted in writing to Humble ISD’s Director of Purchasing at purchasing@humbleisd.net for review and approval or rejection, at Humble ISD’s sole discretion. Requests for price increases must be submitted at least ninety (90) days prior to the proposed effective date and must be presented in the same format as the original proposal response or as otherwise negotiated by the parties.

No price increase for goods and/or services provided under this Agreement shall become effective unless and until it has been approved in writing by Humble ISD.

Each request for a price increase must include, at a minimum, the following supporting documentation:

• Written justification for the requested increase;

• Applicable terms and conditions related to the increase;

• Documentation of relevant market conditions affecting pricing; and

• Documentation of manufacturer and/or distributor impacts, if applicable.

4. Cost Extensions/Discounts mailto:purchasing@humbleisd.net

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 9 of 10

Propose unit price on quantity specified, extend and show totals where requested. In case of errors in extension, unit prices quoted will govern. If proposal totals reflect any additional discount, such discount shall be noted on the proposal form.

5. EDGAR Certifications (Located under the Attributes tab) The certifications and provisions are required and apply when Humble Independent School District (“Humble ISD”) expends federal funds for any contract resulting from this procurement process.

It is Humble ISD’s policy to require this form, regardless of the anticipated dollars to be spent. District solicitations may be utilized on Federal grant programs and will be required to have this certification affirmed through the Attributes tab on the District’s online bidding system.

SECTION VII - INSURANCE REQUIREMENTS:

All insurance questions and certificates should be sent to risk@humbleisd.net

Please note that all awarded vendors on RFP's that meet the requirements below will be required to submit a Certificate of Insurance which meets the minimum requirements listed below:

*Awarded vendors providing services *Awarded vendors providing food, meals, or catering services.

*Awarded vendors that come onto District premises.

All changes in limits of coverage are subject to review and amendments will be made at the discretion of the Director of Risk Management.

Types of Insurance Limits of Liability

A. Worker’s Compensation As statutory provisions require in State of Texas

Employers Liability $ 1,000,000

B. General Liability (Comprehensive or Commercial)

1. Bodily Injury and Property Damage combined $ 1,000,000 each occurrence

2. Products/Completed Operations $ 2,000,000 aggregate

3. Fire Damage, Legal liability $ 500,000 each occurrence Any one Fire

4. General Aggregate $ 2,000,000 aggregate

C. Business (Commercial) Auto Liability

1. Bodily Injury Each Person $ 1,000,000 each occurrence

2. Property Damage $ 1,000,000 each occurrence

D. Umbrella Liability (Excess) $ 5,000,000 each occurrence/aggregate

The Humble Independent School District may request to be named as an additional insured under the General Liability and Automobile Liability coverage.

10/12/2026 RFP 2027-15 Pool Maintenance & Repair Services Page 10 of 10

The Contractor shall protect, defend, save harmless and indemnify the Owner, its employees, Owner’s agent(s), and the public from any claims, demands or expense on account of any injury, alleged or real, to persons, or damage, alleged or real, to property arising out of anything done or omitted to be done under this contract by the Contractor or any Sub-Contractor, or anyone directly or indirectly employed by either of them. Insurance shall be underwritten by a company related not less than “A” Rated in Best’s latest published guide.

Umbrella liability includes coverage over the Workers’ Compensation, general Liability (Comprehensive or Commercial) and Automobile Liability.

The insurance limits listed above are for all contractors; however, any vendor whose personnel, vehicles or equipment come in contact with the personnel, property or equipment of the Humble Independent School District, must have sufficient insurance to cover any damages.