ESBD_459369_1759518183812_1 IFB Trash and Recycling Services.pdf

IFB No. 608-26-91027 Page 1 of 32 Trash and Recycling Services at TxDMV Headquarters

Daniel Avitia, Executive Director

Invitation for Bids for

IFB No. 608-26-91027

NIGP Class/Item Code(s): 910-27; 926-77; 975-37

Anticipated Procurement Schedule - All Times are Central Time

Reference Section 3.1 for further information

Solicitation Posting Date October 3, 2025

Pre-Bid Conference intention to attend October 7, 2025

Pre-Bid Conference (remote) October 9, 2025, at 2:00pm P.M.

Questions or Clarifications Submission Deadline October 10, 2025, at 12:00 P.M.

Responses to Questions or Clarifications through

Solicitation Addendum Tentative Date October 13, 2025

Courtesy Review of HUB Subcontracting Plan (HSP)

Submission Deadline October 15, 2025, at 12:00 P.M.

Bid (Response) Deadline October 17, 2025, at 12:00 P.M.

Anticipated Contract Start Date November 1, 2025

RESPONSES RECEIVED THAT ARE MISSING REQUIRED INFORMATION AND

DOCUMENTATION, UNSIGNED, OR AFTER THE DUE DATE AND TIME STATED HEREIN,

WILL NOT BE EVALUATED

Prepared and Posted by:

Jason Adams, MS, CTCM, CTCD

Texas Department of Motor Vehicles

4000 Jackson Avenue Austin, Texas 78731

Jason.adams@txdmv.gov mailto:Jason.adams@txdmv.gov

IFB No. 608-26-91027 Page 2 of 32

TABLE OF CONTENTS

TABLE OF CONTENTS

1. PURPOSE AND GENERAL OVERVIEW OF SOLICITATION

1.1. PURPOSE

1.2. AGENCY OVERVIEW

1.3. KEY DEFINITIONS

1.4. LEGAL AUTHORITY

2. CONTRACT TERM AND ADMINISTRATION

2.1. CONTRACT TERM

2.2. HISTORICAL MONETARY VALUE

3. ADMINISTRATIVE INFORMATION

3.1. PROCUREMENT SCHEDULE

3.2. SOLE POINT OF CONTACT

3.3. PROHIBITED COMMUNICATION

3.4. EXCEPTION TO SOLE POINT OF CONTACT

3.5. CHANGES, MODIFICATIONS, AND CANCELLATION

3.6. AMBIGUITY, CONFLICT, OR DISCREPANCY

3.7. RESPONDENT SUBMITS A SOLICITATION RESPONSE AT ITS OWN RISK

3.8. SOLICITATION QUESTIONS OR CLARIFICATIONS

3.9. CANCELLATION NOTIFICATION

3.10. WITHDRAWAL OF RESPONSE

4. SCOPE OF WORK

4.1. DESCRIPTION OF SERVICES

4.1.1. LOCATION OF SERVICES

4.1.2. TYPES OF REFUSE AND RECYCLABLE MATERIALS

4.1.3. DUMPSTER SPECIFICATIONS AND SERVICE

4.1.4. REFUSE AND RECYCLABLE MATERIAL COLLECTION, REMOVAL, AND DISPOSAL SERVICES

4.1.5. CONTRACTOR PERFORMANCE

4.1.6. WORK ORDERS

4.1.7. REMOVAL OF DUMPSTERS UPON CONTRACT TERMINATION OR EXPIRATION

4.1.8. TXDMV RESPONSIBILITIES

4.1.9. CONTRACTOR RESPONSIBILITIES

4.1.10. TRAINING AND SAFETY OF CONTRACTOR PERSONNEL

4.1.11. CONTRACTOR EQUIPMENT

4.2. CONTRACTOR UNIFORMS AND IDENTIFICATION, IF APPLICABLE

4.2.1. TELEPHONE SERVICE

4.2.2. 24-HOUR CONTACT

4.2.3. CONTRACTOR PERSONNEL REMOVAL AND REPLACEMENT

5. RESPONSE SUBMISSION REQUIREMENTS

5.1. BUSINESS, TECHNICAL, AND COST REQUIREMENTS

IFB No. 608-26-91027 Page 3 of 32

5.2. HISTORICALLY UNDERUTILIZED BUSINESS SUBCONTRACTING PLAN

5.3 CONFLICTS OF INTEREST AND DISCLOSURE OF INTERESTED PARTIES

5.4 ESCALATION PROTOCOL

5.5 TAXES

5.6 REFERENCES

5.7 TEXAS IDENTIFICATION NUMBER SYSTEM (TINS)

5.8. TXDMV RESPONDENT’S PREFERENCES, AFFIRMATIONS, AND SOLICITATION ACCEPTANCE

5.9. SOLICITATION ADDENDA

5.10. ASSUMPTIONS AND EXCEPTIONS

5.11. OFFER PERIOD

5.12. PUBLIC INFORMATION ACT: RESPONDENT REQUIREMENTS REGARDING DISCLOSURE

5.13. RESPONDENT’S WAIVER – INTELLECTUAL PROPERTY

6. RESPONSE DELIVERY INSTRUCTIONS AND REQUIREMENTS

6.1. ELECTRONIC MAIL SUBMISSION OF RESPONSE

6.2. HAND DELIVERY OR MAIL DELIVERY OF RESPONSE (OPTIONAL)

7. SCREENING OF RESPONSES

7.1. INITIAL COMPLIANCE SCREENING

7.2. MINIMUM EXPERIENCE AND QUALIFICATIONS

7.3. IRREGULARITIES

7.4. RESPONDENT’S PAST PERFORMANCE

7.5. SPECIFIC SCREENING CRITERIA

7.6. REQUIRED PRICING

8. AWARD

8.1. PROTEST PROCEDURES

9. GENERAL TERMS AND CONDITIONS

9.1. NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

9.2. ACCEPTANCE CRITERIA

9.3. DELIVERY DELAYS AND DELIVERABLE COMPLIANCE

9.4. COST ADJUSTMENTS; INCREASES, DECREASES, AND DISCOUNTS

9.5. COSTS INCURRED

9.6. FUTURE CONTRACT DEVELOPMENT

9.7. INSURANCE

9.8. APPLICABLE STATUTES, RULES, AND REGULATIONS

9.9. CASH DISCOUNTS

9.10 CONTRACT SIGNATURE DOCUMENT

10. LIST OF EXHIBITS AND FORMS

IFB No. 608-26-91027 Page 4 of 32

1. PURPOSE AND GENERAL OVERVIEW OF SOLICITATION

1.1. Purpose

The Texas Department of Motor Vehicles (“TxDMV”), for and on behalf of its Finance and Operations

Division, is seeking competitive bids from vendors to provide trash and recycling dumpsters, and collection, removal, and discarding of trash and recyclable materials from the provided dumpsters, at the Camp

Hubbard Complex, TxDMV Headquarters, in Austin, Texas, in accordance with the terms, conditions, and requirements set forth in this Solicitation. The Camp Hubbard Complex is currently under construction, and accordingly, TxDMV anticipates the required trash and recycling Deliverables will evolve as construction progresses.

The Purchasing Section of the Finance and Operations Division (“Purchasing Section”) will administer the procurement process for this Solicitation, which includes Solicitation announcements and publications, vendor communications, receipt of Responses, screening of timely received Responses, and facilitating the evaluation of qualified Responses. The Purchasing Section, in coordination with the TxDMV Office of

General Counsel and the division for whom this Solicitation is being posted, manages the negotiation and execution of the Contract award, through the issuance of Contract documents, that may result from this

Solicitation.

To be considered for award, a Respondent must execute Exhibit A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance, and provide all other required information and documentation as set forth in this Solicitation.

1.2. Agency Overview

TxDMV is a dynamic state of Texas (“State”) agency dedicated to responsive customer service, effective consumer protection, and ensuring the success of motor vehicle-related industries across the State. The department’s mission is “to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services.” This mission is underpinned by a commitment to responsible stewardship of State resources, operational excellence, maintaining accountability, and a focus on customer-centered service. The department’s governing board – composed of nine members appointed by the Governor – oversees policymaking to ensure TxDMV’s activities align with its statutory directives.

Department staff administer key motor vehicle regulatory services for the State, including vehicle registration and titling; vehicle dealer, manufacturer, and distributor licensing; issuance of oversize and overweight permits; oversight of household goods movers; and awarding grants to local law enforcement to reduce vehicle-related crimes. Enforcement and compliance programs investigate consumer protection complaints related to motor vehicle sales, licensing, and advertising and review claims related to the Texas

Lemon Law. Through extensive regulatory and oversight functions, TxDMV plays a vital role in supporting various aspects of Texas’ robust motor vehicle industry, ensuring both consumer protection and efficient service delivery.

For more information about TxDMV operations, please visit https://www.txdmv.gov/.

https://www.txdmv.gov/

IFB No. 608-26-91027 Page 5 of 32

1.3. Key Definitions

In this Solicitation, any Solicitation Response submitted, and any Contract that may result from this

Solicitation, the following terms and acronyms have the definitions set forth below, unless the context clearly indicates otherwise. For additional terms and definitions that may be used within this Solicitation, please refer to Exhibit B, TxDMV Contract Uniform Terms and Conditions with Affirmations. All other terms herein have their ordinary and common meanings.

Term Definition

Addendum

A written revision or clarification to this Solicitation issued by TxDMV and posted to the Electronic State Business Daily. May also be referred to in its plural form as “Addenda.”

Confidential Information

Any information that is proprietary or unique to TxDMV and that is disclosed by TxDMV to the Contractor during the Contract Term, including the following: matters of a technical nature such as processes;

devices; techniques; and data. See also, “Confidential Information” as defined in the TxDMV Contract Uniform Terms and Conditions with

Affirmations.

Contract

The legally enforceable written agreement between TxDMV and

Contractor, which includes the Signature Document (if applicable), Purchase Order, Contract Uniform Terms and Conditions with

Affirmations, this Solicitation, Attachments, Exhibits, Amendments, Purchase Order change notices, Work Orders, Technical Guidance

Letters issued by TxDMV; and any other document that TxDMV, in its sole discretion, determines to be essential to the Contract, and incorporated into and made part of the Contract for all purposes. TxDMV, in its sole and absolute discretion, may issue a Signature Document and/or Purchase Order.

Contractor

The successful Respondent selected by TxDMV to provide the

Deliverables to TxDMV under the Contract that may result from this

Solicitation.

Deliverables

The goods, products, or Services, including all reports and Contract documentation, required to be prepared, developed, provided, or procured by Contractor under the Contract. May also be referred to in its plural form as “Deliverables.”

Effective Date The date upon which the Contract resulting from this Solicitation takes effect, as agreed to by the Parties.

ESBD

The Electronic State Business Daily, an online application administered by the Texas Comptroller of Public Accounts that is used for publishing procurement opportunities that exceed $25,000.00 in total estimated value and providing public notice of contract awards. The ESBD may be currently accessed at: http://www.txsmartbuy.com/esbd.

http://www.txsmartbuy.com/esbd

IFB No. 608-26-91027 Page 6 of 32

Exhibit

The document(s), schedule, specification, or any other material labeled as an “Exhibit” and attached hereto and incorporated by reference and made a part of this Solicitation. Any such Exhibit may, at the sole discretion of TxDMV, be included by reference and made part of any

Contract that may result from this Solicitation, with the same force and effect as if physically attached to and expressly stated within the

Contract. References to an Exhibit is this Solicitation or any resulting

Contract will be deemed to include all terms, conditions, and requirements set forth in such Exhibit. Also known in its plural form as

“Exhibits.”

HUB

A Historically Underutilized Business, as defined by Chapter 2161 of the

Texas Government Code.

HSP

The HUB Subcontracting Plan, the documentation regarding the use of

Subcontractors by a Respondent, which is required to be submitted with all Responses for TxDMV contracts with an expected value of

$100,000.00 or more, where TxDMV has determined subcontracting opportunities are probable pursuant to Section 2161.252 of the Texas

Government Code. The HSP subsequently becomes a provision of any

Contract awarded to a Contractor under this Solicitation, if any, and will be monitored for compliance by TxDMV during the term of the Contract.

Party or Parties TxDMV or Respondent, separately or collectively.

Respondent

The individual, business, or entity that submitted a Response in answer to this Solicitation. The Respondent is responsible for providing all required information, documentation, and certifications as specified in this Solicitation, and their submission constitutes an offer to fulfill the requirements set forth in this Solicitation and associated documents. The term also includes anyone acting on behalf of the individual, business, or entity that submits the Response, such as an employee, authorized representative, agent, officer, director, principal, partner, owner, or any other person or entity authorized to represent or act for the Respondent in connection with this Solicitation.

Response

The bid, proposal, or offer submitted by the Respondent to TxDMV in answer to this Solicitation, including all required and supplemental information, materials, exhibits, and attachments thereto. The Response encompasses every document or item provided as part of the

Respondent’s submission, whether required by this Solicitation or voluntarily included by the Respondent to clarify or enhance its offer.

May also be referred to as “Respondent’s Response,” “Solicitation

Response,” “Response,” or “Bid.”

Solicitation

This Invitation for Bids, along with all documents referenced in or attached to this IFB, and any addenda issued by TxDMV and submitted or posted to the ESBD, soliciting responses for the proposed Deliverables

IFB No. 608-26-91027 Page 7 of 32 set forth herein. The term also includes any documents or communications submitted or issued by TxDMV under which the

Deliverables provided under any Contract that may result from this IFB were initially requested. May also be referred to as “IFB.”

TxDMV

The Texas Department of Motor Vehicles, an administrative agency within the executive branch of the State, established under Chapter 1001 of the Texas Transportation Code. May also be referred to as

“Department” or “Agency.”

Vendor

An individual, business, or entity that supplies goods, products, or services, and may be a potential Respondent to this Solicitation. This term encompasses any party eligible to receive and respond to this

Solicitation, including manufacturers, distributers, suppliers, service providers, contractors, or consultants. A vendor may participate individually or as part of a joint venture or partnership, and may act directly or through authority representatives, agents, or subcontractors during the Solicitation process.

VPTS

The Vendor Performance Tracking System, maintained by the Statewide

Procurement Division of the Texas Comptroller of Public Accounts, is a comprehensive online tool that shares vendor performance information between State agencies and public institutions of higher education.

Additional information regarding VPTS may currently be accessed at:

https://www.txsmartbuy.com/vpts.

Work Order

An individually negotiated document that is executed by both Parties, and which authorizes a project under the Contract, if any, in an indefinite quantity Contract.

1.4. Legal Authority

TxDMV issues this Solicitation under the delegated authority from the Texas Comptroller of Public

Accounts’ Statewide Procurement Division, as outlined in Section 2155.131 of the Texas Government Code and Title 34 of the Texas Administrative Code, Part 1, Chapter 20, Subchapter B, Division 1, § 20.82. Any

Contract that may result from this Solicitation will be awarded in accordance with Chapter 1001 of the

Texas Transportation Code.

2. CONTRACT TERM AND ADMINISTRATION

2.1. Contract Term

The initial term of any Contract that may result from this Solicitation is anticipated to be from the Contract

Effective Date until August 31, 2027, unless extended, renewed, or terminated sooner in accordance with the terms and conditions of the Contract. TxDMV, at its sole discretion, may extend or renew any Contract awarded pursuant to this Solicitation for any period(s) of time, provided the Contract term, including all extensions or renewals, do not exceed five years.

https://www.txsmartbuy.com/vpts

IFB No. 608-26-91027 Page 8 of 32

Following the initial term and any allowable extension or renewal periods, and with at least 30 calendar days advance written notice to the Contractor, TxDMV, in its sole discretion, may extend any Contract that may result from this Solicitation beyond the initial term and all extension or renewal periods, in whole or in part, for up to 12 months or for such time deemed necessary to ensure continuity of service, to process a new solicitation, to secure a new contract, for transitioning to a new vendor, or as otherwise determined by

TxDMV to serve the best interest of the State.

The Respondent, in submitting a Response to this Solicitation, acknowledges and agrees that TxDMV is not responsible for payment of any costs or other amounts incurred by the Contractor before the Effective

Date of any Contract that may result from this Solicitation or after the Contract ceases to be effective.

2.2. Historical Monetary Value

The historical compensation under TxDMV contracts with similar scope and size to this Solicitation has been approximately $20,000.00 per State Fiscal Year. Notwithstanding anything to the contrary in this

Solicitation, TxDMV reserves the absolute right to adjust any projected amount based on United States or

State funding during the term of any Contract resulting from this Solicitation.

3. ADMINISTRATIVE INFORMATION

3.1. Procurement Schedule

The Procurement Schedule documented on the cover page of this Solicitation is tentative. TxDMV reserves the right to modify the Procurement Schedule dates at any time by posting an addendum to the Solicitation.

Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of

TxDMV.

Responses must be received by TxDMV prior to the Bid Deadline as indicated in the Procurement Schedule or as changed via an Addendum. Every Bidder is solely responsible for ensuring its Response is received before the Bid Deadline. TxDMV is not responsible for lost, misdirected, or late Responses.

By submitting a Response, the Bidder represents and warrants that any individual submitting the Response and any related documents on behalf of the Bidder is authorized to do so and to bind the Bidder under any resulting contract.

3.2. Sole Point of Contact

All requests, questions, clarifications, or other communications about this Solicitation must be made in writing only, via email, to TxDMV, addressed to the purchaser listed below (“Sole Point of Contact”).

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office email message. A Respondent seeking to contact the Sole Point of Contact may do so via e-mail to receive any updated contact information.

IFB No. 608-26-91027 Page 9 of 32

Sole Point of Contact

Jason Adams, MS, CTCM, CTCD

Texas Department of Motor Vehicles

Finance and Operations Division – Purchasing Section

4000 Jackson Avenue

Austin, Texas 78731

Jason.adams@txdmv.gov

See also, Subsection 3.4, Exception to Sole Point of Contact, below.

3.3. Prohibited Communication

Except as provided in Subsection 3.2, Sole Point of Contact, and Subsection 3.4, Exception to Sole Point of Contact, Vendors are prohibited from any communication with TxDMV regarding this Solicitation.

TxDMV, its employee(s), representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any Vendor, Respondent, or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondents may rely only on written statements issued by or through TxDMV designated staff as provided by Section 3.8, Solicitation

Questions or Clarifications. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may, in the sole discretion of TxDMV, result in the immediate disqualification of the Respondent’s

Solicitation Response.

3.4. Exception to Sole Point of Contact

If applicable to this Solicitation, the only exceptions to the Sole Point of Contact are as follows:

3.4.1. Respondents with questions relating to the Historically Underutilized Business (“HUB”)

Subcontracting Plan (“HSP”) are permitted to direct those questions to the TxDMV HUB

Program Office at hub@txdmv.gov.

3.4.2. Where it is expressly directed by the Sole Point of Contact that another designated TxDMV representative may speak to the Respondent, such as during Contract negotiations. The

Respondent is required to ensure that communications have been authorized by the Sole

Point of Contact before engaging in such communication. Failure to comply with this requirement may, in the sole discretion of TxDMV, result in the disqualification of the

Respondent’s Solicitation Response.

3.5. Changes, Modifications, and Cancellation

mailto:hub@txdmv.gov

IFB No. 608-26-91027 Page 10 of 32

TxDMV reserves the right to change, amend, or modify this Solicitation prior to the Response Deadline indicated in the Procurement Schedule (cover page). Changes, amendments and modifications will be processed through one or more Addendum(s). The notification for any Addendum will be processed in accordance with Section 5.9, Notification of Addenda or Cancellation Section.

TxDMV reserves the right to cancel this Solicitation at any time. The notice of cancellation will be in accordance with the Notification of Addenda or Cancellation Section.

3.6. Ambiguity, Conflict, or Discrepancy

Respondents must notify the Sole Point of Contact, identified in Section 3.2, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.8, Solicitation Questions or Clarifications.

3.7. Respondent Submits a Solicitation Response at its Own Risk

If Respondent fails to properly and timely notify the Sole Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not: (i) waives any claim of error or ambiguity in the Solicitation and any resulting

Contract; (ii) must not contest the interpretation by TxDMV of such provision(s); and (iii) is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.8. Solicitation Questions or Clarifications

TxDMV will allow written questions and requests for clarification regarding this Solicitation. Inquiries must be submitted by email to the Sole Point of Contact, identified in Subsection 3.2, by the deadline set forth in the Procurement Schedule. Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

TxDMV reserves the right to amend previously posted answers prior to the deadline for submission specified in Subsection 3.1, Procurement Schedule. Any amended answers will be posted on the ESBD. It is the Respondent’s sole responsibility to monitor the ESBD for updates. TxDMV also reserves the right, at its sole discretion, to provide a single consolidated response to all similar questions or requests for clarifications.

All questions and requests for clarification must include the following information:

A. solicitation number;

B. solicitation package reference (page number, section, and exhibit or attachment, if applicable, may also reference procurement library documents in this manner, if applicable);

C. question topic (e.g., Schedule of Events; Exhibit C, Pricing Schedule); and

D. question for TxDMV.

IFB No. 608-26-91027 Page 11 of 32

Additionally, the requestor’s contact information below must be included in the body of the e-mail and submitted with the question(s):

A. Vendor’s name.

B. company representative name, if applicable.

C. phone number; and

D. email address.

Questions or requests for clarification received after the deadline set forth in Subsection 3.1, Procurement

Schedule, may be reviewed by TxDMV, in its sole discretion, but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this Subsection, are binding.

3.9. Cancellation Notification

TxDMV reserves the right to cancel this Solicitation at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this

3.10. Withdrawal of Response

Responses may be withdrawn from consideration or amended at any time prior to the Bid Deadline by submitting a written request by e-mail to the Sole Point of Contact.

The e-mail subject line for withdrawal should contain the Solicitation (IFB) number as indicated on the cover page of this Solicitation. The Bidder is solely responsible for ensuring the email is received by

TxDMV before the Response Deadline. TxDMV is not responsible for lost or misdirected e-mails.

4. SCOPE OF WORK

4.1. Description of Services

Contractor will provide trash dumpsters for collection of non-hazardous refuse, and will provide recycle dumpsters for collection of recyclable organic and non-organic materials (collectively “Dumpsters”), to

TxDMV at the Camp Hubbard Complex (identified below). Contractor will also collect, remove, and properly dispose of/discard the refuse and recyclable materials from the Dumpsters, on a schedule documented in executed Work Order(s).

4.1.1. Location of Services

Contractor will place the Dumpsters, and collect, remove, and dispose of/discard the Refuse and Recyclable

Materials from the (Contractor provided) Dumpsters at the following locations:

• Texas Department of Motor Vehicles, Camp Hubbard Complex o Building #1, 4000 Jackson Avenue, Austin, TX 78731 o Building #2, 3712 Jackson Avenue, Austin, TX 78731

IFB No. 608-26-91027 Page 12 of 32

A map of the Camp Hubbard Complex is included as Exhibit M, Map of Camp Hubbard Complex –

Dumpster Placement, to this Solicitation. Please note that the Camp Hubbard Complex is currently under construction. TxDMV will provide updated maps of the Camp Hubbard Complex, as construction progresses.

4.1.2. Types of Refuse and Recyclable Materials

“Refuse” means the day-to-day accumulations of discarded putrescible and non-putrescible agency waste, which includes, but is not limited to, the following:

A. Food waste and compost;

B. Food packaging and materials associated with food storage and preparation;

C. Housekeeping waste such as cleaning agent packaging and cleaning supplies;

D. Soiled cardboard, boxes, and paper;

E. Plastic and foam-like substances such as food containers, wraps, and bags;

F. Small appliances such as vacuum cleaners, kitchenware, and televisions;

G. Christmas trees and house plants;

H. Non-recyclable plastics and cardboard;

I. Incidental quantities of construction and demolition materials from TxDMV projects;

“Recyclable Materials” means mixed paper, cardboard, recyclable metals and plastics, wood pallets, and other comingled recycling.

4.1.3. Dumpster Specifications and Service

A. Initial Dumpster Provision

i. Contractor will provide the following Dumpsters, in the amounts indicated, within ten (10) calendar days of the Contract Effective Date, for collection of Refuse and Recyclable

Materials (“Initial Dumpsters”):

a. Quantity four (4): eight (8) cubic yard, front loading, dumpsters for collection of Refuse;

and

b. Quantity four (4): (6) cubic yard, front loading, recycle dumpsters for collection of

Recyclable Materials;

c. Quantity one (1): (20) cubic yard, roll-off Dumpster (for both Refuse and Recyclable

Materials).

ii. Dumpster quantities, sizes, styles, and types may be updated throughout the Contract term through the execution of Word Orders (see Subsection 4.1.6 below).

B. Initial Dumpster Placement and Servicing

i. Contractor will place the Initial Dumpsters documented above in Subsection 4.1.3(A) at the locations indicated by red circles documented in Exhibit M, Map of Camp Hubbard

Complex – Dumpster Placement. Contractor will notify TxDMV in advance of Initial

Dumpster placement at the Camp Hubbard Complex to enable TxDMV staff to view, in

IFB No. 608-26-91027 Page 13 of 32 person, the placement of the Initial Dumpsters. To this end, TxDMV and Contractor will coordinate placement of the Dumpsters.

C. Contractor will provide Dumpsters with access lids/doors and latches that function properly. The

Dumpsters must be neat in appearance, and must not leak. Contractor must replace any damaged, defective, leaking, excessively worn, or excessively soiled dumpsters resulting from normal wear and tear and use upon TxDMV request, and at no additional cost to TxDMV, during the Contract term.

D. Contractor will clean Dumpsters on an as needed basis, upon TxDMV request, at no additional expense to TxDMV during the Contract term.

4.1.4. Refuse and Recyclable Material Collection, Removal, and Disposal/Discarding Services

Contractor will collect, remove and properly dispose of any Refuse at appropriate refuse disposal facilities, and discard all Recyclable Materials at appropriate recycle and/or reuse drop-off centers, in compliance with State and federal laws and regulations. After emptying Dumpsters, Contractor must place the Dumpster back in its respective location.

A. Contractor will perform contracted Services under this Solicitation, including any required call-back services, Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m., Central Time

(“Regular Service Hours”). Contractor must not interfere with TxDMV business operations at the

Camp Hubbard Complex while performing Services.

B. Any Services performed outside of Regular Service Hours must be requested and/or approved in writing by the TxDMV Contract Representative.

C. State Holidays. The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. TxDMV does not require Services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the

Contractor. TxDMV requires Services to be performed for “Optional Holidays” or “Skeleton Crew

Required” holidays.

D. To fulfill the required Services, as applicable, the Contractor may perform the Services on a holiday observed by TxDMV at no additional expense to TxDMV.

E. Contractor will comply with the Collection Schedule as documented in Executed Work Order(s)

(see Subsection 4.1.6 below).

F. If Contractor is unable to collect the contents of/empty any specific Dumpster in compliance with the Collection Schedule, due to circumstances beyond its control, Contractor must provide written notice to TxDMV of the reason for this inability and provide photographic and time stamped evidence of any vehicle, object, or debris preventing access to the Dumpster to TxDMV. Upon review, TxDMV will remove the obstruction, and may request a service call to have the Dumpster emptied.

G. If callback is required due to Contractor missing a Dumpster emptying not due to documented obstruction at the pickup location, Dumpster emptying must be complete within eight (8) business hours of the callback.

H. Contractor will report to TxDMV any safety issues it discovers, at the time of service, or as soon as possible thereafter.

https://hr.sao.texas.gov/Holidays

IFB No. 608-26-91027 Page 14 of 32

I. Contractor will be held responsible for any and all damage caused by Contractor personnel to

TxDMV property resulting from Service delivery, and will replace, repair, and make satisfactory restitution for such damages caused by the Contractor.

4.1.5. Contractor Performance

The Contractor shall furnish all labor, materials, tools, equipment, supervision and applicable licenses and permits necessary to perform the Services documented in this Solicitation in a manner that will assist with ensuring the neat, orderly, and professional appearance of the Camp Hubbard Complex. Contractor must not leave any Refuse or Recyclable Material in the Dumpster emptying area caused by Contractor personnel error and/or equipment malfunction.

A. Services Performed

The TxDMV Contract Representative or designee will monitor all Work performed, which will be in accordance with this Contract, and will periodically communicate with the Contractor via telephone or email, and conduct on-site visits to address Contractor performance questions, concerns or progress.

All Services and Deliverables must meet or exceed the required levels of performance specified in this

Contractor will be notified by the TxDMV Contract Representative or designee in writing to correct any service or portion of a service. The Contractor must take immediate action to correct the service or portion of a service at no additional cost to TxDMV. The Contractor must notify the TxDMV Contract

Representative or designee upon completion of the corrective service for TxDMV inspection and acceptance, as applicable.

B. Performance Reporting

The TxDMV Contract Representative is required to report vendor performance for purchases over $25,000 through the Texas Comptroller of Public Accounts (“CPA”) Vendor Performance Tracking System

(“VPTS”). VPTS reporting is required throughout the life of a contract and not just at its conclusion.

TxDMV, at its sole discretion, may submit reports in the VPTS on Contracts under $25,000. The VPTS information and report search may be accessed at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

Performance Notification – Non-Material Deficiency

TxDMV may notify Contractor in writing of specific areas of the Contractor’s performance that fail to meet performance expectations, standards, or schedules, but that, in the determination of TxDMV, do not result in a material deficiency or delay in Service delivery.

C. Performance Issues https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

IFB No. 608-26-91027 Page 15 of 32

The Contractor will correct all performance issues reported by the TxDMV Contract Representative within

48 business hours. If requested by TxDMV, the Contractor will provide a written report detailing the performance issue(s) and resolution. TxDMV’s Contract Representative will report/discuss performance deficiencies with the Contractor and seek to resolve these issues.

4.1.6. Work Orders

As indicated above, the Camp Hubbard Complex is currently under construction, and accordingly, TxDMV’s trash and recycling service requirements are subject to change. Accordingly, TxDMV reserves the right to order Services, and modify Services, via executed Work Orders using Exhibit L, Work Order

Template, including, but not limited to, the following:

A. Dumpster numbers, types, styles, size, frequency of emptying, and location(s) at the Camp Hubbard

Complex;

B. The Camp Hubbard Complex buildings serviced under the Contract based on TxDMV need; and

C. The Dumpster Collection Schedule.

Within 10 (ten) days of the Contract Effective Date, TxDMV may provide a Work Order to Contractor documenting a Dumpster emptying collection schedule (“Collection Schedule”), to include the days and timeframes of the week for emptying the contents of all (Contractor provided) Dumpsters. Work Order(s) documenting the Collection Schedule will include the effective period for the Collection Schedule and any other information pertinent to Contractor for providing trash and recycling services within the scope of this

Contractor must be able to provide one (1) - twenty (20) cubic yard, roll-off dumpster for collection of

Refuse noted in Section 4.1.3. This dumpster, if ordered, will be for on-demand emptying within twenty-four (24) hours of TxDMV written request.

4.1.7. Removal of Dumpsters Upon Contract Termination or Expiration

Upon Contract termination or expiration, Contractor and TxDMV will coordinate Contractor pickup and removal of the Dumpsters in preparation for transition to the successor trash and recycling service provider.

This Dumpster pickup and removal will be at no cost to TxDMV.

4.1.8. TxDMV Responsibilities

TxDMV will provide reasonable access to the TxDMV facility(ies) where Services will be performed.

4.1.9. Contractor Responsibilities

TxDMV will look solely to the Contractor(s) for the performance of all contractual obligations resulting from an award based on this Solicitation. No Contractor will be relieved of its obligations for any nonperformance by its employees or Subcontractors.

IFB No. 608-26-91027 Page 16 of 32

A. The Contractor will furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary to perform the Services and provide the Dumpsters, as required.

B. The Contractor will be responsible for supervision, clean up and proper disposal of any site work waste.

The Contractor will comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, but not limited to, applicable workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

4.1.10. Training and Safety of Contractor Personnel

All Contractor personnel assigned to perform the Services must be trained and experienced in the type of work to be performed under the Contract. Contractor will provide adequate training to all its personnel assigned to perform the Services regarding the roles, responsibilities, and technical aspects of the Work.

The Contractor will only provide and allow trained and qualified personnel to perform the Services under the Contract. The Contractor is required to provide current copies of the completed training and of the license or accreditation certificate related to the training upon request by the TxDMV Contract

Representative. This requirement applies to all Contractor personnel.

The Contractor will be responsible and liable for the safety and health of its personnel while they are performing Work and while on TxDMV property.

Contractor will provide all required safety equipment and instruct its personnel to observe all safety policies, rules and requirements at all times.

Contractor personnel shall report the existence of any unsafe condition(s) to the designated Contractor

Contract Representative and/or TxDMV Contract Representative, as applicable.

4.1.11. Contractor Equipment

Contractor will be responsible for the provision, security, maintenance, loss or damage to its equipment or its Subcontractor’s equipment while on TxDMV property.

TxDMV will not be held responsible for damage to or loss of the Contractor’s or Subcontractor’s equipment while on TxDMV property, while on route to TxDMV or on route from TxDMV’s location.

4.2. Contractor Uniforms and Identification, if applicable

All Contractor and Subcontractor employees or on-site managers are required to be identifiable by uniforms or badges while providing services in or delivering to TxDMV premises.

4.2.1. Telephone Service

IFB No. 608-26-91027 Page 17 of 32

Contractor will have an active telephone service in operation between 8:00 a.m. and 5:00 p.m. Central Time, Monday through Friday, for service calls, unless otherwise stated in the Solicitation.

4.2.2. 24-Hour Contact

Contractor must provide the TxDMV Contract Representative with 24-hour contact information for a minimum of two (2) Contractor personnel so TxDMV may communicate urgent performance issues that require immediate correction or any other issues that may occur. The Contractor’s 24-hour contact must always be available. Any urgent performance issues requiring immediate correction will be followed up in writing by the TxDMV Contract Representative.

4.2.3. Contractor Personnel Removal and Replacement

A. Removal

TxDMV may, in its sole discretion, require removal of any Contractor personnel not performing the

Services in accordance with Contract requirements. Contractor will remove any Contractor personnel, as requested by TxDMV.

B. Replacement

Replacement of Contractor or Subcontractor personnel will be subject to TxDMV review and approval. At the request of TxDMV, the Contractor must replace any Contractor or Subcontractor personnel who are not adequately performing the required Services or who are unable to work effectively with the TxDMV

Contract Representative or other TxDMV staff. The Contractor will provide replacement personnel who have the required qualifications and training as outlined in this Solicitation and resulting Contract. The

Contractor and TxDMV Contract Representative will work together in the event of any such required replacement to prevent disruption in the services or performance schedule and will mutually agree upon the timeline for the replacement.

5. RESPONSE SUBMISSION REQUIREMENTS

TxDMV will select the qualified Response to this IFB that offers the best value to the State, as determined by the information provided in the Response.

5.1. Business, Technical, and Cost Requirements

The Respondent’s IFB Response containing Business, Technical, and Cost Requirements will comply with the following:

5.1.1. Respondent must provide an Executive Summary of the Response (excluding any cost information) asserting the approach and qualifications to meet the IFB requirements. The summary must demonstrate an understanding of TxDMV's goals and objectives for this IFB. The Executive

Summary must represent a full and concise summary of the contents of the Response;

IFB No. 608-26-91027 Page 18 of 32

5.1.2. Respondent’s Response must demonstrate its knowledge and expertise of the best practices for provision of the Services and Deliverables required by this IFB;

5.1.3. Responses must be phrased in terms and language easily understood by non-technical personnel.

This does not prohibit the inclusion of relevant technical appendices;

5.1.4. Any documentation requiring legal review by either Party will be submitted in editable Microsoft

Word or Excel electronic copy, allowing “Track Changes” utilization.

5.1.5. The Respondent must describe its capabilities and approach to each potential Service and

Deliverable, describing the scope of the Service or Deliverable as the Respondent intends to provide

it. A Response that only repeats, acknowledges, or reiterates the requirements of the IFB will be considered non-responsive.

5.1.6. Responses must be submitted in two (2) separate files, in the form of a Business and Technical

Proposal (Business and Technical Requirements combined) and Exhibit C, Pricing Schedule.

5.1.7. The cost proposal (submitted by Exhibit C, Pricing Schedule) must contain, at a minimum, the content detailed in Exhibit C, Pricing Schedule.

5.2. Historically Underutilized Business Subcontracting Plan

Respondent must submit a Histrionically Underutilized Business (“HUB”) Subcontracting Plan (“HSP”) in accordance with this Section 5. The HSP should be labeled: “HUB Subcontracting Plan (HSP),” and include all supporting documentation in accordance with Exhibit H, Histrionically Underutilized

Business Subcontracting Plan Instructions and the HSP.

Note: The HSP is a pass/fail requirement. Responses that do not include a completed HSP prepared in accordance with 34 TAC §20.285 shall be rejected and will not be considered.

A courtesy review of Respondent’s completed HSP is optional and is available upon request to assist in providing a compliant and responsive HSP. This courtesy review may only identify possible deficiencies, but a final compliant determination cannot be provided until the Solicitation Response is submitted.

To request a courtesy review, the Respondent must submit its completed HSP including all supporting documentation in a PDF format by e-mail to the TxDMV HUB Program Office by or before the Courtesy

Review of HUB Subcontracting Plan deadline in accordance with the Procurement Schedule.

E-Mail for Courtesy Review: jason.adams@txdmv.gov with a copy to hub@txdmv.gov

E-mail Subject Line: HSP Courtesy Review Request, IFB No. 608-26-91027

Due Date: October 17, 2025, at 12:00 PM Central Time mailto:jason.adams@txdmv.gov mailto:HUB@txdmv.gov

IFB No. 608-26-91027 Page 19 of 32

All HSPs received after the courtesy review deadline referenced above will not be reviewed, processed, or answered. A response regarding the HSP will be provided at least eight business days prior to the deadline for submission deadline for submission specified in Subsection 4.1.6, Procurement Schedule, from the

TxDMV HUB Program Office, allowing enough time to rectify any potential deficiencies for the final HSP submission.

The Respondent’s final fully completed HSP must be submitted with its Solicitation Response by the deadline for submission specified in the Procurement Schedule. Failure to comply with this requirement will result in the disqualification of the Respondent’s Solicitation Response as a material failure to comply with Texas Government Code Section 2161.252(b) of the Texas Government Code.

5.3 Conflicts of Interest and Disclosure of Interested Parties

The Respondent must certify that it does not have any personal or business interests that present a conflict of interest with respect to this Solicitation and any resulting Contract. Respondent must disclose potential conflicts of interest and describe the measures it will take to ensure that there will be no actual conflict of interest and that its fairness, independence, and objectivity will be maintained. Additionally, Respondent is required to complete and return Exhibit D, Respondent’s Disclosure of Potential Conflicts of Interest

Form and provide all information requested on the form. TxDMV will determine to what extent, if any, a potential conflict of interest can be mitigated and managed during the term of the Contract. Failure to identify actual and potential conflicts of interest may result in disqualification of a Solicitation Response or termination of any Contract that may result from this Solicitation.

Please include any activities of affiliated or parent organizations and individuals who may be assigned to the Contract, if any.

Additionally, in accordance with Section 2252.908 of the Texas Government Code, any successful

Respondent awarded a Contract resulting from this Solicitation, valued at $1 million or greater, or necessitating a governing body’s action or vote, is required to file a ‘Certificate of Interested Parties’ form

(Form 1295) with the Texas Ethics Commission (“TEC”). A copy of this form must also be provided to the

Sole Point of Contact, identified in Section 3.2, before the business entity can sign the Contract, unless a

Section 2252.908(c) exemption applies. Detailed rules and filing instructions are available on TEC’s website, currently accessible at: https://www.ethics.state.tx.us/filinginfo/1295/. TxDMV will provide further guidance regarding this requirement to the successful Respondent upon notice of the award.

5.4 Escalation Protocol

Respondent’s Response must include an escalation protocol for TxDMV’s consideration to collaboratively resolve issues encountered during the term of any Contract that may from this Solicitation. The escalation protocol should explain how issues or complaints are prioritized and resolved.

5.5 Taxes

Purchases made for State use are exempt from the State sales tax and federal excise tax. Bidders will not include taxes in their Responses, nor will the successful Bidder include taxes in its invoice(s) associated https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/filinginfo/1295/

IFB No. 608-26-91027 Page 20 of 32 with any Contract that may result from this Solicitation. Excise tax exemption certificates are available from TxDMV upon request.

5.6 References

Respondent must complete and provide Exhibit G, References Form, by documenting three references from similar contracts or projects performed, preferably for State and/or local governments, within the last five years.

5.7 Texas Identification Number System (TINS)

The Bidder must enter its eleven-digit TINS number, full name, and address in the spaces provided in

Exhibit A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance.

5.8. TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance

Bidders must complete, sign, and return Exhibit A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance as part of their Response. Failure to comply with this requirement will disqualify the Response.

5.9. Solicitation Addenda

Addenda for changes, modifications and answers to questions or requests for clarification as well as subsequent Addenda with amended answers to questions or requests for clarifications, will be posted to the

ESBD. Bidders are responsible for checking the ESBD for updates to this Solicitation prior to submitting its Response and the Response Deadline. A Bidder’s failure to check the ESBD does not release it from the requirements of any Addenda nor permit it to increase or withdraw its Response.

A Bidder, when submitting a Response, must acknowledge each Solicitation Addendum, if any, by returning a signed copy of the Addendum with its Response. Failure to comply with this requirement may result in disqualification of the Response.

If a Bidder has submitted its Response prior to an addendum being posted to the ESBD, the Bidder may email the signed addendum to the TxDMV Sole Point of Contact identified in Subsection 3.2 with a copy to purchasing@txdmv.gov before the Response Deadline.

5.10. Assumptions and Exceptions

TxDMV is not permitted to negotiate any Contract that may result from this Solicitation, except as may be allowed in limited circumstances. Additionally, TxDMV cannot grant exceptions or acknowledge assumptions that materially alter the advertised specifications. Respondents should not expect negotiations to be allowed under this Solicitation and acknowledge that any exceptions or assumptions may disqualify their Response.

mailto:purchasing@txdmv.gov

IFB No. 608-26-91027 Page 21 of 32

Respondent is highly encouraged, in lieu of including exceptions in its Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Furthermore, TxDMV must reject any Response that includes exceptions or assumptions that materially change the specifications or requirements of the Solicitation. TxDMV reserves the right to accept or reject any exceptions, assumptions, or additions. Any exceptions, assumptions, or additions to the terms, conditions, or specifications contained in this Solicitation, including all attachments thereto, by a

Respondent and submitted with its Response are deemed rejected by TxDMV and will not become part of any Contract…