RFQ 26-05 FFE Solicitation.pdf

NEW BRAUNFELS INDEPENDENT SCHOOL DISTRICT

Request for Qualifications for Furniture, Fixtures, and Equipment Services for New Braunfels ISD

The purpose of this Request for Qualifications is to assess the capabilities of experienced vendors interested in providing design and layout development, specification, procurement, delivery, installation, punch, and follow-up for furniture, fixtures, and equipment.

All RFQ’s must be addressed to the address below and marked as follows:

RFQ 26-05 - FFE

Request for Qualifications for Furniture, Fixtures, and Equipment Services for

Due no later than: 10:00 AM on Tuesday, September 29, 2026

ATTN: Ginger Reiland, Director of Purchasing VIA: EUNA Electronically

For questions regarding this Request for Qualifications, submit electronically via EUNA, NBISD’s electronic bidding system.

One (1) electronic copy of a response to the Request for Qualifications shall be received no later than 10:00 AM on Tuesday, September 29, 2026, via EUNA. It is the responsibility of the submitting firm to ensure RFQ response packages are received prior to the deadline. RFQ response packages received after the above date and time will not be considered.

Project Schedule:

RFQ Issue Date July 17, 2026 RFQ Deadline: September 29, 2026

Site Location:

New Braunfels, Texas

Overview of the Project:

New Braunfels ISD is in the process of building a new schools, replacing aging FFE and ordering FFE for existing facilities.

New Schools:

NBISD is replacing the existing New Braunfels High School as part of the 2024 Bond Program, in phases from now through 2029. The phases include:

Phase 2A (Projected Completion: April 2027) – A three-story academic wing and field house that will include general classrooms, science labs, art classrooms, conference rooms, collaboration spaces, locker rooms, weight room, training room and athletic offices.

Phase 2B (Projected Completion: November 2027) – Fine arts spaces (band, choir, and theatre), athletics facilities including gymnasiums, weight room, training room and locker rooms, and an auditorium.

Outdoor Sports Locker Rooms (Projected Completion: April 2028) – A one-story outdoor sports building with lockers rooms, storage rooms for athletic equipment, athletic offices, and restrooms.

Phase 2C-D (Projected Completion: August 2029) – Fine art spaces for dance and theatre, concessions and restrooms.

Other Facilities:

As NBISD continues to grow and repurpose facilities, there is a need to purchase and add FFE to those spaces to make them suitable for current and future use. This includes FFE for, but not limited to, cafeterias, professional development spaces, classrooms, outdoor furniture, playground equipment, administrative offices, athletic facilities, agriculture facilities, special education, fine arts spaces, media center/library, common spaces, and career and technical education (CTE) spaces.

This scope includes the development of detailed, room-by-room furniture layouts based on existing construction documents, defining furniture types, quantities, and dimensions for all spaces listed above; including programming, planning, procurement, delivery, installation, and closeout.

The selected firm shall evaluate and validate furniture needs, ensure proper fit and clearances, and coordinate with architectural, MEP, and technology systems.

All spaces shall be equipped with standard educational furnishings, with select specialty equipment procured through other approved methods, and coordinated as part of the overall FF&E planning and implementation process.

RFQ Instructions :

New Braunfels ISD reserves the right to reject any and all qualification submittals or any part thereof, to waive or decline any formalities, informalities, and any irregularities in any submittal received, and to accept any portion of a submittal or all items if deemed in the best interest of the District. The selection or appointment of any firm under this Request for Qualifications is at the discretion of the Board of Trustees and is final without recourse. All firms submitting a qualification submittal for consideration acknowledge the conditions stated herein.

New Braunfels ISD will not be liable for any costs incurred by vendors in the preparation of a submittal or for any work performed prior to the award of a contract.

General Conditions:

Qualification submittals must include all information as asked for in this request. Failure to do so may result in rejection of the submittal. The School District is exempt from City, County, and Federal Sales/Excise Taxes. Certification of tax exemption will be issued upon request.

Interested firms (and its employees, representatives, and subcontractors) agree to abide by and comply with all applicable Federal, State and Local codes, laws, rules, and regulations in the performance of this contract. The firm, in its performance of the contract, shall comply with all of Board regulations, rules, and policies.

Firms’ Responsibilities:

Inspection of the work or materials shall not relieve the firm of any obligation to fulfill the contract as prescribed. Work and materials not meeting specifications shall be corrected at firms’ expense and unsuitable work or materials may be rejected.

The selected firm(s) will be responsible for maintaining a clean and safe environment surrounding the work area at all times. Firm(s) shall furnish all required personal safety equipment.

The selected firm(s) will be responsible for all trash removal and site clean-up.

It will be the responsibility of the firm(s) to make arrangements with the shipping firm and their driver, for timely delivery. Any and all freight damage is the responsibility of the successful firm(s).

New Braunfels ISD is exempt from the responsibility of replacement and costs of freight damage.

The selected firm(s) shall perform work in accordance with the acceptance of industry standards and in a neat and workmanlike manner to the satisfaction of the School District and Owners Representative.

Evaluation Criteria:

Response to the RFQ will be evaluated with the following criteria:

1. Quality of Submittal/Presentation

2. Approach to Project.

3. Work Experience/References

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

Scope of Services:

FF&E services shall include, as a minimum, the following:

1. Scope of Work-Programming

a. Needs analysis meeting.

b. Review project parameters and goals.

c. Perform an audit of existing furniture at the existing school, if applicable.

d. Interview individual departments (principal, media center, art, science, music, etc.)

e. Design coordination with the project team to determine individual, classroom, department, and program needs for FF&E.

f. Auto CAD drawing required.

g. Provide samples of the actual products. Identify, transport, and display the proposed furniture on-site (e.g., in a space such as the gym) for a week to allow District personnel to evaluate it.

2. Design Development: Furniture Layout and Product Application

a. Develop office workstation and classroom designs. Ensuring data, electrical, and any necessary connections are in accordance with construction drawings.

b. Submit brochures or actual samples for final product selection.

c. Create a furniture plan.

d. Review with the School District

e. Revise as needed.

f. Finalize the space plan of area.

g. Preliminary budget cost and cost estimating.

h. Multiple Product Options.

i. Review with the School District.

j. Submit copies of the Operation and Maintenance Manual. This manual should contain a narrative on the operation of any equipment, preventive maintenance, including cleaning, adjustment, and lubrication schedules (if required). The manual should also contain a copy of the manufacturer’s warranty and service agreement.

k. Submit Materials Safety Data Sheets (MSDS), as applicable.

3. Contract Documentation and Administration: Technical Specifications

a. General product specifications.

b. Review all final drawings and specifications with the School District.

c. Preparation of installation package.

d. Plot drawings and print all specifications.

e. Conduct a pre-installation meeting.

f. Ensure competitive purchasing through competitive bidding and/or the use of approved state or national purchasing networks.

g. Provide budget amounts-post bidding.

h. Provide final budget amounts and review with the District.

i. Review Warranty on products with the District.

4. Furniture Delivery and Installation:

a. Schedule product delivery according to the School District timeline.

b. Provide all labor, material, equipment, and supervision to deliver, set up, and install products onsite as specified in accordance with contract documents.

c. Provide all debris containment, debris storage, and debris removal, as well as provide a clean site at the end of each working day, as required by the Owner's Representative.

d. Inspect all deliveries for shortages or damage and, in conjunction with the School District, create a punch list. Retainage will not be released until the punch list has been resolved to the Owner's satisfaction.

e. Final walkthrough, inspection, and acceptance of the project.

f. FF&E firm(s) is to keep corridors and access points free and clear of debris and furniture.

g. Ensure the firm has on-site supervision during all deliveries.

5. Submittals:

a. Develop CAD drawings and floor plans showing space, allocation/furnishings as specified.

b. Submit certification that, to the best of the manufacturers' and contractors’ knowledge, no asbestos-containing materials have been incorporated into this project.

Qualifications Section:

In order to select the firm(s) best qualified for the New Braunfels ISD FF&E project, we are asking that the prospective Firm(s) respond to the following questions. Submissions will be awarded points based on each section of the responses requested:

1. Quality of Submittal (5 points) Provide a complete and well-organized response to this RFQ.

2. Approach to Project (20 points) Provide a detailed description of your understanding of the project and identify your firm's approach to the project. Describe your firm’s process for working with the Owner through the various stages of design, product/material selection, budget management, procurement, and delivery/installation. In addition, identify any work performed by subcontractors. A successful approach will include providing samples of the actual products. Identify, transport, and display the proposed furniture on site (e.g., in a space such as the gym) for a week, allowing District personnel to evaluate.

3. Quality Assurance: (20 points) Provide a description of the quality assurance process your firm will use for space layout and furniture drawings, budget tracking, tracking system for items the District may add during a later phase of work, delivery and install process, punch process, and warranty tracking.

4. Storage Capability: (5 points) Detail the physical warehouse space, including the city and state where products may be stored pending the final delivery to the school site. Please confirm whether you can store the products if the order is requested later than originally planned, and whether any cost would be associated with this.

5. Key Supplier Relationship: (10 points) List the Key supplies/manufacturers that your company represents for K-12 projects in Texas.

Describe how the relationship will benefit the District.

6. Work Experience with School Districts (15 points) Provide a list of school projects (in the State of Texas) that your company has successfully completed or for which a contract has been awarded. Please include both completed new construction and renovation projects.

7. References (15 points) Provide references of completed projects for new builds with schools (in the State of Texas).

Provide a minimum of three references for recently completed work to include school name, contact and telephone number.

8. Project Management/Delivery and Install Personnel (10 points) Provide a list of key personnel, skills and qualifications, technical competence, experience on similar projects; specifically identify the person who will be the Project Manager.

Please also include the following information in your submission:

Insurance Certificate:

The selected firm will be required to indemnify and hold New Braunfels ISD and its agents and employees harmless from and against all suits or actions of any kind, including, but not limited to workers' compensation claims brought against them for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the successful firm or its agents or employees.

Prior to the commencement of any work, Firm shall forward Certificates of Insurance to New Braunfels ISD and the Owners Representative. The insurance required shall be procured and maintained for the duration of the contract.

Vendors:

Provide a list of the vendors your firm will be using for this project.

The selected firm(s) will be based on the RFQ submittal responses and may require an interview presentation.

Award of Contract:

Only the selected firm(s) will receive a decision memorandum by email.