RFP: Student Athletic Insurance

Agency:	Santa Maria Independent School District
State:	Texas
Type of Government:	State & Local
Posted Date:	Jul 3, 2026
Due Date:	Jul 9, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

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.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP: Student Athletic Insurance

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also