Invitation for Bid (IFB) 26IFB063 Districtwide Urgent Roof Repairs

Date Event April 20, 2026 April 24, 2026 Dates of public notice

April 28, 2026 Pre-Bid Meeting at 10:00 am

April 30, 2026 Due date for questions by 5:00 pm

May 6, 2026 Questions and answers posted in AISD Bonfire Portal

May 12, 2026 IFB opening / due date at 2:00 pm CST

September 2026 Anticipated Board date

Contact Person:

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

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

● This Invitation for Bid (IFB) is issued in accordance with Texas Education Code 44.031.

● 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://chatgpt.com/c/69d51daa-cbec-832e-b14b-d95f508ee869#:~:text=Add%20statute%20reference%3A-,This%20Invitation%20for%20Bid%20(IFB)%20is%20issued%20in%20accordance%20with%20Texas%20Education%20Code%2044.031.,-%F0%9F%94%A7%20Standardize%3A

Austin ISD – Invitation for Bid 26IFB063 Districtwide Urgent Roof Repairs

VIRTUAL PRE-BID MEETING

A virtual Pre-Bid opening for this solicitation will take place on Tuesday April 28, 2026, at 10:00 am via the Google Meet Platform

Virtual Pre-Bid Opening Details:

Video call link: https://meet.google.com/umy-byhn-yoj Or dial: (US) +1 240-650-3216

PIN: 193 483 951#

VIRTUAL BID OPENING

A virtual bid opening for this solicitation will take place on Tuesday May 12, 2026, at 2:15 pm via the Google Meet Platform

Virtual Bid Opening Details:

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

+1 774-701-0365

PIN: 614 128 416#

https://meet.google.com/umy-byhn-yoj 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

● 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 WITH BID SUBMISSION

● Bid Form

● Bid Certification

● Notification of Criminal History of Contractor

● Debarment, Suspension and Ineligibility Certification

REQUIRED UPON AWARD (if applicable):

● Form W-9

● Strategic Partner Profile

● Conflict of Interest Questionnaire (CIQ), as required by law

● EDGAR Certification (for federally funded contracts only)

Submitting the Bid

● 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 Instructions to Bidders

Section III Term

Section IV Initial Review of Bids

Section V Scope of Services

Section VI Bid Format

Section VII Appendices and Attachments

I. INTRODUCTION

The Austin Independent School District (hereinafter referred to as “AISD” or the “District”) is soliciting bids from qualified and experienced firms to establish on-call, urgent roof repair services at District facilities. The scope of work includes, but is not limited to, repairs to roofs on portable classrooms, low-slope roofing systems (built-up roofing (BUR), modified bitumen, and single-ply membrane), and steep-slope roofing systems (metal standing seam and shingle roofs) across AISD properties district-wide.

Bidders shall submit all questions through the AISD Bonfire Portal by the deadline specified.

Responses and addenda will be posted in the 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. A contract will be formed only upon execution by both parties and approval, if required.

Austin ISD is subject to the Texas Public Information Act. All documents submitted as part of the Contractor’s bid 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, bids may be subject to release as public information. If a Bidder believes that its bid 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 Bid 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. This solicitation does not commit the District to award a contract or to pay any costs incurred in the preparation of a response.

This contract may be funded in whole or in part with federal funds. Accordingly, federal requirements, including those under 2 CFR Part 200, may apply. The District reserves the right to incorporate all applicable federal provisions into any resulting contract.

II. INSTRUCTIONS TO BIDDERS

A. GENERAL REQUIREMENTS

Bidders shall review the entire solicitation and submit a complete and accurate bid. Failure to provide all required information may result in the bid being deemed non-responsive. Award will be made in accordance with the terms and conditions of this solicitation and applicable law. No post-bid negotiations will be conducted that would materially alter pricing or scope.

B. BONDING REQUIREMENTS

Payment and Performance Bonds may be required for individual projects, particularly those exceeding statutory thresholds or as determined by the District. When required, the Contractor shall provide bonds in the full amount of the project prior to commencement of work. The cost of bonds shall be included in the Contractor’s pricing or proposed separately.

C. BID SUBMISSION

Bids must be submitted through the AISD Bonfire Portal by the date and time specified in this solicitation. Late submissions will not be accepted.

Bidders are responsible for ensuring that all required documents, forms, and pricing are completed, properly executed, and uploaded prior to the submission deadline. Failure to submit complete information may result in the bid being deemed non-responsive.

All bids must be submitted in the format specified in this solicitation. Documents requiring a signature must be signed and included in the submission.

Bid amendments or revisions must be submitted through the AISD Bonfire Portal prior to the bid opening date and time. Late revisions will not be accepted.

By submitting a bid, the bidder certifies that the firm and its principals are not debarred, suspended, or otherwise excluded from participation in federal, state, or local procurement processes and agrees to notify the District of any changes in status prior to award.

All bids must be complete, accurate, and free of material errors. Submissions containing omissions or inaccuracies may be deemed non-responsive.

Requests for withdrawal due to documented clerical or mechanical error may be considered at the District’s discretion.

D. QUESTIONS AND ADDENDA

Bidders seeking clarification must submit all questions through the AISD Bonfire Portal by the deadline specified in this solicitation. Responses to questions and any addenda will be posted in the Bonfire Portal. Bidders are responsible for reviewing all addenda prior to submission of a bid.

E. NO CONTACT PERIOD

From the date of issuance of this solicitation until contract award, bidders shall not contact any AISD Board Member, employee, or representative regarding this solicitation except through the designated procurement contact. Violation may result in disqualification.

F. PRICING REQUIREMENTS

All pricing submitted shall be firm and fixed for the term of the contract unless otherwise specified. Pricing must include all labor, materials, equipment, fees, and any other costs necessary to perform the work. Pricing shall represent the maximum (ceiling) rate unless otherwise specified.

G. BID VALIDITY

Bids shall remain valid for a period of 120 days from the bid opening date.

H. Federal Funding Requirements (If Applicable)

The District may utilize federal funds for purchases under any resulting contract. When federal funds are used, the awarded vendor(s) shall comply with all applicable federal laws, regulations, and requirements, including but not limited to 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards).

The District reserves the right to incorporate all required federal provisions, including those set forth in the Federal Funding Compliance Addendum, into the contract at the time of award or at any point during the contract term.

I. RIGHTS RESERVED

The District reserves the right to reject any or all bids, waive minor informalities, accept any bid deemed to be in the best interest of the District, award to one or multiple vendors, and cancel this solicitation at any time.

J. 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 reserves the right to award to multiple vendors to establish a pool of qualified contractors to ensure adequate coverage and response capacity.

Vendors may be ranked based on total evaluated bid pricing; however, the District reserves the right to utilize any awarded vendor within the pool based on availability, response time, 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.

Awarded vendor(s) may be required to execute additional certifications or documentation to ensure compliance with applicable funding requirements, including federal grant provisions.

K. 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 Form in Bonfire Portal

● Bid Certification Form

● 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)

III. 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.

IV. INITIAL REVIEW OF BIDS

Bids will be reviewed for responsiveness and responsibility. Bids determined to be non-responsive or submitted by non-responsible bidders will not be considered for award. Bidder shall be in good standing with the Texas Comptroller and not be debarred or otherwise ineligible to do business with the State of Texas.

V. SCOPE OF SERVICES

The contractor shall provide all labor, materials, equipment, supervision, and incidentals necessary to perform the services described herein.

Establish on-call, urgent roof repair services at District facilities. The scope of work includes, but is not limited to, repairs to roofs on portable classrooms, low-slope roofing systems (built-up roofing (BUR), modified bitumen, and single-ply membrane), and steep-slope roofing systems (metal standing seam and shingle roofs) across AISD properties district-wide.

The Contractor shall provide on-call urgent roof repair services, including response to leaks, storm damage, and other emergency conditions. Response time for emergency repairs shall be within a timeframe specified by the District based on urgency, with immediate response expected for critical conditions such as active leaks or safety hazards. All work shall be performed in a manner that minimizes disruption to District operations. The District will classify requests as emergency or https://www.austinisd.org/cp/ciq-online https://www.austinisd.org/cp/ciq-online http://www.irs.gov non-emergency based on operational impact. Contractors shall coordinate all work with District personnel and adhere to site access and safety requirements. Work will be assigned on an as-needed basis and is not guaranteed to any single vendor.

1. VENDOR REQUIREMENTS

a. Required Experience

i. The Vendor shall demonstrate experience in providing on-call roof repair services, including response to leaks and storm-related damage. The District may consider demonstrated experience performing similar services for public entities, including school districts. Vendors with a designated repair division or dedicated service crew are preferred. The Contractor shall ensure all work is performed in a safe, clean, and professional manner in accordance with applicable codes and standards.

ii. The Vendor shall have a minimum of five (5) years of demonstrated experience in the repair of commercial roofing systems. Experience shall include, but is not limited to, low-slope roofing systems, metal roofing systems, composition shingle roofing systems, and associated components, including metal roof flashings.

2. FULFILLMENT REQUIREMENTS

i. The Contractor must respond to assigned repair requests within a timeframe specified by the District, based on the urgency of the request.

ii. The Contractor shall guarantee all work performed against defects in workmanship and materials in accordance with industry standards. The Contractor shall promptly correct, at no cost to the District, any deficiencies resulting from faulty workmanship or materials identified within a reasonable period after completion.Warranty requirements may be further defined at the time of individual work assignments.

VI. BID FORMAT

Bidders shall complete and submit the Bid Pricing Sheet through the Bonfire Portal. All required fields must be completed. Vendors must also complete Attachment A – Vendor Questionnaire and disclose any additional pricing or fees not included in the Bid Pricing Sheet. If additional space is required, bidders may attach supplemental documentation.

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

▪ Appendix 2 - Austin ISD Policy and Provisions REVISION 1-10-20

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

▪ Bid Certification

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension and Ineligibility Certification

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

▪ Strategic Partner Profile

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission

▪ Form W-9