4-26IFB042 Bid Document.pdf

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

Invitation for Bid (IFB) 26IFB042 – Districtwide Gate, Door, and Loading Dock

Maintenance & Repair Services

Date Event February 13, 2026 February 20, 2026 Dates of public notice

February 24, 2026 Due date for questions by 5:00 pm

February 26, 2026 Questions and answers posted in AISD Bonfire Portal

March 3, 2026 IFB opening / due date at 2:00 pm CST

March 13, 2026 Award Date

Contact Person:

Cassandra Alvarez, Coordinator Procurement Services Contract & Procurement Services Email: cassandra.alvarez@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: Bidders 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.

Austin ISD – Invitation for Bid 26IFB042 – Districtwide Gate, Door, and Loading Dock Maintenance & Repair Services

VIRTUAL BID OPENING

A virtual bid opening for this solicitation will take place on Tuesday March 3, 2026, at 2:15pm via the Google Meet Platform

Virtual Bid Opening Details:

Meeting ID: meet.google.com/vus-zvhn-gtk Phone Numbers (US):

+1 774-701-0365

PIN: 614 128 416#

https://www.google.com/url?q=http://meet.google.com/vus-zvhn-gtk&sa=D&source=calendar&ust=1760391522820471&usg=AOvVaw3pqSxIVONNfNbfA0_nk0_X

Austin ISD – Invitation for Bid 26IFB042 – Districtwide Gate, Door, and Loading Dock Maintenance & Repair

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 Form in Bonfire

● Attachment A - Vendor Questionnaire

● 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

Austin ISD – Invitation for Bid 26IFB042 – Districtwide Gate, Door, and Loading Dock Maintenance & Repair

Table of Contents

Section I Introduction

Section II Term

Section III General Conditions and Instructions to Bidders

Section IV Initial Review of Bids

Section V Scope of Services and General Requirements

Section VI Bid Format

Section VII Appendices and Attachments

I. INTRODUCTION

The Austin Independent School District (hereinafter referred to as “AISD” or the “District”) is soliciting bids from qualified and experienced firms to establish a multiple-award contract to provide comprehensive maintenance, emergency repair, and installation services for Automatic Vehicular Gates (Slide, swing, and barrier arms), Commercial Roll-Up Doors (Overhead, sectional, and fire-rated), and Loading Dock Equipment (Mechanical/hydraulic levelers, bumpers, and seals). The goal is to ensure the safety, compliance, and reliability of critical access points across our facilities.

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

Austin ISD – Invitation for Bid 26IFB042 – Districtwide Gate, Door, and Loading Dock Maintenance & Repair Services award of contract or termination of the procurement, Proposals may be subject to release as public information. If a Bidder believes that its Proposal response, or parts of it, may be exempted from disclosure under Texas law, the Bidder 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 Bidders.

II. TERM

The agreement(s) resulting from this solicitation will be in effect for an initial term of two (2) years from the date of award, or such date established by the agreement. The parties by mutual consent may renew the agreement for up to three (3) 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.

III. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

A. 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.

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.

B. 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.

Bidders must provide an hourly rate for each specified service category. Hourly rates should be provided for standard business hours and after hours, weekends, and holidays. Vendors must also disclose all markups on manufacturer parts, rental equipment fees, and flat rate trip charges (if applicable). Any fees that are not listed on the bid table must be disclosed in the vendor questionnaire in order for the fees to be honored at the time of invoicing.

Bid amendments or revisions may be submitted as outlined on the IFB cover sheet, provided they are received through the designated submission portal prior to the official bid opening date and time. Late amendments will not be accepted.

Bids must contain true, complete, and accurate information related to the pricing and services offered under this solicitation. Submissions shall not include omissions, inaccuracies, or conditions that could reasonably result in a claim of error. If a bidder requests withdrawal of their bid due to a documented mechanical or clerical error, AISD may permit the withdrawal; however, the bidder may also be removed from the District’s approved vendor list for future solicitations. Bids will represent true and accurate information and shall not contain any cause for claim of omission or error.

C. QUANTITIES and HISTORICAL SPEND

Quantities for the representative list of items are not guaranteed and are provided solely for bidding and evaluation purposes. Actual purchases may be higher or lower than any estimates included in this solicitation, depending on campus events, departmental functions, and districtwide activities.

For reference, AISD’s historical annual spend for similar services is approximately $30,000; however, past purchasing levels do not represent a commitment or guarantee of future spending.

D. VENDOR REQUIREMENTS

A. Required Experience

i. Vendors must have a minimum of five (5) years of experience in commercial gate and/or dock maintenance.

ii. Must have experience serving similar size public entities or school districts.

B. Required Certifications

i. Must hold relevant manufacturer certifications (e.g., LiftMaster, Rytec, Kelley, or Serco).

E. FULFILLMENT REQUIREMENTS

A. Service Scheduling and Response

Services shall be performed in accordance with the service request and response times confirmed at the time the work order is issued by Austin Independent School District (AISD). The contractor shall coordinate directly with the requesting campus or department to schedule services in a manner that minimizes disruption to District operations.

Emergency service requests require on-site response within four (4) hours of notification. Routine or non-emergency service requests must be responded to and scheduled within twenty-four (24) hours unless otherwise approved by AISD.

If the contractor anticipates any delay in meeting a confirmed response time or scheduled service appointment, advance written or electronic notice must be provided to the requesting campus or department. While reasonable extensions may be considered when communicated proactively, repeated failure to meet confirmed response times may result in corrective action, up to and including removal from the approved vendor list.

B. Safety and Code Compliance

All services shall be performed in full compliance with applicable federal, state, and local codes and standards, including but not limited to UL 325, ASTM F2200, and NFPA 80. The contractor is responsible for ensuring that all safety and entrapment protection devices, including photo-eyes, sensing edges, and loop detectors, are properly installed, tested, and fully operational at the completion of service.

Any unsafe or non-compliant condition identified during service must be documented and reported to AISD immediately.

C. Service Documentation and Reporting

The contractor shall provide a detailed digital service report for each serviced gate, door, or dock asset. Service reports must be submitted in a format acceptable to AISD and shall include, at a minimum, the asset identification number and campus location, condition assessment, description of services performed, repairs completed or recommended, and safety tests conducted with results.

If an asset does not have an identification number, the contractor shall notify AISD and, if requested, assist with asset identification or tagging to support improved tracking and inventory management.

D. Materials, Parts, and Repairs

The contractor shall furnish all labor, tools, equipment, and materials necessary to perform the required services unless otherwise authorized by AISD. All replacement parts must be compatible with existing equipment and installed in accordance with manufacturer specifications and applicable safety standards.

Temporary or emergency repairs must be clearly documented and followed by permanent corrective action as approved by AISD.

E. On-Site Requirements and Facility Protection

Contractor personnel performing services on AISD property must comply with all District safety and security requirements, including criminal background check requirements, identification protocols, and coordination with campus or facility staff.

The contractor shall be responsible for maintaining a safe work area at all times and for protecting District property. Upon completion of services, all debris, replaced parts, and job-related waste must be removed from the site and disposed of in accordance with applicable laws and regulations.

F. Service Availability

Services may be requested Monday through Saturday during hours established by AISD or as otherwise coordinated with the requesting campus or department.

F. ADDENDA

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

G. AWARD CRITERIA

Award(s) will be based on the lowest responsive and responsible bid(s) meeting all specifications, terms, and conditions of this solicitation.

The District may award to multiple vendors to ensure adequate coverage, capacity, and pricing options for campuses and departments.

Vendors will be ranked within the awarded pool based on their total evaluated bid pricing, with the lowest responsive and responsible bidder receiving the highest ranking. The District reserves the right to utilize vendors in order of ranking based on availability, and the best interest of the District.

The pricing submitted by each awarded vendor shall represent the maximum (ceiling) rate that may be charged during the contract term. Vendors may offer lower rates to the District at any time, but rates may not exceed the awarded ceiling pricing.

Awards resulting from this solicitation will not guarantee any minimum usage or volume. The District reserves the right to utilize other awarded vendors within the pool if the highest-ranked vendor cannot fulfill a specific request.

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, in whole or in part, and to waive any minor informalities if it is deemed in the best interest of the District to do so.

H. 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 From in Bonfire Portal

● Notification of Criminal History of Contractor

● Attachment A - Vendor Questionnaire

● Bid Certification Form

● Debarment, Suspension and Ineligibility Certification

● EDGAR Vendor Certification

● 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)

IV. 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:

● Vendor must submit requested pricing through the Bonfire Portal

● ALL required forms listed in Section IV Subsection 7 Required Forms shall be signed and included with bid.

● Vendor Questionnaire

● 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.

V. SCOPE OF SERVICES AND GENERAL REQUIREMENTS

The awarded vendor(s) shall provide comprehensive maintenance, emergency repair, and installation services for districtwide use, including but not limited to:

● Automatic Vehicular Gates (Slide, swing, and barrier arms)

● Commercial Roll-Up Doors (Overhead, sectional, and fire-rated)

● Loading Dock Equipment (Mechanical/hydraulic levelers, bumpers, and seals)

● Won-Door FireGuard fire protection door(s) (inspections, maintenance, and repairs) https://www.austinisd.org/cp/ciq-online https://www.austinisd.org/cp/ciq-online http://www.irs.gov/

The vendor shall:

1. Maintain communication with AISD stakeholders regarding service confirmation, delays, or service issues.

2. Ensure accuracy and provide warranty or credit for incorrect or defective items or poor workmanship.

3. Honor pricing and service commitments established in the awarded contracts

4. Furnish all labor, tools, equipment, and materials necessary to perform the following services:

a. Inspections, Maintenance, and Repairs of Automatic Gates & Access Controls

i. Inspections: Quarterly/Annual safety testing of photo-eyes, sensing edges, loop detectors, proper gate alignment, safe operation, motors, and control components.

ii. Maintenance: Lubrication of chains, rollers, and hinges; adjustment of limit switches and motor tension.

iii. Repairs: Troubleshooting of operator motors, control boards, and integration with District access control systems.

b. Preventative Maintenance, Safety Compliance, and Emergency Service of Roll-Up & Overhead Doors

i. Preventative Maintenance: Tensioning of torsion springs, inspection of tracks/rollers, and lubrication of moving parts.

ii. Safety Compliance: Annual testing of fire-rated drop doors in accordance with NFPA 80.

iii. Emergency Service: Replacement of damaged slats, cables, and motor operators.

c. Structural, Mechanical/Hydraulic, and Safety Inspections of Dock Levelers & Equipment

i. Structural Inspections of lip hinges, deck plates, and sub-frames for cracks or fatigue.

ii. Mechanical/Hydraulic Fluid level checks, hose inspections, and cleaning of pit areas to prevent debris-related failure.

iii. Safety Verification of toe guards, maintenance struts, and dock lock/restraint functionality.

d. Won-Door Fireguard Door Systems

i. Compliance and Performance All work done must comply with NFPA

80 code requirements, local State and Federal (or equivalent) code requirements and regulations. All Won-Door FireGuard door(s) shall operate properly in accordance with their original design.

ii. Preventive Maintenance Adjust & lubricate the drive chain and Inspect and lubricate track assemblies as needed

iii. Inspection and Testing Requirements Periodic inspection and testing shall include verification of door and frame integrity (no holes or breaks); trolley and panel rollers operate freely

iv. Compliance/Functional Verification Verify that no open holes or breaks exist in the door or frame; No breaks in the smoke seal on top, bottom, and jamb; Fire mode initiates from the control box (full closure with proper seal); jambs are properly attached and securely restrained;

No auxiliary hardware that interferes with the door operation

VI. 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.

● Vendor must complete and submit Attachment A - Vendor Questionnaire. Vendor must specify what Districts they can provide delivery services to (if the vendor can provide delivery services) and vendor must list all stores that Austin ISD employees can pick up from. If the vendor has additional pricing and fees that are not outlined in the Bid Pricing Sheet, those must be disclosed in Section 4 of Attachment A - Vendor Questionnaire. If additional space is needed for any response please attach additional documents as necessary.

VII. 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

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

▪ Attachment A - Vendor Questionnaire

▪ Attachment B - Austin ISD District Map

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension and Ineligibility Certification

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission

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