5-26IFB015 Charter Bus Services.pdf

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

Invitation for Bid (IFB) 26IFB015 Charter Bus Services

Date Event

October 31, 2025 and November 7, 2025

Dates of public notice

November 11, 2025 Due date for questions by 5:00 pm

November 14, 2025 Questions and answers posted in AISD Bonfire Portal

November 18, 2025 IFB opening / due date at 2:00 pm CST

January 29, 2026 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: 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.

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

Austin ISD – Invitation for Bid 26IFB015 Charter Bus Services

VIRTUAL BID OPENING

A virtual bid opening for this solicitation will take place on Tuesday, November 18, 2025 at 2:15pm via the Google Meet Platform

Virtual Bid Opening Details

Meeting ID: meet.google.com/vus-zvhn-gtk

Phone Numbers (US):

0365-701-+1 774

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

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 (herein after referred to as “AISD” or the “District”) is seeking bids from firms qualified and experienced in providing Charter Bus Transportation Services.

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 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. 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. Bidders may refer to Appendix 3 – Historical Spend.

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.

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

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 the lowest responsive and responsible bid(s) meeting all specifications, terms, and conditions of this solicitation.

The District intends to make multiple awards from this solicitation to establish a pool of qualified vendors capable of providing charter bus transportation services as needed throughout the District.

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 for the applicable bus type category. The District reserves the right to utilize vendors in order of ranking based on availability, trip requirements, 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 of trips. 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.

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.

https://www.austinisd.org/cp/ciq-online https://www.austinisd.org/cp/ciq-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(s) shall provide safe, reliable, and fully licensed charter bus transportation services on an as-needed basis for all departments and campuses of the District throughout the 2025–2026 school year (and any renewal periods).

The District is seeking firm fixed ceiling pricing for the following types of charter buses. All buses must include a professional driver and meet or exceed the specifications and safety requirements identified in this solicitation:

• Full-Size Charter Bus (Minimum 55 Passenger Capacity)

• Charter Bus (Minimum 47 Passenger Capacity)

• Mini Coach (Minimum 40 Passenger Capacity)

• Mini Bus (Minimum 33 Passenger Capacity)

• Mini Bus (Minimum 25 Passenger Capacity)

Vendors may submit pricing for one or more vehicle categories; however, the District reserves the right to make multiple awards and rank vendors separately within each category based on lowest responsive and responsible bid pricing.

A. Services May Include, but Are Not Limited To:

• Student and staff field trips for academic, fine arts, athletic, and extracurricular programs

• Athletic events, practices, tournaments, playoffs, and championships (in-state and out-of-state)

• Fine Arts activities such as marching band contests, choir and orchestra festivals, UIL competitions, theatre performances, dance officer camps, and related rehearsals or events

• Career and Technical Education (CTE) competitions, skills contests, and industry visits

• Special education and community-based instruction (CBI) outings

• District or campus staff travel for professional development, conferences, and training

• Administrative or departmental events requiring group transportation http://www.irs.gov/

B. Trip Types and Locations

Transportation services may be required for events taking place at a variety of local, regional, and out-of-state locations, including but not limited to:

• Local destinations within the District’s boundaries

• Regional destinations across Texas

• Out-of-state destinations for approved educational or extracurricular events

C. Service Expectations

Contractor(s) must:

• Ensure compliance with all federal, state, and local transportation regulations, including

DOT and FMCSA requirements.

• Provide experienced, licensed, and background-checked drivers trained in student safety and emergency procedures.

• Maintain vehicles in safe, clean, and well-operated condition, equipped with functioning seat belts, air conditioning, heating systems, and adequate storage for instruments, equipment, or luggage.

• Provide dispatch support and 24-hour contact for coordination of trips.

• Ensure buses are available in various capacities, including ADA-accessible vehicles.

• Provide documentation of insurance, safety inspection reports, maintenance logs, and accident records upon request.

D. Vehicle and Fleet Standards

• All buses must meet or exceed Texas Department of Public Safety (TxDPS) and U.S.

Department of Transportation (DOT) safety standards.

• Each bus must include:

o Functional seat belts for every passenger o Undercarriage storage to accommodate instruments, luggage, and other equipment o Air conditioning and heating systems in proper working order

• Vehicles must be no older than 10 years from the current model year unless otherwise approved by the District.

E. Service Area and Dispatch

• The vendor must maintain a dispatch or service hub within reasonable proximity to District boundaries to ensure timely deployment and response.

• The vendor must be able to provide transportation to local, regional, and out-of-state destinations, including multi-day and overnight trips.

F. Operational Requirements

• Be available for early morning departures, late evening returns, weekends, holidays, and other scheduling variations as required by District activities.

• Be able to scale capacity based on event needs (from a single bus to a full fleet).

• Provide on-call or short-notice service for rescheduled events, weather disruptions, or other unforeseen needs.

• Maintain sufficient vehicles and drivers to prevent service disruptions.

G. Driver Requirements

Drivers must:

• Hold a valid Commercial Driver’s License (CDL) with passenger endorsements.

• Undergo background checks and drug/alcohol screenings as required by state and federal law.

• Demonstrate professional conduct, punctuality, and responsiveness.

• Adhere to the District’s student safety and supervision policies, including all check-in/check-out procedures.

• Comply with hours-of-service regulations to ensure adequate rest and safety.

H. Communication and Coordination

• Vendor shall maintain a 24-hour dispatch contact accessible to District staff before, during, and after all trips.

• Confirmation of service must be provided within 48 hours of request, unless otherwise approved.

• Vendors must immediately notify the District of any trip delays, cancellations, or changes in vehicle assignments.

• Vendor shall designate a single point of contact for all trip coordination, billing, and service-related inquiries.

I. Compliance and Documentation

• Vendors shall comply with all state, federal, and local regulations pertaining to student transportation.

• Vendor shall maintain and submit the following records upon request:

o Driver logs showing compliance with hours-of-service laws o Vehicle maintenance and inspection reports o Trip documentation, including driver name, vehicle number, odometer readings, and service details

• Vendor shall participate in District onboarding and orientation sessions prior to the first service date to ensure understanding of operational expectations, safety procedures, and communication protocols.

J. Criminal History Background Checks (Use for direct services to students)

Vendor/Contractor is directly responsible to obtain all required criminal history record information through the Texas Department of Public Safety’s Fingerprint-based Applicant Clearinghouse of Texas

(“FACT”). The cost of the background checks is the responsibility of the Vendor/Contractor.

Vendor/Contractor must ensure that there is no criminal history record that would prevent the

Vendor/Contractor or its employees from working in the District’s facilities. Vendor/Contractor must ensure that national criminal history record certification is filed with the District. Vendor/Contractors can only be present at district campuses or may provide online services once the criminal history process (including forms and fingerprinting) has been properly completed and approved. For more information, please refer to AISD District Policy CJA (REGULATION) and CJA (LEGAL).

K. Insurance Requirements (Use for direct services to students)

The Contractor may provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with its employees providing of services to the district:

• General Liability (minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate).

This policy should cover injury of a participant and include the following provisions: waiver of subrogation, endorsement to provide Austin ISD as additional insurance, and notice of cancellation.

• Sexual Molestation & Child Abuse (SAM) endorsement of $100,000 minimum (either specifically stated as included as part of General Liability or purchased separately in addition to the General Liability policy).

• Full Malpractice Coverage: professional liability coverage at a minimum limit of $1,000,000 to pay on behalf of the assured all sums which the assured shall become legally obligated to pay as damages by reason of any negligent act, error, or omission arising out of the performance of professional services under a contract. Professionals required to be licensed or registered by the state. Examples: architecture, landscape architecture, land surveying, medicine, nursing, engineer, optometry, real estate appraising.

• Workers’ Compensation: coverage should be consistent with statutory benefits outline in the

Texas Worker’s Compensation Act Section 401. The minimum policy limits for Employer’s

Liability are $500,000 bodily injury each accident, $500,000 bodily injury by disease policy limit, and $500,000 bodily injury by disease each employee. The company’s policy shall apply to the State of Texas and include a waiver of subrogation in favor of Austin ISD.

A current, industry-standard ACORD Certificate of Insurance (COI) for each of the above policies shall be delivered to the AISD before any work is started. Certificates shall be sent to the AISD Contract &

Procurement Services office at each change or renewal during the term of the contract.

If transporting Austin ISD students, the vendor must have Automobile Liability as follows:

Owned, Non-Owned, Hired or Rented with $1,000,000 Single Limit and Additional Insured in favor of

Austin Independent School District. Questions about the district’s insurance requirements should be directed to the Office of Risk Management.

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.

• Complete Attachment A - Bidder Questionnaire and Minimum Requirements Verification.

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

▪ Appendix 3 – Historical Spend

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

▪ Attachment A - Bidder Questionnaire and Minimum Requirements Verification

▪ 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