Solicitation Process

Bid openings are held in public at the location specified in the bid documents. Opened bids are reviewed by the Procurement Specialist and the originating department, and a recommendation for award is made based on the criteria established by the State and based on requirements specifically enumerated in the bid documents. Contract awards are made by the Board of Trustees at their monthly meetings, which are held on the fourth Monday of each month. Board meetings are held at 4000 S. I-H 35 Frontage Rd., Austin, TX 78704. For the purchase of goods valued between $3,500 and $50,000, the District utilizes quotes received from several vendors. Written, faxed or emailed quotes are preferred.

All contracts that exceed $50,000 in the aggregate within a one-year period are released for competition among interested vendors using one of several bidding methods authorized by the state.

To view a list of current bid opportunities, please review Bid Opportunities and RFPs.

IFB: Invitation for Bids
RFP: Request for Proposal
CSP: Conservation Stewardship Program
COOPS: Co-op Purchase Contract

Bids

Bid openings are open to the public and occur at the Contract and Procurement Services office. Bid openings are read aloud and include bidder names, products offered and unit prices.

A preliminary tabulation of bids will be posted to our website within ten (10) business days of the bid opening. This preliminary tabulation is not an indication of award, it is to provide data for vendors to compare their prices and products to other bidders.

Public notice of the recommendation for award is made by posting the agenda for Board meetings. Board meeting agendas are available to the public through BoardDocs the Friday preceding the meeting at 5:00 pm.

An official notice of award will be issued to awarded vendors within three (3) business days of the Board meeting.

Request For Proposal

RFP openings are open to the public and occur at the Contract and Procurement Services office. RFP openings are read aloud and include bidder names and addresses only. Content of proposals is not available to the public until after the Board meeting and an award has been made.

A list of proposer names will be posted to BidSync within three (3) business days of the RFP opening.

An official notice of award will be issued to awarded vendors within three business days of the Board meeting.

Central Texas Purchasing Alliance

The CTPA is a purchasing alliance created specifically for Texas school districts. It allows local school districts to share purchasing information and contracts. While CTPA was founded by central Texas districts, members from across the state are now included.

AISD Invitation for Bids (IFB) and Request for Proposals (RFP) will ask vendors to complete the Central Texas Purchasing Alliance Adoption Clause. This allows vendors to accept or decline the authorization for their contract to be used by other members of the CTPA.

For more information and for a list of CTPA members please visit the Central Texas Purchasing Alliance website.

Accounts Payables – Payment Process

Invoices

Invoices for products and services delivered to the District should be submitted to:
AISD Finance Office
4000 S. I-H 35 Frontage Rd., Austin, TX 78704
Or via email to: AP_Invoices@austinisd.org
Any questions concerning invoices should be directed to Accounts Payable at 512-414-2362.