1-26IFB008 Automotive Waste Removal and Wash Bay Cleanout Services.pdf

This solicitation is a request for bids for services under Texas Education Code 44.031.

Invitation for Bid (IFB) 26IFB008 Automotive Waste Removal and Wash Bay Cleanout

Services

Date Event

August 15, 2025 and August 22, 2025

Dates of public notice

August 26, 2025 Due date for questions by 5:00 pm

August 29, 2025 Questions and answers posted in AISD Bonfire Portal

September 9, 2025 IFB opening / due date at 2:00 pm CST

October 30, 2025 AISD Board meeting for review/approval

Contact Person:

David Martinez-Gutierrez Coordinator of Procurement Services Email: francisco.d.martinez@austinisd.org

To ensure a fair and transparent solicitation process and the integrity of submissions:

• All Bids submitted via Bonfire will not be opened until the specific due date and time shown above.

• Bids must still be submitted in the specified format and all Required Forms must be signed and submitted with response.

• Question and Answer Protocol: Proposers seeking clarification or have questions pertaining to this IFB must submit questions in writing through the AISD Bonfire Portal no later than the date show above.

• Questions & Answers and all Addenda will be posted on the AISD Bonfire Portal:

https://austinisd.bonfirehub.com/portal/

• Please read the instructions regarding the virtual bid opening on the following page.

mailto:francisco.d.martinez@austinisd.org https://austinisd.bonfirehub.com/portal/

Austin ISD – Invitation for Bid 26IFB008 Automotive Waste Removal and Wash Bay Cleanout Services

VIRTUAL BID OPENING

AISD Procurement will be hosting a virtual bid opening via Google Meet. To join this meeting, click the link below or copy and paste into your browser:

Wednesday, September 9, 2025, at 2:15pm, CST

Google Meet Video call link: https://meet.google.com/fjk-qyxg-nnh https://meet.google.com/fjk-qyxg-nnh

Checklist and Submission Guidelines

This checklist is provided to help you conform to all form/document requirements stipulated in this solicitation and attached herein.

(This is not a required form, it is not necessary to return this checklist with your proposal.)

I. Understanding the Bid

Completed

Read entire IFB document, appendices and attachments

Review AISD Policy and Provisions on our website: Policy and Provisions

Submit questions properly before deadline

Review addenda, Q&A and other additional attachments posted in the AISD Bonfire

Portal

II. REQUIRED Forms to Submit with Bid

Completed

Bid Certification

Notification of Criminal History of Contractor

Debarment, Suspension and Ineligibility Certification

Conflict of Interest Questionnaire (CIQ) – electronic submission only

Strategic Partner Profile

EDGAR Vendor Certification

Form W-9 Request for Taxpayer Identification Number and Certification

III. Submitting the Bid

Completed

Prepare the bid in the format specified and sign all required forms

Submit the bid through the AISD Bonfire Portal no later than the due date and time.

https://www.austinisd.org/cp/forms

Table of Contents

Section I Introduction

Section II Historically Underutilized Business (HUB) Program Requirement

Section III Term

Section IV General Conditions and Instructions to Bidders

Section V Initial Review of Bids

Section VI Scope of Services and General Requirements

Section VII Bid Format

Section VIII Appendices and Attachments

This solicitation is a request for bids for services under Texas Education Code 44.031.

I. INTRODUCTION

The Austin Independent School District (hereinafter referred to as “AISD” or the “District”) is soliciting bids from qualified and experienced firms to provide automotive waste removal and wash bay cleanout services.

AISD operates three bus terminals, servicing approximately 555 school buses, and one vehicle service center, servicing approximately 400 fleet vehicles. The scope of services includes furnishing all labor, equipment, and materials necessary to perform the following on an as-needed basis (no guaranteed quantities or minimum orders):

• Solvent parts washer service

• Waste drum disposal service

• Waste oil and filter collection service

• Antifreeze (coolant) service

• Spill response and cleanup (absorbents)

• Servicing and maintenance of wash bay grit traps

The contractor shall hold all applicable permits required for the disposal of waste/spoils. If any permits are amended, renewed, or replaced during the contract term, the contractor must promptly notify the

District.

By signing the Offer Sheet, the bidder certifies that the company is in compliance with Texas

Commission on Environmental Quality (TCEQ) site requirements, if applicable.

Bidders may make written inquiries through the AISD Bonfire Portal concerning this solicitation to obtain clarification of the bid requirements. Inquiries shall be submitted no later than the time and date specified on the cover page. Questions received by this deadline, and corresponding answers, will be included in an Addendum. All addenda will be posted in the AISD Bonfire Portal.

Each Bidder, by submitting its bid, agrees that the bid is subject to the Austin ISD Policies and

Provisions and agrees to comply with those conditions. Acceptance of a bid will occur only when a contract is executed. Any contract will incorporate the Austin ISD Policies and Provisions and Standard

Terms and Conditions and no commitment exists until a contract is executed by both parties.

Austin ISD is subject to the Texas Public Information Act. All documents submitted as part of the

Contractor’s Proposal response will be deemed confidential during the evaluation process, and will not be available for review by anyone other than Austin ISD staff or its designated agents. Following an award of contract or termination of the procurement, Proposals may be subject to release as public information. If a Proposer believes that its Proposal response, or parts of it, may be exempted from disclosure under Texas law, the Proposer clearly must specify page-by-page and/or line-by-line the parts of the Proposal response which it believes are confidential or otherwise exempt. Austin ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Proposers.

II. ECONOMIC OPPORTUNITY OFFICE REQUIREMENTS

The Economic Opportunity Office promotes and strongly encourages the involvement and participation of Historically Underutilized Business in District-wide procurements. According to AISD policies CH (LOCAL) and CV (LOCAL), the HUB Program guidelines are not applicable for this type of procurement.

III. TERM

The agreement(s) resulting from this solicitation will be in effect for an initial term of one (1) year from the date of award, or such date established by the agreement. The parties by mutual consent may renew the agreement for up to four (4) additional one (1) year periods. In addition, the District reserves the right to extend the contract beyond the final expiration date, if necessary, to ensure no lapse in service.

IV. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

1. GENERAL

Read the entire contents of the solicitation and respond with a complete and accurate bid (offer).

Failure to do so may be grounds for disqualification of your offer. All supplemental information required by the IFB must be included.

A copy of the Master Purchase Agreement and Service Agreement is located on our website for information purposes only. In the event of an award decision under this solicitation, both parties will negotiate an agreement for execution. The District has prepared the referenced agreement boilerplate to expedite the process. Please review all provisions and identify any exceptions or suggested additions to the agreement in your bid.

2. BID SUBMISSION

Bids must be submitted on the provided form only and must reach the AISD Contract and Procurement

Services offices, as listed on the coversheet, on or before the hour of opening on the date specified.

Austin Independent School District reserves the right to reject any and all bids and to waive any minor informalities in order to take the action which it deems to be in the best interest of the District.

The person whose signature appears on the Bid Form certifies (by signing this document) that the individual, firm and/or any principal of the firm on whose behalf this bid is submitted is not listed on the Federal Government’s “List of Parties Excluded from Federal Procurement and Non-procurement

Programs” published by the U. S. General Services Administration (GSA) effective as of the date of opening of this bid, and agrees to notify the District of any debarment inquiries or proceedings by any federal, state or local governmental entity that exist or may arise between the date of this submission and such time as an award has been made under this procurement action.

Bids must show the unit price and total for specified quantity and shall include transportation charges, F.O.B. destination, prepaid and allowed. Amendments to bids, once filed, may be submitted as listed on the cover sheet at any point prior to the date and time of bid opening.

https://www.austinisd.org/cp/forms

Bids will represent true and accurate information, and shall not contain any cause for claim of omission or error. If request for withdrawal of bid is allowed, based on proof of mechanical error, bidder may be removed from approved bid list.

3. QUANTITIES

Quantities for the representative list of items are an estimated annual usage; actual quantities may be more or less.

4. DELIVERY

Deliveries under terms of these offers will be in accordance with the dates indicated herein except where no date is indicated, the vendor will enter the earliest date, which can be assured. If delays are foreseen, written notice shall be given the Contract and Procurement Services Office, which will consider an extension. Vendors should keep the school district advised of the status of orders as failure to meet delivery dates may result in removal from approved bidders list. Delivery of purchases in good condition will be vendor’s responsibility and no delay in receipt or replacement of items will be contingent upon claim adjustment by carrier. All goods are subject to inspection and return at the expense of the vendor if found to be inferior to those specified. Deliveries will be accepted Monday through Friday, 8:00 AM to 4:00 PM only.

5. ADDENDA

Bidders shall check the AISD Bonfire Portal to receive all written addenda, including responses to questions submitted during the Question and Answer period.

6. AWARD CRITERIA

The District reserves the right to make a single or multiple awards under this Invitation for Bids (IFB), in accordance with Texas Education Code §44.031(b), if it is determined that such an award provides the best value to the District. Multiple awards may be made when it is in the District’s best interest to do so to ensure service availability, geographic coverage, delivery responsiveness, or to meet specialized needs.

The award(s) will be made to the lowest responsible bidder(s) meeting all specifications and requirements. The District is not obligated to purchase any minimum amount from any awarded vendor, and reserves the right to obtain goods or services from other sources as necessary.

7. REQUIRED FORMS

Forms are required with Bid Response.

Bidders shall execute the following required forms. Upload signed forms with the bid. A link is provided for the CIQ below. All other forms can be found in the AISD Bonfire Portal for download.

• Bid Certification

• Notification of Criminal History of Contractor

• Debarment, Suspension and Ineligibility Certification

• EDGAR Vendor Certification

• Strategic Partner Profile

• Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics Commission, in compliance with Chapter 176 of the Texas Local Government Code. The form should be submitted on-line at Conflict of Interest Questionnaire (CIQ). – Click link to complete the form online.

• Form W-9 Request for Taxpayer ID Number and Certification (available at www.irs.gov)

V. INITIAL REVIEW OF BIDS

Any bidder determined non-responsible, or any bid determined non-responsive will not be evaluated further. The bidder will be notified of a non-responsive determination.

Responsive

In order for a bid to be responsive:

• ALL required forms listed above shall be signed and included with bid;

• Bid shall be received prior to the bid opening date via Bonfire, listed on the cover page.

• Bid shall respond to the entire scope of services and product specifications as requested.

Responsible

In order for a bid to be responsible, the bidder shall be in good financial standing with the Texas

Comptroller of Public Accounts.

VI. SCOPE OF SERVICES AND GENERAL REQUIREMENTS

The Contractor shall provide all labor, supervision, equipment, materials, containers, and transportation necessary to perform automotive waste removal and wash bay cleanout services for the Austin Independent School District (AISD). Services will be performed on an as-needed basis at the District’s three bus terminals and one vehicle service center. All work must comply with applicable federal, state, and local regulations, including those of the Texas Commission on

Environmental Quality (TCEQ), U.S. Environmental Protection Agency (EPA), and U.S. Department of

Transportation (DOT). While this solicitation outlines specific service categories, it is not intended to be all-inclusive. Vendors may be asked to provide additional related services as needed. The District reserves the right to increase or decrease the quantities of any items, services, or materials offered in this solicitation as deemed necessary to meet its needs. Refer to Attachment A for a complete list of requested services, along with the estimated annual quantities.

1. Solvent Parts Washer Service

The Contractor shall provide cleaning and maintenance of mounted drum parts washers, including the collection and management of used solutions. Services shall include the rental and servicing of

30-gallon mounted drum parts washers.

2. Waste Drum Disposal Services (Hazardous and Non-Hazardous)

The Contractor shall manage, transport, and dispose of hazardous and non-hazardous wastes, including diesel exhaust fluid (DEF), diesel fuel, oil rags, shop towels, oil pads, and waste absorbents.

https://www.austinisd.org/cp/ciq-online https://www.austinisd.org/cp/ciq-online http://www.irs.gov/

All waste drums must be supplied by the Contractor, labeled for shipping, and accompanied by DOT-approved documentation. The Contractor shall provide AISD with all necessary manifests and records demonstrating proper handling and disposal.

3. Waste Oil & Filter Collection Services

The Contractor shall pick up and properly dispose of used oil and used oil filters in accordance with applicable environmental regulations.

4. Antifreeze (Coolant) Service

The Contractor shall pick up and remove used antifreeze (coolant) and deliver heavy-duty engine coolant and other specified coolants as needed. This includes the provision of drums, totes, or tanks as specified, and delivery/pick-up service.

5. Spill Response and Cleanup (Absorbents)

The Contractor shall supply, and refill spill container kits and absorbent materials as needed for spill cleanup.

6. Servicing of Wash Bay Grit Traps

The Contractor shall perform liquid and solid pickup from wash bay grit traps, as well as trenching services as required, ensuring proper removal and disposal of collected waste.

7. Maintenance of Wash Bay Grit Traps

The Contractor shall provide maintenance services, including pressure washing, pumping out remaining water, analyzing grit trap waste, and appropriately disposing of all materials in compliance with applicable regulations.

8. Brake Cleaner Service

The Contractor shall provide and replace drums of brake cleaner as needed.

VII. BID FORMAT

• Bid Pricing Sheet (Included in Bonfire)

• Entire Bid Pricing Sheet must be completed and submitted in Bonfire

• Not bidding on an item is acceptable. Please state “NO BID” on the Bid Form line.

VIII. APPENDICES AND ATTACHMENTS

➢ Appendices (Documents included within this bid are available for download within Bonfire):

▪ Appendix 1 – Purchasing and Acquisition Vendor Relations Policy CHE-LOCAL

▪ Appendix 2 – AISD Policy and Provisions

➢ Attachments (Separate documents to be downloaded from within Bonfire):

▪ Attachment A - Requested Services

▪ Bid Certification

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension and Ineligibility Certification

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission

▪ Strategic Partner Profile

▪ Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant