5-26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening 2.pdf

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

Request for Proposals

26RFP044

Law Enforcement Ballistic Body Armor Systems Opening #2

Date Event

March 13, 2026 Dates of public advertisement

March 24, 2026 RFP opening / Vendor proposal due date at 2:00 pm CST

May 28, 2026 Tentative AISD Board meeting for review/approval

Contact:

David Martinez-Gutierrez Coordinator Procurement Services Contract & Procurement Services francisco.d.martinez@austinisd.org

To ensure a fair and transparent solicitation process and the integrity of submissions:

• Proposals received after the specified due date and time shall not be considered.

• Proposals must 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

RFP must submit questions in writing through the AISD Bonfire Portal no later than the date and time shown above.

• Questions & Answers and all Addenda will be posted on the AISD Bonfire Portal:

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

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

Virtual Bid Opening

A virtual bid opening for this solicitation will take place on Tuesday, March 24, 2026, 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#

meet.google.com/vus-zvhn-gtk

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

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 and it is not necessary to return this checklist with your proposal.

I. Understanding the Proposal

Completed

Read entire RFP document, appendices and attachments

Review AISD Policy and Provisions (available on the AISD website)

Attend pre-proposal conference (optional)

Submit questions properly before deadline

Review addenda, Q&A and other additional attachments

Review Proposal Format section of RFP

II. Forms

Completed

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

Software Vendor Certification Form (if product/service is digital or online)

Form W-9 Request for Taxpayer Identification Number and Certification

Attachment A – Vendor Questionnaire

III. Submitting the Proposal

Completed

Prepare the proposal in the format specified and sign all required forms

Submit RFP through the AISD Bonfire Portal no later than the due date and time.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

Table of Contents

Section I

Section II

Section III

Section IV

Section V

Section VI

Introduction

Proposal Submission Requirements

Initial Review of Proposals

Competitive Selection / Evaluation

Scope of Work and Performance Requirements

Appendices and Attachments

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

I. INTRODUCTION

The Austin Independent School District (“AISD” or “District”) is seeking proposals from authorized Safariland distributors to provide rifle-rated ballistic body armor system components for use by the Austin ISD Police Department.

AISD intends to procure an initial purchase of sixty-six (66) rifle-rated ballistic body armor system units fully compatible with the Department’s existing Safariland Sacramento front-zip external carrier platform. Due to compatibility, warranty, and operational requirements associated with currently issued equipment, the required ballistic system must consist of

Safariland-manufactured components certified for use as a complete ballistic system in accordance with National Institute of Justice (NIJ) Standard 0101.06, Level III, specifically NIJ model designation BA-3A00S-SX02 (In Conjunction With configuration) or its direct Safariland successor model.

This solicitation is issued to obtain best value pricing and service from authorized Safariland distributors capable of supplying the required system in compliance with this Request for

Proposals and applicable grant conditions. Additional purchases may occur during the initial term or any exercised renewal term, subject to funding availability and the terms of this RFP.

Proposers may make written inquiries through the AISD Bonfire Portal concerning this solicitation to obtain clarification of the proposal 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 proposal, agrees that the proposal is subject to the

Austin ISD Policies and Provisions and agrees to comply with those conditions. Acceptance of a proposal 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.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

II. PROPOSAL SUBMISSION REQUIREMENTS

Offerors shall submit proposals in the structured format outlined below. AISD is seeking clear, concise, and complete responses demonstrating compliance with the technical, performance, and grant requirements of this RFP.

Lengthy narrative proposals, marketing brochures, or promotional materials are not required and may not be evaluated. Responses should be limited to the information specifically requested in this section.

Failure to submit a proposal in the format required herein may result in the proposal being deemed non-responsive.

Single Configuration Requirement

Offerors may submit only one (1) Safariland ballistic body armor system configuration in response to this solicitation. Multiple configurations, alternative models, or optional product substitutions will not be considered for evaluation.

All proposed components must be Safariland-manufactured and certified for use together as a complete ballistic system.

Authorized Safariland Distributor Requirement

Offerors must be authorized distributors or resellers of Safariland ballistic armor products at the time of proposal submission.

Proposals must include documentation verifying current authorized distributor status with Safariland. Failure to provide such documentation may result in the proposal being deemed non-responsive.

A. Vendor Questionnaire (Administrative and Technical)

Offerors shall complete the Questionnaire provided with this solicitation. The Questionnaire is designed to verify the Offeror’s eligibility, experience, and technical compliance with the requirements of this RFP. The Questionnaire shall serve as the primary means by which AISD evaluates Offeror eligibility, experience, and technical compliance.

The Questionnaire shall include, at a minimum:

• Administrative and eligibility questions

• Vendor experience questions

• Technical compliance questions related to NIJ standards and system requirements

For each question or requirement, Offerors shall:

• Indicate Yes / No or Compliant / Non-Compliant, as applicable

• Provide the requested supporting information, including manufacturer name(s), model number(s), and NIJ model designation(s)

• Reference supporting documentation where applicable (e.g., NIJ Compliance

Product List (CPL) listings or manufacturer specification sheets)

• Confirm that the proposed ballistic system is fully compatible with the Safariland

Sacramento front-zip external carrier currently issued by AISD PD

• Confirm that all proposed components are Safariland-manufactured and certified for use together as a complete ballistic system

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

Failure to fully and accurately complete the Questionnaire may result in the proposal being deemed non-responsive.

B. Product Specifications and Visual Submittals

All product specifications must correspond to Safariland-manufactured components meeting the requirements stated in this RFP. Offerors shall submit product information sufficient to allow AISD to evaluate the form, fit, and function of the proposed ballistic body armor system.

Submittals shall include, at a minimum:

• Safariland manufacturer name and model number(s) for all proposed ballistic system components

• NIJ model designation(s) applicable to each proposed ballistic component

• Product specification sheets for vests, plates, and soft armor components

• Product images, including front and back views and internal plate/armor configuration

• Available sizing options and description of the fitting methodology

• Weight specifications for the complete ballistic system and for major components

(e.g., plates, soft armor)

• Written confirmation that all proposed components are Safariland-manufactured and certified for use together as a complete ballistic system

• Written confirmation that the proposed system is fully compatible with the Safariland

Sacramento front-zip external carrier currently issued by AISD PD and requires no modification to existing issued equipment

Narrative marketing materials are not required. Product information shall be technical and descriptive in nature.

AISD reserves the right to request product samples, demonstrations, or fit evaluations from shortlisted Offerors as part of the evaluation process.

C. Pricing Requirements

Pricing shall include, at a minimum:

• A firm, not-to-exceed unit price per complete ballistic body armor system

• All costs associated with fitting, delivery, and implementation

• Any optional items, clearly identified (if applicable)

The submitted unit price shall represent the maximum not-to-exceed price per complete ballistic body armor system meeting the specifications of this RFP, regardless of size, standard configuration, or fitting requirements. Pricing shall not vary based on sizing or standard manufacturer configurations necessary to meet the required NIJ-certified model designation and compatibility requirements.

Pricing must be all-inclusive. AISD will not be responsible for any costs not expressly identified in the Pricing Proposal and disclosed in the Questionnaire. If the Offeror anticipates charging any additional fees (including, but not limited to, administrative fees, processing fees, surcharges, handling fees, or miscellaneous charges), such fees must be fully disclosed in the Questionnaire. Failure to disclose additional fees may result in rejection of such fees or disqualification of the proposal.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

D. Required Forms

Forms are required to be completed and submitted with proposal response. Bidders shall execute the following required forms. Links are provided for the CIQ and the W-9 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

• Software Vendor Certification Form (if the vendor’s service is a digital, online, virtual program)

• Form W-9 Request for Taxpayer ID Number and Certification (available at www.irs.gov)

• 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:

https://www.austinisd.org/cp/ciq-online

The District reserves the right to tender its own contract which shall incorporate the requirements of this RFP and the successful Proposer’s response. A preview / reference only copy of AISD’s Agreement is posted on the AISD website and should not be submitted with proposals.

III. INITIAL REVIEW OF PROPOSALS

Any vendor/contractor determined non-responsible or any proposal determined non-responsive will not be evaluated further. The vendor/contractor will be notified of a non-responsible or non-responsive determination.

Responsive

In order for a proposal to be responsive:

• Offeror must be an authorized Safariland distributor and provide documentation verifying current authorized status.

• Offeror must propose a Safariland-manufactured ballistic system fully compatible with the

Department’s existing Safariland Sacramento front-zip external carrier.

• ALL required forms listed above shall be signed and included with proposal;

• Proposal shall be received prior to the RFP opening date at the address listed on the cover page;

• Proposal shall respond to the entire scope of service and performance requirements as requested.

Responsible

In order for a proposal to be responsible, the vendor/contractor shall be in good financial standing with the Texas Comptroller of Public Accounts.

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

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

IV. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement and as such, award will not necessarily be made to the offeror submitting the lowest priced proposal. Award will be made to the firm submitting the best responsive proposal satisfying AISD’s requirements, price and other factors considered.

Consistent with state law and district policy, this RFP does not commit the district to award a contract. The district reserves the right to accept or reject any or all proposals and/or award in whole or in part any proposal 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.

B. The district anticipates that the evaluation process may include multiple levels of evaluation, as for example, but not limited to:

Phase 1: Initial review of the proposal by the district’s evaluation team.

Phase 2: Interviews and/or presentations of top proposals from Phase 1, followed by administrative review of finalist(s) and award recommendation.

PHASE 1

Points Item Detailed Description

25 Points Technical Compliance

Evaluation of the Offeror’s responses to the Technical

Compliance Questionnaire to determine the extent to which the proposed ballistic body armor system meets the technical and performance requirements of this RFP.

Scoring will consider:

• Completeness and accuracy of questionnaire responses

• Demonstrated compliance with required NIJ standards

• Identification of manufacturer(s), model number(s), and NIJ model designation(s)

• Adequacy of supporting documentation provided

Full points will be awarded to Offerors that clearly and unambiguously demonstrate compliance with all technical requirements. Evaluation shall be based solely on responses provided in the Technical Compliance Questionnaire and supporting documentation submitted by the Offeror. Failure to demonstrate full compliance with Safariland manufacturer certification, NIJ model designation BA-3A00S-SX02 (or approved successor), and compatibility requirements may result in a determination of non-responsiveness.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

Points Item Detailed Description

25 Points Product Design, Fit, and Function

Evaluation of the proposed body armor system based on submitted product specifications, images, and fit information, to assess suitability for law enforcement use.

Scoring will consider:

• Overall vest and carrier design

• Coverage area and configuration

• Weight and ergonomics of the complete system

• Plate configuration and curvature

• Available sizing options and fitting methodology

• Compatibility with duty gear and operational needs

This category is intended to evaluate form, fit, and function only and is not intended to evaluate brand preference. Pricing and brand preference shall not be considered in this evaluation category.

10 Points Vendor Experience

Evaluation of the Offeror’s experience distributing and supporting Safariland NIJ-compliant ballistic body armor systems to law enforcement or public-sector entities, as demonstrated through responses to the Questionnaire.

Scoring will consider:

• Number of years providing similar products

• Scope and relevance of experience

• Experience supporting law enforcement agencies

Evaluation will be based on Questionnaire responses and supporting information submitted by the Offeror.

40 Points Financial Proposal

Pricing will be evaluated based on the submitted

Bid/Price Table. Pricing scores will be calculated and ranked automatically by the AISD Bonfire platform based on total evaluated cost. The Offeror with the lowest total evaluated cost will receive the maximum points for this category, with remaining Offerors scored proportionally.

AISD will evaluate proposals based solely on the criteria and weighing described in this section. Information not specifically requested or scored may not be evaluated. Individual evaluators shall independently score proposals prior to any group discussion.

PHASE 2 (optional)

AISD reserves the right, at its sole discretion, to conduct a Phase 2 evaluation with one or more shortlisted Offerors for the purpose of clarifying, validating, or confirming information submitted in Phase 1.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

Phase 2 may include, but is not limited to:

• Clarification of responses provided in the Questionnaire

• Review of submitted product specifications, images, or documentation

• Product demonstrations, fit evaluations, or inspection of samples (if requested)

• Requests for Best and Final Offers (BAFO)

Phase 2 is intended solely to verify and clarify information submitted in Phase 1 and will not introduce new evaluation criteria or independent scoring categories.

AISD reserves the right to waive Phase 2 and make an award based solely on Phase 1 evaluations.

V. SCOPE OF WORK AND PERFORMANCE REQUIREMENTS

A. Term of Agreement

The agreement resulting from this solicitation shall be for an initial term of one (1) year from the date of award.

AISD reserves the right, at its sole discretion and subject to the availability of funding, to renew the agreement for up to four (4) additional one (1) year renewal terms. Renewal may include purchases funded by future grant awards or other legally available district funds.

Renewals shall be exercised only upon written agreement of both parties and shall not guarantee any minimum purchase quantity.

B. Scope of Work

This solicitation includes an initial purchase of sixty-six (66) rifle-rated ballistic body armor system units for the Austin ISD Police Department.

The selected Offeror shall be capable of supplying rifle-rated ballistic body armor system units compliant with National Institute of Justice (NIJ) Standard 0101.06, Level III, specifically Safariland NIJ model designation BA-3A00S-SX02 (In Conjunction With configuration), or its direct Safariland successor model certified for use with the Sacramento front-zip external carrier currently issued by AISD PD. The initial purchase under this solicitation is anticipated to be sixty-six (66) units.

Each ballistic body armor system unit shall include, at a minimum:

• A uniform external vest or carrier

• Rifle-rated ballistic armor plates

• Level IIIA soft body armor panels

• Compatible plate carriers (or integrated carrier systems) and all necessary system components

Each body armor system unit shall be individually fitted to the assigned recipient.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

C. Performance Requirements

The selected Offeror shall be responsible for fulfilling all requirements associated with the procurement of the body armor systems, including but not limited to:

• Providing NIJ-compliant rifle-rated ballistic body armor system units as specified herein

• Ensuring all items are new, unused, and free from defects

• Providing all required NIJ documentation, model designation(s), certifications, and manufacturer warranties

• Ensuring Proper configuration, compatibility, and functionality of all system components

Delivery Requirement

Delivery and fitting of units shall occur within four (4) to six (6) weeks of placement of a valid Purchase Order, unless otherwise approved by AISD.

AISD reserves the right to inspect and reject any items that do not meet the requirements of this RFP.

D. Optional Additional Purchases

AISD reserves the right, subject to available funding, to purchase additional Safariland rifle-rated ballistic body armor system units during the initial term or any exercised renewal term at the same pricing, terms, and conditions established through this solicitation.

Purchases may be funded through the current grant, future grant awards, or other legally available district funds.

Such additional purchases shall be made only upon issuance of a valid Purchase Order and shall not obligate AISD to any minimum quantity beyond the initial purchase specified herein.

Contract Completion

The agreement resulting from this solicitation shall terminate upon final delivery, acceptance, and payment of all items in accordance with this RFP.

E. Insurance Requirements

The Contractor shall provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with the performance of its obligations under this agreement.

The Contractor is required to carry the following insurance coverages:

• 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.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

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.

F. Pricing Adjustments

Pricing submitted in response to this RFP shall remain firm for the initial one (1) year term of the agreement.

Unit price adjustments may be requested only at the time of renewal and must be submitted in writing no later than thirty (30) days prior to the expiration of the then-current term.

Any requested unit price increase must:

• Be limited to documented increases in manufacturer pricing for Safariland products;

• Be supported by written documentation from the manufacturer or authorized distributor; and

• Not exceed five percent (5%) of the previously approved not-to-exceed unit price per renewal period.

All requested price adjustments are subject to review and written approval by AISD Contract & Procurement Services. AISD reserves the right, in its sole discretion, to accept, negotiate, or reject any requested pricing adjustment.

No price increase shall take effect without written approval from AISD.

G. Award Terms and Conditions

There are multiple steps required for AISD to award and execute agreements issued pursuant to this RFP. Important information and general action steps pertaining to the post-RFP/post-award process is included below.

• Any agreement resulting from this solicitation is contingent upon the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the AISD Board of Trustees or otherwise not made available to the District.

• Any agreement issued as a result of this RFP does not guarantee any minimum amount of service or payment. A Service Agreement with AISD will not be issued unless requested by campuses and/or department initiates a request for services. A provider shall not perform services for AISD without a fully executed agreement and the issuance of a Purchase Order.

• A vendor will be compensated by AISD for goods delivered and accepted in accordance with the contract requirements and satisfactorily rendered in accordance with contract requirements. A sample of AISD’s Service Agreement is available on our website for your review only but should not be submitted with your proposal.

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

• Payment will be made according to the District Comptroller’s published Accounts Payable schedule. Typically, payment is net 30 days after receipt of accurate and verifiable invoice. Service rates per hour charged should be reasonable and customary.

Mileage and travel expenses will not be reimbursed by AISD.

• The District reserves the right to terminate all or any part of the undelivered portion any order resulting from this solicitation with thirty (30) days written notice; upon default by the vendor, for delay or non-performance by the Vendor, or, if it is deemed in the best interest of the District, for convenience.

• Recommended vendors will receive a Notice of Award. If a Service Agreement is issued, the vendor will receive the document via email for electronic signature using the DocuSign routing system. Once complete, vendors will receive a fully-executed copy of the service agreement via email. Non-awarded vendors will receive a “Notice of Non-Award” via email.

• Upon approval, vendors will receive a Purchase Order (PO) and this is the notice to proceed to begin services. Under no circumstance should vendors begin to provide services to the district without a valid Purchase Order. AISD is not responsible for payment for unauthorized services rendered in advance of a valid PO being issued.

• Conflict of Interest – Employment Restrictions Any person who has been employed as a full-time employee of the District may not perform services for the District for compensation as a vendor or consultant or on behalf of a vendor or consultant for 18 months after the termination of the person’s employment relationship with the District. This restriction does not apply to former employees who are hired as classroom teachers, campus-based professional employees, or campus principals. AISD Policy DBD (LOCAL)

VI. APPENDICES AND ATTACHMENTS

➢ Appendices (Documents included within this proposal are available for download with in

Bonfire):

▪ Appendix 1 – Purchasing and Acquisition Vendor Relations Policy CHE-LOCAL

▪ Appendix 2 – AISD Policy and Provisions

➢ Attachments (Separate documents available to download within Bonfire):

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

▪ Form W-9 Request for Taxpayer Identification Number and Certifications

Austin ISD – Request for Proposals 26RFP044 – Law Enforcement Ballistic Body Armor Systems – Opening #2

▪ Attachment A – Vendor Questionnaire