6-26IFB039 Districtwode Taco Delivery and Pickup Services.pdf

Invitation for Bid (IFB) 26IFB039 Districtwide Taco Delivery & Pick-up Services

Date Event

January 23, 2026 January 30, 2026

Dates of public notice

February 3, 2026 Due date for questions by 5:00 pm

February 5, 2026 Questions and answers posted in AISD Bonfire Portal

February 10, 2026 IFB opening / due date at 2:00 pm CST

March 26, 2026 AISD Board meeting for review/approval

Contact Person:

Elizabeth Ferry, Procurement Specialist Contract & Procurement Services Email: elizabeth.ferry@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.

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

https://austinisd.bonfirehub.com/portal/ https://austinisd.bonfirehub.com/portal/

Austin ISD – Invitation for Bid 26IFB039 Districtwide Taco Delivery & Pick-up Services

VIRTUAL BID OPENING

A virtual bid opening for this solicitation will take place on Tuesday ,February 10, 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#

http://meet.google.com/vus-zvhn-gtk

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

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

Table of Contents

Introduction

Term

General Conditions and Instructions to Bidders

Initial Review of Bids

Scope of Services and General Requirements

Bid Format

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 for taco products with both delivery and pick-up service options. This contract will support school and departmental events, meetings, and other district-approved functions.

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. 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

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.

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.

2. BID SUBMISSION

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

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 a unit price for each specified taco product. Product pricing shall be all-inclusive for preparation, packaging, and any standard service costs. If the vendor charges a delivery fee, it must be listed separately on the bid form as a distinct line item. Delivery fees, minimum order requirements, or pick-up discounts must be fully disclosed in the bid response.

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.

3. 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 taco purchases and related delivery/pick-up services is approximately $182,000; however, past purchasing levels do not represent a commitment or guarantee of future spending.

4. Fulfillment Requirements

A. Delivery Requirements

Deliveries shall be made in accordance with the delivery date and time confirmed at the time the order is placed. If no specific delivery time is requested by the campus or department, the vendor shall provide the earliest reasonable delivery time that can be assured based on operational capacity.

If the vendor anticipates any delay, advance written or electronic notice must be provided to the AISD Contracts and Procurement Services Department and the ordering campus. The District may consider reasonable extensions when communicated proactively; however, repeated failures to meet confirmed delivery times may result in corrective action, up to and including removal from the approved vendor list.

The vendor is fully responsible for ensuring that all delivered products arrive accurately, on time, and in good condition. Delays in delivery, product replacement, or order correction shall not be contingent upon any third-party reimbursement or adjustment.

All taco products are subject to inspection at the time of delivery or pick-up. Items that do not meet the specifications, quality standards, or order requirements may be rejected and must be replaced or credited at the vendor’s expense.

Deliveries will be accepted Monday through Saturday during the hours established within this solicitation.

B. Pick-Up Requirements

Authorized AISD staff may elect to pick up orders directly from the awarded vendor’s designated location(s). The vendor shall ensure that all pick-up orders are prepared, packaged, and ready at the confirmed pick-up time provided at the time the order is placed.

If the vendor anticipates any delay or change to the confirmed pick-up time, advance written or electronic notice must be provided immediately to the ordering campus or department. Repeated failure to have orders ready at the scheduled time may result in corrective action, up to and including removal from the approved vendor list.

The vendor is responsible for ensuring that all products provided for pick-up are accurate, properly packaged, and in good condition at the time they are released to AISD personnel.

Incorrect, incomplete, or substandard orders must be replaced or credited at the vendor’s expense.

AISD employees picking up orders will provide appropriate identification if requested. The vendor must issue a receipt at pick-up that reflects the items provided and any applicable charges.

Pick-up orders may be scheduled Monday through Saturday during the vendor’s standard business hours or as otherwise agreed upon with AISD.

5. ADDENDA

Biders 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 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.

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

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 taco products, delivery services, and optional pick-up options for districtwide use, including but not limited to:

● Campus events and celebrations

● Staff meetings, training, and Professional Development days

● Student activities and engagement events

● Departmental gatherings or approved functions

The vendor shall:

1. Prepare and package taco orders in accordance with industry food safety standards.

Previously prepared or frozen food will not be accepted.

2. Deliver taco orders to AISD campuses and departments within designated delivery windows, if requested.

3. Provide pick-up service options at designated vendor locations.

4. Maintain communication with AISD campuses regarding order confirmation, delays, or service issues.

5. Ensure order accuracy and provide replacement or credit for incorrect or defective items.

6. Honor pricing, delivery, and service commitments established in the awarded contract.

A. Technical Specifications

Taco products offered must meet the following minimum specifications:

1. Product Requirements

● Standard soft flour tortilla (corn optional) sizes (e.g., 6”, 8” or vendor’s standard size)

● Available options: breakfast, lunch (optional) and dinner (optional)

● Specialty tacos (optional, e.g., vegetarian, gluten free, vegan, etc.)

● Consistent portioning and product quality

● Properly boxed and packaged for transport

● Clear allergen and ingredient information upon request

2. Safety Requirements

● Compliance with all applicable local and state health regulations

● Food kept at safe temperatures during preparation and delivery

● Valid food-handler and food establishment permits as required

3. Delivery Requirements

● If vendor offers delivery, they must have the ability to deliver to all AISD campuses if delivery is selected (See Attachment B - Austin ISD District Map)

● Delivery windows between 7:00 AM and 6:00 PM, Monday–Saturday

● Minimum 95% on-time delivery performance

● Delivery documentation provided at drop-off

4. Pick-Up Requirements

● Orders available at the designated vendor location

● Orders prepared and ready at the scheduled pick-up time

● Receipts provided at pick-up

B. Fulfillment Requirements

1. Delivery Requirements If a vendor offers delivery services, deliveries shall be made in accordance with the delivery date and time confirmed at the time the order is placed. If no specific delivery time is requested by the campus or department, the vendor shall provide the earliest reasonable delivery time that can be assured based on operational capacity.

If the vendor anticipates any delay, advance written or electronic notice must be provided to the AISD Contracts and Procurement Services Department and the ordering campus.

The District may consider reasonable extensions when communicated proactively;

however, repeated failures to meet confirmed delivery times may result in corrective action, up to and including removal from the approved vendor list.

The vendor is fully responsible for ensuring that all delivered products arrive accurately, on time, and in good condition. Delays in delivery, product replacement, or order correction shall not be contingent upon any third-party reimbursement or adjustment.

All taco products are subject to inspection at the time of delivery or pick-up. Items that do not meet the specifications, quality standards, or order requirements may be rejected and must be replaced or credited at the vendor’s expense.

Deliveries will be accepted Monday through Saturday during the hours established within this solicitation.

2. Pick-Up Requirements Authorized AISD staff may elect to pick up orders directly from the awarded vendor’s designated location(s). The vendor shall ensure that all pick-up orders are prepared, packaged, and ready at the confirmed pick-up time provided at the time the order is placed.

If the vendor anticipates any delay or change to the confirmed pick-up time, advance written or electronic notice must be provided immediately to the ordering campus or department. Repeated failure to have orders ready at the scheduled time may result in corrective action, up to and including removal from the approved vendor list.

The vendor is responsible for ensuring that all products provided for pick-up are accurate, properly packaged, and in good condition at the time they are released to AISD personnel.

Incorrect, incomplete, or substandard orders must be replaced or credited at the vendor’s expense.

AISD employees picking up orders will provide appropriate identification if requested.

The vendor must issue a receipt at pick-up that reflects the items provided and any applicable charges.

Pick-up orders may be scheduled Monday through Saturday during the vendor’s standard business hours or as otherwise agreed upon with AISD.

C. Pricing Requirements Bidders must provide firm, fixed pricing for all taco products and service options offered under this solicitation. Unit prices must be entered for each item on the Bid Pricing Form, along with the extended total based on estimated quantities provided for evaluation purposes.

● Product Pricing:

Prices must include all costs associated with preparation, packaging, and standard service.

● Delivery Fees:

If the vendor charges a delivery fee, it must be listed on the questionnaire.. Delivery minimums or tiered fees must also be disclosed.

● Pick-Up Orders:

Any discounts or differential pricing for pick-up orders must be identified.

● Additional Items:

Optional products (e.g., sauces, sides, drinks) may be included but must be priced separately.

● Price Adjustment:

Prices must remain firm for the initial contract term. Any request for price adjustment at renewal must be supported with market documentation (e.g., CPI Food Away From Home, ingredient cost indices) and is subject to District approval.

● Tips:

Austin ISD does not pay tips, so any fees for drivers should be incorporated in the unit price.

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

I.INTRODUCTION