RFP #10-CNPFS-1126 CNP Fire Suppression Services

T E X A S
Request for Proposal
10-CNPFS-1126
CNP Fire Suppression Services
Purchasing Department
2115 West Pike Blvd
Weslaco, TX 78596
solicitations@ideapublicschools.org

Contents
PART I - CURRENT CONDITIONS/BACKGROUND .......................................................................................................... 5
PART II - SCOPE AND SPECIFICATIONS OF THE PROPOSAL ........................................................................................... 5
Section 1: Overview ...................................................................................................................................................... 5
Technical Specifications and Deliverables: ................................................................................................................... 6
Key Requirements for Bidders ...................................................................................................................................... 7
Performance Requirements: ......................................................................................................................................... 8
Contract Term: .............................................................................................................................................................. 8
Insurance Requirements: .............................................................................................................................................. 8
PART III - PROPOSAL SUBMISSION & REQUIREMENTS ................................................................................................. 9
Description of Proposal ............................................................................................................................................... 10
Required Proposal Format: ......................................................................................................................................... 10
PART IV - EVALUATION CRITERIA ............................................................................................................................... 12
PART V - GENERAL TERMS AND CONDITIONS ACKNOWLEDGEMENT........................................................................ 14
PART VI - SUPPLEMENTAL TERMS AND CONDITIONS ................................................................................................. 17
PART VII - REQUIRED ATTACHMENTS ........................................................................................................................ 20
Attachment A - Title Page .......................................................................................................................................... 20
Attachment B - Vendor Acknowledgement ............................................................................................................... 21
Attachment C - Evidence of Insurance ....................................................................................................................... 22
Attachment D - IDEA Conflict of Interest Form .......................................................................................................... 23
Attachment E - Texas Ethics Commission Form CIQ .................................................................................................. 24
Attachment F - Felony Conviction Disclosure Statement ........................................................................................... 26
Attachment G - Certification Regarding Lobbying ..................................................................................................... 27
Attachment H - Contract Provisions for Contracts Involving Federal Funds .............................................................. 28
Attachment H - Contract Provisions for Contracts Involving Federal Funds (cont'd) ................................................ 29
Attachment H - Contract Provisions for Contracts Involving Federal Funds (cont'd) ................................................ 30
Attachment I - Reference Sheet ................................................................................................................................. 31
Attachment J - Litigation, Terminations, Claims......................................................................................................... 32
Attachment K - Proposed Pricing ............................................................................................................................... 33
Attachment L - IRS Form W-9 ..................................................................................................................................... 34
Attachment M - Deviations and Exceptions ............................................................................................................... 35
Attachment N - Certification Regarding Drug-Free Workplace .................................................................................. 36
Attachment O - Child Support Certification ............................................................................................................... 37
Attachment P - Recent and Ongoing Projects ............................................................................................................ 38
Attachment Q -Non-Collusion Statement .................................................................................................................. 40
Part IX: APPENDICES ................................................................................................................................................... 41
Appendix A: Sites ........................................................................................................................................................ 42
Appendix B: RFP Completion Checklist ....................................................................................................................... 43
Part X: ADDENDA ........................................................................................................................................................ 44

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Procurement Specialist: Rebecca Romo Email: cnpprocurement@ideapublicschools.org
Purpose of Request for Proposal (RFP): IDEA is requesting Proposals from Respondents for Fire Suppression
Services.
Timeline:
All dates and times are tentative and subject to change.
First Advertisement Date/Issue Date: Sunday, September 13, 2026
Second Advertisement Date: Sunday, September 20, 2026
Pre-Proposal Meeting: Tuesday, September 22, 2026 @ 01:00 PM CST
Respondent Question Cut-Off Date: Friday, September 25, 2026, NO Later than 5:00 PM CST
Questions Response from IDEA: Wednesday, September 30, 2026
Proposals Due by Date & Time: Tuesday, October 6, 2026, NO Later than 2:00 PM CST
Anticipated Evaluation Period: October 7- October 31, 2026
Anticipated Board Meeting & Approval: January 2027
Initial Proposed Contract Term: February 1, 2027 - January 31, 2028
Pre-Proposal A virtual pre-proposal meeting will be held at 01:00 PM CST via TEAMS video conference
Conference on Tuesday, September 22, 2026. Questions regarding this RFP must be submitted in
writing to cnpprocurement@ideapublicschools.org no later than 5:00 PM CST on
Wednesday, September 25, 2026. Respondents are responsible for reviewing questions
and answers prior to submitting a proposal. Oral communications regarding this RFP shall
not be binding and shall in no way excuse a Respondent of the obligations set forth in this
proposal. While the pre-proposal meeting is non-mandatory, it is highly encouraged that
all potential respondents participate and attend.
Join TEAMS Meeting: Microsoft Teams Meeting
Meeting ID: 284 641 936 995 737
Passcode: pF6ym3hq
Proposal Submission: Proposals may be submitted using the Public Purchase or Self-Service website, or by
sending One (1) clearly identified hard copy ORIGINAL of the Proposal to:
IDEA Public Schools
#10-CNPFS-1126 Texas
Attn: Purchasing Department-
#10-CNPFS-1126 CNP Fire Suppression
2115 West Pike Blvd
Weslaco, TX 78596
Proposals MUST be received by IDEA by the specified due date and time outlined in the timeline. Each
proposal MUST be sealed and marked with the relevant information; failure to do so may result in the
proposal not being considered. Please ensure that all submissions are received by IDEA by the designated
due date and time.
Note: Faxed or emailed Proposals will not be accepted. Acceptance Period is 120 days from the date of the
proposal submission deadline unless otherwise stated in writing.
Funding Type: IDEA will utilize state and federal funds to finance any purchases of goods and/or services
through the contract(s) awarded to the successful Vendor(s) through this RFP, including any purchase orders
issued under said contract(s).

Eligible Respondents: Respondents must not be debarred or suspended by federal or state-funded agencies
and must have the legal authority to transact business in Texas. Additionally, respondents must affirmatively
demonstrate responsibility and good standing, which may be considered as part of the performance evaluation
criteria.
Respondents may withdraw their proposals in writing at any time prior to the submission deadline, without
penalty or prejudice.
PART I - CURRENT CONDITIONS/BACKGROUND
Introduction: IDEA Public Schools, a Texas public charter school system, is accepting Proposals from qualified and
experienced Vendors/Contractors to provide Fire Suppression and Kitchen Exhaust Vent Hood and Duct Cleaning
services. IDEA Public Schools ("IDEA") is a Texas non-profit corporation and a tax-exempt organization pursuant
to Section 501(c)(3) of the Internal Revenue Code. Pursuant to Chapter 12, Subchapter D of the Texas Education
Code and its Contract for Charter with the Texas State Board of Education, as renewed by the Commissioner of
Education, IDEA is an open-enrollment charter holder, governmental entity, and public school system. IDEA
transforms education by preparing graduates to succeed in college and life. IDEA is a growing network of high-
performing charter schools serving students located throughout Texas in the Austin, El Paso, Houston, Permian
Basin, Rio Grande Valley, San Antonio, and Tarrant County regions.
IDEA serves primarily low-income students in underserved areas of both rural and urban communities. Over 80%
of IDEA students are considered low-income and one of every three students is the first in their family to go to
college. Since the first graduating class in 2007, nearly 100% of seniors have been accepted and matriculated to
a college or university every year. Thanks to a rigorous path to college, IDEA students attend selective universities
throughout the country, win national awards and scholarships, and complete college at a rate six times the
national average for low-income students.
Note: While IDEA's program, curriculum, and mission has been replicated to serve students in other states, this
Request for Proposals and any subsequent contract is only for goods and services provided to IDEA's Texas
based charter school and campuses.
IDEA Public Schools is committed to fostering a competitive bidding process that emphasizes cost-effectiveness,
network performance, and future scalability. Vendors are encouraged to present their best solution to ensure
IDEA's ability to deliver high-quality education supported by state-of-the-art WAN connectivity.
PART II - SCOPE AND SPECIFICATIONS OF THE PROPOSAL
Proposal Specifications: The following describes the service and performance requirements that the successful
Respondent(s) will be required to meet. IDEA will use objective criteria specified in this solicitation to review
Proposals and may make multiple awards if deemed in the best interest of IDEA, at its sole discretion. The
anticipated spending and total contract value will depend on the scope of services and needs identified during
the evaluation process and may vary based on the number of awards issued.
Section 1: Overview
IDEA Public Schools is seeking Fire Suppression and Kitchen Exhaust Vent Hood and Duct Cleaning services for
the Child Nutrition Program for the following regions: San Antonio, Austin, El Paso, Permian Basin, Houston, and
Dallas.
Services are necessary to be effective starting on February 1, 2027, to January 31, 2028.

Technical Specifications and Deliverables:
Scope of Work
The following describes the service and performance requirements that the successful Respondent(s) will be
required to meet. IDEA will use objective criteria specified in Part IV to review Proposals and potentially make
multiple awards, if deemed in the best interest of IDEA, in its sole discretion.
IDEA is seeking to procure the following goods and/or services:
A. Idea Public Schools is seeking proposals from qualified vendors to perform fire suppression inspection
and maintenance; and kitchen exhaust vent hood and duct cleaning in the kitchen/cafeteria facilities to
the following regions in Texas: San Antonio, Austin, Houston, Dallas, El Paso, Permian Basin. Vendor will
be responsible for services to the locations listed in Appendix A.
i. This project is critical to ensure the safety of students, staff, and must comply with all
applicable local, state, and federal fire safety codes, including the National Fire Protection
Association (NFPA) standards, Texas Department of Agriculture (TDA) regulations, and local
authority.
B. This Request for Proposal (RFP) outlines the scope of work, requirements, and criteria by which
proposals will be evaluated. The selected vendor will be expected to deliver a fully functional and code-
compliant fire suppression system tailored to the operational and safety needs of the school kitchen
environment.
C. The selected contractor shall provide all labor, materials, equipment, permits, and certifications
required for a complete, code-compliant fire suppression system for the cafeteria/kitchen at IDEA
Public Schools, operating under the Child Nutrition Program. The scope includes, but is not limited to:
i. Fire Suppression System Inspection and Maintenance
a. Frequency: Semi-annual inspections (or as required by local fire codes).
b. Tasks include:
1. Inspecting nozzles, piping, and control heads.
2. Verifying correct positioning and operation of detection lines and manual pull stations.
3. Ensuring system interlocks with gas and electrical shutoffs function properly.
4. Testing system actuation and functionality.
5. Replacing fusible links and tagging equipment per code.
ii. Fire Suppression Agent Cylinder/Tank Replacement
a. Replacement of fire suppression tanks/cylinders (e.g. 2.6 gallon Kidde / Ansul- compatible
tanks.)
b. Replacement tied to age-based expiration (e.g. 12 yr tanks).
iii. Hydrostatic Testing & Recharge of K-Type Cylinders
a. Hydrostatic testing and recharge of K-Type suppression cylinders (e.g. every 5 years).
iv. Portable Fire Extinguisher Inspections (ABC & K-TYPE)
a. Pass/fail inspections of portable fire extinguishers (ABC and K-Type).
b. Tagging and documentation
v. Portable Fire Extinguisher Testing, Recharge or Replacement
a. Hydrostatic testing, recharge, and replacement of portable extinguishers.
vi. Kitchen Exhaust Vent Hood and Duct Cleaning
a. Frequency: Quarterly, semi-annually, or annually (depending on cooking volume and code
requirements.)
b. Tasks include:
1. Cleaning the entire hood system.
2. Removing grease and flammable residues.
3. Inspecting and cleaning exhaust fan motors, belts, and housing.

4. Ensuring access panels are present and functional for duct cleaning.
5. Before-and-after photo documentation of cleaning.
6. Providing cleaning certificates for health/fire inspection.
vii. Site Assessment
a. Conduct a detailed site visit to evaluate existing kitchen layout, cooking appliances, exhaust
hoods, and current fire protection measures.
viii. City/AHJ Submittal & Reporting Fees
a. Explicit authorization for city fire department or AHJ reporting fees (e.g. Austin Fire
Department submittals). For Austin, San Antonio and Houston.
ix. Permit and Code Compliance
a. Obtain and submit all necessary permits from local authorities.
x. System Installation
a. Ensure all components (nozzles, fusible links, tanks, detection lines) are properly installed
and or replaced per manufacturer and code specifications.
xi. Testing
a. Perform functional and pressure testing of the system after maintenance and cleaning both
the fire suppression system and the vent hood system to ensure functionality, safety, and
code compliance.
xii. Training and Documentation
a. Provide on-site training for kitchen staff on system operation and emergency procedures.
b. Deliver manuals, maintenance schedules, and warranty documents.
c. Provide deficiency reports with corrective action recommendations.
xiii. Warranty and Maintenance
a. Include a minimum 1-year warranty on parts and labor.
xiv. As Needed Services
a. Include pricing for as needed services as listed on Attachment K.
xv. Emergency Repairs/ On-Call Services
a. Optionally include:
1. Hourly rates for unscheduled emergency services.
2. Response time within 24 hours for emergency services.
Any contract award issued as a result of this RFP does not guarantee any minimum amount of service or
payment. IDEA will not issue a Purchase Order (PO) until a campus or department initiates a request for the
goods and/or services described in this RFP. A Vendor/Contractor shall not perform services for IDEA without
the issuance of a PO or contract Agreement. A Vendor/Contractor will be compensated, with submission of
proper supporting documentation, by IDEA for goods and/or services satisfactorily provided and/or performed
in accordance with the Agreement requirements and this RFP.
Key Requirements for Bidders
Rationale for RFP
Upon consideration of the requirements for the procurement under this RFP, IDEA determined that the RFP
was the appropriate purchasing method for the following reasons:
a. The selection of the successful respondent will not be made primarily on the basis of price.
b. The purchasing requirements cannot be described by detailed specifications.
c. IDEA requires that each respondent provide innovative solutions to address the purchasing
requirements set forth in this RFP.
d. IDEA anticipates negotiating or desires to negotiate the final award under this RFP to ensure that the
goods and/or services sought do, in fact, address the purchasing requirements.

Performance Requirements:
a. The specifications included above are minimum basic requirements.
b. The scope of work includes the goods and/or services IDEA intends to procure. The actual amount of
goods and/or services procured as a result of this RFP may be adjusted up or down according to IDEA's
needs and available funding.
c. Vendor/Contractor represents and warrants to IDEA that the goods and/or services shall perform at a
level as intended, are fit for use for their intended purpose, and shall substantially conform in accordance
with the specifications stated in this RFP, in compliance and conformance with any applicable law or
ordinance, and will be performed in a good, professional, and workmanlike manner. Further, they shall
be fit for ordinary use with no material defects, provided that all use of the goods and/or services is for
the purposes and in the environment for which they were designed and in accordance with such
specifications.
Contract Term:
The agreement(s) resulting from this RFP will be in effect as of a date established by mutual consent of IDEA and
the selected Vendor. The initial term is expected to begin on or about February 1, 2027, for a period of one year.
IDEA may choose to renew this contract for up to an additional three (3) one-year periods. IDEA shall provide
written notice to the selected Vendor(s) at least thirty (30) days in advance of expiration informing Vendor of
IDEA's intent to renew, non-renew, amend the Agreement, or terminate. If the Vendor is unable to renew the
contract, the Vendor shall provide IDEA with written notice according to the instructions provided in the renewal
notice.
Services are needed effective February 1, 2027. If the service cannot be guaranteed by this date, this should be
indicated in the proposal, along with an estimated timeline for when the service will be available.
Insurance Requirements:
No Insurance Requirements as to IDEA. As a governmental unit as defined by Texas Civil Practice and Remedies
Code 101.001, IDEA has immunity from liability and suit except to the extent such immunity is waived by the
Texas Tort Claims Act, Chapter 101, Texas Civil Practice and Remedies Code.
The insurance coverage specified in this RFP is the minimum requirement, and these requirements do not lessen
or limit the liability of the Vendor. The Vendor shall maintain, at its own expense, any additional kinds or amounts
of insurance that it may deem necessary to cover its obligations and liabilities under this RFP and Agreement.
Vendor shall keep in full force and effect the following minimum limits of insurance (or higher):
i) General Liability: Vendor shall maintain Commercial General Liability Insurance, including coverage for bodily
injury, property damage, and contractual liability, with the following minimum limits: $1,000,000 per
occurrence and $2,000,000 general aggregate. The policy shall include liability arising out of premises,
operations, independent contractors, personal injury, advertising injury, and liability assumed under an
insured contract, and must provide coverage for all claims that may arise from the performance of the
Agreement or completed operations, whether by Vendor or anyone directly or indirectly employed by
Vendor. Such policy shall name IDEA as an Additional Named Insured and include a Waiver of Subrogation
Clause.
ii) Professional Liability: If the Contractor performs licensed professional services, the Contractor shall maintain
professional liability insurance for licensed professionals performing work pursuant to this Agreement in an
amount not less than $1,000,000.00 per occurrence covering the licensed professionals' errors and
omissions. Such policy shall name the School as an Additional Insured and include a Waiver of Subrogation
Clause.

iii) Automobile Insurance: The contractor shall maintain comprehensive automobile liability insurance to protect
against claims for bodily injury and/or property damage arising out of the Contractor's use of any owned,
hired, and or non/owned vehicle, with minimum limits of liability of $1,000,000.00 combined single limit, per
accident. Such policy shall name the School as an Additional Insured and include a Waiver of Subrogation
Clause.
iv) Cyber Liability and Technology Professional Liability Errors and Omissions: Vendor shall maintain coverage
appropriate to Vendor's/Contractor's work under this Agreement, with limits not less than $2,000,000 per
occurrence. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by
Vendor in this Agreement and shall include, but not be limited to, claims involving infringement of intellectual
property, copyright, trademark, invasion of privacy violations, information theft, release of private
information, extortion, and network security. The policy shall provide coverage for breach response costs as
well as regulatory fines and penalties, as well as credit monitoring expenses with limits sufficient to respond
to these obligations. The policy shall include or be endorsed to include property damage liability coverage
for damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of IDEA
in the care, custody, or control of Vendor.
v) Workers' Compensation: Vendor shall obtain and maintain Workers' Compensation Insurance in an amount
consistent with statutory benefits outlined in the Texas Workers' Compensation Act.
Each insurance policy to be furnished by the successful Vendor shall include "IDEA Public Schools" as a
certificate holder, as Additional Named Insured, and include a Waiver of Subrogation Clause. Please note a
certificate of insurance showing named insured is not adequate to establish this status or fulfill this
requirement.
Additionally, each insurance policy shall, by endorsement to the policy, include a statement that a notice shall
be given to IDEA by certified mail thirty (30) days prior to cancellation or upon any material changes to
coverage.
Vendor may not commence services or work relating to the Agreement prior to placement of coverage. Vendor
shall keep the required insurance coverage in effect at all times during the term of the Agreement, and any
subsequent extensions.
PART III - PROPOSAL SUBMISSION & REQUIREMENTS
Proposal Response Requirements: Proposals should be prepared in such a way as to demonstrate a
straightforward, concise delineation of capabilities that satisfy the requirements of this RFP. To qualify for
evaluation, a Proposal must be submitted on time and must materially satisfy all mandatory requirements
identified in this RFP. Late proposals will be disqualified. Respondents must follow the format instructions
detailed below in preparing and submitting a Proposal. Each Respondent is responsible for ensuring that IDEA
has the appropriate company name, authorized representative, and contact information on file for the purpose
of receiving notices, changes, addenda or other critical information relating to this RFP.
Eligible Respondents: Respondents who can meet the technical specifications for quality and other terms of
this RFP, who are not debarred and/or suspended from conducting business with IDEA by federal and state
funded agencies and have the right to transact business in Texas are invited to respond. A prospective
Vendor/Contractor must affirmatively demonstrate responsibility and good standing. Submitting a Proposal
represents to IDEA that Vendor/Contractor meets the following requirements:
i. Possesses or is able to obtain adequate financial resources to perform under this RFP.
ii. Can comply with the required scope of this RFP.

iii. Has a satisfactory record of integrity and ethics.
iv. Is otherwise qualified and eligible to receive an award.
v. Is in good standing with the applicable national or state agencies and associations.
Submission of Proposals: Proposals shall be submitted by mail at the IDEA Public Schools Headquarters, 2115
W. Pike Blvd., Weslaco, Texas 78596. Proposals shall be received no later than 2:00 PM CST on Tuesday, October
6, 2026, along with the requisite signature pages, required attachments, and certification forms. Proposal
envelopes received by mail must be clearly marked with this RFP number and title and addressed as indicated in
this RFP. Late Proposals will not be accepted. Faxed or emailed Proposals will not be accepted. Deviations from
any terms, conditions and/or specifications, although discouraged, shall be conspicuously noted in writing by the
Respondent and shall be included with the Proposal in Attachment M.
IDEA Public Schools reserves the right to disqualify any proposal that significantly deviates from submitting the
requested information. Proposals that consist of a catalog of services will be disqualified. Respondent's Proposal
shall be organized in the following order, with each section clearly indexed:
Description of Proposal
RFP Clarification and Questions
Questions regarding the requirements specified in this RFP must be submitted via email to Rebecca Romo,
Procurement Analyst at cnpprocurement@ideapublicschools.org no later than September 25, 2026, at 5:00 PM
CST. The email subject line should read: Questions- RFP #10-CNPFS-1126 for Fire Suppression Services.
Questions submitted by Respondents at least one (1) days before the submission deadline and answers
prepared by IDEA, along with any errata or addenda to this RFP, if applicable, will be posted on the IDEA
website at: https://ideapublicschools.org/our-story/finance-budget/. IDEA will not answer questions verbally
and any informal oral answers provided by IDEA or its agents shall not be binding. No modification or
amendment to this RFP shall be valid unless it is set forth in writing, via a signed addendum or amendment
from IDEA.
Bidders should ensure that their proposals meet all technical, design, and pricing specifications outlined in the
RFP while providing clear evidence of their ability to deliver the required services efficiently and within budget.
Required Proposal Format:
To be considered, the Proposal must be prepared according to the following instructions and should include the
following information and content. Failure to include these items may result in disqualification.
1. Cover Page-Complete and insert Attachment A
2. Executive Summary- Provide an Executive Summary of two (2) pages or less, an overview of the Proposal
and the vendor's experience as it relates to the specifications of the RFP.
3. Summary of Experience & Qualifications- The Respondent should focus on its experience in providing and
managing the delivery of products and/or services similar to those described in this RFP, within a similar
environment, particularly in a school setting.
4. Response to Evaluation Criteria- Provide a detailed response to each Evaluation Criteria listed in this
solicitation. Respondent shall provide a description of goods and/or services and capabilities as outlined
in Part II - SCOPE AND SPECIFICATIONS OF THE PROPOSAL section of this RFP. The response shall be
clear and succinct. If any service or requirement cannot be performed, Respondent shall state "unable
to perform".
i. Provide a preliminary schedule of assessment, delivery, and execution of goods and/or services.
Include the following information in this section: