CHILD NUTRITION: Serving Lines

As part of Frisco Independent School District's (FISD) ongoing maintenance of cafeteria facilities, equipment, and operation technology, Frisco Independent School District's Child Nutrition Department will replace cafeteria serving lines at eight (8) campus locations in three (3) phases, to continue successfully operating FISD school cafeterias. This Request for Proposal (RFP) covers the procurement and installation of cafeteria serving lines and related services for these initiatives.   Phase 1 installations will begin in May 2025 and are tentatively scheduled for completion by August 2025, before staff return. The timelines for Phase 2 and Phase 3 will be tentatively determined later by the Child Nutrition Operations Coordinator. FISD will host vendor walk-throughs for all campuses on Monday, February 17, 2025. Starting at 8:30 AM, all vendors must sign in upon arrival. Vendors will begin at Fowler MS and follow the schedule outlined below.
Fowler MS - 3801 McDermott Road; Plano, TX 75025 Liberty HS - 15250 Rolater Road; Frisco, TX 75035 Roach MS - 12499 Independence Pkwy; Frisco, TX 75035 Heritage HS - 14040 Eldorado Pkwy; Frisco, TX 75035 Pink Elementary, 3650 Overhill Drive; Frisco, TX 75033 Griffin MS, 3703 Eldorado Pkwy; Frisco, TX 75033 Wakeland HS - 10700 Legacy Drive; Frisco, TX 75033 Bledsoe ES - 1900 Timber Ridge Drive; Frisco, TX 75036
NO BID NOTIFICATION REQUEST
Frisco Independent School District values competitive pricing and strong vendor partnerships. If you choose not to bid on this RFP, we would appreciate your feedback to help us improve future solicitations. To decline this RFP, click the "ACTIONS" button at the top right, select "NO BID", enter your reason in the provided box, and submit your response. Your input is important to us, and we appreciate your time and consideration.
BACKGROUND Frisco Independent School District (FISD) is located 30 miles north of Dallas, Texas, covering 75 square miles in Collin and Denton counties. The district serves 67,000+ students across 77 campuses, including 12 high schools, 18 middle schools, one intermediate school, 43 elementary schools, and three special program centers. With 8,850+ staff members, FISD is committed to its mission: "To know every student by name and need." FISD’s award-winning Child Nutrition Program provides 48,000+ healthy meals daily and is led by certified professionals in nutrition, culinary arts, operations, and food safety. Program-funded through cafeteria sales, the department collaborates with educators to promote lifelong health and wellness while continuously exploring new programs and strategies to enhance services. A map of FISD schools and facilities is available on the district’s website.
SCOPE OF WORK Frisco ISD Child Nutrition is seeking proposals for the purchase, installation, and modification of serving line equipment at eight (8) campus locations. All materials and equipment must be new and include delivery, installation, disconnection, and removal of existing equipment to a designated location. Freight and shipping costs, if applicable, must be included in the bid price. All equipment and materials must comply with state and local codes, meet OSHA standards, and be asbestos-free. Additionally, any electrical equipment must have U.L. Listing approval. Only non-construction services are permitted.
  SOLICITATION DETAILS
The below information is applicable to all FISD Child Nutrition RFPs.
PROJECT REQUIREMENTS Site Visits & Pre-Installation Services
Mandatory Site Visits – FISD will conduct mandatory site visits on February 17 (see the "Activities" tab for details). Vendors may ask questions during the visit, and all responses will be recorded and shared via Ion Wave.
Permitting, Compliance & Liability
Vendors must obtain all necessary permits and ensure compliance with local, state, and federal regulations. Vendors assume full liability for any required electrical, plumbing, or utility updates and must pass all required inspections. Vendors are responsible for all penalties, additional costs, or labor due to non-compliance.
Equipment Removal & Site Preparation
Utility Disconnections & Modifications – Vendors must handle electrical, plumbing, and utility updates, ensuring compliance with local codes. Existing Equipment Removal – Vendors must safely remove existing serving lines, counters, and fixtures. Cleanup & Disposal – All debris, packaging, and old equipment must be removed, leaving the site clean and hazard-free.
DELIVERY & INSTALLATION Delivery & Installation Process
Delivery Coordination – Vendors must coordinate with FISD to schedule deliveries at the designated locations. Installation Scope – Vendors must deliver, offload, place, level, and anchor all serving line equipment, ensuring stability and operational safety. Installation Components – Includes hot wells, cold wells, sneeze guards, shelving, counters, and tray rails. Work Schedule – Work must be completed Monday – Friday, 8:00AM-5:00PM. During Summer Operation days and hours; M-Th 7:30AM-5PM.
Work will follow a pre-arranged timeline coordinated with the Child Nutrition Department. The awarded vendor will receive the finalized schedule from the Child Nutrition Department.

Safety & Compliance
Adherence to OSHA regulations and local safety codes. Proper handling of heavy equipment to prevent facility damage and worker injury. Implementation of noise and debris control to minimize disruption.
Workmanship & Quality Standards
Follow manufacturer guidelines and industry standards. Ensure secure installation of equipment and proper sealing of plumbing and electrical connections. All materials must be scratch-free, dent-free, and defect-free, with durable joints, seals, and connections.
Testing & Staff Training
Vendors must conduct post-installation testing to verify functionality and compliance. Training Sessions – Vendors must provide training and user manuals to FISD Child Nutrition staff.
Warranty & Final Walkthrough
Vendors must provide warranty certificates, manuals, and as-built drawings. A final walkthrough with the project owner is required to ensure all project requirements are met before final approval.
PRICING REQUIREMENTS Proposals must include line-item pricing for the following:
Equipment Removal & Disposal – Transport existing equipment to a designated warehouse or dispose of it as directed. Utility Disconnections – Disconnect electrical, water, and drain lines as needed. Structural Adjustments – Restore ceilings, walls, and floors after penetrations. Some locations may require removal of half-height décor walls. Utility Modifications – Remove and cap off utility stub-ups, replace ceiling and floor tiles as necessary. Floor Drain Covers – Install full grate covers over unused floor sinks. Cleanup & Disposal – Remove all crates, boxes, packaging materials, and debris.
DELIVERY, SUPPORT & COMPLIANCE Delivery & Shipping
Delivery costs must be included in line-item pricing. Vendors must deliver to all FISD facilities as specified in purchase orders.
Delivery Timeframes
Vendors must notify FISD immediately of any delays. 
Shortages & Substitutions
Vendors must provide 72-hour prior notice for shortages, backorders, or out-of-stock items. If no notice is given, vendors must deliver a comparable product within one business day. Any substitutions must be approved by the Child Nutrition Director.
Sales Support & Responsiveness
Vendors must provide technical support and a dedicated Sales Representative (not a general "800" number). Vendor inquiries must be answered within 24 hours (excluding holidays).
Compliance & Insurance
Vendors must maintain insurance and bonding per FISD requirements. Vendors are liable for any property damage resulting from their services.
PRODUCT SPECIFICATIONS Equipment Standards
Proposals must meet or exceed FISD's cafeteria serving line standards, provided in the RFP. If a vendor does not specify a manufacturer, brand, or model, FISD assumes the exact brand/model listed. No substitutions are premitted after the award.
Equivalency & Substitutions
Equivalent brands of equal or higher quality will be considered. Vendors must submit a detailed product comparison (Excel spreadsheet) before bid submission. Failure to provide a comparison may result in rejection of the alternative product.
FINAL INSPECTION & PROJECT COMPLETION Post-Installation Testing & Inspection
Conduct testing to ensure all installed equipment is fully functional. Perform a final walkthrough with the project owner to confirm quality and resolve outstanding issues.
Documentation & Handover
Provide warranty certificates, training materials, and user manuals. Ensure all punch list items are addressed before project completion.
****NO SERVICES SHOULD BE PROVIDED BEFORE THE VENDOR RECEIVES A PURCHASE ORDER.****
The awarded vendor shall be in compliance with all Federal, State or Local laws on environmental disposal of any product at no additional charge to the District. The awarded vendor must have qualified personnel, equipment, supplies and insurance to perform the needed repairs as described in this proposal. The vendor shall have the ability to perform training on operation, repair and adjustments of all equipment sold to the District at no charge to the District. The Vendor shall at their own expense, wherever necessary or required, furnish safety devices and take such other precautions as may be necessary to protect life and property. The Vendor shall bear all losses resulting to him/her on account of the amount or character of the work, or because of the nature of the area in/on which the work being done is different from what is estimated or expected, or account of the weather, elements, or other causes. Unsatisfactory response to any or all of the listed services or requirements will be a basis for termination of agreement. The FISD reserves the right to terminate at any given time with a 30 day written notice. Warranty: All services, parts, and labor are warranted for 30 days. This provision in no way alters the manufacturer's warranty. Work Schedule: Work will follow a pre-arranged timeline coordinated with the Child Nutrition Department. The awarded vendor must work with Child Nutrition Operations to finalize the full schedule for all phases of the bid. Subcontracting is only permitted with prior approval from FISD Child Nutrition. In the event the FISD Child Nutrition approves the use of subcontractors in performance of this contract, the prime contractor is not relieved of its responsibilities and obligation to meet all the requirements of this agreement. Successful vendor shall provide qualified personnel familiar with the products and equipment sold. The Vendor or their personnel shall not represent themselves as employees of the District. While on the FISD property, employees shall be subject to control of the District, but under no circumstances shall such persons be deemed to be employees of the District. All personnel shall observe all regulations or special restrictions in effect at the District. The Vendor’s personnel shall be allowed only in areas where work is being performed. ALL AWARDED PRICING MUST REMAIN FIRM FOR THE DURATION OF EACH BID YEAR. All requests for price changes thereafter shall be in written form within (90) ninety calendar days advance of RENEWAL and shall include documents supporting price changes. Supporting documents include, but are not limited to, manufacturer's direct cost, fuel charge rates, railroad commission rates, federal/state minimum wage laws, federal/state unemployment taxes, FICA, etc. Pricing increase must be approved by the FISD Purchasing Department and will go into effect 90 days from the date it is received.
This RFP is a competitive solicitation issued in accordance with TEC 44.031 and the Texas Department of Agriculture's Administrative Reference Manual. The solicitation complies with 2 CFR 200 through 2 CFR 400. All procurement activities are conducted in a manner that provides maximum full and open competition per federal and state laws and local policies and procedures.
To reiterate, an award or qualification from this solicitation is not a contract. Purchases will be made by approved purchase order only. A valid PO and the FISD Standard Attributes, Certifications, and Terms & Conditions constitute the entirety of a vendor's contract with FISD. The Standard Attributes document is an attachment to this solicitation and must be completed in its entirety. It must be signed and attached to your response in the "Response Attachments" tab. FISD will not accept deviations to our Standard Attributes, Certifications and Terms & Conditions. Furthermore, FISD will not accept proposing entity Terms and Conditions as part of this bid response. Please do not attach.
 
BUDGET FISD's Child Nutrition Department has a forecasted, estimated budget of $1,973,060.00 for each phase of this solicitation. The amount is an estimate and not a guarantee that FISD will spend that amount. It is provided to respondents for planning purposes. Respondents consider price heavily in developing proposals. FISD considers price the most significant factor in selecting a vendor to partner with on projects that will be paid with the Texas Department of Agriculture (TDA).
CONTRACT AWARD The District intends to make one award pursuant to this RFP but reserves the right to award per line item at its sole discretion. FISD may award a contract based on proposals received without discussions. Therefore, each proposal should contain the proposer’s best pricing. The District may negotiate with one or more proposers; and no proposer shall have any rights against the District arising from such negotiations or any invitation to negotiate. This RFP does not commit the District to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. Should a given proposal be accepted, all proposal documents, such as timeline, pricing, etc, will become part of the binding contract.
FISD reserves the right to award multiple contracts/agreements in general or for each category. Categories are established at the sole discretion of FISD. Nothing in this agreement may be construed to imply that Vendor has the exclusive right to provide products and/or services to FISD. 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 FISD. The District 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, at their sole discretion. During the term of this Agreement, FISD reserves the right to use all available resources to procure other products and/or services as needed and doing so will not violate any rights of Vendor. Additionally, the District may have a need to purchase additional items that are not listed on the bid. Vendor is to make these items available to the District through this Contract/Agreement at the same discounted pricing awarded by the Board of Directors. Bids may be awarded to primary and secondary vendors on an item-by-item basis or by categories. FISD may go to the secondary vendors to compare items for best value. If a Vendor has an existing Agreement, in the same Agreement title, upon award, the new Agreement will immediately supersede the older contract.
TERM Vendor recommendations will be presented at the May Board meeting. Once approved by the FISD Board of Trustees, this award will be in effect for the identified one-year term, with the possibility of two (2), one (1) year renewals. Renewals will be issued providing the vendor and FISD remain in good standing and agree on any changes in pricing or procedure. The final renewal option for the vendor(s) qualified under this solicitation, will conclude on 5/12/2027.
ESTIMATED QUANTITIES FISD does their best to represent accurate quantities, but some items may see higher or lower volume purchasing depending on but not limited to continued Federal Funding to school nutrition programs, manufacturer production issues, external forces such as weather or school closures or other causes that may create a lag or increase in purchasing. The good(s) and/or service(s) to be purchased under an issued purchase order, if any, may be of indefinite delivery and indefinite quantity (IDIQ). FISD makes no guarantee or commitment of any kind concerning quantities that will be purchased. FISD makes no guarantee or commitment of any kind regarding contracts resulting from this solicitation. Quantities specified are per unit of measure listed in the proposal solicitation. Estimated quantities of each product and/or service are provided in this solicitation are as accurate as possible based on planned needs. Submitted pricing and other evaluation criteria will be used to determine the best value for FISD.
***The District reserves the right to increase the quantities stated in this RFP by up to 10% annually to meet the needs of the District as the number of FISD students and schools increase.   ALTERNATES In addition to the products formally listed in the RFP, the District highly encourages vendor to submit alternate products for consideration that may differ slightly from a product listed in the RFP at a firm price for the length of the RFP/Contract term. You may propose an alternate product when submitting your proposal by clicking add alternate found on each line item on the "Line Items" tab. IF NO MENTION IS MADE BY THE BIDDER OF PROPOSING A SUBSTITUTE OR ALTERNATIVE, FISD WILL ASSUME THAT THE ITEM SPECIFIED IS TO BE FURNISHED AND A PURCHASE ORDER WILL BE MADE ACCORDINGLY.
EQUIVALENCY CLAUSE Per CFR Title 2 Chapter 2, Part 200 Subpart D Competition, procurement transactions must Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product, or service to be procured and, when necessary, must set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a “brand name or equivalent” description may be used to define the performance or other salient requirements of procurement. (CFR 200.319).
EVALUATION PROCEDURE & CRITERIA ** FISD Purchasing Department at its sole discretion is authorized to determine if a vendor is responsive and/or within the scope of this solicitation. **
The evaluation of proposals(s) will be conducted by a Committee composed of members from FISD based on position and expertise. FISD reserves the right to add, delete or substitute members of the Evaluation Committee as it deems necessary. A minimum of three (3) staff members will review responses and make recommendations to the FISD Board of Trustees for final approval. FISD uses several evaluation methods to determine “best value:” 1.) Analyzes the total/aggregate cost, 2.) Analyzes by line-item totals, or other evaluation methods compliant with TEC 44.031 and the Administrator's Reference Manual.
  COMPETITIVE RANGE: It may be necessary for FISD to establish a competitive range of acceptable proposals as part of the evaluation process. Proposals not in the competitive range are unacceptable and will not receive further award consideration. Per U.S. Department of Agriculture and Texas Department of Agriculture mandate cost will be a heavily weighted consideration. TEC 44.031(b) lists evaluation criteria that must be considered. These are stated below.
The purchase price; market price, hourly rate, emergency rates; (40 points) Lowest price among responses. Commitment to honor pricing offered in this RFP. The reputation of the vendor and of the vendor’s goods or services/services and references of like sized school districts; (20 points). The quality of the vendor’s goods or services. (15 points). The extent to which the goods or services meet the district’s needs. (15 points). Time of delivery is part of the proposal consideration, must be stated in definite terms, and must be adhered to completely. Proposals must show the number of calendar days required to place the materials in possession of FISD. Do not quote shipping dates. Failure to specify the lead-time may result in disqualification from consideration. Unrealistic short or long delivery promises may cause the bid to be disregarded. The vendors past relationship with the district. (0 points). The impact on the ability of the districts to comply with laws and rules relating to historically underutilized businesses. (0 points). The total long-term cost to the district to acquire the vendor’s goods or services. (10 points). For a contract for goods and services, materials, whether the vendor or the vendor’s ultimate parent company or majority owner? (A) Has its principal place of business in the State of Texas; or (B) Employs at least 500 persons in the State of Texas. (0 points). Any other relevant factors. (0 points).
In case of tie proposals, the award will be made in accordance with Local Government Code 271.901 and Government Code 2252.001 - 2252.004. (NON-RESIDENT BIDDERS). Consistent and continued tie bidding could cause rejection of the bids by FISD and/or investigation for antitrust violations.   RESPONSE REQUIREMENTS A. PRICING
For proposed goods and services, alternates, new products, and optional services, provide pricing information including any additional pricing examples as well as pricing discount schedules needed to provide the District with comprehensive pricing information. For alternates, new products, and optional services provide independent and separate pricing information. FISD may request that vendor provide discounts or other adjustments on a per-Purchase Order basis. You must comply with the following requirements when submitting any and all pricing information:
Best Price - Proposer should propose his/her lowest and best price (as applicable) on each good and/or service that is subject of this RFP.
Firm Prices - Prices and discount percentages must be firm (fixed). However, if the proposer believes it has a better (more cost effective method) method, Proposer may be considered, but only as an alternate proposal and should be noted as an Exception. In the event Proposer’s price(s) will be adjusted or escalated upon a renewal (if any) of the fixed-price contract awarded pursuant to this RFP, Proposer must indicate such in its proposal. Any adjustment or escalation of the fixed price(s) will be based on the CPI index and may only be made at the time of contract renewal.
Two Decimal Points. Due to system constraints, pricing must be to no more than two (2) places past the decimal point. The District reserves the right on any Proposals submitted where pricing is more than two (2) places past the decimal point to round the price down to two (2) places past the decimal point.
Pricing shall encompass the costs of the product’s receipt into storage, distribution, financing and profit, production losses, analysis cost, waste, labor, overhead, and transportation costs of the specified products. Proposal price must be submitted on cases and/or units of quantity specified and extended to show total if applicable. In the event of discrepancies in extension, the unit price will govern. Discount from List quotations may be requested, but not part of the evaluation. Proposer shall not include sales tax with any pricing. Tax exemption certificates will be furnished upon request by each participating entity. Vendor agrees, upon issuance and acceptance of a PO, to furnish awarded items or services at the bid price and under the conditions of the Standard Attributes, Certifications, and Terms & Conditions and bid documents within this Proposal. Title to all supplies and equipment shall pass to the District upon receipt except where hidden defects or other bid requirements or specifications are not met. FISD reserves the right to inspect the goods at delivery before accepting them. FISD retains the right to request Special Pricing for the remaining contract period for products or services not specifically identified in this Proposal but purchased with sufficient movement as identified by mutual agreement of the Vendor and Frisco.
During the life of a contract only industry-wide published price changes as reflected in a manufacturer's printed price list, published documentation, or other approved method in a proposal may be submitted to FISD for price adjustment consideration. FISD will accept or reject increases after receipt of a properly submitted request from the Vendor, which includes documentation as to the nature of the change substantiated by, but not limited to, the following indexes: Producer Price Index (PPI), Consumer Price Index (CPI) and any other relevant commodity price indexes.
a. Price changes must be measurable and auditable, and supported by a published index, and supporting documentation must be submitted for review. The Producers Price Index and the Consumer Price Index are accurate indexes for basing product price escalations and de-escalations. F ISD will also consider price increases based on increased prices in raw materials used by vendor to manufacture end products. Evidence of raw materials increases may include a letter from the manufacturer's supplier(s) stating that prices have increased.   For resellers, FISD will review information from manufacturer(s) showing increases of equipment prices have affected the cost of equipment the reseller is providing. FISD will review other evidence, as necessary. b. F ISD will respond to such requests by:
granting the request reassigning the item(s) to another awarded vendor rebidding the item(s) taking any other action as deemed necessary
c. If a properly submitted increase is rejected, the vendor may cancel such items from the contract by giving the District written notice. Cancellation will not go into effect for thirty (30) working days after receipt of the written request. Old prices must be honored on orders dated up to the official date of cancellation. Vendors are required to immediately implement any industry wide price decreases that become available. FISD must be notified in writing of any decrease for file updating purposes.
  In the event a price change request is submitted based on Force Majeure: a. Awarded vendor must immediately notify FISD of any pricing increases (or decreases) due to forces out of their control. Submit a formal letter on company letterhead that is physically signed stating the reasons for the increase, pricing index referenced, and proposed start date of increased price (no sooner than 2-weeks from time of notice to the FISD). Supporting documentation must show the percentage of vendor’s cost increase by category if applicable. I.e., fuel costs, material costs, labor costs, etc. b. Upon receipt of the request, FISD will send a copy of the awarded price list that shows the original bid price along with a new column where the vendor will enter the increased or decreased price for each affected item on bid. c. FISD will review the request once the completed spreadsheet has been returned. d. FISD will not approve any increases to original profit margin as submitted in the Vendor’s original bid response. e. Awarded vendor must receive written approval from FISD before implementing the requested pricing increases. f. Pricing increases implemented without the knowledge of FISD and proper documentation will not be accepted and a credit back to the District will be required.
  If the price includes the cost of any special test equipment fabricated or required by the Vendor for filling this order, such special tooling and/or test equipment and any related items shall become the property of the District and shall be identified by the Vendor as such. B. PRODUCT SPECIFICATIONS Specifications for each product FISD is requesting are included in this solicitation. These and estimated volume were developed by the Child Nutrition Department based on an analysis of historical procurement data. C. REFERENCES References from at least three customers of similar size and scope of FISD must be provided (School District preferred). D. ATTRIBUTES, CERTIFICATIONS, STANDARD TERMS & CONDITIONS You must review, initial, and sign the Standard Attributes Certifications and Terms & Conditions, located in the attachments tab of this solicitation. The completed document must be uploaded in the response attachments tab of your response. Failure to include the completed, initialed and signed document may disqualify your company from further consideration. FISD will not accept deviations to our Standard Attributes, Certifications and Terms & Conditions. Furthermore, FISD will not accept proposing entity Terms and Conditions as part of this bid response. NO EXCEPTIONS.
MATERIAL CHANGE If a material change occurs to a contract entered between FISD and Vendor, the contract will not be renewed upon the conclusion of its term. Upon the expiration of the term, FISD may issue a new RFP for the goods or services procured under the previously existing contract. Material change means a modification that substantially exceeds and/or alters the terms of the original contract between the District and Vendor, and/or the total contract value greater than 10%. The following anticipated and unanticipated changes are to be considered as well do not qualify as a material change: 5% upward or downward trend in student enrollment and/or participation to allow flexibility for program growth or decline or unanticipated program and/or regulation changes.
DEVIATIONS OR EXCEPTIONS Deviations or exceptions stipulated in a Vendor’s response may result in disqualification. Any language to the effect that the Vendor does not consider this RFP to be part of a contractual obligation may result in a disqualification of the Vendor’s proposal. Vendors must not alter any language in this Agreement. Proposals shall be deemed responsive if they comply with all material and administrative aspects of this procurement solicitation.
RESERVATION OF RIGHTS FISD reserves the right to:
Cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposals. Accept, reject, or negotiate modifications in any terms of the Vendor’s proposal or any parts thereof. Conduct oral interviews/discussions or presentations necessary to select the best value Vendor and/or to obtain competitive pricing. Reject and/or disqualify all proposals, to award contracts for individual products and/or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best needs of FISD. Waive any formalities, technicalities, or other defects if deemed in the best interest of the FISD; request clarification and/or correction of the Vendor(s) for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. Be the sole judge of quality and equality. To award one or more contracts, in part or in whole, to a single or to multiple prospective vendors or proposers. The decision to award multiple contracts, award only one contract, or to make no awards, rests solely with FISD. The District may make multiple awards, and this fact should be taken into consideration by each proposer. Make all decisions regarding this RFP, including, without limitation, the right to decide whether a proposal substantially complies with the requirements of this RFP. Substitute products if a manufacturer discontinues an item.
FISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a proposal or any amendments or addenda, participating in pre-bid conferences, interviews, participating in any negotiation sessions or discussions, or any other costs incurred by proposers prior to award of a Contract/Agreement pursuant to this RFP.
Due care and diligence have been used in the preparation of the specifications and information contained in the solicitation and is believed to be sustainably correct. However, the responsibility for determining the full extent of the exposure and the verification of all information presented herein shall rest solely on the respondent. FISD and its representatives, will not be responsible for any errors and omissions in the specifications nor the failure on the part of the Vendor to determine the full extent of the conditions, requirements, and specifications before submitting a proposal. Failure to do so will be at the Vendor’s own risk and Vendor cannot secure relief on the plea of error. Neither law nor regulation make allowance for errors of omission or commission of the part of the Vendor.
CLARIFICATIONS FISD may request clarification from Vendor(s) for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. Discussion between FSD and Vendor can also take place after the initial receipt of proposals. FISD reserves the right to conduct discussions with all, some or none of the Vendors submitting proposals and will not assist the Vendor in the completion, revision, or modification of it.
SUBMISSIONS FISD requests that bidders submit their response electronically. Please contact Stephanie Bradshaw by email at contact@example.gov, if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated. EMAILED AND/OR FAXED SUBMISSIONS WILL NOT BE ACCEPTED.
PROPOSER QUESTIONS All questions regarding this open solicitation must be entered into IonWave during the question period. Questions will not be answered via email. Answers will be published to all bidders, all at once through this system on or before 2/24/2025. Phone or email requests for information will not be acknowledged.
ADDENDUM Any interpretations, corrections, additions, or changes to this RFP will be communicated to proposers by the issuance of an addendum. It is the responsibility of the proposer, prior to submitting the proposal, to determine whether an addendum was issued. FISD will indicate all Addendums by listing edits/updates/changes as “footnotes” in the solicitation and “versions” noted in the title of the solicitation document. All proposers shall comply with the requirements specified in any addendum issued by FISD.
LIMITED CONTACT POLICY Once this RFP is published, FISD staff and FISD representatives will maintain limited contact with potential Vendors. Limited contact is a prohibition on any communication regarding this RFP or other competitive solicitations between any person who seeks an award under this RFP, including a potential vendor or vendor’s representative; and any FISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process.
Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted or limited contact period.
Limited contact shall not apply to communication with FISD’s Purchasing staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the RFP. All communication with Purchasing staff must be in writing. The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement staff.
The limited contact period shall begin upon the issuance of this RFP, bid, or other competitive solicitation and officially end upon execution of an award by the Board of Trustees and/or the execution of a negotiated contract, whichever represents the final act in the procurement process.
Regardless of the above, it is not acceptable for a potential vendor to participate in determining the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit any potential vendor or vendor’s representative from making public representations at scheduled pre-bid conferences or scheduled selection and negotiation committee meetings; engaging in contract negotiations during any scheduled meeting; making a public presentation to the FISD Board during any duly noticed public meeting; or conducting business on contracts previously executed and currently in force.
  A Vendor may be disqualified before or after the proposals are opened, 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.
PROCUREMENT ETHICS