RFP: Student Athletic Insurance

Santa Maria Independent School District
11119 Military Rd Santa Maria TX 78592
(956) 565-6308 (956) 565-0598 Fax
BID ITEM: Student /Athletic Accident Insurance
BID DESCRIPTION: S1-2026-2027 Insurance for Students in Athletics and other
UIL Activities, and School Sponsored Events
BID DEADLINE: Thursday, July 09, 2026
10:00 a.m. (CST)
The Santa Maria Independent School District (SMISD) is accepting Request for Proposals
for: Student Athletic Insurance Proposals are to be mailed or hand delivered to the attention
of the Business Office, Santa Maria Independent School District, and 11119 Military Rd
Santa Maria Texas 78592.
Please mark your envelope plainly: "Student Athletic Insurance: RFP #S1-2026-2027 ".
Any proposals received late will be returned unopened. Santa Maria ISD is not responsible
for proposals misplaced or mailed incorrectly.. Please reply using the enclosed documents.
Please submit one (1) original and three (3) copies of your proposal. Please submit in the
format provided, in order to expedite our analysis. We will only consider proposals
submitted in our format. Any questions on this Request for Proposals should be submitted
in writing to Salvador Acosta, Director of Operations and Special Programs, via email,
sacosta@smisd.net. The District will not be entertaining questions via phone. The Santa
Maria ISD reserves the right to accept, reject any and /or all proposals, waive minor
technicalities, or to award the contract to the most responsible offeror which best serves the
interest of the District. We look forward to hearing from you.
Requests for Proposals will be received at the office of Mr. Salvador Acosta, Dir. of
Operations & Special Programs, 11119, Santa Maria TX 78592.

Standard Terms & Conditions
THE WORDS "BIDS, PROPOSALS, QUOTES" AND THEIR DERIVATIVES MAY BE
USED INTERCHANGEABLY IN THESE TERMS AND CONDITIONS. THESE TERMS
AND CONDITIONS ARE APPLICABLE ON ALL BIDS, PROPOSALS, QUOTES,
PURCHASE ORDERS AND THEIR DERIVATIVES.
1. BIDS, IN DUPLICATE, ARE TO BE DELIVERED TO SANTA MARIS ISD
BUSINESS OFFICE DEPARTMENT, F.O.B. DESTINATION IN AN OPAQUE,
SEALED ENVELOPE, WITH THE BID NUMBER AND THE DUE DATE
DISPLAYED ON THE OUTSIDE. SANTA MARIA ISD shall not be held liable for
any proposal that is improperly identified and thus not considered for award.
2. NO BID: Bidders may opt to send a NO BID response back to Santa Maria ISD.
3. LATE BIDS: Late bids will not be accepted or considered. Late Bids will be returned
to vendors unopened. Santa Maria ISD will not be responsible for bids delivered
incorrectly or misplaced bids The date/time stamp in the Purchasing Office shall be the
official time of receipt.
4. UNSIGNED BIDS will NOT be considered. ONLY SIGNED bids will be accepted.
Faxed bids or electronic submissions will NOT be accepted.
5. BIDDER SHALL PROVIDE with their bid response, all documentation required
including all required forms, Failure to provide this information may result in rejection
of bid.
6. BID PRICES are to remain firm for one (1) year from date of award, unless otherwise
specified.
7. BID MUST COMPLY with all federal, state, county, and local laws concerning these
types of goods/services. ALL ITEMS MUST MEET OSHA STANDARDS OF
COMPLIANCE AND BE ASBESTOS FREE.
8. Samples, if applicable or when requested, shall be furnished at no cost to Santa Maria
ISD within five (5) days of the request. If not destroyed during the evaluation, samples
will be returned to the bidder upon request at the bidder's expense. Samples, for which
no return request is received by SANTA MARIA ISD within seven (7) days of bid
award, will be considered a donation to the district and will be distributed accordingly.
9. DESIGN, STRENGTH, QUALITY of materials must be new and conform to the
highest Standards of manufacturing practice. All bid items shall be new, in first class
condition, including containers suitable for shipment and storage, unless otherwise
indicated in the bid. Santa Maria ISD will not accept "factory seconds" or otherwise

inferior goods and reserves the right to return such item(s) within thirty day (30) days
of receipt at vendor's expense.
10. REMEDIES: BIDDERS OR THEIR AUTHORIZED REPRESENTATIVES are
expected to fully inform themselves as to the conditions, requirements and
specifications before submitting bids Failure to do so will be at the bidder's own risk
and bidder cannot secure relief on the plea of error. Neither law nor regulation makes
allowance for errors of omission or commission on the part of bidders.
11. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interlineation, alteration, or erasure made before opening time must be initialed by the
signer of the bid, guaranteeing authenticity.
12. RESPONSIBLE BIDDER. The business must be a well-established organization and
have an adequate number of trained personnel to ensure quality and performance and
completion of contract within a specified time period.
13. REFERENCES: Santa Maria ISD may request bidders to supply, with this bid, a list of
at least five (5) references where like goods/services have been supplied by their firm
to entities of similar size and scope. Include name of firm, address, telephone number
and name of representative.
14. WITHDRAWAL OF BID: A bid may not be withdrawn or canceled by the bidder
without the permission of Santa Maria ISD for a period of ninety (90) days following
the date designated for the receipt of bids, and bidder so agrees upon submittal of their
bid. TO EXPEDITE EVALUATION of the bids, BIDS must be submitted on Santa
Maria ISD forms; although additional information may be attached for evaluation
purposes.
15. SALES TAX: Santa Maria ISD is exempt by law from payment of Texas and Local
Sales Tax and Federal Excise Tax.
16. NO CASH ADVANCE discount will be considered.
17. BID EVALUATION. The lowest bid will not necessarily be the successful bid. Bids
will be evaluated not only in terms of the cost of the goods/equipment, but also in terms
of responsiveness of that proposed to the District's needs and requirements. The District
will award the bid on the basis of best value.
18. EVALUATION CRITERIA. In determining to whom to award a contract, the District
shall consider: (1) the purchase price; (2) the reputation of the vendor and of the
vendor's goods or services; (3) the quality of the vendor's goods or services; (4) the
extent to which the goods o services meet the District's needs; (5) the vendor's past
relationship with the district; (6) the impact on the ability of the district to comply with
laws and rules relating to historically underutilized businesses; (7) the long-term cost to

the district to acquire the vendor's goods or services; and (8) for a contract for goods
and services, other than goods and services related to telecommunications and
information services, building construction and maintenance, or instructional materials,
whether the vendor or the vendors ultimate parent company or majority owner;
(A) Has its principal place of business in this state; or
(B) Employs at least 500 persons in this state; and
(9) any other relevant factor specifically listed in the request for bids or proposals.
19. BID AWARD: Santa Maria ISD reserves the right to award bids as a whole or on a line
item basis, whichever is in the best interest of the District.
20. PLEASE BID on each item separately. Provide unit prices on quantity specified and
extended amount. In cases of errors in extensions, unit price shall govern.
21. IF DURING THE LIFE OF THE CONTRACT, the successful bidder's net prices to
other customers for items awarded herein are reduced below the contracted price, it is
understood and agreed that the benefits of such reduction shall be extended to Santa
Maria ISD.
22. DELIVERY: All products delivered as a result of this contract must have the delivery
and/or freight charges (FOB) Santa Maria ISD Designated Location with inside
delivery included in the bid price.
23. CONFLICT OF INTEREST: No public official shall have interest in this contract
except in accordance with Vernon's Texas Codes Annotated, Local Government Code
Title 5. Subtitle C, Chapter 171.
24. ETHICS: The bidder shall not offer or accept gifts or anything of value to enter into
any business arrangement with any employee, official or agent of Santa Maria ISD.
25. DEVIATIONS FROM SPECIFICATIONS. All deviations from the specifications
must be noted in writing, in detail by the bidder at the time of submittal of the bid. The
absence of a written list of specification deviations will hold the bidder strictly
accountable to the District's specifications as written. Any deviations from the
specifications written not previously submitted, as required, will be grounds for
rejection of the materials/goods and/or equipment when delivered.
26. EXCEPTIONS/SUBSTITUTIONS: All bids meeting the intent of this invitation to bid
will be considered for award. Bidders taking exception to the specifications, or offering
substitutions, shall state these exceptions in the section provided or by attachment as
part of the bid. The absence of such a list shall indicate that the bidder has not taken
exceptions and Santa Maria ISD shall hold the bidder responsible to perform in strict
accordance with specifications of the invitation. Santa Maria ISD will not accept

substitutes after item(s) have been awarded as specified. Santa Maria ISD reserves the
right to accept any and all or none of the exception(s)/substitution(s) bid which are
deemed to be in the best interest of Santa Maria ISD.
27. DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid
specifications is descriptive, not restrictive. It is used to indicate the type and quality
desired. Bids on items of like quality will be considered.
28. "OR EQUAL" PRODUCTS will be evaluated after bids are received, based on
literature submitted and any required testing of the product. It is the vendor's
responsibility to submit sufficient data for the District to properly analyze an "or equal"
item.
29. ADDENDA: Any interpretations, corrections, or changes to this bid and specifications
will be made by addenda. Sole issuing authority of addenda shall be vested in Santa
Maria ISD Business Office Agent. Addenda will be posted on the purchasing website.
30. ADDENDA MUST BE ACKNOWLEDGED WITH BID SUBMITTAL. An
addenda acknowledgment form will be provided with bids requiring acknowledgment of
addenda.
31. CHANGE ORDERS: No oral statement of any person shall modify otherwise change,
or affect the terms, conditions, pricing or specifications stated in the resulting contract.
All change orders to the contract will be made in writing by Santa Maria ISD Business
Office Agent.
32. SUCCESSFUL BIDDER SHALL defend, indemnify and save harmless Santa Maria
ISD and all its officers, agents and employees from all suits, actions, or other claims of any
character, name and description brought to or on account of any injuries or damages
received or sustained by any person, persons or property on account of any negligent act or
fault of the successful bidder, or of any agent, employee, subcontractor or supplier in the
execution of, or performance under, any contract which may result from bid award.
Successful bidder indemnifies and will indemnify and save harmless Santa Maria ISD from
liability, claim or demand on their part, agents, servants, customers, and/or employees,
whether such liability, claim or demand arise from event or casualty happening within the
occupied premises themselves or happening upon or in any of the halls, elevators, entrances,
stairways or approaches to the facilities within the occupied premises. Successful bidder
shall pay any judgment with costs which may be obtained against Santa Maria ISD growing
out of such injury or damages.
33. CONTRACT: This bid, when properly accepted by Santa Maria ISD, shall constitute
an integral part of any contract, equally binding between the successful bidder and
Santa Maria ISD. No different or additional terms will become a part of this contract
with the exception of Change Orders.

34. TERMINATION OF CONTRACT: This contract shall remain in effect until contract
expires, delivery and acceptance of products and /or performance of services is
concluded subject to the following conditions:
A. Santa Maria ISD reserves the right to review the performance of vendor at all times.
B. Santa Maria ISD will have the right to cancel any contract entered into under the terms
and conditions of this bid for any reason at any time on thirty (30) days written notice.
Vendor shall have the right to cancel the contract subject to Santa Maria ISD approval
at any time on thirty (30) days written notice and justification. The successful bidder
must state therein the reasons for such cancellation. In the event of any actual contract
cancellation, Santa Maria ISD will not be held responsible for loss of business or any
termination expenses incurred by the vendor.
35.Santa Maria ISD reserves the right to terminate contract at the expiration of each budget
period. The contract is for current revenues only. Local Government Code Section 271.903.
36. TERMINATION FOR DEFAULT: Santa Maria ISD reserves the right to enforce the
performance of this contract in any manner prescribed by law or deemed to be in the best
interest of Santa Maria ISD in the event of breach or default of this contact.Santa Maria
ISD reserves the right to terminate the contract immediately in the event the successful
bidder fails to:
A. Meet schedules;
B. Default in the payment of any fees;
C. Otherwise perform in accordance with these specifications.
37. REPRESENTATION: The vendor represents that the items and/or services provided
by the vendor hereunder shall conform to those represented and described in the
attachments. Notwithstanding anything to the contrary herein, if for any reason Santa
Maria ISD determines in its sole discretion, that part or all of such items and/or
services fails to meet the expectation of Santa Maria ISD, SMISD may on ten (10)
day notice terminate this Agreement and receive the pro-rata portion of the contract
sum paid to the vendor by Santa Maria ISD for the unexpired term of the Agreement.
38. BREACH OF CONTRACT or default authorizes Santa Maria ISD to exercise any or
all of the following rights: Santa Maria ISD may take possession of the assigned
premises and any fees accrued or becoming due to date; Santa Maria ISD may take
possession of all goods, fixtures and materials of successful bidder therein and may
foreclose its lien against such personal property, applying the proceeds toward fees
due or thereafter becoming due. Santa Maria ISD reserves the right to award canceled
contract to next lowest and best bidder as it deems to be in the best interest of Santa
Maria ISD In such event, the District may charge the successful bidder the difference
for any additional cost of such bid item.

39. IN THE EVENT the successful bidder shall fail to perform, keep or observe any of
the terms and conditions, Santa Maria ISD shall give the successful bidder written
notice of such default; and in the event said default is not remedied to the satisfaction
and approval of Santa Maria ISD within two (2) working days of receipt of such notice
by the successful bidder, default will be declared and all the successful bidder's rights
shall terminate.
40. BIDDER, IN SUBMITTING THIS BID, agrees that Santa Maria ISD shall not be
liable to prosecution for damages in the event that Santa Maria ISD declares the bidder
in default.
41. GRACE PERIOD: Santa Maria ISD requests the right to continue in force this contract
for a period not to exceed ninety (90) days after expiration date for unforeseeable
reasons on a month to month basis if agreed to by both parties.
42. PATENTS/COPYRIGHTS: The successful bidder agrees to protect Santa Maria ISD
from claim involving infringements of patents and/or copyrights.
43. CONTRACT ADMINISTRATOR: Under this contract, Santa Maria ISD may appoint
a contract administrator with designated responsibility to ensure compliance with
contract requirements, such as but not limited to, acceptance, inspection and delivery.
The contract administrator will serve as liaison between Santa Maria ISD Business
Office Department and the successful bidder.
44. PURCHASE ORDER: A purchase order(s) shall be generated by Santa Maria ISD to
the successful bidder. The purchase order number must appear on all itemized invoices
and packing slips.Santa Maria ISD will not be held responsible for any orders
placed/delivered without a valid current purchase order number.
45. PACKING SLIPS or other suitable shipping documents shall accompany each special
order shipment and shall show: (a) name and address of successful bidder, (b) name
and address of receiving department/campus and/or delivery location, (c) Santa Maria
ISD Purchase Order number, and (d) descriptive information as to the item(s)
delivered, including product code, item number, quantity, number of containers, etc .
46. Products supplied under this contract shall be subject to SMISD approval. Items found
defective or not meeting specifications shall be picked up and replaced by the
successful bidder at the next service date at no expense to Santa Maria ISD. If item is
not picked up within one (1) week after notification, the item will become a donation
to Santa Maria ISD for disposition.
47. WAGES: Successful bidder shall pay or cause to be paid, without cost or expense to
Santa Maria ISD, all Social Security, Unemployment and Federal Income Withholding
Taxes of all employees and all such employees shall be paid wages and benefits as
required by Federal and/or State Law.

48. BIDDERS MUST SUBMIT chemical content literature and/or specifications and
Material Safety Data Sheets with their bid for evaluation where applicable. Failure to
comply with this requirement could eliminate bidders from consideration on item or
items concerned.
49. WARRANTY: Successful bidder shall warrant that all items/services shall conform to
the proposed specifications and/or all warranties as stated in the Uniform Commercial
Code and be free from all defects in material, workmanship and title. Detailed
explanation of warranties must be provided with bid. Warranty will not begin until all
components are installed and accepted by Santa Maria ISD.
50. VENUE: This agreement will be governed and construed according to the laws of the
State of Texas. Both parties agree that venue for any litigation arising from this
contract shall lie in Cameron County, Texas.
51. ASSIGNMENT: The successful bidder shall not sell, assign, transfer or convey this
contract, in whole or in part, without the prior written consent of Santa Maria ISD.
52. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to
any detail or the apparent omission from it of a detailed description concerning any
point, shall be regarded as meaning that only the best commercial practices are to
prevail. All interpretations of these specifications shall be made on the basis of this
statement.
53. Force Majeure: Neither party shall be liable in damages for any delay or default in the
performance of this contract, if such delay or default is caused by conditions beyond
its control including, but not limited to Acts of God, government restrictions, wars,
insurrections, and/or any other cause beyond the reasonable control of the party whose
performance is affected.
54. EQUAL EMPLOYMENT OPPORTUNITIES LAWS. Successful bidder will be
required to comply with applicable equal employment opportunity laws and
regulation.
55. PAYMENT will be made upon receipt and acceptance by Santa Maria ISD of item(s)
ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt
Payment Act, Chapter 2251, Government Code VTCA.
56. INVOICES shall show purchase order number, copy of signed delivery ticket and bid
name and shall be mailed directly to:

Santa Maria ISD
Accounts Payable
P O Box 448
Santa Maria, TX 78592
57. ALL VENDORS OR CONTRACTORS DOING BUSINESS WITH Santa Maria ISD
must submit a Conflict of Interest Questionnaire if required no later than the 7th
Business Day after the date the person becomes aware of facts that require the
statement to be filed as required by Local Government Code, Section 176.006. The
form may be downloaded from the district's purchasing website.
58. ALL VENDORS OR CONTRACTORS DOING BUSINESS WITH Santa Maria ISD
must have Form W-9 Request for Taxpayer Identification Number and Certification
on file.
59. ALL VENDORS MUST ALSO INCLUDE a Felony Conviction Notification as
required by Senate Bill No. 1, Section 44.034, Notification of Criminal History,
Subsection (a) with your bid.
60. ANY QUESTIONS CONCERNING THIS INVITATION TO BID AND
SPECIFICATIONS SHOULD BE DIRECTED TO THE BUSINESS OFFICE
DEPARTMENT AT (956) 565-6308.
61. NOTE: Santa Maria ISD does not discriminate on the basis of sex, race, disability,
color or national

DEVIATIONS FORM
If the Undersigned Vendor intends to deviate from the specifications set forth by utilizing
any different materials, items, treatments, finishes, tailoring details, under construction,
etc., contrary to those listed as standards in the specifications, then the Vendor shall enter
"No deviations" on this form. The Proposer then assures the Buyer of their full compliance
with the specifications and conditions set forth.
FAILURE TO LIST SUCH DEVIATIONS, IN DETAIL, WILL RESULT IN
DISQUALIFICATION
OF THE PROPOSAL/BID.
_____________________________________________
(PRINT NAME)
________________________________ _____________________________
AUTHORIZE SIGNATURE: DATE:
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ADDRESS CITY/ST ZIP
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