RFP 26/024MF for Facility Management & Maintenance Software

Harris County Department of Education, through its Choice Partners cooperative purchasing program, is soliciting proposals for facility management and maintenance software under RFP 26-024MF, with a submission deadline of May 7, 2026, at 2:00 p.m. Central Time. The contract, issued under NAICS code 518210, encompasses the provision of cloud-based software solutions supporting asset tracking, preventive maintenance, work order management, fleet and parts inventory, space allocation, and resource scheduling for school districts and other government entities. Proposals must be submitted electronically via the HCDE eBid portal, and vendors are required to include a comprehensive attachment packet consisting of fourteen items, including completed ethics forms, financial statements marked confidential, insurance certifications, an organization chart, a quality assurance program, an environmental policy, pricing catalogs, a marketing plan, vendor logo in JPEG format, applicable certifications such as HUB or SWBE, and redlined exceptions to contract terms. The evaluation process is based on a best-value trade-off methodology totaling 100 points, with price accounting for 40 percent of the score, followed by quality of service and alignment with HCDE needs (25 points), vendor reputation and experience (15 points), references (10 points), marketing plan (5 points), and financial capability (5 points); vendors must achieve a minimum score of 70 to be eligible for award. The contract has an initial one-year term with the possibility of four one-year renewals, for a maximum potential duration of five years, and delivery is required within ten business days of a purchase order issuance. Vendors must comply with federal and state regulations including FERPA, Texas Local Government Code, and Buy American Act provisions, and must submit valid IRS W-9 forms and insurance certificates within 14 days of award. Confidentiality obligations are strict, with prohibition against unauthorized use of HCDE branding, and vendors are prohibited from assigning the contract or subcontracting without prior written approval. All services are delivered to member locations, with acceptance and risk of loss transferring upon the member’s approval. Vendors must adhere to OSHA and local safety standards, indemnify HCDE for safety-related liabilities, and promptly report any material changes in ownership, financial condition, or operations. No physical delivery specifications beyond packaging in sturdy, palletized containers are required, and no barcoding, MIL-STD, or electronic invoicing systems such as WAWF are mandated, though electronic submission and compatibility