Records Retention

Pflugerville Independent School District in Pflugerville, Texas (Travis County) is soliciting proposals for Records Retention services through Request for Proposal (RFP) 26-021NA, with proposals due by May 21, 2026. The procurement seeks qualified vendors to establish and manage comprehensive records retention procedures in accordance with district specifications, applicable state and federal regulations, and Texas public records retention requirements for educational institutions. The services encompass organization, maintenance, storage, retrieval, and disposal of district records according to established retention schedules and compliance standards. Successful vendors must demonstrate the ability to manage records in compliance with HB 1295 requirements and maintain appropriate insurance, confidentiality, and performance standards as outlined in the standard terms and conditions. Vendors must submit all required certification forms and compliance documentation, including Form A (Vendor Profile), Form B (State, Local, and Federal Certifications Acknowledgment), Form C (Conflict of Interest Notice), Form H (Non-Collusion and Anti-Lobbying Affidavit), Form I (Non-Discriminatory Employment Affidavit), Form J (Suspension and Debarment Certification), Form F (Bid Form), a completed W-9 form, and a signed Hold Harmless Agreement. The procurement documents do not specify a bidders' conference or site visit dates, though interested parties should contact the district for clarification on any such opportunities.

The procurement documents do not identify any specific set-aside designations for disadvantaged business enterprises (DBE), historically underutilized businesses (HUB), or other restricted categories, though vendors should complete the Vendor Profile form to report any such certifications. No incumbent vendors or current contractors are identified in the available procurement materials. The solicitation does not specify award values, budget ranges, contract duration, renewal options, or funding sources in the summary documents provided; vendors should review the complete RFP document (RFP 26-021NA) and supporting exhibits for detailed financial information, pricing requirements, contract terms, and evaluation criteria. The district requires vendors to comply with all applicable state, local, and federal certification requirements and maintain compliance with district policies, anti-discrimination laws, and debarment regulations as conditions of award. Hold harmless and indemnification provisions establish that the contractor assumes full responsibility for negligent acts, omissions, or legal violations occurring during service delivery, with the contractor required to defend and indemnify the district from all related claims and liabilities.