- Due Text
- Friday, November 20, 2026 2:00pm
- Posted At
- Tue, Oct 27, 2026 8:00 AM
- Documents
- Fire_Alarms,_Hood_Systems_and_Sprinkler_Systems_Inspections,_Repair_Services,_Parts_and_Supplies.pdf, A - 2600DW Fire Alarms Appendix A, B - 2600DW Fire Systems Hood Systems, C - 2600DW Fire Systems Sprinkler Systems
- Numeric Id
- 299728
- Description
- Katy ISD will receive proposals until Friday, November 20, 2026 by 2:00 pm for RFP #2600DW - Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies. Katy ISD's preferred method of submission is via the online bidding system, OpenGov, which can be accessed at https://procurement.opengov.com/portal/katyisd.
It is the intention of this Request for Proposals (RFP) is to solicit responses from experienced qualified vendors for Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies. Katy ISD intends to multi award this RFP to ensure all aspects of this RFP are covered. The first term of this RFP will be for two (2) years with the possibility of three (3) one-year renewal options if both parties agree.
Background
Katy ISD is a flourishing suburban school district that encompasses 181 square miles in southeast Texas. Its eastern boundaries stretch to Houston's Energy Corridor, approximately 16 miles west of downtown Houston, and extend along Interstate 10 to a few miles west of the city of Katy.
Katy ISD is one of the largest and fastest growing public school districts in Texas.
Timeline
Release Project Date:
October 27, 2026
- Document Text
- 1. NOTICE OF INTENTION
Katy Independent School District (“Katy ISD” or the “District”) is issuing this Request for Proposals (RFP) for the procurement of Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies, in accordance with Texas Education Code § 44.031(a)(3). For information regarding the RFP process, contact the Purchasing Department at (281) 396-6260.
The initial term of this contract will be for two (2) years. The initial term of this contract shall be from 01.29.2027, through 01.28.2029, with the option to renew annually for up to an additional three (3) years, provided any subsequent renewal is agreed to in writing by both parties.
If all renewals are exercised, the contract term for vendors awarded under this solicitation, shall end on 01.28.2032.
Interested vendors should respond to this RFP and submit responses to Katy ISD for consideration.
Non-Electronic Bidding
Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77494.
2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS
2.1. Description
Please read this entire RFP document and specifications carefully. Respondent must complete all forms and submit their response with all appropriate attachments.
2.2. Request for Proposals (RFP) Documents
It is the responsibility of the vendor submitting a response to make certain that the Katy ISD OpenGov System has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda, or other critical information.
2.3. Tentative Timetable
Katy ISD anticipates following the timetable listed below for this solicitation:
Item Activity
Date & Time
(all times listed as CST)
1 Solicitation starts to advertise (1st run) Tuesday, October 27, 2026
2 Solicitation starts to advertise (2nd run) Tuesday, November 3, 2026
3 Pre-Proposal Conference N/A
4 Deadline for Questions Tuesday, November 10, 2026 at 12:00 pm
5 Deadline for submission of responses Friday, November 20, 2026 at 2:00 pm
6 Demonstrations / Interviews N/A
7 Anticipated Board Meeting Approval N/A
The table above is only an estimate and may vary.
2.4. Requirements for Responses
Respondents must submit solicitations by Friday, November 20, 2026 at 2:00 pm (CST). Please refer to the “Special Terms and Conditions” section to ensure that you submit all required information in the Katy ISD OpenGov System.
Katy ISD does not accept responses after the due date and time.
2.5. Rights Reserved by Katy ISD and Restrictions on RFP Process
Katy ISD reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposals.
Katy ISD further reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with Katy ISD. Katy ISD may make multiple awards, and this fact should be taken into consideration by each vendor.
Katy ISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response, any amendments, or addenda; participating in bid conferences, negotiation sessions, or discussions; or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.
Katy ISD reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. Katy ISD further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. Katy ISD further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District.
Katy ISD reserves the right to be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP.
The District may elect to issue supplemental solicitations and award additional vendors for the same or similar items/services during the contract term, if it is determined to be in the best interest of the District. Supplemental solicitations will have the same solicitation number followed by an alpha character (i.e., Proposal XXXX-A). Vendors that have responded successfully to the original or a supplemental solicitation do not have to respond to other supplementals.
2.6. Questions and Clarification
Questions regarding the requirements specified in this solicitation must be submitted within the Katy ISD OpenGov System before Tuesday, November 10, 2026 at 12:00 pm.
Katy ISD will not answer verbal questions; any responses to a prospective vendor’s questions will be posted within the Katy ISD OpenGov System.
3. SPECIAL TERMS AND CONDITIONS
3.1. Description
This portion of the RFP includes instructions on the format vendors must follow in preparing and submitting their responses. It further identifies how questions should be raised and will be addressed.
3.2. Compliance with Terms and Specifications
Vendors are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP. Any exceptions to the terms, conditions and/or specifications shall be conspicuously noted by the Vendor in writing on the provided deviations form and shall be included with the response. Each vendor, by submitting a response, represents that they have read and understand the RFP.
3.3. Required Response Format
Responses should be direct, concise, complete, and unambiguous. Please ensure that you respond to all documents and attachments in this RFP.
3.4. Interpretation
This solicitation represents the basis for any award and supersedes all prior offers, negotiations, exceptions, and understandings (whether orally or in writing). Submitted responses should be self-explanatory and should not require any clarification or additional information.
3.5. Submission Deadline
Proposals shall be received no later than the submittal day and time deadline in the Katy ISD OpenGov System. No provisions or exceptions are made for late submissions due to the actions or consequences of the Vendor or a third- party. Any responses received after the submittal deadline date and time will be disqualified.
3.6. Submission Format
Katy ISD will accept bids and proposals submitted online via Katy ISD OpenGov System. Faxed or emailed proposals will not be accepted.
Non-Electronic Bidding
Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77494.
3.7. Vendor Information
The Vendor is responsible for ensuring that Katy ISD has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda or other critical information.
3.8. Addendum
Any interpretations, corrections, additions, or changes to this RFP will be communicated to vendors by the issuance of an addendum. All vendors shall comply with the requirements specified in any addendum issued by Katy ISD. It is the responsibility of the Vendor, prior to submitting their response, to determine whether an addendum was issued.
3.9. Disqualification
A Vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage. Additionally, responses submitted without all specified required components may not be considered and may be disqualified.
3.10. District Locations
School District locations may be added or removed based on District need as determined by Katy ISD during the contract period. A list of the current campus/facility addresses may be found at https://www.katyisd.org/district-maps.
3.11. No Return of Responses; Withdrawal of Responses
Once submitted, Katy ISD will not return responses to vendors. A Vendor may withdraw their response that has been submitted in the Katy ISD OpenGov System prior to the submittal deadline.
3.12. Open Records Policy
CONFIDENTIAL INFORMATION: If a Respondent submits any information considered to be proprietary, trade secret, or otherwise confidential, the Respondent must identify all such information in the bid by conspicuously noting in writing on the provided Confidentiality Form and shall be included with the response. If the Respondent fails to identify confidential information as set forth in this paragraph, it agrees that by submission of its response that the entirety of the response shall be deemed non-confidential and non-proprietary and shall be made available to the public upon request. All responses and parts of responses which are not marked as confidential will automatically be considered public.
Respondents should consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other confidential or proprietary information before submitting a response. Katy ISD assumes no liability or responsibility for release of any information not properly identified and documented as confidential pursuant to the requirements set forth herein.
In the event Katy ISD receives a request for portions of a response marked as “Confidential Information” as specified above, Katy ISD shall forward such request to the Office of the Texas Attorney General for an opinion on whether such information may be withheld from disclosure under the Texas Public Information Act. Katy ISD will notify Respondent whose response is the subject of the request when the information is forwarded to the office of the Attorney General. Katy ISD assumes no obligation for asserting legal arguments on behalf of Respondent. Respondents are advised that Katy ISD is obligated to comply with the decision of the Attorney General, including any such decision calling for the release of information marked as “Confidential Information” by a Respondent.
3.13. Responsible Vendor
A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.
3.14. Responsive Submissions
Submissions shall be deemed responsive if it meets or exceeds the provisions of the bid solicitation, including specifications and/or scope of work.
3.15. Demos/Interviews
Katy ISD reserves the right to create a short list of vendors based on factors listed in the evaluation criteria. Interviews may be scheduled with short listed vendors. Should the evaluation committee decide to interview or conduct demos the date, time and location will be announced.
3.16. Environmental Initiatives
Katy ISD is committed to reducing waste and promoting energy conservation. Toward that end, vendors responding to this solicitation are encouraged to provide their company’s environmental policy and green initiative.
3.17. Similar Products
Whenever an article or material is defined by Katy ISD in this solicitation by describing a proprietary product or by using the name of a manufacturer or brand name, the term “or equal” if not inserted shall be implied (as applicable). The specified article or material shall be understood as indicating type, function, minimum standard of design, efficiency and quality desired and shall not be construed as to exclude other manufactured products or comparable quality, design and efficiency (as applicable).
4. SCOPE & SPECIFICATIONS
4.1. Request for Proposals Defined
The intention of this Request for Proposals (RFP) is to solicit responses for Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies. Katy ISD is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education Code Section 44.031 Purchasing of Contracts, Subsection (a)(3) Request for Proposals. For information regarding the RFP process, contact the Purchasing Department at (281)396-6260.
Interested vendors should respond to this RFP and submit responses to Katy ISD.
4.2. Scope of Work
It is the intention of Katy ISD to request sealed proposals for RFP #2600DW Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies.
Katy ISD is looking for vendors to provide (but not limited to):
Fire Alarm System Inspection and Testing (Annual)
Fire Alarm System Repair/Programming Service
Discounts on Parts and Supplies
Kitchen/Paint Booth Suppression Systems
Recharging Portable Fire Extinguishers (including valves, stems, gauges and O-rings)
Hydrostatic Testing and Recharging Portable Fire Extinguishers (including valves, stems, gauges and O-Rings)
Purchasing Portable Fire Extinguishers
Kitchen Hood System Service Work
Fire Sprinkler Inspection and Testing
Fire Sprinkler Testing-Price per Riser
Fire Pump Inspections
Fire Sprinkler System Repair Service
Back Flow Preventer Inspecton
4.3. Product Specifications
It is the intention of Katy ISD to establish one or more contract(s) with highly qualified Vendor(s) for Fire Alarms, Hood Systems and Sprinkler Systems Inspections, Repair Services, Parts and Supplies. Vendor(s) shall, at the request of Katy ISD, provide these products and/or covered services under the terms of this RFP.
Vendor shall provide all labor, supervision, tools, equipment, materials, transportation, permits necessary to maintain, inspect, test, replace and repair Katy ISD fire equipment systems.
Katy ISD Maintenance Department maintains a current list of fire equipment systems throughout the district. In addition, each school bus has a portable extinguisher on board that will require service. The Transportation Department will be requesting services on an “as-needed” basis.
Timely delivery, repair service and inspection is critical to the success of this contract. The ability to deliver required service will be a major factor in the evaluation process for the award of this contract. The successful vendor who fails to make repair service according to terms of the purchase order may be liable for actual damages suffered by the District.
Notification of Late Delivery/Scheduled Services-The successful vendor(s) must notify the Maintenance Department representative when scheduled services cannot be met within the specified time. If the successful vendor (s) is unable to provide service within the specified time, the District may seek an alternate source.
Deviations to any/all requested options in this proposal are subject to approval by the Katy ISD Maintenance and Operations Department prior to any resultant award.
All services shall be under a minimum one (1) year warranty from the date of service. This warranty shall provide for replacement of defective merchandise, parts and labor and include pick-up and delivery from either the campus or department as applicable. Vendors offering extended warranties beyond the minimum one-year warranty will be considered in the award of this contract.
The Katy ISD shall not be held responsible for any goods delivered or services performed without a Katy ISD purchase order electronically signed by an authorized agent and/or proper authorization from the Katy ISD Purchasing Department.
Substitutions will not be allowed on any item without the prior approval from the Katy ISD Director of Purchasing (or designee) in conjunction with the “user” department.
Katy ISD reserves the right to add or delete schools/facilities to this contract.
Katy ISD reserves the right to multi-award each section.
Katy ISD reserves the right to purchase items not specifically listed such as standpipe, hoses or sprinkler system if items are not covered by this contract.
Scheduling of services and inspections shall be coordinated through the Maintenance Department or designee at all times before work is performed. Situations may arise where work cannot be completed at a certain location on a particular date and time due to scheduled/unscheduled school events. Coordination between the vendor and the Maintenance Department is absolutely essential.
The following submittal is a requirement that must accompany the proposal and documents must be uploaded under the required documents section.
Proof of Licensing to perform the work described herein issued by authority having jurisdiction over such matters as determined by the applicable law. Copies of current State of Texas license for each fire equipment technician performing the tests.
Method by which the vendor proposes to test equipment.
Fire Extinguishers will be gathered by Katy ISD Maintenance and Transportation Department representatives and be placed at specified location for hydrostatic testing. The Katy ISD Fire Systems team performs maintenance, inspection, repair, and recharge associated with the annual fire extinguisher inspections in-house. Hydrostatic testing and all associated testing, servicing, recharge, and other requirements resulting from the hydrostatic testing shall be the responsibility of the awarded vendor.
Definitions: The following definitions shall be binding to both parties during the duration of this contract including extension periods:
Servicing: Includes one (1) or more of the following: Maintenance, Inspection, Repair, Recharge and Hydrostatic Testing.
1. Inspection/Maintenance: A "thorough check" intended to give maximum assurance that the unit will operate effectively and safely. It includes a complete examination and any necessary repairs or replacement parts.
2. Recharge: The replacement of the extinguishing agent (shall include expellant of extinguishment agent for certain types of fire extinguishers).
3. Hydrostatic Testing: Pressure testing of the cylinder to limits and standards as specified by the National Fire Protection Association pamphlet, NFPA No. 10 or latest.
Fire Alarm Systems Inspections: Katy ISD Maintenance Fire Systems team performs Fire Alarm corrective repairs in-house. Maintenance Fire Systems technicians carry the necessary licensing and qualifications to perform these repairs and properly document completed work in accordance with applicable NFPA requirements. Documentation of completed repairs will be provided to the awarded inspection vendor as verification for purposes of reinspection and clearance of deficiencies. If additional repairs or maintenance are identified that Katy ISD Maintenance Fire Systems determines are better suited for contractor services, Katy ISD may elect to have the awarded vendor provide a quotation for the required work. Any such repairs or maintenance shall require approval by Katy ISD prior to being performed.The fire alarm panels, sprinkler systems and hood systems are attached and shall be inspected, tested and certified in accordance with NFPA 25, 72 and local codes. Schools shall be inspected and tested according to the authority having jurisdiction. It is the responsibility of the vendor to contact the authority having jurisdiction and ascertain their requirement for inspection and testing.
Negotiation of charges to Katy ISD shall not be allowed unless the vendor is notified that Katy ISD’s inspection and testing specifications have changed during the year.
Fire Alarm System Testing will consist of both visual and functional test of each fire alarm device installed at each location. It shall include the following but not limited to:
Volt ohm meter reading of the power supply, batteries and current loads of the system.
Full alarm system inspection.
If manual pull station is integrated with an intercom system then both systems shall be fully inspected.
Remote communicator to a central station and phone line shall be inspected.
A written discrepancy report must be provided for each school if any problems are detected, labeled with colored stickers and applied to the control panel and all log entries made. One copy of report shall remain at the site, and one copy shall be sent to Katy ISD Maintenance.
During testing and inspections, any defective parts encountered shall be replaced after an approval is received from the Maintenance Department.
Permits and registrations shall be the responsibility of the successful vendor.
Successful vendor shall inspect, test and tag alarm and/or sprinkler systems. Smoke Detectors shall be tested for sensitivity every two years in accordance with NFPA and tagged accordingly. All detectors, ducts and smoke open air type, shall be included.
The District reserves the right to go to another vendor if it is determined to be a proprietary system. Routine inspection and repair will be made during regular business hours. However, vendor must be available for service seven days a week, 24 hours a day.
Katy ISD requires that the successful vendor(s) have at least five years’ experience in inspection maintenance, repair and replacement of all fire equipment including license to perform fire equipment service. A proof of license must be in the possession of technicians when servicing fire equipment.
General Information
a. All servicemen/technicians on District property must have proper identification and in company uniform.
b. Servicemen/technicians must check in at the front office of each campus and/or building to gain access to equipment. Upon completion, the servicemen/technician must check out at the front office, requiring service ticket to be signed by campus or building personnel.
c. Use of tobacco and alcohol are prohibited on District property.
Purchase of Portable Fire Extinguishers with pressure gauge, heavy-duty metal cylinder, metal heads and valves. Corrosion and impact resistant pull pin squeeze grip operation. Must be UL listed for recharging. Extinguishers must be fully charged and ready for use when received.
Fire Alarm Specs
Device Labeling Examples:
1. Hallway by room 1102 (So it will be by the classroom closest to it)
2. By room 2504 exit (so it will be by the closest room to the exit for the pull station)
3. Mech Rm 1505 AHU11 (for all duct detectors)
4. Mech Rm 1302 Waterflow Riser # (for all Waterflow switches)
5. Mech Rm 1302 Tamper switch Riser # (for all tamper switches)
6. All portable building descriptions should show the A### A/B, not T##
Device Labeling Examples:
1. Hallway by room 1102 (So it will be by the classroom closest to it)
2. By room 2504 exit (so it will be by the closest room to the exit for the pull station)
3. Mech Rm 1505 AHU11 (for all duct detectors)
4. Mech Rm 1302 Waterflow Riser # (for all Waterflow switches)
5. Mech Rm 1302 Tamper switch Riser # (for all tamper switches)
6. All portable building description should show the A### A/B, not T##
Device Labeling Examples:
1. Hallway by room 1102 (So it will be by the classroom closest to it)
2. By room 2504 exit (so it will be by the closest room to the exit for the pull station)
3. Mech Rm 1505 AHU11 (for all duct detectors)
4. Mech Rm 1302 Waterflow Riser # (for all Waterflow switches)
5. Mech Rm 1302 Tamper switch Riser # (for all tamper switches)
6. All portable building description should show the A### A/B, not T##
DO NOT USE THE WORD "SMOKE" IN ANY PANEL DESCRIPTION
Project Field Specs:
1. All conduits must only come in to the top of the panel
2. All panels MUST have a label with the circuit number and panel for the power
3. Display shall not be higher than 5 feet 6 in on panel
4. All batteries must have a white label with the month date on it, showing the month and year installed
5. Final Program must be handed over at owner training
6. Wire in panel needs to be tied wrap and look clean, prefer to be labeled as well
7. All booster panels to be mounted no higher than 5'6" off the ground
8. Remote Annunciator must be approved by the District before installing in the wall
9. All duct detectors shall be marked with the address on the outside of the duct detector and must have a red led light that can be seen from the ground to indicate that it is in alarm
10. All circuit for strobes and speakers shall be marked with what circuit it is and panel it comes from on each device and the end of line marked
11. Minimum of two (2) feet of extra wire above ceiling at each device for service
12.Copies of all as-built drawings are to be given to the Maintenance Department
13. Disable switches installed (AV's, AHU, Magnetic Doors, Beam Detectors RESET, Elevator Recall)
14. Weather-Proof devices and raceways installed in natatoriums
15. All pull station covers must have room to put key in and out without having to fight with it to reset the pull
16. All strobe are to stay on till the system is reset. They are non-silenceable
17. Must have an extra booster panel and an Amp for future add of T-Building
18. Katy ISD has all the account numbers and phone numbers
19. Remove/Replace all old devices with new devices
20. If device is relocated in a room or area for code compliance then follow # 19.
21. Any device that remains due to code must be made aware in writing (noted on permit drawings) for approval.
22. Any new wire/cables introduced to building for this project must be installed with Katy ISD standard management and inspected by Katy ISD/AE before closing ceilings and/or AHJ inspections
23. Fort Bend Co. new installs require Class A circuits
24. All monitoring points MUST be sent to maintenance 2 WEEKS minimum before an inspection, and point updates must be highlighted in the excel format
25. All panel passwords must be changed to district passwords to retain access; contact maintenance to receive it when necessary
FIRE SYSTEMS INSPECTION REQUIREMENTS
Fire Systems Inspection Scheduling and Staffing
Inspection Teams: The Fire Alarm Contractor shall provide no more than two (2) inspection teams for Katy ISD fire alarm inspections, One (1) team for Fire Water Back Flows, one (1) team for Fire Sprinkler Inspections and one (1) team for Ansul Inspections.
Daily Completion: The Fire Alarm Contractor shall complete all fire alarm inspections scheduled for each inspection day. Inspections shall not be deferred to a subsequent day without prior approval from Katy ISD.
Inspection Schedule: The Fire Alarm contractor shall be responsible for developing the fire alarm inspection schedule for the summer inspection period.
Schedule Approval: The Contractor's proposed inspection schedule shall be submitted to Katy ISD for review and approval by the Reservations Department prior to scheduling the inspections.
Summer Inspection Days and Hours: Summer fire alarm inspections shall be scheduled Monday through Thursday between the hours of 7 :00 a.m. and 4:00 p.m.
Friday Inspections: The only Friday alarm inspections permitted during the summer inspection period shall occur during the second week of summer inspections.
Friday Locations: Friday inspections shall be limited to ESC, Merrell, and Tykes building.
Schedule Changes: Any changes to the approved inspection schedule shall be coordinated with and approved by Katy ISD prior to the change.
4.4. No Guarantee of Quantities
Katy ISD makes no guarantee or commitment of any kind concerning quantities that will actually be purchased under this RFP and the resulting contract, if any. Katy ISD makes no guarantee or commitment of any kind regarding usage of any contracts resulting from this RFP.
4.5. IRS FORM W-9
All vendors doing business with Katy ISD must have an IRS Form W-9 Request for Taxpayer Identification Number and Certification on file with Katy ISD.
4.6. Certificate of Interested Parties – FORM 1295
For any contracts requiring Board action, that are valued at $1 million or more, or a contract for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code, the District will require the awarded Vendor to submit the Disclosure of Interested Parties Form 1295 from the Texas Ethics Commission and then certify to Katy ISD that the disclosure has been filed.
Certain contracts, including contracts with a public traded business entity, including a wholly owned subsidiary of the business entity, are exempt from this requirement. Texas Ethics Commission Rules 46.1(c) references other types of contracts not requiring the filing of a Form 1295.
4.7. VENDOR CERTIFICATIONS
The Vendor Certifications addendum includes certifications and provisions that are required and apply when Katy ISD expends federal, state, and local funds for any contract resulting from this procurement process including, but not limited to, APPENDIX II TO 2 CFR PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS.
Vendor must certify its willingness and ability to comply with each provision, law, act, regulation, etc. as specifically noted, by having its authorized representative initial the applicable boxes and sign the acknowledgment at the end of the addendum.
4.8. Insurance Requirements
When applicable, Vendor shall maintain liability insurance, including non-owned automobile liability, Worker’s Compensation, and employer’s liability insurance as well adequately protect Katy ISD against such damage, liabilities, claims, losses and expenses (including attorneys’ fees). Vendor agrees to submit certificates of insurance evidencing its insurance coverage when requested by Katy ISD.
Katy Independent School District
Insurance Requirements for Independent Contractors
Policy Type
Individual Presenters
Company Consultants
Rentals - In-District
Construction, Installation, Renovation, Building Modifications, Service, Maintenance or Repair Projects
Charter Bus Service
Private Lesson Tutors Individual Consultants
As determined by contract
Inflatable Bouncers Carnival Rides
Small Projects Less than 4
Days
and/or $10,000
Medium Projects
$10,000
to
< $25,000
Large Projects Equal to or Greater
than $25,000
Commercial General Liability
BI & PD
Each Occurrence
Not Required
1,000,000
1,000,000
300,000
1,000,000
1,000,000
1,000,000
BI & PD
General Aggregate
Not Required
1,000,000
1,000,000
600,000
1,000,000
1,000,000
1,000,000
Products & Completed Operations
Not Required
1,000,000
1,000,000
600,000
1,000,000
1,000,000
1,000,000
Personal & Adv Injury
Not Required
1,000,000
1,000,000
300,000
1,000,000
1,000,000
1,000,000
Sexual Assault and Molestation
Not Required
1,000,000
1,000,000
300,000
1,000,000
1,000,000
1,000,000
Fire & Legal Liability
Not Required
100,000
100,000
50,000
100,000
100,000
100,000
Medical Expenses
Not Required
5,000
5,000
5,000
5,000
5,000
5,000
Commercial Auto Liability
Not Required
Bodily Injury
Each Person
Not Required
100,000
100,000
100,000
100,000
1,000,000
1,000,000
Bodily Injury
Each Accident
Not Required
300,000
300,000
300,000
300,000
2,000,000
2,000,000
Property Damage
Each Occurrence
Not Required
100,000
100,000
100,000
100,000
$250,000
$250,000
Combined Single Limit
Not Required
1,000,000
3,000,000
Umbrella Liability (Excess)
Not Required
Not Required
Not required
Not required
Over GL, Auto & Workers' Comp
Not Required
1,000,000
One times the contract amount for contracts exceeding $1M up to
$25M.
$1M minimum.
5,000,000
Workers' Compensation
Not Required
Required
Required
Required
Required
Required
Required
Employers Liability
Not Required
1,000,000
1,000,000
1,000,000
1,000,000
1,000,000
1,000,000
Do you accept accident policies & waivers in lieu
of workers comp?
Not Required
No
No
No
No
No
No
Builders' Risk/Installation Floater
Not Required
N/A
N/A
N/A
Full Insurable
Value of Project
Full Insurable
Value of Project
N/A
Owners' & Contractor's Protective Liability
Not Required
N/A
N/A
N/A
1,000,000
1,000,000
N/A
Professional Errors & Omissions Liability for certified professionals
As Requested based on project.
As determined by contract
N/A
N/A
N/A
N/A
N/A
Insurance Company "AM Best" Rating
A-VII
A-VII
A-VII
A-VII
A-VII
A-VII
Cancellation Notice
Not Required
30 Days
30 Days
30 Days
30 Days
30 Days
30 Days
Bonds
Bid Bond
N/A
N/A
N/A
If Requested
If Requested
If Requested
N/A
Payment Bond
N/A
N/A
N/A
N/A
100%
100%
N/A
Performance Bond
N/A
N/A
N/A
N/A
100%
100%
N/A
Other
Bodily Injury & Property Damage Injury Releases
Yes
5. EVALUATION & AWARD OF RFP
In accordance with applicable laws, rules, and regulations for public purchasing, award(s) will be made to the responsible vendor(s) whose response(s) is/are determined, after evaluation by a committee of Katy ISD administrators and educators, to be the best value for the District. To qualify for evaluation, a response must have been submitted on time and must materially satisfy all mandatory requirements identified in this RFP solicitation.
5.1. Formation of Contract
A response to this solicitation is an offer to contract with Katy ISD based upon the terms, conditions, scope of work, and specifications contained in this procurement solicitation. A solicitation/response does not become a contract unless and until it is accepted, evaluated, and awarded by Katy ISD, including Katy ISD Board of Trustees approval, when required.
5.2. Non-Exclusive Contract
Any contract resulting from this solicitation is non-exclusive and shall be awarded with the understanding and agreement that it is for the sole convenience of Katy ISD. Katy ISD is free to have multiple contracts for the awarded goods and services and may initiate other procurement solicitations or purchasing activity with other vendors at any time, in Katy ISD’s sole discretion.
5.3. Awards
Awards will be made to the successful vendor(s) for the total line of products and services submitted. Awards will be based on the criteria set forth within this document. Katy ISD reserves the right to award contracts to multiple vendors if these vendors offer items that are unique and have value to Katy ISD. Katy ISD shall comply with the Texas Public Information Act in the event Katy ISD receives an open records request for information relating to responses submitted in response to this RFP.
5.4. Purchase Orders
Purchase orders will be issued on an as-needed basis. The district will not be responsible for any products and/or services rendered without a Katy ISD purchase order signed electronically by authorized District personnel and/or proper authorization by the district’s purchasing Department. Requests for items will originate at each campus or department and the subsequent purchase order will be processed only by the Katy ISD Purchasing Department.
Please note that items and/or services are not to be delivered/provided to Katy ISD without an approved purchase order. If your company provides an item and/or service without a properly drawn Katy ISD purchase order, you are not guaranteed payment and the item/or service you provided could be constituted as a donation.
5.5. Invoices
Invoices shall show the Katy ISD purchase order number, copy of signed delivery ticket, and bid name, and shall be emailed directly to AP@KatyISD.org.
5.6. Inspection & Acceptance
Awarded vendor(s) shall deliver the goods or services procured on this contract to the Katy ISD Department issuing a Purchase Order. If delivery is not or cannot be made within proper time period, the awarded vendor must receive authorization from the issuing Katy ISD Department for the delayed delivery. If defective or incorrect goods are delivered, Katy ISD may make the determination, in its sole discretion, to return the goods to the vendor at no cost to Katy ISD. The vendor agrees to pay all shipping and handling costs for any such return shipment. The vendor also shall be responsible for arranging the return of the defective or incorrect goods.
5.7. Payment Terms
Payment will be made upon receipt and acceptance by Katy ISD of item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code VTCA. As required by law, the awarded contractor is required to pay subcontractors within ten (10) days from the receipt of this payment.
5.8. E-Payables Solution
Katy ISD has implemented an E-Payables solution. All vendors and contractors doing business with Katy ISD will be offered the option of accepting payments through the District’s E-Payables VISA account. This payment will be transmitted electronically to the vendor on or before the due date, and receipt of funds will be as per the terms of the merchant’s VISA agreement. Payment terms, unless negotiated with the District, will remain the same. Vendors and contractors may negotiate, and the District will consider earlier payment terms if such terms are advantageous to Katy ISD.
6. EVALUATION CRITERIA
A committee selected by the Katy ISD Purchasing Department will review and evaluate all responses and make a recommendation for contract award. This recommendation will be based on the following factors, in accordance with Texas Education Code § 44.031:
1. Purchase Price
Offer a fair reasonable price for items or services to be procured by Katy ISD.
Scoring Method:
Points Based
Weight (Points):
30 (30% of Total)
2. Reputation of the Vendor and of the Vendor’s goods or services
Vendor should have a solid reputation with other ISD’s, Government or Collegiate entities that show a high level of customer service, a high level of quality of good or services.
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
3. Quality of the vendor’s goods or services
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
4. Extent to which the goods or services meet the district’s needs
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Vendor’s past relationship with the district or similar size district. If no experience with the District, then with an entity of similar size and scope.
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
6. Long-term cost to the district to acquire the Vendor’s goods or services
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
7. Extent to which the Vendor agrees to and/or deviates from Katy ISD’s Solicitation Information and Instructions, Standard Terms and Conditions and Special Terms and Conditions
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
7. PRICING / DELIVERY INFORMATION
7.1. Pricing
Vendors must provide pricing in the Katy ISD OpenGov System (including any additional pricing examples and pricing discount schedules) that need to be submitted to provide Katy ISD with a comprehensive catalog. Catalog/price lists must be included in the Vendor’s proposal.
7.2. Tax Exemption
Katy ISD is exempt by law from the payment of Texas and Local Sales Tax and Federal Excise Tax. Responses should not include any such taxes.
7.3. Percentage Discount
If applicable, respondents should provide a discount off shelf, catalog, price list and/or website. The actual cost to Katy ISD will be the price less the percent discount quoted by the vendor in this proposal. Completing the Discount Section – If offering current shelf, catalog, list, or website pricing only, with no additional discounts, so indicate on the Discount Section of the proposal form in the ‘PERCENTAGE DISCOUNT’ column with 0% as the discount to be taken from the purchase total. The discounts requested will be a percentage off (-) current shelf, catalog, website and/or published price list(s).
7.4. Firm Pricing
Firm pricing is requested for the first (1) term of the contract. Notice of any changes thereafter must be submitted in writing to the Director of Purchasing, at least thirty (30) days prior to the effective date of the increase. Invoices with price changes that did not receive prior approval from the Purchasing Department will not be honored. If during the term of the contract, the vendor’s costs are lowered and such savings are passed along to other customers, it is understood and agreed that the benefits of such reduction shall be extended to Katy ISD.
7.5. Freight / Delivery / Inspection & Acceptance
All deliveries shall be F.O.B. Destination and Inside Delivery. Deliveries shall be made during Katy ISD Regular Hours.
A purchase order(s) shall be generated by Katy ISD to the Vendor. The purchase order number must appear on all itemized invoices and packing slips. Katy ISD will not be held responsible for any orders placed/delivered without a valid current purchase order number.
8. COST PROPOSAL
Fire Alarm System Inspection and Testing (Annual)
Export This Table
No Bid
Line Item
Description
Each Location
Unit Cost
1
Price per Location-Elementary Schools
1
2
Price per Location-Middle Schools
1
3
Price per Location-High Schools
1
4
Price per Location- Various District Buildings
1
5
Price per Location-ESC-Computer Room FM200
1
Columns
Fire Alarm System Repair/Programming
Export This Table
No Bid
Line Item
Description
Quantity
Unit Cost
6
Regular Hourly Rate-Labor Monday-Friday 7:00am-4:00pm
1
7
Overtime Hourly Rate-Labor Monday-Friday 4:00pm-7:00am(Includes weekend and holidays)
1
8
Add Discount percentage for Material
1
9
Add Trip Flat Rate or Mileage Rate (per day)
1
Columns
Fire Alarm System - Discounts Section - Parts & Supplies
Export This Table
No Bid
Line Item
Description
Quantity
Percentage
10
Notifer ( Add Shelf Price Discount %)
1
11
Notifier (Add catalog discount %)
1
12
Notifier (Add Price list discount %)
1
13
Edwards EST II/III (Add Shelf Price Discount %)
1
14
Edwards EST II/III (Add Catalog Discount %)
1
15
Edwards EST II/III (Add Price List Discount %)
1
16
Vigilant (Add Shelf Price Discount %)
1
17
Vigilant (Add Catalog Discount %)
1
18
Vigilant (Add Price List Discount %)
1
19
Siemens(Add Shelf Price Discount %)
1
20
Siemens (Add Catalog Discount %)
1
21
Siemens (Add Price LIst Discount %)
1
22
Silent Knight (Add Shelf Price Discount %)
1
23
Silent Knight (Add Catalog Discount %)
1
24
Silent Knight (Add Price List Discount %)
1
25
Other (Add Shelf Price Discount %)
1
26
Other (Add Catalog Discount %)
1
27
Other (Add Price List Discount %)
1
Columns
Fire Alarm System - Discounts Section - Parts & Supplies
Export This Table
No Bid
Line Item
Description
Quantity
Unit Cost
28
Add Freight Charges
1
Columns
Hood Systems
Export This Table
No Bid
Line Item
Description
Quantity
Unit Cost
Kitchen/Paint Booth Suppression Systems
29
Price per System Including Links
1
Hydrostatic Testing & Recharging of Portable Fire Extinguishers (to include valves, stems, gauges and O-rings)
30
Size: 5 lbs Cylinder -Type: ABC-price per cylinder
1
31
Size:10 lbs Cylinder -Type: ABC-price per cylinder
1
32
Ansul 3 Gallon Bottle
1
33
Ansul 1.5 Gallon Bottle
1
Purchase of Portable Fire Extinguishers
34
Size: 5 lbs Cylinder - Type ABC-price per cylinder
1
35
Size: 10 lbs Cylinder - Type ABC-price per cylinder
1
36
Size: 6 Liter - Type: K-Guard
1
37
Disposal of Fire Extinguisher
1
Kitchen Hood System Service Work
38
3 Gallon Ansulex
1
39
Horse Assembly
1
40
Cartridge Replacement
1
Columns
Sprinkler Systems
Export This Table
No Bid
Line Item
Description
Quantity
Unit Cost
Fire Sprinkler Inspection and Testing
41
Annual-Price Per Riser
1
Fire Sprinkler Testing-Price Per Riser
42
Five-year inspection of Riser
1
43
Five-year inspection of Fire Tank
1
44
FDC five-year inspection Wall mount
1
45
FDC five-year inspection on Post mount
1
Fire Pump Inspection
46
Price per Location
1
47
Material discount
1
48
Trip/Mileage (per day)
1
Fire Sprinkler System Repair Service -Hourly Rate
49
Regular Hourly Rate-Labor (Monday-Friday 7:00am-4:00pm)
1
50
Overtime Rate - Labor (Monday-Friday 4:00pm-7:00am)-Hourly Rate (Weekends and Holidays)
1
Back Flow Preventer Inspection-Price Per Pit
51
4"-8" including 3/4" Backflows. Note: Pricing shall include the necessary labor and time for the vendor to pump out sprinkjler system vaults as necessary to perform the required inspection.
1
Columns
9. PROPOSAL QUESTIONNAIRE
1. Introduction
Proposers are required to respond to all requests identified in this solicitation, including this Questionnaire and indicate acceptance to the terms of this solicitation. A response is equivalent to an electronic signature and is legally binding.
1.1. Do you understand the information provided?*
Please confirm
*Response required
1.2. I, as the authorized signatory to the company, agree to comply with all terms and conditions contained in this solicitation and any contract resulting from this procurement process.*
Please confirm
*Response required
1.3. Authorized Signatory for Contractor*
*Response required
1.4. Title*
*Response required
1.5. Authorized Signatory Email Address*
*Response required
2. General Vendor Information
2.1. Vendor Name*
*Response required
2.2. Do you have a DBA (Doing Business As)*
Yes
No
*Response required
When equals "Yes"
2.2.1. DBA Name (Doing Business As)*
*Response required
2.3. Contact Person for order placement*
*Response required
2.4. Company Address*
Street
City, State, Zip Code
*Response required
2.5. Contact phone number*
*Response required
2.6. Do you have different email addresses for Contact and Purchase Order Delivery?*
Yes
No
*Response required
When equals "Yes"
2.6.1. Contact Email*
*Response required
When equals "Yes"
2.6.2. Purchase Order Delivery Email*
*Response required
When equals "No"
2.6.3. Email address for Contact and Purchase Order Delivery*
*Response required
2.7. Terms and Conditions
This solicitation shall be governed by the documents incorporated herein as well as the Katy ISD Standard Terms and Conditions posted on the Purchasing Department's website and included as a supporting documents for this solicitation.
Download and review Katy ISD Terms & Conditions, you do not need to upload documents.
KISD_Standard_Terms_and_Conditions_2025.pdf
2.8. Do you understand the Terms and Conditions provided? *
Please confirm
*Response required
3. Deviations
By submitting a response, the Vendor represents that they have read and understand the solicitation. Any exceptions to the terms, conditions, and/or specifications shall be conspicuously noted by the Vendor in writing on the Deviations Form provided and uploaded with your submission. The Deviation Form must be signed. You may duplicate or attach additional documents as needed.
Failure to include a signed Deviation Form will be interpreted to infer that Vendor agrees to all terms as outlined in the specifications and RFP documents with no exceptions.
3.1. Do you have any deviations?*
Select yes to include the deviation form with your submittal
Yes
No
*Response required
When equals "Yes"
3.1.1. Deviation Form*
Please download the below documents, complete, and upload. Failure to include a signed Deviation Form will be interpreted to infer that Vendor agrees to all terms as outlined in the specifications and RFP documents with no exceptions.
DEVIATION_FORM.pdf
*Response required
4. General Provisions for Purchasing Solicitations and Contracts
4.1. Can you meet all bid specifications as written in this proposal? *
Yes
No
*Response required
4.2. Please indicate whether your firm is certified as a Historically Underutilized Business (Minority, Woman-Owned, Disadvantaged, Service-Disabled Veteran Owned Small Business, SBA-8A, or other approved targeted business enterprise). *
Yes
No
*Response required
When equals "Yes"
4.2.1. Please select all that apply. *
Select all that apply
Minority
Woman-Owned
Disadvantaged
Service-Disabled Veteran
SBA-8A
Other approved targeted business enterprise
*Response required
4.3. Central Texas Purchasing Alliance (CTPA) - Is the Respondent willing to extend the pricing from any contract that may result from this solicitation to other CTPA members of local government entities in Texas? Please be advised that the award of this solicitation by Katy ISD is not contingent upon your agreement to the above request. If you agree to extend to any other agencies, each agency will be responsible for issuing and administering its own contract.*
Agree
Disagree
*Response required
5. District Purchase Order Policy and Agreement
Items and/or services are to be delivered or rendered to Katy Independent School District ONLY when a district approved purchase order has been received by your company. Under no circumstances, should items and/or services be provided to the District without a properly drawn District purchase order.
If your company provides any item and/or service without a properly drawn District purchase order, you are NOT GUARANTEED PAYMENT and the item and/or service you’re provided could be constituted as a donation to the District.
Please inform any staff member that handles the Katy Independent School District account of these procedures.
5.1. Do you agree to abide by this policy?*
Please confirm
*Response required
6. Insurance
6.1. Have you read and understand the Insurance Requirements section of the solicitation? *
Please confirm
*Response required
6.2. Can you provide liability insurance in compliance with Katy ISD’s requirements after you have been awarded? *
Yes
No
*Response required
When equals "No"
6.2.1. If you cannot provide insurance, submit a bodily injury waiver.*
Please download the below documents, complete, and upload.
Bodily_Injury_Damage_Waiver.pdf
*Response required
7. Certificate of Residency
Per Chapter 2252, Subchapter A of the Texas Government Code, the District must determine residency of vendor. Is respondent's principal place of business in the State of Texas?
The following provision does not apply to a contract involving federal funds.
“Resident bidder” refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state.
“Nonresident bidder” refers to a person who is not a resident.
7.1. I certify that my company is a “RESIDENT BIDDER”:*
Yes
No
*Response required
When equals "No"
7.1.1. I certify that my company is a “NONRESIDENT BIDDER” My resident state is:*
*Response required
When equals "No"
7.1.2. Does your “residence state” require bidders whose principal place of business is in Texas to under bid vendors whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract? *
Yes
No
*Response required
When equals "No"
7.1.3. If yes, add the amount or percentage here.
8. Felony Conviction Notice
Texas Education Code Chapter 22 requires entities that contract with school districts and their subcontractors to review criminal history information on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Katy ISD that they have complied and must obtain similar certifications from their subcontractors.
The notice must include a general description of the conduct resulting in the conviction of a felony.”
Subsection (b) provides “a school district may terminate a contract with a person or entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction.” (c) This notice is not required of a publicly-held corporation.
If notice is required of Contractor, then Contractor shall attach a statement providing a person or an owner operator of the business entity has been convicted of a felony and a general description of the conviction and conduct resulting in the conviction of a felony.
8.1. Do you agree to abide by this policy?*
Agree
Disagree
*Response required
8.2. I, the undersigned for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. *
A publicly held corporation, therefore this reporting requirement is not applicable.
No, my firm is not owned or operated by anyone who has been convicted of a felony.
Yes, my firm is owned/operated by someone that has/have been convicted of a felony.
*Response required
8.3. If you have chosen yes, use this section to add Name(s) and details of conviction(s). You are also welcome to submit additional information if needed, please submit with your proposal.
Name (s);
Conviction (s);
9. Criminal History Requirements for School District Contractors and Subcontractors
I. Background: Texas Education Code Chapter 22 requires entities that contract with school districts and their subcontractors to review criminal history information on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Katy ISD that they have complied and must obtain similar certifications from their subcontractors.
II. Definitions:
Covered Employees: Employees of a contractor who have or will have continuing duties related to the contracted service(s) to be performed at a school district and have or will have the opportunity for direct contact with students. Katy ISD will be the final arbiter of what constitutes continuing duties and direct contact with students.
Public Works Exception to Covered Employees: Covered employees do not include employees of a contracting or subcontracting entity that is providing engineering, architectural, or construction services on a project to design, construct, alter, or repair a public work if: (1) the public work does not involve the construction, alteration, or repair of an instructional facility as defined by Texas Education Code Section 46.001; (2) the employee’s duties will be completed more than seven (7) days before a new instructional facility will be used for instruction; or (3) for an existing instructional facility, the work area contains sanitary facilities separated from all areas used by students by a fence at least six (6) feet high, and the Contractor adopts, informs employees of, and enforces a policy prohibiting employees and any subcontractor’s employees from interacting with students or entering areas used by students.
Disqualifying Criminal History: A felony or misdemeanor offense that would prevent a person from being employed under Texas Education Code § 22.085(a); that is, if at the time of the offense, the victim was under 18 or was enrolled in a public school including:
a. a felony offense under Title 5, Texas Penal Code;
b. an offense on conviction for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or
c. an offense under federal law or the laws of another state that is equivalent to (a) or (b).
III. Recent Changes to Access Policies: School contractors are no longer permitted access to national criminal history record information (NCHRI) through the Texas Department of Safety (DPS) Clearinghouse unless specifically authorized by the National Child Protection Act (NCPA).
Contractors that are considered qualified entities under the NCPA must create an account with DPS to access NCHRI through the DPS clearinghouse. You may contact the DPS for questions regarding access and assistance with creating accounts and obtaining criminal histories.
School contractors that no longer are eligible to access NCHRI through the DPS clearinghouse may review and certify state criminal history information to the extent available outside of the DPS clearinghouse for those persons employed before January 1, 2008.
All other persons for whom NCHRI is required to be reviewed but whose national criminal history information cannot be accessed by the school contractor will be fingerprinted by the District using the Local Education Entity (LEE) Fast Pass option so that NCHRI can be reviewed before providing services.
9.1. Select one below: *
On behalf of __________________________________ (“Contractor”), I, the undersigned authorized signatory for Contractor, certify to the Katy Independent School District (“Katy ISD” or “the District”) the following in regards to contractor and/or contractor’s employees or subcontractors
I also certify to the District on behalf of Contractor that Contractor has obtained certifications from its subcontractors of compliance with Texas Education Code chapter 22.
Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.
NONE OF CONTRACTOR’S EMPLOYEES ARE COVERED EMPLOYEES. IF THIS BOX IS CHECKED, I FURTHER CERTIFY THAT CONTRACTOR HAS TAKEN PRECAUTIONS OR IMPOSED CONDITIONS TO ENSURE THAT ITS EMPLOYEES WILL NOT BECOME COVERED EMPLOYEES. CONTRACTOR WILL MAINTAIN THESE PRECAUTIONS OR CONDITIONS THROUGHOUT THE TIME THE CONTRACTED SERVICES ARE PROVIDED.
SOME OR ALL OF CONTRACTOR’S EMPLOYEES ARE COVERED EMPLOYEES. IF THIS BOX IS CHECKED, I FURTHER CERTIFY THAT: 1) Contractor has complied with the requirements of Section 22 of the Texas Education Code, and none of its covered employees has a disqualifying criminal history 2) Contractor, its covered employees and its subcontractors will comply with any and all reasonable requests from Katy ISD in facilitating criminal history reviews that are mandated by state and federal law, including but not limited to the provision of a list of covered employees prior to the provision of services, provision of updated lists upon changes to personnel providing services to Katy ISD, and notification within two days of the end of service of any covered employee 3) Contractor acknowledges that covered employees will not provide services until completion of the required reviews of criminal history information
*Response required
10. Certification Regarding Debarment
Per Title 34, Code of Federal Regulations, 80.35, “Grantees and subgrantees must not make any award or permit any award (subgrant or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension.
(Before completing certification, read the instructions below.)
Instructions For Suspension/Debarment Certification Statement:
1. By signing and dating the certification statement, the bidder certifies that neither it nor any of its principals (e.g., key employees) has been proposed for debarment, debarred or suspended by a federal agency on the date signed.
2. The prospective bidder shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective bidder learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
3. Federal and State penalties exist for vendors and districts that knowingly enter into contracts with suspended/debarred persons.
10.1. Please check one choice below:*
The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
When the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
*Response required
10.2. Optional - Attach supporting documentation.
11. Conflict of Interest
Prior to and as a condition of doing business with Katy Independent School District, Contractor shall disclose any business relationship, past or present, with a sitting Board member or Katy Independent School District employee. Any such relationship shall be disclosed on Form CIQ provided by the Texas Ethics Commission and currently available at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. Failure to disclose the existence of any such relationship is grounds for immediate termination of this Agreement. Contractor represents it has attached any conflict of interest disclosure required by this section.
11.1. Do you have a conflict of interest? *
Yes
No
*Response required
When equals "Yes"
11.1.1. CIQ form is currently available at Texas Ethics Commission. *
Please download the below documents, complete, and upload. Or available at Texas Ethics Commission Website, CIQ form
CIQ_(3).pdf
*Response required
12. References
It is REQUIRED to provide 5 references in the fields below. References will receive a survey request emailed from the Purchasing Department, after the deadline for submission has passed. Be sure to provide valid email address and have your references check their junk/spam folders.
13. Reference #1
13.1. Name*
*Response required
13.2. Title/Organization*
*Response required
13.3. Email Address*
*Response required
13.4. Phone Number*
*Response required
14. Reference #2
14.1. Name*
*Response required
14.2. Title/Organization *
*Response required
14.3. Email Address *
*Response required
14.4. Phone Number*
*Response required
15. Reference #3
15.1. Name*
*Response required
15.2. Title/Organization *
*Response required
15.3. Email address *
*Response required
15.4. Phone Number*
*Response required
16. Reference #4
16.1. Name*
*Response required
16.2. Title/Organization *
*Response required
16.3. Email address *
*Response required
16.4. Phone Number*
*Response required
17. Reference #5
17.1. Name*
*Response required
17.2. Title/Organization *
*Response required
17.3. Email address *
*Response required
17.4. Phone Number*
*Response required
18. Required Documents
Download and upload required documents.
18.1. Certificate of Interested Parties – Form 1295*
KATY ISD CERTIFICATE OF INTERESTED PARTIES – FORM 1295
Certificate of Interested Parties (Form 1295 – must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, and attached to vendor’s response to this solicitation.
KATY ISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits KISD from entering into a contract resulting from this RFP with a business entity unless the business entity submits a Disclosure of Interested Parties
(Form 1295) to KISD at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission.
“Interested Party” means a person:
a) who has a controlling interest in a business entity with whom KISD contracts; or
b) who actively participates in facilitating the contract or negotiating the terms of the contract, including a
broker, intermediary, adviser, or attorney for the business entity.
“Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation.
As a “business entity,” all vendors must electronically complete, print, sign, and submit Form 1295 with their proposals even if no interested parties exist.
Proposers must file Form 1295 electronically with the Texas Ethics Commission using the online filing application,
which can be found at:
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
Proposers must use the filing application on the Texas Ethics Commission’s website to enter the required information
on Form 1295. Proposers must print a copy of the completed form, which will include a certification of filing containing a unique certification number. The Form 1295 must be signed by an authorized agent of the business entity.
The completed Form 1295 with the certification of filing must be filed with KISD by attaching the completed form to the vendor’s solicitation response.
KISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after the date the contract binds all parties to the contract. After KISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from KISD.
Instructional Videos for Business Entities-click on link below;
• Logging in the First Time
• How to Create a Certificate
See attached Form 1295 - draft as an example, do not edit draft.
1295_form_-DRAFT.pdf
*Response required
18.2. Vendor Certifications*
The Vendor Certifications addendum includes certifications and provisions that are required and apply when Katy ISD expends federal, state, and local funds for any contract resulting from this procurement process including, but not limited to, APPENDIX II TO 2 CFR PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS.
Vendor must certify its willingness and ability to comply with each provision, law, act, regulation, etc. as specifically noted, by having its authorized representative initial the applicable boxes and sign the acknowledgment at the end of the addendum.
Please download the below documents, complete, and upload.
Vendor_Certifications_2025.pdf
*Response required
18.3. Pre-Employment or Pre-Service Affidavit For Educational Entities *
Pursuant to Texas Education Code (TEC) §22A.055, a person applying for employment with or who will act as a service provider for an educational entity (school district, district of innovation, open-enrollment charter school, other charter entity, regional education service center, or shared services arrangement) must submit, using a form adopted by the agency, a pre-employment or pre-service affidavit.
Please download the below documents, complete, and upload.
preemployment-preservice-affidavit-tec-22a055.pdf
*Response required
19. Confidentiality Form
All confidential information must be noted on the provided document. All responses and parts of responses which are not marked as confidential on the Confidentiality Form will automatically be considered public information.
19.1. Do you wish to mark any of your information confidential? *
Yes
No
*Response required
When equals "Yes"
19.1.1. All confidential information must be noted on the Confidentiality Form provided. Please download the below document, complete, and upload.*
Confidentiality_Form_12.10.25.pdf
*Response required
19.2. IRS Form W-9*
All vendors doing business with Katy ISD must have an IRS Form W-9 Request for Taxpayer Identification Number and Certification on file with Katy ISD.
Please download the below documents, complete, and upload.
W-9-2024.pdf
*Response required
20. Quality of the vendor's goods or services
20.1. How will your company's service align and integrate with Katy ISD effective practices and/or resources? *
*Response required
20.2. Have you ever been dismissed from doing business with a company or entity based on the quality of your product? *
Yes
No
*Response required
When equals "Yes"
20.2.1. Please provide an explanation. *
*Response required
20.3. Do your products and/or services align with the Specifications of this RFP? *
Yes
No
*Response required
20.4. If items are broken or damaged on delivery, please supply contact name and telephone number concerning returns and replacement..*
*Response required
20.5. Is there a charge for return orders placed in error?*
Yes
No
*Response required
When equals "Yes"
20.5.1. Provide details for processing returns including fees.*
*Response required
20.6. When returning items ordered by mistake who do we contact? Please provide their name and telephone number.*
*Response required
20.7. If an item is out of stock or discontinued when an order is placed, will the vendor notify the campus?*
Yes
No
*Response required
20.8. Comments (optional)
Maximum response length: 100 characters
21. Extent to which the goods or services meet the District's Needs
21.1. List notification procedures to take if Katy ISD experiences unsatisfactory service? *
Maximum response length: 200 characters
*Response required
21.2. Comments (optional)
Maximum response length: 100 characters
22. Vendor’s past relationship with the District or similar size District. If no experience with the District, then with an entity of similar size and scope.
22.1. Has your company provided these services to Katy ISD schools? *
Yes
No
*Response required
When equals "Yes"
22.1.1. Provide Katy ISD school name and a contact.*
Maximum response length: 100 characters
*Response required
22.2. Is your company currently providing these services to other school districts or educational settings? *
Yes
No
*Response required
When equals "Yes"
22.2.1. List district or educational settings including contact name and email address. *
Maximum response length: 100 characters
*Response required
22.3. Have you had a negative experience with an employee of Katy ISD or a district employee of a similar size? *
Yes
No
*Response required
When equals "Yes"
22.3.1. Please provide a brief explanation. *
Maximum response length: 100 characters
*Response required
23. Long-term cost to the District to acquire the Vendor's goods or services.
23.1. Do you anticipate an increase in the submitted pricing prior to the end of the contract? *
Note: Pricing shall be firm for the first term of the contract as stated in section 7.4.
Yes
No
*Response required
When equals "Yes"
23.1.1. Add increase.*
*Response required
23.2. What is your lead time requirement for general orders? *
*Response required
23.3. Additional supplies offered at a cost (optional)
Provide cost.
24. Acknowledgement
24.1. Acknowledgement Form*
Please download the below documents, complete, and upload.
ACKNOWLEDGEMENT_FORM.pdf
*Response required
10. Attachments
A - 2600DW Fire Alarms Appendix A
B - 2600DW Fire Systems Hood Systems
C - 2600DW Fire Systems Sprinkler Systems
Katy Independent School DistrictIssuing agency·Katy, TX·via a public procurement portal