ESBD_44301

Request for Proposal (RFP)

For

Food Truck Services for ACC General Assembly Event

Solicitation Number 961-25-256-00-S-JG-RFP Date of Release: (August 4, 2025)

National Institute of Governmental Purchasing (NIGP) Commodity Class-Item Codes: 961-15, 961-19

Austin Community College District (ACC) Procure to Pay Department

6101 Highland Campus Drive, Bldg. 3000, Suite 3.3210 Austin, Texas 78752

This is a PDF version of the official solicitation for viewing purposes only.

All interested respondents may view the solicitation document in its entirety, and may submit a proposal response via Workday Strategic Sourcing (WSS) at the following link:

https://us.workdayspend.com/rfps/public/956557 https://us.workdayspend.com/rfps/public/956557

Food Truck Services for ACC General Assembly Event Solicitation Number 961-25-256-00-S-JG-RFP

ARTICLE 1 - General Overview and Executive Summary

AUSTIN COMMUNITY COLLEGE (ACC) DISTRICT is soliciting Requests for Proposals (RFPs) from qualified and interested Mobile Kitchens for ACC's General Assembly Event on Friday, September 26, 2025 in accordance with Food Truck Services for ACC General Assembly Event #961-25-

256-00-S-JG-RFP.

ACC Administration is responsible for the following responsibilities with respect to the selection of service providers for the proposed services.

• Serve as the primary/first contact with all external professionals who may be contracted for these projects;

• Develop and publicize scope of solicitation and evaluation criteria for selection of Food Truck Services for ACC General Assembly Event;

• Submit rankings of respondents to the solicitation evaluation committee for evaluation selection and approval; and

• Serve as contact and in oversight role throughout the procurement process.

Selection Process – The RFP is a one-step process for selecting a qualified Mobile Food Kitchens for:

• Food Truck Services for ACC General Assembly Event (Friday, September 26, 2025)

ARTICLE 1.1 Authority

ACC is soliciting the proposed services listed herein under Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f) and ACC’s Board Policy CF (Local).

ARTICLE 1.2 College Information

Austin Community College District (ACC) is a public community college system serving the Austin, Texas metropolitan area and surrounding Central Texas communities. ACC was founded in 1972 as part of the Austin Independent School District and began offering classes in fall semester 1973. ACC is one of the largest community college systems in Texas and in the United States. The college maintains 11 campuses, 2 centers, and distance learning options to serve about 70,000 students annually in academic, workforce, continuing education and adult education programs. ACC offers associate degrees and career/technical certificate programs in more than 100 areas of study as well as four bachelor’s degree programs. Most courses taken within the District are meant to apply to associate degrees, which help students qualify for jobs or can be transferred to four-year institutions. The College’s legislatively designated service area encompasses six counties: Bastrop, Blanco, Caldwell, Hays, Travis, and Williamson.

The College is primarily supported by ad valorem taxes, tuition and state appropriations. ACC’s website is at http://www.austincc.edu.

Historical and demographic information about ACC can be viewed by accessing the link below to the ACC Fact Book: http://www.austincc.edu/oiepub/pubs/factbook/index.html.

ARTICLE 1.3 Point of Contact Information http://www.austincc.edu/ http://www.austincc.edu/oiepub/pubs/factbook/index.html

All requests, questions or other communication about this solicitation shall be made in writing to the ACC Procure to Pay (P2P) Department addressed to person listed below:

• Name: John Gross

• Title: Buyer, ACC P2P Department

• Address: 6101 Highland Campus Drive, Austin, TX 78752

• Phone: (512) 223-1329

• E-Mail: john.gross@austincc.edu

ARTICLE 1.4 Prohibited Communication

On issuance of this solicitation, except for the written questions and requests for clarification described in the solicitation, ACC, its representative(s), or partners will not answer any questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s).

Attempts by potential respondents to ask questions by phone, email, or in person of other representatives other than the point of contact for this solicitation will not be allowed or recognized as valid. Respondents shall rely only on written statements issued by or through the College's designated staff as provided in this solicitation.

Prohibited communication includes any attempts to contact or notify any ACC agent (see Exhibit C-1) during the procurement process and prior to award of the resulting contract.

This restriction does not preclude discussions between affected parties to conduct business unrelated to this solicitation.

Failure to comply with these requirements may result in disqualification of respondent's proposal.

ARTICLE 1.5 Clarifications

Respondents must notify the Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission or other error in the solicitation in the manner and by the deadline for submitting questions.

If a respondent fails to timely and adequately notify the point of contact of such issues, the respondent submits its proposals at its own risk, and if awarded a contract:

1. shall have waived any claim of error or ambiguity in the solicitation and any resulting contract,

2. shall not contest the interpretation by the College of such provision(s), and,

3. shall not be entitled to additional compensation, relief, or time by reason of ambiguity, error, or later correction.

ARTICLE 1.6 Questions and Responses

Questions or comments concerning this solicitation must be submitted in writing to the ACC’s Point of Contact, by no later than the date and time indicated in Procurement Schedule of Events.

Responses to questions or other written requests for clarification will be communicated via an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. ACC reserves the right to amend answers before the deadline of the solicitation’s responses. It is the respondent's responsibility to contact the Point of Contact for updated responses.

ACC also reserves the right to determine or decline to answer any question or questions or to provide a single consolidated response of all matters they choose to respond in any manner at the sole discretion of the College. If ACC, in its sole discretion, determines that questions necessitate a change to this solicitation, the change will be reduced to writing in the form of an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable.

ARTICLE 1.7 Procurement Schedule

The following table documents identify the critical pre-award events for the solicitation.

Procurement Schedule Event Dates Solicitation Release Date August 4, 2025 Solicitation Conference: 9:00 A.M. Central Standard Time (CST) August 12, 2025 Site Visit (Immediately Following Solicitation Conference) August 12, 2025 Deadline for Questions August 13, 2025 Issuance of Addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. August 14, 2025

Withdrawal of Solicitation (Same date as the due date/closing): 12:00 p.m., CST August 22, 2025

Solicitation Response Due Date/Closing Date: 12:00 p.m., CST August 22, 2025 Contract Award September 5, 2025 Contract Start Date (Date of General Assembly 2025) September 26, 2025

Note: The dates identified are a tentative schedule of events. ACC reserves the right to modify these dates at any time upon notice and at the discretion of ACC, which will be posted to its website, via addenda

ARTICLE 1.8 Solicitation Conference

ACC will host an optional Solicitation Conference on Tuesday, August 12, 2025 at 9:00 a.m., CST.

in Room HLC 3.2152 of the Highland Campus Building 3000, located at 6101 Highland Campus Drive, Austin, TX 78752. (Room Number subject to change).

ARTICLE 1.9 Site Visits

ACC will host a site-visit in regards to this project on Tuesday, August 12, 2025 (immediately following the Solicitation Conference).

All interested and potential respondents are highly encouraged to attend at least one (1) of the site visits to ensure the successful submission of proposals that meet all requirements of the solicitation, specifications, and drawing.

Respondents may email questions for the conference to the Point of Contact (see Section 1.3) no later than five (5) days before the conference. ACC will allow respondents to submit written questions at the conference.

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the sole point of contact identified in the solicitation at least 72 hours before the meeting so appropriate arrangements can be made.

ACC will attempt to respond to questions at the conference, but responses are not official until posted in the official format on ACC’s website. ACC reserves the right to amend answers before to the proposal submission deadline.

ARTICLE 2 - PROJECT OVERVIEW

ARTICLE 2.1 Mission Statement and Objective

The primary mission of ACC’s P2P Department is to acquire the highest quality services in a timely manner while ensuring the best value to ACC, and to assure that the procurement function is conducted for effective college operations and in accordance with applicable Federal and State laws, and ACC policies.

ARTICLE 2.2 Mission Objectives

ACC’s objective of this solicitation is to secure multiple food truck vendors to serve approximately two thousand (2,000) ACC Employees within a ninety (90) minute time period to provide lunch combination menu options solely for ACC employees, staff, and faculty, for the College's General Assembly Event on Friday, September 26, 2025 at ACC's Highland Campus (HLC), 6101 Highland Campus Drive, Austin, TX 78752. Selected respondents shall provide mobile food services in a safe and professional manner at the designated staging area and set-up locations within HLC Campus. All successfully awarded mobile food truck vendors must be able to serve between one hundred fifty (150) to two hundred fifty (250) lunch combinations within the allotted 90-minute time period, therefore efficiency and planning are of the utmost importance to the success of the event.

ARTICLE 2.3 Description of Services/Scope of Work (SOW)/Specifications

ACC's General Assembly Event will host approximately two thousand (2,000) staff, faculty, and administrators in a day-long program. The program includes presentations from administrators, annual award recognitions, and multiple keynote speakers, and the College desires to provide mobile food truck vendors to serve as a fun, efficient, and enjoyable way to serve lunch for ACC's faculty, staff, and employees. Mobile food truck vendors must provide preferred menu options to include multiple lunch combinations, and are required to have a minimum of two (2) or more lunch combinations including a protein, a side and a non-alcoholic beverage. When possible, ACC requests that the respondent shall also provide additional options for vegetarian, gluten-free, and vegan lunch combinations. Exterior spaces will not be equipped with any utilities; therefore, the mobile food kitchen must be fully self-contained and remain mobile at all times. The selected respondents will be responsible for providing mobile food services which must include, but is not limited to, the following:

ARTICLE 2.3.1 Permits and Licenses

The selected respondent(s) is solely responsible for complying with all City of Austin (COA) industry standard food safety policies and procedures. Emphasis shall be on compliance with sanitary storage and preparation, as well as the service of food under COA health and safety regulations.

All respondents must provide proof of the following permit and licensing requirements at time of response to this solicitation. All permits and licenses must be current and valid with proposal submission response; (Reference WSS QUESTIONNAIRE Sections).

1. Mobile Food Vendor Permit;

2. Permit to Operate (City of Austin);

3. Central Preparation Facility (CPF) Certification (when applicable);

4. Certified Food Manager Certificate (for at least one (1) employee); and,

5. Food Handler Certificates (for all food truck employees at event).

Current COA information about proper food safety for all mobile food establishments, such as food trailers, motor vehicles, pushcarts, and kiosks are available at:

https://www.austintexas.gov/department/mobile-food-vendors

ARTICLE 2.3.2 Serving Capacity Requirements

All successfully awarded mobile food truck vendors must be able to serve between one hundred fifty (150) to two hundred fifty (250) lunch combinations within the allotted 90-minute time period, therefore efficiency and planning are of the utmost importance to the success of the event. ACC understands that each mobile food truck vendor may have different serving capacity, therefore, each vendor will be required to provide their serving capacity commitment with their proposal submission response; (Reference WSS QUESTIONNAIRE Sections).

ARTICLE 2.3.3 Manner of Operation

The selected respondent(s) shall provide products and personnel necessary to provide adequate services. The selected respondent(s) shall promote good hygiene, cleanliness and is expected to promote fair and prompt services to all patrons.

ARTICLE 2.3.4 General Assembly Event Date and Hours of Operation Requirements

The General Assembly event will be held on Friday, September 26, 2025. The College will break for lunch beginning at 11:30 a.m. until 1:00 p.m., Central Standard Time (CST), for a total of ninety (90) minutes designated lunch break.

The selected respondent(s) must be available for the following times:

1. Load-in and Staging: 7:00 a.m. to 9:00 a.m., CST

2. Lunch-time is specifically scheduled from 11:30 a.m. to 1:00 p.m., CST

3. Load-out and clean-up: 1:30 p.m. to 3:00 p.m., CST

All respondents must confirm availability for the scheduled General Assembly Event Date:

Friday, September 26th, 2025, and required times for the event; (Reference WSS QUESTIONNAIRE Sections).

ARTICLE 2.3.4.1 General Assembly Event Location and Staging Areas

ACC's Highland Campus (HLC) is located at 6101 Highland Campus Drive, Austin, TX 78752.

A total of three (3) Staging and Set-Up Areas for Food Truck Vendors will be provided and assigned by ACC. Final assignment and locations are subject to change by ACC, however, every effort will be made to ensure adequate notice is provided to the successful vendors, and the overall campus location (HLC) will not change.

https://www.austintexas.gov/department/mobile-food-vendors

ARTICLE 2.3.4.1.1 Staging and Set-Up Area Number One (1)

ACC will provide location assignments for successful vendors at Staging and Set-Up Area Number One (1), located at HLC Campus at the corner of Jonathan Drive and Hage Drive, Austin, Texas, 78752. (Reference Exhibit D - ACC Food Truck Zones ACC Highland Map).

ARTICLE 2.3.4.1.2 Staging and Set-Up Area Number Two (2)

ACC will provide location assignments for successful vendors at Staging and Set-Up Area Number Two (2), located at HLC Campus inside loop of Wilhemina Delco Drive, Austin, Texas, 78752.

(Reference Exhibit D - ACC Food Truck Zones ACC Highland Map).

ARTICLE 2.3.4.1.3 Staging and Set-Up Area Number Three (3)

ACC will provide location assignments for successful vendors at Staging and Set-Up Area Number Three (3), located at HLC Campus St. John Encampment Commons across Wilhelmina Delco Drive at the northeast corner of the HLC South Parking Garage, Austin, Texas, 78752.

(Reference Exhibit D - ACC Food Truck Zones ACC Highland Map).

ARTICLE 2.3.4.1.4 Food Truck Size Limitations

The overall size of the food truck may not exceed a total of twenty-two (22) feet in overall length.

ARTICLE 2.3.5 Menu Option Requirements

ACC would prefer to have multiple lunch combination options.

All respondents are required to have a minimum of two (2) or more lunch combination options that include the following:

1) Lunch protein,

2) Lunch side, and,

3) Non-alcoholic beverage options.

ARTICLE 2.3.5.1 Optional Menu Selections

When available, all respondents are requested to provide additional lunch combination options, including the following, as available:

1) Vegetarian lunch combination (vegetarian protein, side, and non-alcoholic beverage);

2) Gluten-free lunch combination (gluten-free protein, side, and non-alcoholic beverage); and/or,

3) Vegan lunch combination (vegan protein, side, and non-alcoholic beverage).

ARTICLE 2.3.5.2 Lunch Combination Costs

The target cost range for each lunch option should be between $15-$20 per person. The selected respondent(s) menu offering and pricing, including any changes to the menu or pricing must be pre-approved by the ACC Contract Manager. Total costs must be included with proposal submission (Reference ARTICLE 2.5 All Elements of Costs for the Proposed Services and Exhibit F - Pricing Response Sheet, Food Truck Services for ACC General Assembly Event).

ARTICLE 2.3.6 Small-Wares and Cutlery

Small-wares such as plates, cutlery, paper napkins, cups, bowls, ice and condiments for efficient operation of the mobile food services shall be provided by the selected respondent(s) for each transaction at no additional cost.

ARTICLE 2.3.7 Restrictions and Prohibited Activities

The selected respondent(s) understands and agrees that the use, possession, or sale of alcohol or any illicit drugs is strictly prohibited on an ACC Campus and/or ACC Facilities. The selected respondent(s) also understands and agrees the no sale of or advertising of tobacco products is permitted during the performance of a resulting contract. ACC does not permit smoking on ACC premises.

Current COA information about proper food safety for all mobile food establishments, such as food trailers, motor vehicles, pushcarts, and kiosks is available at: https://library.municode.com/tx/austin/codes/code_of_ordinances?nodeId=TIT10PUHESESA_CH10

-6SMPUPL

ARTICLE 2.3.8 Loading, Staging, and Delivery Requirements

The selected respondent(s) shall monitor the movements of products in and out of all locations to avoid any potential conflicts with campus operations and is expected to cover or otherwise protect all food, beverages, food handling, and equipment moved throughout public areas. The selected respondent(s) must adhere to all relevant ACC policies and procedures for loading and unloading of the supplier and their equipment. ACC shall have the right to observe any transaction between the selected respondent and ACC staff involving any sales authorized hereunder for the purpose of determining the quality and quantity of food and beverage offered and the accountability of the receipts received there from.

ARTICLE 2.3.9 Personnel Requirements

On premises management (a Food Service Manager) and additional service personnel are required for a smooth and efficient operation to begin and continue preparation of food and beverage to be served in a timely manner. All personnel shall be employees of the selected respondent and shall not at any time or for any purpose be considered employees or agents at ACC. The selected respondent(s) are expected to comply with all employment laws and practices and must conduct its operations within the requirements of all federal, state, and municipal jurisdictions. The selected respondent shall employ sufficient personnel to provide quality services for the event.

ARTICLE 2.3.9.1 Food Service Manager Requirements

The selected respondent shall designate a Food Service Manager who will be responsible for all daily management decisions. The respondent shall promptly notify the ACC Contract Manager of the name and contact information for each designated Food Service Manager.

ARTICLE 2.3.9.2 Training and Operations Requirements

The selected respondent(s) shall select, employ, train, furnish and deploy the optimum number of service employees who are proficient, productive and courteous to all patrons. At a minimum, each service employee shall be trained to complete necessary food handling and storage techniques and other facility operations training required for proper, safe and courteous mobile food services.

https://library.municode.com/tx/austin/codes/code_of_ordinances?nodeId=TIT10PUHESESA_CH10-6SMPUPL

ARTICLE 2.3.9.3 Food Handler Requirements

The selected respondent(s) must be able to provide evidence of compliance on demand, subject to applicable laws, which includes employee health cards and food handler permits required to meet state and local Health Department requirements.

ARTICLE 2.3.9.4 Uniforms and Appearance Requirements

The selected respondent(s) shall ensure that their employees maintain a professional appearance while performing duties for ACC.

ACC reserves the right to request and have the selected respondent comply with personnel changes to the extent permitted by applicable law.

ARTICLE 2.3.10 Subcontractor and Consultant Requirements

All mobile food service subcontractors and consultants (including independent contractors, suppliers or other entities providing the goods or services) shall be subject to all of the requirements listed herein, including but not limited to the minimum insurance coverages required by ACC.

ARTICLE 2.3.11 Marketing and Advertising Prohibited

The selected respondent shall not advertise services in any manner other than what is approved in advance by the ACC Contract Manager. The respondent shall have no right to use the trademarks, symbols, trade name, or name of ACC, directly or indirectly, in connection with any production, promotion, service, or publication not located with ACC premises without written approval. ACC and the selected respondent will coordinate the marketing of all services when applicable, and as approved in advance and in writing by ACC's Office of College Relations and Marketing (OCRM).

ARTICLE 2.3.11 Signage

Any temporary signage used to display product information and pricing must be maintained in good working condition. All signage must be preapproved by the ACC Contract Manager prior to installation and shall not conflict with any arrangement entered into by ACC.

ARTICLE 2.3.12 Facilities

The selected respondent(s), as an independent business owner/operator, shall use and only occupy the allotted space or spaces (Reference Exhibit D) solely for the purpose of providing mobile food services to ACC and for no other business or purpose except as otherwise approved in writing by the ACC Contract Manager. The selected respondent(s) understand and agree that no office space for management and personnel will be made available on ACC premises.

ACC, through its employees, representatives and contractors shall have continual right to access spaces assigned to the selected respondent(s) to observe the performance of the vendor, to conduct inspections and/or audits and to install, remove, adjust, repair or otherwise handle College responsibilities. ACC agrees that it will make ordinary inspections and undertake other non-emergency activities only at reasonable times, provided, however, that nothing in the Article shall be construed to limit or diminish ACC's right of entry at any time in case of an emergency, as determined by ACC.

Regardless of any inspections or audits performed by ACC, it is the respondent's responsibility to meet or exceed all applicable regulations.

ARTICLE 2.3.13 Equipment

The selected respondent shall provide all equipment needed to support the mobile food service operation. All furniture, appliances, and equipment supplied by the respondent shall remain property of the respondent. The selected respondent shall be responsible for repair and maintenance of all equipment used to perform the duties required. If the respondent desires to install additional equipment, written approval from the ACC Contract Manager must be obtained prior to installation.

ARTICLE 2.3.14 Utilities

The College will not provide access to electrical, gas, heat, water, drainage or any utilities necessary for the mobile food kitchen operations. The selected respondent(s) shall be responsible for providing the utilities required for the execution of service.

ARTICLE 2.3.15 Cleanliness

The selected respondent shall perform all normal custodial duties associated with a food service operation. This shall include, but is not limited to, emptying waste containers during hours of operation and cleaning of food service area floors. All related custodial duties shall be performed as needed to keep a clean appearance. The selected respondents, when applicable, will be responsible for routine sweeping of the designated area.

The selected respondent will be responsible for maintaining a clean, safe and presentable condition at the designated location. ACC shall have the right at any time to inspect operations and to advise the respondent of the existence of any condition which ACC determines to be unsafe, unsanitary or detrimental to the operation of mobile food services. Respondent agrees to correct such conditions promptly after notice.

ARTICLE 2.3.16 Inspections and Audits

ACC may conduct routine or non-routine inspections and audits of all designated locations. These inspections are to gauge compliance with established city, state and federal requirements such as the Texas Food Establishment Regulations, National Fire Protection Association and good safety and health practices as defined by the Department of State Health Services

ARTICLE 2.3.17 Trash Services

ACC is responsible for the bulk removal of trash, recycling, and compostable materials from the designated spaces provided. The selected respondent(s) must maintain and remove the trash, recycling and compostable materials from the designated spaces or other areas by ACC and place in the bulk collection locations. The selected respondent must comply with all laws and ACC policies concerning trash, recycling and composting.

ARTICLE 2.4 All Elements of Costs for the Proposed Services

The cost of the proposed services and all elements of cost offered by all respondents must include, but is not limited to, a minimum of two (2) lunch options, the minimum costs of sales required to secure and guarantee location and services for the General Assembly Event, and a deposit in advance, if applicable. All proposed costs will be considered by ACC in determining the overall best value selection for contract award; (Reference Exhibit F - Pricing Response Sheet, Food Truck Services for ACC General Assembly Event); the EXCEL version must be submitted with proposal submission response.

Respondents shall not include sales taxes with their proposal submission response, and shall not be reimbursed by ACC for sales tax.

ARTICLE 2.4.1 Payment Vouchering System and Final Invoicing Requirements

All awarded vendors must agree to establish and maintain a system of bookkeeping satisfactory to the ACC Contract Manager.

ACC will issue employees/staff/faculty a "General Assembly 2025 Redemption Voucher", one (1) per employee, which will be redeemable for one (1) meal combination. All awarded vendors must collect, total, and turn in the physical redemption vouchers to ACC's Contract Manager prior to departure on the date of the events. Successful vendors must treat the vouchers as cash, vouchers which are not turned in for total meals served may not be billed as final invoice payment against the awarded purchase order contract. This will allow for efficiency of expeditious meal service, and cash, credit, debit cards will not be required and will not be allowed for ACC's General Assembly Event.

Members of the public who are not ACC employees, staff, or faculty will not be allowed to purchase during the General Assembly Event, which is exclusively for ACC.

ARTICLE 2.4.1.1 Inspection of Records

The selected respondent agrees that ACC and any of its authorized representatives may inspect any document, return, data or report filed without any recognized claim of confidentiality.

ARTICLE 2.4.1.2 Sales Tax Exemption

ACC is exempt from federal excise, state and local taxes unless otherwise stated in this document.

ACC claims exemption from all ales and/or use taxes under Texas Tax Code Section 151.309, as amended. To claim the benefit of this exemption for performance of work hereunder, the selected respondent(s) must comply with such procedures as may be prescribed by the State Comptroller of Public Accounts.

Upon request, ACC will furnish a Texas Limited Sales Tax Exemption Certificate.

Respondents shall not include sales taxes with their proposal submission response, and

ARTICLE 3 - SMALL LOCAL BUSINESS ENTERPRISES

ARTICLE 3.1 Small Business Development Program (SBDP)

The Small Business Development Program (SBDP) was established to provide a race- and gender-neutral program for the College to utilize in its efforts to ensure that all segments of its local business community have a reasonable and significant opportunity to participate in contracts.

According to ACC’s Board Policy CF (Local), ACC is committed to maximizing the vitality and robustness of the economy of the College’s service area through enhanced opportunities for the utilization of Small Local Business Enterprises (SLBE) as defined within the SBDP.

Respondents may contact the SBDP Office at SBDP@austincc.edu for assistance or clarification with issues specifically related to ACC Policy, the completion of SLBE forms and related reports, by the terms of the contract, and/or by ACC Policy (See Exhibit B, SBDP Information). The suppliers’ plan will be reviewed to assess the strength of proposed SLBE participation on the respondent’s team and to ensure compliance with SBDP by other firms performing on a project under the respondent’s supervision.

ARTICLE 3.2 SLBE Participation

To confirm the best characterization of your firm, all respondents must complete Exhibit B-1 in Workday Strategic Sourcing (WSS) that confirms their eligibility as a certified SLBE or Historically Underutilized Business (HUB) within ACC's taxing district.

The respondent is required to use its best efforts to assist ACC in achieving this objective by providing maximum opportunities for SLBEs to participate on its team(s) and by using its best efforts to encourage the use of SLBEs by other suppliers and subcontractors whenever possible. Suppliers are required to provide a plan describing their actions to utilize SLBEs in all phases of the contract by completing Exhibit B-2 in WSS.

During the term of the contract, ACC shall regularly monitor SLBE participation to determine if it continues to meet or exceed the provisions specified in the contract. If the selected supplier is deemed not to have made a good faith effort to comply with the requirements of the original solicitation. ACC shall report nonperformance relative to its contracts to the Comptroller per its vendor performance tracking system (VPTS) of the Texas Government Code, Section 2262.055.

ARTICLE 4 - AWARD OF CONTRACT

ACC intends to award one (1) or more purchase order and/or ACC contracts to the qualified respondents whose proposal, conforming to the conditions and requirements of the solicitation, are determined to offer the best value to ACC. ACC, at its discretion, may elect to award one (1) or more contracts for the proposed services. Successful respondents who are issued a purchase order contract may be selected for future events; current pricing via “Work Order Authorization” would be submitted at the appropriate time.

An award shall not be made upon the opening of proposals but at a time soon thereafter as may be necessary to evaluate proposals and to obtain Board of Trustee authorization, if required. The provisions, terms, and conditions of this solicitation shall become a part of any subsequent contractual documents. Failure of the successful respondents to accept this obligation may result in the cancellation of any recommendation to award.

Notwithstanding the above, this solicitation does not commit ACC to contract for any requirements detailed in this document.

ARTICLE 5 - Business Proposal

Please complete the following components of your bid submission included in this digital RFx event:

• WSS Questionnaire

• Pricing worksheet (Exhibit F - Pricing Response Sheet for Food Truck Services for ACC

General Assembly Event) - EXCEL Version

• Required documents:

1. Completed and signed Certification Form (Exhibit A);

2. Completed SBDP Forms (Exhibits B-1, and/or B-2), as applicable;

3. Respondent’s Affidavit of Non-Collusion (Exhibit C-1);

4. Conflict of Interest Questionnaire (Exhibit C-2);

5. Proof of Insurability in accordance with ACC’s Terms and Conditions set forth in this solicitation as:

• Respondent must demonstrate they have the appropriate general liability insurance as set forth in ACC’s Terms and Conditions. Specify the bond, professional liability, or comparable insurance coverage maintained by the company. Certification of bond, when the application must be presented within ten (10) calendar days of notification.

• Respondent must show evidence of possessing Workers’ Compensation Insurance as required by law.

• Verification that the respondent has completed the online Vendor Registration with ACC on their portal link: https://austincc.edu/sbdpvendor and provided supporting documentation including but not limited to IRS W-9, Request for Taxpayer Identification Number and Certification (see www.irs.gov).

6. Provide evidence of licensure by appropriate state board, if applicable.

7. Signed Addendum/Addenda, when applicable.

ARTICLE 6 - Business Proposal Evaluation

Proposals will be evaluated in accordance with Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f), associated with the proposed services (or goods), as follows:

• An evaluation committee will conduct evaluations of the submitted responses.

• Any response that takes exception to any mandatory item(s) in this solicitation process may be rejected and not considered. Any response to the solicitation that does not include a response to all the required information may also be rejected and not considered.

• A notation of “Not applicable” as appropriate will be considered a valid response.

Article 6.1 EVALUATION CRITERIA

ACC will evaluate proposals based on demonstrated competence and qualifications and the fairness and reasonableness of the price. To evaluate these criteria, ACC will consider the following factors:

ACC will evaluate proposals in accordance with the Texas Education Code Section 44.031(b), Texas Government Code Section 2155.074 and ACC’s best value criteria, and in determining to whom to award a contract, the district shall consider the following:

1. Total cost of proposed goods and services (25%);

2. The vendor's successful compliance and submission of all licensing, permits, food handling, and insurance requirements (25%);

3. The vendor's ability to meet the event schedule including all critical milestone requirements (25%); and,

4. The reputation of the vendor and the extent to which the good or services meet ACC's needs (25%).

ARTICLE 6.2 - SLBE Participation for Evaluations

In accordance with ACC’s Board Policy CF (Local), ACC is committed to maximizing the vitality and robustness of the economy of the District’s service area through enhanced opportunities for the utilization of SLBEs as defined within the SBDP.

ACC’s internal goal for SBDP participation is 30% or more for all its contracts. All respondents have the opportunity to participate in the SBDP by maximizing inclusion of SLBEs; and are encouraged to make a good faith effort to assist ACC in achieving this objective through providing maximum opportunities through the use of SLBEs by other vendors, suppliers, professionals, and subcontractors when possible.

In conjunction with the criteria for evaluation, in this section, respondents will have the opportunity to receive percentage points, which are allocated and based on the respondent’s submitted SLBE Participation Plan that will be considered in the selection of the best value respondent for the proposed contract services.

ARTICLE 6.3 - Acceptance of Evaluation Methodology:

By submitting a proposal in response to the solicitation/RFx, the respondent accepts the evaluation process and acknowledges and accepts that determination of the “most qualified” firms/respondents will require subjective judgments by the Owner.

BY SUBMITTING A RESPONSE TO THIS RFx, THE RESPONDENT (OR BIDDER) AGREES THAT

IT WAIVES ANY CLAIMS IT HAS OR MAY HAVE AGAINST ACC, ACC’S EMPLOYEES, OFFICERS,

AGENTS, REPRESENTATIVES AND MEMBERS OF ACC’S GOVERNING BODY, IN CONNECTION

WITH OR ARISING OUT OF THIS RFx INCLUDING THE ADMINISTRATION OF THE RFX, THE

BASIS FOR SELECTION, THE EVALUATION OF THE RESPONSES, THE METHOD USED FOR

SELECTION, AND ANY DISCLOSURE OF INFORMATION REGARDING THE RESPONSES OR

EVALUATIONS. THE SUBMISSION OF QUALIFICATIONS CONSTITUTES THE ACCEPTANCE BY

THE RESPONDENT OF THE EVALUATION TECHNIQUE DESCRIBED IN THIS RFx.

ARTICLE 6.4 - Initial Compliance Screening

ACC will perform an initial screening of all proposals received. Unsigned proposals are subject to rejection without further evaluation. Proposals that do not include all required forms will result in automatic disqualification.

ARTICLE 6.5 - Competitive Range Determinations

ACC may determine that certain proposals are within the competitive range for consideration for negotiation and possible contract award, for proposals that receive the highest or most satisfactory evaluation. ACC may, in the interest of administrative efficiency, place reasonable limits on the number of proposals that will be included in the competitive range.

ARTICLE 6.6 - Site Visits

ACC may, at its sole discretion, request site visits, and/or demonstrations from one or more respondents included in the competitive range. ACC will notify selected respondents of the time and location for these activities and may supply agendas or topics for discussion. ACC reserves the right to ask additional questions during site visits, and/or demonstrations to clarify the scope and content of the written proposal.

The respondent’s site visit, and/or demonstration must substantially represent material included in the written proposal, and should not introduce new concepts or offers unless specifically requested by

ACC.

ARTICLE 6.7 - Best and Final Offers

ACC may, but is not required to, permit proposals to prepare one or more revised offers. For this reason, respondents are encouraged to treat their original proposal, and any revised offers requested by ACC, as best and final offers.

ARTICLE 6.8 - Clarifications with Respondents

ACC may, but is not required to, conduct clarifications with all, some, or none of the respondents included in the competitive range for the purpose of obtaining the best value for ACC. ACC may conduct clarification for the purpose of:

• clarifying proposal’s ambiguities;

• requesting modifications to a proposal; and/or

• obtaining a best and final offer.

ACC may make an award that represents the best value to the College.

ARTICLE 7 - Insurance and Bond Requirements

Successful contractor shall procure and maintain at its own expense the following minimum insurance coverages insuring all services, work activities, and contractual obligations undertaken in this contract.

These insurance policies must be written by insurers acceptable to ACC. Insurance limits for contracts includes:

ARTICLE 7.1 - General Liability Insurance

Covering all duties, services or work to be performed (under the contract); insurance will provide limits of:

• Policy aggregate $2,000,000

• Each occurrence $1,000,000

• Products/completed operations aggregate $1,000,000

• Personal injury liability $1,000,000

• Fire damage liability $50,000

• Medical payments $5,000

• Sexual Molestation noted as not excluded from coverage, limits equal to policy limits.

• Consultant/Professional Liability Insurance limits $1,000,000 occurrence/aggregate (for consultants/services).

• Automobile Liability Insurance, Combined Single Limit $500,000 or as required by law.

ARTICLE 7.2 - Workers’ Compensation Insurance

Providing the statutory benefits for the State of Texas and Employer’s Liability Insurance for all contracts in the amount of:

• Bodily Injury by accident: $500,000

• Bodily Injury by Disease - each person: $500,000

• Bodily Injury by Disease - policy limit: $500,000

ARTICLE 7.3 - An Original Certificate of Insurance

Must be submitted from the insurer/agent prior to the issuance of the Notice to Proceed. The insurance carriers must be acceptable to ACC, generally an AM Best A-IX or better rating. The General Liability and Automobile Liability Certificate of Insurance must name Austin Community College District as an additional insured.

All certificates except Professional Liability shall include a Waiver of Subrogation for coverages.

Vendors must maintain the required limits of insurance as specified in the contract. They must also inform the College of any changes in insurance carriers, policy effective dates, or agents at least 30 days prior to such change, except if the policy is canceled for non-payment of premium, in which case the notice shall be ten (10) days.

ARTICLE 7.3.1

Vendor shall submit a properly endorsed Certificate of Insurance prior to any use of ACC facilities, work performed or services provided by Vendor under this Contract. Vendor must submit the Certificate of Insurance (COI) on an annual basis to ACC’s Office of Risk Management via email at:

• accriskmgmt@austincc.edu.

Insurance carriers must be acceptable to ACC, with generally an AM Best A- IX or better rating.

General Liability and Automobile Liability certificates of insurance must name Austin Community College District as additional insured. All certificates except Professional Liability shall include a Waiver of Subrogation for coverages in favor of Austin Community College District. Notice shall be provided to ACC of any changes in insurance carriers, policy effective dates, or agents to insurance required under this Contract at least 30 days prior to such change, except if the policy is cancelled for non-payment of premium, in which case the notice shall be 10 days.

ARTICLE 7.3.2 [When applicable]

Vendor shall carry Pollution Liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate.

ARTICLE 7.3.3

Vendor shall carry Errors and Omissions insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate.

ARTICLE 7.3.4

Vendor shall carry Sexual Misconduct and Liability insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate. [OR] Vendor shall have coverage that does not exclude Sexual Molestation coverage with limits equal to policy limits.

ARTICLE 7.4 Bonding Requirements

ACC reserves the right to require the respondents to procure one or more performance, fidelity, payment, or other bonds, if during the term of the contract. ACC in its sole discretion determines that there is a business need for such a requirement.

ACC shall bear no financial responsibility for Contractor's insurance or bonding coverage.

mailto:accriskmgmt@austincc.edu

ARTICLE 1 - General Overview and Executive Summary

AUSTIN COMMUNITY COLLEGE (ACC) DISTRICT is soliciting Requests for Proposals (RFPs) from qualified and interested Mobile Kitchens for ACC's General Assembly Event on Friday, September 26, 2025 in accordance with Food Truck Services for ACC General Assembly Event #961-25-

256-00-S-JG-RFP.

ACC Administration is responsible for the following responsibilities with respect to the selection of service providers for the proposed services.

• Serve as the primary/first contact with all external professionals who may be contracted for these projects;

• Develop and publicize scope of solicitation and evaluation criteria for selection of Food Truck Services for ACC General Assembly Event;

• Submit rankings of respondents to the solicitation evaluation committee for evaluation selection and approval; and

• Serve as contact and in oversight role throughout the procurement process.

Selection Process – The RFP is a one-step process for selecting a qualified Mobile Food Kitchens for:

• Food Truck Services for ACC General Assembly Event (Friday, September 26, 2025)

ARTICLE 1.1 Authority

ACC is soliciting the proposed services listed herein under Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f) and ACC’s Board Policy CF (Local).

ARTICLE 1.2 College Information

Austin Community College District (ACC) is a public community college system serving the Austin, Texas metropolitan area and surrounding Central Texas communities. ACC was founded in 1972 as part of the Austin Independent School District and began offering classes in fall semester 1973. ACC is one of the largest community college systems in Texas and in the United States. The college maintains 11 campuses, 2 centers, and distance learning options to serve about 70,000 students annually in academic, workforce, continuing education and adult education programs. ACC offers associate degrees and career/technical certificate programs in more than 100 areas of study as well as four bachelor’s degree programs. Most courses taken within the District are meant to apply to associate degrees, which help students qualify for jobs or can be transferred to four-year institutions. The College’s legislatively designated service area encompasses six counties: Bastrop, Blanco, Caldwell, Hays, Travis, and Williamson.

The College is primarily supported by ad valorem taxes, tuition and state appropriations. ACC’s website is at http://www.austincc.edu.

Historical and demographic information about ACC can be viewed by accessing the link below to the ACC Fact Book: http://www.austincc.edu/oiepub/pubs/factbook/index.html.

ARTICLE 1.3 Point of Contact Information

All requests, questions or other communication about this solicitation shall be made in writing to the ACC Procure to Pay (P2P) Department addressed to person listed below:

• Name: John Gross

• Title: Buyer, ACC P2P Department http://www.austincc.edu/ http://www.austincc.edu/oiepub/pubs/factbook/index.html

• Address: 6101 Highland Campus Drive, Austin, TX 78752

• Phone: (512) 223-1329

• E-Mail: john.gross@austincc.edu

ARTICLE 1.4 Prohibited Communication

On issuance of this solicitation, except for the written questions and requests for clarification described in the solicitation, ACC, its representative(s), or partners will not answer any questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s).

Attempts by potential respondents to ask questions by phone, email, or in person of other representatives other than the point of contact for this solicitation will not be allowed or recognized as valid. Respondents shall rely only on written statements issued by or through the College's designated staff as provided in this solicitation.

Prohibited communication includes any attempts to contact or notify any ACC agent (see Exhibit C-1) during the procurement process and prior to award of the resulting contract.

This restriction does not preclude discussions between affected parties to conduct business unrelated to this solicitation.

Failure to comply with these requirements may result in disqualification of respondent's proposal.

ARTICLE 1.5 Clarifications

Respondents must notify the Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission or other error in the solicitation in the manner and by the deadline for submitting questions.

If a respondent fails to timely and adequately notify the point of contact of such issues, the respondent submits its proposals at its own risk, and if awarded a contract:

1. shall have waived any claim of error or ambiguity in the solicitation and any resulting contract,

2. shall not contest the interpretation by the College of such provision(s), and,

3. shall not be entitled to additional compensation, relief, or time by reason of ambiguity, error, or later correction.

ARTICLE 1.6 Questions and Responses

Questions or comments concerning this solicitation must be submitted in writing to the ACC’s Point of Contact, by no later than the date and time indicated in Procurement Schedule of Events.

Responses to questions or other written requests for clarification will be communicated via an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. ACC reserves the right to amend answers before the deadline of the solicitation’s responses. It is the respondent's responsibility to contact the Point of Contact for updated responses.

ACC also reserves the right to determine or decline to answer any question or questions or to provide a single consolidated response of all matters they choose to respond in any manner at the sole discretion of the College. If ACC, in its sole discretion, determines that questions necessitate a change to this solicitation, the change will be reduced to writing in the form of an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable.

ARTICLE 1.7 Procurement Schedule

The following table documents identify the critical pre-award events for the solicitation.

Procurement Schedule Event Dates Solicitation Release Date August 4, 2025 Solicitation Conference: 9:00 A.M. Central Standard Time (CST) August 12, 2025 Site Visit (Immediately Following Solicitation Conference) August 12, 2025 Deadline for Questions August 13, 2025 Issuance of Addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. August 14, 2025

Withdrawal of Solicitation (Same date as the due date/closing):

12:00 p.m., CST August 22, 2025

Solicitation Response Due Date/Closing Date: 12:00 p.m., CST August 22, 2025 Contract Award September 5, 2025 Contract Start Date (Date of General Assembly 2025) September 26, 2025

Note: The dates identified are a tentative schedule of events. ACC reserves the right to modify these dates at any time upon notice and at the discretion of ACC, which will be posted to its website, via…