RFP #2508DW Grounds Maintenance Equipment-Parts, Supplies and Repair Services

Katy Independent School District (Katy ISD) in Harris County, Texas, is seeking qualified vendors through RFP #2508DW for Grounds Maintenance Equipment-Parts, Supplies and Repair Services. The procurement seeks vendors capable of providing comprehensive parts, supplies, and repair services for a wide range of grounds maintenance equipment, including brands such as Hustler, Exmark, John Deere, Toro, Stihl, and others. The equipment encompasses grooming mowers, chippers, attachment implements, lawn equipment engines, powered line painters, pressure washers, trenchers, and wide area mowers. Proposals will be evaluated using a 100-point system that prioritizes purchase price (30 points), district needs alignment (20 points), goods/services quality (15 points), vendor reputation (10 points), RFP terms adherence (10 points), and long-term cost considerations (10 points). The solicitation has a submission deadline of December 18, 2025, at 2:00 p.m. (CST), with vendor questions due by December 11, 2025, at 12:00 p.m. (CST). The anticipated contract term spans three years from March 1, 2026, through February 28, 2029, with potential annual renewals for up to two additional years.

Katy ISD has not specified specific set-aside designations or restrictions limiting respondent organizations. Vendors must comply with comprehensive federal and state certification requirements, including provisions related to non-discrimination, anti-boycott policies, and compliance with Texas state statutes. Contractors must provide proof of appropriate insurance coverage and submit required documentation such as Form W-9, Form 1295 (Certificate of Interested Parties), and criminal history certifications. While no specific budget range or award value is explicitly stated, the district reserves the right to award contracts to one or multiple vendors and may issue subsequent proposals for similar items during the agreement period. Vendors must provide firm pricing for the initial contract term, with any subsequent price increases requiring a minimum of thirty days' written notice to the Director of Purchasing. The solicitation emphasizes that no minimum purchase quantities are guaranteed, and all deliveries must be F.O.B. Destination with inside delivery during regular business hours.