Dilution Control Cleaning System

PURPOSEIn compliance with federal, state, and local purchasing requirements, Birdville Independent School District (BISD) is soliciting competitive sealed proposals for the supply, installation, and support of a standardized chemical dilution system to support custodial and maintenance operations across district facilities.

The proposed solution shall include the Envirox Absolute Cleaning System YGR Trio Dispensers, H2Orange2 Hyper Concentrate cleaning chemical (or approved equivalent), full system installation, removal and disposal of existing equipment, and training for district personnel. Approved equivalents must utilize a single, multi-purpose cleaning chemical capable of performing all required custodial cleaning applications. Systems requiring multiple chemicals to achieve comparable results will not be considered. The dispensing system must be intuitive and easy to operate, providing consistent and accurate dilution control with minimal training required, comparable in functionality and simplicity to the YGR Trio dispenser.

Supporting literature has been provided for review regarding chemical composition and usage.

Based on 2024–2025 expenditures and cost analysis, the estimated annual contract value is $128,885.25. DISTRICT OVERVIEW AND PROJECT SCOPEBirdville Independent School District (BISD) is seeking a vendor to provide, install, and support a standardized chemical dispensing system across multiple district facilities. The District currently operates nineteen (19) elementary schools, seven (7) middle schools, and four (4) high schools, as well as multiple administrative and support facilities located throughout the district, all of which are be included in this project.

The scope of work includes the provision of equipment, initial chemical supply, installation, removal of existing systems, staff training, and ongoing supply and support services.

Estimated deployment includes approximately 143 dispensing units distributed across campuses, administrative, and support facilities. Final quantities and placement will be coordinated with the District’s Facilities Maintenance Department. SCOPE OF WORK
The awarded vendor shall provide complete implementation services, including:Furnishing and installation of all dispensing units
• Removal and proper disposal of existing systems
• Delivery of initial chemical supply (one case per unit at installation)
• Coordination with District staff to minimize operational disruption
• On-site training for Facilities and Custodial staff, including system use, safety, dilution settings, and basic troubleshooting

PRICING REQUIREMENTS
Vendors shall provide pricing for the following components:
• Dispenser units (complete system, per unit)
• Initial chemical supply (delivered with installation)
• Installation and removal of existing systems (per unit, including labor and materials)
• Annual chemical supply program (cost per case, delivery terms, and any minimum order requirements)
IMPLEMENTATION SCHEDULE
The District anticipates project implementation to begin after June 1, 2026, with completion prior to the start of the 2026–2027 school year. Vendors shall provide a proposed schedule outlining product lead times, installation sequencing, and coordination approach to maintain safe and continuous operations. CONTRACT TERM AND RENEWALS
This proposal shall be effective from June 1, 2026 through May 31, 2027. The District and Proposer may, upon mutual consent, extend the contract for two (2) additional one-year periods (not to exceed a total of 3 years) upon written request of the Proposer presented no later than forty-five (45) days prior to the expiration of the contract. The rates can be adjusted upward or downward based on the price change specifications on the anniversary date if agreeable to the district. If agreement cannot be reached, the contract is terminated at the end of the current contract period.
An additional ninety (90) day transitional period shall be added to the end of the contractual agreement if desired by the district. The contractual prices, terms and conditions shall remain in force during the transitional period. PROPOSAL SUBMISSIONLate proposals will not be accepted. No verbal, telephonic, electronic mail or faxed responses will be considered. The preferred method of delivery is through the e-bid system; however, paper responses will be accepted in the Purchasing Department prior to the due date and time. To receive a paper version, please contact Purchasing via phone 817-547-5629 or by email [email protected].