3-1. ITB-721-26066 - Bagged Ice Delivery.pdf

Updated 7/16/2025

Invitation to Bid (“ITB”)

ITB Number: ITB-721-26066 – Bagged Ice Delivery

Point of Contact: Celina Mercado

Submittal Due Date & Time: Friday, March 13, 2026, by 2:30 pm (Central Time)

1. Overview

The University of Texas at Austin (“University”) on behalf of its Department of Intercollegiate Athletics (“Texas Athletics”) requests bids in response to this Invitation to Bid no. 721-26066 (“ITB”) from qualified and experienced vendors (“Bidders”) to provide and deliver of bagged ice on an as-needed basis to support athletics and sports medicine operations (“Goods”).

2. Notice to Bidder

2.1 Submittal Deadline

University will accept bids until the “Close Date” indicated in the Euna (previously Bonfire) Project Details page of the ITB.

NOTE: A public opening of responses will not be conducted for this ITB.

2.2 ITB Contact Information and Questions

Bidders will submit all questions or concerns regarding this ITB via the University Euna portal.

University instructs interested parties to restrict all contact and questions regarding this ITB to written communications delivered through the University Euna portal.

University must receive all questions and concerns through the University’s portal, no later than date and time indicated in the Euna project timeline.

Questions submitted will be answered at the sole discretion of the University in a “Question and Answer” document that will be posted as an amendment to the ITB. Only answers provided in writing by the University will be considered official. All questions should, to the degree possible, cite the specific ITB section and paragraph number(s) to which the question refers.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

Bidder shall make no contact concerning this ITB with other University personnel, except as permitted by the points of contact listed above.

2.3 Schedule of Events

University reserves the right to change the dates. Please reference project timelines found in the Project Details Section (Event Section) in Euna.

2.4 Addendum

An Addendum shall be posted when an addition or correction is required after the ITB is issued.

Bidders are responsible for periodically checking the University Euna portal for Addenda or additional information.

2.5 Method of Award

Contract award shall be based on best value, Texas Education Code Section 51.9335, and the University reserves the right to make a single, multiple or no award. The resulting award shall be governed by The University of Texas at Austin Contract Terms found in Appendix One.

In determining what is the best value, the University shall consider the following in accordance with Texas Education Code Section 51.9335: (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 or services meet the institution's needs; (5) the vendor's past relationship with the institution; (6) the impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities; (7) the total long-term cost to the institution of acquiring the vendor's goods or services; and (8) any other relevant factor that a private business entity would consider in selecting a vendor.

Bidder is encouraged to submit a bid offering the maximum benefit to the University in terms of

(1) total overall cost, (2) service, and (3) project management expertise.

The evaluation of bid and the selection of Contractor will be based on the information provided in the bid. University may consider additional information if University determines the information is relevant. By submitting a bid in response to this solicitation, Bidder agrees to the selection and award process, and accepts the University’s judgment and decision of award. The University reserves the right to accept or reject any or all bids, waive informalities and technicalities, and accept the offer considered the most advantageous to the University. The University reserves the right to make the decision as to the system; product or service best meets the minimum specifications and best suits the needs of the University.

2.6 Historically Underutilized Businesses

2.7.1. It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts. The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications.

Failure to submit a required HSP will result in rejection of the Qualifications.

2.7.2 Statement of Probability: University has determined that subcontracting opportunities are not probable in connection with this procurement solicitation. Therefore, an HSP is not required as a part of the Respondent's Qualifications.

3. Submittal Requirements

The following is required to be submitted with the bid response. Failure to provide the requested information may result in disqualification of the bid.

3.1 Electronic Submission

The bid submittal process is solely by electronic submission.

Bids must be received by University on or before the Submittal Deadline (ref. Section 2.1) via the University Euna portal.

Additional Information:

The electronic copy of the Bid shall be organized in a manner consistent with the solicitation requirements.

Bids must be formatted in typed, letter-size (8-1/2” x 11”), and must be submitted in PDF or the required Microsoft Office format. Any supplemental or marketing type material shall be referenced in the bid and included as labeled attachments. The maximum upload file size is

1000 MB.

Do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

University will not accept Bids submitted by mail, email, telephone, or FAX transmission.

University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive bids will not be considered under any circumstances.

Please contact Euna at Support@GoBonfire.com for technical questions related to your submission. Bidder can also visit their help forum at https://bonfirehub.zendesk.com/hc.

3.2 Submittal Checklist

Bidder is instructed to complete, sign, and return the following documents as a part of its bid. If Bidder fails to return each of the following items with its bid, then University may reject the bid:

3.2.1. Signed and Completed Pricing and Delivery Schedule (ref. Section 6)

3.2.2. Completed Euna Pricing Sheet

3.3 Bid Validity Period

Each bid must state that it will remain valid for University’s acceptance for a minimum of one hundred and twenty (120) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

4. General Information

4.1 Minimum requirements and specifications for Goods/Services, as well as certain requests for information to be provided by Bidder as part of the bid, are set forth below. The successful Bidder is referred to as the “Contractor.”

4.2 Bidder agrees to comply with all conditions shown on this form and University Terms and Conditions.

4.3 University will award the ITB based on best value criteria. University reserves the right, at its sole discretion, to determine whether the bid meets specifications.

4.4 Contract Term

University intends to enter into a UT Austin Service Agreement “(Contract)” with Contractor to perform the Services for an initial three (3) year base term, with the option to renew for two (2) additional one (1) year renewal periods, upon mutual written agreement signed by authorized signers of both parties.

4.5 No Required Quantities or Minimum Amounts

No minimum quantities or minimum dollar amounts are guaranteed or implied. Any agreement that results from this RFP will be a blanket purchase agreement. Work will be requested by the University on an as-needed basis.

4.6 University may terminate this Contract, without cause, upon 30 days written notice to Contractor. University does not guarantee that Contractor will receive any specific amount of work under the Service Agreement.

4.7 University reserves the right to reject any bid if the Bidder fails to satisfactorily convince the University that the Bidder is properly qualified by experience and/or facilities to carry out the obligation of the agreement and to satisfactorily complete all the agreement requirements.

4.8 Group Purchasing Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Bidder under this ITB. In particular, Bidder should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this ITB could give rise to additional purchase volumes. As a result, in submitting its bid, Bidder should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this ITB. Any purchases made by other institutions based on this ITB will be the sole responsibility of those institutions.

4.9 Insurance Requirements

Reference Section 8 of The University of Texas at Austin Service Agreement Terms and Conditions.

4.10 Criminal Background Checks

Each individual who is assigned to perform the Services under this Agreement will be an employee of Contractor or an employee of a subcontractor engaged by Contractor. Contractor is responsible for the performance of all individuals performing the Services under this Agreement.

Prior to commencing the Services, Contractor will (1) provide University with a list ("List") of all individuals who may be assigned to perform the Services, and (2) have an appropriate criminal background screening performed on all the individuals on the List. The criminal background screening will comply with the University policies and procedures as defined and set forth under the University criminal background checks policy statement (ref:

https://policies.utexas.edu/policies/hop/5-114 , VII. Responsibilities & Procedures item 9). All criminal background checks must be completed and compliant prior to commencement of any Services by Contractor, Contractor’s employees, or Contractor’s subcontractors. Contractor will determine on a case-by-case basis whether each individual assigned to perform the Services is qualified to provide the services. Contractor will not knowingly assign any individual to provide services who has a history of criminal conduct unacceptable for a university campus or healthcare center, including violent or sexual offenses. Contractor will update the List each time there is a change in the individuals assigned to perform the Services Contractor’s employees, provided Workers and sub-contracted employees, who provide services under this Agreement, must report to their supervisor in writing, within five business days, any criminal complaint, information, indictment, no contest plea, guilty plea, or criminal convictions (and whether the employee is registered as a sex offender or will be required to register as a sex offender), excluding misdemeanor offenses punishable only by fine. Contractor must provide the University written notification of any such reports; within three (3) business days of receiving the report from the employee. The University may require that Contractor remove the employee from University premises and services.

Prior to commencing performance of the Services under this Agreement, Contractor will provide University a letter signed by an authorized representative of Contractor certifying compliance with this Section. Contractor will provide University an updated certification letter each time there is a change in the individuals on the List.

All personnel assigned to the perform services on University premises or designated Service Areas shall be subject to pre-employment background checks, to include criminal records check. The background checks shall be administered in accordance with state law and University of Texas at Austin’s personnel policies addressing disqualifying offenses, which will be provided to Contractor in writing. The background checks shall be conducted and paid for by Contractor.

4.11 Certification Required by Texas Governor Executive order GA-48

Pursuant to Executive Order GA-48 of the Governor of Texas effective November 19, 2024, Contractor certifies that it and, if applicable, any of its holding companies or subsidiaries, is not:

1. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or

2. Listed in Section 1260H of the 2021 NDAA; or https://utexas.app.box.com/s/7fnckfmdtp1azkziwswlo9e8fic83q0m https://utexas.app.box.com/s/7fnckfmdtp1azkziwswlo9e8fic83q0m https://gov.texas.gov/uploads/files/press/EO-GA-48_Hardening_State_Government_FINAL_11-19-2024.pdf

3. Owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4; or

4. Controlled by any governing or regulatory body located in a country on the U.S.

Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4.

5. Scope of Work

Contractor must provide all labor, materials, equipment, and supplies as necessary to provide Goods.

The University will NOT accept any alternatives or substitutes unless otherwise stated.

Contractor must provide the following:

5.1 Product Specifications

5.1.1 16-lb bags of cubed ice

5.1.2 Ice must be clear, clean, and free of contaminants

5.1.3 Bags must be sealed, labeled, and suitable for food contact

5.2 Estimated Usage (No Guarantee)

Estimated annual events are provided for informational only and do not represent a guarantee or commitment of actual usage. Actual quantities may increase or decrease based on operational requirements, including, but not limited to, weather conditions, postseason athletic participation, scheduling adjustments, and unforeseen or emergency needs.

Estimated annual activity includes, but is not limited to, the following:

• Athletic events (home games and tournaments): approximately 40 events per fiscal year

• Daily athletic training operations: approximately 35 orders per fiscal year

• Special events and emergency needs: approximately 5 events per fiscal year

5.3 Ordering Procedures

5.3.1 Authorized University representatives may place orders for bagged ice on an as‑needed basis by issuing a purchase order or by placing an order that references a valid University contract number.

5.3.2 The University anticipates both scheduled recurring orders and short-notice event orders.

5.3.3 The University reserves the right to place emergency or on-demand orders due to weather conditions, unanticipated events, or operational needs. Emergency orders may be placed by phone and followed by written confirmation. The Contractor must be capable of fulfilling emergency requests within four (4) hours of notification.

5.3.4 The Contractor shall acknowledge and confirm receipt of each order, including the anticipated delivery time.

5.4 Delivery Requirements

5.4.1 Delivery days: 7 days per week, including early morning and weekends

5.4.2 Standard delivery window: 5:00 AM – 5:00 PM

5.4.3 Emergency/on‑demand delivery within four (4) hours of request

5.4.4 Contractor must supply all delivery equipment (dollies, pallets, etc.)

5.4.5 Substitutions of ice type, bag size, or quantity are not permitted without prior written approval from the University

5.4.6 Deliveries that are late, incomplete, damaged, or otherwise non‑conforming may be rejected at the time of delivery at no cost to the University

5.4.7 If delivery is not completed as scheduled, the order may be cancelled without penalty, and the goods or services may be procured from an alternative source.

5.4.8 Specific delivery points, dock access instructions, and on‑site contacts will be provided at time of order. Contractor is responsible for coordinating delivery access and timing with Texas Athletics staff.

5.5 Delivery Locations

Deliveries may be delivered to the athletic facilities specified in the following link:

https://texaslonghorns.com/facilities

5.6 Payment and Invoicing and Acceptance

Contractor must email invoices to business@athletics.utexas.edu. Each invoice should include the name of the Athletics staff member who placed the order, as well as the corresponding sport or department. University must approve all invoices before submitting payment. University will reach out to Contractor regarding any discrepancies.

6. Pricing and Delivery Schedule

TO: The University of Texas at Austin

BY: _______________________________________

(Bidder Company Name)

(Address)

(Address of Office that would be providing service under this Agreement)

Number of years in Business:

State of incorporation:

Number of Employees:

Name of Parent Corporation, if any ______________________________

Federal Tax ID #: ______________________________

Having carefully examined all the specifications and requirements of this ITB and any attachments thereto, Bidder proposes to provide Goods upon the terms quoted (firm fixed price) below. The University will not accept bids which include assumptions or exceptions to the work identified in this

ITB.

6.1 Purchase Price

Bidders are required to submit detailed and itemized pricing as specified in Euna Bagged Ice Delivery Pricing Sheet.

The Contractor shall bear all costs and responsibility for delivering the goods to the University. No additional charges for shipping, handling, or fuel surcharges will be accepted.

Additionally, Bidders must also attach their catalog, price list, of other products not included in the Pricing Sheet mentioned above, displaying the item list prices with their bid submission.

6.2 Discounts and/or State/Group Purchasing Organization (GPO) Contract Information

Describe all discounts that may be available to University, including but not limited to educational, federal, state, local government, or volume discounts.

Proposed Discounts: ______________________________________________________________

The University of Texas System subscribes to a Group Purchasing Organization (GPO) Accreditation Program as noted on the references website.

Any bids being made under an available GPO contract that is recognized by The University of Texas System, shall be noted below for consideration by the University.

GPO Contract Name:

GPO Contract Number:

GPO Contract Term:

GPO Contract Website Link:

6.3 Delivery Schedule

Indicate the number of calendar days needed to commence the Services from the execution of the Contract:

___________ Calendar Days

6.4 F.O.B. Designation

All bids must be based on "F.O.B. destination" delivery terms unless otherwise specified.

6.5 University Payment Terms

University’s standard payment terms are “Net 30 days.” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Bidder offers:

Prompt Payment Discount: _____%___days/net 30 days.

Section 51.012, Education Code, authorizes University to make payments through electronic funds transfer methods. Bidder agrees to accept payments from University through those methods, including the automated clearing house system (ACH). Bidder agrees to provide Bidder’s banking information to University in writing on Bidder letterhead signed by an authorized representative of Bidder. Prior to the first payment, University will confirm Bidder’s banking information. Changes to Bidder’s bank information must be communicated to University in writing at least thirty (30) days before the effective date of the change and must include an IRS Form W-9 signed by an authorized representative of Bidder.

University, an agency of the State of Texas, is exempt from Texas Sales & Use Tax on goods and services in accordance with §151.309, Tax Code, and Title 34 TAC §3.322. Pursuant to 34 TAC §3.322(c)(4), University is not required to provide a tax exemption certificate to establish its tax-exempt status.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu, Note:

Your existing merchant interchange fees will apply.

Please indicate that you will accept payment under this program.

_____ Yes _____ No

6.6 Price Bid Signature

The information in this ITB is to be utilized solely for preparing the bid response to this ITB and does not constitute a commitment by University to procure any product or service in any volume.

Authorized Representative Name:

Title:

Email:

Date:

Signature: