5-26IFB009 Print Services and Promotional Items.pdf

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

Invitation for Bid (IFB) 26IFB009 Print Services and Promotional Items

Date Event

July 25, 2025 and August 1, 2025

Dates of public notice

August 1, 2025 Virtual Vendor Fair at 9:00 am CST

August 6, 2025 Due date for questions by 5:00 pm CST

August 8, 2025 Questions and answers posted in AISD Bonfire Portal

August 12, 2025 IFB opening / due date at 2:00 pm CST

September 25, 2025 AISD Board meeting for review/approval

Contact Person:

David Martinez-Gutierrez, Coordinator Procurement Services Contract & 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 26IFB009 Print Services and Promotional Items

VIRTUAL VENDOR FAIR FOR PRINT SERVICES AND PROMOTIONAL ITEMS

Austin ISD will host a virtual vendor fair to provide additional details about this solicitation. To join the meeting, please click the link below or copy and paste it into your browser.

Google Meeting Details

Date and Time: Friday, August 1, 2025, at 9:00 am

Video call link: https://meet.google.com/xio-ncio-ywi

VIRTUAL BID OPENING

AISD Procurement will be hosting a virtual bid opening via Zoom. To join this meeting, click the link below or copy and paste into your browser, and follow the instructions from Zoom using the meeting ID and password provided:

Date: Tuesday, August 12, 2025, at 2:00 pm

Video call link: https://meet.google.com/gfy-eomn-cbn https://meet.google.com/xio-ncio-ywi https://meet.google.com/gfy-eomn-cbn

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

Attachment A – Bid Form

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 (“AISD” or the “District”) is seeking bids from qualified and experienced firms to provide comprehensive, high-quality, and cost-effective printing services through its centralized district print shop.

The purpose of this Invitation for Bids (IFB) is to maximize the use of AISD’s existing print infrastructure, enhance service delivery across all campuses and departments—including Bond and

Operations—and establish a one-stop solution for a wide range of print-related needs.

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

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

Samples and/or product specification documents may be required for items, as specified in the Special

Instructions or Specifications contained herein. Product specification documents shall be submitted with the bid, properly referenced and clearly marked as to indicate related bid item. Samples must be properly labeled and identified and must be submitted separately on or before bid opening. The label for a properly identified sample is to contain: (1) vendor's name, (2) bid number, (3) bid item number, and (4) item name corresponding to the one shown on the bid document. All transportation charges for samples shall be borne by the vendor. During evaluation, samples are handled by many different employees and may be lost or destroyed in the process. AISD assumes no responsibility for handling of samples.

The use of brand and manufacturer's names is for the purpose of brevity in establishing type and quality of merchandise and is not restrictive. Manufacturer, trade and/or brand name must be indicated for each article and when omitted, district will consider bid to be as specified. Illustrations and complete description must be included with the bid if bidding other than specified.

8. 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 selected vendor(s) will be responsible for delivering high-quality, reliable print services to the

District, ensuring timely production, delivery, and consistent communication with AISD personnel.

While this solicitation outlines specific service categories, it is not intended to be all-inclusive.

Vendors may be asked to provide additional related print services as needed. Vendors are also expected to offer recommendations on materials and formats when appropriate, ensuring all print jobs meet the District’s standards for quality and consistency. Refer to Attachment A for a complete list of requested products and services, along with the estimated annual quantities.

1. High-Volume Print Jobs / Offset Printing

• Services Provided: Production of large-volume print jobs such as newsletters, calendars, flyers, posters, event programs, booklets, and district-wide communications.

• Typesetting: Arrangement and formatting of text for print or digital publication.

• Turnaround Time: Typically 3–5 business days, or as agreed upon.

• Finishing Services: Cutting, folding, stapling, binding, laminating, foiling, embossing, hole punching.

• Special Requirements:

https://www.austinisd.org/cp/ciq-online https://www.austinisd.org/cp/ciq-online http://www.irs.gov/ o Printing on various paper types, card stock, and specialty materials, including recycled materials upon request.

o Maintain inventory of commonly used materials or coordinate special orders.

o Custom print options (e.g., school-specific forms, certificates, letterhead).

• Rush Services: Available upon request, with clearly defined turnaround options.

2. Digital Printing

• Services Provided: Digital and offset printing for small-scale, custom, or on-demand jobs.

• Typesetting: Arrangement and formatting of text for print or digital publication.

• Turnaround Time: Typically 3–5 business days, based on complexity and volume.

• Special Requirements:

o Full-color and black-and-white capabilities, including variable data printing (e.g., personalized letters).

o Printing on a variety of paper types specified by the District.

o Finishing services as listed above.

o Collaboration with district designers to ensure branding consistency (logos, fonts, formatting).

• Rush Services: Available upon request with clearly defined turnaround options.

3. Screen Printing / Embroidery

• Services Provided: Printing on apparel and items such as shirts, hoodies, and caps.

• Turnaround Time: Typically 7–10 business days, depending on order complexity.

• Special Requirements:

o High-quality, durable printing for various materials.

o Customization for school-specific branding and logos.

• Rush Services: Available upon request.

4. Sublimation Printing

• Services Provided: Printing on specialty items, including synthetic fabrics and other materials.

• Product Categories Include:

o Apparel: Shirts, hoodies, socks, sportswear o Bags & Accessories: Totes, wallets, backpacks, luggage tags o Houseware: Mugs, tablecloths, pillows, blankets o Signage: Metal signs, keychains, mouse pads, banners o Sports Gear: Towels, caps, etc.

• Turnaround Time: Typically 7–10 business days

• Special Requirements: Use of high-quality, durable sublimation materials

• Rush Services: Available upon request

5. Wide Format Printing

• Services Provided: Production of large-scale prints such as signs, banners, murals, decals, and posters.

• Materials: UV outdoor prints, fabric prints, wall murals, construction signage

• Turnaround Time: Typically 5–7 business days

• Special Requirements:

o UV printing for outdoor use o High-resolution, weather-resistant materials

6. Specialty Print Jobs

• Services Provided: Custom printed items such as contour stickers, reflective signs, vinyl decals, promotional items (e.g., lanyards, buttons)

• Turnaround Time: Typically 5–7 business days depending on complexity

• Special Requirements: Customization for promotional materials

Additional Services & Requirements

Print Job Consultation & Recommendations

• Services Provided:

o Provide expert guidance on paper, print methods, and formats o Recommend options that align with project goals and quality standards

Sustainability & Environmental Considerations o Offer environmentally responsible printing options (e.g., sustainable paper, eco-friendly inks) o Promote digital proofing and double-sided printing o Implement waste-minimization strategies

Delivery & Turnaround

• Turnaround Times: Vendors must meet established deadlines and deliver print materials on time

• Communication: Any potential delays must be communicated promptly, with updated timelines

Quality Assurance & Proofing o Provide digital or physical proofs for review and approval o Resolve any proofing issues before production o Ensure all finished products meet District quality expectations

Reporting & Tracking o Offer job tracking from submission to delivery o Provide order confirmations and delivery updates o Include detailed invoicing with job descriptions and quantities o An online ordering interface is preferred for ease of use

Customer Service & Support o Provide responsive support for questions, revisions, and issue resolution o Respond to emails and phone calls promptly during business hours o Offer consultation and troubleshooting 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):

▪ 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