Scope of Work 27-011RA Athletics Audio Visual.pdf

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

FOR

Athletics Audio & Visual Equipment, Related Items and Services

RFP Number: 27-011RA

Proposal Release Date: Sunday, October 11, 2026

Proposal Due Date: Monday, November 16, 2026

Proposal Due Time: 10:00 AM(CST)

PROPOSALS SHALL BE SUBMITTED ELECTRONICALLY THROUGH

FBISD Electronic Bidding Portal https://fortbendisd.bonfirehub.com https://fortbendisd.bonfirehub.com/

TABLE OF CONTENTS

SECTION 1. GENERAL INFORMATION

SECTION 2. SCHEDULE OF EVENTS AND COMMUNICATIONS

SECTION 3. SCOPE OF WORK

SECTION 4. SUBMISSION OF PROPOSALS

SECTION 5. PROPOSAL CONTENT

SECTION 6. EVALUATION AND AWARD

SECTION 7. GENERAL TERMS AND CONDITIONS

SECTION 1. GENERAL INFORMATION

A. STATEMENT OF PURPOSE

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 78,000. The district currently consists of 78 campuses and multiple administrative sites. This Request for Proposals ("RFP") is issued by Fort Bend Independent School District ("FBISD" or "District") to solicit competitive proposals for Athletics Audio & Visual Equipment, Related Items and Services.

B. LEGAL REQUIREMENTS

Any contract resulting from this RFP shall comply with all applicable federal, state, and local laws, regulations, ordinances, and Board policies. This includes, but is not limited to, the Texas Education Code, Texas Government Code, and the District's Board-adopted purchasing policies and procedures, which are incorporated herein by reference.

C. ELECTRONIC COMMERCE

Fort Bend ISD utilizes EqualLevel as its electronic purchasing platform. Awarded vendors may be required to support electronic ordering and catalog management through EqualLevel or other District-authorized systems. Vendors shall maintain accurate pricing, product descriptions, and item availability throughout the contract term and support any required electronic commerce functionality in the District's best interest.

D. DELIVERY OF GOODS:

1. All deliveries shall reference the applicable Fort Bend Independent School District purchase order number. Deliveries received without a valid purchase order number may be rejected and returned at the vendor's expense.

2. Multiple purchase orders shall not be combined within a single package. Each purchase order shall be packaged and clearly identified separately.

3. FBISD prefers complete shipments whenever possible. Unless otherwise approved by the District, no more than three (3) shipments shall be made to fulfill a single purchase order.

Split shipments must be clearly identified on all shipping documentation.

4. When multiple purchase orders are delivered simultaneously, FBISD receiving personnel shall sign only the vendor's or carrier's manifest identifying the total number of containers and associated purchase order numbers. Individual signatures for each purchase order shall not be required.

5. No substitutions of awarded products or services shall be made without prior written approval from the FBISD Purchasing Department. Any approved substitution must be clearly identified on the packing slip and related shipping documentation.

6. All items furnished under this contract shall be new and unused unless otherwise approved by the District.

7. Items with expiration dates less than one (1) year from the date of shipment are unacceptable and may be rejected and returned at the vendor's expense. Any exceptions must be approved in advance by the District.

8. All items shall be delivered F.O.B. Destination to the FBISD location specified on the purchase order.

9. Successful vendors shall provide current Safety Data Sheets (SDS) for any product containing hazardous materials or chemicals as required by applicable laws and regulations.

10. All prices quoted shall be F.O.B. Destination and include all shipping, handling, freight, delivery, and related charges. Additional freight or delivery charges will not be accepted unless authorized by the District in writing.

11. Vendors shall promptly notify the District of any backordered items and provide an estimated delivery date. The District reserves the right to cancel backordered items without penalty.

E. PURCHASE ORDERS

1. All purchase orders shall include a valid FBISD purchase order number.

2. The purchase order number shall appear on all invoices and related documentation.

3. Goods and services shall not be provided without an authorized District purchase order.

4. Vendors acknowledge that any goods or services provided prior to receipt of an authorized purchase order are at the vendor's sole risk and may be considered a donation to the District.

5. Vendors are responsible for communicating these requirements to all personnel servicing the District account.

F. INVOICE

1. Invoices shall include an itemized description of the goods delivered and/or services provided.

2. Each invoice shall reflect the contracted pricing, discounts, and terms as awarded by the

District.

3. Invoices shall reference the applicable purchase order number and the name of the campus and/or department placing the order.

4. Invoices shall clearly identify any back-ordered items, cancellations, approved substitutions, credits, or adjustments.

5. Invoices shall be submitted electronically to AccountsPayable.Invoices@fortbendisd.gov with a copy provided to the requesting campus or department.

mailto:AccountsPayable.Invoices@fortbendisd.gov

G. VENDOR PERFORMANCE CRITERIA

The District reserves the right to monitor and evaluate vendor performance throughout the term of the contract.

Performance evaluations may include, but are not limited to, the following:

• On-time delivery of goods or services

• Accuracy and completeness of orders

• Quality and condition of goods or services provided

• Responsiveness and communication with District staff

• Adherence to contract pricing, terms, and conditions

• Resolution of issues, discrepancies, or complaints in a timely manner

Unsatisfactory performance may result in corrective action, suspension of purchases, non-renewal, or cancellation of the contract at the District's sole discretion.

[END OF GENERAL INFORMATION SECTION]

SECTION 2. SOLICITATION SCHEDULE AND COMMUNICATIONS

A. SOLICITATION SCHEDULE

Fort Bend ISD anticipates following the solicitation schedule outlined below for this Request for Proposals (RFP). The District reserves the right to modify, amend, or adjust the schedule at any time during the solicitation process as deemed necessary and in the District's best interest.

Activity Date 1 Release of RFP / First Advertisement

Sunday, October 11, 2026

2 Second Advertisement

Sunday, October 18, 2026

3 Pre-Proposal Conference (Virtual) Time: 2:00 PM (CST)

Tuesday, October 20, 2026

4 Deadline for Questions

Friday, October 23, 2026 10:00 AM (CST)

5 Proposal Submission Deadline Time: 10:00 AM (CST)

Monday, November 16, 2026

6 Demonstrations/Interviews (if applicable)

N/A

7 Presentation to the Board of Trustees February 2027

8 Award Notification / Posting of Awar

February 2027

Award notifications and related solicitation updates will be posted on the FBISD Electronic Bidding Portal:

https://fortbendisd.bonfirehub.com/past-opportunities

Any changes to the solicitation schedule or requirements will be communicated through addenda posted on the District's electronic bidding portal.

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Tuesday, October 20, 2026 at 2:00 PM (CST).

The meeting will be conducted virtually via Microsoft Teams. Prospective proposers are strongly encouraged to attend to gain a better understanding of the requirements, specifications, and expectations of this Request for Proposals (RFP).

Microsoft Teams Meeting Link:

Join the Meeting Now https://fortbendisd.bonfirehub.com/past-opportunities https://teams.microsoft.com/meet/273754102364651?p=YvQmzu8l7H3ZA2osmY

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP must be submitted through the FBISD Electronic Bidding Portal (Bonfire) using the "Ask a Question" feature no later than Friday, October 23, 2026, at 10:00 AM (CST). Questions received by the stated deadline, along with the District's responses, will be issued by Addendum and posted on the FBISD Electronic Bidding Portal. Questions submitted after the deadline will not be accepted or answered.

Proposers are solely responsible for monitoring the FBISD Electronic Bidding Portal for addenda, updates, and other communications related to this solicitation. Failure to review and acknowledge issued addenda shall not relieve the proposer of any obligations or requirements contained therein. The completed Addendum Acknowledgement Form must be submitted with the proposal.

D. AMENDMENTS TO THE RFP

Any amendments to this solicitation, including responses to written questions, clarifications, revisions, or other updates, will be posted on the FBISD Electronic Bidding Portal. It is the responsibility of all prospective proposers to regularly monitor the FBISD Electronic Bidding Portal for amendments and other solicitation-related communications. Prior to submitting a proposal, each proposer shall ensure that all issued amendments have been received, reviewed, and acknowledged.

Proposers are responsible for submitting proposals based on the most current version of the solicitation, including all applicable amendments. All Fort Bend ISD solicitations and addenda may be accessed through the FBISD Electronic Bidding Portal (Bonfire) at:

https://fortbendisd.bonfirehub.com

H. DEMONSTRATIONS/INTERVIEWS

The District may, at its sole discretion, conduct product, service, or system demonstrations and/or interviews as part of the evaluation process. The Evaluation Committee reserves the right to establish a shortlist of proposers based on the published evaluation criteria and to invite only those proposers selected for further consideration. Demonstrations and interviews may be used to clarify information contained in a proposal, evaluate a proposed solution, and assess a proposer's qualifications and ability to meet the District's requirements. The District reserves the right to consider information obtained during demonstrations and interviews when evaluating proposals and making award recommendations.

I. SPECIAL NOTE

Please be reminded that all Fort Bend ISD campuses and departments are tobacco, drug, and weapon-free facilities. Proposers are responsible for the conduct of their employees and adherence to Fort Bend ISD building policies. No work shall interfere with school or system activities or the learning environment unless permission is granted by the District.

For the purposes of the pre-proposal meeting and demonstrations, persons with disabilities requiring special accommodations should contact the FBISD Buyer at Regy Ambooken at babyregy.ambooken@fortbendisd.com at least two (2) business days prior to the conference.

J. COMMUNICATIONS

Communication between the Purchasing Department and vendors is encouraged; however, steps must be taken to ensure a fair and equitable opportunity for all vendors and to avoid any appearance of favoritism. To protect the integrity of the solicitation process, the following rules apply once the RFP is issued:

1. Communication regarding this RFP with District employees, staff, consultants, or Board members, other than the Assigned Buyer listed in the solicitation, is strictly prohibited and may result in disqualification.

2. All requests for clarifications, additional information, or questions must be submitted in writing to the Assigned Buyer during the Question-and-Answer period as outlined in the solicitation document.

3. All timely and appropriate written questions shall be responded to in accordance with the Schedule of Events. The written answers will be posted as an amendment to the original RFP on the District website. It is the Proposer’s responsibility to check the website in a timely manner for such amendments.

4. All responses to inquiries, as well as any necessary corrections to the solicitation, will be communicated through the Addendum process by the Assigned Buyer.

By following these guidelines, the District ensures a level playing field for all eligible vendors throughout the solicitation process.

[END OF SCHEDULE OF EVENTS AND COMMUNICATION SECTION]

SECTION 3. SCOPE OF WORK

A. PROJECT OVERVIEW

Fort Bend Independent School District (FBISD) is soliciting proposals from qualified vendors to provide comprehensive audio visual (AV) products, services, installation, integration, maintenance, and support for Fort Bend ISD Athletics. The solicitation is intended to establish a reliable and consistent resource for AV solutions that support athletic competitions, student-athlete recognition, school and community engagement, and overall game-day operations.

B. SCOPE OF SERVICES

Fort Bend Independent School District ("Fort Bend ISD" or "District") is soliciting proposals from qualified vendors to provide comprehensive audio-visual products, services, to the district.

The awarded vendor(s) shall provide audio visual equipment, products, installation, integration, programming, maintenance, repair, technical support, and related services for Fort Bend Independent School District (FBISD) Athletics. Services may be required at athletic facilities across the district and shall support athletic competitions, practices, special events, ceremonies, community events, and other District-approved activities.

Services and products may include, but are not limited to:

• Audio systems, speakers, amplifiers, microphones, mixers, wireless systems, and related sound equipment.

• Video boards, LED displays, digital signage, monitors, projectors, and related video equipment.

• Scoreboard and video board integration and control systems.

• Video production, replay, recording, and streaming equipment.

• Cameras, camera systems, tripods, mounts, and related accessories.

• Audio and video signal distribution and routing equipment.

• Control systems, processors, controllers, and user interfaces.

• Cabling, wiring, connectors, racks, mounts, and infrastructure necessary for system operation.

• Press box, stadium, gymnasium, athletic field, and event AV systems.

• Installation, configuration, programming, testing, and commissioning of equipment.

• System upgrades, expansions, replacements, and technology refreshes.

• Troubleshooting, repair, preventative maintenance, and emergency technical support.

• Training for designated District personnel on the proper use and operation of installed systems.

• Consultation, system design, equipment recommendations, and project planning as requested by the district.

C. MINIMUM QUALIFICATIONS

• Vendor must be authorized to sell, install, and support the manufacturers proposed in its response.

• Vendor must maintain all licenses, registrations, and permits required by law.

• Vendor must have the capability to provide installation, maintenance, and support services within the State of Texas.

• Vendor must have personnel certified by applicable manufacturers when certification is required to maintain warranties.

D. CONTRACTOR REQUIREMENTS

Any Contractor awarded a contract under this solicitation is responsible for complying with all applicable federal, state, and local laws, regulations, and Fort Bend ISD policies throughout the contract term. The Contractor is responsible for maintaining all licenses, certifications, registrations, insurance coverage, and other qualifications necessary to perform the services described in this solicitation.

The Contractor is responsible for complying with District requirements related to background checks, confidentiality, data privacy, safety, security, and access to District facilities, students, staff, and information. The District may request documentation demonstrating compliance with these requirements.

Failure to maintain required qualifications or comply with applicable requirements may be considered a breach of contract and may result in termination of the contract or other remedies available to the District.

[END OF SCOPE OF WORK SECTION]

SECTION 4. PROPOSAL SUBMISSION INSTRUCTIONS

IMPORTANT: Proposals must be submitted in accordance with the Proposal Submission Deadline identified in Section 2, Solicitation Schedule and Communications.

Fort Bend ISD will accept proposals submitted electronically through the FBISD Electronic Bidding Portal (Bonfire) at: https://fortbendisd.bonfirehub.com

The following requirements apply to proposal submissions:

• The District will only accept proposals submitted through the FBISD Electronic Bidding Portal (Bonfire).

• To prepare a submission, download all required documents from the Supporting

Documentation section of the solicitation and upload completed documents to the appropriate locations within the Requested Information section.

• It is the proposer's sole responsibility to ensure all required documents are submitted prior to the Proposal Submission Deadline.

• Late proposals will not be accepted or considered.

• A public proposal opening will be conducted via Microsoft Teams. Meeting information will be provided in the solicitation.

Microsoft Teams Meeting Link:

Join the Meeting Now

A. REQUIRED SUBMISSION DOCUMENTS

The following documents shall be uploaded through the Requested Information section of the FBISD Electronic Bidding Portal.

Proposal Documents

• Narrative of Proposed Services

• Addendum Acknowledgement Form

• Questionnaire (Q-35AT)

• References and Relevant Contract Experience (Q-17FY)

• IT Technical Specifications (Q-08CU) for IT-related solutions only

Cost Proposal

• Pricing BidTable (BT-13DF)

• Discount Pricing Sheet (BT -45BJ) https://teams.microsoft.com/meet/250498108688676?p=fBoUEhz0Lg6gt25kxV

Required Forms

• Form 1295 (Texas Ethics Commission)

• Conflict of Interest Questionnaire (CIQ)

• Vendor Acknowledgement Form

• Suspension & Debarment Certification

• Background Check Acknowledgement Form

All required documents must be uploaded to the designated location within the FBISD Electronic Bidding Portal. Documents requiring signatures must be properly executed. Failure to submit all required documents, provide required signatures, or upload documents to the appropriate location may result in the proposal being deemed non-responsive.

Proposal Questionnaire The Proposal Questionnaire must be completed in its entirety. Failure to complete all required sections may result in the proposal being deemed non-responsive.

Pricing BidTables Proposers are required to complete all applicable Bid Tables identified in this solicitation. Provide pricing for all items identified in the Pricing BidTable. All required pricing fields must be completed to allow the District to evaluate pricing and overall proposal value. Unless otherwise specified in the solicitation, remanufactured or refurbished products will not be accepted.

B. SAMPLE DOCUMENTS

The solicitation documents posted on the FBISD Electronic Bidding Portal include the following sample documents for proposer review:

• Sample Agreement for Services

• Sample EDGAR Certification Form

• Sample Insurance Requirements

• Sample Data Protection Addendum (DPA)

Proposers are required to review each document in its entirety. By signing and submitting the Vendor Acknowledgement Form, the proposer acknowledges that it has reviewed, understands, and agrees to comply with the requirements contained within the sample documents.

Failure to submit the required Vendor Acknowledgement Form may result in the proposal being deemed non-responsive.

C. POST-AWARD REQUIREMENTS

Upon award notification, the selected vendor(s) shall:

• Execute the Fort Bend ISD Agreement for Services, EDGAR Certification Form, and Data Protection Addendum (DPA) through DocuSign.

• Submit a valid Certificate of Insurance (COI) meeting the requirements identified in the Insurance Requirements Exhibit.

• Execute any additional Fort Bend ISD contract documents required for contract award and implementation.

https://www.ethics.state.tx.us/

Following Board approval, if applicable, the District will return fully executed documents to the awarded vendor(s).

D. DATA PROTECTION ADDENDUM (DPA)

The Data Protection Addendum (DPA) applies to all software, web-based applications, online subscriptions, training, implementation, support, and/or related services provided to the District. This includes any instance in which staff or student information is accessed, processed, transmitted, or stored by the vendor.

[END OF PROPOSAL SUBMISSION SECTION]

SECTION 5. PROPOSAL SUBMISSION REQUIREMENTS

Proposers are invited to submit a comprehensive proposal demonstrating their qualifications, experience, and capability to provide athletic audio-visual equipment, products, services, and related solutions for Fort Bend ISD athletic facilities as described in this RFP. Proposers should clearly identify the products and services they are proposing to provide under this solicitation.

Upload all narrative content required in this section to Bonfire under Section I – Narrative of Proposed Services and Solutions

Proposers should not include any costs, pricing, fees, or billable rates within the narrative responses for this section. All pricing information should be submitted exclusively as part of the Cost Proposal section.

The information provided in this section will be used to evaluate the Proposer's qualifications, experience, capabilities, and ability to support the District's athletic audio-visual needs.

Proposers are responsible for submitting all requested information and required forms. Failure to provide the requested information may result in the proposal being determined non-responsive or may result in a lower evaluation score.

At a minimum, the proposal should include the following information. Proposers should respond to those items applicable to the products and services they are proposing under this solicitation.

Section I. Narrative of Proposed Services and Solutions

Provide a narrative describing the Proposer’s qualifications, experience, and capabilities and the proposed approach for delivering the services described in this RFP.

Organize responses in the order listed below and clearly label each section:

A. Company Overview Provide a brief overview of the organization, including:

1. Company history and years in operation.

2. Corporate structure and organizational information.

3. Description of the athletic audio-visual products, equipment, services and solutions offered by the proposer.

4. Organizational capacity and resources available to support the products and services offered to the District under this solicitation.

5. Disclosure of any suspension, debarment, or prohibition from contracting with any governmental entity. If applicable, provide an explanation of the circumstances and current status.

B. Experience and Qualifications Provide a narrative describing the Proposer's qualifications and experience relevant to the products and services offered under this solicitation.

Include:

• Experience providing athletic audio-visual equipment, products, services, and solutions.

• Experience supporting school districts, athletic facilities, higher education institutions, governmental entities, or similar organizations.

• Relevant manufacturer authorizations, certifications, licenses, and areas of expertise.

• References or examples of similar work.

• Information demonstrating the Proposer's ability to provide customer service and support.

C. Operational Approach and Support Provide a narrative describing how the Proposer will support the District under this contract.

Include:

• Description of the products and services offered.

• Product availability and inventory capabilities.

• Typical lead times and delivery capabilities.

• Ordering and fulfillment processes.

• Installation services available, if applicable.

• Warranty coverage and support services.

• Repair and replacement processes.

• Technical support and customer service procedures.

• Primary points of contact and account management practices.

• Methods for addressing service issues, product defects, warranty claims, and escalated customer concerns.

Section II. References and Relevant Contract Experience (Q-17FY)

Provide a minimum of five (5) client references for current or previously awarded contracts within the last five (5) years involving products and/or services similar to those requested in this RFP.

References may include K-12 school districts, governmental entities, higher education institutions, athletic facilities, or other comparable organizations.

The District will use the information provided in this section to further evaluate the Proposer's relevant contract experience and experience serving similar customers.

For each reference, provide:

1. Client Name and Organization

2. Customer Type (e.g., K-12 School District, Higher Education Institution, Governmental

Entity, Athletic Facility, Municipality, Commercial Organization, or other)

3. Contract Name or Description

4. Contract Number (if applicable)

5. Contract Start and End Dates

6. Approximate Contract Value or Annual Spend (if available)

7. Description of Products and/or Services Provided

8. Identify the Products and/or Services Provided That Are Similar to Those Requested in

This RFP

9. Client Contact Name and Title

10. Email Address

11. Telephone Number

Section IV. Cost Proposal

1. The Cost Proposal is to be submitted using the Pricing BidTable (Ref. BT-13DF).

2. The Discount Pricing Sheet needs to be submitted using the Discount Pricing Sheet (Ref.

BT-45BJ).

3. Respondents are responsible for providing pricing for the products and services offered under this solicitation. Pricing is expected to include all applicable costs associated with the products and services proposed, including freight, delivery, installation, labor, materials, and other associated charges, as applicable.

4. Pricing should be fair, reasonable, and representative of the products and services offered.

5. Pricing will be evaluated for competitiveness, reasonableness, and overall value.

Section V. Required Forms

Download, complete, sign (if applicable), and upload the following forms in Bonfire under the designated submission section:

1. Form 1295 – Certificate of Interested Parties

2. Conflict of Interest Questionnaire (Form CIQ)

3. Vendor Acknowledgement Form

4. Suspension and Debarment Certification

5. Background Check Acknowledgement Form

Failure to submit all required forms may result in the proposal being determined non-responsive and ineligible for further consideration.

IT Technical Specifications

Vendors proposing products or services that include software, applications, cloud-based solutions, network connectivity, or any technology that interfaces with District systems or data must complete the IT Technical Specifications. Vendors whose proposed products or services do not include these components are not required to complete this section.

[END OF PROPOSAL CONTENT SECTION]

SECTION 6. EVALUATION AND AWARD

A. EVALUATION PROCESS

The award of this contract will not be based solely on price. Fort Bend Independent School District ("District") will evaluate proposals and make award(s) based on best value to the District, considering the evaluation criteria identified in this solicitation and applicable provisions of Texas Education Code §44.031.

Proposals will be evaluated using the criteria and weighting identified below.

The District reserves the right to make one award, multiple awards, or no award. The District may award by program area/category, section, group, or any combination thereof, as determined to be in the best interest of the District.

# Evaluation Criteria Point System

1 Purchase price

• Pricing will be evaluated for reasonableness, competitiveness, and overall value relative to the goods, services, or deliverables offered.

2 Reputation of the Vendor and of the Vendor’s goods or services This criterion will be evaluated based on information obtained through reference checks

• Reference feedback

• Responsiveness

• Reliability

• Customer service

• Delivery performance

• Overall customer satisfaction

3 Quality of the Vendor’s services

• Quality and suitability of proposed products and services

• Customer Service and support resources

• Safety Issues

• Vendor Experience

• Certification Requirements

4 Extent to Which the Services Meet the District's Needs

• Understanding of District needs and requirements.

• Alignment with the scope of work and solicitation requirements.

• Ability to support implementation and desired outcomes.

• Capacity and resources to meet District requirements.

• Flexibility and responsiveness to District needs.

• Warranty coverage, technical support, and customer service capabilities.

• Product availability, delivery capabilities, and lead times.

5 Vendor’s past relationship with the district Proposers should provide examples of current or previously awarded contracts demonstrating experience providing products and/or services similar to those requested in this RFP. Consideration may include:

• Experience supporting K-12 school districts of comparable size and complexity.

• Experience supporting governmental entities, higher education institutions, athletic facilities, or other comparable organizations.

• Experience providing similar audio-visual equipment, products, services, and solutions.

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

• Implementation Cost (Set Up/Installation/Configuration/Integration)

• Maintenance Cost

• Subscription Cost

• Administrative Fees

7 Vendor’s Principal place of business is in the state of Texas or employs 500 people in this state.

8 Service Agreement:

• Extent to which the vendor agrees to our Standard Form of Agreement by signing the Vendor Acknowledgement Form, vendor assent to the Terms and Conditions of Fort Bend ISD.

Pass/Fail

9 The impact on the ability of the district to comply with laws and rules relating to Historically Underutilized Businesses (HUB).

N/A

TOTAL 100 Points

B. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submitted proposals and may establish a shortlist of proposers based on the published evaluation criteria if determined to be in the District's best interest. Demonstrations and/or interviews may be conducted with shortlisted proposers as part of the evaluation process. Such demonstrations or interviews may be used to clarify information contained in a proposal, evaluate proposed products or services, and assess a proposer's ability to meet the District's requirements. The District reserves the right to consider information obtained during demonstrations and interviews when evaluating proposals and making award recommendations.

Presentations, demonstrations, and interviews may be conducted in person, virtually, or by other means determined appropriate by the District. If applicable, the District will provide shortlisted proposers with the date, time, format, and other relevant details.

C. BEST AND FINAL OFFER (BAFO)

The District reserves the right to conduct a Best and Final Offer (BAFO) process. If utilized, the District may request selected proposers to provide clarifications, supplemental information, and/or revisions to their cost proposals. Proposers invited to participate in the BAFO process shall comply with the deadlines and requirements established by the District. The District reserves the right to revise proposal scores based on information received during the BAFO process or to evaluate BAFO submissions as a separate scoring phase.

D. CONTRACT AWARD

Any resulting contract(s) from this solicitation may be awarded to the proposer(s) whose proposal is determined to provide the best value to the District based on the evaluation criteria and overall evaluation process. Following the evaluation process and any negotiations deemed necessary, the District may recommend one or more proposers for award to the Board of Trustees for consideration. Upon Board approval the District will notify the successful proposer(s) and proceed with contract execution.

[END OF EVALUATION AND AWARD SECTION]

SECTION 7. GENERAL TERMS AND CONDITIONS

GOVERNING DOCUMENTS

This solicitation shall be governed by the documents incorporated herein and the Fort Bend ISD General Provisions for Purchasing Solicitations and Contracts, which are incorporated by reference into this solicitation. The General Provisions are available for review in the FBISD Electronic Bidding Portal and on the District's website at:

https://www.fortbendisd.com/General-Provisions-for-Purchasing-Solicitations-and- Contracts.pdf

ACCEPTANCE OF SOLICITATION TERMS

Proposers are required to respond to all applicable requirements outlined in this solicitation. By submitting a proposal, each Proposer acknowledges that it has reviewed and understands the Agreement for Services, General Provisions, specifications, and other requirements contained in this RFP. Submission of a proposal constitutes the Proposer's acceptance of the terms, conditions, specifications, and requirements of this solicitation. Proposers shall submit a signed Vendor Acknowledgement Form with their proposal. The terms, conditions, specifications, requirements, proposal response, and any Addenda issued under this solicitation shall become part of any resulting Agreement between the District and the selected Vendor(s).

CONTRACT EXECUTION

Any contract award resulting from this solicitation is subject to all required District approvals.

No Proposer or Vendor shall acquire any rights or interests under this solicitation until all required approvals have been obtained and the Agreement has been fully executed by the District. Upon award, the selected Vendor(s) required to execute the District's Service Agreement and any other documents necessary for contract execution.

The District reserves the right to modify Agreement terms and conditions when deemed to be in the District's best interest, provided such modifications do not materially alter the scope of the award. Failure to provide satisfactory documentation may result in the proposal being deemed non-responsive. The District reserves the right to verify a Proposer's authorization status directly with the manufacturer, publisher, developer, service provider, or other applicable entity.

VENDOR CONTRACT FORMS

The District will not execute a Vendor's standard contract form unless otherwise approved by the District. Any license agreements, terms of use, click-through agreements, software license agreements, or other supplemental contract documents required by the Vendor shall be subject to District review, modification, and approval.

AUTHORIZED DEALER / PROVIDER REQUIREMENTS

Only authorized dealers, distributors, resellers, manufacturers, service providers, or other entities properly authorized to provide the proposed goods and/or services may submit proposals under this solicitation. Upon request by the District, the Proposer shall provide documentation demonstrating its authorization to sell, distribute, implement, support, service, maintain, or otherwise provide the goods and/or services proposed.

https://www.fortbendisd.com/General-Provisions-for-Purchasing-Solicitations-and-Contracts.pdf https://www.fortbendisd.com/General-Provisions-for-Purchasing-Solicitations-and-Contracts.pdf

Failure to provide satisfactory documentation may result in the proposal being deemed non-responsive. The District reserves the right to verify a Proposer's authorization status directly with the manufacturer, publisher, developer, service provider, or other applicable entity.

TERM OF CONTRACT

The initial contract term shall be three (3) years, with the option for the District to renew the contract for up to two (2) additional one-year terms, or as otherwise specified in the Agreement.

TEXAS PUBLIC INFORMATION ACT

Proposers are advised that the Texas Public Information Act (TPIA), Chapter 552 of the Texas Government Code, applies to information submitted to the District. Information submitted in response to this solicitation may be subject to disclosure in accordance with applicable law.

If a Proposer believes that any portion of its proposal contains proprietary or confidential information exempt from disclosure under the Texas Public Information Act, the Proposer shall clearly identify such information and provide the applicable statutory basis for the claimed exception. The District makes no representation regarding the disclosure of information and will comply with all applicable requirements of the Texas Public Information Act.

For contracts valued at more than $1 million, the requirements of Texas Government Code Chapter 552, Subchapter J may apply. The Vendor acknowledges and agrees to comply with all applicable requirements relating to the preservation, maintenance, and production of contracting information. Failure to comply with applicable statutory requirements may result in termination of the contract.

INTERLOCAL AGREEMENTS WITH OTHER SCHOOL DISTRICTS THROUGH THE

CENTRAL TEXAS PURCHASING ALLIANCE

A. Membership. Fort Bend Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, documents, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Fort Bend Independent School District may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.0331(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better pricing and purchasing terms established by the originating district.

INSURANCE REQUIREMENTS

Submission of a Certificate of Insurance (COI) is not required with the proposal unless otherwise specified in the solicitation. Upon notification of award and prior to contract execution, the successful Vendor shall provide a Certificate of Insurance meeting the requirements outlined in the solicitation.

The successful Vendor shall maintain all required insurance coverage throughout the term of the contract and any approved extensions or renewals.

CANCELLATION OR REJECTION OF PROPOSALS

The District reserves the right to cancel this solicitation, reject any or all proposals, or discontinue the solicitation process at any time if such action is determined to be in the best interest of the District.

RIGHT TO WAIVE IRREGULARITIES

The District reserves the right to waive minor technicalities, irregularities, or informalities in any proposal; reject any or all proposals; re-solicit proposals; or otherwise proceed in a manner determined to be in the best interest of the District.

The District further reserves the right to accept or reject any exception to the solicitation requirements and to award contracts in the manner most advantageous to the District.

FINAL DISPOSITION OF DISTRICT DATA

Upon termination, cancellation, expiration, or completion of the contract, and upon request by the District, the Vendor shall return or securely destroy all District data in its possession, custody, or control, except as otherwise required by law. District data shall be returned in a format reasonably requested by the District.

COMPLIANCE WITH LAWS

The successful Vendor shall comply with all applicable federal, state, and local laws, regulations, ordinances, rules, and orders in the performance of any resulting contract. The Vendor shall be responsible for obtaining and maintaining any permits, licenses, certifications, and approvals required for the performance of the contract. Failure to comply with applicable laws or maintain required authorizations may constitute grounds for contract termination.

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