This is a Request for Proposals (RFP) from the Harris County Department of Education (HCDE) for Facility Management and Maintenance Software. The HCDE, through its Choice Partners Cooperative (CP), is seeking to award one or more contracts for software solutions that support facility and maintenance operations. Key functionalities include asset management, preventative maintenance scheduling, work order management, vendor management, and resource allocation. Proposals must be submitted online through the HCDE ebid system by Thursday, May 7, 2026, at 2 p. m. Central Time. Questions regarding the RFP must be submitted online no later than five business days prior to the submittal deadline. The contract term is one year with automatic renewals for up to four additional one-year terms. HCDE reserves the right to cancel the solicitation, reject or negotiate modifications, and award contracts to multiple vendors. Vendors are required to submit specific documents, including financial capability information and insurance coverage. The evaluation and award of proposals will be based on best value, considering factors such as price, reputation, quality, and financial capability. The estimated total value of the contract is $200 million. Vendors are encouraged to offer competitive pricing and discounts. The contract is nonexclusive, and HCDE and CP members are free to procure similar products and services from other suppliers.
The proposals are due by Thursday, May 7, 2026, at 2 p. m. Central Time.
Payments are due to the vendor by HCDE and any CP member within 30 to 45 days after the receipt of products/services or invoice, as specified in the contract terms.
All products and services provided by the vendor under this contract must be warranted to be free from defects in material, workmanship, and design for a period of one year upon acceptance or payment.
Awards will be made to the responsible vendors whose proposals are determined to be the best value to HCDE and to CP members, based on evaluation criteria including price, references, reputation, quality, financial capability, and marketing plan.
To qualify for evaluation, a proposal must have been submitted on time and must materially satisfy all mandatory requirements identified in this RFP. A responsible vendor is defined as one who has adequate financial resources, can comply with delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the products/services listed.
If the vendor is unable to provide products/services at quoted prices or fails to fulfill contract terms, HCDE or the CP member may insist the vendor honor prices, pay the difference to the next acceptable proposal or market price, or recommend termination of the contract and disqualification from future proposals.
A preproposal meeting is scheduled virtually, but a site visit is not mentioned as a requirement or option.
Sample submission is not identified as a requirement in this RFP.
Any vendor wishing to appeal a proposal and/or award of a contract must submit a complaint/appeal form by hand-delivery, fax, or U. S. mail to HCDE's Director of Choice Partners within 15 HCDE business days after award of the contract.
The estimated total value of the contract is $200 million.
