RFP #11-CHTRBUS-1226 Texas Charter Bus and Motor Coach Transportation Services

Request for Proposal
RFP #11-CHTRBUS-1226
T E X A S
Texas District-Wide Charter Bus &
Motor Coach Transportation
Services
Purchasing Department
2115 West Pike Blvd
Weslaco, TX 78596
solicitations@ideapublicschools.org
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Contents
PART I - CURRENT CONDITIONS/BACKGROUND ................................................................................................................. 5
PART II - SCOPE AND SPECIFICATIONS OF THE PROPOSAL .............................................................................................. 6
Section 1: Overview ........................................................................................................................................................................ 6
Technical Specifications and Deliverables: ................................................................................................................................... 6
Key Requirements for Respondents: ................................................................................................................................................. 7
Performance Requirements: .............................................................................................................................................................. 8
Fuel Surcharge and Price Adjustment ............................................................................................................................................... 8
Baseline Fuel Price: .......................................................................................................................................................................... 8
Adjustment Threshold: ..................................................................................................................................................................... 8
Downward Adjustments: .................................................................................................................................................................. 9
Contract Term: ............................................................................................................................................................................... 9
Insurance Requirements: ................................................................................................................................................................... 9
Administrative Procedure for Bidder Complaints ........................................................................................................................... 10
PART III - PROPOSAL SUBMISSION & REQUIREMENTS .................................................................................................... 10
Required Proposal Format: ......................................................................................................................................................... 10
PART IV - EVALUATION CRITERIA ........................................................................................................................................ 11
PART V - GENERAL TERMS AND CONDITIONS ACKNOWLEDGEMENT ........................................................................ 12
PART VI - SUPPLEMENTAL TERMS AND CONDITIONS ...................................................................................................... 16
PART VII - REQUIRED ATTACHMENTS ............................................................................................................................................ 18
ATTACHMENT A............................................................................................................................................................... 18
ATTACHMENT B ............................................................................................................................................................... 19
ATTACHMENT C ............................................................................................................................................................... 20
ATTACHMENT D .............................................................................................................................................................. 21
ATTACHMENT E ............................................................................................................................................................... 22
ATTACHMENT F ............................................................................................................................................................... 23
ATTACHMENT G .............................................................................................................................................................. 24
ATTACHMENT H .............................................................................................................................................................. 25
ATTACHMENT I ................................................................................................................................................................ 26
ATTACHMENT J................................................................................................................................................................ 27
ATTACHMENT K ............................................................................................................................................................... 28
ATTACHMENT L ............................................................................................................................................................... 29
ATTACHMENT M ............................................................................................................................................................. 30
ATTACHMENT N .............................................................................................................................................................. 31
ATTACHMENT O .............................................................................................................................................................. 32
Part IX: APPENDICES ....................................................................................................................................................................... 33
Appendix A: Campuses to be Serviced ......................................................................................................... 34
Appendix B: Master Charter Bus Agreement ............................................................................................... 37
1. INTRODUCTION ........................................................................................................................................................................................ 37
2. INDEPENDENT CONTRACTOR ................................................................................................................................................................. 37
3. CHARTER'S RESPONSIBILITIES AND REPRESENTATIONS ..................................................................................................................... 38
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4. TERM AND TERMINATION .................................................................................................................................................. 40
5. TRIP CANCELLATION BY SCHOOL .................................................................................................................................... 40
6. TARDINESS AND ADDITIONAL EXPENSES........................................................................................................................ 40
7. COMPLIANCE WITH LAW ................................................................................................................................................... 40
8. LIMITATION OF LIABILITIES ................................................................................................................................................ 40
9. INDEMNIFICATION ............................................................................................................................................................. 41
10. INSURANCE ........................................................................................................................................................................ 41
11. RECORDS ........................................................................................................................................................................... 42
12. GENERAL PROVISIONS ...................................................................................................................................................... 42
12.1. ASSIGNMENT ........................................................................................................................................................................................... 42
12.2. PAYMENT TERMS ..................................................................................................................................................................................... 43
12.3. INELIGIBILITY FOR NONPAYMENT OF CHILD SUPPORT .................................................................................................................... 43
12.4. REPRESENTATIONS AND WARRANTIES BY CHARTER ....................................................................................................................... 43
12.5. TAX EXEMPTION ...................................................................................................................................................................................... 43
12.6. ENTIRE AGREEMENT; MODIFICATIONS ............................................................................................................................................... 43
12.7. FORCE MAJEURE ..................................................................................................................................................................................... 43
12.8. LAW OF STATE TO GOVERN ................................................................................................................................................................... 44
12.9. WAIVERS .................................................................................................................................................................................................. 44
12.10. BINDING EFFECT ............................................................................................................................................................................... 44
12.11. SEVERABILITY .................................................................................................................................................................................... 44
12.12. ENFORCEMENT ................................................................................................................................................................................. 44
12.13. COUNTERPARTS ................................................................................................................................................................................ 44
12.14. CONFLICT OF INTEREST ................................................................................................................................................................... 44
12.15. TEXAS PUBLIC INFORMATION ACT ................................................................................................................................................. 45
12.16. CONFIDENTIALITY ............................................................................................................................................................................. 45
12.17. LIMITATIONS ...................................................................................................................................................................................... 45
12.18. PUBLICITY .......................................................................................................................................................................................... 45
12.19. IMMUNITY ........................................................................................................................................................................................... 45
12.20. STUDENT INFORMATION .................................................................................................................................................................. 46
12.21. BACKGROUND CHECKS .................................................................................................................................................................. 46
12.22. U.S. DEPARTMENT OF HOMELAND SECURITY'S E-VERIFY SYSTEM .......................................................................................... 46
12.23. SUBCONTRACTS ............................................................................................................................................................................... 46
12.24. CANCELLATION ................................................................................................................................................................................. 46
Schedule 1 ............................................................................................................................................................................................................................................ 48
Form of Quote - Approved by both Parties upon Effective Date of this Agreement ......................................................................................................................... 48
See Attached Quote Form ................................................................................................................................................................................................................... 48
Schedule 2 ............................................................................................................................................................................................................................................ 49
Criminal History Review of Contractor Employees ............................................................................................................................................................................. 49
Definitions: ............................................................................................................................................................................................................................................ 49
CRIMINAL HISTORY REVIEW OF CONTRACTOR EMPLOYEES ........................................................................................................ 50
Please complete the information below: ............................................................................................................................................................................................ 50
Appendix C: RFP Completion Checklist ................................................................................................................................................ 51
Part X: ADDENDA ................................................................................................................................................................................................................................... 52
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Procurement Contact: Mia Harris Email: solicitations@ideapublicschools.org
Purpose of Request for Proposal (RFP): IDEA Public Schools ("IDEA" or the "District") is soliciting
proposals from qualified, licensed charter bus and motor coach providers under Texas Education Code 44.031
to furnish transportation services on an as-needed, district-wide basis for IDEA's Texas campuses and
departments across seven (7) regions (San Antonio, Austin, El Paso, Houston, Permian Basin, Rio Grande
Valley, and Tarrant County). Services may include field trips, athletic and extracurricular travel, academic
competitions, staff travel, campus and graduation events, and other authorized trips requested by IDEA campuses
and departments.
This is an as-needed agreement. IDEA does not guarantee any minimum volume of trips, expenditures, or
exclusivity. Pricing awarded under this solicitation shall be available for use by all IDEA Texas departments,
divisions, and campuses covered by this RFP.
IDEA Public Schools is a Texas nonprofit corporation exempt from federal taxation under Section 501(c)(3) of
the Internal Revenue Code and does not pay federal excise, state, or city sales tax. Exemption certificates will be
provided upon request.
Master Agreement Requirement: As a condition of proposal submission, Respondents must review,
complete, sign, and submit IDEA Public Schools' Master Charter Bus Agreement with their Proposal. Any
requested exceptions, modifications, or deviations to the Master Charter Bus Agreement must be clearly
identified in Attachment M - Deviations and Exceptions. Failure to identify an exception or deviation shall
constitute acceptance of the applicable terms of the Master Charter Bus Agreement. Submission of a
Respondent's standard agreement, terms and conditions, or other contractual document does not replace the
requirement to complete and submit IDEA's Master Charter Bus Agreement.
Note: The selected Charter Bus or Motor Coach Company(s) shall be solely responsible for all lodging, meals,
travel, per diem, and other expenses incurred by its drivers and/or personnel in connection with the
services provided under this solicitation. IDEA Public Schools will not reimburse or otherwise be responsible
for any such expenses.
Timeline:
All dates and times are tentative and subject to change.
FIRST ADVERTISEMENT DATE/ISSUE Wednesday, October 14, 2026
DATE:
SECOND ADVERTISEMENT DATE: Wednesday, October 21, 2026
PRE-PROPOSAL MEETING: Wednesday, October 21, 2026 @ 10:30 AM CST
RESPONDENT QUESTION CUT-OFF DATE: Thursday, October 22, 2026, no later than 3:00 PM CST
QUESTIONS RESPONSE FROM IDEA: Monday, October 26, 2026
PROPOSALS DUE BY DATE & TIME: Friday, October 30, 2026, no later than 2:00 PM CST
ANTICIPATED EVALUATION PERIOD: Monday, November 2, 2026 - Monday, November 13, 2026
ANTICIPATED BOARD MEETING & December 8, 2026
APPROVAL:
INITIAL PROPOSED CONTRACT TERM: January 1, 2027 - December 31, 2027
RENEWAL OPTION #1: January 1, 2028 - December 31, 2028
RENEWAL OPTION #2: January 1, 2029 - December 31, 2029
RENEWAL OPTION #3: January 1, 2030 - December 31, 2030
RENEWAL OPTION #4: January 1, 2031 - December 31, 2031
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Pre-Proposal A virtual pre-proposal meeting will be held at 10:30 AM CST via Microsoft Teams on
Conference Wednesday, October 21, 2026. Questions regarding this RFP must be submitted in writing
to solicitations@ideapublicschools.org no later than 3:00 PM CST on Monday , October
26, 2026. Respondents are responsible for reviewing issued questions and answers before
submitting a proposal. Oral communications regarding this RFP are not binding and do not
excuse a Respondent from the obligations stated in this solicitation. Attendance is non-
mandatory but strongly encouraged.
Join Microsoft Teams Meeting: Meeting Link
Meeting ID: 273 590 555 705 949
Passcode: C98R7np2
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
RFP # 11-CHTRBUS-1226
Attn: Purchasing Department
Texas District-wide Charter Bus & Motor Coach Transportation Services
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. Hard Copy Submissions Must Include:
a) One (1) clearly identified hard copy ORIGINAL of the Proposal response.
b) One (1) copy of the complete Proposal on a FLASH DRIVE, labeled with the Respondent's name.
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 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 ("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.
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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.
Project Background: IDEA requires qualified charter bus and motor coach providers to support as-needed
transportation throughout its Texas regions. Trip needs may include field trips, athletic and extracurricular travel,
academic competitions, staff travel, campus events, graduation activities, and other authorized travel. Trip
volume, routes, passenger counts, dates, and vehicle needs will vary. IDEA does not guarantee a minimum
number of trips, expenditure, or exclusive award.
Project Vision: Establish a dependable pool of qualified charter transportation providers that can deliver safe,
compliant, timely, and cost-effective service throughout IDEA's Texas regions.
IDEA seeks a competitive pool of providers with the fleet capacity, qualified drivers, safety controls, geographic
coverage, and dispatch responsiveness necessary to support dependable student and staff transportation throughout
its Texas regions.
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.
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 one or more qualified, licensed charter bus and motor coach providers capable of
safely and reliably furnishing vehicles, drivers, dispatch support, and related transportation services on an as-
needed, district-wide basis for IDEA's Texas campuses and departments.
Services are anticipated to begin January 1, 2027, or on another date established in the executed agreement.
Technical Specifications and Deliverables:
Awarded Vendor Responsibilities:
1. Furnish clean, safe, properly maintained vehicles that comply with all applicable federal, state,
and local laws and are certified by the manufacturer for their intended use.
2. Maintain current vehicle inspections and examine each vehicle at least once every three months,
including brakes, tires, front end, engine, and required safety equipment; retain inspection
records for IDEA review.
3. Maintain vehicles in accordance with applicable law and accepted industry standards, including
37 Texas Administrative Code Section 14.52, and bear all operating, fuel, maintenance,
repair, roadside-service, and towing costs.
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4. Provide a replacement vehicle and qualified driver promptly when a mechanical failure or
breakdown prevents continued service, and safely transfer passengers so the trip can proceed.
5. Hold and maintain all permits, operating authority, licenses, and registrations required by the
Texas Department of Transportation, U.S. Department of Transportation, and other applicable
agencies, and provide copies to IDEA upon request.
6. Provide drivers who possess the commercial driver's license and passenger and school-bus
endorsements required by the Master Charter Bus Agreement and applicable law; meet
applicable medical qualification standards; and receive training in student transportation safety,
defensive driving, first aid and CPR, fire-extinguisher use, and traffic laws.
7. Complete legally required criminal-history, sex-offender, driving-record, prior-employer, drug,
and alcohol screening and testing for all assigned safety-sensitive personnel.
8. Prohibit smoking, alcohol use, illegal drug use, and operation while impaired; promptly report
complaints of improper driver conduct and remove the driver from IDEA service pending
investigation and IDEA's written approval to return.
9. Provide accurate routing information to drivers, maintain reliable dispatch communication,
arrive at the designated pickup location on time, and immediately notify IDEA of delays,
accidents, breakdowns, substitutions, or other service disruptions.
10. Report all reportable accidents involving vehicles or personnel serving IDEA as required by law
and promptly notify IDEA.
11. Submit an itemized written quote for each requested trip showing all charges, restrictions, and
cancellation terms. A quote, trip confirmation, or vendor form will not modify the executed
agreement unless IDEA and the vendor sign a written amendment.
12. Do not begin a trip without IDEA's authorization and an approved purchase order or other
written authorization issued under IDEA's No PO No Pay requirements.
13. Bear any additional costs IDEA reasonably incurs because of the vendor's failure to perform,
including costs caused by mechanical failure, noncompliant equipment, or tardiness. If arrival is
more than one hour late, the vendor is responsible for charges associated with alternate
transportation arrangements.
14. Accept trip cancellations without penalty when IDEA gives at least 72 hours' notice or
cancels before the driver is dispatched. For later cancellations, any charge may not exceed the
quoted cost of the affected trip.
15. Do not assign, delegate, or subcontract performance without IDEA's prior written approval, and
retain performance and financial records for at least three years after final payment or contract
termination.
Key Requirements for Respondents:
1. Describe fleet capacity, vehicle types, seating capacities, accessibility options, geographic
coverage, dispatch operations, and the process for accommodating routine, urgent, and peak-
period requests.
2. Provide applicable USDOT and Texas operating-authority numbers and copies of current
licenses, permits, inspection documentation, and required insurance evidence.
3. Describe driver qualification, background-screening, training, drug-and-alcohol testing, incident-
reporting, and complaint-investigation procedures.
4. Explain preventive-maintenance practices, roadside response, replacement-vehicle procedures,
and the estimated response time for service disruptions.
5. Complete Attachment K with all-inclusive pricing and clearly identify every potential charge,
including mileage, hourly or daily minimums, driver time, wait time, deadhead mileage, tolls,
parking, fuel surcharges, overnight vehicle charges, cancellation fees, and accessible-vehicle
charges.
6. Provide Complete Master Charter Bus Agreement with Proposal Submission
7. Identify any requested exception to the solicitation or Master Charter Bus Agreement in
Attachment M. Silence constitutes acceptance of the stated requirements.
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Performance Requirements:
1. The awarded vendor must provide safe, timely, courteous, and professional service and maintain
sufficient qualified drivers and roadworthy vehicles to fulfill accepted trip commitments.
2. The awarded vendor must comply with the Master Charter Bus Agreement, the accepted
proposal, the approved trip quote, and each IDEA purchase order. If documents conflict, the
executed Master Charter Bus Agreement controls unless a later written amendment signed by
both parties expressly states otherwise.
3. IDEA may monitor performance through trip records, complaints, safety information, on-time
performance, vehicle condition, invoice accuracy, and corrective-action responsiveness.
These requirements are minimum standards. IDEA may reject noncompliant vehicles, drivers, or services and
require prompt corrective action or replacement at no additional cost.
A. 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.
B. 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.
Fuel Surcharge and Price Adjustment
Proposed pricing shall include all anticipated fuel costs and any applicable fuel surcharge based on the fuel price
in effect at the time of proposal submission. Fuel-related price adjustments are not automatic and shall be
permitted only in accordance with this section.
For purposes of evaluating and administering fuel-related price adjustments, IDEA Public Schools will use the
U.S. Energy Information Administration (EIA) Weekly Gulf Coast (PADD 3) No. 2 Diesel Retail Price
(Dollars per Gallon) as the applicable fuel-price benchmark. The EIA pricing index is available through the
U.S. Energy Information Administration at: EIA Weekly Gulf Coast No. 2 Diesel Retail Prices
Baseline Fuel Price: The baseline fuel price shall be the applicable EIA Gulf Coast (PADD 3) diesel
price published for the week of the Proposal submission deadline. Following publication of the applicable
EIA price, IDEA will establish and document the baseline dollar amount to be used for administration of the
resulting contract(s).
Adjustment Threshold: A fuel price adjustment may be requested when the applicable EIA benchmark
increases or decreases by five percent (5%) or more from the established baseline fuel price or, following an
approved adjustment, from the EIA benchmark used for the most recently approved fuel adjustment.
Respondents proposing a separate fuel surcharge must disclose in Attachment K the proposed fuel surcharge
amount, rate, or calculation formula and any maximum fuel surcharge or cap. The proposed methodology must
apply consistently to both increases and decreases in the applicable EIA benchmark.
Fuel price adjustments are not automatic. An awarded Vendor requesting an adjustment must submit a
written request identifying the applicable EIA benchmark, the baseline or most recently approved
benchmark, the percentage change in the EIA benchmark, and the calculation supporting the requested
adjustment. IDEA reserves the right to independently verify the applicable EIA pricing and calculations and to
approve, modify, or reject any requested adjustment. No fuel surcharge or fuel-related price adjustment may
be invoiced or charged without IDEA's prior written approval.
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Any approved fuel adjustment shall apply only to the fuel-related component of the applicable transportation
charge and shall not be used to increase labor, administrative costs, maintenance, overhead, profit, or any other
pricing component.
Downward Adjustments: Fuel adjustments shall operate in both directions. When the applicable EIA
benchmark decreases by five percent (5%) or more from the baseline or benchmark used for the most recently
approved fuel adjustment, the corresponding fuel surcharge shall be reduced or eliminated using the same
approved methodology.
Except for fuel-related adjustments expressly permitted under this section, pricing shall remain firm during the
initial contract term unless otherwise approved by IDEA through a written amendment executed in accordance
with the Master Charter Bus Agreement.
Contract Term:
The agreement(s) resulting from this RFP are anticipated to begin January 1, 2027, and continue through December
31, 2027. IDEA may renew the agreement for up to four (4) additional one-year terms by written agreement of the
parties. Either party may terminate without cause upon thirty (30) days' written notice, and either party may
terminate immediately upon written notice of the other party's breach. The executed Master Charter Bus Agreement
will govern the parties' contractual relationship.
Services are anticipated to be available beginning January 1, 2027. Respondents that cannot meet this date must
identify the earliest available service date in their proposal.
Pricing must remain firm during the initial term, except for fuel price adjustments expressly permitted under the
Fuel Surcharge and Price Adjustment section above. Any other pricing change, revised quote form, or
modification is not binding unless approved by IDEA and documented in a written amendment signed by
both parties.
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) Commercial General Liability: Vendor shall maintain coverage of at least $1,000,000 per occurrence and
$2,000,000 policy aggregate. IDEA Public Schools shall be named as an Additional Insured.
ii) Insurer Rating: Required coverage shall be issued by an insurer licensed or authorized to do business in Texas
and rated A-VIII or better by A.M. Best.
iii) Automobile Liability: Vendor shall maintain coverage of at least $1,000,000 per occurrence for all owned,
hired, and non-owned vehicles used to perform services. IDEA Public Schools shall be named as an Additional
Insured.
iv) Excess or Umbrella Liability: Vendor shall maintain coverage with a policy aggregate limit of at least
$5,000,000. IDEA Public Schools shall be named as an Additional Insured.
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v) Workers' Compensation and Employer's Liability: Vendor shall maintain Workers' Compensation
coverage as required by law and Employer's Liability limits of at least $100,000 per occurrence for bodily
injury and $500,000 aggregate.
Evidence and Endorsements: Before services begin, Vendor shall provide an ACORD 25 Certificate of
Insurance and applicable endorsements. Required liability coverage shall be primary and non-contributory.
Insurers shall waive subrogation against IDEA for required coverages. Additional Insured status applies to
Commercial General Liability, Automobile Liability, and Excess or Umbrella Liability
Cancellation or Non-Renewal Notice: Required policies shall provide 30 days' notice before cancellation or
non-renewal, except 10 days for nonpayment of premium. If the insurer will not provide notice directly, Vendor
shall notify IDEA by certified mail within three business days after receiving notice from the insurer.
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.
Administrative Procedure for Bidder Complaints
Members of the public having complaints regarding IDEA's purchasing procedures or operations may present
their complaints or concerns to IDEA in writing to the following address:
IDEA Public Schools
Attn: Director of Procurement, Procurement and Contract Services Department
2115 West Pike Blvd, Weslaco, TX 78596
(956) 377-8000
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.
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:
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.
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