875-2025-05-31 (Extended Open Technology Equipment, Products, Services, and Related Items - Phase 2

Solicitation No.

1832

Type / RFx

RFP

Status

Issued

Level

education

Published Date

July 25, 2025

Due Date

September 26, 2025

NAICS Code

541512AI guide

Jurisdiction

Frisco Independent School District

State

Texas

Agency

Frisco Independent School District

Request for Proposals: Technology Equipment, Products, Services, and Related Items Frisco Independent School District (Frisco ISD or FISD) is seeking proposals for technology hardware, software services, products, related equipment, and supplies. This is an extended opening Request for Proposal (RFP) in accordance with TAC 109.41. (See the Financial Accountability System Resource Guide (FASRG) 5.16.1-5.16.7.) It complies with TEC 44.031 and Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements. FISD may purchase goods and/or services from vendors qualified through this RFP with local, state, federal, or other grant funds. Multiple vendors will be selected in phases during this solicitation period. Vendors are encouraged to submit their responses as early as possible. Proposals are evaluated when received and are either accepted or rejected by the Board of Trustees. Frisco ISD will make vendor recommendations to Trustees in phases at the following scheduled Board meeting: September 2025, November 2025, February 2026, and May 2026. Applicants will be notified of Trustees’ decisions. Vendors may have their submission evaluated only once during the solicitation period. Be advised: If your company was awarded under RFP 001-2020-09 (Technology-related Equipment, Services, Software & Supplies) and you wish to continue doing business with FISD, you must respond to this new solicitation. ------------------------------------------------------------------------------------------------ **Important Notice: If your company has already been awarded under any of the bids listed below, please do not respond to this solicitation.** RFP 802-2021-05-27 (District Operations Supplies & Services-Extended Open) Phase 1-4 RFP 813-2022-05-28 (22-23 General and Special Education Core Curriculum) Phase 1-4 RFP 834-2023-05-29 (23-24 Extended Open District Operations Supplies & Services) Phase 1-4 RFP 835-2023-05-29 (Extended Open General and Special Education Curriculum) Phase 1-4 RFP 836-2023-05-29 (23-24 Extended Open Elective and Extracurricular Supplies and Services) Phase 1-4 RFP 856-2024-05-30 (24-25 District Operations Supplies & Services) Phase 1-4 RFP 857-2024-09-30 (FY 24-25 Extended Open Instructional Supplies, Software and Technology) Phase 1-4 RFP 860-2024-05-30 (Extended Open Non-Professional Service Providers) Phase 1-4 RFP 866-2025-05-30 (Extended Open Hardware, Software Services & Technology Equipment) Phase 1 RFP 873-2025-05-31 (25-26 Extended Open Instructional, Classroom & Athletic Supplies) Phase 1 RFP 875-2025-05-31 (Extended Open Technology Equipment, Products, Services, and Related Items) Phase 1 RFP 877-2025-05-31 (25-26 District Maintenance and Operations, Supplies & Services Extended Open) Phase 1 RFP 878-2025-05-31 (Extended Open Non-Professional Service Providers) Phase 1 Do not respond to this solicitation if your commodity is related to Operations, Facilities, or Tutors. ------------------------------------------------------------------------------------------------ NO BID NOTIFICATION REQUEST Frisco Independent School District (FISD) values its vendor partnerships and is committed to receiving competitive pricing on all bid opportunities. We appreciate your continued interest in being a supplier for the District. If you choose not to participate in this RFP, we kindly ask that you let us know the reason. Your feedback helps us evaluate and improve our solicitation process for future opportunities. To decline this RFP: Click the "ACTIONS" button in the top right corner of the screen. Select "NO BID" from the menu. Enter your reason for not bidding in the box provided. Submit your response. BACKGROUND Frisco Independent School District (FISD) is located approximately 30 miles north of Dallas, Texas. The district covers an area of 75 square miles across Collin and Denton counties. FISD serves the majority of the City of Frisco and also includes portions of the neighboring cities of Plano, McKinney, and Little Elm. A map of FISD schools and facilities is available on the website. FISD operates a total of 77 schools, including: 12 high schools 18 middle schools 1 intermediate school 43 elementary schools 3 special programs centers These schools serve more than 67,000 students. FISD employs over 8,850 staff members dedicated to supporting the District’s mission: "To know every student by name and need." BUDGET AND TERM Frisco ISD's expenditures for fiscal year 2024-2025 was approximately $55,760,928 and $56,646,743, respectively. We anticipate fiscal year 2025 expenditures will be consistent with those of previous fiscal years. This information is provided solely for planning purposes. The District does not guarantee the quantity or dollar value of purchases made under this solicitation. Procurement of goods and services always depends on District needs. By submitting a response, you agree to provide services to Frisco ISD as the District's need arises (TAC109.41). You will receive a purchase order (PO) before you provide any goods or services. It will specifically state what is to be purchased and how much will be spent. The District may establish a competitive range of acceptable proposals as part of the evaluation process. Proposals not in the competitive range will not receive further consideration. This RFP is not a contract. Purchases must be made with an approved purchase order. A valid purchase order and the Frisco ISD Standard Attributes, Certifications, and Terms & Conditions (hereafter terms & conditions or t’s & c’s) will serve as a contract. The Frisco ISD terms & conditions document is an attachment to this solicitation. 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, Frisco ISD will not accept a proposing entity’s terms & conditions in place of the District’s. Please do not attach. ***Important Reminder: No products or services should be provided until the vendor has received an official purchase order (PO) from Frisco ISD.*** Once approved by Frisco ISD’s Trustees, this qualification will be in effect for the identified term, with the possibility of four (4) one (1) year automatic renewals. Renewals will be automatically issued providing the vendor and Frisco ISD remain in good standing and agree on any changes in pricing or procedure. The final renewal period will end on May 11, 2031. SCOPE OF WORK Frisco ISD is seeking catalog discounts for technology-related equipment, services, supplies, and software. Please note that instructional materials are not included. Technology products and services may be purchased by various FISD departments and campuses from a list of qualified vendors responding to this RFP. This RFP aims to provide cost-effective and reliable technology solutions to support the operational needs of the district. Vendors are encouraged to submit proposals that include competitive discounts, comprehensive service offerings, and high-quality products. Categories of Hardware, Software, and Technology Equipment Technology-related goods and services encompass a wide range of components and tools used in computing, networking, and digital operations. Below is a breakdown of the key categories: 1. Hardware - Hardware includes the physical components of computers and electronic devices. Examples include: Computing Devices: Desktops, laptops, tablets, servers Input Devices: Keyboards, mice, scanners, touchscreens Output Devices: Monitors, printers, projectors, speakers Storage Devices: Hard drives (HDDs, SSDs), USB flash drives, SD cards, external hard drives Networking Equipment: Routers, switches, modems, network interface cards (NICs), access points Peripherals: Webcams, microphones, external GPUs, docking stations Embedded Systems: Microcontrollers, Raspberry Pi, Arduino boards Data Center Equipment: Server racks, cooling systems, power supply units (PSUs) Other Electronics: IoT devices, VR headsets 2. Software - Software consists of programs, applications, and operating systems that run on hardware. Examples include: Operating Systems: Windows, macOS, Linux, Android, iOS Productivity Software: Microsoft Office, Google Workspace, Adobe Creative Suite Enterprise Software: ERP (SAP, Oracle), CRM (Salesforce), database management (MySQL, SQL Server) Development Tools: Programming languages (Python, Java, C++), IDEs (Visual Studio, Eclipse) Security Software: Antivirus (Norton, McAfee), firewalls, encryption tools Networking & Cloud Services: AWS, Microsoft Azure, Google Cloud, VPNs Multimedia Software: Video editing (Adobe Premiere, Final Cut Pro), Audio editing (Audacity, Pro Tools) AI & Machine Intelligence: TensorFlow, PyTorch, OpenAI tools Gaming Software: Steam, Unreal Engine, Unity, game titles Educational Technology (EdTech): Instructional tools that support learning, curriculum delivery, and student engagement, including Instructional Support Software – digital classroom tools or Virtual Tutoring Platforms – tech-based, LMS-integrated academic support 3. Technology Equipment - This category covers broader tech-related equipment, including: Communication Devices: Smartphones, VoIP phones, video conferencing tools, Walkie-Talkies / Two-Way Radios and equipment, Intercom Systems, PA Systems Industrial Tech: 3D printing devices, Laser cutters & Engravers, Vinyl cutters & Plotters, Heat press machines, Electronic & Robotics Kits Medical Tech: MRI machines, digital health monitors, telemedicine devices Scientific Equipment: Supercomputers, lab automation tools Surveillance & Security: CCTV cameras, biometric scanners, smart locks Consumer Electronics: Smart TVs, streaming devices (Roku, Apple TV) Instructional Software & Virtual Services (Tech-Based): Digital platforms that support instruction and academic intervention, including Virtual tutoring with integrated tech (e.g., LMS, dashboards) or Cloud-based learning apps and adaptive tools Vendor Expectations Vendors are expected to provide services that ensure the efficient delivery and maintenance of technology products, including: Software Implementation: Installation, configuration, and customization to meet district needs. Hardware Installation: Delivery, setup, and testing of technology equipment. Equipment Delivery: Reliable and timely transport of technology products. System Setup: Integration with existing platforms and configuration for optimal performance. Technical Support: Ongoing assistance to resolve issues and ensure smooth operation. Maintenance: Regular updates, repairs, and preventative care for hardware and software. Vendor Instructions – Technical Response Important: Please combine all required documents into a single PDF file for this section before uploading to IonWave. Please submit detailed responses to all items listed below and upload all related documents in IonWave under the “Response Attachments” → “Technical Details” section. Your submission should include the following: 1. Included Services & Support Structure -Describe software implementation, hardware installation, equipment delivery, system setup, technical support, ongoing maintenance, and any available training programs. 2. Full-Service Options -Outline any comprehensive service packages your company offers to Frisco ISD. 3. Discounts -Indicate any catalog or bulk purchase discounts. -Include detailed product listings with pricing and available customization options. 4. Licensing Options -Specify the types of software licensing models you offer (e.g., single-user, multi-user, or subscription-based). 5. Performance & Compatibility -Confirm compatibility with existing Frisco ISD systems (e.g., desktop/laptop configurations, network infrastructure). -Provide documentation showing successful integration or similar implementations. 6. Equipment & Warranties -Include equipment specifications, warranty coverage, replacement policies, and any certifications. -Address compliance with security protocols and relevant industry standards. 7. Technical Support & System Specifications -Detail support hours, response times, and scope of services. -Include product descriptions, system requirements, software capabilities, and hardware configurations. **Reminder: All files must be uploaded under the “Response Attachments” → “Technical Details” section in IonWave.** FISD Technology Investments: Frisco ISD utilizes a variety of advanced technology platforms to support its operations, including PowerSchool, Laserfiche, Workvivo, Incident IQ, Granicus, Canvas LMS, Microsoft Office, and Windows 10. The district is also planning future upgrades to ensure its systems remain modern and effective. PRICING Frisco ISD (FISD) is seeking to establish catalog discounts for goods and services based on vendors' catalogs, published price lists, or fair market prices. Vendors are required to: Provide a primary discount and may also include additional category-specific discounts. Ensure that all discounts and prices remain firm for a minimum period of one year. Apply discounts immediately upon approval as an awarded vendor. Sell items at no more than the normal retail price. Honor FISD’s tax-exempt status, meaning no sales tax should be included in pricing. Vendors can request a copy of FISD’s Texas Sales and Use Tax Exemption Certification, as needed. Quotes may also be requested from awarded vendors to finalize specific orders. Submission Requirements: Please attach a current catalog with pricing, price list, or service rate card to the "Response Attachments" tab of this proposal. If the catalog file is too large to upload, you may provide a direct link to the online catalog or website. While use of the FISD pricing template is optional, pricing information must be clearly defined. Failure to provide these documents may result in disqualification. EVALUATION PROCEDURE & CRITERIA A minimum of three (3) staff members (the committee) qualified in the vendor's commodity area, will review responses & qualifications, and make recommendations to Frisco ISD Board of Trustees for final approval. The committee may request a meeting with any qualified offeror prior to final selection. Qualifications and responses will be reviewed according to criteria established by TEC 44.031(b).*** In evaluating proposal responses, the following considerations will be taken into account for qualification recommendations: The purchase price; market price, hourly rate, emergency rates; (25 points) The reputation of the vendor and of the vendor’s goods or services; services and references of like sized school district; (15 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; (20 points) The vendors’ past relationship with the district; (10 points) The total long-term cost to the district to acquire the vendor’s goods or services; (15 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 factor specifically listed in the request for bids or proposals; (0 points) *** TEC 44.031 reads districts should consider how vendor evaluation decisions affect its ability to work with historically underutilized businesses (HUBs). However, as a "unit of local government" or “specialized unit of government, not a "state agency," Frisco ISD has limited HUB-specific requirements. Districts are not directly bound by the detailed HUB program in TGC 2161. However, we must: Ensure the purchasing process is fair to all businesses, including HUBs, Follow any HUB programs the Board of Trustees creates, as applicable; and Follow federal rules about working with minority-owned and women-owned businesses when using federal money. In summary, Frisco ISD upholds fairness, board policies, and applicable federal requirements when working with historically underutilized businesses. PROPOSAL PROCESS 1. GENERAL INFORMATION: The following instructions are intended to afford proposers an equal opportunity to participate in the proposal process and to provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by the Texas Education Code (TEC), other applicable Texas state statutes, federal statutes and all local FISD Board of Education (Board) policies. 2. QUESTIONS CONCERNING THE RFP: All questions regarding this open solicitation must be submitted through Frisco ISD - ionWave during the question period. Answers will be published to all bidders, all at once through this system on or before August 26, 2025. Requests for information made by phone or email will not be acknowledged. 3. PROPOSAL SUBMISSION: Frisco ISD requests that bidders submit their response electronically. Please contact Stephanie Bradshaw, by email at bradshaws@friscoisd.org, if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated. Interested vendors must first register in Frisco ISD’s e-bidding system, IonWave. Vendors must register, obtain, access, and submit proposals through the IonWave platform. Please note: Emailed and/or faxed submissions will not be accepted. 4. ADDENDUM: the proposer is responsible for tracking whether an addendum was issued before submitting a proposal. Proposers must be responsive to the RFP and any addendums published. 5. INTERVIEWS: At its discretion, FISD may invite one or more proposers to interview based on a pre-defined agenda and timeline. Said proposer(s) will be notified by e-mail if the District determines demonstrations or interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the District’s RFP requirements. All expenses associated with the interview will be at the Proposers expense. 6. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn in Ion Wave before the exact hour and date specified as the deadline for receipt of proposals. The proposer must send a written request to the Director of Purchasing to withdraw a proposal after the response deadline. 7. LATE PROPOSALS: Responses submitted after the date and time noted in this RFP shall not be considered. 8. RESPONSIVE & RESPONSIBLE: To be deemed responsive and qualify for evaluation, a proposal must be submitted in time and must materially satisfy all mandatory requirements in this RFP. They must comply with all material and administrative aspects of this solicitation. ** FISD Purchasing Department, at its sole discretion, is authorized to determine if a vendor is responsive and/or within the scope of this solicitation. Proposers must be financially responsible, having enough staff and resources to provide the goods and services requested by Frisco ISD in this solicitation. FISD may request additional documents to consider whether a vendor is financially able to meet the needs stated in this RFP. 9. RECORD RETENTION: All proposal materials and supporting documentation submitted in response to this RFP become the permanent property of FISD and will not be returned to proposer. 10. PROPOSAL COSTS: Proposer shall pay all costs related to the preparation and submission of its proposal. 11. RESERVATION OF RIGHTS: FISD reserves the right to: A. Cancel this RFP in whole or in part. B. Accept, reject, or negotiate modifications in any terms of proposal or any part thereof. C. Reject and/or disqualify any or all Proposals received, award contracts for individual products or services as may appear advantageous and negotiate separately in any manner necessary to serve FISD’s best interests. D. Not award this proposal. E. Waive any formalities, technicalities, or other defects if deemed in the best interest of FISD; request clarification and/or correction for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. F. Be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP. G. 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. 12. LIMITED CONTACT POLICY. Once this RFP is published, Frisco ISD staff and 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: A. Any Frisco ISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process. B. 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. C. 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. D. Regardless of the above time period, 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 Frisco ISD Board during any duly noticed public meeting. Conducting business on contracts previously executed and currently in force. Nothing in this policy shall prohibit the procurement staff from initiating a contact with a potential vendor or vendor’s representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an RFP, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable procurement staff, including any response thereto. E. 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. F. Frisco ISD Standard Ethics Statement is on our website and vendors are encouraged to review them. Failure to follow the District’s Limited Contact Policy may result in proposal disqualification. Vendors who demonstrate a pattern of non-compliance may be barred from working with FISD. Frisco ISD Procurement - Standards of Ethics

1. July 25, 2025Published
2. September 26, 2025Responses Due