OPEN Districtwide Software and Online Subscriptions Follow Solicitation

Katy Independent School District (“Katy ISD” or the “District”) is issuing this Request for Proposals (RFP) for the procurement of Districtwide Software and Online Subscriptions, in accordance with Texas Education Code § 44.031(a)(3).

It is the intention of Katy ISD to establish one or more non-exclusive contract(s) with highly qualified Vendor(s) for Districtwide Software and Online Subscriptions. The purpose of this RFP is to provide a variety of software products and online subscriptions for district-wide campus and department use.

This contract will be based on a percentage discount from the vendor’s current published catalog, manufacturer’s price list, website, and/or shelf price. Proposers should indicate a primary discount (even if the discount is 0% or shelf price) but may offer multiple discounts by category and/or total purchase.

Katy ISD desires to contract for a comprehensive line of software products and online subscriptions commonly purchased by educational entities and school districts. Products and services include, but are not limited to:

• Instructional software and online learning subscriptions
• Artificial Intelligence (AI) software and tools
• Web-based software and Software-as-a-Service (SaaS) subscriptions
• Business, office & administrative/operational software
• Maintenance, support, and software renewal services
• Security & cybersecurity software
• Library, media & digital content
• Special education & accessibility software
• Other software not listed above
• Implementation, training, professional development, and technical-support

Katy ISD reserves the right to accept or reject any item included by a proposer. Purchase orders will be issued on an as-needed basis throughout the year, and multiple vendors may be awarded.

Katy ISD is a large school district serving more the 93,000 students and 12,000 employees at more than 100 campuses and facilities. All contract terms must apply to current campuses and departments as well as any additional schools or departments opened during the term of the contract. The District reserves the right to add or remove campuses and departments based on District need during the contract term.

Where applicable, proposed software and subscription products must meet the District’s minimum technology requirements, including:

• Single sign-on (SSO) and federated authentication (e.g., SAML 2.0), preferably integrating with the District’s identity provider
• Secure API connectivity to District data systems / data warehouse where applicable
• Texas Risk and Authorization Management Program (TX-RAMP) certification, where applicable

Vendors whose products access, store, or process student or staff data must comply with the Family Educational Rights and Privacy Act (FERPA), the Children’s Online Privacy Protection Act (COPPA), and applicable Texas data-privacy and information-security requirements, and must agree to and execute the District’s Data Privacy Agreement.

Submission

Katy ISD will accept bids and proposals submitted online via Katy ISD OpenGov System. Faxed or emailed proposals will not be accepted. Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77494. All times are central standard time.

Contract term

The initial term of this contract will be for three (3) years. The initial term shall be from 01.25.2027, through 01.24.2030, with the option to renew annually for up to an additional two (2) years, provided any subsequent renewal is agreed to in writing by both parties.

Evaluation

This recommendation will be based on the following factors, in accordance with Texas Education Code § 44.031:

• Purchase Price: 30 points
• Reputation of the Vendor and of the Vendor’s goods or services: 10 points
• Quality of the vendor’s goods or services: 15 points
• Extent to which the goods or services meet the district’s needs: 15 points
• Vendor’s past relationship with the district or similar size district: 5 points
• Long-term cost to the district to acquire the Vendor’s goods or services: 10 points
• Extent to which the Vendor agrees to and/or deviates from Katy ISD’s Solicitation Information and Instructions, Standard Terms and Conditions and Special Terms and Conditions: 10 points
• Any other relevant factor specifically listed in the solicitation: 5 points

Insurance

When applicable, Vendor shall maintain liability insurance, including non-owned automobile liability, Worker’s Compensation, and employer’s liability insurance. Vendor agrees to submit certificates of insurance evidencing its insurance coverage when requested by Katy ISD.