Invitation for Bid (IFB)

26IFB017

Physicals, Alcohol and Drug Testing

Date Event

November 21, 2025 and November 28, 2025

Dates of public notice

December 3, 2025 Due date for questions by 3:00 pm

December 5, 2025 Questions and answers posted in AISD Bonfire Portal

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

Contact Person:

Elizabeth Ferry, Procurement Specialist Contract & Procurement Services Email: elizabeth.ferry@austinisd.org Phone#: 512-414-1700 ext. 59710

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.

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

mailto:elizabeth.ferry@austinisd.org https://austinisd.bonfirehub.com/portal/

Austin ISD – Invitation for Bid 26IFB017 Physicals, Alcohol and Drug Testing

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, and follow the instructions from Google Meet using the meeting ID and password provided:

Join Google Meet Meeting ID:

https://www.google.com/url?q=http://meet.google.com/vus-zvhn-gtk&sa=D&source=calendar&ust=1760448412 314294&usg=AOvVaw3sRx5DDy8wdTQpklKv3ZVk

Phone Numbers (US):

+1 774-701-0365

PIN: 614 128 416#

http://meet.google.com/vus-zvhn-gtk http://meet.google.com/vus-zvhn-gtk

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.)

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

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

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

I. INTRODUCTION

The Austin Independent School District (hereinafter referred to as “AISD” or the “District”) is seeking bids from firms qualified and experienced in providing pre-employment and continuing employment physical examinations, pre-employment and ongoing drug and alcohol testing/screening, and occupational health surveillance services on an as-needed basis.

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. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) PROGRAM REQUIREMENTS

The HUB Program 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

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

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.

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

Award(s) will be based on best value, considering the following factors: price, product offerings and delivery after receipt of order (ARO).

Consistent with state law and district policy, this IFB does not commit the district to award a contract.

The district reserves the right to accept or reject any or all bids and/or award in whole or in part any bid if the district determines it is in the best interest of the district to do so. The district also reserves the right to waive any minor informalities in order to take the action which it deems to be in the best interest of the district.

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:

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

● 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

Provider’s General Responsibilities

● Perform all examinations and testing in compliance with DOT regulations (49 CFR 391.41–391.49) and applicable OSHA standards (e.g., asbestos, respiratory protection, medical surveillance).

● Ensure all DOT physical examinations are conducted by a licensed “medical examiner” listed on the

FMCSA National Registry.

● Ensure occupational health surveillance exams (asbestos, respirator, pulmonary function, x-ray) are conducted by licensed healthcare providers with appropriate credentials.

● Maintain service providers with credentials in occupational medicine and/or certification to perform

DOT physicals, drug/alcohol testing, and OSHA-required surveillance exams.

● Provide contracted services in a manner that allows easy accessibility and minimal delays in securing appointment times.

● Provide effective communication and timely reporting of results to the District, including prompt

Written Medical Opinions where required by OSHA.

● Maintain a local office with staff licensed to perform the requested services in the State of Texas.

● Accept District Purchase Orders for payment without additional fees.

● Ensure billing protocols specify that patients are responsible for charges unless they provide a valid

District voucher.

Provider’s Requirements

● DOT Physicals & Testing o Conduct pre-employment and annual DOT physical examinations fully compliant with

FMCSA/DOT regulations.

o Establish fitness for duty, including ability to operate vehicles safely and assist passengers in case of illness or injury.

o Provide DOT drug and alcohol testing services (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up).

● OSHA / Occupational Health Surveillance o Conduct Asbestos Physicals (initial and periodic) including occupational/medical history, exposure review, physical exam, and Written Medical Opinion.

o Perform Pulmonary Function Testing (spirometry) administered by a technician certified in spirometry.

o Provide Chest X-Rays (1- or 2-view) and B-Read Interpretations where required.

o Administer Hemoccult FOBT FIT testing as requested.

o Conduct Respirator Medical Evaluations, including Written Medical Opinion, in compliance with OSHA Respiratory Protection Standard.

o Perform Respirator Fit Testing (qualitative and quantitative).

● Account Management o Assign a dedicated representative to the District account to handle scheduling, answer questions, and provide responsive communication.

o Establish and maintain district-approved logistics and protocols for coordinating services, reporting results, and managing compliance.

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):

▪ 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