Centralized Financial and Athletic Event Management

The Austin Independent School District (AISD) is issuing a Request for Proposals (RFP 26RFP007) for a Centralized Athletic Financial and Event Management system, a service procurement due August 11, 2025, with Board review and approval anticipated in September 2025. The district seeks an experienced vendor to provide a comprehensive electronic payment solution that will streamline financial transactions across its 33 secondary schools, processing approximately 1,300 athletic games annually and an estimated 18,500 financial transactions. The proposed system must support centralized scheduling, tracking, and payment processing for game officials, event support staff, and security personnel, with core capabilities including centralized payment processing to individuals and organizations, W-9 collection and 1099 form issuance, flexible payment timing management, detailed payment history tracking, data privacy assurance, and comprehensive financial reporting. The vendor must demonstrate experience and qualifications in centralized financial management systems for educational athletics. Evaluation will be conducted on a 100-point scale comprising financial proposal (40 points), proposed products (25 points), proposed plan implementation (20 points), and contractor capabilities (15 points). The initial contract term will run from Board award through September 30, 2027, with options for up to three additional one-year renewal periods.

AISD encourages participation from small, local, and minority-owned firms and participates in the Central Texas Purchasing Alliance (CTPA), allowing contract sharing among over 120 public school districts. All vendors must comply with extensive disclosure and certification requirements, including conflict of interest questionnaires, W-9 forms, felony conviction notices, suspension and debarment certifications, Texas Government Code compliance verification, anti-boycott provisions, and Certificate of Interested Parties filings for contracts valued at $100,000 or more. Vendors and their representatives are prohibited from directly contacting board members or district personnel during the restricted contact period, which begins with the RFP issuance and concludes upon contract execution; violations may result in sanctions including five-year bans from future solicitations. No incumbent vendor or specific budget range is identified in the procurement documents, though the scale of operations (1,300 annual games and 18,500 transactions) and contract duration through 2027 with renewal options suggest a substantial service engagement requiring sophisticated payment processing infrastructure and integration capabilities with the district's existing financial systems.